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