BUSINESS OBJECTS XI WEB INTELLIGENCE

Transcription

1 BUSINESS OBJECTS XI WEB INTELLIGENCE SKW USER GUIDE (Skilled Knowledge Worker) North Carolina Community College Data Warehouse Last Saved: 3/31/10 9:40 AM Page 1 of 78

2 Contact Information Helpdesk If you have any questions about this document or need assistance with Business Objects XI Web Intelligence, please contact the State-Level Reporting team using the following address. Name/Title Address Phone Numbers NCCCS DW (State Level Reporting Team) (Director) Last Saved: 3/31/10 9:40 AM Page 2 of 78

3 Table of Contents 1.0 INTRODUCTION PURPOSE AND INTENDED AUDIENCE DOCUMENT ORGANIZATION NEW TERMINOLOGY BUSINESS OBJECTS WEB INTELLIGENCE BASICS NEW WEB INTELLIGENCE DOCUMENTS LOGGING ON TO WEBINTELLIGENCE CHANGING YOUR PASSWORD SETTING OPTIONS CREATING A NEW DOCUMENT QUERY PANEL DATA MANAGER DATA TAB PROPERTIES TAB SEARCH FUNCTION RESULTS OBEJCTS QUERY FILTERS EXECUTING THE QUERY SAVING A DOCUMENT SENDING A DOCUMENT CLOSING A DOCUMENT EXITING WEB INTELLIGENCE OTHER FUNCTIONS PREDEFINEED CONDITIONS PROMPTS REFRESH ON OPEN EXERCISE 2A EDITING QUERIES OPEN A DOCUMENT ADDING/REMOVING RESULT OBJECTS ADDING/REMOVING QUERY FILTERS EXERCISE 3A Last Saved: 3/31/10 9:40 AM Page 3 of 78

4 4.0 FORMATTING WEB INTELLIGENGE DOCUMENTS TOOLBARS FORMATTING TOOLBAR REPORTING TOOLBAR PAGE NAVIGATION TITLES ADD A TITLE MOVING THE TITLE BOX CHANGING THE SIZE OF THE TITLE BOX REMOVE THE BORDER IN THE TTILE BOX PLACE THE TITLE IN REPORT HEADER BOX ADJUST TOP MARGIN OF DOCUMENT SECTIONS CREATING SECTION HEADERS REMOVING SECTION HEADERS BREAKS INSERTING A BREAK REMOVING A BREAK COLUMNS RESIZING COLUMNS ADDING COLUMNS REMOVING COLUMNS CHANGING COLUMN HEADER NAMES SORT ADDING A SORT REMOVING A SORT CALCULATIONS ADDING CALCULATIONS REMOVING CALCULATIONS EXERCISE EDIT FRAME DATA TAB TEMPLATES TAB REPORT TABLES/CHARTS FREE STANDING CELLS MAP TAB Last Saved: 3/31/10 9:40 AM Page 4 of 78

5 5.4 PROPERTIES TAB CHANGING PROPERTY SETTINGS DESCRIPTION OF PROPERTIES GENERAL PROPERTIES DISPLAY PROPERTIES APPEARANCE PROPERTIES TEXT PROPERTIES SORT PROPERTIES PAGE LAYOUT PROPERTIES BREAK PROPERTIES INPUT CONTROLS TAB EXERCISE APPENDIX A. ABBREVIATIONS, ACRONYMS, AND DEFINITIONS Last Saved: 3/31/10 9:40 AM Page 5 of 78

6 1.0 INTRODUCTION 1.1 Purpose and Intended Audience This user guide has been developed to assist all users of the North Carolina Community Colleges Data Warehouse (NCCCSDW) in the use of Business Objects XI Web Intelligence to create Web Intelligence documents. The intended audience of this guide is to help previous Business Objects 5.1 SKW (Skilled Knowledge Worker) users create documents in Business Objects XI Web Intelligence. NOTE Web Intelligence users should have a basic understanding of navigation techniques and conventions used in Microsoft Windows and Microsoft Word. User IDs College users will have a SKW id to access Business Objects Web Intelligence. College SKW ids allow users to retrieve data for their own college. Other colleges data cannot be retrieved. 1.2 Document Organization This user guide is organized into the following sections. A brief summary of the information contained in each section is also provided. Section 1: Introduction Describes the document s purpose and intended audience, provides an outline of document organization and new terminology. Section 2: Business Objects XI Web Intelligence Basics Provides guidance on how to log in to, navigate in and set options in Business Objects XI Web Intelligence. Guidance on how to create documents, edit and save documents, print reports, and send documents is also provided. Section 3: Editing Queries An example has been created demonstrating how to add or remove objects and filters in a query. Section 4: Formatting Reports Provides guidance on how to use various functions associated with a formatting a document such as toolbars, sections, breaks, columns, sorts and calculations. Section 5: Formatting Using the Edit Functions Provides guidance on how to use the various edit functions in the Edit Pane (Data, Templates, Maps, Properties). Appendix A: Abbreviations, Acronyms and Definitions Defines all abbreviations, acronyms and special terms used in this document. Last Saved: 3/31/10 9:40 AM Page 6 of 78

7 1.3 New Terminology Some of the terminology used with the Data Warehouse has changed. The table below lists the terminology changes. Terminology in Previous Version (5.1) Corporate Documents / Canned Queries Queries or Reports Results Conditions Terminology in New Version (XI) Public Documents Documents Result Objects Query Filters Query Panel This is where a query is built. It is made up of four panes (sections). Query Panel Toolbar - Allows user to perform various functions such as executing a query. Data Manager Pane - Class and objects are displayed along the left side of the screen. Results Objects pane - These are the objects a user has chosen to be displayed in a report. Query Filters pane - Objects are used to narrow your search range. For example, Reporting Term. Document - consists of two parts: the query and the report. Query - The combination of result objects and query filters needed to pull the desired data from the Data Warehouse. Report - the presentation of the data returned from executing the query. Predefined conditions - This object was created to automatically retrieve the data based on a predefined period of time. These objects are recognized with a yellow filter in front of their name and are used in the Query Filters pane. Last Saved: 3/31/10 9:40 AM Page 7 of 78

8 2.0 Web Intelligence Basics This section will discuss how to create new documents and modify them. 2.1 New Web Intelligence Documents In Business Objects XI, reports and queries are two separate entities. A report is the presentation of the query. A query defines the data columns, query filters, query prompts and calculations that are applied to the database objects selected to generate the report. The term for the combined item that consists of both a query and its resulting report is called a Web Intelligence Document (i.e., document). By default, a document is created when all the selected objects and measures in the query are displayed in a report. Once a Web Intelligence Document is built, the report, the query (data), or both can be edited. NOTE: If an existing document is edited, any new objects added to the query will also need to be added to the report. This is done by clicking on the object and dragging it into the report. New objects will not be automatically added to the report. Before creating a new document, it is helpful to form a business question to construct a query that returns the desired data. This prevents retrieving more data than necessary and executing a query multiple times before achieving the desired report. Example of a business question: How many students were enrolled in the curriculum code T90920 (Learn and Earn Online) at my college for Fall, 2008 and Spring, 2009? The following questions are a guide to use when creating a query. Question Answer Query Component 1. Where is the data located? Choose the appropriate universe. Curriculum-II Universe 2. What measures object? Number of students. Student Registrations Object 3. Which dimension objects? Curriculum code and reporting term. Curriculum code and Reporting Term Objects 4. What is the time object? Select the two reporting terms. Reporting Term In List ; Last Saved: 3/31/10 9:40 AM Page 8 of 78

9 2.2 Logging on Web Intelligence After using the Web Intelligence Installation manual to download Web Intelligence Rich Client, follow the directions below to log into Web Intelligence. 1. Type your User Name and Password. Do not change the System or Authentication entry. If changed, you will not be able to log in to Web Intelligence. 2. Click Log on. Last Saved: 3/31/10 9:40 AM Page 9 of 78

10 2.3 Changing Your Password After three failed attempts to log in, a password will be disabled. Call the DW State-Level Reporting Team to request the password be reset. Click on Tools and Options: Rules for New Passwords 1. Minimum of six characters. 2. Cannot re-use a password. 3. Mixed case required (letters and numbers). When done, click on OK. The main screen will be displayed. Last Saved: 3/31/10 9:40 AM Page 10 of 78

11 2.4 Setting Options There are two options that will need to be considered before using Web Intelligence: the Welcome Wizard and Measurements Unit. Welcome Wizard When Web Intelligence opens, the Welcome Wizard will appear. You can use 1) the Welcome Wizard or 2) the File Menu to create or open documents. NOTE: In the SKW manual, we will be using the File menu to demonstrate how to create and open documents. If you wish to disable the Welcome Wizard: 1. Click on the Tools menu. 2. Click on Options. In the Options window: 3. Click on the General Tab. 4. Click on the checked box beside Show Welcome Wizard at startup. This will disable the Welcome Wizard. 5. Click on OK. The next time Web Intelligence is opened the Welcome Wizard will not appear. Last Saved: 3/31/10 9:40 AM Page 11 of 78

12 Measurement Units The view for measurements should be changed from pixels to inches. 1. Click on the Tools drop down menu and click on Options. 2. When the Options window opens, click on the Viewing tab. 3. The Measurement unit is Pixel. Click on the down arrow to view the choices and select Inch. 4. Click on OK ( ). The change will be permanent until another setting is selected. Last Saved: 3/31/10 9:40 AM Page 12 of 78

13 2.5 Creating a New Document To create a new document: 1. Click on the File menu. 2. Select New. The next window to appear will be the Data Source Selection. 3. Always select Universe. 4. Click on Next. The list of available universes will display in a new window. Universes are different views of the data stored in the data warehouse. 5. Select the Course_FTE universe. 6. Click on OK. Last Saved: 3/31/10 9:40 AM Page 13 of 78

14 As the universe is being loaded onto your PC, the following window will appear. 2.6 Query Panel The Query Panel will open. It consists of four areas: Query Panel Toolbar, Data Manager pane, Result Objects pane and the Query Filters pane. Query Panel toolbar Result Objects Pane Data Manager Pane Query Filters Pane Last Saved: 3/31/10 9:40 AM Page 14 of 78

15 Query Panel Toolbar Button Description Purpose Show/Hide Data Manager Show/Hide Filter Pane Create a second query Add a combined query View SQL Run Query Close Query Panel By default, the classes and objects are displayed. If you have a large query with many result objects, then you may want to hide the objects to see more data. A toggle that hides the Query Filters pane to allow you to display more result objects. User can create a second query on the same report to retrieve data that could not be in the first query. (Example: on and off campus FTE) Queries that are combined with the SQL operators UNION, INTEREST, and MINUS. Launch the SQL Viewer to view SQL query. Execute the query and retrieve the data. A user can close with changes or close to undo changes. 2.7 Data Manager The Data Manager has two tabs: Data and Properties. The Data tab list all the objects a user can choose from to build a document. The Properties tab will list information about the report and various options. Data Tab Objects are grouped in folders. To open a folder, click on the + sign beside the folder. A list of objects will be displayed to build a report. Last Saved: 3/31/10 9:40 AM Page 15 of 78

16 There are several object types displayed within the Data Manger pane. Dimension Measure Filter (Blue square) Denotes text data. Example: (Orange bar) A number to be analyzed. Example: (Yellow funnel) This is a pre-defined condition a user can select instead of creating one. Example: Search Function (Data Tab) Web Intelligence has the ability to Search ( ) for an object. In the example below, the word college is searched. Web Intelligence locates the first instance of college. Press Enter to search for the next instance of the search word. NOTE: To search for another part of the object name other than the first word, place an * in front of the word. If not, the search will fail. Properties Tab It is recommended that the option Allow other users to edit all queries be disabled unless you specifically want other users to have the ability to edit a document. This would have to be done each time a document is created. No other changes are needed in the Properties tab. Last Saved: 3/31/10 9:40 AM Page 16 of 78

17 2.8 Result Objects Objects placed in the Result Object pane will be displayed in a report. Add objects To add objects to the Result Objects pane, drag the individual objects from the Data Manager pane to the Result Objects pane or double-click the object name. The objects will appear in the report in the same order as they were chosen. Remove Objects To remove objects, select the object and press DELETE or click and drag an object from the Result Objects pane back to the Data Manager pane. Example - How to build a Query (Course/FTE Universe) 1. Class: Curriculum Courses Object: (1) Reporting Term 2. Class: Curriculum Courses Sub-class: Program Details Objects: (2) Curr ICR Calculated FTE (3) Degree Code (4) Degree Code Desc The Results Objects pane would look like the one below. Last Saved: 3/31/10 9:40 AM Page 17 of 78

18 2.9 Query Filters Query Filters are used to limit the amount of data in a report. For example, data can be limited to a particular reporting term or curriculum code. Query Filters are made up of the three parts - Objects, - Operators, - Operands Objects Objects are selected from the Data Manager pane and dragged into the Query Filter pane. Example: Reporting Term. Operators See the list below for available operators. Operator Equal to Not Equal to Greater than Greater than or Equal to Less than Less than or Equal to Between Not Between In list Not in List Is null Is not null Explanation Equal to one value. Select all other values not equal to one particular value. Greater than a particular number, date, or character. Greater than or equal particular number, date, or character. Less than a particular number, date, or character. Less than or equal to a particular number, date, or character. Records between and including two values for example, Total Number of Student between 20 and 30. All values outside a particular range. Returns only the records matching the value or multiple values specified. If multiple values are specified, separate each with a semicolon (;). Returns records that do not match any of the values specified. If multiple values are specified, separate each with a semicolon (;). Records are returned in which no value has been entered, i.e., is empty. Null is not the same as zero. Returns records that contain a value. Last Saved: 3/31/10 9:40 AM Page 18 of 78

19 Operator Matches pattern Explanation Returns records that begin with or end with a particular string. This operator is used with a wildcard character such as % or _ (underscore). % - matches more than one space. _ (underscore) matches one particular space. A% will return all curriculum codes beginning with A. _1% will return all curriculum codes with 1 as the second position. Different from pattern Both Except Does not match the pattern specified. Returns records containing both of the two values that you specify. You must specify two values as the criteria for this operator. Returns records containing values other than the value you specify for this operator. Operands Operands allow you to specify the values used to limit the data in your report. Constant Values(s) from List Prompt Add a Filter Allows a value to be typed. If multiple values are entered, connect them with a semicolon with no spaces. Returns the list of values for the field that are in the database, if a list of values is available for the particular object. NOTE: Click the Refresh Value(s) button to update the list. Allows a user to selects the value(s) each time the query is executed. Example: Create a reporting term prompt to analyze data from different reporting terms. Click on an object and drag it from the Data Manager pane to the Query Filters pane. The object does not have to be a result object and it can be a measure object. A predefined condition object can be used as well. Example: Remove a Filter Click and drag the object from Query Filters pane into the Data Manager pane. Last Saved: 3/31/10 9:40 AM Page 19 of 78

20 Example: Reporting Term will be selected for the filter. 1. The screen would look like the following example: 2. Click on the Reporting Term object and drag it into the Query Filters pane. Last Saved: 3/31/10 9:40 AM Page 20 of 78

21 3. Web Intelligence uses the default operator In List. Leave it as the default. 4. Click on the gray box to list options. An example follows: 5. The default operand is a constant. A constant can be entered, but it must match the List of Values exactly or data may not be returned when the query is run. Example: is incorrect. NOTE: It is recommended that the Value(s) from List be used when creating a Query Filter. 6. Select (Spring, 2009). NOTE: If you do not see the value you need, click on Refresh Values to update the list. 7. Click OK to close the List of Values and return to the Query Panel. 8. The filter has now been completed. Last Saved: 3/31/10 9:40 AM Page 21 of 78

22 The Query Panel should now look like the following: Last Saved: 3/31/10 9:40 AM Page 22 of 78

23 2.10 Execute the Query Once a query has been built, the query must be executed to see the results in a report. To do this, the Run Query function is selected. A query has been created with four objects and one filter as viewed below. 1. To execute the query, click on Run Query ( ). It is located in the upper right-hand corner of the Query Panel. 2. While the data is being retrieved from the data base, the following window will appear. Last Saved: 3/31/10 9:40 AM Page 23 of 78

24 3. The following document has been created Saving a Document 1. Click on the File drop down menu 2. Click on Save. Last Saved: 3/31/10 9:40 AM Page 24 of 78

25 3. The Save Document window opens. NOTE: If the Web Intelligence document is being saved to send to other Business Objects users, check the Save for all users box. 4. Always uncheck the box, if it is checked. By leaving the box checked, future editing and saving will generate errors. Last Saved: 3/31/10 9:40 AM Page 25 of 78

26 - Type the file name Sample Document 2. - Click on Save. 5. The default location for storing documents: c:\documents and Settings\ncccsuser\ncccuser s Documents\My Business Objects Documents\userDocs. Last Saved: 3/31/10 9:40 AM Page 26 of 78

27 2.12 Sending a document To send a document, use . By Create an and attach the document. By default, Business Objects documents are saved at this location: c:\documents and Settings\ncccsuser\ncccsuser s documents\my Business Objects Documents\Usersdocs 2.13 Closing a Document Click on the File drop down menu and select Close Exiting Web Intelligence Click on the File drop down menu and select Exit. Web Intelligence will close. NOTE: Keep Sample Document 2 open to use in next section. Last Saved: 3/31/10 9:40 AM Page 27 of 78

28 2.15 Other Functions Predefined Conditions Predefined Conditions are a particular kind of object that has built-in operators and values to restrict the number of rows returned and to display only the data you are interested in analyzing. They are identified with a filter icon ( ). For example, to analyze the data for the current reporting term use ( ). Add a Predefined Condition From the Data Manager Pane, double-click the predefined condition to add it to the Query Filters pane or drag the object into the pane. Predefined condition added. Remove a Predefined Condition Click on the predefined object and drag it into the Data Manager pane. Prompts Prompts allow user to refresh a query interactively. Prompts are useful when your query filters periodically change or a report is being created for other users. In the example below, Reporting Term is created as a prompt. 1. The Reporting Term object is selected and dragged into the Query Filters pane. 2. On the filter Reporting Term, the operand drop-down menu is selected. Prompt is chosen. Last Saved: 3/31/10 9:40 AM Page 28 of 78

29 3. Web Intelligence creates a default prompt message. The message can be accepted or changed. 4. To set the Prompt properties, select this button ( ) following the prompt message. 5. The following window appears. Prompt Properties Prompt Text. The prompt text can be modified. Prompt with List of Values. This is enabled by default. This box should not be checked if your query filter is on a measure object. Keep last values selected. This option keeps the last prompt value selected. NOTE: It is recommended the Keep last values selected always be unchecked. Select only from list. If a user types an incorrect value in the wrong format or case, no data will be returned in the report. If this option is selected, you force users to choose from the list of values. The ability to type a value is not available. Optional Prompt. Not for use at this time. Last Saved: 3/31/10 9:40 AM Page 29 of 78

30 Choosing OK will close the Prompt Properties window and return the user to the Query Filters pane. 6. The completed Prompt filter is now displayed in the Query Filters pane. 7. When the report is executed, the user will see a window open asking them to Enter value(s) for Reporting Term. This function is very helpful if a user wants to use the same report for different reporting terms. Refresh on Open Refresh on Open is a function that is often used with a Prompt. Each time the report is opened, it will be empty of data until the user selects a value in a Prompt. The Refresh on Open option is located in Document Properties. 1. From the File drop-down menu, click on Properties. Last Saved: 3/31/10 9:40 AM Page 30 of 78

31 2. The Document Properties panel will appear to the right of your report. Under document Options, check the box Refresh On Open. 3. Remove the prompt and add the filter Reporting Term In List Click on File and save the document. 5. Close Sample Document 2. (File, Close) Last Saved: 3/31/10 9:40 AM Page 31 of 78

32 Exercise 2 (Create a query on the Course/FTE Universe) Business Question: What was the Curriculum FTE earned for Other Distance Learning Courses (DL) by college for Reporting Year 2009? 1. Select the following universe: Course/FTE 2. Select the following Result Objects: -Class: College Information Object: College Name -Class: Curriculum Courses Object: Reporting Year -Class: Curriculum Courses Sub-Class: Program Details Object: Curr ICR Calculated FTE -Class: Curriculum Courses Sub-Class: Program Details Object: CU Method of Instruction Code Desc 3. Create the following Query Filters. Reporting Year In List 2009 CU Method of Instruction Code In List DL 4. Click on Run Query to execute the query. The document should look like the one below. 5. Save the document as Exercise Close the document. Last Saved: 3/31/10 9:40 AM Page 32 of 78

33 3.0 Editing Queries In this section, an example is shown on how to edit a previously created document by adding and removing result objects and query filters. Business Question: Universe: Result Objects: What is the Curriculum FTE by Degree Code for Traditional Method of Instruction for Reporting Term (Spring, 2009)? Course/FTE Degree Code Desc Reporting Term Curr ICR Calculated FTE (Remove Result Object) Degree Code (Add Result Object) CU Method of Instruction Code Desc Query Filters: Reporting Term In list (Add Filter) CU Method of Instruction Code In List TR 3.1 Open a Document 1. Click on File and Open. Select Sample Document Adding/Removing Result Objects 2. Click on Edit Query ( ). 3. Remove the object Degree Code by clicking on the object and dragging it into the Data Manager pane. 4. Add the object CU Method of Instruction Code Desc by clicking and dragging it into the Result Objects pane. 5. The Result Objects pane should now look like the one below. Last Saved: 3/31/10 9:40 AM Page 33 of 78

34 3.3 Adding/Removing a Query Filters To complete the requirements for the report, a filter must be added to select only Traditional courses. 1. Click on CU Method of Instruction and drag it into the Query Filter pane. 2. The filter needs the operator and operand. Leave the operator as In List Click on to select Value(s) from List. Select TR for Traditional for the operand. The query should look like the example below. 3. Click on Run Query. Last Saved: 3/31/10 9:40 AM Page 34 of 78

35 4. The report will display as follows: CU Method of Instruction Code Desc is listed in the group of objects, but not in the report. NOTE: Any time an object is added to a query, the user must manually add the object to the report by clicking the object and dragging it to the desired location. 5. Add CU Method of Instruction Code Desc to the report as shown in the example below. Last Saved: 3/31/10 9:40 AM Page 35 of 78

36 The report should look like the following. 6. Click on the File drop down menu. Click on Save as. 7. If the box is checked, uncheck before saving. 8. Name the document Sample Document Close the document. Last Saved: 3/31/10 9:40 AM Page 36 of 78

37 Exercise 3 (Edit query) Business Question: What was the FTE for Other Distance Learning Courses earned by College by Course Prefix and Number for Fall, 2008 and Spring, 2009? 1. Open Exercise Click on Edit Query. 3. Remove Reporting Year from the Result Objects pane. 4. Add the following Result Objects to the query: -Class: Curriculum Courses Sub-class: Program Details Object: Course Prefix -Class: Curriculum Courses Sub-class: Program Details Object: CU Course Number -Class: Curriculum Courses Object: Reporting Term 5. Remove Reporting Year from the Query Filter pane. 6. Add Reporting Term In list ; Web Intelligence will add the semi-colon (;). 7. Click on Run Query. 8. Add the new objects to the report so the columns are listed in this order in the document. 1) College Name 2) Reporting Term 3) Course Prefix 4) CU Course Number 5) CU Method of Instruction Code 6) Curr ICR Calculated FTE The document should look similar to the example below. Last Saved: 3/31/10 9:40 AM Page 37 of 78

38 9. Click on the File drop down menu. Click on Save as. 10. If the box is checked, uncheck before saving. 11. Name the document Exercise Close the document. Last Saved: 3/31/10 9:40 AM Page 38 of 78

39 4.0 Formatting Web Intelligence Documents 4.1 Toolbars Open Sample Document 3. (File, Open) By default, the toolbars (Formatting, Reporting, and Page navigation) are enabled when Web Intelligence toolbar is installed on your computer. They can be located in the View drop-down menu. Formatting toolbar Click on the item you want to format (example: the title box, column header, or data in the column) and then click on the icon to format the text. Formatting Toolbar Icon Function Front type (drop down box displays all font choices) Font size (drop down box displays font sizes) Makes text bold Last Saved: 3/31/10 9:40 AM Page 39 of 78

40 Icon Function Italicizes text Underlines text Text color (drop down box displays other color options) Background color (drop down box displays other color options) Background image Applies borders to cells Applies color to borders Left justifies text Centers text Right justifies text Aligns text to the top of a cell Aligns text in the middle of a cell Aligns text in the bottom of a cell Wraps text Merge cells Format painter Last Saved: 3/31/10 9:40 AM Page 40 of 78

41 Reporting Toolbar Icon Function Show/Hide Filter pane Show/Hide Formula bar Variable Editor Undo previous action Redo action Alerters Apply/Remove Ranking Add Filter Insert/Remove Break Apply/Remove Sort Calculation function for measure objects only. Count function for dimension objects only. Insert row above the current line Ability to hide columns or cells Align blocks and cells Switch page/quick display (Toggle) can switch between View Structure and View Results. View Structure view report. (Toggle) can switch between View Results and View Structure. View Results displays objects, formatting, sections, etc. Last Saved: 3/31/10 9:40 AM Page 41 of 78

42 Page Navigation Icon Function Zoom in and out to view a report Move forward and backward to view pages 4.2 Titles Add a Title 1. To add or change a title, double click in the report Title Box. A text box for the title will display with the title text above the report. 2. Type in the text for your title Traditional FTE Courses by Degree Code and press Enter. Your title will be displayed on the report. Last Saved: 3/31/10 9:40 AM Page 42 of 78

43 Moving the Title Box 3. To move the title box, click in the title box and drag the title to the desired location. In the example below, the title will be moved to the left in order to center it over the report. 4. The title cell is centered after moving the title box. Changing the Size of the Title Box 5. To change the size of the title box, move the mouse over the edge of the title box until it change to a double arrow. Move cursor here until double lines appear. Move to the left. 6. Then click and drag to the left until desired size is reached. 7. The height of the title box can also be changed in the same manner. Last Saved: 3/31/10 9:40 AM Page 43 of 78

44 Remove the Border in Title Box If the report has several lines in the header, you may want to remove the line under the header. 8. Click on the Title box. 9. Click on the Properties tab ( ) at the top of the left pane. 10. Click on the plus sign (+) beside Appearance. 11. The Text properties appear beneath the word Appearance. Click on the plus sign (+) beside Text properties. 12. Go to bottom of the list until you see Borders. Click on. (dots). Click here. Last Saved: 3/31/10 9:40 AM Page 44 of 78

45 13. The Border Editor window opens. 14. Click on the choice with no lines around a cell. 15. Click OK. 16. The title will no longer have a line under it. Last Saved: 3/31/10 9:40 AM Page 45 of 78

46 Place a Title in the Report Header Box 17. By default, the title is located in the report body. It needs to be placed in the report header. Click on the title Traditional FTE Courses by Degree Code and drag it up until a light blue box is displayed with the title in it. Release the button on the mouse. -To verify the title is in the report header box, go to the Map Tab in the Edit pane. -Click on the Structure tab. -Click on the + sign beside Report Header. The title will be displayed underneath it. 18. To view the page as it will be printed, click on the Switch Page/Quick Display ( ) button on the Reporting Toolbar. Adjust Top Margin after adding a Title 19. Adjust the Top Margin of the document. (Screen shot follows instructions). -With the document still open, click on the Properties tab in the Edit frame. -Click in the white area outside of the report to bring up the Page Layout properties. -Click on the + sign to open up Page Layout. -Change the top margin to Press Enter. Last Saved: 3/31/10 9:40 AM Page 46 of 78

47 4.3 Sections NOTE: Remove CU Method of Instruction Code Desc from the report. Data can be sectioned by a column of your choice. The section functionality allows a column to be pulled out of the table and placed as a section header, which looks like a table header. Example: Without a Section With a Section Creating Section Headers 1. To divide the data into sections, click on one column that you want to use to section the data. In this example, Reporting Term will be used. Right-click on it. Last Saved: 3/31/10 9:40 AM Page 47 of 78

48 2. A speed menu will appear. Click on Set as Section option. 3. The report now has a section header Reporting Term. Removing Section Headers 4. Click on the Section Header ( ) and drag it over the report where you want to place the column until the box displaying Drop here to insert a cell shows. Then drop the object. Last Saved: 3/31/10 9:40 AM Page 48 of 78

49 5. You may be asked if you are sure you want to delete a section header cell. Click on OK. 6. The Section Header Reporting Term is now in the report. 4.4 Breaks By placing a break on a column, the table is broken down into multiple tables in which data can be better analyzed. Without a Break Inserting a Break To create a break, click on the column that you want to break the data by and then click on the break icon ( ) in the Reporting Toolbar. Last Saved: 3/31/10 9:40 AM Page 49 of 78

50 In the example below, a break will be placed on the Degree Code Desc column. With a Break on Degree Code Desc Removing a Break To remove a break, click in the body of the break column and then click on the break icon ( ). 4.5 Columns Resizing Columns Move the cursor over the edge of the column until it becomes double arrows. Then click and drag the arrow over until the column is the desired size. Last Saved: 3/31/10 9:40 AM Page 50 of 78

51 Adding Columns 1. To add a new column to a report, click on the CU Method of Instruction Code Desc on the Data tab of the Data Manager Frame. 2. Drag the object over the report where you want to insert the new column until the box display Drop here to insert a cell shows. Then drop the object. Removing Columns 3. To remove a column, you can choose to right click in the body of the CU Method of Instruction Code Desc column and select Remove option. The second option is to click on CU Method of Instruction Code Desc and remove the object from the query. For this exercise, remove the object from the query. Last Saved: 3/31/10 9:40 AM Page 51 of 78

52 4. The report should look like the following. Changing Column Header Names 1. To change a column header name, double click on the Curr ICR Calculated FTE. A text box will display with above the report. 2. Type in the new column name (Curriculum FTE) in the text box and press Enter. 3. A warning message may appear asking you to validate the new column header. Click on Yes. To avoid this warning when making changes, click on the green check mark beside the formula toolbar. message will appear.. This will validate the change and no warning Last Saved: 3/31/10 9:40 AM Page 52 of 78

53 4.6 Sorts There are two options for applying a sort on a column: 1) speed menu or 2) toolbar button ( ). Adding a Sort (Speed Menu option) 1. Right click on the Curriculum ICR Calculated FTE column. This will bring up a speed menu. 2. Click on Sort. 3. Select Ascending from the menu. 4. The report displays Curriculum ICR Calculated FTE in ascending order. Last Saved: 3/31/10 9:40 AM Page 53 of 78

54 Removing a Sort 5. To remove a sort, right click on the Curriculum FTE column. Select the Sort option and then select the None option. 6. The report has returned to its original listing. 4.7 Calculations Adding Calculations 1. Left-click in the body of the Curriculum FTE column. Last Saved: 3/31/10 9:40 AM Page 54 of 78

55 2. Click on the drop down Calculation icon. The calculation options will display. 3. Click on Sum. The total sum of Curriculum FTE will be displayed. Removing Calculations a. Hold the Ctrl button down and select all the cells in the row that are to be deleted. They will be highlighted. b. Right-click to bring up the speed menu. c. Select Remove --> Remove Row. Last Saved: 3/31/10 9:40 AM Page 55 of 78

56 4. The report will be displayed with the Sum line removed. 5. Click on the File drop down menu. Click on Save as. 6. If the box is checked, uncheck before saving. 7. Name the document Sample Document Close the document. Last Saved: 3/31/10 9:40 AM Page 56 of 78

57 Exercise 4 (Formatting a previously created report) 1. Open Exercise Report Columns Double-click in the cells and change the following column headers. Click Enter after each change. Curr ICR Calculated FTE to Curriculum FTE CU Method of Instruction Code Desc to Method of Instruction CU Course Number to Course Number 3. Breaks Click in the body of the College Name column and place a break ( ) on the column. 4. Calculations Click in the body of the Curriculum FTE column and place a sum ( the column. ) calculation on Clear the cells with the word Sum:. Add Final Total to the total line at the bottom of the report. Last Saved: 3/31/10 9:40 AM Page 57 of 78

58 5. Sorts Click in the body of the Curriculum FTE column and place an ascending sort on it. Only first three lines are shown below. 6. Title Double-click on title cell and add Fall 2008 and Spring 2009 Curriculum FTE - Other Distance Learning Courses. Adjust the width of the title box so the title can be seen. Move the title to the Report Header box. Left-click on the title and drag it up into the header cell. The document should look similar to the example below. Only Beaufort County is shown to save space. Last Saved: 3/31/10 9:40 AM Page 58 of 78

59 7. Click on the File drop down menu. Click on Save as. 8. If the box is checked, uncheck before saving. 9. Name the document Exercise Close the document. Last Saved: 3/31/10 9:40 AM Page 59 of 78

60 5.0 Edit Frame Open Sample Document 4. (File, Open). The Edit Frame is located on the left side of the Web Intelligence viewer. Edit Frame The Edit Frame is made up of four tabs. Each will be discussed in a separate section. 1. Data 2. Templates 3. Map 4. Properties 5. Input Controls 5.1 Data Tab The Data tab is the default for the Edit Frame. The Result Objects chosen in the Query Panel are listed here. Last Saved: 3/31/10 9:40 AM Page 60 of 78

61 5.2 Templates Tab Templates allow the users to add a second report to an existing document and change a standard table to other table forms and charts. Free-Standing Cells is another element that many users will find helpful when creating new reports. An empty cell is created in which a user can add additional information. Report 1. Click on and drag it into the Report pane to add another report to the document as shown below. 2. Right click on Report 2 to bring up a menu that lists several options. Select Delete Report. Last Saved: 3/31/10 9:40 AM Page 61 of 78

62 Tables/Chart The report table can be converted to another type of table or to a chart. Click on the table/chart and drag it over the report and drop it. In the example below, the Bar chart is dragged over the report table. The table will be transformed into the chart selected. Last Saved: 3/31/10 9:40 AM Page 62 of 78

63 Free Standing Cells The user is given the ability to create cells to display various document data. In the sub-folder Formula and Text Cells, only the ones listed below are recommended for use in a report. Blank Cell Click on Blank Cell and drag it to where the data is desired to displayed. The cell can contain any data/information you wish to add to it. Example: titles. Last Refresh Date The data and time a report was last refreshed will be displayed wherever the cell is dropped in the report. Document Name The document name will be automatically displayed wherever the cell is dropped in the report. In the sub-folder Page Number Cells, several options are available for displaying page numbers. Click and drag the option to the desired location in the report. If a mistake is made, click on the cell and press the Delete button to remove it. Page Number - Page Number/Total Pages - Total Number of Pages - will be displayed. will be displayed. will be displayed. Last Saved: 3/31/10 9:40 AM Page 63 of 78

64 5.3 Map Tab The Map tab is made up of three sections: Map, Filters, Structure. Map Lists all reports in a document. Filters Lists any filters. Structure Lists each section of a document such as report header, report body, report footer. 5.4 Properties Tab Each section of a report has properties. There are properties for titles, columns, column headers, free cells, report tables, and the overall report. 1. To access the Properties for a specific area of a report, click on section. The Properties displayed will automatically change according to the area selected in the report. For example, if you click in the title box, all of the properties are for the title. 2. To set the properties for multiple cells, hold the CTNL key down while you click on the cells. 3. The properties can be sorted by alphabetical order by clicking the sort icon. 4. To return to the original sort order, click the categorized icon. 5. To expand every folder at once, click on this icon. 6. To close every folder at once, click on this icon. 7. To Show/Hide the Description Area, click on this icon. Last Saved: 3/31/10 9:40 AM Page 64 of 78

65 Changing Property Settings There are four methods for changing property settings. 1. Text Box Click in the box and type the new data. 2. Yes Check Box Click inside the box to change the check mark. 3. Drop Down List Click on the arrow for the drop down list and select the desired option. The arrow for the drop down list will not be displayed until you click in the box for the property. 4. Pop Up Window Click on the button and the pop up window for that property will display. Note: The pop up window will not be displayed until you click in the box for the property. The pop up window will appear as shown below. Make the desired changes and click on OK. Last Saved: 3/31/10 9:40 AM Page 65 of 78

66 Description of Properties A. General Properties Informational text (ex. Syntax of object). B. Display Properties - Apply to the display of the cells. (Display Properties) Click in the body of the table to see these properties. Name Function Autofit width Width Autofit height Height Read cell content as Check yes to automatically adjust the width of the cell(s) to fit the contents of the cell(s). The width of the cell(s) in inches. Type in a new value to change the width. Check yes to automatically adjust the height of the cell(s) to fit the contents of the cell(s). The height of the cell(s) in inches. Leave as default text. Last Saved: 3/31/10 9:40 AM Page 66 of 78

67 Name Horizontal padding Vertical padding Function The amount of space placed in front of the text in the cell(s). The amount of space placed below the text in the cell(s). More Display Properties - Apply to the display of the cells. (Display Properties) Click on the edge of the report to display these properties. Name Cell spacing Show table headers Show table footers Avoid duplicate row aggregation Show rows with empty measure values Show rows with empty dimension values Show when empty Function The space between table cells. Show or hide table headers. Show or hide table footers. Avoid duplicate row aggregation in this table. Shows rows where measures have null values. Shows rows where dimensions have null values. Displays even when empty. Last Saved: 3/31/10 9:40 AM Page 67 of 78

68 C. Appearance Properties They apply to the appearance of the cell(s). (Appearance Properties) Click in the white area outside of a report to see these properties. Name Function Background color Background image The background color of the cell(s). The color can be changed by selecting a different color from the drop down list. The image used as the background fo rhte cell(s). The image can be changed by slecting a different image in the Background Image popup. A couple of the options include DRAFT and FINAL COPY under the Skins options. Borders Merge cells Number format The border of the cell(s). To change the border, select a new border on the Border Editor pop up. Check yes to merge cells. At least two cells must be selected to use this option. The merged cell will contain the text of the first cell that was selected, not the text of all cells. Sets the number format of the selected cell(s). Click on the box to view the Number Format pop up window. NOTE: This function will only appear when a column containing numbers is selected. Ex: Curr ICR Calculated FTE. Last Saved: 3/31/10 9:40 AM Page 68 of 78

69 D. Text Format This will allow a user to change the formatting of the text in the selected cells. Name (Text Properties) Click in a cell for these properties to appear. Function Font name Size Style Underline Strikethrough Text color Wrap text Vertical text alignment Horizontal text alignment The font of the text in the cell(s). The font can be changed by selecting a new font from the drop down list. The size of the text in the cell(s). The size can be changed by selecting a new size from the drop down list or by typing in a new size. The font style for the cell9s) including Regular, Bold, Italic, and Bold Italic. The style can be changed by selecting a style from the drop down list. Check yes to underline the text in the cell(s). Check yes to strikethrough the text in the cell(s). The color of the text in the cell(s). The color can be changed by selecting a different color from the drop down list. Check yes to wrap text in the cell(s). Wrapping the text will put the text on multiple lines to fit the cell size. If the yes box is not checked, the text will be on a single line. The vertical orientation of the text in the cell(s). The alignment can be changed by selecting a new orientation from the drop down list. The horizontal orientation of the text in the cell(s). The alignment can be changed by selecting a new orientation from the drop down list. Last Saved: 3/31/10 9:40 AM Page 69 of 78

70 E. Sort Properties - The user can sort a column of data in Ascending or Descending order. To undo a sort, click on None. Click in the body of a table or the outline of the table to bring up this property. F. Page Layout Properties - The Page Layout Properties vary greatly depending on the section selected. Click in the white area outside a table or in the Header cell to display the properties. Relative Position is a subcategory of Page Layout. The Relative Position properties affect the positioning of the report. Click on the white area outside of a report and the following Page Layout properties are displayed. Click outside of report. Last Saved: 3/31/10 9:40 AM Page 70 of 78

71 Name (Page Layout properties) Click on the white area outside of a report to see the properties. Function Top margin Bottom margin Left margin Right margin Page size Page orientation Show page header Header height Show page footer Footer height Adjust the top margin of a report. Adjust the bottom margin of a report Adjust the left margin of a report. Adjust the right margin of a report Default is A4. Report page format. Report page orientation (landscape or portrait). Shows/hides page header. Click on Yes box to display the header. Page header height. Click on the up or down arrow to adjust the height. Shows/hides page footer. Click on Yes box to display the footer. Page footer height. Click on the up or down arrow to adjust the height. G. Break Properties - Break properties apply to breaks in a report. In the example below, a break ( ) will be applied to Degree Code Desc. Last Saved: 3/31/10 9:40 AM Page 71 of 78

72 -Select Degree Code Desc column by left clicking in the body of the column. -Click on the break button ( ). The report now breaks on Degree Code Desc. Once the report is displayed with the break, the Break properties will appear in the Edit Pane. Last Saved: 3/31/10 9:40 AM Page 72 of 78

73 (Break Properties) Name Show break header Show break footer Remove duplicate values Center values across break Apply implicit sort to values Function Displays the break header (column header) when checked yes. Display the break footer when checked yes. Removes duplicate values from the break column. Centers the break value across all cells for each value. Applies implicit sorts to the columns. A sub-category of the Break properties is Page Layout properties. The Page Layout properties, in this example, apply only to breaks. Name Page Layout Properties (subset of Break Properties) Function Start on new page Avoid page breaks in the table Repeat header on every page Report break value on every new page Start each break section on a new page. Avoid breaks in the table where possible. Repeat the table header on every page. Report the break value on every page. Last Saved: 3/31/10 9:40 AM Page 73 of 78

74 5.5 Input Controls Tab This option is not available at this time. Last Saved: 3/31/10 9:40 AM Page 74 of 78

75 Exercise 5 (Additional Formatting Functions) 1. Open Exercise Add a Free Standing Cell Add a blank cell under the title. Double-click on the cell and type by Course Prefix and Number. Adjust the width of the cell to see all of the title. Last Saved: 3/31/10 9:40 AM Page 75 of 78

76 3. Add the Free-Standing Cell, Last Refresh Date, to the right of the title. Change the font size to 9 for the Last Refresh Date. Hint: Click on the cell and use the Text format properties. 4. Borders Remove the border under the titles and the Last Refresh Date cell. Hint: Hold down the Ctrl button to select all the cells at the same time. 5. Wrap Text Function Apply the Wrap Text function to the column headers. Hint: Hold down the Ctrl button to select all the cells at the same time. Last Saved: 3/31/10 9:40 AM Page 76 of 78

77 Adjust the height and width of the column header cells so the text can be viewed. View the how the document will look when printed by using Switch Page/Quick Display function. The document should look similar to the following example: 6. Click on the File drop down menu. Click on Save as. 7. If the box is checked, uncheck before saving. 8. Name the document Exercise Close the document. Last Saved: 3/31/10 9:40 AM Page 77 of 78