SAP BusinessObjects Live Office User Guide

Transcription

1 SAP BusinessObjects Live Office User Guide SAP BusinessObjects Enterprise XI 3.1 Service Pack 3 windows

2 Copyright 2010 SAP AG. All rights reserved.sap, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign, SAP Business ByDesign, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and other countries. Business Objects and the Business Objects logo, BusinessObjects, Crystal Reports, Crystal Decisions, Web Intelligence, Xcelsius, and other Business Objects products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of Business Objects S.A. in the United States and in other countries. Business Objects is an SAP company.all other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves informational purposes only. National product specifications may vary.these materials are subject to change without notice. These materials are provided by SAP AG and its affiliated companies ("SAP Group") for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty

3 Contents Chapter 1 About this document 7 Who should read this document...8 How to use this document...8 Chapter 2 Getting Started with Live Office 11 Overview...12 About Live Office content...12 Live Office concepts...13 Live Office object types...17 Live Office architecture...17 Live Office toolbar...17 Live Office ribbon menu...20 To hide or show the Live Office toolbar...20 Logging on to BusinessObjects Enterprise...20 Chapter 3 Working with Crystal Reports Content in Live Office 23 Overview...24 Inserting Crystal Reports content...24 Logging on to secured databases...24 Insert Wizard: Choose Document...27 Insert Wizard: Specify Parameter Values...29 Insert Wizard: Choose Data...31 Insert Wizard: Set Filters...34 Insert Wizard: Summary...36 Summary page...37 Data Refresh Options...38 SAP BusinessObjects Live Office User Guide 3

4 Contents Additional Info...40 Modifying Crystal Reports content...40 Viewing and modifying general object properties...40 Adding custom content to Live Office objects...42 Modifying parameter values...42 Modifying fields...45 Modifying filters...46 Chapter 4 Working with Web Intelligence Content in Live Office 49 Overview...50 Upgrading content from the previous version...50 Inserting Web Intelligence content...51 Insert Wizard: Choose Document...53 Insert Wizard: Specify Query Contexts...55 Insert Wizard: Specify Prompt Values...57 Insert Wizard: Choose Data...58 Insert Wizard: Summary...61 Summary page...61 Adding more Web Intelligence report parts...62 Data Refresh Options...63 Additional Info...66 Modifying Web Intelligence content...66 Viewing and modifying general object properties...67 Modifying prompt values...68 Chapter 5 Working with Queries in Live Office 71 Overview...72 Inserting Queries...72 To launch the Live Office Insert Wizard...73 Insert Wizard: Choose Universe SAP BusinessObjects Live Office User Guide

5 Contents Insert Wizard: Specify Query...76 Insert Wizard: Specify Query Context...87 Insert Wizard: Specify Prompt Values...89 Insert Wizard: Summary...91 Summary page...91 Modifying Queries...92 Viewing and modifying general object properties...92 Modifying prompt values...94 Changing the universe location...96 Modifying the query definition...96 Modifying a query context...97 Chapter 6 Performing Common Tasks with Live Office Objects 99 Performing Common Tasks with Live Office Modifying objects by report Publishing and Viewing Files Saving your data locally and to the repository Copying and pasting Live Office Objects Distributing objects via Outlook Loading, updating, and refreshing existing content Removing Live Office objects Chapter 7 Performing Advanced Tasks 111 Performing Advanced Tasks Managing prompt and parameter settings Modify Object Refresh Order Managing global Live Office properties Managing document security and access SAP BusinessObjects Live Office User Guide 5

6 Contents Chapter 8 Troubleshooting Live Office 129 Enabling logging for Live Office Sample Live Office log files Troubleshooting Live Office components Problem: LiveOffice menu disappeared Problem: Object refresh failed Problem: Object sorting and filtering lost when refreshing Problem: Access denied to universe Live Office object size limitations Chapter 9 Reference 137 Reference Sections Live Office Insert Wizard Options dialog box Live Office Object Properties dialog box Backward compatibility Unsupported features Appendix A More Information 145 Index SAP BusinessObjects Live Office User Guide

7 About this document 1

8 About this document 1 Who should read this document Welcome to BusinessObjects Live Office User's Guide. Live Office lets anyone, from business workers to experienced data analysts, easily retrieve business information, create queries, perform calculations, and share answers to business questions without having to understand complex database languages and structures. Live Office helps business workers like you easily embed accurate, trustworthy up-to-date Crystal Reports or Web Intelligence information into your Microsoft Office documents, spreadsheets, s, and presentations. If you know how to create documents and spreadsheets, you'll have no problem learning to use Live Office. This guide provides comprehensive information and procedures to help you to perform the following business tasks from within the Microsoft Office application environment: Create simple queries and summary reports based on verifiable, up-to-date, real-time information, to analyze data such as quarterly sales figures; answer important business questions; and make informed decisions. View, modify, and refresh existing queries quickly to suit your business needs. Share the results with your colleagues securely over the web or intranet for collaborative, strategic decision making. Live Office, part of the BusinessObjects Productivity Pack, is one of a suite of query and analysis products provided by Business Objects. Who should read this document This document is intended for business users of Microsoft Office applications who want to work with Business Objects data within the Microsoft Office application environment. You must be familiar with Microsoft Office Excel, Word, Outlook, and PowerPoint, and you must have some familiarity with BusinessObjects Enterprise to understand this guide. How to use this document This guide covers the following topics and tasks 8 SAP BusinessObjects Live Office User Guide

9 About this document How to use this document 1 To do this Go to this section Understand key Live Office concepts and product enhancements. About Live Office content Create and modify Crystal Reports documents from within your Microsoft Office applications. Inserting Crystal Reports content Create and modify Web Intelligence documents from within your Microsoft Office applications. Inserting Web Intelligence content Build, edit, and refresh universe queries from within your Microsoft Office applications. Inserting Queries Performing common tasks with Live Office objects such as saving documents and removing objects. Performing Common Tasks with Live Office Perform more complex Live Office tasks such as managing prompts and configuring Single Sign On authentication. Performing Advanced Tasks Enable Live Office logging and troubleshoot common Live Office errors. Troubleshooting Live Office Review reference material including backward compatibility information and a list of unsupported and deprecated features. Reference Sections SAP BusinessObjects Live Office User Guide 9

10 About this document 1 How to use this document 10 SAP BusinessObjects Live Office User Guide

11 Getting Started with Live Office 2

12 Getting Started with Live Office 2 Overview Overview BusinessObjects Live Office (Live Office) gives you access to up-to-date information you use everyday to do your job and make important business decisions. It gives you real-time data that is verifiable and easily refreshed. Live Office is built in to Microsoft Office applications you already use. The information you need is at your finger tips and available in a familiar, easy to use format. Live Office empowers business workers like you to easily access corporate data from within Microsoft Office Excel, Word, Outlook, and PowerPoint without depending on IT expertise to use complex business intelligence tools. Note: If you are not sure whether or not you have the appropriate rights, contact your BusinessObjects Enterprise administrator. You can format the imported data by using standard Microsoft Excel functionality and the features of Live Office. This document provides a high-level overview of Live Office concepts, features, and functionality, and user interface to quickly familiarize you with the product. Related Topics About Live Office content Live Office concepts Live Office object types Live Office toolbar Logging on to BusinessObjects Enterprise About Live Office content Before you start working with Crystal Reports or Web Intelligence content in Live Office, you need to understand how Live Office content works. Related Topics Live Office concepts Live Office object types Live Office architecture 12 SAP BusinessObjects Live Office User Guide

13 Getting Started with Live Office About Live Office content 2 Live Office concepts To understand how Live Office data can answer your business questions quickly and easily, you need to be familiar with the following key concepts: Report objects, including instances and parts Parameters and prompts Universes Context Related Topics What are report objects, instances, and parts? What are parameters and prompts? What is a universe? What is a context? What are report objects, instances, and parts? When you use Live Office to insert data in a document, you can choose from Crystal Reports or Web Intelligence content stored in the BusinessObjects Enterprise repository. Reports stored in the BusinessObjects repository are called report objects. Report objects A report is a document you create containing information presented in tables, charts, and graphs. A report object supplies the data to the report. In Live Office, you work with report objects because they are connected to the most up-to-date content stored in databases. So, when you create a report, you'll know it will contain the latest information when people view it. When a report object is created with the Crystal Reports or Web Intelligence designer, its information may come from various databases. The report object returns data from the underlying data source or sources, either on demand from the database or based on the refresh option chosen. SAP BusinessObjects Live Office User Guide 13

14 Getting Started with Live Office 2 About Live Office content Report instances An instance is a version of that object created by BusinessObjects Enterprise when users modify the source document or schedule reports. Each instance contains data that is current at the time the source report is processed. Essentially, a report instance is a report object that contains data that is retrieved from one or more databases. Typically, report objects are designed such that users can schedule several instances with varying characteristics. For example, if users run a report object containing parameters, they can schedule one instance that contains report data from a particular department, and schedule another instance that contains information from another department, even though both instances originate from the same report object. Report parts Report parts are sections of a report that are displayed by themselves, wiithout the rest of the report page. More precisely, report parts are objects that use hyperlinks to point from a source report object to a destination Live Office object. Report parts include objects such as text or charts. 14 SAP BusinessObjects Live Office User Guide

15 Getting Started with Live Office About Live Office content 2 The following diagram shows the relationship between report objects, report instances, and report parts in Live Office. What are parameters and prompts? Parameters Parameter is a Crystal Reports term. A parameter is a question that you need to answer before generating your report. The information you enter, or the way you respond, determines the information that appears in the report. For example, in a report used by sales people, there might be a parameter that asks the user to choose a sales region. The report would return the results for the specific region, instead of returning the results for all of the regions. Parameters may be either mandatory or optional. SAP BusinessObjects Live Office User Guide 15

16 Getting Started with Live Office 2 About Live Office content Prompts Prompt is a Web Intelligence term, similar to a parameter. A prompt is a dynamic filter that displays a question every time you refresh the data in a report. You respond to prompts by typing or selecting the prompt value(s) you want to view before you refresh the data. Prompts may be either mandatory or optional. What is a universe? A Live Office universe is an abstraction of a database and presents data in non-technical terms for business users. A universe is a collection of data objects representing the information available in a database. Business users of Web Intelligence and Crystal Reports can connect to a universe and run queries against the database. For example, a database may contain a universe for sales data, and another for customer service data. Users can perform data analysis and create reports using the objects in the universe, without seeing, or having to know anything about, the underlying data structures in the database. Universes are created by universe design specialists. What is a context? A universe context indicates what types of business questions are answered by the same universe objects. For example, a universe for Sales data might have a context for store sales, another for partner sales, and so on. Because contexts may share objects that are in the same universe, specifying a universe context helps to ensure your query retrieves the right data. For example, data on expenses from an employee expense account may be stored in the same database as data on expenses from marketing a product. Choosing the right universe context will ensure you get the appropriate expense data. Therefore, when you select a universe, you may have more than one universe context to choose from. Note: Contexts are defined by the system administrator. 16 SAP BusinessObjects Live Office User Guide

17 Getting Started with Live Office Live Office toolbar 2 Live Office object types Support for different kinds of data objects has been enhanced in this version of Live Office. The following table explains how support for fields and report parts, such as charts and text, works in Live Office. Live Office content type Fields Report parts Crystal Reports Yes Yes Web Intelligence NA Yes Query Panel Yes NA Note: Embedded Crystal Reports sub-reports are not supported. Related Topics Live Office concepts Live Office architecture BusinessObjects Live Office architecture, uses the reliability of BusinessObjects Enterprise, and Web Services to provide enhanced performance, scalability, and deployment. Live Office toolbar The BusinessObjects Live Office toolbar provides you with quick access to some of the most common commands you will need to create and modify objects or run queries to answer your business questions. SAP BusinessObjects Live Office User Guide 17

18 Getting Started with Live Office 2 Live Office toolbar It provides you with quick access to the Live Office objects in your Microsoft Office Excel, PowerPoint, Outlook, or Word documents. You can: Insert a report object Refresh all report objects Save an object to the BusinessObjects Enterprise repository Navigate to the source report for your Live Office object Access the Help for Live Office The toolbar contains the following buttons: Insert Crystal Reports Content For more information about the objects that you can insert, see Inserting Crystal Reports content. Insert Web Intelligence Content For more information about the options you can use, see Inserting Web Intelligence content Insert Universe Query For information about the options that you can use, see Inserting Queries 18 SAP BusinessObjects Live Office User Guide

19 Getting Started with Live Office Live Office toolbar 2 Open from Business Objects Enterprise Opens the Repository Explorer and allows you to select published documents, Crystal Reports or Web Intelligence documents for insertion. See Insert Wizard: Choose Document. Save To Business Objects Enterprise For information about the options that you can use, see Publishing a document to BusinessObjects Enterprise. Save As New to BusinessObjects Enterprise For information about the options that you can use, see Publishing a document to BusinessObjects Enterprise. Refresh All Objects Refreshes the data of all objects in the document against their source reports. For more information, see Data Refresh Options. Go to Object Allows you to easily navigate to any Live Office object in the document. Help Displays the Online Help for Live Office. SAP BusinessObjects Live Office User Guide 19

20 Getting Started with Live Office 2 Logging on to BusinessObjects Enterprise Live Office ribbon menu The BusinessObjects Live Office ribbon menu shown below, helps you create and modify reports or run queries to answer your business questions when using any Microsoft Office 2007 application. To hide or show the Live Office toolbar Right-click the any toolbar and select BusinessObjects Live Office. You can also Show or Hide the toolbar by navigating to View > Toolbars. The toolbar appears or disappears. Logging on to BusinessObjects Enterprise If you have not already logged on, you are prompted to log on to BusinessObjects Enterprise when you add or modify a Live Office object. You must also log on before you can publish a document or open a published document. To log on to BusinessObjects Enterprise 1. Click Start > Programs > Microsoft Office, and select Microsoft Excel, Word, or PowerPoint to launch the application. 2. Click LiveOffice, click Options, the "Options" dialog box appears. 3. Select the Enterprise tab, enter your BusinessObjects Enterprise logon credentials in the following fields: User name Password 20 SAP BusinessObjects Live Office User Guide

21 Getting Started with Live Office Logging on to BusinessObjects Enterprise 2 4. Verify the information in the Web Service URL and System fields to ensure that the application is pointing to the correct Central Management System (CMS). For example, if the Web Intelligence document you want to insert is on a CMS called businessobjects01, and the web services server is running on a server called businessobjects02, then the following information would be accurate: System Web Service URL businessobjects01 bobje/services/session 5. Select an authentication method from the drop-down list, click Log On and then click OK. Note: The information for the System field, the Web Services URL field, and the "Authentication" drop-down list, will be provided by your system administrator. Related Topics Logging on to BusinessObjects Enterprise automatically SAP BusinessObjects Live Office User Guide 21

22 Getting Started with Live Office 2 Logging on to BusinessObjects Enterprise 22 SAP BusinessObjects Live Office User Guide

23 Working with Crystal Reports Content in Live Office 3

24 Working with Crystal Reports Content in Live Office 3 Overview Overview With Live Office, you can leverage the power, convenience, and reliability of Crystal Reports functionality from within the Microsoft Office applications you use everyday to make better business decisions. With point and click ease, you can easily monitor regional sales trends or analyze quarterly sales figures from within Microsoft Office Excel, Word, Outlook, or PowerPoint, and share that analysis with your colleagues for improved decision making. With Live Office, you have the comfort of knowing that the data you are accessing to make business decisions is reliable, up-to-date, and easily refreshed on demand from the database. Data accuracy is no longer a concern. With the easy to use "Live Office Insert Wizard", you can insert Crystal Reports report parts or fields into your Microsoft Office documents. Inserting Crystal Reports content Crystal Reports content can be added from the Live Office menu or by using the Live Office toolbar. Both methods launch the easy to use "Live Office Insert Wizard" which easily guides you through how to choose a report, select Crystal Reports data objects, and insert them in your Microsoft Office Excel, PowerPoint, Outlook or Word applications as Live Office objects to share with your colleagues. Logging on to secured databases For security purposes, your system administrator may have password protected certain Crystal Reports documents and repositories. Therefore, you may be prompted for database logon credentials when accessing or refreshing certain documents. Performing a consolidated database logon operation 1. Log on to BusinessObjects Enterprise and select LiveOffice > Insert Crystal Reports content, or click the Insert Crystal Reports content toolbar button, to launch the Live Office Insert Wizard. 24 SAP BusinessObjects Live Office User Guide

25 Working with Crystal Reports Content in Live Office Inserting Crystal Reports content 3 2. Navigate to the Crystal Reports document you want to access. 3. When prompted, enter your log on information and password. Related Topics Logging on to BusinessObjects Enterprise To launch the Live Office Insert Wizard 1. Open a Microsoft Office document. 2. Log on to BusinessObjects Enterprise. For more information, see Logging on to BusinessObjects Enterprise. 3. Select where you want to insert the Live Office object. 4. Select Live Office > Insert > Crystal Reports content. Note: In Microsoft Excel, the Wizard can also be launched from Insert > Crystal Reports content. The "Live Office Insert Wizard" appears. If you have not already logged on to BusinessObjects Enterprise, you are prompted to do so. The "Live Office Insert Wizard " will guide you through choosing your document, selecting report content (fields or report parts), selecting parameters if required, and inserting data into your Microsoft Office document. Overview of the Live Office Insert Wizard for Crystal Reports content To use Crystal Reports functionality in Live Office, you select a series of options using the "Live Office Insert Wizard". The "Live Office Insert Wizard" is composed of five pages which are explained below: SAP BusinessObjects Live Office User Guide 25

26 Working with Crystal Reports Content in Live Office 3 Inserting Crystal Reports content Use this page in the wizard To do this task Browse available reports. Locate the report you want to use. Choose Document If the report you selected requires database logon credentials, you are again prompted to log on. For more information, see Insert Wizard: Choose Document. Choose parameter values from a pre-selected list of values. Specify whether you are prompted each time data is refreshed. Specify Parameter Values For more information, see Insert Wizard: Specify Parameter Values Note: This page only appears if your report contains predefined parameters. You cannot use Live Office to introduce new parameters into a report. Choose Data Select the Crystal Reports parts or fields you want to use to create your Live Office object. For more information, see Insert Wizard: Choose Data. 26 SAP BusinessObjects Live Office User Guide

27 Working with Crystal Reports Content in Live Office Inserting Crystal Reports content 3 Use this page in the wizard To do this task Set Filters Select filters to apply to data that you insert as fields in your Live Office documents. For more information, see Insert Wizard: Set Filters. Note: This page only displays if you have selected to insert data as fields. Type the name of your Live Office object. Summary Verify its path in the repository before inserting it into your document. See Insert Wizard: Summary Insert Wizard: Choose Document The first page of the "Live Office Insert Wizard" is the "Choose Document" page and it displays the BusinessObjects Enterprise repository explorer so that you can navigate easily to the report you want to use. The "Choose Document" page displays all Crystal Reports to which you have access, including reports contained within publications. Tip: You can also use the search functionality to search by title, keywords, content or all fields to locate a specific report quickly. If you are importing content to an in Outlook, the search dialog will default to a content search based on the subject line of your . Note: If the report you select requires database logon credentials, you will be prompted again for your database logon credentials. See Logging on to secured databases. SAP BusinessObjects Live Office User Guide 27

28 Working with Crystal Reports Content in Live Office 3 Inserting Crystal Reports content To locate your document using the explorer 1. In the left-hand pane of the "Choose Document" page, navigate to and double-click the folder that contains the report you want to use. Using the buttons above the left-hand pane, you can switch between Folder and Category views for easy navigating. The folder hierarchy expands. If the report is contained within a displayed publication, select the publication instance to reveal its contents. Note: For a report instance to be imported, the instance must be stored somewhere on the BusinessObjects Enterprise system. Instances sent directly to an Inbox are not stored in the repository, and cannot be imported into Live Office. 28 SAP BusinessObjects Live Office User Guide

29 Working with Crystal Reports Content in Live Office Inserting Crystal Reports content 3 2. In the right-hand pane of the "Choose Document" page, select the report you want to use, and click Next. Tip: Click a column heading, for example, Name, Owner, or Type, to sort available reports. You can search for a specific report or object by title or keywords using the search dialog above the frameset. If you are importing to an Outlook , a suggestion folder will also be available. For your convenience, this folder will contain the results of a content search based on the 's subject line. The "Recent" folder also contains any reports you have created or modified most recently for ease of access. Next Step: Insert Wizard If the report you selected contains parameters, the next page of the "Live Office Insert Wizard" will be the "Specify Parameter Values" page. See Insert Wizard: Specify Parameter Values. If the report you selected does not contain parameters, the next page of the "Live Office Insert Wizard " will be the "Choose Data" page. For more information, see Insert Wizard: Choose Data. Insert Wizard: Specify Parameter Values The second page of the Live Office Insert Wizard is the Specify Parameter Values page. This section demonstrates the use of parameters to populate dynamic picklists. For example, in an Activities by Location report object that a sales manager might use to monitor regional sales activity, his report could have one parameter called Select Region with a value list of East and West. SAP BusinessObjects Live Office User Guide 29

30 Working with Crystal Reports Content in Live Office 3 Inserting Crystal Reports content To specify parameter values from a list of values 1. In the Specify Parameter Values page, select the parameter values you want to include from the available drop down list. 2. Click Next. Note: You must select a value for every mandatory parameter. if the parameter is optional you may leave the value as unspecified. You can bind this list of parameter values to particular cells in your Microsoft Office Excel spreadsheet for easy updating. For information about parameter binding and modifying parameter values, see Modifying parameter values. 30 SAP BusinessObjects Live Office User Guide

31 Working with Crystal Reports Content in Live Office Inserting Crystal Reports content 3 First, however, you must choose the data you want to include as report parts and insert it as a Live Office object into your Microsoft Office document. See Insert Wizard: Choose Data. Insert Wizard: Choose Data The third page of the Live Office Insert Wizard is the Choose Data page which prompts you to select the Parts or Fields of the report you want to include and insert into your Microsoft Office document. Tip: Click Switch to Fields to display the available objects as fields rather than as report parts. SAP BusinessObjects Live Office User Guide 31

32 Working with Crystal Reports Content in Live Office 3 Inserting Crystal Reports content Related Topics To select Parts as your data set To select Fields as your data set To select Parts as your data set 1. Choose your preferred options for viewing report data: Click the Toggle Interactive Parameters button to adjust the parameter values in the Interactive Parameters pane. Use the drop down list under each parameter in the pane to adjust the value. After you have completed your parameter value selections click Apply. Note: The Toggle Interactive Parameters button will not appear if your report does not contain predefined parameters or if you click Switch to Fields. Click the Toggle Group Tree button to switch document view. For example, in a quarterly sales report, data could be grouped and sorted by sales person and product in document tree view for quick access. Click the right or left facing arrows in the toolbar to navigate to a particular page in a report. Click the Search icon to search text strings in the report such as a sales person's name. Choose a page magnification or zoom factor for the report from the available drop-down list for optimal display. 2. In the document viewer, select the report parts or objects you want to include. For example, for a quarterly sales report, you could include the name of the sales person, their product class, and their sales total by quarter. Tip: You can select multiple report parts to insert into your Microsoft Office application by using ALT + Click. 3. Click Next. 32 SAP BusinessObjects Live Office User Guide

33 Working with Crystal Reports Content in Live Office Inserting Crystal Reports content 3 Next Step: Insert Wizard If you have inserted your data as report parts, the next page will be the Summary page. On this page you'll be able to name your Live Office object and verify its location in the repository before inserting the object in your document. To select Fields as your data set This topic shows you how to insert Fields as a dataset in a Microsoft Office document. Note: The Select Fields dialog box does not appear if you have chosen to select Parts of a Crystal Report. SAP BusinessObjects Live Office User Guide 33

34 Working with Crystal Reports Content in Live Office 3 Inserting Crystal Reports content 1. In the Choose Data page of the Live Office Insert Wizard, select the Switch to Fields option. 2. In the Available Fields list, click a field that you want to include in the Report object, and then click the right arrow (>). The selected fields appear in the Selected Fields list. 3. Use the up and down arrows to change the order of the included fields, as required. 4. Click Next. Next Step: Insert Wizard If you have inserted your data as fields, the next page will be the Set Filters page. See Insert Wizard: Set Filters. Insert Wizard: Set Filters The Set Filters page will only appear if you have inserted your data as fields. You can apply filters to all available fields in your Crystal Reports documents to restrict the data in your report, even if the fields do not appear in your document. Note: In Microsoft PowerPoint, the Live Office object can show only 50 rows and 50 columns of data. If you insert a Report View that contains more data than this, the data will be truncated. You can reduce the number of fields shown in the report object or add filters to reduce the data to fewer than 50 rows and columns. 34 SAP BusinessObjects Live Office User Guide

35 Working with Crystal Reports Content in Live Office Inserting Crystal Reports content 3 To filter the data 1. In the Set Filters page of the Live Office Insert Wizard, click the field that you want to filter. 2. Select a suitable operator from the Operators drop-down list on the right. There are many different types of operators that you can choose. You can further qualify your operator with values from the Value lists. The options that you are presented with depend on the selected operator. Note: If you want to filter out null values, you can use the is null and is not null operators in combination with other operators. The is not equal to operator also filters out null values. SAP BusinessObjects Live Office User Guide 35

36 Working with Crystal Reports Content in Live Office 3 Inserting Crystal Reports content If you add a filter to a calculated field, you must type in the value, rather than select from the lists. Live Office cannot retrieve the calculated values from the underlying database. 3. Select a value from the drop-down list of values for the operator you chose, and click Add Filter. The filter and applicable value appear under the field to which they apply. The filter is stored as a comment or bookmark on the field that contains the filter. 4. Click Next. Insert Wizard: Summary 36 SAP BusinessObjects Live Office User Guide

37 Working with Crystal Reports Content in Live Office Adding more Objects from the same data source 3 Summary page The "Summary" page is the last screen in the "Live Office Insert Wizard" before the current object is inserted into your Microsoft Office application. Follow the instructions below to complete the process of creating your Live Office object. 1. From the "Summary" page, name your Live Office object and verify its path in the BusinessObjects repository 2. Click Finish to insert your Live Office object into your Microsoft Office document. A progress bar appears as your Live Office object is inserted in your Microsoft Office document. You can now modify object properties, modify parameter or prompt settings, configure data refresh options, or save your Office document with the embedded Live Office object. Related Topics Data Refresh Options Saving your data locally and to the repository Adding more Objects from the same data source You can quickly and easily add additional objects from the same data source into your Microsoft Office document. Note: The information in this section does not apply to Live Office objects embedded in a recieved Select the source Live Office object. 2. Right-click, point to Live Office, and click New Object from Same Report. The source report relaunches in the Live Office Insert Wizard. SAP BusinessObjects Live Office User Guide 37

38 Working with Crystal Reports Content in Live Office 3 Data Refresh Options 3. Select the additional report parts you want to add and insert them using the Live Office Insert Wizard. Tip: You can select multiple report parts of the same type by using ALT + Click. For example, you could select all countries in a sales report and insert them as a row set in your Microsoft Office document. Data Refresh Options The data that is returned when you refresh an object depends on: The type of object that was used as the source object. The data refresh option you select. You can change the refresh behavior for the Live Office report objects from LiveOffice > Refresh Option or from the Live Office Object Properties dialog box. You can also change the refresh order of Live Office objects in your Microsoft Office documents. Related Topics Modify Object Refresh Order To configure refresh options for your Live Office objects 1. In your Microsoft Office document, right-click the Live Office object for which you want to change the refresh properties. 2. From the Live Office menu, click Refresh Option. The "Refresh Options" dialog box appears. 3. Select the refresh option to use and click OK 38 SAP BusinessObjects Live Office User Guide

39 Working with Crystal Reports Content in Live Office Data Refresh Options 3 Refresh Option Definition Refresh the latest instance of the selected Live Office object for a specific user. Select the user whose instance you would like to use from the drop down list, the default value is the Current User based on the database credentials used to log in. Latest Instance: From the latest instance scheduled by <user> Note: When refreshing from the latest instance of a report contained in a Publication, Live Office retrieves the report content from the latest Publication instance for the current user. The publication instance has to be published to an Enterprise location in report format. Instances set to be distributed directly to user Inbox cannot be accessed by Live Office. On Demand: From the database Refresh the data from the database. This is the default value. Use Report Saved Data: From saved data report Refresh the selected instance based on data saved with a published report. This option is only valid after you have published the report with saved data. Specific Instance: From a specific instance of the report Refresh the data from the selected instance only. SAP BusinessObjects Live Office User Guide 39

40 Working with Crystal Reports Content in Live Office 3 Modifying Crystal Reports content Additional Info Note: On Demand is the default option, and it will be the only available option if the report object does not have report instances or versions, and there is no saved data with the report. Note: If you choose to remove data when you save the document for security reasons, anyone opening the document will see a message that data has been removed. They must refresh the objects to view the imported Live Office objects. To refresh the objects, users need to have Live Office installed and have access to the source object in BusinessObjects Enterprise. For more information about concealing data, see Managing document security and access. Modifying Crystal Reports content There are many features in BusinessObjects Live Office (Live Office) that allow you to easily modify your existing Crystal Reports objects. This section contains the following, click the appropriate link to jump to the topic: Related Topics Viewing and modifying general object properties Adding custom content to Live Office objects Modifying parameter values Modifying fields Modifying filters Viewing and modifying general object properties You can also display and modify the properties for your Crystal Reports object. The Live Office Object Properties window allows you to view and modify all objects in the current document. 40 SAP BusinessObjects Live Office User Guide

41 Working with Crystal Reports Content in Live Office Modifying Crystal Reports content 3 To view the properties of a Live Office object 1. From within your Microsoft Office application, right-click your Live Office object and click Properties. The Object Properties dialog box appears. Note: The properties shown and tabs available depend on the type of object selected. 2. Select the Object/Report which contains the object or objects you want to modify. 3. Selelect one or more objects to modify the properties of. 4. Do any of the following: SAP BusinessObjects Live Office User Guide 41

42 Working with Crystal Reports Content in Live Office 3 Modifying Crystal Reports content Click the General tab to view information about the object or objects and modify properties such as report location and object name. Click the Prompts tab to view current parameter settings and access the Specify Parameter Values window for the selected object or objects. Click the Refresh tab to view and modify refresh options for the selected object or objects. Adding custom content to Live Office objects Live Office objects inserted as tables are comprised of rows and columns. You can insert columns or rows, and add your own custom content to the object. The custom content will be retained when the object's data is refreshed. 1. Go to the Live Office object. 2. Select the cell, row or column adjacent to where the new column or row will be inserted. 3. Right-click, point to Live Office, and click Insert Row or Insert Column. One row will be inserted above, or one column will be inserted to the left of the selected cell. Repeat until the desired number of rows or columns in inserted. After inserting the first row or column, the Live Office menu will enable Remove Row or Remove Column. To remove a row or column that has been added, you'll need to select at least one cell within the row or column. Right-click, point to Live Office, and click Remove Row or Remove Column. Modifying parameter values If your Live Office object is based on a report object that contains parameters, you can change the parameter values when you insert the object, or you can change the values later. If you do not specify parameter values when you insert Live Office objects into your Microsoft Office document, Live Office uses the current values. 42 SAP BusinessObjects Live Office User Guide

43 Working with Crystal Reports Content in Live Office Modifying Crystal Reports content 3 Note: If the report object contains mandatory parameters, you must specify a parameter value before inserting the object. You can modify the Live Office properties so that you are prompted for the parameter values when you refresh the data. You can also use commands on the LiveOffice menu and the context menu to modify the parameter values and settings. Modifying Parameter or Prompt values and settings The Specify Parameter Values dialog box for Crystal Reports objects, or the Specify Prompt Values dialog box for Web Intelligence objects and Queries, allows you to set the values that will be used to specify what data is used for the selected Live Office object. There are two options available for all Office applications, and an additional third option in Excel. When working in Excel, you have the option to bind the values to a cell. Binding is a useful way to allow values to be updated automatically from within Excel. You can type the parameter or prompt value into the cell or, if the option is selected, you can select the value from a drop-down menu in the cell. For example, if you have an Activities by Region report, with a Select Region parameter, the binding cell might have the values East and West in the drop-down list of values. Upon selecting a value, the object's data would be updated to reflect the new selection. 1. In the Microsoft Office document, right-click the Live Office object containing the parameter or prompt you want, then click Live Office > Prompt Setting. The Specify Parameter (or Prompt) Values dialog box is displayed. 2. Select the parameter or prompt to modify, and choose from the following options to specify the value: Select the Always ask for value option if you want the Live Office object to prompt you for the parameter or prompt value every time it is refreshed. Select the Choose values list option to bind the Live Office object to specific parameter or prompt values. Click on the browse button to launch the Specify Parameter Values dialog box. Select the parameter or prompt values from the drop down menus or add new values. 3. If you are working with an object in Microsoft Excel, the following additional option will be available: SAP BusinessObjects Live Office User Guide 43

44 Working with Crystal Reports Content in Live Office 3 Modifying Crystal Reports content Select the Choose Excel data range option if you want to bind the parameter or prompt to a range in the Excel spreadsheet. Note: Parameters and prompts that accept multiple discrete values can be bound to a range, or name variable, containing multiple cells. Choose one of the below options for selecting the range: Open the drop-down list and select an existing name variable. Type the address of the range. Click the specify range button to the right of the drop-down list. The "Bind Parameter" or "Bind Prompt" dialog box is displayed. Select an available range within the spreadsheet and click OK. Note: From the Bind Parameter or Bind Prompt dialog box, you can select a range anywhere on the current worksheet, or any other worksheet within the workbook. Additional options available for parameters and prompts bound to ranges: Append parameter list to the drop down of the binding cell: Checking this box will create a drop down in each of the selected cells with a list of all possible values for the selected parameter. Caution: Using this option for a parameter or prompt with a large list of values will increase the overall size of the workbook; and may decrease performance and response time when data is refreshed. Update parameter list upon refresh: Checking this box will refresh the list of values available for the selected parameter. Caution: Using this option for a parameter or prompt with a large list of values will increase the overall size of the workbook; and may decrease performance and response time when data is refreshed. Additional options for range type parameters and prompts: Include this value: Check this box to have the selected value included in the data set. 44 SAP BusinessObjects Live Office User Guide

45 Working with Crystal Reports Content in Live Office Modifying Crystal Reports content 3 No lower/upper value: Checking this box causes the data set to disregard the lower or upper value of the parameter range. 4. Click OK to close the Specify Parameter (or Prompt) Values dialog box. The report data will then be refreshed automatically. Tip: This is the default Live Office refresh behavior, to modify this behavior click Live Office > Options, the "Options" dialog box appears. Under the General section, use the check boxes to specify the preferred refresh behavior. To automatically refresh the data when cell binding changes This topic is relevant if you are using Live Office objects in Microsoft Office Excel. 1. On the Live Office menu, click Options. 2. In the Options dialog box, click the General tab. 3. Select Refresh Live Office object when binding cell changes. 4. Click OK. Note: When you refresh any single LiveOffice object, the Specify Parameter Values dialog box opens and allows you to modify the parameter values. Modifying fields You can add or remove fields from a report object that is based on a Crystal Reports document or document instance. To add or remove fields 1. Click any cell in the Live Office object that you want to modify. 2. On the LiveOffice menu, click Modify and then click Add/Remove Fields to open the Choose Data page of the Live Office Insert Wizard. 3. Do one of the following: SAP BusinessObjects Live Office User Guide 45

46 Working with Crystal Reports Content in Live Office 3 Modifying Crystal Reports content To add a field, select it in the Available fields list; then click the right arrow (>). To remove a field, select it in the Selected fields list; then click the left arrow (<). 4. To change the order of the included fields, use the up and down arrows. 5. Click OK to apply the changes. Related Topics To select Fields as your data set Modifying filters You can add, modify, and remove filters from your document. You can apply filters to any field in the source Crystal Report document, even if the field is not displayed. To add or modify a filter 1. Click any cell in the report that you want to modify. 2. On the LiveOffice menu, click Modify,click Filter Settings, and then click Add/Modify to open the Filter Settings page of the Live Office Insert Wizard. Tip: This command is also available on the LiveOffice shortcut menu. 3. In the Filter Settings page, click the field that you want to filter. 4. If you want to modify an existing filter, select the filter. 5. Select a suitable operator from the Operators list on the right. There are many different types of operators that you can choose. You can further qualify your operator using the values lists. The options that you are given depend on the selected operator. If you want to filter out null values, you can use the "is NULL" and "is NOT NULL" operators in combination with other operators. The "is not equal to" operator also filters out null values. 46 SAP BusinessObjects Live Office User Guide

47 Working with Crystal Reports Content in Live Office Modifying Crystal Reports content 3 Note: If you add a filter to a calculated field, you must type in the values rather than selecting from the lists. Live Office cannot retrieve the calculated values from the underlying database. If you format individual cells in a report object and then change the filters, the formatted cells may disappear. 6. Click Add Filter to add the filter to the field. The filter appears under the field to which it applies. 7. Click OK to apply the changes. To remove a filter 1. Select a cell in your document that contains the filter you want to remove. 2. On the LiveOffice menu, click Modify, click Filter Setting, and then click Add/Modify to open the Filter Settings page of the Live Office Insert Wizard. Tip: You can also right-click the Live Office object, point to Live Office, point to Filter Settings, and click Add/Modify. 3. In the Filter Settings page, select the filter that you want to delete, Remove Filter, and click OK. Choosing specific field values as filter settings To focus on a value You can also focus on or filter on a particular set of field values. to narrow down the data in your report. For example, if your report data contains information on a range of bicycles, you might have three fields containing the following information: Size, Color, and Price. The bicycles might come in four colors: red, black, blue, and green. If you want your report to display the size and price for the black bicycles only, you could use the Focus On Value filter setting to return that information. Alternatively, you can use the Exclude Value to exclude specific values. 1. Click the cell containing the field value that you want to include as a filter. For example, black bicycles. SAP BusinessObjects Live Office User Guide 47

48 Working with Crystal Reports Content in Live Office 3 Modifying Crystal Reports content To exclude a value 2. On the LiveOffice menu, click Modify,click Filter Setting, and then click Focus On Value. Your report now displays size and price information for black bicycles. To restore the default view, remove the filter. 1. Click the cell containing the value that you want to exclude. 2. On the LiveOffice menu, click Modify, click Filter Setting, and then click Exclude Value. Live Office removes the rows in that field containing the selected value. In this example, all red bicycles would disappear from the field. To restore the default view, remove the filter. 48 SAP BusinessObjects Live Office User Guide

49 Working with Web Intelligence Content in Live Office 4

50 Working with Web Intelligence Content in Live Office 4 Overview Overview Web Intelligence provides access to business information over intranet and extranets for powerful ad hoc queries and sophisticated, easy-to-use interactive analysis. With BusinessObjects Live Office (Live Office), you can easily and conveniently manipulate Web Intelligence data from within the Microsoft Office application environment. You can compile, analyze, and manipulate live Web Intelligence data from within the Microsoft Office Excel, PowerPoint, Outlook, and Word documents that you use everyday for improved collaborative decision making. Upgrading content from the previous version Earlier versions of Live Office supported inserting Web Intelligence fields into Microsoft Office documents. This version is backward compatible with the earlier versions of Live Office and you can therefore upgrade Web Intelligence content. To upgrade a Web Intelligence object from the previous version 1. Open the Microsoft Office document that contains the Web Intelligence object from the previous version. 2. Logon to BusinessObject Enterprise and launch the Live Office Insert Wizard. You will be prompted to upgrade. 3. Click OK to convert the Web Intelligence document to this version of Live Office. 4. After the upgrade process is complete, right click the object and select Add/Remove Fields to modify the field list setting or select Refresh Object to refresh the fields. 50 SAP BusinessObjects Live Office User Guide

51 Working with Web Intelligence Content in Live Office Inserting Web Intelligence content 4 Inserting Web Intelligence content Web Intelligence content can be added from the Live Office menu or by using the Live Office toolbar. Both methods launch the easy to use "Live Office Insert Wizard" which easily guides you through how to choose a report, select Web Intelligence data objects, and insert them in your Microsoft Office Excel, PowerPoint, Outlook or Word applications as Live Office objects to share with your colleagues. To launch the Live Office Insert Wizard 1. Open a Microsoft Office document. 2. Log on to BusinessObjects Enterprise. For more information, see Logging on to BusinessObjects Enterprise. 3. Select where you want to insert the Live Office object. 4. Select Live Office > Insert > Web Intelligence content. Note: In Microsoft Excel, the Wizard can also be launched from Insert > Web Intelligence content. The "Live Office Insert Wizard" appears. If you have not already logged on to BusinessObjects Enterprise, you are prompted to do so. The "Live Office Insert Wizard " will guide you through choosing your document, selecting report content, selecting prompt values if required, and inserting data into your Microsoft Office document. Overview of the Live Office Insert Wizard for Web Intelligence content To use Web Intelligence functionality in Live Office, you select a series of options using the "Live Office Insert Wizard". The "Live Office Insert Wizard" is composed of five pages which are explained below: SAP BusinessObjects Live Office User Guide 51

52 Working with Web Intelligence Content in Live Office 4 Inserting Web Intelligence content Use this page in the wizard To do this task Browse available reports. Choose Document Locate the report you want to use. See Insert Wizard: Choose Document. Specify Context If more than one context exists for the Web Intelligence data you have selected, you must specify the context you want to use. For example, Web Intelligence report parts that apply to either a Marketing or a Sales context. See Insert Wizard: Specify Query Contexts. Choose prompt values from a preselected list of values. Specify Prompt Values Specify whether you are prompted each time data is refreshed. See Insert Wizard: Specify Prompt Values Choose Data Select the Web Intelligence report part(s) that you want to use to create your Live Office object. See Insert Wizard: Choose Data 52 SAP BusinessObjects Live Office User Guide

53 Working with Web Intelligence Content in Live Office Inserting Web Intelligence content 4 Use this page in the wizard To do this task Type the name of your Live Office object. Summary Verify its path in the repository before inserting it into your document. See Insert Wizard: Summary Insert Wizard: Choose Document The first page of the "Live Office Insert Wizard" is the "Choose Document" page and it displays the BusinessObjects Enterprise repository explorer so that you can navigate easily to the report you want to use. The "Choose Document" page displays all Web Intelligence reports to which you have access, including reports contained within publications. Tip: You can also use the search functionality to search by title, keywords, content or all fields to locate a specific report quickly. If you are importing content to an in Outlook, the search dialog will default to a content search based on the subject line of your . SAP BusinessObjects Live Office User Guide 53

54 Working with Web Intelligence Content in Live Office 4 Inserting Web Intelligence content To locate your document using the explorer 1. In the left-hand pane of the "Choose Document" page, navigate to and double-click the folder that contains the report you want to use. Using the buttons above the left-hand pane, you can switch between Folder and Category views for easy navigating. The folder hierarchy expands. If the report is contained within a displayed publication, select the publication instance to reveal its contents. Note: For a report instance to be imported, the instance must be stored somewhere on the BusinessObjects Enterprise system. Instances sent directly to an Inbox are not stored in the repository, and cannot be imported into Live Office. 54 SAP BusinessObjects Live Office User Guide

55 Working with Web Intelligence Content in Live Office Inserting Web Intelligence content 4 2. In the right-hand pane of the "Choose Document" page, select the report you want to use, and click Next. Tip: Click a column heading, for example, Name, Owner, or Type, to sort available reports. You can search for a specific report or object by title or keywords using the search dialog above the frameset. If you are importing to an Outlook , a suggestion folder will also be available. For your convenience, this folder will contain the results of a content search based on the 's subject line. The "Recent" folder also contains any reports you have created or modified most recently for ease of access. Next Step: Insert Wizard Note: If the report you selected has more then one context, the next page of the "Live Office Insert Wizard" will be the "Specify Context" page. See Insert Wizard: Specify Query Contexts. If the report you selected does not have more than one context, but contains prompts, the next page of the "Live Office Insert Wizard" will be the "Specify Prompt Values" page. See Insert Wizard: Specify Prompt Values If the report you selected does not contain prompts or more than one context, the next page of the "Live Office Insert Wizard " will be the "Choose Data" page. See Insert Wizard: Choose Data. Insert Wizard: Specify Query Contexts A context is a defined group of data objects in a universe that share a common business purpose. If the data you have selected is included in more than one context, you must specify the context you want to use. SAP BusinessObjects Live Office User Guide 55

56 Working with Web Intelligence Content in Live Office 4 Inserting Web Intelligence content To specify context 1. From the Specify Query Contexts page of the Live Office Insert Wizard, select a context from the list. 2. Click Next. If the Web Intelligence report you select contains prompts, the next page will be the Specify Prompt Values; if the report does not contain prompts the Choose Data page appears. 56 SAP BusinessObjects Live Office User Guide

57 Working with Web Intelligence Content in Live Office Inserting Web Intelligence content 4 Insert Wizard: Specify Prompt Values The Specify Prompt Values page will display only if prompts have been specified for the report. Prompts are either mandatory or optional. If all the prompts listed on this page are optional, you do not have to specify a prompt value at this stage, click Next and specify the prompt values when refreshing the object. 1. On the "Specify Prompt Values" page, do one of the following for each prompt value you want to specify: Type a value in the search field, to search for a prompt value from a pre-selected list of options. Click the to specify Ignore case or Case sensitive for the search string. Click > to add it to your selected values. SAP BusinessObjects Live Office User Guide 57

58 Working with Web Intelligence Content in Live Office 4 Inserting Web Intelligence content Note: If the list of available values is empty or needs to be updated, click the Refresh List icon. Double-click on a displayed value to add it to the list of selected values. Type a prompt value and click > to add the value to the list of values. 2. Click Next. The Choose Data page appears. Insert Wizard: Choose Data The fourth page of the Live Office Insert Wizard is the Choose Data page which prompts you to select the parts of the report you want to include and insert into your Microsoft Office document. 58 SAP BusinessObjects Live Office User Guide

59 Working with Web Intelligence Content in Live Office Inserting Web Intelligence content 4 To select Parts as your data set 1. Choose your preferred options for viewing report data: Click the Toggle Interactive Parameters button to adjust the parameter values in the Interactive Parameters pane. Use the drop down list under each parameter in the pane to adjust the value. After you have completed your parameter value selections click Apply. Note: The Toggle Interactive Parameters button will not appear if your report does not contain predefined parameters or if you click Switch to Fields. SAP BusinessObjects Live Office User Guide 59

60 Working with Web Intelligence Content in Live Office 4 Inserting Web Intelligence content Click the Toggle Group Tree button to switch document view. For example, in a quarterly sales report, data could be grouped and sorted by sales person and product in document tree view for quick access. Click the right or left facing arrows in the toolbar to navigate to a particular page in a report. Click the Search icon to search text strings in the report such as a sales person's name. Choose a page magnification or zoom factor for the report from the available drop-down list for optimal display. 2. In the document viewer, select the report parts or objects you want to include. For example, for a quarterly sales report, you could include the name of the sales person, their product class, and their sales total by quarter. Tip: You can select multiple report parts to insert into your Microsoft Office application by using ALT + Click. 3. Click Next. 60 SAP BusinessObjects Live Office User Guide

61 Working with Web Intelligence Content in Live Office Inserting Web Intelligence content 4 Insert Wizard: Summary Summary page The "Summary" page is the last screen in the "Live Office Insert Wizard" before the current object is inserted into your Microsoft Office application. Follow the instructions below to complete the process of creating your Live Office object. 1. From the "Summary" page, name your Live Office object and verify its path in the BusinessObjects repository 2. Click Finish to insert your Live Office object into your Microsoft Office document. SAP BusinessObjects Live Office User Guide 61

62 Working with Web Intelligence Content in Live Office 4 Adding more Web Intelligence report parts A progress bar appears as your Live Office object is inserted in your Microsoft Office document. You can now modify object properties, modify parameter or prompt settings, configure data refresh options, or save your Office document with the embedded Live Office object. Related Topics Data Refresh Options Saving your data locally and to the repository Adding more Web Intelligence report parts You can quickly and easily add additional report parts to your Live Office Web Intelligence document. To add report parts from the same source 1. Select the source Live Office object in your Microsoft Office document. 2. Right-click, point to Live Office, and click New Object from Same Report. The "Insert from Same Source" window appears. 62 SAP BusinessObjects Live Office User Guide

63 Working with Web Intelligence Content in Live Office Data Refresh Options 4 3. Select the report parts you want to add and click the Insert button. Live Office will insert the part(s) automatically. When you are finished inserting additional parts from that source, click Close to return to your Office document. Data Refresh Options The data that is returned when you refresh an object depends on: The type of object that was used as the source object. The data refresh option you select. SAP BusinessObjects Live Office User Guide 63

64 Working with Web Intelligence Content in Live Office 4 Data Refresh Options You can change the refresh behavior for the Live Office report objects from LiveOffice > Refresh Option or from the Live Office Object Properties dialog box. You can also change the refresh order of Live Office objects in your Microsoft Office documents. Related Topics Modify Object Refresh Order To configure refresh options for your Live Office objects 1. In your Microsoft Office document, right-click the Live Office object for which you want to change the refresh properties. 2. From the Live Office menu, click Refresh Option. The "Refresh Options" dialog box appears. 3. Select the refresh option to use and click OK 64 SAP BusinessObjects Live Office User Guide

65 Working with Web Intelligence Content in Live Office Data Refresh Options 4 Refresh Option Definition Refresh the latest instance of the selected Live Office object for a specific user. Select the user whose instance you would like to use from the drop down list, the default value is the Current User based on the database credentials used to log in. Latest Instance: From the latest instance scheduled by <user> Note: When refreshing from the latest instance of a report contained in a Publication, Live Office retrieves the report content from the latest Publication instance for the current user. The publication instance has to be published to an Enterprise location in report format. Instances set to be distributed directly to user Inbox cannot be accessed by Live Office. On Demand: From the database Refresh the data from the database. This is the default value. Use Report Saved Data: From saved data report Refresh the selected instance based on data saved with a published report. This option is only valid after you have published the report with saved data. Specific Instance: From a specific instance of the report Refresh the data from the selected instance only. SAP BusinessObjects Live Office User Guide 65

66 Working with Web Intelligence Content in Live Office 4 Modifying Web Intelligence content Additional Info Note: Use Report Saved Data is the default option if the Web Intelligence report does not have an instance and is not set as Refresh On Open by the report creator. On Demand is the default option if the Web Intelligence report has been set as Refresh On Open by the report creator; and it will be the only available option if the report does not have instances, or if there is no saved data with the report. Latest Instance is the default option if the Web Intelligence report has an instance that is available to the current user. Note: If you choose to remove data when you save the document for security reasons, anyone opening the document will see a message that data has been removed. They must refresh the objects to view the imported Live Office objects. To refresh the objects, users need to have Live Office installed and have access to the source object in BusinessObjects Enterprise. For more information about concealing data, see Managing document security and access. Modifying Web Intelligence content You can also modify existing Web Intelligence data objects. This section explains how to view and modify existing Live Office objects. This section contains the following, click the appropriate link to jump to the topic: Related Topics Viewing and modifying general object properties Modifying prompt values 66 SAP BusinessObjects Live Office User Guide

67 Working with Web Intelligence Content in Live Office Modifying Web Intelligence content 4 Viewing and modifying general object properties You can also display and modify the properties for your Web Intelligence object. The Live Office Object Properties window allows you to view and modify all objects in the current document. To view the properties of a Live Office object 1. From within your Microsoft Office application, right-click your Live Office object and click Properties. The Object Properties dialog box appears. SAP BusinessObjects Live Office User Guide 67

68 Working with Web Intelligence Content in Live Office 4 Modifying Web Intelligence content Note: The properties shown and tabs available depend on the type of object selected. 2. Select the Object/Report which contains the object or objects you want to modify. 3. Selelect one or more objects to modify the properties of. 4. Do any of the following: Click the General tab to view information about the object or objects and modify properties such as report location and object name. Click the Prompts tab to view current parameter settings and access the Specify Parameter Values window for the selected object or objects. Click the Refresh tab to view and modify refresh options for the selected object or objects. Modifying prompt values You can change the prompt values when you insert the Web Intelligence data object or you can change the values later. If you do not specify prompt values when you insert the object, Live Office uses the current prompt values. Modifying Parameter or Prompt values and settings The Specify Parameter Values dialog box for Crystal Reports objects, or the Specify Prompt Values dialog box for Web Intelligence objects and Queries, allows you to set the values that will be used to specify what data is used for the selected Live Office object. There are two options available for all Office applications, and an additional third option in Excel. When working in Excel, you have the option to bind the values to a cell. Binding is a useful way to allow values to be updated automatically from within Excel. You can type the parameter or prompt value into the cell or, if the option is selected, you can select the value from a drop-down menu in the cell. For example, if you have an Activities by Region report, with a Select Region parameter, the binding cell might have the values East and West in the drop-down 68 SAP BusinessObjects Live Office User Guide

69 Working with Web Intelligence Content in Live Office Modifying Web Intelligence content 4 list of values. Upon selecting a value, the object's data would be updated to reflect the new selection. 1. In the Microsoft Office document, right-click the Live Office object containing the parameter or prompt you want, then click Live Office > Prompt Setting. The Specify Parameter (or Prompt) Values dialog box is displayed. 2. Select the parameter or prompt to modify, and choose from the following options to specify the value: Select the Always ask for value option if you want the Live Office object to prompt you for the parameter or prompt value every time it is refreshed. Select the Choose values list option to bind the Live Office object to specific parameter or prompt values. Click on the browse button to launch the Specify Parameter Values dialog box. Select the parameter or prompt values from the drop down menus or add new values. 3. If you are working with an object in Microsoft Excel, the following additional option will be available: Select the Choose Excel data range option if you want to bind the parameter or prompt to a range in the Excel spreadsheet. Note: Parameters and prompts that accept multiple discrete values can be bound to a range, or name variable, containing multiple cells. Choose one of the below options for selecting the range: Open the drop-down list and select an existing name variable. Type the address of the range. Click the specify range button to the right of the drop-down list. The "Bind Parameter" or "Bind Prompt" dialog box is displayed. Select an available range within the spreadsheet and click OK. Note: From the Bind Parameter or Bind Prompt dialog box, you can select a range anywhere on the current worksheet, or any other worksheet within the workbook. Additional options available for parameters and prompts bound to ranges: SAP BusinessObjects Live Office User Guide 69

70 Working with Web Intelligence Content in Live Office 4 Modifying Web Intelligence content Append parameter list to the drop down of the binding cell: Checking this box will create a drop down in each of the selected cells with a list of all possible values for the selected parameter. Caution: Using this option for a parameter or prompt with a large list of values will increase the overall size of the workbook; and may decrease performance and response time when data is refreshed. Update parameter list upon refresh: Checking this box will refresh the list of values available for the selected parameter. Caution: Using this option for a parameter or prompt with a large list of values will increase the overall size of the workbook; and may decrease performance and response time when data is refreshed. Additional options for range type parameters and prompts: Include this value: Check this box to have the selected value included in the data set. No lower/upper value: Checking this box causes the data set to disregard the lower or upper value of the parameter range. 4. Click OK to close the Specify Parameter (or Prompt) Values dialog box. The report data will then be refreshed automatically. Tip: This is the default Live Office refresh behavior, to modify this behavior click Live Office > Options, the "Options" dialog box appears. Under the General section, use the check boxes to specify the preferred refresh behavior. 70 SAP BusinessObjects Live Office User Guide

71 Working with Queries in Live Office 5

72 Working with Queries in Live Office 5 Overview Overview A query is used to answer a business question from data stored in one or more databases. A query can be simple, such as total sales last year. Or depending on your business need, it can be more complex, such as total sales, for Product A, in the US state of California, in the first quarter of last year. Traditionally, queries are usually sent to databases in a language called Structured Query Language (SQL) and could only be designed by an expert in IT or database languages. However, BusinessObjects Live Office (Live Office) provides the Insert Wizard that makes it easy to build queries, you don't have to know SQL to query for information using Live Office. You do not need to know complex programming languages. The Live Office Insert Wizard presents the information available in the database as objects that have familiar names and meanings. The query is then built using the objects and filters you select. With minimal effort, you can define queries and retrieve meaningful answers to business questions such as the following: Get sales figures for the first three quarters of this year for all customers in North America by region. Get a list of all customers worldwide who are partners. The data is arranged in table format where you can access it from your Microsoft Office Excel, Word, Outlook or PowerPoint documents. This section contains information about creating, editing, and refreshing queries in Live Office. Related Topics Inserting Queries Overview of the Live Office Insert Wizard for Queries Modifying Queries Inserting Queries Queries can be added from the Live Office menu or by using the Live Office toolbar. Both methods launch the easy to use "Live Office Insert Wizard" 72 SAP BusinessObjects Live Office User Guide

73 Working with Queries in Live Office Inserting Queries 5 which easily guides you through how to choose a universe, select data objects, and insert them in your Microsoft Office Excel, PowerPoint, Outlook or Word applications as Live Office objects to share with your colleagues. To launch the Live Office Insert Wizard 1. Open a Microsoft Office document. 2. Log on to BusinessObjects Enterprise. For more information, see Logging on to BusinessObjects Enterprise. 3. Select where you want to insert the Live Office object. 4. Select Live Office > Insert > New Query. Note: In Microsoft Excel, the Wizard can also be launched from Insert > New Query. The "Live Office Insert Wizard" appears. If you have not already logged on to BusinessObjects Enterprise, you are prompted to do so. Overview of the Live Office Insert Wizard for Queries Below is an overview of how the Live Office Insert Wizard is used to build a query. For more detailed instructions, see Inserting Queries. Use this page in the wizard To do this task Browse available universes Choose Universe Locate the universe you want to use. See Insert Wizard: Choose Universe. SAP BusinessObjects Live Office User Guide 73

74 Working with Queries in Live Office 5 Inserting Queries Use this page in the wizard To do this task Select Universe objects from the Manager pane and drag them to the Results Objects to be displayed Specify Query or Select Universe objects from the Manager pane and drag them to the Filter Object pane to create data filters See Insert Wizard: Specify Query. Select a universe context for your query. Specify Query Context A context is a defined group of objects in a universe that share a common business purpose. See Insert Wizard: Specify Query Context. Choose a prompt value from a pre-selected list of values. Specify Prompt Values Specify that you are to be prompted each time data is refreshed. See Insert Wizard: Specify Prompt Values. Summary Type the name of your Live Office object and verify its path in the repository before inserting the data into your Microsoft Office document. See Insert Wizard: Summary. 74 SAP BusinessObjects Live Office User Guide

75 Working with Queries in Live Office Inserting Queries 5 Insert Wizard: Choose Universe The first page of the "Live Office Insert Wizard" is the "Choose Universe" page and it displays the BusinessObjects Enterprise repository explorer so that you can navigate easily to the report you want to use. The "Choose Universe" page displays all Universes to which you have access. Tip: You can also use the search functionality to search by title, keywords, content or all fields to locate a specific report quickly. If you are importing content to an in Outlook, the search dialog will default to a content search based on the subject line of your . SAP BusinessObjects Live Office User Guide 75

76 Working with Queries in Live Office 5 Inserting Queries To select your data source 1. In the Folders pane of the "Choose Universe" page, navigate to and double-click the folder that contains the universe you want to use. The folder hierarchy expands. 2. In the right-hand pane of the "Choose Universe" page, select the universe you want to use, and click Next. Tip: Click a column heading, for example, Title, Owner, or Date Modified, to sort the universes within the selected folder. You can search for a specific universe by title, keyword or content using the search dialog above the frameset. If you are importing to an Outlook , a suggestion folder will also be available. For your convenience, this folder will contain the results of a content search based on the 's subject line. The "Recent" folder also contains any universes you have accessed or modified most recently for ease of access. Related Topics Insert Wizard: Specify Query Insert Wizard: Specify Query To define the data to have it answer your business questions and be inserted into your Microsoft Office Excel, PowerPoint, Outlook, or Word document, you need to build a query. The manager pane of the Specify Query page lists all the available objects defined for the selected universe. To add Objects to your query Building your query is as simple as dragging and dropping. You select items from the left-hand pane and drop them in either the Result Objects or Filter Objects pane. 76 SAP BusinessObjects Live Office User Guide

77 Working with Queries in Live Office Inserting Queries 5 Note: You can also drag objects out of these areas back to the left-hand pane at any time. 1. From the left-hand pane, select and drag objects onto the Result Objects pane. For example, a query might include the Year, Sales Rep, Customer Name and Dollar Amount. The objects dragged into the Result Objects pane will form the columns of your Live Office object. 2. From the left-hand pane, select and drag objects to the Filter Objects pane. Objects can be dragged to both the Results and Filter Objects panes. Objects dragged to the Filter pane will not appear in the Live Office object. These objects will filter the data, and limit the resulting data set to your specifications. Using the example in Step 1, you could drag the object Year to also act as a filter, thereby enabling you to restrict the data displayed to a selected year. a. You can now determine what type of filter the objects in the Filter Objects pane will be. Filter types include: Constant Value List of Values Prompt Object For more information see Filtering query objects 3. You can now further define the objects selected. You can make your business question more meaningful by ranking or sorting the data set. a. Add ranking to your query objects Ranking query objects b. Sort your query objects Sorting query objects 4. Click Next to continue. Related Topics Configuring query options SAP BusinessObjects Live Office User Guide 77

78 Working with Queries in Live Office 5 Inserting Queries About the Specify Query page This section describes features of the Specify Query page. Show/Hide Manager Pane button The manager pane is the panel on the left-hand side. You can show or hide this pane by clicking the Show/Hide manager pane button. Show/Hide Filter pane button Click the Show/Hide filter pane button pane. to show or hide the Filter Objects 78 SAP BusinessObjects Live Office User Guide

79 Working with Queries in Live Office Inserting Queries 5 Show the option dialog button Click the Show the option dialog button to display the "Options" dialog box. For more information, see Configuring query options. Add a ranking button Click the Add a ranking button to have the data associated with the selected object ranked by the order you select. For more information, see Ranking query objects. Manage Sorts Click the Manage Sorts button to display the Sort Dialog box. From here you can manage any sorts that have been added to objects. For more information, see Sorting query objects. Available Objects In the manager pane, you'll see the selected universe followed by folders in a tree folder structure. Click to expand the folders to display the available data objects within. These objects can be selected as a Result or Filter object by dragging them into the desired pane. Objects can be one of the following types: Dimension object A dimension object represents data that provides the basis for analysis in a report. Dimension objects typically retrieve character-type data, for example; customer names, resort names, or dates. Detail object A detail obect provides descriptive data about a dimension. A detail is always attached to the dimension for which it provides additional information. For example, [Age] is a detail object that is associated with the [Customer] dimension. Measure object SAP BusinessObjects Live Office User Guide 79

80 Working with Queries in Live Office 5 Inserting Queries A measure object 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 item price. Precondition objects A precondition object is a predefined filter, and can only be placed in the Filter Objects pane. For example, [This Year] is a predefined filter to restrict the data set to the current year. Ranking query objects Ranking is a method of restricting the data returned by a query. In the Specify Query page of the Live Office Insert Wizard, you can add a ranking to a dimension or object based on a defined measure. For example you could set a ranking to limit the Customer Name dimension to the top seven results based on the Sum of Last Year Sales. Note: Not all universe objects support ranking. You cannot rank on an object whose values depend on the data order. This is because the Live Office ranking function changes the data order, which in turn changes the object data, which then requires the data order to be recalculated. The result is a circular dependency between the ranking and the object's data. 1. Click the Add a ranking button above the manager pane. A filter editor is displayed in a separate pane under the Result Objects pane. 2. In the filter editor qualify the ranking by order by selecting from the drop-down list next to the the Add a ranking icon. You choose one of the following qualifiers: Top Bottom % Top % Bottom 3. Provide a value in the box next to your selected qualifier. 80 SAP BusinessObjects Live Office User Guide

81 Working with Queries in Live Office Inserting Queries 5 Move the displayed value up or down using the corresponding control buttons. 4. Drag and drop a dimension, measure, and object if required into the designated fields within the filter editor. You can drag objects directly from the manager pane, or move preselected objects from the Result Objects pane. 5. Repeat Steps 1-4 to set up another ranking or continue building your query. Sorting query objects You can apply a specific sorting order to the objects included in a query. The sort order will be reflected in the retrieved results for your query. To specify a sort you need to view the "Specify Query" page in the Live Office Insert Wizard. 1. In the Specify Query page click the Manage sort icon. The Sort Dialog is displayed. 2. From the Available objects list select the object to which you want to sort. Expand the folders and subfolders to locate your objects. Note: You cannot select an entire folder. 3. Use the > button to move a selected object to the Query sorts list. To undo a selection, use the < button to return an object to the Available objects list. 4. Select an object in the Query sorts list and do any of the following: Specify the order of the retrieved data for the object as either Ascending or Descending by selecting the appropraite button. A corresponding up (ascending) or down (descending) arrow is displayed next to the object. Objects are by default specified as ascending. Use the Move up or Move down button to move the object within the Query sorts list. The query will reflect the order in the list. 5. Click OK. SAP BusinessObjects Live Office User Guide 81

82 Working with Queries in Live Office 5 Inserting Queries The Sort Dialog is closed and you return to the Specify Query page in the Live Office Insert Wizard. Filtering query objects When you build simple queries using "Filter Objects" in the Live Office Insert Wizard, you can choose one of several comparison operators and then one of four types of filters: Comparison operators 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 Both Except Filter types Constant Note: Constant is the default selection. List of Values Prompt Object Note: The Object filter type is not supported when used with the following comparison operators: In list, Not in list, Is null and Is not null. 82 SAP BusinessObjects Live Office User Guide

83 Working with Queries in Live Office Inserting Queries 5 Restriction: Object filter type is not supported with OLAP universes. After setting the desired query filters, click Next. If your query has more than one possible context, the next page of the Live Office Insert Wizard will be the Specify Query Context page; if your query has prompts, the next page will be the Specify Prompts Values page. If your query does not have possible contexts, and no prompts, the Summary page of the Insert Wizard will appear. Using a constant value as a filter When an object is dropped into the Filter Objects pane, a corresponding filter editor is displayed. 1. In the filter editor, click the downward facing arrow on the right, and select Constant. 2. Type a value in the text box provided. The object will be set to value you enter in the text box. Note: The value entered the in text box is the constant value for the object when the query is run. Click the downward facing arrow on the left of the text box to select a different relationship between the specified value and the query object. 3. Click Next. The Specify Query Contexts or Specify Prompt Values page appears. Using a list of values as a filter When an object is dropped into the Filter Objects pane, a corresponding filter editor is displayed. SAP BusinessObjects Live Office User Guide 83

84 Working with Queries in Live Office 5 Inserting Queries 1. In the filter editor, click the downward facing arrow on the right, and select List of Values. 2. From the List of Values dialog box, double-click the values you want to include, and click OK. For example, you could select the value Partners so that the results of your query will return a list of customers in the SC region who are Partners. The values you chose appear in the Filter Object pane. 3. Click Next. Using a prompt as a filter The Specify Query Contexts or Specify Prompts Values page appears. When an object is dropped into the Filter Objects pane, a corresponding filter editor is displayed. You could for example add prompts for types of customers or sales prospects, such as Partners or System Integrators, or for different geographical regions. 84 SAP BusinessObjects Live Office User Guide

85 Working with Queries in Live Office Inserting Queries 5 1. In the filter editor, click the downward facing arrow on the right, and select Prompt. 2. Click the Define prompt icon The "Define a prompt" dialog box will open. to the right of the text box. 3. In the "Define a prompt" dialog box, select the prompt properties you want and click OK. For example, you could choose Optional prompt to make the prompt optional. 4. Click Next. Using an object as a filter The Specify Query Contexts or Specify Prompt Values page appears. When an object is dropped into the Filter Objects pane, a corresponding filter editor is displayed. 1. In the filter editor, click the downward facing arrow on the right, and select Object. The "Objects and Variables" dialog box will open. 2. Under "Available Objects and Variables", select any universe object. Click OK. Only one object may be selected, the object cannot be a pre-defined universe filter or a folder. 3. Click Next. The Specify Query Contexts or Specify Prompt Values page appears. SAP BusinessObjects Live Office User Guide 85

86 Working with Queries in Live Office 5 Inserting Queries Configuring query options You can configure your query options to do the following to improve performance and data quality: Eliminate duplicate rows in the result set Set a limit for the time taken to run the query Set a limit to the number of rows returned in the query result set. Limit the returned data to a specified random sample set. To configure query options 1. Click the Show the option dialog icon. The Options dialog appears. 2. From the Options dialog configure the available options as described in the following table, and click OK Option Description Duplicate rows If the user does not select this option, the duplicate rows will be removed from the query result. For example, if you ask for Year object, you'll get distinct years instead of the possible duplicated year value for each row returned by the query. Default is false. Max. Fetched Time Maximum time in seconds allowed for the query to run. The value -1 means that there is no time limit. 86 SAP BusinessObjects Live Office User Guide

87 Working with Queries in Live Office Inserting Queries 5 Option Description Max. Row Fetched Maximum number of rows to be fetched when the query is run. The value. -1 means that there is no limit. Sample Result Set Returns the specified number of rows as random data within the current selection criteria. Insert Wizard: Specify Query Context A context is a defined group of objects in a query that share a common business purpose. Contexts are used in universes to avoid ambiguous queries, queries that contain objects that return more than one kind of information. If more than one context exists for your query you must specify the context you want to use in the Specify Query Contexts page of the Live Office Insert Wizard. Note: You can also modify the query context on the Prompts tab of the "Live Office Object Properties" window or during a refresh operation. To specify context The Specify Query Contexts page displays when building a new query if the query contains multiple contexts. SAP BusinessObjects Live Office User Guide 87

88 Working with Queries in Live Office 5 Inserting Queries 1. From the Available Contexts list select the context you want to use for your query. Tip: The current context is listed under the Selected Value(s) heading. 2. Click Next to continue building your query. If your query contains prompts, the next page will be the Specify Prompt Values page; if it does not contain prompts, the Summary page of the Live Office Insert Wizard will appear. 88 SAP BusinessObjects Live Office User Guide

89 Working with Queries in Live Office Inserting Queries 5 Insert Wizard: Specify Prompt Values The Specify Prompt Values page will display only if you specified prompts for the query. Prompts are either mandatory or optional. If all the prompts listed on the page are optional, you do not have to specify a prompt value at this stage, click Next and specify the prompt values when refreshing the query. 1. On the Specify Prompt Values page, do one of the following for each prompt value you want to specify: In the Type a value field, enter a new value and click > to add the value to the "Selected values". Click < to remove one value, or << to remove multiple values, from the "Selected values" list. SAP BusinessObjects Live Office User Guide 89

90 Working with Queries in Live Office 5 Inserting Queries Select a displayed value and click >, or double-click, to add it to the list of "Selected values". Note: If the list of available values is empty or needs to be updated, click the Refresh Values button. To seach from a list of pre-selected values, type a value in the search field. Click the search button, and specify Ignore case or Case sensitive for the search string. Click > to add the returned value to "Selected values". 2. Click Next. The Summary page appears. 90 SAP BusinessObjects Live Office User Guide

91 Working with Queries in Live Office Inserting Queries 5 Insert Wizard: Summary Summary page The "Summary" page is the last screen in the "Live Office Insert Wizard" before the current object is inserted into your Microsoft Office application. Follow the instructions below to complete the process of creating your Live Office object. 1. From the "Summary" page, name your Live Office object and verify its path in the BusinessObjects repository 2. Click Finish to insert your Live Office object into your Microsoft Office document. SAP BusinessObjects Live Office User Guide 91

92 Working with Queries in Live Office 5 Modifying Queries A progress bar appears as your Live Office object is inserted in your Microsoft Office document. You can now modify object properties, modify parameter or prompt settings, configure data refresh options, or save your Office document with the embedded Live Office object. Related Topics Data Refresh Options Saving your data locally and to the repository Modifying Queries You can also modify existing Query objects. This section explains how to view and modify existing Live Office objects. This section contains the following, click the appropriate link to jump to the topic: Related Topics Viewing and modifying general object properties Modifying prompt values Changing the universe location Modifying the query definition Modifying a query context Viewing and modifying general object properties You can also display and modify the properties for your query. The Live Office Object Properties window allows you to view and modify all objects in the current document. To view the properties of a Live Office object 1. From within your Microsoft Office application, right-click your Live Office object and click Properties. The Object Properties dialog box appears. 92 SAP BusinessObjects Live Office User Guide

93 Working with Queries in Live Office Modifying Queries 5 Note: The properties shown and tabs available depend on the type of object selected. 2. Select the Object/Report which contains the object or objects you want to modify. 3. Selelect one or more objects to modify the properties of. 4. Do any of the following: Click the General tab to view information about the object or objects and modify properties such as report location and object name. Click the Prompts tab to view current parameter settings and access the Specify Parameter Values window for the selected object or objects. SAP BusinessObjects Live Office User Guide 93

94 Working with Queries in Live Office 5 Modifying Queries Click the Refresh tab to view and modify refresh options for the selected object or objects. Modifying prompt values You can change the prompt values when you insert the query data object or you can change the values later. If you do not specify prompt values when you insert the object, Live Office uses the current prompt values. Modifying Parameter or Prompt values and settings The Specify Parameter Values dialog box for Crystal Reports objects, or the Specify Prompt Values dialog box for Web Intelligence objects and Queries, allows you to set the values that will be used to specify what data is used for the selected Live Office object. There are two options available for all Office applications, and an additional third option in Excel. When working in Excel, you have the option to bind the values to a cell. Binding is a useful way to allow values to be updated automatically from within Excel. You can type the parameter or prompt value into the cell or, if the option is selected, you can select the value from a drop-down menu in the cell. For example, if you have an Activities by Region report, with a Select Region parameter, the binding cell might have the values East and West in the drop-down list of values. Upon selecting a value, the object's data would be updated to reflect the new selection. 1. In the Microsoft Office document, right-click the Live Office object containing the parameter or prompt you want, then click Live Office > Prompt Setting. The Specify Parameter (or Prompt) Values dialog box is displayed. 2. Select the parameter or prompt to modify, and choose from the following options to specify the value: Select the Always ask for value option if you want the Live Office object to prompt you for the parameter or prompt value every time it is refreshed. Select the Choose values list option to bind the Live Office object to specific parameter or prompt values. Click on the browse button to launch the Specify Parameter Values dialog box. Select the parameter or prompt values from the drop down menus or add new values. 94 SAP BusinessObjects Live Office User Guide

95 Working with Queries in Live Office Modifying Queries 5 3. If you are working with an object in Microsoft Excel, the following additional option will be available: Select the Choose Excel data range option if you want to bind the parameter or prompt to a range in the Excel spreadsheet. Note: Parameters and prompts that accept multiple discrete values can be bound to a range, or name variable, containing multiple cells. Choose one of the below options for selecting the range: Open the drop-down list and select an existing name variable. Type the address of the range. Click the specify range button to the right of the drop-down list. The "Bind Parameter" or "Bind Prompt" dialog box is displayed. Select an available range within the spreadsheet and click OK. Note: From the Bind Parameter or Bind Prompt dialog box, you can select a range anywhere on the current worksheet, or any other worksheet within the workbook. Additional options available for parameters and prompts bound to ranges: Append parameter list to the drop down of the binding cell: Checking this box will create a drop down in each of the selected cells with a list of all possible values for the selected parameter. Caution: Using this option for a parameter or prompt with a large list of values will increase the overall size of the workbook; and may decrease performance and response time when data is refreshed. Update parameter list upon refresh: Checking this box will refresh the list of values available for the selected parameter. Caution: Using this option for a parameter or prompt with a large list of values will increase the overall size of the workbook; and may decrease performance and response time when data is refreshed. Additional options for range type parameters and prompts: SAP BusinessObjects Live Office User Guide 95

96 Working with Queries in Live Office 5 Modifying Queries Include this value: Check this box to have the selected value included in the data set. No lower/upper value: Checking this box causes the data set to disregard the lower or upper value of the parameter range. 4. Click OK to close the Specify Parameter (or Prompt) Values dialog box. The report data will then be refreshed automatically. Tip: This is the default Live Office refresh behavior, to modify this behavior click Live Office > Options, the "Options" dialog box appears. Under the General section, use the check boxes to specify the preferred refresh behavior. Changing the universe location To change the universe location for an existing query 1. From within your Microsoft Office document, right-click your existing query, click LiveOffice > Properties. The Live Office Object properties page appears. 2. Click the General tab to display the object definition and set universe location properties 3. Click Choose to open the Universe Location dialog box. 4. Make the changes you want and click OK. Modifying the query definition To modify a query definition 1. From within your Microsoft Office document, right-click your existing query. 2. Select LiveOffice and click Edit Universe Query to run the Live Office Insert Wizard. The Specify Query page appears. 96 SAP BusinessObjects Live Office User Guide

97 Working with Queries in Live Office Modifying Queries 5 3. Make the changes you want to the definition of your query, and click OK. Modifying a query context You can modify the context of an existing query from the Prompts tab of the Live Office Object Properties window or during a refresh operation. To modify a query context 1. From within your Microsoft Office document, right-click your existing query, point to LiveOffice, and click Properties. The Live Office Object Properties dialog box appears. 2. Click the Prompts tab to display the current query context. 3. Click the Query Context button. The "Specify Query Contexts" window is displayed. 4. Select the new context from the list under "Available Contexts". 5. Click OK to submit your change. You are returned to the Live Office Object Properties window. 6. Click OK to return to your Microsoft Office document. The Live Office object is refreshed and the data reflects the new query context. SAP BusinessObjects Live Office User Guide 97

98 Working with Queries in Live Office 5 Modifying Queries 98 SAP BusinessObjects Live Office User Guide

99 Performing Common Tasks with Live Office Objects 6

100 Performing Common Tasks with Live Office Objects 6 Performing Common Tasks with Live Office Performing Common Tasks with Live Office After inserting a Live Office object into your Microsoft Office document, you can perform a set of common tasks. Related Topics Removing Live Office objects Loading, updating, and refreshing existing content Modifying objects by report Distributing objects via Outlook Copying and pasting Live Office Objects Connecting to a different system Opening a document on a local drive Viewing a published document Publishing a document to BusinessObjects Enterprise Modifying objects by report The Live Office Object Properties window allows you to view all reports and report objects in the current spreadsheet. You can modify individual objects, all objects by report, or global settings. The Live Office Object Properties window provides a central location for setting current Refresh and Prompt properties. Depending on the reports and objects selected, some options may not be available. To view the properties of a Live Office object 1. From within your Microsoft Office application, right-click your Live Office object and click Properties. The Object Properties dialog box appears. 100 SAP BusinessObjects Live Office User Guide

101 Performing Common Tasks with Live Office Objects Performing Common Tasks with Live Office 6 Note: The properties shown and tabs available depend on the type of object selected. 2. Select the Object/Report which contains the object or objects you want to modify. 3. Selelect one or more objects to modify the properties of. 4. Do any of the following: Click the General tab to view information about the object or objects and modify properties such as report location and object name. Click the Prompts tab to view current parameter settings and access the Specify Parameter Values window for the selected object or objects. SAP BusinessObjects Live Office User Guide 101

102 Performing Common Tasks with Live Office Objects 6 Performing Common Tasks with Live Office Click the Refresh tab to view and modify refresh options for the selected object or objects. Publishing and Viewing Files Overview You can use BusinessObjects Live Office (Live Office) to publish documents to BusinessObjects Enterprise. To publish a document to BusinessObjects Enterprise, you must have publishing rights. To view the document, users must have viewing rights for the document. Related Topics Publishing a document to BusinessObjects Enterprise Viewing a published document Viewing a published document You can open a published document if you have viewing rights for that document in BusinessObjects Enterprise. To view the document, you must have the appropriate software for the type of document installed on your computer, e.g. Microsoft Office Word, Excel, Outlook or PowerPoint. To view a published document 1. On the LiveOffice menu, point to Publish to BusinessObjects Enterprise, and click Open From BusinessObjects Enterprise Note: If you are not already logged on BusinessObjects Enterprise, you are prompted to log on. For more information, see Logging on to BusinessObjects Enterprise. 2. In the Open dialog box, select the document that you want to view. 102 SAP BusinessObjects Live Office User Guide

103 Performing Common Tasks with Live Office Objects Performing Common Tasks with Live Office 6 Note: If an object in the document was originally based on a Crystal Reports document or Web Intelligence document published to a different BusinessObjects Enterprise system, you will see a message informing you that the source cannot be found on the current system. 3. Click Open to display the file. Your ability to modify the document depends on the Microsoft Office security applied to the document and on the rights applied to the document in BusinessObjects Enterprise. Related Topics Publishing a document to BusinessObjects Enterprise Opening a document on a local drive You can open a document on your local computer without connecting to BusinessObjects Enterprise. For example, you can open a document that contains objects and choose not to connect to BusinessObjects Enterprise when prompted. However, if you do not connect to BusinessObjects Enterprise, you cannot use Live Office functionality to modify the object or refresh the data. Note: If you conceal the data when you save the document, anyone opening the document must refresh the objects to view the imported data. To refresh the objects, users need to have Live Office installed and have access to the source object in BusinessObjects Enterprise. Related Topics Publishing a document to BusinessObjects Enterprise Viewing a published document Publishing a document to BusinessObjects Enterprise When you have completed a document, you can publish it to BusinessObjects Enterprise for other users to view. You can use BusinessObjects Enterprise SAP BusinessObjects Live Office User Guide 103

104 Performing Common Tasks with Live Office Objects 6 Performing Common Tasks with Live Office To publish a document to manage any Microsoft Word, Microsoft Excel, Outlook and Microsoft PowerPoint documents; they do not have to contain any imported data. 1. On the LiveOffice menu, point to Publish to BusinessObjects Enterprise, and click Save To BusinessObjects Enterprise or Save As New to BusinessObjects Enterprise. Note: If you are not already logged on to BusinessObjects Enterprise, you are prompted to log on. For more information, see Logging on to BusinessObjects Enterprise. 2. In the Save As dialog box, select the folder where you want to save the document. 3. Enter a name for the document in the File name field. 4. Click Save to publish the document. Related Topics Viewing a published document Connecting to a different system If there is more than one BusinessObjects Enterprise system at your site, your administrator can move the Crystal Reports or Web Intelligence data to a different CMS. If you open a document that contains objects that are connected to source objects that are located in a different BusinessObjects Enterprise system, you will see a message that informs you that the source object(s) cannot be found on your current system. To connect the objects to the appropriate Crystal Report or Web Intelligence object on your current system, you must ensure that the objects on the current system have the same field or dimension names and table names as the original object. For example, suppose that the New York Sales team has a document with an object that uses a Crystal report called Global Sales, and the report is published to the USA BusinessObjects Enterprise system. The London Sales team also has a version of the "Global Sales" Crystal Report, which they've named "World Sales" and have published it to the UK BusinessObjects Enterprise system. If members of the London Sales team 104 SAP BusinessObjects Live Office User Guide

105 Performing Common Tasks with Live Office Objects Performing Common Tasks with Live Office 6 To reconnect an object want to use the New York Sales team's document, they must manually connect the object to the "World Sales" Report on their system. 1. Open the document that contains the object you want to access. 2. Log on to BusinessObjects Enterprise. 3. Right-click on the Live Office object you want to reconnect. A context menu will appear. 4. Click Live Office > Properties. The "Live Office Object Properties" window will open. 5. Click the Choose button. A document location window will open. 6. Locate the report object that you want to connect to, then click OK. 7. Repeat steps 3 through 6 for each object that you want to connect. When you save the document, the links to the new object instance are saved in the document. To connect to a different CMS 1. On the LiveOffice menu, click Options. The Options dialog box opens. 2. Click the Enterprise tab. 3. Edit the System and Web Service URL so that it points to the correct Central Management System (CMS). For example, if the Web Intelligence document you want to insert is on a CMS called businessobjects01, the Web Service URL should be as follows: You can change your Live Office settings so that you are automatically logged on to BusinessObjects Enterprise each time you start Microsoft Office Excel, Word, Outlook or PowerPoint. Related Topics Logging on to BusinessObjects Enterprise Publishing a document to BusinessObjects Enterprise SAP BusinessObjects Live Office User Guide 105

106 Performing Common Tasks with Live Office Objects 6 Performing Common Tasks with Live Office Viewing a published document Saving your data locally and to the repository After inserting and configuring your Live Office objects, you can save your work locally and to the BusinessObjects Enterprise repository. To save your file to a local drive Do one of the following to save your file locally: From the File menu click Save or Save As From the LiveOffice menu, click Create Snapshot To save your file to the BusinessObjects Enterprise repository For more information about publishing your data object to your Business Objects Repository, see Publishing a document to BusinessObjects Enterprise. Copying and pasting Live Office Objects Once you have embedded a Live Office object in your MS Office application, you can copy and paste the object to another location within the same document, or move it to a completely different MS Office application. For example, after inserting and configuring part of a sales report within your PowerPoint presentation, you can embed the same object within an message or a spreadsheet. Before copying and pasting Live Office objects across applications you should consider the following. Parameter binding options are modified if the target application does not support the same options as the source application. For example, object parameters bound to a specific Microsoft Office Excel cell will revert to by default change their binding setting to Always ask for value. 106 SAP BusinessObjects Live Office User Guide

107 Performing Common Tasks with Live Office Objects Performing Common Tasks with Live Office 6 By default when you paste a Live Office object, the connectivity with the database is maintained. This raises data access and security concerns especially if you plan to distribute documents with embedded Live Office objects. Related Topics Managing prompt and parameter settings Disconnecting Live Office objects from Enterprise To copy and paste Live Office objects After inserting content into your Microsoft Office document, use the procedure below to copy and paste any object into another Microsoft Office application. 1. Select the entire Live Object that you want to copy, right-click to Copy. Tip: Use the Go to Object button on the Live Office toolbar, or LiveOffice > Go to Object, if your document contains multiple Live Office objects. You should now ensure that a new document is open in the target Microsoft Office application. 2. Right click in your target Microsoft Office document and then click Paste. The Live Office object is inserted in the new document. 3. Repeat steps 1-2 if you want to copy and paste more objects from the source content. Disconnecting Live Office objects from Enterprise By default when you paste a Live Office object, the connectivity with Enterprise is maintained. This raises data access and security concerns especially if you plan to distribute documents with embedded Live Office objects. Follow the instructions below to disconnect Enterprise connectivity to objects embeded in your Microsoft Office applications. 1. Point to Live Office, and click Options. The Options dialog is displayed. 2. In the General tab uncheck the Copy and paste with Live Office connectivity option. SAP BusinessObjects Live Office User Guide 107

108 Performing Common Tasks with Live Office Objects 6 Performing Common Tasks with Live Office 3. Click OK. All copied objects will be disconnected from the data in Enterprise. Pasted objects will not be able to establish connectivity through Live Office, so the information presented will no longer be updated. Distributing objects via Outlook You can insert Live Office objects into Microsoft Office Outlook for distribution within your organization. All recipients will be able to view the data contained within the sent message.you cannot edit or refresh an object when viewing a received mail. You must switch to design mode by either forwarding or replying to the mail containing the Live Office object. Once in design mode, you can refresh or modify the object after logging into BusinessObjects Enterprise. Note: Live Office does not support plain text mail format. Tip: When you open the "Repository Explorer" directly from Outlook, a Suggestion folder is available. This folder contains the results of a content search automatically performed using your 's subject line. Outlook users with Live Office clients installed on their computers can use the Go to Object menu to navigate to each object embedded in a received mail. Related Topics Logging on to BusinessObjects Enterprise Inserting Queries Inserting Web Intelligence content Inserting Crystal Reports content Copying and pasting Live Office Objects Loading, updating, and refreshing existing content In their everyday work, business users can make recurring updates to the same document in Live Office and distribute it colleagues. 108 SAP BusinessObjects Live Office User Guide

109 Performing Common Tasks with Live Office Objects Performing Common Tasks with Live Office 6 For example, you can use Live Office to: Compare financial results for a particular product line by quarter in Microsoft Office Excel Update a monthly management review graph in Microsoft Office PowerPoint In each case, you are making updates to an existing document. Using Live Office, you can easily refresh your content against the data source to ensure your data always reflects the latest changes. You can also configure refresh options so that your documents are updated automatically when you exit the application. To refresh Live Office objects in an existing document 1. Open your Microsoft Office document. 2. Log on to BusinessObjects Enterprise. For more information, see Logging on to BusinessObjects Enterprise. 3. Do one of the following to view object properties: From the LiveOffice menu, click Properties for All Objects. Right click a single Live Office object, point to LiveOffice, and click Properties. The Live Office properties dialog box is displayed. 4. Ensure that Refresh data on exit is selected to configure automatic refresh behavior for the Live Office objects in your document, then click OK. 5. Make any changes you require to your document, and do one of the following to refresh it: On the Live Office toolbar, click Refresh All. On the LiveOffice menu, click Refresh Object to refresh a single object or Refresh All Objects to refresh multiple objects simultaneously. Note: If a custom refresh order has been set, the refresh order will be maintained each time the objects are refreshed. SAP BusinessObjects Live Office User Guide 109

110 Performing Common Tasks with Live Office Objects 6 Performing Common Tasks with Live Office Note: If an error occurs during the refresh operation, click Detail on the refresh dialog box to troubleshoot the error. Tip: You will have to reapply Microsoft Excel filter and sort operations as well as other formatting operations after refreshing your Live Office object. Related Topics Managing prompt and parameter settings Modify Object Refresh Order Managing global Live Office properties Removing Live Office objects You can remove a report object from your Microsoft Office document. Note that you cannot undo this action. Note: Once you have removed a content object, you have to insert a new object to view the data again. To remove a Live Office object from the document 1. Right click any cell in the Live Office object that you want to remove, and then click LiveOffice. 2. On the LiveOffice shortcut menu, click Remove Object. 3. Click Yes to confirm that you want to delete the object. The object has been removed from your document. 110 SAP BusinessObjects Live Office User Guide

111 Performing Advanced Tasks 7

112 Performing Advanced Tasks 7 Performing Advanced Tasks Performing Advanced Tasks One of the most common Live Office usage scenarios is to have multiple Live Office objects in one Microsoft Office document. Therefore advanced Live Office users can, for example, consolidate prompts, set document appearance and format options, configure authentication and document security options, and change a document's location in the repository. Managing prompt and parameter settings To consolidate prompts or parameters for easy updating For Microsoft Office documents that contain multiple Live Office objects, you can enable same name and type prompts or parameters to be refreshed with a single prompt. 1. Right-click a Live Office object in your Microsoft Office document, point to Live Office, and click Properties, or from the LiveOffice menu select Properties For All Objects. 2. From the Live Office Object Properties dialog, select the current document name under "Objects/Reports:". 3. Check the Consolidate prompts for each document type box. 4. Click OK to close the window and return to the document. 112 SAP BusinessObjects Live Office User Guide

113 Performing Advanced Tasks Performing Advanced Tasks 7 Example: When to use consolidated prompts You have two Live Office objects from the same report. Both objects have prompts, and are set to Always ask for value. Each time you refresh, you are presented with two Specify Parameter Values dialog boxes. Rather than entering the same information two times (once for each object), you can enable the Consolidate prompts for each document type option. Now, each time the objects are refreshed, you will be presented with one Specify Parameter Values dialog box and the values will be applied to both objects. Note: The consolidated prompts option cannot be used when a custom object refresh order is set. For more information on modifying object refresh order, see Modify Object Refresh Order. SAP BusinessObjects Live Office User Guide 113

114 Performing Advanced Tasks 7 Performing Advanced Tasks Modifying Parameter or Prompt values and settings The Specify Parameter Values dialog box for Crystal Reports objects, or the Specify Prompt Values dialog box for Web Intelligence objects and Queries, allows you to set the values that will be used to specify what data is used for the selected Live Office object. There are two options available for all Office applications, and an additional third option in Excel. When working in Excel, you have the option to bind the values to a cell. Binding is a useful way to allow values to be updated automatically from within Excel. You can type the parameter or prompt value into the cell or, if the option is selected, you can select the value from a drop-down menu in the cell. For example, if you have an Activities by Region report, with a Select Region parameter, the binding cell might have the values East and West in the drop-down list of values. Upon selecting a value, the object's data would be updated to reflect the new selection. 1. In the Microsoft Office document, right-click the Live Office object containing the parameter or prompt you want, then click Live Office > Prompt Setting. The Specify Parameter (or Prompt) Values dialog box is displayed. 2. Select the parameter or prompt to modify, and choose from the following options to specify the value: Select the Always ask for value option if you want the Live Office object to prompt you for the parameter or prompt value every time it is refreshed. Select the Choose values list option to bind the Live Office object to specific parameter or prompt values. Click on the browse button to launch the Specify Parameter Values dialog box. Select the parameter or prompt values from the drop down menus or add new values. 3. If you are working with an object in Microsoft Excel, the following additional option will be available: Select the Choose Excel data range option if you want to bind the parameter or prompt to a range in the Excel spreadsheet. Note: Parameters and prompts that accept multiple discrete values can be bound to a range, or name variable, containing multiple cells. Choose one of the below options for selecting the range: Open the drop-down list and select an existing name variable. 114 SAP BusinessObjects Live Office User Guide

115 Performing Advanced Tasks Performing Advanced Tasks 7 Type the address of the range. Click the specify range button to the right of the drop-down list. The "Bind Parameter" or "Bind Prompt" dialog box is displayed. Select an available range within the spreadsheet and click OK. Note: From the Bind Parameter or Bind Prompt dialog box, you can select a range anywhere on the current worksheet, or any other worksheet within the workbook. Additional options available for parameters and prompts bound to ranges: Append parameter list to the drop down of the binding cell: Checking this box will create a drop down in each of the selected cells with a list of all possible values for the selected parameter. Caution: Using this option for a parameter or prompt with a large list of values will increase the overall size of the workbook; and may decrease performance and response time when data is refreshed. Update parameter list upon refresh: Checking this box will refresh the list of values available for the selected parameter. Caution: Using this option for a parameter or prompt with a large list of values will increase the overall size of the workbook; and may decrease performance and response time when data is refreshed. Additional options for range type parameters and prompts: Include this value: Check this box to have the selected value included in the data set. No lower/upper value: Checking this box causes the data set to disregard the lower or upper value of the parameter range. 4. Click OK to close the Specify Parameter (or Prompt) Values dialog box. The report data will then be refreshed automatically. SAP BusinessObjects Live Office User Guide 115

116 Performing Advanced Tasks 7 Performing Advanced Tasks Tip: This is the default Live Office refresh behavior, to modify this behavior click Live Office > Options, the "Options" dialog box appears. Under the General section, use the check boxes to specify the preferred refresh behavior. Optional and Null prompts and parameters Optional prompts and parameters When refreshing Web Intelligence report prompts, Universe query prompts, or Crystal Reports parameters that are optional (the user is not required to specify a value), Live Office requires the value of <Not specified> to be entered in the range if the value is not specified. When the <Not specified> value is located, the value setting is bypassed. Null parameters When refreshing Crystal Reports parameters that allow a NULL value, Live Office requires the value of <null> to be entered in the range if the value is NULL. When the <null> value is located, the parameter value is set to NULL. Managing time dependent variables (Key Date) The data you access from a Web Intelligence document or a query may be time dependent. Time-dependent attributes and hierarchies are evaluated in certain databases through a key date (Key Date) variable. Examples of Key Date variables include the date certain financial results are posted or the start of a new fiscal year. You can use Live Office to insert and update data containing Key Date settings. The Key Date is treated as a prompt setting in Live Office. Related Topics Creating queries with Key Date settings Modifying Key Date values in queries 116 SAP BusinessObjects Live Office User Guide

117 Performing Advanced Tasks Performing Advanced Tasks 7 Inserting content containing Key Date settings The Key Date is available in Live Office if the database accessed by a universe uses the Key Date to retrieve data. Like all other prompts in Live Office, the Key Date setting can be viewed when creating queries or inserting Web Intelligence content. Creating queries with Key Date settings Key Date setting is displayed in the Specify Query page of the Live Office Insert Wizard. 1. In your Microsoft Office application, select where you want to insert the Live Office object containting the Key Date. 2. From the LiveOffice Insert menu, select New Query. The Live Office Insert Wizard appears. If you have not already logged on to BusinessObjects Enterprise, you are prompted to do so. The Choose Universe page is displayed. 3. From the Choose Universe page of the Live Office Insert Wizard, expand the Universe folder or subfolders to navigate to the universe you want to use. The Specify Query page appears. The [KEYDATE] prompt and its current value are displayed on the right above the Result Objects pane. 4. Click Next to continue building the query. Related Topics Modifying Key Date values in queries Inserting Web Intelligence content with Key Date settings Key Date setting for Web Intelligence content is displayed in the Specify Keydates page of the Live Office Insert Wizard. 1. In your Microsoft Office application, select where you want to insert the Live Office object containting the Key Date. 2. From the LiveOffice Insert menu, select Web Intelligence Content. The Live Office Insert Wizard appears. If you have not already logged on to BusinessObjects Enterprise, you are prompted to do so. The Choose Document page is displayed. SAP BusinessObjects Live Office User Guide 117

118 Performing Advanced Tasks 7 Performing Advanced Tasks 3. From the Choose Document page of the Live Office Insert Wizard, expand the Universe folder or subfolders to navigate to the Web Intelligence document you want to use. The Specify Keydates page appears. 4. Choose one of the three options in the Specify Keydates page. Use the default date for all queries Set date for all queries Set a date for each query 5. Click Next to continue defining the Web Intelligence content you want to insert from the selected report. Related Topics Modifying Key Date values in Web Intelligence content Modifying Key Date values in queries To reset a Key Date value in a query, you need to edit your query. 1. From within your Microsoft Office document, right-click your existing query. 2. Select LiveOffice and click Edit Universe Query to run the Live Office Insert Wizard. 3. The Specify Query page appears. Click the Keydate Properties icon dialog. to display the Keydate Properties 4. In Keydate Properties dialog use the options provided to modify the Key Date settings. Use the default date Set date 5. Click OK to save your new Key Date value. 6. Click OK to close the Specify Query page and refresh the query. Modifying Key Date values in Web Intelligence content Afer you insert a Live Office object based on Web Intelligence content, you modify the Key Date setting and value like any other prompt. 1. Right-click the Live Office object and click Properties. The Live Office Object Properties dialog is displayed. 118 SAP BusinessObjects Live Office User Guide

119 Performing Advanced Tasks Performing Advanced Tasks 7 2. Click the Prompts tab. All the available prompts, contexts, and keydates are listed in up to three separate tables together with their current values. 3. From the list under the Prompts heading select the keydate you want modify then click Keydate. The Specify keydates dialog is displayed. 4. Choose one of the three options in the Specify Keydates page. 5. Click Next to continue editing the Web Intelligence content. Modify Object Refresh Order When refreshing all objects in the current document, Live Office provides the option to set the refresh order of objects. This option allows the data returned by an object to be used as a parameter or prompt for a subsequent object. Modifying refresh order Microsoft Office documents with multiple objects can be set to refresh in a user defined order. Note: The default refresh order for objects is the order of object insertion. 1. Right-click a Live Office object in your Microsoft Office document, point to Live Office, and click Properties, or from the LiveOffice menu select Properties For All Objects. 2. From the "Live Office Object Properties" dialog box, select the current document name under "Objects/Reports". 3. Clear the Consolidate prompts for each document type check box, if checked. 4. Check the Enable refresh order box. Click the Edit button. The "Refresh Order Setting" dialog box appears. 5. Select one of the object names in the "Refresh Order" list. Note: Only one object may be selected and moved within the list at a time. SAP BusinessObjects Live Office User Guide 119

120 Performing Advanced Tasks 7 Performing Advanced Tasks 6. Click one of the directional arrows to the right of the "Refresh Order" list. The directional arrows provide the following options for moving the selected object: "Move to the top of the list" "Move up" (one position) "Move down" (one position) "Move to the bottom of the list" 7. Click OK. You will be returned to the "Live Office Object Properties" dialog box. The refresh order has been set for the current objects. The user defined refresh order will be retained each time all objects are refreshed. Managing global Live Office properties Live Office allows you to configure certain aspects of its functionality at the application-wide level. For example, you can configure the shortcut menu options that appear as well as aspects of the default layout, formatting, and refresh behavior for all Live Office objects. Related Topics Configuring the shortcut menu Changing default layout, formatting, and refresh behavior Configuring default error message strings Configuring field display settings Configuring the shortcut menu You can specify the shortcut menu that appears in Microsoft Office Excel, Word, Outlook or PowerPoint. To change the shortcut menu The procedure below specifies the shortcut menu for Microsoft Office Excel. The same options apply to Microsoft Office Word, Outlook or PowerPoint. 1. On the LiveOffice menu, click Options. 2. On the General tab, select one of the following options: 120 SAP BusinessObjects Live Office User Guide

121 Performing Advanced Tasks Performing Advanced Tasks 7 Replace Excel menu Replaces the Microsoft Excel shortcut menu with the LiveOffice shortcut menu. Add to Excel menu Produces a combined shortcut menu that contains Microsoft Office Excel and Live Office options. This is the default. Use Excel menu only No Live Office options are available on the shortcut menu. 3. Click OK. SAP BusinessObjects Live Office User Guide 121

122 Performing Advanced Tasks 7 Performing Advanced Tasks Changing default layout, formatting, and refresh behavior On the General tab, you can configure default layout and refresh options. To change the default object formatting and refresh behavior 1. On the LiveOffice menu, click Options. The Options dialog box appears. 2. Click the General tab. 3. Select from the following options: Prompt before overwriting Live Office cells Automatically prompts warning before you overwrite a Live Office cell. 122 SAP BusinessObjects Live Office User Guide

123 Performing Advanced Tasks Performing Advanced Tasks 7 Note: This option is only applicable in Microsoft Excel. Refresh Live Office object when binding cell changes Automatically refreshes and updates an object when the cell binding for that object changes. Note: This option is only applicable in Microsoft Excel. Refresh Live Office object on document open Automatically refreshes and updates an object when the Microsoft Office document is opened. Copy and paste with Live Office connectivity Automatically maintains server connectivity to a copied Live Office object. Note: On the View tab, the default setting is to insert report parts with report formatting and to show filters as comments. This option is only applicable in Microsoft Excel. 4. Click OK to close the Options dialog box. Configuring default error message strings You can change the default strings that appear in the cells of your document when there is no available data (for example, if a cell has no data, if there is an error, or if the data is concealed). To change the default strings 1. On the LiveOffice menu, click Options. The Options dialog box appears. 2. Click the View tab. SAP BusinessObjects Live Office User Guide 123

124 Performing Advanced Tasks 7 Performing Advanced Tasks 3. Set the required defaults: No data Enter the text string that you want to appear when a cell has no data. The default string is blank. Data Error Enter the text string that you want to appear when a cell has an error. The default string is #DataError. Concealed Data Enter the text string that you want to appear in place of concealed data. The default string is #Concealed. 4. Click OK. 124 SAP BusinessObjects Live Office User Guide

125 Performing Advanced Tasks Performing Advanced Tasks 7 Configuring field display settings You can choose to display the field names, field descriptions, or both in the inserted objects. 1. On the LiveOffice menu, click Options. The Options dialog box appears. 2. Click the View tab. 3. Under Column Name, select Field Name, Field Description, or Both. 4. Click OK. Related Topics Configuring the shortcut menu Changing default layout, formatting, and refresh behavior Configuring default error message strings Changing the viewing locale You can modify the display settings for certain types of fields displayed by Live Office objects by specifying a viewing locale. The viewing locale setting affects the display format for date, time, and number type data. Note: The viewing locale setting is not available on Crystal Reports field objects. Related Topics Options dialog box To change the preferred viewing locale 1. On the LiveOffice menu, click Options. The Options dialog box appears. 2. Click the Enterprise tab. The Enterprise tab settings are displayed. SAP BusinessObjects Live Office User Guide 125

126 Performing Advanced Tasks 7 Performing Advanced Tasks 3. Select an option from the select preferred viewing locale drop-down list. 4. Click OK to save the new setting. Managing document security and access When you work with Live Office objects in your everyday Microsoft Office applications, you might frequently have to conceal data in your documents for security reasons, retrieve data from different databases, or store your data in a different location. Live Office enables you to do that conveniently. Related Topics Adding security to your documents Logging on to BusinessObjects Enterprise automatically Connecting to a different CMS Relinking objects to Business Objects Enterprise Adding security to your documents If you save the imported data with the document, other users can potentially view the data that they are not authorized to view. To ensure that the data in your document is secure, conceal the data in the document, and then publish the document to BusinessObjects Enterprise. By publishing your document to BusinessObjects Enterprise, you ensure that only authorized users can view the document. To view the concealed data in the document, users must refresh the data. Users can refresh the data only if they have installed BusinessObjects Live Office (Live Office) and if they log on to BusinessObjects Enterprise. To conceal data when saving a document 1. Right click your Live Office object and click Properties. 2. Click the Refresh tab. 3. Select Conceal data on saving; refresh to redisplay and then click OK. 126 SAP BusinessObjects Live Office User Guide

127 Performing Advanced Tasks Performing Advanced Tasks 7 When you save the document, a text string replaces the data in the object. The default text string is #Concealed, but you can change this. 4. To restore the data, click Refresh. Disconnecting Live Office objects from Enterprise By default when you paste a Live Office object, the connectivity with Enterprise is maintained. This raises data access and security concerns especially if you plan to distribute documents with embedded Live Office objects. Follow the instructions below to disconnect Enterprise connectivity to objects embeded in your Microsoft Office applications. 1. Point to Live Office, and click Options. The Options dialog is displayed. 2. In the General tab uncheck the Copy and paste with Live Office connectivity option. 3. Click OK. All copied objects will be disconnected from the data in Enterprise. Pasted objects will not be able to establish connectivity through Live Office, so the information presented will no longer be updated. Logging on to BusinessObjects Enterprise automatically Using Single Sign On (SSO), you can access multiple applications or systems simultaneously while providing log-on credentials only once, enabling you to do your work more easily and efficiently. You can configure Live Office to connect to BusinessObjects Enterprise automatically each time Microsoft Office Excel, PowerPoint, Outlook or Word is loaded. Live Office has the ability to take advantage of Single Sign-on to BusinessObjects Enterprise if it has been configured. You can configure Live Office to connect to BusinessObjects Enterprise automatically each time the Microsoft Office applications that support Live Office are loaded. In this way, users will not be prompted to log on to BusinessObjects Enterprise once they have logged on to the authentication tool being used at their organization. To set an automatic connection 1. On the LiveOffice menu, click Options. SAP BusinessObjects Live Office User Guide 127

128 Performing Advanced Tasks 7 Performing Advanced Tasks The Options dialog box appears. 2. Click the Enterprise tab. Note: If you have already logged on to BusinessObjects Enterprise, your logon details appear in the appropriate fields. 3. Select Use specified logon criteria. 4. Click OK. Connecting to a different CMS The Crystal Reports or Web Intelligence data you need to access, might be stored in different repositories. Using the Enterprise tab of the Live Office Options dialog box, you can easily adjust your Live Office setting to connect to a different Central Management System (CMS). Related Topics To connect to a different CMS Relinking objects to Business Objects Enterprise If the location of a report or other content source in Enterprise changes, you may need to re-link the Live Office object. To relink a Live Office object 1. Right click the Live Office object for which you want to change the location, and click Live Office > Properties. 2. In the Live Office Object Properties dialog box, click Choose. 3. In the Document Location dialog box, navigate to the new location for your document, and click OK. An warning messagr appears. 4. Click Yes. The new document path is displayed. 128 SAP BusinessObjects Live Office User Guide

129 Troubleshooting Live Office 8

130 Troubleshooting Live Office 8 Enabling logging for Live Office Enabling logging for Live Office Logging for Live Office is enabled by default at installation. This section contains information on how to configure and enable logging. Sample Live Office log files This section contains both a sample LOLogger.config XML file and a sample log.txt output file. Sample LOLogger.config XML file format <?xml version="1.0" encoding="utf-8"?> <configuration> <configsections> <section name="log4net" type="log4net.config.log4netconfigurationsec tionhandler, log4net-net-1.0" /> </configsections> <log4net> <root> <!-- the level value could be: OFF; FATAL; ERROR; WARN; INFO; DEBUG; ALL; --> <level value="all" /> <appender-ref ref="rollinglogfileappender" /> </root> <appender name="rollinglogfileappender" type="log4net.appender.rollingfileappender" > <file value="${appdata}\\business Ob jects\\live Office\\log-file.txt" /> <appendtofile value="true" /> <!--use the minimal locking model that allows multiple processes to write log. --> <lockingmodel type="log4net.appender.fileappen der+minimallock" /> <!--The file written to will always be 130 SAP BusinessObjects Live Office User Guide

131 Troubleshooting Live Office Enabling logging for Live Office 8 called log-file.txt because the StaticLogFileName param is specified. The file will be rolled based on a size constraint (RollingStyle). Up to 3 (MaxSizeRollBackups) old files of 2 MB each (MaximumFileSize) will be kept. These rolled files will be named: log-file.txt.1, logfile.txt.2, log-file.txt.3, etc... --> <rollingstyle value="size" /> <maxsizerollbackups value="3" /> <maximumfilesize value="2mb" /> <staticlogfilename value="true" /> <layout type="log4net.layout.patternlayout"> <param name="conversionpattern" value="%d [%t] %-5p %m%n" /> </layout> </appender> </log4net> </configuration> Sample log file format When Live Office runs, it will generate the log-file.txt. A sample.txt file is shown below. Date Time----- PID Loglevel Log message :19:34,877 [3084] DEBUG Enter populateauth ComboThreadHelper :19:34,908 [3084] DEBUG --- WebServiceURL = name: 8080/dsws/services/session :19:35,424 [3084] DEBUG ---- get Session = BusinessObjects.DSWS.Session.Session Note: You can change the name of the logging ouput file in the LOLogger.config XML using the <file value="${appdata}\\business Ob jects\\liveoffice\\log-file.txt" /> parameter. SAP BusinessObjects Live Office User Guide 131

132 Troubleshooting Live Office 8 Troubleshooting Live Office components Troubleshooting Live Office components This section describes problems that you might encounter when installing or using BusinessObjects LiveOffice XI 3.1. To view troubleshooting information, click any of the following links. Note: If this document does not list a solution for the problem you are having, contact Customer Support. Related Topics Problem: LiveOffice menu disappeared Problem: Object refresh failed Problem: Object sorting and filtering lost when refreshing Problem: Access denied to universe Live Office object size limitations Problem: LiveOffice menu disappeared Cause: The Live Office add-in is not properly enabled. Solution: You need to run the enable_addin.exe located at C:\Program Files\Business Objects\BusinessObjects Enterprise 12.0\Live Office 12.0 For more information, see the BusinessObjects Live Office Installation Guide on your product CD. 132 SAP BusinessObjects Live Office User Guide

133 Troubleshooting Live Office Troubleshooting Live Office components 8 Problem: Object refresh failed Cause: By design, there are known cases where refreshing your Live Office object will fail. The most common cause for these refresh errors is that the underlying structure of the source report has changed since the Live Office object was last refreshed. By design refresh failures could occur because of any of the following. The type of report part has changed. For example, from a table to a chart. The source Web Intelligence or Crystal Reports file has been deleted from BusinessObjects Enterprise. The source Universe has been changed or deleted. SQL database table fields or restrictions have been changed or deleted. For example, the database field type or restriction specified is invalid or unavailable. There is not a report instance available. Table structure has been changed. Solution: An error message should appear and indicate the source of the problem. If it does not or it is not helpful, and then check to see if there have been any recent changes in report structure. Note: You can also find further explanation of error messages in the document Error Messages Explained, located on the Business Objects Support website. SAP BusinessObjects Live Office User Guide 133

134 Troubleshooting Live Office 8 Troubleshooting Live Office components Problem: Object sorting and filtering lost when refreshing Cause: Microsoft Office Excel based sort and filter operations are not fully supported by Live Office. Solution: Reapply these operations after refreshing the Live Office object. Other report formatting is retained. Problem: Access denied to universe Cause: You do not have sufficient access rights for the universe. An error message is displayed when you try to refresh a query or you cannot view objects in a displayed Universe. Solution: Contact your system administrator to provide you with sufficient rights to access the universe. Live Office object size limitations For each Microsoft Office application that Live Office supports, there is a maximum number of rows and columns that can exist in a table or worksheet. This affects how much data you can insert into a object because Live Office inserts the data in the form of a table or as rows and columns in a worksheet. These limits are set by the Microsoft Office applications so it is helpful to know these limits when you plan what data you are going to create a object from. 134 SAP BusinessObjects Live Office User Guide

135 Troubleshooting Live Office Troubleshooting Live Office components 8 Microsoft Word Maximum rows = Maximum columns = 15 Microsoft Excel Note: If you are using MS Excel 2007 then the following limitations will not apply. Maximum rows = Maximum columns = 256 PowerPoint Maximum rows = 75 Maximum columns = 25 SAP BusinessObjects Live Office User Guide 135

136 Troubleshooting Live Office 8 Troubleshooting Live Office components 136 SAP BusinessObjects Live Office User Guide

137 Reference 9

138 Reference 9 Reference Sections Reference Sections This document provides references on the following topics: Live Office Insert Wizard Options dialog box Properties dialog box. Live Office Insert Wizard The Live Office Insert Wizard appears when you select Insert from the LiveOffice menu. The wizard helps you to select a source Crystal Report object or instance, a Web Intelligence object or instance, or a query to insert into your Microsoft Office document as a LiveOffice object. 138 SAP BusinessObjects Live Office User Guide

139 Reference Reference Sections 9 Options dialog box The Options dialog box enables you to set the options for BusinessObjects Live Office (Live Office). These options affect all documents, not just the current document. Click Default to return to the default options. Note: Live Office options apply only to the Microsoft Office product that you are using. You can set different options for Microsoft Excel, Microsoft PowerPoint, Microsoft Outlook, and Microsoft Word. The Options dialog box has three tabs: General tab SAP BusinessObjects Live Office User Guide 139

140 Reference 9 Reference Sections View tab Enterprise tab Related Topics General tab View tab Enterprise tab General tab The General tab contains the options for customizing the shortcut menu and the general display options.the options that you can specify in this tab vary depending on the Microsoft Office program that you are using. 140 SAP BusinessObjects Live Office User Guide

141 Reference Reference Sections 9 Related Topics Changing default layout, formatting, and refresh behavior To change the shortcut menu View tab The View tab contains the options for displaying fields. Related Topics Configuring field display settings Configuring default error message strings SAP BusinessObjects Live Office User Guide 141

142 Reference 9 Reference Sections Enterprise tab The Enterprise tab contains the options for connecting to BusinessObjects Enterprise and for setting the preferred viewing locale. Use the drop down list for Select preferred viewing locale to modify the display settings for Live Office objects. Currently the viewing locale setting affects the display format for date, time, and number type data. The viewing local is only reflected on report part objects. Related Topics What are report objects, instances, and parts? Logging on to BusinessObjects Enterprise automatically Configuring field display settings Configuring default error message strings 142 SAP BusinessObjects Live Office User Guide

143 Reference Backward compatibility 9 Live Office Object Properties dialog box The Live Office Object Properties dialog box displays the properties for all objects in the current document. Live Office allows you to view and modify the appearance and refresh options of your Live Office objects in one location. There are various settings: On the General tab you can view the refresh status, the object location, and the object definition including type of object such as a chart. If your object has prompts, parameters or context, on the Prompts tab you can view current settings and access the dialog boxes to change these settings. On the Refresh tab there may be the following options, depending on the object or report selected: Apply report format when refreshing Conceal data on saving; refresh data to redisplay "Refresh Setting", which provides access to the "Refresh Options" dialog box through the Edit button. Related Topics Modifying Crystal Reports content Modifying Web Intelligence content Modifying Queries Backward compatibility The following sections contain backward compatibility information for Live Office components. This content includes information about deprecated features, unsupported features, support for previous versions of Live Office and other Business Objects products, and Live Office behavior changes between versions. Related Topics Unsupported features SAP BusinessObjects Live Office User Guide 143

144 Reference 9 Backward compatibility Unsupported features An unsupported feature is a feature that may or may not ship with the product but for which support is no longer provided. This means that technical support calls and enhancement requests relating to this feature will no longer be accepted. The following Live Office functionality is unsupported for this version of Live Office. In place drill functionality for both Web Intelligence and Crystal Reports rowset and report part. Live Office object refresh behavior will reflect the last saved drill state. Windows NT authentication. Microsoft Corporation has replaced Windows NT authentication with Windows Active Directory. OLAP Intelligence functionality. OLAP Intelligence functionality will not be supported in this release. The OLAP Live Office objects of previous releases will not be recognized this Live Office release. Inserting and modifying Live Office objects based off of Business Views. As a workaround for more advanced users, there is still the ability to insert from a Crystal Reports document based off a Business View. Creating a Crystal Reports report from an Excel range. Users can create reports off an Excel range in the Crystal Reports Designer. This provides more comprehensive reporting functionality. Inserting a rowset from a Web Intelligence data provider. Web Intelligence report part support, introduced in this release, provides a significantly better user interface and overall result. Users can insert a table from an existing Web Intelligence report to get the same rowset. 144 SAP BusinessObjects Live Office User Guide

145 More Information A

146 A More Information Information Resource SAP BusinessObjects product information Location Select > SAP BusinessObjects. SAP Help Portal You can access the most up-to-date documentation covering all SAP BusinessObjects products and their deployment at the SAP Help Portal. You can download PDF versions or installable HTML libraries. Certain guides are stored on the SAP Service Marketplace and are not available from the SAP Help Portal. These guides are listed on the Help Portal accompanied by a link to the SAP Service Marketplace. Customers with a maintenance agreement have an authorized user ID to access this site. To obtain an ID, contact your customer support representative. SAP Service Marketplace > Documentation Installation guides: guides Release notes: The SAP Service Marketplace stores certain installation guides, upgrade and migration guides, deployment guides, release notes and Supported Platforms documents. Customers with a maintenance agreement have an authorized user ID to access this site. Contact your customer support representative to obtain an ID. If you are redirected to the SAP Service Marketplace from the SAP Help Portal, use the menu in the navigation pane on the left to locate the category containing the documentation you want to access. Developer resources SAP BusinessObjects Live Office User Guide

147 More Information A Information Resource Location SAP BusinessObjects articles on the SAP Community Network These articles were formerly known as technical papers. Notes These notes were formerly known as Knowledge Base articles. Forums on the SAP Community Network Training From traditional classroom learning to targeted e-learning seminars, we can offer a training package to suit your learning needs and preferred learning style. Online customer support The SAP Support Portal contains information about Customer Support programs and services. It also has links to a wide range of technical information and downloads. Customers with a maintenance agreement have an authorized user ID to access this site. To obtain an ID, contact your customer support representative. sulting Consulting Consultants can accompany you from the initial analysis stage to the delivery of your deployment project. Expertise is available in topics such as relational and multidimensional databases, connectivity, database design tools, and cus tomized embedding technology. SAP BusinessObjects Live Office User Guide 147

148 A More Information 148 SAP BusinessObjects Live Office User Guide

149 Index A architecture 17 B BusinessObjects Enterprise connecting automatically to 127 logging on to 20 publishing to 103 saving to 103 C CMS, connecting to a different 105 columns 122 autofitting 122 inserting 42 concealing data when saving 112 configuring global Live Office properties 120 refresh options 63 context, specifying 55 Crystal Reports content 120 configuring global properties 120 content types support 8 inserting 24 data as report parts 31 rows and columns 42 steps for 25 modifying fields 45 modifying parameters 42 object properties 40 wizard options 25 D data 126 concealing 126 defaults, changing 123 data filters 82 definitions 13 instances 13 parameters 15 prompts 15 refresh options 24 report objects 13 report parts 24 disconnecting objects 107, 127 displaying 125 field names 125 general properties 67 document, adding security to 102 E excluding field categories 47 F fields 47 excluding 47 focussing on 47 modifying 45 selecting 33 filters 47 adding 47 applying 34 choosing field categories as filter settings 47 SAP BusinessObjects Live Office User Guide 149

150 Index filters (continued) excluding field categories 47 modifying 46 removing 47 formatting, autofit columns 122 I inserting Crystal Reports content 24 Web Intelligence content 51 instances, defined 13 K key concepts 13 Key Date 116 creating queries with 117 Inserting content containing 117 L Live Office 143 architecture 17 backward compatibility 143 concepts 13 distributing via 108 enabling logging 130 formatting 122 formatting, autofitting columns 122 global properties 120 object size limitations 134 refresh options, configuring 38 removing objects 110 ribbon menu 20 toolbar 17 troubleshooting tips 132 logging 130 enabling in Live Office 130 sample files 130 M modifying 123 data defaults 123 field display 125 filters 46 prompt values 68, 94 O objects, reconnecting 105 Options dialog box 139 Changing viewing locale 125 P parameter values consolidating 112 prompting for 122 refreshing 45 specifying 29 parameters, defined 15 presentations, publishing 130 prompts 112 consolidating 112 defined 15 modifying 68, 94 specifying values 89 Properties dialog box 143 published documents, viewing 102 publishing, documents 130 Q queries 73 adding ranking to 80 building 73 configuring options 86 creating and running 72 data filters 82 overview SAP BusinessObjects Live Office User Guide

151 Index queries (continued) sorting 81 with Key Date settings 117 Query Panel, content types supported 8 R refresh options 122 automatic updating with binding changes 122 configuring 38, 63 defined 24 parameter values 122 report objects, defined 13 report parts 62 adding additional 62 defined 24 inserting 31, 58 S saving to Enterprise repository 106 to local drive 106 secured databases, logging on to 24 security adding to document 102, 112 document security and access 112 managing 126 setting report parameters 66, 92 shortcut menu, configuring 120 U user interface Options dialog box 139 Properties dialog box 143 V viewing 67 general object properties 67 global properties 120 published documents 102 Viewing locale, changing 125 W Web Intelligence content configuring global properties 120 refresh options 63 content types support 8 inserting data as report parts 58 modifying 62, 66, 68, 92, 94 refreshing 108 specifying context 55 specifying prompts 57 steps for inserting 51 upgrading 50 viewing general properties 67 SAP BusinessObjects Live Office User Guide 151

152 Index 152 SAP BusinessObjects Live Office User Guide