Course Guide Version: DOCESS-921-Oct11-CG MICROSTRATEGY REPORT SERVICES: DOCUMENT ESSENTIALS

Transcription

1 Course Guide Version: DOCESS-921-Oct11-CG MICROSTRATEGY REPORT SERVICES: DOCUMENT ESSENTIALS

2 MicroStrategy Incorporated. All rights reserved. This Course (course and course materials) and any Software are provided as is and without express or limited warranty of any kind by either MicroStrategy Incorporated ( MicroStrategy ) or anyone who has been involved in the creation, production, or distribution of the Course or Software, including, but not limited to, the implied warranties of merchantability and fitness for a particular purpose. The entire risk as to the quality and performance of the Course and Software is with you. Should the Course or Software prove defective, you (and not MicroStrategy or anyone else who has been involved with the creation, production, or distribution of the Course or Software) assume the entire cost of all necessary servicing, repair, or correction. In no event will MicroStrategy or any other person involved with the creation, production, or distribution of the Course or Software be liable to you on account of any claim for damage, including any lost profits, lost savings, or other special, incidental, consequential, or exemplary damages, including but not limited to any damages assessed against or paid by you to any third party, arising from the use, inability to use, quality, or performance of such Course and Software, even if MicroStrategy or any such other person or entity has been advised of the possibility of such damages, or for the claim by any other party. In addition, MicroStrategy or any other person involved in the creation, production, or distribution of the Course and Software shall not be liable for any claim by you or any other party for damages arising from the use, inability to use, quality, or performance of such Course and Software, based upon principles of contract warranty, negligence, strict liability for the negligence of indemnity or contribution, the failure of any remedy to achieve its essential purpose, or otherwise. The Course and the Software are copyrighted and all rights are reserved by MicroStrategy. MicroStrategy reserves the right to make periodic modifications to the Course or the Software without obligation to notify any person or entity of such revision. Copying, duplicating, selling, or otherwise distributing any part of the Course or Software without prior written consent of an authorized representative of MicroStrategy are prohibited. U.S. Government Restricted Rights. It is acknowledged that the Course and Software were developed at private expense, that no part is public domain, and that the Course and Software are Commercial Computer Software and/or Commercial Computer Software Documentation provided with RESTRICTED RIGHTS under Federal Acquisition Regulations and agency supplements to them. Use, duplication, or disclosure by the U.S. Government is subject to restrictions as set forth in subparagraph (c)(1)(ii) of the Rights in Technical Data and Computer Software clause at DFAR et. seq. or subparagraphs (c)(1) and (2) of the Commercial Computer Software Restricted Rights at FAR , as applicable. The Contractor is MicroStrategy, 1850 Towers Crescent Plaza, Vienna, Virginia Rights are reserved under copyright laws of the United States with respect to unpublished portions of the Software. Copyright Information All Contents Copyright 2011 MicroStrategy Incorporated. All Rights Reserved. Trademark Information MicroStrategy, MicroStrategy 6, MicroStrategy 7, MicroStrategy 7i, MicroStrategy 7i Evaluation Edition, MicroStrategy 7i Olap Services, MicroStrategy 8, MicroStrategy 9, MicroStrategy Distribution Services, MicroStrategy MultiSource Option, MicroStrategy Command Manager, MicroStrategy Enterprise Manager, MicroStrategy Object Manager, MicroStrategy Reporting Suite, MicroStrategy Power User, MicroStrategy Analyst, MicroStrategy Consumer, MicroStrategy Delivery, MicroStrategy BI Author, MicroStrategy BI Modeler, MicroStrategy Evaluation Edition, MicroStrategy Administrator, MicroStrategy Agent, MicroStrategy Architect, MicroStrategy BI Developer Kit, MicroStrategy Broadcast Server, MicroStrategy Broadcaster, MicroStrategy Broadcaster Server, MicroStrategy Business Intelligence Platform, MicroStrategy Consulting, MicroStrategy CRM Applications, MicroStrategy Customer Analyzer, MicroStrategy Desktop, MicroStrategy Desktop Analyst, MicroStrategy Desktop Designer, MicroStrategy ecrm 7, MicroStrategy Education, MicroStrategy etrainer, MicroStrategy Executive, MicroStrategy Infocenter, MicroStrategy Intelligence Server, MicroStrategy Intelligence Server Universal Edition, MicroStrategy MDX Adapter, MicroStrategy Narrowcast Server, MicroStrategy Objects, MicroStrategy OLAP Provider, MicroStrategy SDK,

3 MicroStrategy Support, MicroStrategy Telecaster, MicroStrategy Transactor, MicroStrategy Web, MicroStrategy Web Business Analyzer, MicroStrategy World, Application Development and Sophisticated Analysis, Best In Business Intelligence, Centralized Application Management, Information Like Water, Intelligence Through Every Phone, Intelligence To Every Decision Maker, Intelligent E-Business, Personalized Intelligence Portal, Query Tone, Rapid Application Development, MicroStrategy Intelligent Cubes, The Foundation For Intelligent E-Business, The Integrated Business Intelligence Platform Built For The Enterprise, The Platform For Intelligent E-Business, The Scalable Business Intelligence Platform Built For The Internet, Industrial-Strength Business Intelligence, Office Intelligence, MicroStrategy Office, MicroStrategy Report Services, MicroStrategy Web MMT, MicroStrategy Web Services, Pixel Perfect, Pixel-Perfect, MicroStrategy Mobile, MicroStrategy Integrity Manager and MicroStrategy Data Mining Services are all registered trademarks or trademarks of MicroStrategy Incorporated. All other company and product names may be trademarks of the respective companies with which they are associated. Specifications subject to change without notice. MicroStrategy is not responsible for errors or omissions. MicroStrategy makes no warranties or commitments concerning the availability of future products or versions that may be planned or under development. Patent Information This product is patented. One or more of the following patents may apply to the product sold herein: U.S. Patent Nos. 6,154,766, 6,173,310, 6,260,050, 6,263,051, 6,269,393, 6,279,033, 6,567,796, 6,587,547, 6,606,596, 6,658,093, 6,658,432, 6,662,195, 6,671,715, 6,691,100, 6,694,316, 6,697,808, 6,704,723, 6,741,980, 6,765,997, 6,768,788, 6,772,137, 6,788,768, 6,798,867, 6,801,910, 6,820,073, 6,829,334, 6,836,537, 6,850,603, 6,859,798, 6,873,693, 6,885,734, 6,940,953, 6,964,012, 6,977,992, 6,996,568, 6,996,569, 7,003,512, 7,010,518, 7,016,480, 7,020,251, 7,039,165, 7,082,422, 7,113,993, 7,127,403, 7,174,349, 7,181,417, 7,194,457, 7,197,461, 7,228,303, 7,260,577, 7,266,181, 7,272,212, 7,302,639, 7,324,942, 7,330,847, 7,340,040, 7,356,758, 7,356,840, 7,415,438, 7,428,302, 7,430,562, 7,440,898, 7,486,780, 7,509,671, 7,516,181, 7,559,048, 7,574,376, 7,617,201, 7,725,811, 7,801,967, 7,836,178, 7,861,161, 7,861,253, 7,881,443, 7,925,616, 7,945,584 and 7,970,782. Other patent applications are pending. How to Contact Us MicroStrategy Education Services 1850 Towers Crescent Plaza Vienna, VA Phone: Fax: MicroStrategy Incorporated 1850 Towers Crescent Plaza Vienna, VA Phone: Fax:

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5 TABLE OF CONTENTS Preface Course Description Who Should Take this Course Course Prerequisites Follow-up Courses Related Certifications Course Objectives About the Course Materials Content Descriptions Learning Objectives Lessons Opportunities for Practice Typographical Standards Other MicroStrategy Courses* Core Courses Introduction to Report Services Lesson Description Lesson Objectives Beyond Basic Grids and Graphs MicroStrategy Report Services The Benefits of MicroStrategy Report Services Overview of the MicroStrategy Web Interface Reporting Capabilities Enterprise Reports Document Display Modes and Export Formats DHTML Modes Flash Mode MicroStrategy, Inc. 5

6 Table Of Contents MicroStrategy Report Services: Document Essentials Design Mode Export to PDF Export to Microsoft Excel Selecting Available Display Modes Selecting Available Export Formats Accessing Links to Reports and Documents Document Subscriptions Document Subscriptions to History List Document Subscriptions to , File, and Printer Lesson Summary Creating Documents Lesson Description Lesson Objectives Introduction to the Document Editor Dataset Objects Document Structure Notes Related Reports Layout Area Creating Documents Creating Documents from Existing MicroStrategy Reports Creating Documents from a Document Template Document Objects MicroStrategy Grid/Graphs Attributes, Metrics, Custom Groups, and Consolidations Text Auto Text Images Lines & Shapes HTML Container Arranging Objects on a Document Moving Objects Snap to Grid Alignment and Distribution Sizing Objects Ordering Objects Locking Objects Formatting Objects Control Defaults Formatting Features Section-Specific Properties MicroStrategy, Inc.

7 MicroStrategy Report Services: Document Essentials Table Of Contents Subsections Section - General Properties Section - Size Properties PDF-Specific Properties Page Breaks Watermarks Lesson Summary Exercises: Creating Documents Basic Document Document Design Concepts Lesson Description Lesson Objectives Banded Layouts Detail Section Behavior Custom Sections and Grouping Grouping Properties PDF-Specific Properties Headers & Footers Zone-Based Layouts Combined Banded and Zone-Based Layouts Lesson Summary Exercises: Document Design Concepts Combined Layout Documents and MicroStrategy OLAP Services Lesson Description Lesson Objectives Datasets Based on Intelligent Cubes Intelligent Cubes as Datasets Reports that Run Against Intelligent Cubes as Datasets Derived Metrics Summary Metrics View Filters Derived Elements Custom Grouping of Elements Lesson Summary Exercises: Documents and MicroStrategy OLAP Services Derived Metrics, View Filters, and Derived Elements MicroStrategy, Inc. 7

8 Table Of Contents MicroStrategy Report Services: Document Essentials 5. Useful Design Techniques Lesson Description Lesson Objectives Useful Design Techniques Calculated Expressions Conditional Formatting Tooltips Dynamic Images Drilling on Grid/Graphs Creating Multiple Layout Documents Lesson Summary Exercises: Useful Design Techniques Conditional Formatting and Dynamic Tooltips Create Multiple Layout Document Optional Exercise: Balanced Scorecard Document Linking from Documents Lesson Description Lesson Objectives Document Linking Linking a Document to a Web Page Linking to a Specific Report or Document Linking from a Dynamic Text Box to Simulate Drilling Linking from a Prompted Document to a Prompted Target. 199 Linking from a Document to Multiple Targets Hyperlinks in a Document Lesson Summary Exercises: Linking from Documents Links to Prompted Targets and a Website Link from a Prompted Source to a Prompted Target Multiple Dataset and Performance Considerations Lesson Description Lesson Objectives Multiple Dataset Join Behavior Compound Joins and Virtual Datasets Join Behavior - Primary and Secondary Datasets Datasets from Different Data Sources Document Performance Optimizations Report Services Document Execution Flow Optimizing Datasets Lesson Summary MicroStrategy, Inc.

9 MicroStrategy Report Services: Document Essentials Table Of Contents A. Report Services in MicroStrategy Desktop Document Creation Features Property List in the Document Editor Document Templates Document Autostyles Multiselect Reports to Create Document Document Caching Desktop Formatting Features Distribution Relative to Layout Grid/Graph Styles Project-Level Watermarks Links to Datasets in MicroStrategy Desktop Advanced Links in MicroStrategy Desktop Index MicroStrategy, Inc. 9

10 Table Of Contents MicroStrategy Report Services: Document Essentials MicroStrategy, Inc.

11 PREFACE Course Description This 1-day course provides an overview of enterprise reporting using MicroStrategy Report Services in MicroStrategy Web. The course introduces the many features that enable you to create sophisticated, boardroom-quality documents. You will learn how to design and create a Pixel Perfect document using the Document Editor in MicroStrategy Web. You will also learn how to add datasets, various objects such as grids, graphs, text boxes, images and so on to your document. The course covers some useful document designing and formatting techniques and also the implementation of OLAP services features within your document. Lastly, the course explains the implication of using multiple datasets and some data optimization best practices MicroStrategy, Inc. 11

12 Preface MicroStrategy Report Services: Document Essentials Who Should Take this Course This course is designed for: Document Developers Course Prerequisites Before starting this course, you should know all topics covered in the following courses: MicroStrategy Web for Reporters and Analysts MicroStrategy Web for Professionals OR MicroStrategy Desktop: Reporting Essentials Follow-up Courses After taking this course, you might consider taking the following course: MicroStrategy Report Services: Dynamic Dashboards Related Certifications To validate your proficiency in the content of this course, you might consider taking the following certifications: Certified Document Developer 12 Who Should Take this Course 2011 MicroStrategy, Inc.

13 MicroStrategy Report Services: Document Essentials Preface Course Objectives Understand the benefits of MicroStrategy Report Services, identify the main types of report designs, list the document display formats and more. (Page 20) Identify the different areas of the Document Editor and describe the ways to create a document. Describe the various types of objects you can add in a document. Understand some of the important section-specific properties that affect a document s display. Apply techniques for formatting and arranging objects. (Page 48) Understand the use of detail and custom sections. Create documents that employ any of the three different categories of layouts: banded, zone-based, or combined layouts. (Page 108) Use a variety of OLAP Services features to enhance the aesthetic quality and utility of your documents. (Page 138) Use a variety of Report Services features and design techniques to enhance the aesthetic quality of your documents. (Page 162) Use links to enable navigation to websites and additional documents and reports, passing prompt answers if desired. (Page 190) Understand the implications of using multiple datasets in Report Services documents. Describe best practices for improving the performance of your documents. (Page 216) 2011 MicroStrategy, Inc. Course Objectives 13

14 Preface MicroStrategy Report Services: Document Essentials About the Course Materials This course is organized into lessons and reference appendices. Each lesson focuses on major concepts and skills that help you to better understand MicroStrategy products and use them to implement MicroStrategy projects. The appendices provide you with supplemental information to enhance your knowledge of MicroStrategy products. Content Descriptions Each major section of this course begins with a Description heading. The Description introduces you to the content contained in that section. Learning Objectives Learning objectives enable you to focus on the key knowledge and skills you should obtain by successfully completing this course. Objectives are provided for you at the following three levels: Course You will achieve these overall objectives by successfully completing all the lessons in this course. The Course Objectives heading in this Preface contains the list of course objectives. Lesson You will achieve these main objectives by successfully completing all the topics in the lesson. You can find the primary lesson objectives directly under the Lesson Objectives heading at the beginning of each lesson. Main Topic You will achieve this secondary objective by successfully completing the main topic. The topic objective is stated at the beginning of the topic text. You can find a list of all the topic objectives in each lesson under the Lesson Objectives heading at the beginning of each lesson. Lessons Each lesson sequentially presents concepts and guides you with step-by-step procedures. Illustrations, screen examples, bulleted text, notes, and definition tables help you to achieve the learning objectives. 14 About the Course Materials 2011 MicroStrategy, Inc.

15 MicroStrategy Report Services: Document Essentials Preface Opportunities for Practice A Workshop is a reinforcement and assessment activity that follows two or more lessons. Because a Workshop covers content and applied skills presented in several lessons, it is a separate section on the level of a lesson. The following sections within lessons provide you with opportunities to reinforce important concepts, practice new product and project skills, and monitor your own progress in achieving the lesson and course objectives: Review Case Study Business Scenario Exercises Typographical Standards The following sections explain the font style changes, icons, and different types of notes that you see in this course. Actions References to screen elements and keys that are the focus of actions are in bold Arial font style. The following example shows this style: Click Select Warehouse. Code References to code, formulas, or calculations within paragraphs are formatted in regular Courier.New font style. The following example shows this style: Sum(sales)/number of months 2011 MicroStrategy, Inc. About the Course Materials 15

16 Preface MicroStrategy Report Services: Document Essentials Data Entry References to literal data you must type in an exercise or procedure are in bold Arial typeface. References to data you type in that could vary from user to user or system to system is in bold italic Arial font style. The following example shows this style: Type copy c:\filename d:\foldername\filename. Keyboard Keys References to a keyboard key or shortcut keys are in uppercase letters in bold Arial font style. The following example shows this style: Press CTRL+B. New Terms New terms to note are in regular italic font style. These terms are defined when they are first encountered in the course material. The following example shows this style: The aggregation level is the level of calculation for the metric. Notes and Warnings A note icon indicates helpful information. A warning icon calls your attention to very important information that you should read before continuing the course. Heading Icons The following heading icons are used to indicate specific practice and review sections: Precedes a Review section 16 About the Course Materials 2011 MicroStrategy, Inc.

17 MicroStrategy Report Services: Document Essentials Preface Precedes a Case Study Precedes a Business Scenario Precedes Exercises 2011 MicroStrategy, Inc. About the Course Materials 17

18 Preface MicroStrategy Report Services: Document Essentials Other MicroStrategy Courses* Core Courses Implementing MicroStrategy: Development and Deployment MicroStrategy Architect: Project Design Essentials MicroStrategy Desktop: Advanced Reporting MicroStrategy Desktop: Reporting Essentials MicroStrategy Mobile for Apple ipad and iphone MicroStrategy Report Services: Document Essentials MicroStrategy Report Services: Dynamic Dashboards MicroStrategy Web for Professionals MicroStrategy Web for Reporters and Analysts *All courses are subject to change. Please visit the MicroStrategy website for the latest education offerings. 18 Other MicroStrategy Courses* 2011 MicroStrategy, Inc.

19 1 INTRODUCTION TO REPORT SERVICES Lesson Description This lesson introduces you to the basic concepts related to MicroStrategy Report Services. You will learn about the different types of documents you can create with Report Services. The lesson also explains the various display modes and output formats for the documents. You will learn how you can subscribe to receive documents to your History List as well as , file and printer MicroStrategy, Inc. 19

20 1 Introduction to Report Services MicroStrategy Report Services: Document Essentials Lesson Objectives After completing this lesson, you will be able to: Understand the benefits of MicroStrategy Report Services, identify the main types of report designs, list the document display formats and more. After completing the topics in this lesson, you will be able to: Describe MicroStrategy Report Services and the benefits of Report Services documents. (Page 21) Navigate the MicroStrategy Web interface. (Page 24) Describe the types of reports you can design with Report Services. (Page 28) Describe the possible output formats for Report Services documents. (Page 31) Create subscriptions to receive Report Services documents to your History List, an address, a file server, or a printer. (Page 42) 20 Lesson Objectives 2011 MicroStrategy, Inc.

21 MicroStrategy Report Services: Document Essentials Introduction to Report Services 1 Beyond Basic Grids and Graphs After completing this topic, you will be able to: Describe MicroStrategy Report Services and the benefits of Report Services documents. MicroStrategy Report Services MicroStrategy Report Services is an enterprise reporting engine of the MicroStrategy Business Intelligence platform. It is an add-on product to MicroStrategy Intelligence Server. With the purchase of Report Services, the product installs on the same machine as your Intelligence Server. After you install it, you use the Document Editor in MicroStrategy Desktop or MicroStrategy Web to access Report Services functionality. The objects you create with this editor are called documents. A document displays your organization s data, where several grid and graph reports can be viewed at the same time, along with images and text. High-quality, Pixel Perfect documents allow you to display your business data in a user-friendly way that is suitable for presentation to management for boardroom-quality material. Examples of documents include scorecards and dashboards, managed metrics documents, production and operational documents, and more. MicroStrategy Report Services enables users to combine many reports into one dashboard and even multiple documents into a single location so all the data is synchronized and in a single place MicroStrategy, Inc. Beyond Basic Grids and Graphs 21

22 1 Introduction to Report Services MicroStrategy Report Services: Document Essentials The Benefits of MicroStrategy Report Services MicroStrategy Report Services was created to address the reporting needs of an entire organization. For example, in any given company, report designers may need to produce reports for a wide range of recipients and those recipients may require specific styles and formats for their reports. Executives may want to see high-level dashboards, while operational managers may want to see detailed operational scorecards, and customers may need to see personalized invoices. As you can see, the recipients for business reports can span all levels of an enterprise, including external recipients, such as customers. Report Services provides the following benefits: Rich data access Taking full advantage of the MicroStrategy platform on which it exists, Report Services documents have the ability to display large volumes of data from disparate data sources. Documents can even use advanced calculations, such as predictive or data mining analytics. WYSIWYG Report Layout and formatting that is Pixel Perfect on the screen and print-perfect on paper Using Report Services in MicroStrategy Web, business users can produce reports in full WYSIWYG mode through a zero-footprint Web interface. Business users no longer need to rely on report developers to create reports to their exact specifications. The reports you build in MicroStrategy Web display as well on the screen as they do on paper in portable document format (PDF). All types of scorecards, dashboards, and enterprise reports Report Services makes it possible to create virtually any type of report, including multitabbed report books. Full interactivity for all scorecards, dashboards, and enterprise reports The menus, toolbars, and drag-and-drop actions in Report Services make it easy to rearrange the design of any report. Scalable, secure documents Report Services is the enterprise reporting engine of the MicroStrategy platform. It inherits all the benefits of the platform, including iron-clad security, scalability, centralized administration, unified metadata, and delivery to various outputs. Personalized reporting You can answer any number of questions (prompts) before running a Report Services document. The answers you specify dictate the content that the document displays. High throughput production reporting With the MicroStrategy platform, you can distribute documents to hundreds or thousands of recipients across the Web, by , or to network printers, file servers, or corporate portals. 22 Beyond Basic Grids and Graphs 2011 MicroStrategy, Inc.

23 MicroStrategy Report Services: Document Essentials Introduction to Report Services 1 Seamless user experience The Report Services Document Editor in MicroStrategy Desktop and MicroStrategy Web makes it easy for you to design reports without any additional programming knowledge. As you explore the many facets of Report Services in this course, you will learn how all of these features are possible MicroStrategy, Inc. Beyond Basic Grids and Graphs 23

24 1 Introduction to Report Services MicroStrategy Report Services: Document Essentials Overview of the MicroStrategy Web Interface After completing this topic, you will be able to: Navigate the MicroStrategy Web interface. MicroStrategy Web provides a highly interactive, easy-to-use interface for reporting and data analysis. It is a grouping of Web pages, which includes a welcome page, login page, project home pages, and specific pages that allow you to browse folders, reports, or documents and view results. MicroStrategy Web displays any project objects in the metadata to which you have access. As you run reports and documents, it returns results from your data warehouse and displays them to you in the browser. The following sections describe the various pages you use to access a document in MicroStrategy Web. Home Page The home page displays the names and descriptions of all the available projects.you can access any project for which the administrator has granted you permission. Home Page 24 Overview of the MicroStrategy Web Interface 2011 MicroStrategy, Inc.

25 MicroStrategy Report Services: Document Essentials Introduction to Report Services 1 Login Page Depending on your web configuration, before you can access a project in MicroStrategy Web, you generally have to log into the project with a user name and password. Login Page To access the MicroStrategy Tutorial project: 1 Depending on the configuration of your training environment, to connect to MicroStrategy Web, do one of the following: On the Windows desktop, click the Start menu, point to Programs, point to MicroStrategy, point to Web, and select Web. OR If Open your Internet browser and type the URL (address) provided by your administrator. your MicroStrategy Web is not configured with MicroStrategy Intelligence Server, you will see a page that has the link to go to the Web Administrator page. On the Web Administrator page, add your Intelligence Server machine name and click Connect. To return to the Home page, click MicroStrategy Web Home. 2 On the Home page, click the MicroStrategy Tutorial project MicroStrategy, Inc. Overview of the MicroStrategy Web Interface 25

26 1 Introduction to Report Services MicroStrategy Report Services: Document Essentials 3 On the Login page, in the User name box, type administrator and click Login. The password is blank for this login by default. Project Home Page After you log in to a MicroStrategy project, the project home page displays, which displays several options. The following image shows the project home page: Project Home Page The project home page contains the following options: Shared Reports This folder contains public reports, documents, and other objects that are shared with other users. This folder displays the content of the Reports subfolder in MicroStrategy Desktop. My Reports This folder allows you to run your own reports and access favorites by using shortcuts. Only you can access the objects in this folder. 26 Overview of the MicroStrategy Web Interface 2011 MicroStrategy, Inc.

27 MicroStrategy Report Services: Document Essentials Introduction to Report Services 1 History List This option enables you to access your personal History List, which displays messages about the reports and documents that you have scheduled to run. You can click these messages to retrieve results for these reports and documents. My Subscriptions This option enables you to view and modify report and document subscriptions. Whenever you schedule a report or document to run, you create a subscription to it. You can also view any scheduled deliveries you have defined, which enable you to send reports and documents on a scheduled basis to , printer, or a file server. Create Report This option enables you to create a grid or graph report from scratch or from a template. Create Prompt Create a prompt to ask for user input. Create Document Create an enterprise report, scorecard, or dashboard from scratch or from a template. Create Filter Create a qualification to narrow down your result set. Import Data Import external data into MicroStrategy from a local file, relational database, or by joining multiple tables from different sources. Custom Group Create a Custom Group object to segment report data. Preferences This option enables you to change preferences for a variety of settings, including report display, printing and exporting properties, and more. Search This option allows you to access the MicroStrategy Web search function, which can help you locate folders, reports, documents, and other objects. Intelligence Server Administrator This option enables administrators to configure MicroStrategy Intelligence Server settings MicroStrategy, Inc. Overview of the MicroStrategy Web Interface 27

28 1 Introduction to Report Services MicroStrategy Report Services: Document Essentials Reporting Capabilities After completing this topic, you will be able to: Describe the types of reports you can design with Report Services. In this topic, you will focus on the types of reports that you can create with Report Services. Enterprise Reports Operational Reports Operational reports organize data into densely populated documents that contain various rows of detail grouped in an easy to read fashion. The image below shows an example of an operational document created with Report Services: Operational Report Example 28 Reporting Capabilities 2011 MicroStrategy, Inc.

29 MicroStrategy Report Services: Document Essentials Introduction to Report Services 1 Classic Business Reports You create classic business reports using charts and grids, which you group together so that the data is easy to read. Classic business reports can satisfy many types of reporting needs. The image below shows an example of a classic business report created with Report Services: Classic Business Report Example 2011 MicroStrategy, Inc. Reporting Capabilities 29

30 1 Introduction to Report Services MicroStrategy Report Services: Document Essentials Invoices and Statements Invoices and statements are typically very personalized. They serve the purpose of billing or communicating with recipients. These documents employ a predefined and structured format with text and dynamically populated fields. The image below shows an example of an invoice created with Report Services: Invoice Example 30 Reporting Capabilities 2011 MicroStrategy, Inc.

31 MicroStrategy Report Services: Document Essentials Introduction to Report Services 1 Document Display Modes and Export Formats After completing this topic, you will be able to: Describe the possible output formats for Report Services documents. In MicroStrategy Desktop and MicroStrategy Web, you can view documents in the following display modes: PDF Export to Microsoft Excel Design Mode The following display modes are available only when you view documents in MicroStrategy Web: DHTML modes (Express Mode, Interactive Mode, and Editable Mode) Flash Mode The next sections explain each of these modes. MicroStrategy Desktop offers basic HTML and Flash preview modes. DHTML Modes With Report Services, documents you view in MicroStrategy Web have the same functionality as documents you view in MicroStrategy Desktop. You can create, edit, and print documents using MicroStrategy Web or Web Universal. In MicroStrategy Web, you can view documents in a partially interactive format (Express Mode), an interactive DHTML format (Interactive Mode), in a fully editable DHTML format (Editable Mode), or in a fully dynamic Flash Mode MicroStrategy, Inc. Document Display Modes and Export Formats 31

32 1 Introduction to Report Services MicroStrategy Report Services: Document Essentials Express Mode This display mode is the recommended display mode for viewing a document. Even though Express Mode is less interactive than other modes, you can still perform several manipulations on documents such as sorting, pivoting and drilling on grid/graphs, using selectors to change panels or grid/graph reports, linking to reports and documents, saving, printing, exporting, and using the Grouping panel. For more information on panel stacks and selectors, refer to the MicroStrategy Report Services: Dynamic Dashboards course. Express Mode reduces the size of the HTML output, which in turn optimizes the performance of document execution. The image below displays a document in Express Mode. The sorting and pivoting options are displayed when you click on the down arrow next to the subcategory header. Notice that there are no menus displayed and limited toolbar options are available: Express Mode Express Mode is supported on Microsoft Internet Explorer 7 (and higher) and Firefox 3.0 (and higher). You can also choose to disable sorting and pivoting by clearing the checkbox Enable sorting and pivoting on grids in Express and Flash modes under Document Properties. 32 Document Display Modes and Export Formats 2011 MicroStrategy, Inc.

33 MicroStrategy Report Services: Document Essentials Introduction to Report Services 1 To switch to Express Mode, do one of the following: 1 Run a document. 2 On the Home menu, select Express Mode. OR On the Home toolbar, click Express Mode: Editable Mode If you need to perform formatting changes and extensive document manipulations, you can switch to Editable Mode. Editable Mode offers WYSIWYG (what you see is what you get) document creation and editing capabilities in an HTML format. In Editable Mode, you can apply formatting to any object and view the result immediately. You can drag objects onto a document, remove objects, add text, and perform simple OLAP manipulations (such as page-by, grouping, and sorting) all within the Web browser. Editable Mode is the recommended display mode when you are fine-tuning a Report Services document MicroStrategy, Inc. Document Display Modes and Export Formats 33

34 1 Introduction to Report Services MicroStrategy Report Services: Document Essentials The image below displays a document in Editable Mode. Notice the additional menus and toolbars, particularly when compared to Express Mode. Also, notice the Profit Margin text box that is selected in the document so that formatting changes can be applied to it. Editable Mode The features listed below are additional advantages of working in Editable Mode: You can apply Pixel Perfect positioning. You can display alignment grids to help you understand the structure of the document. You can undo and redo your formatting actions. To switch to Editable Mode, do one of the following: 1 Run the document. 2 On the Home menu, select Editable Mode. OR On the Home toolbar, click Editable Mode: 34 Document Display Modes and Export Formats 2011 MicroStrategy, Inc.

35 MicroStrategy Report Services: Document Essentials Introduction to Report Services 1 Interactive Mode For documents that contain special interactive objects called panel stacks and selectors, you can toggle to Interactive Mode. For more information on Interactive Mode, panel stacks, and selectors, refer to the MicroStrategy Report Services: Dynamic Dashboards course. To switch to Interactive Mode, do one of the following: 1 On the Home menu, select Interactive Mode. OR On the Home toolbar, click Interactive Mode: Flash Mode If you want to view a document that includes Adobe Flash functionality (such as Flash widgets and Flash-specific formatting), you can toggle to Flash Mode. For more information on Flash Mode and its functionality, refer to the MicroStrategy Report Services: Dynamic Dashboards course. To switch to Flash Mode, do one of the following: 1 On the Home menu, select Flash Mode. OR On the Home toolbar, click Flash Mode: 2011 MicroStrategy, Inc. Document Display Modes and Export Formats 35

36 1 Introduction to Report Services MicroStrategy Report Services: Document Essentials Design Mode In addition to Editable Mode, Web Professionals can create and format documents in Design Mode. Working with a document in Design Mode in MicroStrategy Web is recommended when you need to build a document quickly, without viewing any actual data, and when you want to set basic formatting properties for the document and its objects. There are a few key differences between Design Mode in MicroStrategy Desktop and Design Mode in MicroStrategy Web. Unlike Desktop where you use Design Mode, in MicroStrategy Web, you perform grid and graph formatting and sorting in Editable Mode. Also, Design Mode in MicroStrategy Web (as shown on the next page) does not display the Property List window that you see in the Document Editor in Desktop. For more information on the Property List window in the MicroStrategy Desktop Document Editor, see Document Creation Features starting on page 236. Design Mode Web Reporters, Web Analysts, and Web Professionals can execute and view Report Services documents in MicroStrategy Web as long as they have the Web execute document privilege. However, to create Report Services documents, you must have the Web document design privilege. 36 Document Display Modes and Export Formats 2011 MicroStrategy, Inc.

37 MicroStrategy Report Services: Document Essentials Introduction to Report Services 1 To switch to Design Mode, do one of the following: 1 On the Home menu, select Design. OR On the Home toolbar, click Design: Export to PDF Adobe Acrobat Reader version 5.0 or higher is required to view PDF output. When MicroStrategy Desktop users execute a document, the output automatically renders in PDF format in Adobe Acrobat Reader. In MicroStrategy Web, users export documents to PDF. The PDF output displays a document as it will look when printed (with page breaks, pagination, and so forth). When you execute a Report Services document in MicroStrategy Desktop, the MicroStrategy Desktop machine generates the PDF output. On the other hand, when you execute a document in MicroStrategy Web, the Intelligence Server machine generates the PDF output. This is one key difference between PDF generation in Desktop versus MicroStrategy Web. To view a document in PDF in MicroStrategy Web, do one of the following: 1 Run the desired document. 2 On the Home menu, point to Export, and select PDF. OR On the Home toolbar, click PDF. The document designer must enable PDF as an available export mode for users to see the PDF options as described in the above procedures. OR 2011 MicroStrategy, Inc. Document Display Modes and Export Formats 37

38 1 Introduction to Report Services MicroStrategy Report Services: Document Essentials Locate the desired document and click the PDF link that displays under the document name. Export to Microsoft Excel When you export to Microsoft Excel, you send the document data to a Microsoft Excel spreadsheet, retaining the data and the formatting. In fact, a document's appearance largely remains the same whether you view it in PDF, Microsoft Excel, or in the MicroStrategy Web DHTML modes. Graphs that export to Microsoft Excel get exported as Microsoft Excel graphs, not as images. As a result, you can perform manipulations on these graphs in the Microsoft Excel spreadsheet, using Microsoft Excel functionality. You can select the Excel format for export (that is, Excel 2003, 2007, and so on) from Preferences. To select the Export Excel Format for Documents: 1 At the top of the project home page, click Preferences. 2 On the left-pane, under Preferences Level, select User Preferences. 3 On the left-pane, under Preferences, select Export Reports. 4 Under Excel options, from the Excel version drop-down list, select the desired Excel format. 5 Click Apply. Selecting Available Display Modes By altering the Document Properties, you can specify which display modes are available for your documents as well as which display mode is the default display mode. 38 Document Display Modes and Export Formats 2011 MicroStrategy, Inc.

39 MicroStrategy Report Services: Document Essentials Introduction to Report Services 1 To specify available display modes and the default display mode for documents: 1 Open the document in Design or Editable Mode. 2 On the Tools menu, select Document Properties. 3 In the Properties window, on the left panel, under Document Properties, select Document. 4 Under Run Modes, under Available Display Modes, select the check boxes for each mode in which this document should display. Clear the check box for any mode that should not be available. 5 In the Run by default as drop-down list, select the desired default display mode. 6 Click OK to return to the document. When you view a document in any of the DHTML modes (Express, Interactive, or Editable), it looks the same as if you were viewing it in PDF. However, the DHTML modes display the content of a document continuously, with no section or page breaks. Therefore, all pagination-related settings apply only to the PDF. Selecting Available Export Formats Before you can export a document, you need to enable the available export formats. To specify the available export formats for a document: 1 Open the document in Design or Editable Mode. 2 On the Tools menu, select Document Properties MicroStrategy, Inc. Document Display Modes and Export Formats 39

40 1 Introduction to Report Services MicroStrategy Report Services: Document Essentials 3 In the Properties window, on the left panel, under Document Properties, select Document. 1 Under Run Modes, under Available Export Formats, select the check boxes for each format to which you want to export. Clear the check box for any format that should not be available. 2 Click OK to return to the document. You can export a document to Flash format (an MHT or PDF file). For information on Flash documents and MHT/PDF Flash files, refer to the MicroStrategy Report Services: Dynamic Dashboards course or the Report Services Document Creation Guide product manual. Accessing Links to Reports and Documents In MicroStrategy Web, you can view the link to a report or a document,which gives you quick access to the URL that runs the selected report or document. To access links for reports and documents: 1 In MicroStrategy Web, browse to the specific report or document. 2 Right-click the report or document and select Show Link. The Show Link window opens and allows quick access to a URL that runs the selected report or document. 3 Using the Advanced Options, you can customize the size of the iframe and the other sections, such as header, navigation bar, toolbar, tools panel and footer. 40 Document Display Modes and Export Formats 2011 MicroStrategy, Inc.

41 MicroStrategy Report Services: Document Essentials Introduction to Report Services 1 The image below shows the Show Link window for the Revenue Forecast report. Show Link window for the Revenue Forecast report 2011 MicroStrategy, Inc. Document Display Modes and Export Formats 41

42 1 Introduction to Report Services MicroStrategy Report Services: Document Essentials Document Subscriptions After completing this topic, you will be able to: Create subscriptions to receive Report Services documents to your History List, an address, a file server, or a printer. Because Report Services integrates seamlessly into the MicroStrategy platform, you can take advantage of certain platform features to view documents in other media or applications. A History List is a collection of pre-executed reports and documents that have been sent to a user s personal History folder. These pre-executed reports and documents are called History List messages. Document Subscriptions to History List You can subscribe to a document, just as you would a report, by choosing a schedule as defined in Intelligence Server. When the schedule is triggered, Intelligence Server executes the document to your preferred output format and places a message in your History List. You must posses the appropriate privileges to be able to create subscriptions. 42 Document Subscriptions 2011 MicroStrategy, Inc.

43 MicroStrategy Report Services: Document Essentials Introduction to Report Services 1 The image below shows the subscription options you select when you subscribe to a document in MicroStrategy Web. For more information on subscribing a document to the History List, refer to the MicroStrategy online help. Document Subscriptions to , File, and Printer If MicroStrategy Distribution Services is installed and configured on your system, you can schedule subscriptions to the following outputs: File server Printer You can also set up an immediate delivery of a document and delivery notifications for your History List subscriptions. In previous versions of MicroStrategy, subscriptions to , file, and printer were available after integrating MicroStrategy Web with MicroStrategy Narrowcast Server MicroStrategy, Inc. Document Subscriptions 43

44 1 Introduction to Report Services MicroStrategy Report Services: Document Essentials When you subscribe to receive a document by , you can choose from the following delivery formats: Flash HTML Excel PDF For more information on subscribing to receive a document to , a file server, or a printer, refer to the MicroStrategy online help. 44 Document Subscriptions 2011 MicroStrategy, Inc.

45 MicroStrategy Report Services: Document Essentials Introduction to Report Services 1 Lesson Summary In this lesson, you learned the following: Report Services is an add-on product to Intelligence Server and it seamlessly integrates into the entire MicroStrategy platform. Report Services offers the following advantages: Rich data access WYSIWYG Report Layout and formatting that is Pixel Perfect on the screen and print-perfect on paper Ability to create different types of scorecards, dashboards, and enterprise reports Scalable, secure documents You can view documents in the following display modes: Design Mode DHTML modes (Express, Interactive, and Editable) Flash Mode PDF Export to Microsoft Excel You can create document subscriptions to go to your History List. With MicroStrategy Distribution Services, you can create document subscriptions to: File servers Printers 2011 MicroStrategy, Inc. Lesson Summary 45

46 1 Introduction to Report Services MicroStrategy Report Services: Document Essentials 46 Lesson Summary 2011 MicroStrategy, Inc.

47 2 CREATING DOCUMENTS Lesson Description This lesson introduces you to the Report Services Document Editor in MicroStrategy Web and explains the various ways that you can create documents. It also teaches you about the different types of objects you can include in Report Services documents and the various ways in which you can manipulate and format those objects MicroStrategy, Inc. 47

48 2 Creating Documents MicroStrategy Report Services: Document Essentials Lesson Objectives After completing this lesson, you will be able to: Identify the different areas of the Document Editor and describe the ways to create a document. Describe the various types of objects you can add in a document. Understand some of the important section-specific properties that affect a document s display. Apply techniques for formatting and arranging objects. After completing the topics in this lesson, you will be able to: Identify the components of the Document Editor. (Page 49) Create documents using existing reports or using out-of-the-box document templates. (Page 59) Describe the various types of objects you can include in documents. (Page 63) Use a variety of methods for moving objects and arranging them in the Layout area of the Document Editor. (Page 77) Describe various shortcuts for formatting objects in Report Services documents. (Page 83) Explain the purpose of certain section-specific properties. (Page 86) Describe certain formatting properties that apply only to PDF. (Page 90) 48 Lesson Objectives 2011 MicroStrategy, Inc.

49 MicroStrategy Report Services: Document Essentials Creating Documents 2 Introduction to the Document Editor After completing this topic, you will be able to: Identify the components of the Document Editor. When you want to create a new document or edit an existing document in MicroStrategy Web, you use the Document Editor in Design Mode (shown below). This document display mode shows the following sections: Accordion with the Dataset Objects pane, the Document Structure pane, the Notes pane, and the Related Reports pane Depending on your privileges, you may not see all of the above panes. Layout area Grouping panel Document Editor (from the Blank Document template) 2011 MicroStrategy, Inc. Introduction to the Document Editor 49

50 2 Creating Documents MicroStrategy Report Services: Document Essentials To open the Document Editor for a new document: 1 On the project home page, click Create Document. 2 On the Create Document page, keep the View document in Design Mode option selected. 3 Select a template from either Dashboard Templates or Document Templates. Depending on the template you select, the Document Editor displays different sections and different objects in the Layout area. To open the Document Editor for an existing document: 1 Right-click the document and select Edit. OR Run the document and switch to Design Mode. Dataset Objects Datasets are preexisting MicroStrategy reports. The Dataset Objects pane shows you the datasets that are available as source data for your document. Before designing a document, you must either create a report or ensure that a report already exists with the appropriate data for your document. To view the Dataset Objects pane: 1 Open a document in Design or Editable Mode. 2 If you do not see the Dataset Objects pane on the left, on the Tools menu, select Dataset Objects. 50 Introduction to the Document Editor 2011 MicroStrategy, Inc.

51 MicroStrategy Report Services: Document Essentials Creating Documents 2 To add a dataset in the Dataset Objects pane: 1 Open a document in Design or Editable Mode. 2 If you do not see the Dataset Objects pane on the left, on the Tools menu, select Dataset Objects. 3 In the Dataset Objects pane, click Add Dataset: 4 In the Select Dataset window, browse to the report you want to add as a dataset and select it. 5 Click OK. The objects that make up a dataset (attributes, metrics, and so forth) display with the same icons that you see in Desktop. By clicking the + sign next to the attribute, you can expand it and display the attribute forms for the selected attribute. You can place either the attribute itself on a document, or you can add individual attribute forms to a document. Replace Dataset You can replace an existing dataset with another dataset in the Dataset Objects pane. This option is useful when users want to update a grid with data from another report. However, you must ensure that the new dataset s template contains all objects used by the document s layout. To replace a single dataset: 1 In the Dataset Objects pane, right-click the desired dataset and select Replace Dataset. 2 In the Select Dataset window, browse to the new dataset, select it and click OK. You can also replace all existing datasets with a single dataset report or an Intelligent Cube. This is particularly useful since users can replace all existing datasets with a single Intelligent Cube, provided the cube can meet the data requirements of the document MicroStrategy, Inc. Introduction to the Document Editor 51

52 2 Creating Documents MicroStrategy Report Services: Document Essentials To replace all datasets with a single dataset: 1 In the Dataset Objects pane, right-click any dataset and select Replace all datasets. 2 In the Select Dataset window, browse to the new dataset, select it and click OK. Document Structure With the Document Structure pane, you can view the complete definition of a document in a tree view. This method for viewing the entire contents of a document provides a simplified view of the document structure. It also makes it easier to select individual objects. In the document below, the Document Structure pane shows the contents of each document section. You can select an object in the pane and the object becomes selected in the document. You can also right-click an object and choose from a variety of placement and formatting options, as shown below: Document Structure Pane 52 Introduction to the Document Editor 2011 MicroStrategy, Inc.

53 MicroStrategy Report Services: Document Essentials Creating Documents 2 The Document Structure pane is especially useful when designing dynamic enterprise dashboards, which contain special objects called panels and panel stacks. Document designers can easily reposition objects from one panel to another using the Document Structure pane. To learn more about dynamic enterprise dashboards, refer to the MicroStrategy Report Services: Dynamic Dashboards course. To use the Document Structure pane in the Document Editor: 1 Open a document in Design or Editable Mode. 2 If you do not see the Document Structure pane on the left, on the Tools menu, select Document Structure. 3 Expand individual sections to view their contents. 4 First select and then right-click objects to perform manipulations through the right-click menu. Notes The Notes pane enables you to add notes or comments to a document. Document designers can communicate important information about the document to end users. They can advise users on how to navigate through the results, how to use the most optimal drill paths, how to interpret thresholds, and so on. End users, on the other hand, can share their feedback with document designers by adding comments about the usability of the document or the relevance of metrics. The ability to use the Notes pane depends on a user s MicroStrategy Web privileges. A user with Web Professional privileges can add notes and modify or delete existing entries. Notes are linked to the document definition, but are not saved with it. When you add, modify, or delete notes, you do not invalidate the report or document cache MicroStrategy, Inc. Introduction to the Document Editor 53

54 2 Creating Documents MicroStrategy Report Services: Document Essentials To add notes to a document: 1 In Design or Editable mode, on the accordion-like left-hand pane, click Notes. OR On the Tools menu, select Notes. 2 In the bottom box, type a note. 3 Click Submit. Related Reports The Related Reports pane lets you quickly access reports or documents that are stored in the same folder as the document you are viewing. 54 Introduction to the Document Editor 2011 MicroStrategy, Inc.

55 MicroStrategy Report Services: Document Essentials Creating Documents 2 Layout Area You define the content of the document in the Layout area. The Layout area consists of several different sections: Page Header, Document Header, Detail Header, Detail, Detail Footer, Document Footer and Page Footer. Each section determines where content displays in the final output. Layout Area Sections In the preceding image, the sections are indented to illustrate the hierarchy of a document. As you can see, the Page Header and Page Footer are the outermost sections, and the Detail section is the innermost section. In the final output, content in the outer sections surround content in the inner sections. The Layout area displays a ruler, which is an actual measure of the size of your content. By default, the measurement displays in inches.you can change the measurement units in MicroStrategy Desktop. On the Tools menu, select My Preferences. In the My Preferences window, under Editors, under Options, specify the Measurement Units. Before you create a document, you need to understand the behavior and purpose of each section in the Document Editor, as described below: 2011 MicroStrategy, Inc. Introduction to the Document Editor 55

56 2 Creating Documents MicroStrategy Report Services: Document Essentials Page Header Items you place in this section display at the top of each page of the document. Useful for page numbers, corporate logos, disclaimer statements or images that you want to display on every page of a document. If you design a multilayout document, the contents of the Page Header display on all layouts by default. Document Header Items you place in this section display once by default, immediately below the Page Header section, toward the top of the first page of the document. Useful for an introductory statement, or for producing a cover page, since items in this section display only once. Also useful for displaying grand totals and other summary data. Detail Header Items you place in this section display directly above the detailed data. Useful for labeling data in the Detail section with column headers. Also useful for displaying entire MicroStrategy grids and/or graphs. Detail Items you place in this section constitute the detailed data displayed in the document. One row prints for each row of data in the document s dataset. Useful for displaying detailed level data, such as attribute elements and metric values. Detail Footer Items you place in this section display only once, directly below the detailed data. Useful for displaying subtotals and labels for data in Detail section. Document Footer Items you place in this section display once, on the last page of the document. Useful for a closing statement, or for producing a summary page, since items in this section display only once. Also useful for displaying the filter details of a document. 56 Introduction to the Document Editor 2011 MicroStrategy, Inc.

57 MicroStrategy Report Services: Document Essentials Creating Documents 2 Page Footer Items you place in this section display at the bottom of each page of the document. Useful for page numbers or images you want to display on every page of a document. If you design a multilayout document, the contents of the Page Footer display on all layouts by default. Custom Headers and Footers In addition to the above sections, you have the ability (by forming groups of data) to create custom sections. For example, by adding Region and Year attributes to the Grouping panel of the editor, you can make header and footer bands for each of these attributes, as shown below: For information on grouping and custom sections, see Custom Sections and Grouping starting on page 113. Hiding Sections of the Layout Area You can specify whether you want to hide or display certain sections of the Layout area in the Document Editor. By hiding the sections that you are less likely to use as you design a document, you can lend more screen space to the sections that you use more often. To hide sections in the Document Editor: 1 Open a document in Design mode. 2 On the Tools menu, select Sections MicroStrategy, Inc. Introduction to the Document Editor 57

58 2 Creating Documents MicroStrategy Report Services: Document Essentials 3 In the Properties window, clear the check box for any section you want to hide: You cannot hide all sections. At least one section must be displayed. 4 Click OK to return to the document. Only the selected sections display in the Document Editor. 58 Introduction to the Document Editor 2011 MicroStrategy, Inc.

59 MicroStrategy Report Services: Document Essentials Creating Documents 2 Creating Documents After completing this topic, you will be able to: Create documents using existing reports or using out-of-the-box document templates. Creating Documents from Existing MicroStrategy Reports You can create a Report Services document directly from a MicroStrategy report. When you right-click any report and select Create Document, a new document opens and the following actions take place automatically: The source report, with all of its attributes and metrics, becomes the dataset of the document. The dataset displays in the Detail Header section as a grid (for a grid source report) or as a graph (for a graph source report). The grid or graph displays the same attributes and metrics as the source report. For example, in the source report, if any attributes, metrics, or other objects are in the Report Objects pane of the Report Editor but not in the report template, the grid/graph in the document does not display them. However, these objects will display under the dataset in the Dataset Objects pane of the Document Editor. The grid or graph uses the source report s formatting. Any prompt answers that are stored in the source report are copied to the document. If the source report has an object in the page-by panel, this object becomes a grouping object in the document. The document automatically displays a header and footer section of the grouping object. Also, a dynamic text box containing the object s name, such as {Region}, displays in the custom header section. If the source report has a view filter, it is applied to the grid/graph in the document MicroStrategy, Inc. Creating Documents 59

60 2 Creating Documents MicroStrategy Report Services: Document Essentials For more information on grouping, see Combined Banded and Zone-Based Layouts starting on page 126. In the example shown below, a document is created using the Category Sales Report. The report s Category page-by becomes the document s Category grouping attribute. Also, the {Category} text box displays automatically in the Category Header. The grid (with formatting) displays in the Detail Header: Document Created from Category Sales Report To create a document from an open report: 1 Run the report. 2 On the Tools menu, select Create Document. OR On the Tools toolbar, select Create Document: 60 Creating Documents 2011 MicroStrategy, Inc.

61 MicroStrategy Report Services: Document Essentials Creating Documents 2 Creating Documents from a Document Template When you launch the Document Editor, before the editor comes into view, you should see a set of dashboard and document templates. These out-of-the-box templates are designed to help speed up the document creation process. They provide a predefined structure that helps you create a traditional document with multiple sections. They come in a variety of formats as shown below: Dashboard and Document Templates To create a document using Blank Document template: 1 On the project home page, click Create Document. 2 On the Create Document page, keep the View document in Design Mode option selected. 3 Under Document Templates section, Select Blank Document. The ipad and iphone templates help you create documents that are correctly sized for display on the ipad and iphone MicroStrategy, Inc. Creating Documents 61

62 2 Creating Documents MicroStrategy Report Services: Document Essentials Desktop Designers can also create custom document templates and make them available to MicroStrategy Web Professionals. A custom document template might include corporate colors, fonts, and images that give documents a standardized look and feel. Desktop Designers can also import and export templates from one MicroStrategy project to another. For more information, see Document Templates starting on page Creating Documents 2011 MicroStrategy, Inc.

63 MicroStrategy Report Services: Document Essentials Creating Documents 2 Document Objects After completing this topic, you will be able to: Describe the various types of objects you can include in documents. Now that you understand the sections of the Document Editor and know how to create a document from scratch, you are ready to explore the many types of objects that you can use to define the contents of a document. MicroStrategy objects, such as grids, graphs, attributes, metrics, and so forth, are the most common types of document objects. MicroStrategy Grid/Graphs After you add a dataset in the Dataset Objects pane, you can add it to any header or footer section in the Layout area. When you drag a dataset into a header or footer section, it becomes a grid/graph object. You cannot include grid/graphs in the Detail section. In most cases, when you want to design a document to show grids and graphs, you should use one of the dashboard templates. These templates display only the Detail Header section by default, so any grid/graphs you place in the Layout area of the document automatically go into this section. In addition, the templates contain placeholders for document objects. The placeholders make it easier to size and position in the grid/graphs on the document. The explanations in this lesson assume that you are creating a document based on the Blank Document template. This template shows all Layout area sections by default. It serves as the best example for learning the rules of document behavior. To add a grid/graph to the Layout area, do one of the following: 1 Select the desired Layout area section to which you want to add the grid/graph. 2 Right-click the dataset and select either Add to Section with Formatting, Add to Section without Formatting or Add to Section as Shortcut MicroStrategy, Inc. Document Objects 63

64 2 Creating Documents MicroStrategy Report Services: Document Essentials OR Drag the dataset to the desired Layout area section. This resulting grid/graph will retain its original formatting. Shortcut to Dataset When you right-click a dataset and select Add to Section as Shortcut, you ensure that the grid/graph within the document maintains a link to the original report. If you modify the formatting, template definition, or filter definition on the original report, your changes automatically take effect within the document. For example, in the document shown below, the grid displays the original formatting for the document s dataset: Document with Original Report Formatting With the shortcut to dataset, when you change the formatting of the original report and run the document again, the document automatically displays as follows: Document Automatically Shows Report s New Format 64 Document Objects 2011 MicroStrategy, Inc.

65 MicroStrategy Report Services: Document Essentials Creating Documents 2 After you design a document using shortcuts to datasets, you always have the option to remove the link to the source report. When you remove the link, you can format the dataset differently from the original report. For example, when you use the shortcut to dataset option, the grids/graphs you include in the document based on that dataset must contain all of the dataset s attributes, metrics, and so forth. However, when you remove the shortcut, you can create grids/graphs based on that dataset that contain subsets of the original attributes and metrics. Without the shortcut option, the grids/graphs based on the dataset can have independent formatting and can hold a subset of the contents from the original dataset. To remove the shortcut to dataset functionality: 1 Right-click the desired grid/graph and select Properties and Formatting. 2 In the Properties and Formatting window, under Properties, select Layout. 3 Under Grid, clear the Shortcut option. 4 Click OK. Report Modifications that Affect Document Grid/Graphs Whether or not you use shortcuts to your datasets, there are certain report changes that will always affect your document. For example, if you remove an object (such as an attribute or metric) from the original report, the object is also removed from the document s dataset and any grid/graphs based on that dataset no longer display the object. If you have a dynamic text box for that particular object in the document, a static text box displays in the document s output instead. For instance, your original report contains the Profit metric. You place {Profit} in the Detail section of a document that uses the report as its dataset. If you delete Profit from the original report, the document no longer lists Profit as a metric in the dataset and the {Profit} text box in the Detail section displays the static text {Profit} instead of any Profit values. For more information on dynamic text boxes, see Attributes, Metrics, Custom Groups, and Consolidations starting on page MicroStrategy, Inc. Document Objects 65

66 2 Creating Documents MicroStrategy Report Services: Document Essentials Furthermore, if you add a new object (like a metric or attribute) to the original report in the Report Editor, when you close and reopen the document that uses that report as its dataset, the Dataset Objects pane automatically displays the new object under the dataset. MicroStrategy OLAP Services Features in Grid/Graphs When you add a dataset to a document, any derived metrics that are defined in the original report are also available within the document. Furthermore, you can define additional document-level derived metrics. For more information on creating document-level derived metrics, see Derived Metrics starting on page 142. If the original report that serves as a dataset in a document contains a view filter, you can retain the view filter by right-clicking the dataset and selecting Add to Section with Formatting. The resulting grid/graph object automatically retains the original report s view filter. If you want to retain the original report s formatting but do not want to retain its view filter, after you add the grid/graph to the section with formatting, you can right-click it, select Edit View Filter, and either clear or modify the view filter definition. For more information on creating document-level view filters, see View Filters starting on page 147. Grid/Graph Components from a Single Dataset A grid/graph object that you insert in the Layout area of a document can only contain objects (attributes, metrics, and so on) from a single dataset. You cannot mix attributes and metrics from multiple datasets within a single grid/graph object. You can always specify the source dataset for a grid/graph using the object properties. To designate a source dataset for a grid/graph: 1 Right-click the grid/graph and select Properties and Formatting. 2 In the Properties and Formatting window, under Properties, select Layout. 66 Document Objects 2011 MicroStrategy, Inc.

67 MicroStrategy Report Services: Document Essentials Creating Documents 2 3 Under Grid, in the Data source drop-down list, select the desired source dataset. 4 Click OK. Inserting MicroStrategy Reports To make the process of inserting datasets and grid/graphs quicker and easier, you can insert a report directly into a document. To insert a report into a document: 1 Select the section to which you want to add the grid/graph. 2 On the Insert menu, select Report. 3 Use the cross-hairs cursor to position and size the placeholder for the grid/graph. 4 In the Select Dataset window, select the desired dataset and click OK. Inserting a report inserts the dataset and the grid/graph into the document in one step. Attributes, Metrics, Custom Groups, and Consolidations You can add the individual attributes, metrics, custom groups, and consolidations from datasets to any section of a document. All of these objects can come from one or more datasets. When you add any of these objects, they are denoted with braces { }, for example, {Region}. MicroStrategy objects that contain spaces or special characters must also be surrounded with square brackets []. For example {[Call Center]} MicroStrategy, Inc. Document Objects 67

68 2 Creating Documents MicroStrategy Report Services: Document Essentials As you create documents, you need to understand the behavior of these objects when you place them in different sections of the editor. For more information, see Behavior of objects in Headers & Footers starting on page 122. To add Attributes, Metrics, Custom Groups or Consolidations to a document, do one of the following: 1 In the Dataset Objects pane, drag the desired element (attribute, metric, custom group, consolidation, and so forth) into the desired section of the Layout area. OR In the Dataset Objects pane, right-click the object and select Add to Section as Dynamic Text or Add to Section as Static Text. To show a particular attribute form, expand an attribute, right-click the form, and add it to the document as static or dynamic text. OR Insert a text box into the desired section of the Layout area and type the name of an attribute, metric, custom group, or consolidation surrounded by braces. For example, type {Region} in a text box in the Detail section and the document displays the attribute elements for Region from the dataset. If you want to specify the source dataset for a certain metric, you can also include the name of the dataset in the text box. For example, if the same metric is used in multiple datasets, use the syntax {[dataset name]:[object name]}. Although you do not have to use square brackets unless the names contain spaces or special characters, the brackets can help set off the names. If you want to display a particular attribute form, after the object name, within the braces, where attribute_form is the name of the attribute form to be displayed. For example, {Customer@[Last Name]}, displays only the last names of customers on the document. 68 Document Objects 2011 MicroStrategy, Inc.

69 MicroStrategy Report Services: Document Essentials Creating Documents 2 Text You can insert text into any section of a document using text boxes. You can format text boxes by specifying the size, transparency, borders, font, and much more. To insert text into a document: 1 Select the desired section of the Layout area to which you want to add a text box. 2 From the Insert menu, select Text. (Alternatively, on the Insert toolbar, you can select Text, as shown below:) 3 Use the cross-hair cursor to place and position a text box in the desired section. 4 Type the text that you want to display on the document. Concatenating Static and Dynamic Text You can create dynamic sentences by concatenating static text with dynamic text. Remember that when you surround text with braces {}, the text is treated as data when an object in the datasets matches the text in braces. For example, if your dataset contains the Region attribute and the Profit metric, you can insert a text box that dynamically populates the {Region} and {Profit} text with data, as shown below: Design view: The {Region} region showed a profit of {Profit}. HTML output: The Northeast region showed a profit of $1,495,107. When different types of text boxes (in this case, static and dynamic) are combined in one text box, the entire text box has the same formatting and properties. For example, if you want to make the {Region} names and {Profit} values bold but keep the static text in plain text, you should place them in separate text boxes and format them differently MicroStrategy, Inc. Document Objects 69

70 2 Creating Documents MicroStrategy Report Services: Document Essentials Auto Text Auto text fields are another useful object type. They are variables that you can insert into a document to be dynamically displayed at run time. Auto text fields are similar to dynamic text boxes, in that they are surrounded with braces {}. However, they differ from dynamic text boxes because they are reserved words, which are also preceded with an ampersand (&). The following table lists the auto text codes for a document: Auto text Codes for a Document Auto text {&PAGE} {&NPAGES} {&DATETIME} {&USER} {&DOCUMENT} {&DESCRIPTION} {&PROJECT} {&EXECUTIONTIME} {&NOTES} Description Inserts the current page Inserts the total number of pages into a document or in the group s section before page numbering restarts Inserts the current date and time of the client computer when the document executes Inserts the full name, not the login, of the MicroStrategy user who executes the document Inserts the saved name of the document Inserts a document s description Inserts the name of the MicroStrategy Project where the document is saved Inserts the time the document executes. This auto text is useful for non-interactive users, such as those who receive documents on a scheduled basis. Inserts notes You place the {&Promptn&} text box in a document, to dynamically insert the answers you provide to prompts. In the syntax, the n refers to the number of the prompt. For example, {&Prompt1&} represents the first prompt displayed to the user. 70 Document Objects 2011 MicroStrategy, Inc.

71 MicroStrategy Report Services: Document Essentials Creating Documents 2 The following table lists the auto text codes for a specific dataset: Auto Text Codes for a Dataset Auto Text {&REPORTNAME: DESCRIPTION {&REPORTNAME: FILTERDETAILS} {&REPORTNAME: PROMPTDETAILS } {&REPORTNAME: REPORTDETAILS } {&REPORTNAME: REPORTFILTERD ETAILS} {&REPORTNAME: REPORTLIMITDE TAILS} {&REPORTNAME: TEMPLATEDETAI LS} {&REPORTNAME: EXECUTIONTIME } Description Inserts the description of the specified dataset. If the report does not have a description, the text field remains blank. Inserts the filtering criteria (report filter and report limit) used in the dataset. If there is no filter, Empty Filter is displayed. Inserts prompt information for all prompts in the specified dataset. inserts as many report details as you want to include, such as filter details, template details, and prompt details, for the specified dataset. Inserts the filtering criteria for the report filter used in the dataset. Inserts the report limit details for the dataset. Inserts the complete template details, including attributes and metrics, for the specified dataset. Inserts the date and time the dataset was executed. If you do not specify the dataset s REPORTNAME as part of the code, the document s grouping and sorting dataset is used as the source for the dataset-specific auto text codes. You can configure most of the dataset-specific auto text codes to display as much or as little information as you like. You can also specify their formatting. To insert auto text into a document: 1 Select the section in which you want to place the auto text. 2 On the Insert menu, point to Auto-text, and select the desired auto text MicroStrategy, Inc. Document Objects 71

72 2 Creating Documents MicroStrategy Report Services: Document Essentials OR Type the auto text (with its required syntax) into a text box. Formatting Auto Text You can custom format the {&REPORTDETAILS}, {&FILTERDETAILS}, {&PROMPTDETAILS}, {&TEMPLATEDETAILS}, and {&REPORTLIMITDETAILS} auto text codes by choosing how much information to display in these fields. To define custom formatting for the specific auto text fields: 1 Right-click the auto text and select Report Details Properties. 2 In the Report Details Properties window, select the check boxes for the information you want to display in the auto text. For more information on each option, refer to the Report Services Document Creation Guide product manual or the MicroStrategy Online Help. 3 Click OK. Concatenating Auto Text and Text You can concatenate auto text fields with other text boxes. For example, you can type the following string: Page {&PAGE} of {&NPAGES} If you are viewing page 2 of a 10 page document, the example above displays as: Page 2 of 10 Notice that {&PAGE} is auto text for the current page, and {&NPAGES} is auto text for the total number of pages in the document. 72 Document Objects 2011 MicroStrategy, Inc.

73 MicroStrategy Report Services: Document Essentials Creating Documents 2 Images You can insert images into any section of a document. The image must be available to both the Intelligence Server and to the designers of the document. If the designers do not have access to the image, they cannot see the image while creating the document. To ensure that the image is available as needed, you can use any of the following in the Image Source box: An http reference to a central Web server machine, such as Intelligence Server and MicroStrategy Desktop must both be able to access the machine for MicroStrategy Web and MicroStrategy Desktop users to view the image in the document. Use this type of reference for documents that display in Flash Mode, because images that use a non-http-based path do not display in Flash Mode. A full path to the image on a shared network drive, such as \\my_computer\shared\myimage.jpg. All users, the Intelligence Server, MicroStrategy Desktop, and the Web server must be able to access the drive. A partial or relative path, such as images\myimage.jpg. The relative path starts from the images folder in the directory where MicroStrategy is installed. Myimage.jpg is the actual name of the image. The image is still embedded in the file, but this option enables you to use a reference to an image location rather than an absolute path to an image on your local machine or the network.the image must be copied in all of the following folders: Desktop\images Intelligence Server\images Web ASPx\images The Web directory is the physical location where the Web product is installed (for MicroStrategy Web) or where it is deployed (for MicroStrategy Web Universal). For example, if the image is on a Web server machine, you can specify the URL for the file as long as Intelligence Server and users who design the documents can access that location. After you establish the location and you store the image file in that location, you can insert the image into a document. You should be able to find the path and file name of images that you want to use by viewing the source of a Web page MicroStrategy, Inc. Document Objects 73

74 2 Creating Documents MicroStrategy Report Services: Document Essentials To display an image correctly in the PDF view of a document, the image type must be.bmp,.jpg, or.gif. To insert an image into a document (URL example): 1 From the Insert menu, select Image. The cursor changes to a crosshair (+) when you place it over any section of the Layout area. 2 Place the image placeholder anywhere in the desired section. 3 If the Properties and Formatting window does not open automatically, right-click the image placeholder, and select Properties and Formatting. 4 In the Properties and Formatting window, under Properties, select Image. 5 In the Source box, type the address of the file you want to reference. For example: 6 Click OK. Lines & Shapes Lines and shapes (rectangles and rounded rectangles) are a great way to enhance the appearance of your documents by delineating areas where data changes. You can add lines and shapes to any section of a document. After you insert them, you can customize lines and shapes by changing their size, transparency, line width, color, and so on. To insert a line or a shape into a document: 1 On the Insert menu, select Line. OR On the Insert menu, point to Shape, and select either Rectangle or Rounded rectangle. 2 Drag the cross-hair to the desired section of your document. 74 Document Objects 2011 MicroStrategy, Inc.

75 MicroStrategy Report Services: Document Essentials Creating Documents 2 By setting the Length and/or Height property for lines and rectangles to 100%, you can make them grow dynamically with your data. This setting causes the line or rectangle to span the entire section in the output, thus growing dynamically as the data in the section grows. HTML Container An HTML container enables you to render HTML code directly in the document either in the form of an URL (for example, or as HTML code. In the example below, the document shows two HTML containers. The top container uses a URL to show the MicroStrategy corporate website (only the top of the site displays below) and the bottom container uses a different URL to show a Flash dashboard with an interactive widget. The Flash dashboard is posted on the MicroStrategy corporate Web site. Two URL-Based HTML Containers 2011 MicroStrategy, Inc. Document Objects 75

76 2 Creating Documents MicroStrategy Report Services: Document Essentials You can also type HTML code in an HTML container. In the example shown below, the HTML code displays product category and manager information in a table: HTML Code in an HTML Container This feature is available for Express Mode, Interactive Mode, and Editable Mode. However, HTML containers do not render in PDF, Microsoft Excel, or Flash Mode. To insert an HTML container into a document: 1 Open a document in Design or Editable Mode. 2 On the Insert menu, select HTML Container. 3 Drag the cross-hair to the desired section of your document. 4 In the container, type the URL or HTML code. 5 Switch to Express Mode, Interactive Mode, or Editable Mode to view the results. 76 Document Objects 2011 MicroStrategy, Inc.

77 MicroStrategy Report Services: Document Essentials Creating Documents 2 Arranging Objects on a Document After completing this topic, you will be able to: Use a variety of methods for moving objects and arranging them in the Layout area of the Document Editor. After you have added objects to a document, you can control how they display when you view the document s output. This section explains the various ways in which you can move and arrange objects. Moving objects Aligning and distributing objects Sizing objects Ordering objects To perform the operations described in this section, you should know how to select multiple objects in the Document Editor. To select multiple objects in the Document Editor: 1 From the Document Editor in Design view, do one of the following: CTRL+click Hold down the CTRL key while you click each object. Drag a selection box Click in an empty area of a section and drag a box that touches the objects that you want to select, then release the mouse button. The selection box can span multiple document sections. You can specify whether the selection box needs to partially or fully enclose objects when you select them. This preference is set in Preferences. 2 The selected objects are displayed with black sizing handles. If you accidently select an object that you do not want to select, point to the object, and use CTRL+ click again MicroStrategy, Inc. Arranging Objects on a Document 77

78 2 Creating Documents MicroStrategy Report Services: Document Essentials Moving Objects You can modify the look of your document by specifying the position of the objects in the Design Mode of the document. Use one of the following methods to move objects within the Layout area. Drag and drop Select the objects and drag and drop them to the location you want. Keyboard arrows Select the objects and press the right, left, up, or down arrows on the keyboard. As long as you hold the arrow key down, it moves the objects. If you hold down the CTRL key while using the keyboard arrows, snap to grid is temporarily disabled. You will learn more about snap to grid later in this lesson. Align or distribute Select multiple objects, right-click, point to Align, and select an option. Properties and Formatting window Right-click the object and select Properties and Formatting. In the Properties and Formatting window, under Properties, select Layout. Under Position, enter values for the Left and Top options. You can even move objects across sections. If you select and move multiple objects, they move as a block. Snap to Grid Snap to grid means that objects are aligned to grid points. If this feature is enabled, the corner handles of an object move from one grid point to another grid point when you move or resize the object. When you create an object, the top left corner of the object is aligned to a grid point. If you drag an object while creating it, all corners of the object are aligned to the grid. If snap to grid is disabled, you can add, move, or resize objects anywhere on the Layout area. To toggle snap to grid on and off, on the Tools menu, select Snap To Grid. To temporarily disable snap to grid, press the CTRL key while moving or sizing objects. To align a particular object to the grid, right-click the object, point to Align, and select To Grid. 78 Arranging Objects on a Document 2011 MicroStrategy, Inc.

79 MicroStrategy Report Services: Document Essentials Creating Documents 2 Alignment and Distribution You can align several objects at a time by selecting them and performing one of the following actions: Right-click the objects, select Align, and then choose an option. OR On the Align and Order toolbar, select the desired alignment option. You align objects in the following ways: Left horizontally aligns all selected objects with the leftmost object. Center horizontally centers all selected objects. Right horizontally aligns all selected objects with the rightmost object. Top vertically aligns all selected objects with the highest object. Middle vertically centers all selected objects. Bottom vertically aligns all selected objects with the lowest object. To evenly distribute objects that are not well-spaced: 1 Select at least three objects. 2 Right-click, point to Align, and select Distribute Horizontally or Distribute Vertically. The objects are evenly spaced relative to each other. You must select at least three objects before you can use the distribute option MicroStrategy, Inc. Arranging Objects on a Document 79

80 2 Creating Documents MicroStrategy Report Services: Document Essentials The example below shows a document before and after vertical distribution: Before vertical distribution: After vertical distribution: Sizing Objects You can size text boxes, images, rectangles, and other objects, using any of the following methods: Drag sizing handles Select the object and drag any of its black sizing handles to its new size. Press SHIFT+keyboard arrows Hold down the SHIFT key while pressing the Up, Down, Left, or Right arrow keys on the keyboard. Use Menu options To resize several objects so that they are of the same size, from the right-click menu, point to Size, and select an option from the following list: To Grid resizes and moves the object so that all corners touch a grid point. 80 Arranging Objects on a Document 2011 MicroStrategy, Inc.

81 MicroStrategy Report Services: Document Essentials Creating Documents 2 To Grid option is also available when a single object is selected. To Tallest changes the height of the selected objects to that of the tallest one. To Shortest changes the height of the selected objects to that of the shortest one. To Widest changes the width of the selected objects to that of the widest one. To Narrowest changes the width of the selected objects to that of narrowest one. Properties and Formatting window: In the Layout options, under Size, specify the Width and Height settings for the selected objects. Ordering Objects You may have objects in a document that overlap. You can change the order of an object and display it in front of or behind another object. To do change the order of overlapping objects: 1 Select the object whose order you want to change. 2 Right-click the object, point to Order, and choose one of the following options: Bring to Front, Send to Back, Bring Forward, or Send Backward. The last two options are useful if you have three or more objects on the same position and want to incrementally bring one object forward or send it behind but not all the way to the front or back. Locking Objects Document designers can preserve the placement and positioning of objects within a document by using the locking feature. This option prevents users from inadvertently moving or resizing objects in a document MicroStrategy, Inc. Arranging Objects on a Document 81

82 2 Creating Documents MicroStrategy Report Services: Document Essentials To lock an object s position on a document: 1 Right-click the object, and select Properties and Formatting. 2 Under Properties, select Layout. 3 Under Position, select the Locked option. When an object is locked, it displays a padlock icon when you select and move/resize it in Design or Editable Mode. 82 Arranging Objects on a Document 2011 MicroStrategy, Inc.

83 MicroStrategy Report Services: Document Essentials Creating Documents 2 Formatting Objects After completing this topic, you will be able to: Describe various shortcuts for formatting objects in Report Services documents. In this topic, you learn about only some of the methods by which you can format objects in a Report Services document. There are many formatting features you can apply to sections and individual objects within a document. You will learn most of these as you perform the exercises throughout this course. Control Defaults In a document, you can set control defaults for formatting each type of object in a document as well as for entire sections of the document. After you set a control default, its format is applied to any new object of the same type that you create in the document. For example, if you format the font of a text box as Tahoma-10 point and blue, and then set the text box as the control default, any new text boxes you add thereafter to the Layout area of the Document Editor will have the same formatting style. Control defaults include many formatting properties, such as font, background color, and border properties. You use control defaults for entire sections only when creating new grouping header and footer sections. In the case of subsections (which you will learn about in the next lesson), the formatting is copied, or inherited, from the section to which the new subsection is added. To set a control default: 1 Format an object as desired. 2 Right-click the object and select Set Control Default MicroStrategy, Inc. Formatting Objects 83

84 2 Creating Documents MicroStrategy Report Services: Document Essentials You can also apply the control default to an existing object by right-clicking the existing object and selecting Apply Control Defaults. This is a great shortcut to formatting objects in a document. For example, create a number of objects of the same type, format one as desired, set the control defaults, and apply them to the other objects. Another alternative to applying control defaults is to copy and paste formatting from one object to the next. Simply right-click an object and select Copy. Right-click the object to which you want to copy the format and select Paste Format. Formatting Features Depending on the object you want to format, you can take advantage of many formatting features to enhance the look of your documents. The following table provides a quick list of these features and their corresponding objects: Formatting Features by Object Object Type Grid/graph, shapes, text box Grid/graph, shapes, line, text box, image Grid/graph, shapes, text box, image Grid/graph, shapes, text box Grid/graph, text box, image Line, shapes Grid/graph or text box Grid/graph or text box Grid/graph or text box Formatting Feature Gradient color, gradient variant Drop shadow, drop shadow depth, display tooltip 3D effect, 3D weight Fill color Border Line color, line style, line weight, line orientation (only for lines) Font, style (regular, bold, italic, and bold italic), size, effects (underline or strikeout), text color Number format (currency, date, time, percentage, and so forth) Horizontal or vertical text alignment, wrap text, and text direction (horizontal or vertical) 84 Formatting Objects 2011 MicroStrategy, Inc.

85 MicroStrategy Report Services: Document Essentials Creating Documents 2 Formatting Features by Object Object Type Grid/graph Formatting Feature Cell padding Display state (grid, graph, or grid and graph) Show title bar Show, merge, or lock row and column headers Show or hide outline format, banding, attribute form names, and/or the Metrics column The You table highlights the formatting features for the objects discussed in this course. Some of these features are also available for other document objects, such as panel stacks and selectors, which are explained in the MicroStrategy Report Services: Dynamic Dashboards course. will use some of these features when you perform the exercises for this course. Most of these features should be familiar to you already, particularly if you are accustomed to working in other report design applications or Microsoft PowerPoint or Excel. To learn more about each individual feature, refer to the MicroStrategy Web Online Help or the Report Services Document Creation Guide product manual. To access formatting features for any document object: 1 Right-click the object you want to format and select Properties and Formatting. 2 In the Properties and Formatting window, modify the specific property. Depending on the formatting property, you can also use the appropriate button on the Format toolbar. Mouse over any button to view its name. 3 Click OK MicroStrategy, Inc. Formatting Objects 85

86 2 Creating Documents MicroStrategy Report Services: Document Essentials Section-Specific Properties After completing this topic, you will be able to: Explain the purpose of certain section-specific properties. Certain document section properties are very useful when it comes to designing appealing documents. In this topic, you will learn about subsections and size properties. Subsections A subsection is a new section that you add inside of an existing section. This feature enables you to place text or other objects under a report (or other item) that tends to grow dynamically depending on its content. Consider the following example: You place a grid into the Detail Header section. The grid is based on a dataset that includes a prompt on Category. You add text directly under the grid, which provides information about the data in the report, including auto text that displays your prompt selections. In Design view, notice that the text box is placed directly below the grid. However, the challenge is: 86 Section-Specific Properties 2011 MicroStrategy, Inc.

87 MicroStrategy Report Services: Document Essentials Creating Documents 2 You do not know how long the report will be. In fact, you (or another user) could select only one or all four categories from the prompt at run time. The size of the resulting grid varies, depending on the prompt answers you select. The text box is in a fixed position, and does not move based on the size of the grid. As a result, the document output resembles the following (notice that the text box displays on top of the grid): You can solve this problem by using subsections. By simply creating a new section below the grid, and placing the text box into the new subsection, you ensure that the text box displays in the document under the fully rendered grid. After you add the new subsection to the Detail Header, a separator line marks the distinction between the new subsection and the original section, as shown below: 2011 MicroStrategy, Inc. Section-Specific Properties 87

88 2 Creating Documents MicroStrategy Report Services: Document Essentials This subsection allows the grid to grow to as many rows as needed and the text box displays below the grid results. To create a new section: 1 Select the section in which you want to create a new section. 2 From the Insert menu, select Insert Section Above or Insert Section Below. OR 3 Right-click in an empty space inside the section and select Insert Section Above or Insert Section Below. A new section is created, separated from the original by a separator line. 4 Insert any desired objects into the new subsection. The new subsection inherits the behavior of the section into which it was inserted. Section - General Properties The Visible property determines whether a section displays when a user views the document. If the Visible option is cleared, you cannot view the section in PDF or any of the display modes in MicroStrategy Web. However, you can still see the section in Design Mode. This property is useful when you want to add comments in a text box (perhaps related to the document s design or to the data the document contains) and you want fellow designers to see these comments in Design Mode, but you do not want those comments to display in the PDF or HTML outputs. The Visible in Web view option controls whether a section displays in the display modes in MicroStrategy Web. Again, this property is useful if you want a section to display in the MicroStrategy Desktop PDF view but not in any of the MicroStrategy Web display modes. 88 Section-Specific Properties 2011 MicroStrategy, Inc.

89 MicroStrategy Report Services: Document Essentials Creating Documents 2 Section - Size Properties Each section can grow and shrink dynamically based on its contents. This behavior is governed by the Height can shrink and Height can grow properties, as shown below: Layout Properties for Size: If you select the Height can shrink and the Height can grow options, the section expands and contracts based on its contents. If you clear these options, the section is sized to its fixed height and does not expand or contract according to its contents. By default, each section of the Layout area can grow to accommodate its contents, but it will not automatically shrink. If a document that you run in any of the DHTML modes takes a long time to execute, you might consider using the default behavior for the sections and not enabling the Height can shrink property. For more detailed information on all of the sizing properties, refer to the Report Services Document Creation Guide product manual or the MicroStrategy online help. The Hide if empty property can also be used to control the sizing of sections in a document. If you select this option and if the section contains no objects or data, the section does not display at all in the document output. If it is cleared and the section contains no data, the section displays in the final output (according to its size properties) MicroStrategy, Inc. Section-Specific Properties 89

90 2 Creating Documents MicroStrategy Report Services: Document Essentials PDF-Specific Properties After completing this topic, you will be able to: Describe certain formatting properties that apply only to PDF. There are several properties that apply specifically to documents you view in PDF. You find most of these properties in Page Setup or Document Properties. In Page Setup, you can define paper size, orientation, scaling, and more. In Document Properties, you can enable watermarks. You will learn about some of these features in this topic. Page Breaks Every section, except the Page Header and Page Footer, has properties associated with page breaks. These properties impact the PDF output of a document, but not the document s display in any of the MicroStrategy Web display modes. The properties associated with page breaks are shown below: Page Break Properties. 90 PDF-Specific Properties 2011 MicroStrategy, Inc.

91 MicroStrategy Report Services: Document Essentials Creating Documents 2 Force new page You use this property to create a page break. By default this is set to None, but you can change this to Before section, After section, or Before and after section. Keep Together One example of why you would use this setting is to keep column labels with the data they identify. If the column labels of a section are stranded at the bottom of a page, with the corresponding data at the top of the next page, select the Keep together option. This property is also useful when you design vertical layouts, like stacked metrics. If data for two vertically aligned objects splits across two pages, you can select the Keep together option to make sure the two values are kept on the same page. Repeat on each page If all of the data within any header section (for example, the Document Header or a custom header section) cannot fit on one page and you want the section s header information to print on all overflow pages, select the Repeat on each page option. This setting is only available for header sections. Repeat horizontally It is possible that the objects you include in a document display beyond the width of the document page. The Repeat horizontally setting helps you govern whether these objects are repeated on pages that go beyond the width of a standard page MicroStrategy, Inc. PDF-Specific Properties 91

92 2 Creating Documents MicroStrategy Report Services: Document Essentials Watermarks The Watermark option in the Document Editor enables you to display a watermark image or text on all of the pages of a document that you view in PDF. You can specify the orientation of the watermark, the font, color, and size of a text watermark, and the display style. For example, the document below shows a Confidential - Do not distribute text watermark in Arial 10-point grey font with a diagonal orientation: Watermark in PDF To define a watermark on a document: 1 Open a document in Design or Editable Mode. 2 On the Home menu, select Page Setup. 3 In the Properties window, under Document Properties, select Watermark. 92 PDF-Specific Properties 2011 MicroStrategy, Inc.

93 MicroStrategy Report Services: Document Essentials Creating Documents 2 4 Under Watermark (PDF Only), in the Watermark drop-down list, select the type of watermark (project watermark, no watermark, text, or image watermark). 5 If you select Text watermark, in the Text box, type the text. Or, if you select Image watermark, in the Source box, type the image path. 6 For text watermarks, you can also specify font properties, whether to size the font automatically, whether to use the Washout effect, and the desired orientation. 7 Click OK. Watermarks display behind every other object on a document. Any object that is not transparent, even those with a white fill color, cover the watermark. If you want the watermark to show through a grid, graph, or other object, set the background fill of the cells or object to transparent. Administrators can define a project-level watermark, which displays across all documents in the MicroStrategy project. Also, unless the administrator disables the option, by default, document designers can create document-level watermarks, which overwrite the project-level watermark. For more information on defining a project-level watermark, see Project-Level Watermarks starting on page MicroStrategy, Inc. PDF-Specific Properties 93

94 2 Creating Documents MicroStrategy Report Services: Document Essentials Lesson Summary In this lesson, you learned the following: You use the Document Editor in MicroStrategy Web (or MicroStrategy Desktop) to create Report Services documents. The Dataset Objects pane of the Document Editor displays the preexisting MicroStrategy report that serves as data input for the document. With the Document Structure pane, you can view the complete definition of a document in a tree view. The Notes pane enables you to add notes or comments to a document. The Related Reports pane shows any reports or documents that are stored in the same folder as the open document. The Layout area window is where you define the content for a document. It consists of the following sections: Page Header and Page Footer Document Header and Document Footer Detail Header and Detail Footer Detail Custom headers and footers You can specify whether you want to hide or display certain sections of the Layout area in the Document Editor. You can create documents using the following methods: directly from a MicroStrategy report from a predefined document template 94 Lesson Summary 2011 MicroStrategy, Inc.

95 MicroStrategy Report Services: Document Essentials Creating Documents 2 You can insert the following types of objects in documents: MicroStrategy reports (with or without formatting or as a shortcut) Individual attributes, metrics, custom groups and consolidations from MicroStrategy reports Text boxes Auto text Images Lines and shapes HTML containers You can position and arrange objects in a document using various methods including drag and drop, keyboard arrows, and so forth. You can align and distribute multiple objects on a document. You can size objects by dragging the sizing handles, using the menu options, or using SHIFT+keyboard arrows. You can change the order of an object and display it in front of or behind another object. Control defaults enable you to apply the same format to multiple objects you include in a document. A subsection enables you to place text or other objects under a report (or other item) that tends to grow dynamically depending on its content. You can control how a section expands or contracts to fit its contents by enabling or disabling the Height can shrink and Height can grow properties. By default, each section of a document grows dynamically based on its contents. However, each section does not dynamically shrink. Every section, except the Page Header and Page Footer, has PDF-specific properties associated with page breaks such as force new page, keep together, repeat horizontally, and repeat on each page. You can include watermarks on your document, which display in PDF only MicroStrategy, Inc. Lesson Summary 95

96 2 Creating Documents MicroStrategy Report Services: Document Essentials 96 Lesson Summary 2011 MicroStrategy, Inc.

97 MicroStrategy Report Services: Document Essentials Exercises: Creating Documents Basic Document Overview In this exercise, you will create a simple document that uses many different types of objects. You can try designing the document by replicating it in Design Mode or you can use the detailed instructions. The document uses the Employee Headcount by Region report in Shared Reports\Subject Areas\Human Resources Analysis folder as its dataset. The final document in PDF should resemble the following: 2011 MicroStrategy, Inc. Exercises: Creating Documents 97

98 MicroStrategy Report Services: Document Essentials If you want to create the document without following the detailed instructions, you can use the Design Mode image below as a guide: Detailed Instructions Begin document creation 1 On the MicroStrategy Tutorial project home page, click Create Document. 2 In the Create Document window, with the View document in Design Mode option selected, under Document Templates, click Blank Document. 3 In the Dataset Objects pane, click Add Dataset. 4 In the Select Dataset window, in the Shared Reports\Subject Areas\Human Resources Analysis folder, select the Employee Headcount by Region report, and click OK. 98 Exercises: Creating Documents 2011 MicroStrategy, Inc.

99 MicroStrategy Report Services: Document Essentials Insert and format auto text in the Page Header 5 Expand the Page Header section, if it is not expanded already. OR If the Page Header section is already expanded, select it. 6 On the Insert menu, point to Auto-text, and select Date/Time. A text box is inserted into the Page Header with the following auto text: {&DATETIME}. By default, the auto text will display a time stamp (for example June 4, :30 ). 7 Format the auto text to display the date as in June 4, Right-click the text box and use the Properties and Formatting window to change the date format. 8 Change the alignment of the auto text to be right aligned. 9 With the text box selected, use the > keyboard arrow key to position the text box to the far right of the document, as shown below: If the text box moves incrementally to the next set of grid points, the Snap to Grid feature is enabled. Add a title text box to the Document Header 10 Expand the Document Header section. 11 Click the Insert menu to view the toolbar. 12 On the Insert toolbar, Click Text: 2011 MicroStrategy, Inc. Exercises: Creating Documents 99

100 MicroStrategy Report Services: Document Essentials Alternatively, on the Insert menu, select Text. 13 Use the cross-hairs cursor to place and position a text box in the Document Header so that it takes up the width of the section. 14 In the text box, type Employee Headcount by Region. 15 With the text box selected, using the options in the Format toolbar, format the text box as follows: Property Font Fill Color Setting Tahoma; 20 point; Center alignment Grey-25% Your document should display as follows: Save the document 16 On the toolbar, click Save As. It is a good idea to save your work frequently because in your classroom environment, Intelligence Server is probably configured to disconnect you from your project source after a certain block of idle time. The time you take while you format your document is not considered active time by Intelligence Server, so to avoid losing your work, save your document every few minutes. 17 Browse to the My Reports folder and save the document, naming it Basic Document. 18 Run the newly saved document to view your output. 19 Switch to Design Mode to continue creating the document. Add and format a grid in the Detail Header 20 Select the Detail Header section by clicking the header bar. 21 Right-click and select Properties and Formatting. 100 Exercises: Creating Documents 2011 MicroStrategy, Inc.

101 MicroStrategy Report Services: Document Essentials 22 In the Properties and Formatting window, under Properties, select Layout. 23 Under Size, select the Height can shrink option. 24 Click OK. 25 In the Dataset Objects pane, right-click the Employee Headcount by Region dataset and select Add to Section without Formatting. 26 Right-click the grid and select Properties and Formatting. To select or right-click a grid/graph, use the cross-arrows icon that displays at the top-left corner of the grid/graph. 27 In the Properties and Formatting window, under Properties, select Layout. 28 Set the following properties: Property Auto text field Left 0 Top 0 Width Fixed at Height Fixed at 3 29 Click OK to exit the Properties and Formatting window. Switch the grid to a graph 30 With the grid selected, click the Graph menu to view the toolbar. 31 On the toolbar, select View: Graph. Later, you will switch to Editable Mode to perform additional graph formatting. Add a subsection to the Detail Header 32 Click any white space within the Detail Header, right-click, and select Insert Section Below. You may have to increase the size of the Detail Header to view the white space below the graph. After you insert the new subsection, you will see the divider line under the graph MicroStrategy, Inc. Exercises: Creating Documents 101

102 MicroStrategy Report Services: Document Essentials You may have to drag the divider line up to remove any white space between the graph and the divider line. 33 In the Dataset Objects pane, pressing CTRL, select Region and Employee Headcount, right-click, and select Add to Section as Static Text. 34 Increase the length of the Employee Headcount text box to display the complete text. 35 Using the > keyboard arrow key, position the Region and Employee Headcount labels as shown below (in the new subsection): Add dynamic text boxes to the Detail section 36 Select the Detail section header bar. 37 In the Dataset Objects pane, pressing CTRL, select Region and Employee Headcount, right-click, and select Add to Section as Dynamic Text. 38 Position the dynamic text boxes (using the keyboard keys) so that they line up under their labels. 39 Select the {[Employee Headcount]} text box and, using the Format toolbar, change the alignment to Left. Enable the section-specific Height can shrink property 40 Right-click any white space in the Detail section and select Properties and Formatting. 41 In the Properties and Formatting window, under Properties, select Layout. 102 Exercises: Creating Documents 2011 MicroStrategy, Inc.

103 MicroStrategy Report Services: Document Essentials 42 Under Size, select the Height can shrink option. 43 Click OK. Your Detail section should resemble the following image: Add text boxes to the Detail Footer 44 Select the Detail Footer section header bar. 45 Using the Insert toolbar, add a text box and name it Total Headcount:. 46 Using the Format toolbar, format the text box to display in Bold type. 47 Add another text box and type {[Employee Headcount]}. 48 Pressing CTRL, select the Region, {Region}, and Total Headcount: text boxes, right-click, point to Align, and select Align Left. 49 Repeat step 47 for the Employee Headcount, {[Employee Headcount]}, and {[Employee Headcount]} text boxes. The text boxes should align as shown below: Add auto text to the Page Footer 50 Expand the Page Footer, if it is not already expanded. OR If Page Footer is already expanded, select it. 51 On the Insert menu, point to Auto-text, and select Page Number MicroStrategy, Inc. Exercises: Creating Documents 103

104 MicroStrategy Report Services: Document Essentials 52 Center the {&PAGE} auto text box in the middle of the section. 53 Double-click the {&PAGE} text box and modify it by typing Page {&PAGE} of {&NPAGES}. 54 Resize the text box to display entire text. 55 Switch to Editable Mode. Format the graph in Editable Mode 56 Select the graph. 57 Click the Graph menu to view the toolbar. Click Legend to hide the legend: 58 Set Categories to 12 and click Apply: 59 On the Format menu, select Graph. 60 In the Format: Graph window, under Format, select Format. 61 In the Format drop-down list, select Titles. 62 In the All Titles drop-down list, select Title. 63 Clear the Show option. 64 Click OK to return to the document. 65 On the Format toolbar, change the font size to 8. Apply some formatting changes to text boxes 66 In the Detail Footer, select the 39 text box, and apply Bold. 67 Right-click Total Headcount and select Copy. 68 In the Detail Header section, select the Region text box, right-click, and select Paste Format. 69 Repeat step 68 for the Employee Headcount text box. 104 Exercises: Creating Documents 2011 MicroStrategy, Inc.

105 MicroStrategy Report Services: Document Essentials Add a watermark for PDF 70 On the Tools menu, select Document Properties. 71 In the Properties window, under Document Properties, select Watermark. 72 In the Watermark drop-down list, select Text watermark. 73 In the Text box, type Confidential. 74 Click Format: 75 In the Font Formatting window, under Style, select Italic. 76 Click OK. 77 Click OK to return to the document. Export to PDF and save final document 78 On the Home menu, point to Export, and select PDF. 79 After viewing the PDF output, close the PDF to return to the document. Optional: Apply transparency to the graph s background 80 In PDF, you may have noticed that the graph covers the watermark. To have the watermark show through, you need to change the transparency of the graph s background fill color. In Editable Mode, select the graph. 81 On the Format menu, select Graph. 82 In the Format: Graph window, under Format, select Format. 83 In the Titles drop-down list, select Format. 84 In the All Text drop-down list, select Background MicroStrategy, Inc. Exercises: Creating Documents 105

106 MicroStrategy Report Services: Document Essentials 85 Under Fill, use the slider to set Transparency to 100%, as shown below: 86 Click OK. 87 Export to PDF again to view the results. 88 Compare your results to the final PDF image in the Overview section of the exercise. 89 Save the document, replacing the previous version. Exercise Summary In this exercise, you learned how to create a document that contains static text boxes, dynamic text boxes, a graph, and auto text. You learned how to apply different types of formatting to the objects and sections of a document. You observed the behavior of dynamic text fields in the Detail and Detail Footer sections. You also learned how to use a watermark. 106 Exercises: Creating Documents 2011 MicroStrategy, Inc.

107 3 DOCUMENT DESIGN CONCEPTS Lesson Description In this lesson, you will learn to create banded, zone-based, and combined layout documents using the Report Services Document Editor. You will study the behavior of document objects in custom header and footer sections MicroStrategy, Inc. 107

108 3 Document Design Concepts MicroStrategy Report Services: Document Essentials Lesson Objectives After completing this lesson, you will be able to: Understand the use of detail and custom sections. Create documents that employ any of the three different categories of layouts: banded, zone-based, or combined layouts. After completing the topics in this lesson, you will be able to: Effectively use the Detail section, header and footer sections, and custom sections (grouping). (Page 109) Understand the method for designing a zone-based layout document. (Page 123) Describe the method for creating a combined layout document. (Page 126) 108 Lesson Objectives 2011 MicroStrategy, Inc.

109 MicroStrategy Report Services: Document Essentials Document Design Concepts 3 Banded Layouts After completing this topic, you will be able to: Effectively use the Detail section, header and footer sections, and custom sections (grouping). One of the ways that you can make documents more appealing and legible is by using banding. To accomplish banding, you need to understand the behavior of the following Layout area sections: Detail section Custom sections Header and footer sections An example of a banded layout is shown below. Notice how years and regions are grouped so that call centers and a metric display together. You will study this very simple example of banded layout in this topic. Banded Layout 2011 MicroStrategy, Inc. Banded Layouts 109

110 3 Document Design Concepts MicroStrategy Report Services: Document Essentials Detail Section Behavior As you create Report Services documents, you need to understand the impact of placing attributes and metrics in the Detail section. When you place attributes and metrics into this section, the document displays data for each row that exists in the dataset. This concept is important to understand, because it significantly impacts the design of documents, and most importantly the output. Consider the following example. Assume the following report serves as the dataset for a document. The dataset has 15 rows of data, three attributes (Region, Call Center, and Year), two metrics (Profit and Profit Margin), and a report filter for years 2009 and Sample Dataset Now consider what happens if you place only Region and Profit in the Detail section of the Layout area, as shown below. Detail Section with {Region} and {Profit} 110 Banded Layouts 2011 MicroStrategy, Inc.

111 MicroStrategy Report Services: Document Essentials Document Design Concepts 3 Based on what you learned earlier (items in the Detail section display data for every row that exists in the dataset), the result set displays as follows: Repeating Data in Detail Section The region information (Central, Mid-Atlantic, and so forth) repeats due to profit values for every record in the dataset. In other words, the profit values (the numeric data) display for every Call Center and Year (the other attributes in the dataset) even though they are not currently in the Detail section. For example, the Central region displays four times because there are two call centers in Central (Milwaukee and Fargo) and there are two years (2009, 2010) in the dataset, resulting in four profit figures in all. As a general rule, after you place an attribute into the Detail section, it is a good practice to do one of the following: Place all other attributes into the Detail section. OR Group by all attributes not placed in the Detail section. Grouping is covered in the next topic (see Custom Sections and Grouping starting on page 113) MicroStrategy, Inc. Banded Layouts 111

112 3 Document Design Concepts MicroStrategy Report Services: Document Essentials To make the document output more comprehensible, you can place the other attributes into the Detail section as shown below: All Dynamic Text Boxes in Detail Section When you do this, the results show all levels of detail, making the output easier to understand: All Dynamic Text Boxes in Detail Section Output. However, the data still repeats. While the results are easier to understand, the format is still not quite ideal. You can use custom grouping sections to improve the look and readability of the document. 112 Banded Layouts 2011 MicroStrategy, Inc.

113 MicroStrategy Report Services: Document Essentials Document Design Concepts 3 As a general rule, when the dataset you use in a document contains multiple attributes and you want to display the data in the Detail section, your best design approach is to use custom sections. Custom sections are possible through grouping. Custom Sections and Grouping Grouping is a powerful design technique that enables you to create custom bands so that data can be arranged and sorted in an efficient and easily consumable layout. When you group the document described in the previous topic by Year and Region, you see the following results: Banded Layout 2011 MicroStrategy, Inc. Banded Layouts 113

114 3 Document Design Concepts MicroStrategy Report Services: Document Essentials To accomplish this layout, you simply add attributes to the Grouping panel of the Document Editor. For each attribute you place into this panel, Report Services creates a custom header and footer for that attribute. In the image below, the editor displays the Grouping panel for the sample document. Because the document groups by Year and Region, corresponding header and footer sections (Year Header, Region Header, Year Footer, and Region Footer) display in the Layout area: Grouping by Year and Region and Custom Sections You should consider the following important factors with respect to grouping: The order in which you place attributes into the Grouping panel impacts the output. If Region comes before Year, the document displays a breakdown of regions and then each year. It makes the most sense to group on attributes that are at a higher logical level than those used in the Detail section. For example, the sample document above groups on Region while Call Center is in the Detail section. If you group by Call Center and place Region in the Detail section, the resulting output seems nonsensical. Report Services can only group by objects from the grouping and sorting dataset. The grouping and sorting dataset controls how data is grouped for a banded document and also how the data is sorted within the document. By default, the first dataset that you add to the document is the grouping and sorting dataset. However, you can assign a different grouping and sorting dataset. The grouping and sorting dataset always displays in bold type in the Dataset Objects pane in the Document Editor. 114 Banded Layouts 2011 MicroStrategy, Inc.

115 MicroStrategy Report Services: Document Essentials Document Design Concepts 3 To change the Grouping and Sorting Dataset: 1 If two or more datasets exist in the Dataset Objects pane, identify which one you want to assign as the grouping and sorting dataset. 2 Right-click the dataset name. 3 Select Set as Grouping and Sorting Dataset. 4 Select attributes, custom groups, or consolidations as grouping objects (not metrics). Grouping Properties For any attributes that you place in the Grouping panel, you can assign several grouping properties. By right-clicking an attribute in the Grouping panel and selecting Grouping Properties, you access options that enable you to control the layout and display of your document. The image below shows the grouping properties: Grouping Properties 2011 MicroStrategy, Inc. Banded Layouts 115

116 3 Document Design Concepts MicroStrategy Report Services: Document Essentials Page-By Mode When you include attributes in the Grouping panel of a Report Services document, you can choose whether or not to apply page-by functionality to the document as well. The page-by functionality in documents is similar to the page-by feature in reports where you can dynamically page through the data. When you select a page-by element, the document displays only the information related to the selected attribute element, as shown below: Page-by Mode Example By default, page-by is enabled for all the grouping objects in a document. To control the page-by behavior for a document, you choose one of the following Page by Mode settings: No Page-By (All Only) Page-By (Single Element or All) Page-By (Single Element Only) With the No Page-By (All Only) setting, page-by for all grouping objects to the right of the selected grouping object are also disabled. Exporting to Microsoft Excel When you export a document that contains page-by fields to PDF or to Microsoft Excel, you are presented with the following option: 116 Banded Layouts 2011 MicroStrategy, Inc.

117 MicroStrategy Report Services: Document Essentials Document Design Concepts 3 Export Option When you keep the Expand Page-by option selected, you export the entire document. If you clear the check box, just the current page exports. This export option displays when your document contains grouping objects with the page-by functionality enabled and the Document Properties Prompt user on Export option is enabled, as shown below: Document Properties: Export Options 2011 MicroStrategy, Inc. Banded Layouts 117

118 3 Document Design Concepts MicroStrategy Report Services: Document Essentials Totals in Grouping Objects You can enable totals on grouping objects. Totals aggregate the metric values for each element to display the sum for the entire grouping object. For example, the document below has totals enabled on the Region grouping attribute. When you select a single region, you see metric values that reflect the single region, as shown below: Single Region Selected When you select the Total option in the grouping attribute, you see the metric values change to reflect the total: Total Selected 118 Banded Layouts 2011 MicroStrategy, Inc.

119 MicroStrategy Report Services: Document Essentials Document Design Concepts 3 PDF-Specific Properties There are several properties that apply specifically to documents you view in PDF. You find these properties in Grouping Properties, Page Setup or Document Properties. Grouping Properties There are a number of properties that pertain to the grouping behavior of the document in PDF Mode. The Keep group together option ensures that groups do not get separated across pages. For example, assume you have Region in the Grouping panel and any object in the Detail section. Now assume that the detailed information for each region spans only a few rows. You want each region s information to be printed on the same page, but you do not want to use a page break between each group. The Keep group together option will ensure that all information for a region is printed on the same page. (If the information for a given region is lengthy, it can span more than one page.) The Page break between groups forces a new page every time a new data element of the group is printed. For example, if you have Year in the grouping panel and data for 2009 and 2010 displays in the document s output, this setting causes the information for 2010 year to begin on a new page (assuming the years display in ascending order on your document). The Restart page numbering causes page numbering for auto text fields to restart at number 1 within a group MicroStrategy, Inc. Banded Layouts 119

120 3 Document Design Concepts MicroStrategy Report Services: Document Essentials Table of Contents You can create a table of contents that dynamically changes depending on the contents of the Grouping panel and the layouts in a document. For example, the document shown below has a table of contents that lets you quickly view the structure of the document as well as navigate to its individual sections. Each entry in the table of contents links to its corresponding page. Table of Contents To configure the table of contents: 1 Open a document in Design or Editable Mode. 2 On the Home menu, select Page Setup. 3 In the Properties window, under Document Properties, select Table of Contents. 4 Under Table of Contents (PDF only), select the Include Table of Contents option. 5 Provide a title for the table of contents, if desired. 6 To modify the font, click Format: 7 In the Font Formatting window, specify the font, style, size, color and effects and click OK. 120 Banded Layouts 2011 MicroStrategy, Inc.

121 MicroStrategy Report Services: Document Essentials Document Design Concepts 3 8 Select or clear the Show tab leader option, which controls whether or not the dots display between the element name and the page number. 9 Select or clear the Include Page Header/Footer option, which controls whether the document s Page Header and Page Footer sections should be included in the table of contents page. 10 Click OK. PDF bookmarks Bookmarks are another PDF-specific feature that relate to grouping. When you place an object in the Grouping panel, each element of the grouping object becomes a bookmark in the PDF. These bookmarks make it easier to navigate through the document. However, you can disable or hide the bookmarks from PDF view. To hide/disable bookmarks in a PDF: 1 On the Tools menu, select Document Properties. 2 In the Properties window, under Document Properties, select Export. 3 Under PDF, clear the Show bookmarks in PDF option. To prevent the creation of bookmark clear the Include Bookmarks in PDF check box. Headers & Footers Now that you understand the behavior of the Detail section and how grouping works, you are ready to learn the behavior of header and footer sections. As mentioned previously, header and footer sections are useful for: Labeling columns of data that display in the Detail section Displaying MicroStrategy grids or graphs Displaying totals and subtotals 2011 MicroStrategy, Inc. Banded Layouts 121

122 3 Document Design Concepts MicroStrategy Report Services: Document Essentials It is important to understand how certain objects behave when you place them in headers or footers. Behaviors can change depending on whether you are using grouping objects in the document. The following table lists the behavior of objects placed in headers and footers: Behavior of objects in Headers & Footers Header or Footer type Object type Behavior Use Page Header / Footer & Document Header / Footer Attribute dynamic text boxes Metric dynamic text boxes Only the first attribute element in the results of the dataset displays The metric is summed for all values in the dataset Varies Useful for grand total Detail Header / Footer Attribute dynamic text boxes If Grouping is NOT used: The first attribute element in the results of the dataset displays If Grouping is used: The first attribute element for the level of grouping displays. Results will vary depending on the attribute. Varies Metric dynamic text boxes The metric displays a subtotal for the grouping level Useful for subtotals 122 Banded Layouts 2011 MicroStrategy, Inc.

123 MicroStrategy Report Services: Document Essentials Document Design Concepts 3 Zone-Based Layouts After completing this topic, you will be able to: Understand the method for designing a zone-based layout document. Zone-based layouts are useful for accomplishing a number of different document designs including, but not limited to, scorecards and dashboards. For typical zone-based layouts: You do not need to use the Detail section You insert MicroStrategy grids and/or graphs into a header or footer section Remember that you cannot place grids and graphs into the Detail section. To achieve zone-based layouts, you typically drag and drop an entire dataset as a grid/graph into a header section. You can position grid/graphs in various locations within the header to display as much information as possible MicroStrategy, Inc. Zone-Based Layouts 123

124 3 Document Design Concepts MicroStrategy Report Services: Document Essentials In the following example, notice how the document displays four graphs (three gauges and one bar graph) and a grid: Zone-Based Document 124 Zone-Based Layouts 2011 MicroStrategy, Inc.

125 MicroStrategy Report Services: Document Essentials Document Design Concepts 3 This document is a classic example of a zone-based layout. When you observe the document in Design Mode (shown below), notice the extensive use of the Detail Header section. Also, notice how the designer places graphs in the section, rather than individual attributes and metrics: Zone-Based Document - Design Mode The example shown above is just one of many possibilities for zone-based reports. Generally, if you want to create a zone-based document, you should start with one of the available dashboard templates. These predesigned formats make it much easier to build a zone-based document quickly MicroStrategy, Inc. Zone-Based Layouts 125

126 3 Document Design Concepts MicroStrategy Report Services: Document Essentials Combined Banded and Zone-Based Layouts After completing this topic, you will be able to: Describe the method for creating a combined layout document. You can use either banded and zone-based layouts to create appealing documents. You can also combine both techniques to expand the document design possibilities. Consider the following example: This document uses banding and zones: Banding: The distribution centers (e.g. Fargo and Milwaukee) are grouped. The document also groups by Region, although the Region Header and Footer are purposely empty. Zones: A grid and graph display within each distribution center grouping. 126 Combined Banded and Zone-Based Layouts 2011 MicroStrategy, Inc.

127 MicroStrategy Report Services: Document Essentials Document Design Concepts 3 By banding the report and placing zones inside of the bands, the zone-based items (the grid and graph) calculate at the level of each band. If you study the document in Design Mode, you see how it groups by Region and Distribution Center.The grid and graph inside the Detail Header fall within the lowest group (or band). They repeat for each Distribution Center. As another example, suppose you have a document with Region in the Grouping panel, and you place a grid/graph object in the Region Header section. If there are three values for the Region: Midwest, Northeast, and Northwest, the grid/graph aggregates and displays only Midwest data in the Midwest Region Header, only Northeast data in the Northeast Region Header, and only Northwest data in the Northwest Region Header. This is an important concept to remember about individual grid/graph objects you include in a custom grouping section: the data displayed in the grid/graph aggregates to the level of the section in which the grid/graph is placed. If you place the grid/graph in one of the custom header or footer sections, the grid/graph displays only the data that pertains to that group MicroStrategy, Inc. Combined Banded and Zone-Based Layouts 127

128 3 Document Design Concepts MicroStrategy Report Services: Document Essentials Lesson Summary In this lesson, you learned: Banded layouts most often use the Detail section, custom grouping sections, and headers and footers. When you place attributes and metrics in the Detail section, data displays for each row that exists in the dataset. As a general rule, after you place an attribute in the Detail section, you should also do one of the following: Place all other attributes into the Detail section Group by all attributes not placed in the Detail section Grouping creates custom bands, so that you can arrange and sort data in an easy-to-read layout. You can only use objects from the grouping and sorting dataset for grouping. You can include Table of Contents and bookmarks on your document, which display in PDF mode. Headers and footers are designed for: Labeling columns of data that display in the Detail section Displaying entire MicroStrategy grids or graphs Displaying totals and subtotals Zone-based layouts do not use the Detail section. Instead, you design them by placing grids and/or graphs in a header or footer section. Combined (Banded and Zone-based) layouts use custom headers and footers as well as grids/graphs within the custom headers or within the Detail Header section. When you place a grid/graph object into a custom header or footer, the grid/graph calculates to the level of that header or footer. 128 Lesson Summary 2011 MicroStrategy, Inc.

129 MicroStrategy Report Services: Document Essentials Exercises: Document Design Concepts Combined Layout Overview In this exercise, you will create a combined layout document that uses grouping and zones. When you view the document in PDF, the first page resembles the following image: The second page resembles the following image: 2011 MicroStrategy, Inc. Exercises: Document Design Concepts 129

130 MicroStrategy Report Services: Document Essentials The last page should look as follows: You will copy the Sales by Region report (located in the Shared Reports\Subject Areas\Sales and Profitability Analysis folder) and modify it so that you can use it as the document s dataset. See the Detailed Instructions for more information. If you want to create the document without following step-by-step instructions, you can use the following information as a guide: Grouping by Category: There is a page break between groups. Page Header: Text box with Product Sales Performance. Document Header: Text box with This report shows sales information for each category and related subcategories. Overall revenue is {Revenue} and units sold are {[Units Sold]}. Document Header has the Force new page After section property enabled. Category Header: Text box with Category: {Category} Text box with Category Revenue: {Revenue} Text box with Category Units Sold: {[Units Sold]} Height can shrink property enabled Detail Header: Graph with Subcategory, Revenue, Units Sold Enable the table of contents 130 Exercises: Document Design Concepts 2011 MicroStrategy, Inc.

131 MicroStrategy Report Services: Document Essentials The document in Design Mode displays as follows: Detailed Instructions Modify Report Before creating this document, you will need to modify an existing report that you will use as the dataset. 1 In MicroStrategy Tutorial, copy the report called Sales by Region, located in the Shared Reports\Subject Areas\Sales and Profitability Analysis folder and paste it into the My Personal Objects\My Reports folder MicroStrategy, Inc. Exercises: Document Design Concepts 131

132 MicroStrategy Report Services: Document Essentials To copy and paste a report, after locating the report, right-click the report and select Copy. In the Copy Report window, select the destination folder and click OK. 2 Locate the copied report and rename it My Sales by Region. You rename a report by right-clicking the report, choosing Rename, typing the new report name, and clicking Apply. 3 To open the report in Design Mode, right-click the My Sales by Region report and select Edit. 4 Remove both Region and Year from the report by right- clicking each header on the grid and selecting Remove from Report. Be careful not to choose Remove from Grid if you see this option. 5 In the Report Filter panel, remove both filters by clicking Clear All. 6 Run the report to view its contents, which should display as follows: 7 Click Save As to save the changes to the My Sales by Region report. 8 Click OK. 9 In the Confirm Overwrite window, click Yes. 132 Exercises: Document Design Concepts 2011 MicroStrategy, Inc.

133 MicroStrategy Report Services: Document Essentials Begin Document creation 10 Create a new document, by converting the My Sales by Region report into a document. Right-click the report and select Create Document. Define the Grouping panel 11 In the Dataset Objects pane, add Category to the Grouping panel. 12 In the grouping properties for Category, enable the Page break between groups option. 13 Click OK. Design the Category Header 14 Add a text box to the Category Header section with the following contents: Category: {Category} 15 Format the Category: {Category} text box to display in Tahoma, 12-point size, Bold, and Italic, as shown below: 16 Add two more text boxes with the following contents: Category Revenue: {Revenue} Category Units Sold: {[Units Sold]} 17 Format and position the text boxes in the Category Header, as shown below: 18 For the Category Header, enable the Height can shrink property MicroStrategy, Inc. Exercises: Document Design Concepts 133

134 MicroStrategy Report Services: Document Essentials Format the Grid in the Detail Header 19 Select the grid in the Detail Header. 20 Right-click the Category header and select Remove from Grid. 21 Select the grid again. 22 Right-click, point to View Mode, and select Graph View. At this point, the document should resemble the following image: Save the Document 23 Save the document in the My Reports folder, naming it My Combined Layout Document. 24 Run the document to view the results and return to Design Mode. 134 Exercises: Document Design Concepts 2011 MicroStrategy, Inc.

135 MicroStrategy Report Services: Document Essentials Design the Page Header 25 In the Page Header, add a text box called Product Sales Performance and format it as shown below: Design the Document Header 26 In the Document Header, add a text box that contains the following text: This report shows sales information for each category and related subcategories. Overall revenue is {Revenue} and units sold are {[Units Sold]}. 27 Position the text box as shown below, leaving a bit of space at the top of the section: 28 Right-click any white space in the Document Header and select Properties and Formatting. 29 In the Properties and Formatting window, under Properties, select Layout. 30 Under PDF, in the Force new page drop-down list, select After section. 31 Click OK. Enable the Table of Contents 32 On the Home menu, select Page Setup. 33 In the Properties window, under Document Properties, select Table of Contents MicroStrategy, Inc. Exercises: Document Design Concepts 135

136 MicroStrategy Report Services: Document Essentials 34 Under Table of Contents (PDF Only), select the Include Table of Contents option. 35 In the Title box, type Contents. 36 Click OK. Save the Document and Export to PDF 37 Save the document overwriting the previous one. 38 Run the document to view the results. 39 In the Grouping panel, in the Category drop-down list, select (All). 40 Scroll down to view each graph, which displays the subcategories for its corresponding category. Notice the absence of page breaks in Interactive Mode. 41 On the Home menu, select Export, and select PDF. 42 Study the PDF results, noting the table of contents, document description cover page, and page breaks between category groups. Exercise Summary In this exercise, you learned how to combine banding with a zone-based layout. You used dynamic text boxes in the Category Header section of the document to show category-level totals. You used certain section-specific and grouping properties to control page breaks in PDF. Lastly, you used the table of contents feature in PDF. 136 Exercises: Document Design Concepts 2011 MicroStrategy, Inc.

137 4 DOCUMENTS AND MICROSTRATEGY OLAP SERVICES Lesson Description In this lesson, you will learn about several MicroStrategy OLAP Services features that are available within Report Services documents MicroStrategy, Inc. 137

138 4 Documents and MicroStrategy OLAP Services MicroStrategy Report Services: Document Essentials Lesson Objectives After completing this lesson, you will be able to: Use a variety of OLAP Services features to enhance the aesthetic quality and utility of your documents. After completing the topics in this lesson, you will be able to: Use Intelligent Cube and view reports in a document and understand the advantages. (Page 139) Use derived metrics to enhance the flexibility of your documents. (Page 142) Use summary metrics to add custom totals to your documents. (Page 145) Use view filters to maximize the use of a single dataset in a document and to achieve certain layouts. (Page 147) Use derived elements to make custom groupings of elements within grids on a document. (Page 150) 138 Lesson Objectives 2011 MicroStrategy, Inc.

139 MicroStrategy Report Services: Document Essentials Documents and MicroStrategy OLAP Services 4 Datasets Based on Intelligent Cubes After completing this topic, you will be able to: Use Intelligent Cube and view reports in a document and understand the advantages. Intelligent Cubes as Datasets When deciding which datasets to include in their documents, designers have several choices. With OLAP Services, they can use Intelligent Cubes directly as datasets or they can use reports that run against Intelligent Cubes. MicroStrategy Intelligent Cube technology allows you to create multi-dimensional cubes (sets of data) that are stored within MicroStrategy Intelligence Server memory. Whenever possible, it is best to use an Intelligent Cube as the dataset for a document because the document will execute faster. Given that all of the required source data is available in the Intelligent Cube and that there is no need to query the data warehouse, documents that use an Intelligent Cube as the dataset run 50%-100% faster. A document can include only one Intelligent Cube as a dataset. You cannot add another Intelligent Cube or any other reports as datasets to the document MicroStrategy, Inc. Datasets Based on Intelligent Cubes 139

140 4 Documents and MicroStrategy OLAP Services MicroStrategy Report Services: Document Essentials For example, the document below has an Intelligent Cube as the dataset. When you execute the document, the data is retrieved from the memory of the Intelligent Server machine, if the Intelligent Cube is published. Document with Intelligent Cube as the dataset To add an Intelligent Cube as a dataset in a document: 1 In the Document Editor, in the Dataset Objects pane, click Add Dataset. 2 Locate the Intelligent Cube and click OK. Reports that Run Against Intelligent Cubes as Datasets Document designers can use reports that run against Intelligent Cubes as datasets in documents. In general, these reports run quicker than standard reports because they execute against the Intelligent Cube rather than against the data warehouse. However, using a single Intelligent Cube as the dataset for the document renders the best overall performance results. 140 Datasets Based on Intelligent Cubes 2011 MicroStrategy, Inc.

141 MicroStrategy Report Services: Document Essentials Documents and MicroStrategy OLAP Services 4 For example, the view report shown below runs against an Intelligent Cube that contains a subset of information from the data warehouse. View Report from Intelligent Cube The Report Objects window shows the contents of the Intelligent Cube. The view report, in turn, shows only a subset of the contents of the Intelligent Cube. In general, view reports run quicker than standard reports because they execute against the Intelligent Cube rather than the data warehouse. For more information on Intelligent Cubes and view reports, refer to the MicroStrategy Desktop: Advanced Reporting course or the OLAP Services Guide product manual. You add a view report to a document just like any other report. To add a view report as a dataset in a document: 1 In the Document Editor, in the Dataset Objects pane, click Add Dataset. 2 Locate the view report and click OK MicroStrategy, Inc. Datasets Based on Intelligent Cubes 141

142 4 Documents and MicroStrategy OLAP Services MicroStrategy Report Services: Document Essentials Derived Metrics After completing this topic, you will be able to: Use derived metrics to enhance the flexibility of your documents. Document-level derived metrics are calculations that use at least one metric from a document's dataset in combination with functions and operators. For example, if your dataset contains the Region attribute, the Profit metric, and the Revenue metric, you can create a derived metric in the document that calculates the profit margin. The derived metric's formula is defined as Profit/Revenue. Derived Metric Example A document-level derived metric: Must be a compound metric, which means it must be defined using at least one existing metric Must use metrics from the same dataset when using multiple metrics in its formula Can be reused throughout the document, including the document's grids and its conditional formatting expressions. For more information on conditional formatting, see Conditional Formatting starting on page 164. Is calculated by the Analytical Engine Cannot use transformation objects To create a document-level derived metric: 1 Open the document in Design or Editable Mode. 142 Derived Metrics 2011 MicroStrategy, Inc.

143 MicroStrategy Report Services: Document Essentials Documents and MicroStrategy OLAP Services 4 2 In the Dataset Objects pane, under a dataset, right-click the metric on which you want to base the derived metric, and select Insert New Metric. The Insert New Metric window opens, as shown below: 3 In the Insert New Metric window, in the Object drop-down list, select New metric or select an existing derived metric from which to define a new derived metric. 4 In the Name box, type a name for the derived metric. 5 From the Available pane, select the metrics for the derived metric definition and move them to the Definition pane. Alternatively, you can click Function Wizard to use the wizard, which guides you through the process of defining a derived metric. 6 When you complete the derived metric definition, click OK. When you create a derived metric in a document, it is added to the Dataset Objects pane. From the Dataset Objects pane, you can add it to the document just as you would any other object. Also, in the Dataset Objects pane, you can right-click a derived metric and select Number Format to modify its formatting. You can use one or more existing metrics from the same dataset to define a derived metric. For example, Profit/Revenue is a derived metric as long as Profit and Revenue are metrics from the same dataset. After you define a derived metric, you can edit it at any time. Furthermore, you can add derived metrics to nearly any section of a document. You can even include a derived metric in the grid/graph object to which its base metrics belong MicroStrategy, Inc. Derived Metrics 143

144 4 Documents and MicroStrategy OLAP Services MicroStrategy Report Services: Document Essentials Derived metrics that you create within a Report Services document are local to that document. They are not saved with the original MicroStrategy report that is acting as the dataset. However, if you create a derived metric for a report in the Report Editor, the derived metric is available to you when you use the report as a dataset in a Report Services document. The Document Editor recognizes derived metrics that come from a dataset s original report definition. 144 Derived Metrics 2011 MicroStrategy, Inc.

145 MicroStrategy Report Services: Document Essentials Documents and MicroStrategy OLAP Services 4 Summary Metrics After completing this topic, you will be able to: Use summary metrics to add custom totals to your documents. Summary metrics enable you to control the aggregation function that is used to calculate a subtotal for any given metric on a document. Typically, when you add a metric to a document to produce a subtotal or grand total, the function that is used to calculate the subtotal is the same function that is defined as the subtotal function for the metric. For example, if you place the Revenue metric in the Document Header section of the document, the metric produces a grand total across the entire dataset based on the SUM function, the metric's default subtotal function. Using summary metrics, you can change this subtotal function from SUM to MAX, COUNT, or whichever function you prefer. You define the subtotal function for a metric on the Subtotal/Aggregation tab in the Metric Editor in MicroStrategy Desktop MicroStrategy, Inc. Summary Metrics 145

146 4 Documents and MicroStrategy OLAP Services MicroStrategy Report Services: Document Essentials In the image shown below, the document displays two summary metrics, Count of Revenue and Maximum of Revenue. The Count of Revenue summary metric uses the COUNT aggregation operator instead of the Revenue metric's default subtotal function, which is SUM. It counts the instances of revenue figures per Region, since it is placed in the Region header in the document. The Maximum of Revenue summary metric uses the MAXIMUM aggregation operator and calculates the highest revenue figure per Region, since it is placed in the Region Header. Summary Metric Example To create a summary metric: 1 In the Dataset Objects pane, under the desired dataset, right-click the metric for which you want to create a new summary metric, select Insert Summary Metric, and click the desired aggregation function. The summary metric is added to the appropriate dataset and displays in the Dataset Objects pane. 2 Drag the summary metric into the desired document section. You can reuse a summary metric in different sections within the same document. Just like any metric that you add to a document, summary metrics calculate differently depending on their location in the document. 146 Summary Metrics 2011 MicroStrategy, Inc.

147 MicroStrategy Report Services: Document Essentials Documents and MicroStrategy OLAP Services 4 View Filters After completing this topic, you will be able to: Use view filters to maximize the use of a single dataset in a document and to achieve certain layouts. You can create view filters within a document to maximize the use of a single dataset. View filters help you decrease the number of datasets that you need to build certain types of documents because you use view filters to apply different filtering criteria to the same dataset. In a sense, you use view filters to create different views of a single dataset. For example, you create a document that contains revenue and profit information for different product categories. You need to be able to display different grids for each product category, all on a single document. Without view filters, you must create a dataset report with the Category attribute and the Revenue and Profit metrics. You must then create copies of the dataset report, each with a different category filter. For example, If you have seven categories, you must create and maintain seven reports. You must then add each report as a dataset to the document, so your document contains seven datasets, each with the same attributes and metrics but a different category filter. In the sample document below, notice the three datasets for each of the three categories. (The document uses only three categories to keep the example simple.) Document without View Filters on Grids - Design 2011 MicroStrategy, Inc. View Filters 147

148 4 Documents and MicroStrategy OLAP Services MicroStrategy Report Services: Document Essentials When you view the document in Express Mode, you see the following: Document without View Filters on Grids You can create the same document using a single dataset, multiple grid/graphs and view filters instead of having to use multiple source datasets. You create one MicroStrategy report, which you add as the dataset to the document. You then insert the same report as a grid multiple times into the document. Finally, you define a different view filter for each grid. All of the individual grids share the same exact dataset, but they each employ a different filtering condition. To create view filters within a document, you must have MicroStrategy OLAP Services. If you are viewing a document that contains a view filter, and you do not have MicroStrategy OLAP Services, you can view the definition of the view filter but you cannot modify it. To create view filters on grids and graphs in a Report Services document: 1 In the Document Editor, right-click the grid/graph object and select Edit View Filter. 2 Click Add Condition. 3 In the Filter On drop-down list, select the attribute or metric with which you want to define the view filter. 4 If you selected an attribute: Select Select and choose an operator. The operators include: In list and Not in list. After you select the In list or Not in list operator, use the Add to selections button to move the desired attribute elements to the Selected box. 148 View Filters 2011 MicroStrategy, Inc.

149 MicroStrategy Report Services: Document Essentials Documents and MicroStrategy OLAP Services 4 OR Select Qualify and choose an attribute form on which to qualify (ID, Description, and so forth). Then, you choose the appropriate operator and enter a value for the qualification. 5 If you selected a metric, from the first drop-down list select an operator and in the second drop-down list type a value or select a metric to compare. 6 Click Apply, as shown below: 7 Click OK. View filters that you define on a grid or graph in the Document Editor are local to the document on which they are created. In other words, when you define a view filter on a grid/graph in the Document Editor, you do not affect the original report as it is defined in the Report Editor MicroStrategy, Inc. View Filters 149

150 4 Documents and MicroStrategy OLAP Services MicroStrategy Report Services: Document Essentials Derived Elements After completing this topic, you will be able to: Use derived elements to make custom groupings of elements within grids on a document. Custom Grouping of Elements Derived elements are best understood as a custom grouping of attribute elements that aggregates at the group level. You can group multiple elements on a grid to display as a single element, replacing its individual components. For example, consider the following report with Region on the rows and a few metrics in the columns: Derived Elements Example 150 Derived Elements 2011 MicroStrategy, Inc.

151 MicroStrategy Report Services: Document Essentials Documents and MicroStrategy OLAP Services 4 There are eight regions on the report, many of which you could combine to form super regions. You can group the Northwest and Southwest regions and display them on the report as one element West. The Profit metric values automatically aggregate to include both element values ($195,868+ $411,335= $607,203): Derived Elements Example - West In addition to creating derived elements that replace their components, you can also create new calculations that display in addition to the elements that comprise them. For example, when you create a new calculation West - Web using the new West grouping and subtracting it from the Web element on the same report, a new element displays on the grid, as shown in the image below: Derived Elements Example - Calculation You can create derived elements on a grid within the Document Editor only if the grid is based on view report or Intelligent Cube datasets. To create, modify, delete, save, or reuse derived elements in grids, you must work with the document in Editable or Interactive Mode. To create derived elements on a grid based on a view report or Intelligent Cube: 1 Open the document in Editable or Interactive Mode MicroStrategy, Inc. Derived Elements 151

152 4 Documents and MicroStrategy OLAP Services MicroStrategy Report Services: Document Essentials 2 Select a grid to which you want to add derived elements. 3 Perform one of the following actions: OR OR Right-click the desired attribute header for the derived element and select Derived Elements. In the Derived Elements Editor, create the derived element. Select multiple element rows, right-click and select Create Group. In the Create Group window, name the group and click OK. Select multiple element rows, right-click, point to Create Calculation and select a function. In the Create Calculation window, name the calculation derived element and click OK. To insert an existing derived element 4 In the Derived Elements window toolbar, click Link Derived Elements. 5 Locate and select the desired derived element. 6 Click OK. 152 Derived Elements 2011 MicroStrategy, Inc.

153 MicroStrategy Report Services: Document Essentials Documents and MicroStrategy OLAP Services 4 Lesson Summary In this lesson, you learned: You can use Intelligent Cubes as well as reports based on Intelligent Cubes as datasets in Report Services documents. Derived metrics are calculations that use at least one metric from a document s dataset in combination with functions and operators. Summary metrics enable you to control the aggregation function that is used to calculate a subtotal for any given metric on a document. View filters are filtering conditions that you apply to individual grids/graphs. View filters make it possible to maximize the use of a single dataset, because with them, you can create multiple views of the same dataset. Derived elements are custom groupings of attribute elements that aggregate at the group level. You can group multiple elements on a grid to display as a single element, replacing its individual components MicroStrategy, Inc. Lesson Summary 153

154 4 Documents and MicroStrategy OLAP Services MicroStrategy Report Services: Document Essentials 154 Lesson Summary 2011 MicroStrategy, Inc.

155 MicroStrategy Report Services: Document Essentials Exercises: Documents and MicroStrategy OLAP Services Derived Metrics, View Filters, and Derived Elements Overview In this exercise, you will apply several OLAP Services features to the Performance by Customer Region document located in the Shared Reports\Enterprise Reporting Documents folder. When you complete the exercise, your document should resemble the following image: 2011 MicroStrategy, Inc. Exercises: Documents and MicroStrategy OLAP Services

156 MicroStrategy Report Services: Document Essentials If you do not want to follow the step-by-step instructions, use the guidelines below: Remove the % Difference and % Contribution metrics from both grids. Apply a view filter to the bottom-left grid for Northeast, Mid-Atlantic, and Southeast. Create two derived elements West and East on the bottom-right grid: West = Northwest and Southwest East = Northeast, Mid-Atlantic, and Southeast Any remaining rows should list as All Others. Add a derived metric called Profit Margin to the bottom-left grid and format it as a percentage with 2 decimal places. Detailed Instructions 1 In the Shared Reports\Enterprise Reporting Documents folder, run the Performance by Customer Region document. 2 Switch to Editable Mode. Apply a view filter to a grid 3 Select the bottom-left grid, right-click, and select Edit View Filter. 4 In the View Filter window, click Add Condition. 5 In the Filter On drop-down list, select Customer Region. 6 From the Available box, select Northeast, Mid-Atlantic, and Southeast and move them to the Selected box. 7 Click Apply: 8 Click OK. 156 Exercises: Documents and MicroStrategy OLAP Services 2011 MicroStrategy, Inc.

157 MicroStrategy Report Services: Document Essentials Add a Derived Metric 9 If the Dataset Objects pane is not already open, then from the Tools menu, select Dataset Objects. 10 In the Dataset Objects pane, right-click Profit, and select Insert New Metric. 11 In the Insert New Metric window, in the Name box, type Profit Margin. 12 In the Available box, select Profit and move it to the Definition box. 13 Type the division operator, /. 14 In the Available box, select Revenue and move it to the Definition box, as shown below: 15 Click OK. 16 In the Dataset Objects pane, right-click the Profit Margin derived metric and select Number Format. 17 In the Format: User metric window, select Percentage. 18 In the Decimal places field, type Click OK MicroStrategy, Inc. Exercises: Documents and MicroStrategy OLAP Services

158 MicroStrategy Report Services: Document Essentials 20 In the bottom-left grid, right-click the % Difference metric header and select Remove from Grid. 21 Right-click the % Contribution metric header and select Remove from Grid. 22 From the Dataset Objects pane, drag the Profit Margin derived metric into the bottom-left grid, as shown below: To The place the derived metric on the grid, look for the vertical yellow line. Revenue Forecast metric values may vary from those shown in the image above. Define derived elements in a grid 23 In the bottom-right grid, right-click the % Difference metric header and select Remove from Grid. 24 Right-click the % Contribution metric header and select Remove from Grid. 25 Pressing the CTRL key, select the Northwest and Southwest rows, right-click, and select Create Group. 26 In the Create Group window, in the Group Name box, type West. 27 Click OK. 28 Pressing the CTRL key, select Northeast, Mid-Atlantic, and Southeast rows, right-click, and select Create Group. 29 In the Create Group window, in the Group Name box, type East. 30 Click OK. 31 In the bottom-right grid, right-click the Customer Region header and select Derived Elements. 158 Exercises: Documents and MicroStrategy OLAP Services 2011 MicroStrategy, Inc.

159 MicroStrategy Report Services: Document Essentials 32 In the Derived Elements window, under Derived Element, select All Others so that the row is highlighted. Select the All Others row, not the check box that controls whether to display the derived element in the report. 33 Click the Properties tab. 34 Under Derived Element behavior, select Consolidate items into one derived element. 35 Click OK. 36 Compare your results to the image in the Overview section of the exercise. 37 Save the document to the My Reports folder, naming it Performance by Customer Region with OLAP Features MicroStrategy, Inc. Exercises: Documents and MicroStrategy OLAP Services

160 MicroStrategy Report Services: Document Essentials 160 Exercises: Documents and MicroStrategy OLAP Services 2011 MicroStrategy, Inc.

161 5 USEFUL DESIGN TECHNIQUES Lesson Description In this lesson, you will learn about several Report Services features and useful design techniques that enable you to create more sophisticated and visually pleasing documents MicroStrategy, Inc. 161

162 5 Useful Design Techniques MicroStrategy Report Services: Document Essentials Lesson Objectives After completing this lesson, you will be able to: Use a variety of Report Services features and design techniques to enhance the aesthetic quality of your documents. After completing the topics in this lesson, you will be able to: Use various Report Services features to enhance the overall look and feel and usability of your documents. (Page 163) Create a multiple layout document and understand the default rules. (Page 173) 162 Lesson Objectives 2011 MicroStrategy, Inc.

163 MicroStrategy Report Services: Document Essentials Useful Design Techniques 5 Useful Design Techniques After completing this topic, you will be able to: Use various Report Services features to enhance the overall look and feel and usability of your documents. Calculated Expressions Calculated expressions offer a quick way to create a calculation on the fly that uses simple (+, -, *, /) arithmetic operators or advanced mathematical functions in combination with metrics from one or more datasets in a document. You can use parentheses within the formula to control the order of operations. You can also use numerical constants in your calculated expressions. For example, with Regional Cost and Regional Revenue datasets, you can create a Profit calculated expression defined as {Revenue-Cost}: Calculated Expression - Design Mode You cannot create this calculation as a derived metric because the base metrics, Revenue and Cost, do not exist in the same dataset MicroStrategy, Inc. Useful Design Techniques 163

164 5 Useful Design Techniques MicroStrategy Report Services: Document Essentials The document displays the calculated expression as follows: Calculated Expression - Express Mode You create calculated expressions using text boxes. You can drag metrics from the Dataset Objects pane or simply type their names directly into the text box. You need braces { } around the entire calculated expression. If the name of the object being used in the expression contains spaces or special characters, type the name in brackets [ ] within the braces. Furthermore, if the metric exists in multiple datasets, use the format {[dataset name]:[object name]} to specify the dataset you want to use to reference the specific metric. Calculated expressions differ from derived metrics in the following ways: Calculated expressions can include objects from different datasets. You define calculated expressions using text boxes, not a window or wizard. They display in the Layout area section in which you place them, and not in the Dataset Objects pane like derived metrics. To reuse a calculated expression in another section of a document, you must either create a new text box with the same mathematical expression for the calculated expression, or you can copy and paste the original calculated expression into the new section. Calculated expressions do not required OLAP Services. Conditional Formatting You may already be familiar with the concept of thresholds in MicroStrategy reports whereby you define specific formatting for metrics that satisfy user-defined, data-driven conditions. With Report Services, you can apply conditional formatting to many types of document objects. If an object meets your specific conditions, it displays the custom format. 164 Useful Design Techniques 2011 MicroStrategy, Inc.

165 MicroStrategy Report Services: Document Essentials Useful Design Techniques 5 The example below shows conditional formatting that displays Sales > $10,000 in black, bold italic type. The document also uses conditional formatting to rename the Mid-Atlantic region as "MDA Region" using black, bold replacement text. Lastly, the profit margin dynamic text box displays a black diamond when profit margin exceeds 20%. Conditional Formatting Example The example shows three possible formats (formatted values, replacement text, and quick symbols) for conditional formatting defined on dynamic text boxes. If the condition you define for a dataset object is true, the object can be: Hidden Formatted in a particular way Replaced by text (static text only) Replaced by a symbol You can also format replacement text and symbols MicroStrategy, Inc. Useful Design Techniques 165

166 5 Useful Design Techniques MicroStrategy Report Services: Document Essentials Conditional formatting involves combining an object, a condition, and formatting properties that are applied to the object when the condition is met. The following table lists the objects and the types of conditional formatting available for each object: Conditional Formatting Object Type Image Conditional Formatting Hide object Formatting: Borders Line Hide object Formatting: line style, color and weight Rectangle Hide object Formatting: background color, line style, color and weight Text box Hide object Replacement text and symbols Formatting: All formatting properties Section Hide object Formatting: background color When you define conditional formatting in documents, you use either the Visual or Advanced Conditional Formatting Editor. To define conditional formatting on a text box using the Advanced Conditional Formatting Editor: 1 Open a document in Design or Editable Mode. 2 Right-click the desired text box, point to Conditional Formatting, and select Advanced. You can also use the Visual Conditional Formatting Editor to define conditional formats, but the Advanced Conditional Formatting Editor provides more formattting options. 166 Useful Design Techniques 2011 MicroStrategy, Inc.

167 MicroStrategy Report Services: Document Essentials Useful Design Techniques 5 The Conditional Formatting window opens, as shown below: 3 In the Filter On drop-down list, select the object on which you want to define the condition. 4 Specify the operator and value and click Apply, as shown below: 5 On the Conditional Formatting toolbar, select Cell Formatting, as shown below: 6 Specify the formatting for the conditional format as you would any standard threshold, including font formatting, replacement text, quick symbol, and so on. 7 Click OK to close the Cell Formatting window. 8 Click OK to close the Conditional Formatting window. Conditional formats that you define on individual grid/graphs are called thresholds. If you select the Allow user to toggle conditional formatting on and off option in the Conditional Formatting window, users can use the appropriate toolbar button to view or hide conditional formatting. To toggle conditional formatting in a document: 1 Open the document that contains a conditional format in Design Mode or Editable Mode MicroStrategy, Inc. Useful Design Techniques 167

168 5 Useful Design Techniques MicroStrategy Report Services: Document Essentials 2 On the Data toolbar, click Toggle Conditional Formatting: Tooltips Tooltips are a useful feature for describing an object when a user mouses over it in the document. For example, you can associate a tooltip with a particular metric so that the metric s definition displays in the tooltip description. Imagine a tooltip on a {Revenue} dynamic text box that displays the following text when you mouse over it: Revenue is defined as Sum(Sales). This is an example of a static tooltip. To make your tooltips more flexible, you can include dynamic text. For instance, imagine a tooltip on a {Revenue} dynamic text box that displays the following text when you mouse over it: {Revenue} revenue produced in {Month} for {Subcategory} in the {Region} region. When you view the document in MicroStrategy Web, the dynamic text renders the actual revenue, month, subcategory, and region values, as shown below: Dynamic tooltips are only viewable in Express Mode, Interactive Mode, and Editable Mode. In Flash Mode, they display as static text. In PDF and Microsoft Excel, they do not display at all. 168 Useful Design Techniques 2011 MicroStrategy, Inc.

169 MicroStrategy Report Services: Document Essentials Useful Design Techniques 5 To define a tooltip in Design Mode or Editable Mode: 1 Right-click the object to which you want to add a tooltip and select Properties and Formatting. 2 In the Properties and Formatting window, under Properties, select General. 3 Under General, in the Tooltip box, type the text you want displayed as the tooltip for that object. 4 If you want to hide the tooltip, clear the Visible option. 5 Click OK. Dynamic Images You can create a document that displays dynamic images. For example, if you want to create a document with a list of top-selling items and a picture of each item, you can use dynamic images to display the appropriate picture, as shown below: Dynamic Images in a Document The document above uses dynamic images to display a picture of each item, based on the item ID. (The image files are named after each item s ID.) 2011 MicroStrategy, Inc. Useful Design Techniques 169

170 5 Useful Design Techniques MicroStrategy Report Services: Document Essentials To achieve this type of document, you simply store the images on a Web server or a file server. You then insert an image object into a document and point the image source directly to the appropriate server using a URL. To associate an image with an attribute element, you use dynamic text that incorporates the attribute ID, such as {Item@ID}. Keep in mind that the image should be stored in a shared location, accessible by Intelligence Server and MicroStrategy Web. Also, you should name the image files so that they correspond to an ID column (or other column) of the attribute to which they are associated. To include a dynamic image in a document using a URL 1 Open a document in Design or Editable Mode. 2 Add a data source that contains the attribute for which you want to display dynamic images. 3 From the Insert menu, select Image. 4 Use the cross-hairs cursor to place an image object in the desired section of the Document Editor. 5 In the Properties and Formatting window, under Image, in the Source box, enter the URL for the image. For example, The dynamic text box, {Item@ID}, automatically associates the appropriate image file with its corresponding attribute element. If the image is located on a file server and you want to use an absolute path, you type the URL as \\computername\sharedimagefolder\{item@id}.jpg where computername is the name of the machine that stores the image and sharedimagefolder represents the folder that contains the image. If the image is located on a file server and you want to use a relative path, you type it as Images\{Item@ID}.jpg 170 Useful Design Techniques 2011 MicroStrategy, Inc.

171 MicroStrategy Report Services: Document Essentials Useful Design Techniques 5 Drilling on Grid/Graphs You can enable drilling on grids and graphs in documents. Drilling provides additional interactivity to your documents as well as offers users investigative paths for discovering trends and identifying the source for exceptions in reports. On a given grid/graph, you can enable drilling to attributes already contained within the source dataset for the grid/graph. When you drill within the source dataset, the drill result displays in the same window as your document. You can also enable drilling outside the source dataset, which opens a new report in a separate window and takes you to other attributes available in the project. For example, the document below contains a grid that lets you drill only to other attributes within the source dataset for the grid. When you right-click Call Center in the grid, the drill options you see include only the Region attribute that exists in the dataset: Drill Within on a Grid in a Document In the next example, the document contains a grid that lets you drill to any attribute in the project. When you right-click Call Center in the grid, the drill options display all of the project drill paths with no restrictions, as shown on the next page: 2011 MicroStrategy, Inc. Useful Design Techniques 171

172 5 Useful Design Techniques MicroStrategy Report Services: Document Essentials Drill Anywhere on a Grid in a Document When you select any of these target attributes, a new page opens with the drill report results. To enable drilling on a grid/graph in a document: 1 Open the document in either Design or Editable Mode. 2 Right-click the desired grid/graph and select Properties and Formatting. 3 In the Properties and Formatting window, under Properties, select Grid. 4 Under Drilling, in the Drill options drop-down list select Drill within to restrict drilling to the attributes within the source dataset. OR OR To enable drilling outside the source dataset, select Drill anywhere. To disable drilling, select No drilling. 5 Click OK. You can control other drilling behavior, such as whether to include the parent attribute and thresholds when drilling, by setting parameters in the MicroStrategy Web user preferences. 172 Useful Design Techniques 2011 MicroStrategy, Inc.

173 MicroStrategy Report Services: Document Essentials Useful Design Techniques 5 Creating Multiple Layout Documents After completing this topic, you will be able to: Create a multiple layout document and understand the default rules. Documents can display different layouts in a single document. Using multiple layouts, you can combine independently maintained documents into a single unified dashboard to create statements or report books. When you create a multiple layout document, you perform either of the following actions: Import existing documents into a new document. Each document displays on its own layout tab in the new document. OR Add a new blank layout to an existing document. The document displays its original layout, plus a new blank layout tab that you can continue to format. In MicroStrategy Desktop, you can right-click multiple reports and select Create Document. Each report displays on its own layout tab in the new document. When you import existing documents into a new document, the following rules apply: The datasets of the imported source document are automatically included in the new document s Dataset Objects pane. Each layout tab can have its own default grouping and sorting dataset. Each layout tab can have its own grouping objects. Each layout tab can display data in its own distinct sort order, as defined by any grouping objects or with the grouping and sorting dataset. Each layout tab can have its own page setup options, such as paper size, margins, page orientation, scaling and horizontal fit or overflow. Each layout can have its own border and background color. Each layout can have its own autostyle. All layouts can use all datasets imported into the document MicroStrategy, Inc. Creating Multiple Layout Documents 173

174 5 Useful Design Techniques MicroStrategy Report Services: Document Essentials The Page Header and Page Footer sections are shared sections, meaning that their contents display on every layout in the document, by default. However, you can configure these sections to display differently for each layout. When you add a layout, the Document Header and Document Footer sections are replaced by the Layout Header and Layout Footer. These sections print at the beginning and end of the layout. There is no limit to the number of layouts that a document can contain. However, the more layouts you include, the more time it might take to render the document. In the example shown below, three existing documents are imported into a new multiple layout document. The first layout tab displays as follows: Layout Creating Multiple Layout Documents 2011 MicroStrategy, Inc.

175 MicroStrategy Report Services: Document Essentials Useful Design Techniques 5 The second layout tab displays as follows: Layout 2 The third layout tab displays as follows: Layout 3 Each layout tab uses different grouping attributes MicroStrategy, Inc. Creating Multiple Layout Documents 175

176 5 Useful Design Techniques MicroStrategy Report Services: Document Essentials To import existing documents into a new multiple layout document: 1 Open a document in Design view. 2 On the Insert menu, select Layout. 3 In the Insert Layout window, select the Browse Documents tab. 4 Locate the desired document and click OK. Exporting Multiple Layout Documents to Microsoft Excel When you export a multiple layout document to Microsoft Excel, each layout of the document automatically displays on its own worksheet in the Microsoft Excel workbook. 176 Creating Multiple Layout Documents 2011 MicroStrategy, Inc.

177 MicroStrategy Report Services: Document Essentials Useful Design Techniques 5 Lesson Summary In this lesson, you learned: Calculated expressions are dynamic text boxes that use arithmetic operators or advanced mathematical functional in combination with metrics from one or more datasets in a document. Conditional formatting enables you to define specific formatting for objects that satisfy user-defined, data-driven conditions. Tooltips enable you to provide static or dynamic descriptions of objects that you include in a document. You can include dynamic images in documents by using dynamic text (such as {Employee@ID}) in the image source, which points to a specific image located on a Web server or file server. Document designers can enable or disable drilling on grid/graphs in documents. They can enable users to drill within a grid/graph to other attributes contained in the source dataset. They can also enable users to drill to any project attributes, even those not contained in the source dataset. You can create multiple layout documents MicroStrategy, Inc. Lesson Summary 177

178 5 Useful Design Techniques MicroStrategy Report Services: Document Essentials 178 Lesson Summary 2011 MicroStrategy, Inc.

179 MicroStrategy Report Services: Document Essentials Exercises: Useful Design Techniques Conditional Formatting and Dynamic Tooltips Overview In this exercise, you will apply conditional formatting and a dynamic tooltip to the existing Inventory by Subcategory document, which is located in the Shared Reports\Enterprise Reporting Documents folder. When you complete the exercise, your document should resemble the following image: If you want to create the document without following step-by-step instructions, you can use the following information as a guide: The {[# of Items]} dynamic text box has a dynamic tooltip that shows the subcategory and category for the value MicroStrategy, Inc. Exercises: Useful Design Techniques 179

180 MicroStrategy Report Services: Document Essentials The dynamic text box has conditional formatting so that any items with Excess Items greater than or equal to 0 display in red, bold, and italics. When you select Electronics - Miscellaneous in the Subcategory page-by, you should see the conditional formatting take effect. Detailed Instructions: 1 In the Shared Reports\Enterprise Reporting Documents folder, right-click the Inventory by Subcategory document and select Edit to open the document in Design Mode. 2 Keep the default prompts answers and click Edit in Design Mode. Define the dynamic tooltip 3 In the Detail Header section, right-click the {[# of Items]} dynamic text box and select Properties and Formatting. 4 In the Properties and Formatting window, under Properties, select General. 5 In the Tooltip box, type Item count for {Subcategory} in the {Category} category. 6 Click OK. Define the conditional formatting 7 In the Detail section, right-click the {Item@DESC} dynamic text box, point to Conditional Formatting, and select Advanced. 8 In the Conditional Formatting window, in the Filter On drop-down list, select Excess Units. 9 Keep the operator as Greater than or equal to. 10 Keep the value as Click Apply, as shown below: 180 Exercises: Useful Design Techniques 2011 MicroStrategy, Inc.

181 MicroStrategy Report Services: Document Essentials 12 On the toolbar, click Cell Formatting: 13 In the Format window, on the Font tab, under Style, select Bold Italic. 14 In the Color drop-down list, select Red. 15 Click OK. 16 In the Conditional Formatting window, select the Allow user to toggle conditional formatting on and off option. 17 Click OK. Save the document and view the results 18 Save the document to My Reports, naming it My Inventory by Subcategory. 19 Run the newly saved document. 20 In the prompt, select Electronics-Miscellaneous and move it to the Selected pane. 21 Click Run Document. 22 From the Subcategory page-by, select Electronics - Miscellaneous to view the conditional formatting effect. 23 Mouse over the # of items data value (15) to view the dynamic tooltip MicroStrategy, Inc. Exercises: Useful Design Techniques 181

182 MicroStrategy Report Services: Document Essentials Create Multiple Layout Document Overview In this exercise, you will create a document from an existing report. You will then add two more layouts to the document. When you complete the exercise, the first layout of your document should resemble the following image: Detailed Instructions Create a document from an existing report 1 In the Shared Reports\Business Roles\Regional Sales Managers folder, right-click the Regional Sales Management Report and select Create Document. The Category page-by automatically converts into a grouping attribute in the document. Create a multiple layout document - Import a document 2 In the Document Editor, on the Insert menu, select Layout. 3 In the Insert Layout window, on the Browse Documents tab, browse to the Shared Reports\Enterprise Reporting Documents folder. 4 Select the Shipping Analysis document. 182 Exercises: Useful Design Techniques 2011 MicroStrategy, Inc.

183 MicroStrategy Report Services: Document Essentials 5 Click OK. The Shipping Analysis document displays on a second layout tab with its own dataset and grouping objects. Add another layout 6 At the top of the document, above the Grouping panel, click the green plus sign to add another layout, as shown below: 7 In the Insert Layout window, on the Dashboard Layouts tab, select 01 Blank Dashboard. 8 Click OK. 9 In the Body section, click Add Content and select Report. 10 In the Shared Reports\Subject Areas\Sales and Profitability Analysis folder, select the Revenue over Time report. 11 Click OK. 12 Right-click Shipping Analysis tab and select Move Left. 13 Right-click Layout 1 and select Rename. 14 In the Rename Layout: Layout 1 window, for the Name, type Regional Sales Information and click OK. 15 Perform steps 13 and 14 to rename Layout 2 as Revenue over Time. 16 After you study the multiple layout document, save it to the My Reports folder, naming it Multiple Layout Example MicroStrategy, Inc. Exercises: Useful Design Techniques 183

184 MicroStrategy Report Services: Document Essentials Optional Exercise: Balanced Scorecard Document Overview In this exercise, you will create a document that uses static and dynamic text boxes, calculated expressions, conditional formatting, a rectangle, and an image. When you complete the exercise, your document should resemble the following image: You will design one portion the Financial Perspective portion of a balanced scorecard. To view an example of a complete balanced scorecard document, run the Balanced Scorecard document located in the Shared Reports\Enterprise Reporting Documents folder. Instructions Use the Balanced Scorecard Dataset and the Balanced Scorecard Targets reports as your datasets. Both reports are located in the Shared Reports\MicroStrategy Platform Capabilities\MicroStrategy Report Services\Datasets\Balanced Scorecard folder. Group by Month (from the Balanced Scorecard Dataset dataset). Define the page orientation as Landscape. 184 Exercises: Useful Design Techniques 2011 MicroStrategy, Inc.

185 MicroStrategy Report Services: Document Essentials Use static and dynamic text boxes as shown in the Design Mode image on the next page. Define the {Targetmargin} text box to display as a percentage with 0 decimal places. Define two calculated expressions: {Revenue/Targetrevenue} {[Profit Margin]-Targetmargin} Format both calculated expressions to display as percentages with 2 decimal places. Apply conditional formatting to the {[Profit Margin]-Targetmargin} calculated expression so that when the text box values are less than -.01, they display a red circle. (See Detailed Instructions for more tips.) Allow users to toggle the conditional formatting on and off. Use a rectangle with white fill color and black line color to surround the legend. Use a static text box with the letter l (as in love ) in the Wingdings font to display the red circle in the legend. (See Detailed Instructions for more tips.) Insert an image with images\bsc_map.jpg as the image source MicroStrategy, Inc. Exercises: Useful Design Techniques 185

186 MicroStrategy Report Services: Document Essentials Use the following image of the document in Design Mode as a guide: Detailed Instructions If you need help defining the conditional formatting, follow these detailed instructions: 1 Right-click the {[Profit Margin]-Targetmargin} text box, point to Conditional Formatting, and select Advanced. 2 In the Conditional Formatting window, in the Filter On drop-down list, select Selected Text Field (at the very bottom of the list). 3 In the operator drop-down list, select Less than. 4 In the value box, type Click Apply: 6 Click Cell Formatting: 186 Exercises: Useful Design Techniques 2011 MicroStrategy, Inc.

187 MicroStrategy Report Services: Document Essentials 7 In the Format window, select the Replace Data option. 8 In the drop-down list, select Quick Symbol. 9 In the quick symbol drop-down list, keep the default selection (circle). 10 On the Font tab, in the Color drop-down list, select Red. 11 Click OK. 12 In the Conditional Formatting window, select the Allow user to toggle conditional formatting on and off option. 13 Click OK to return to the document. If you need help to define the legend, follow these detailed instructions: 1 Insert a rectangle to serve as the background for the legend. 2 With the rectangle selected, use the Format toolbar to set the fill color to white and the line color to black. 3 Insert a text box on top of the rectangle and type Below Expectations. 4 Format the text box to display in Italics. 5 Insert another text box on top of the rectangle and type l (as in love ). 6 With the text box selected, use the Format toolbar to change the font to Wingdings and the font color to Red. Changing the font should turn the l into a circle MicroStrategy, Inc. Exercises: Useful Design Techniques 187

188 MicroStrategy Report Services: Document Essentials 188 Exercises: Useful Design Techniques 2011 MicroStrategy, Inc.

189 6 LINKING FROM DOCUMENTS Lesson Description In this lesson, you will learn how to use links to enable users to navigate from a document to other reports, documents, or websites. With links, you can suggest investigative workflows to the users who analyze your documents MicroStrategy, Inc. 189

190 6 Linking from Documents MicroStrategy Report Services: Document Essentials Lesson Objectives After completing this lesson, you will be able to: Use links to enable navigation to websites and additional documents and reports, passing prompt answers if desired. After completing the topics in this lesson, you will be able to: Use different types of links to navigate to websites, static documents and reports, or prompted documents and reports. (Page 191) 190 Lesson Objectives 2011 MicroStrategy, Inc.

191 MicroStrategy Report Services: Document Essentials Linking from Documents 6 Document Linking After completing this topic, you will be able to: Use different types of links to navigate to websites, static documents and reports, or prompted documents and reports. A link is a connection in a document to another document, a report, or a web page. A link enables you to navigate from a source document to a target document or report and to pass parameters to answer any prompts in the target document or report. You can link from a text box, an image, or an object on a grid/graph within a document. While you can create links in both MicroStrategy Desktop and MicroStrategy Web, they are functional only in MicroStrategy Web (in all modes except Design Mode). Linking a Document to a Web Page You can create a link in a document to point to a website. You associate the link with a text box or an image. In the document shown below, the document s title text box leads users to the MicroStrategy corporate website: Link on a Text Box to a Website The title text box also contains a tooltip describing the destination for the hyperlink. You define the tooltip within the text box s properties, independent of the hyperlink MicroStrategy, Inc. Document Linking 191

192 6 Linking from Documents MicroStrategy Report Services: Document Essentials To link a document to a web page using the Links Editor: 1 Open a document in Design or Editable Mode. 2 Insert a text box (or an image) in the document. 3 In the text box, enter text, such as the document s title or Click here to go to X website. 4 Right-click the text box and select Edit Links. The Links Editor opens, as shown below: 5 In the Links Editor, in the Url display text box, type the name that you want displayed if the user right-clicks the text box and points to Links. Users can right-click the text box and point to Links in Interactive or Editable Mode. Naming the hyperlink is recommended, particularly if you define multiple links on one text box. 6 Select Navigate to this URL. 7 Type the URL for the target website in the corresponding box. 192 Document Linking 2011 MicroStrategy, Inc.

193 MicroStrategy Report Services: Document Essentials Linking from Documents 6 8 If you want the hyperlink to open in a new browser window, in the Links Editor, select the Open in new window option. If you do not select the Open in new window option, the hyperlink opens the target website within the same browser window as the current document, replacing the current document. 9 Click OK. When you create a link using the Links Editor, it functions in all MicroStrategy Web document display modes, except for Design Mode. However, the link does not function for MicroStrategy Desktop users who run the document to PDF. To accommodate Desktop users, you should consider creating a hyperlink instead. For information on hyperlinks, see Hyperlinks in a Document starting on page MicroStrategy, Inc. Document Linking 193

194 6 Linking from Documents MicroStrategy Report Services: Document Essentials Linking to a Specific Report or Document Just as you can link a document to a website, you can link a document to another MicroStrategy report or document. The target report or document can contain similar information as the source, or it can be completely unrelated. For example, in the Shipping Analysis document shown below, you can click a link to execute an unrelated document called Inventory by Subcategory: Source Document with Shipping Information Target Document with Unrelated Inventory Information 194 Document Linking 2011 MicroStrategy, Inc.

195 MicroStrategy Report Services: Document Essentials Linking from Documents 6 To link a document to another report or document: 1 Open the source document in Design or Editable Mode. 2 Insert a text box to serve as the link. 3 Right-click the text box and select Edit Links. 4 In the Links Editor, in the Url display text box, type a name for the link, if desired. 5 Under When this link is clicked, select Run this report or document and locate the desired target report or document. 6 Select the Open in new window option if you want the target report or document to display in a new browser window. 7 Click OK MicroStrategy, Inc. Document Linking 195

196 6 Linking from Documents MicroStrategy Report Services: Document Essentials Linking from a Dynamic Text Box to Simulate Drilling You can use a link to simulate drilling, where you start at one level of analysis (the source document) and drill to another level of analysis (the target report or document). For example, the source document below contains regional sales information. You can click a specific region to execute another document that displays sales for the call centers ( stores ) in that region, as shown below: Source Document at the Region Level Target Document at the Call Center Level To simulate drilling between a source document and a target report or document, the target must be prompted. When you click a specific attribute element (such as the Northeast region) from the source document, you pass the attribute element as the prompt answer to the prompted target report or document. Therefore, the target report or document must contain an element prompt for the same attribute for which you are passing the element answer from the source document. In the example, the target document contains a prompted dataset that requires a prompt answer for the Region attribute. To link from a text box to simulate drilling: 1 Open the source document in Design or Editable Mode. 2 Right-click the dynamic text box, such as {Region}, from which you want to drill and select Edit Links. 196 Document Linking 2011 MicroStrategy, Inc.

197 MicroStrategy Report Services: Document Essentials Linking from Documents 6 3 In the Links Editor, in the Url display text box, type a name for the link, if desired. 4 Under When this link is clicked, select Run this report or document and locate the desired target report or document. The target report or document must have a prompt for the same attribute for which you are passing an element answer. 5 The target s prompts display in the box, as shown below: 2011 MicroStrategy, Inc. Document Linking 197

198 6 Linking from Documents MicroStrategy Report Services: Document Essentials In the bottom drop-down list, select one of the following prompt answer methods: Prompt Behavior in Document Links Prompt Answer Method Answer with the same prompt from the source Prompt User Answer with an empty answer Answer dynamically Use default answer Requirements Same prompt in the target and source None Target prompt must not be required Attribute element prompt in target None Prompts in the Target are Answered by... The prompt answer from the source The user (prompts are displayed when the target is executed) Nothing (no prompt answer is provided from the target to the source and the user is not prompted) The object selected in the source (for example, the attribute element that the user clicks) The default prompt answer for the target prompt 6 Select the Open in new window option if you want the target report or document to display in a new browser window. 7 Click OK. In the drilling example described in this section, the chosen prompt answer method is Answer dynamically. Similar to the dynamic text box example, you can define links on a specific object (attribute, metric, object prompt, and so forth) within a grid/graph on a document. When you select a particular attribute element, the selection gets passed as a prompt answer to the target document or report that contains a prompt for the same attribute. 198 Document Linking 2011 MicroStrategy, Inc.

199 MicroStrategy Report Services: Document Essentials Linking from Documents 6 In the example shown below, the user clicks the Northeast customer region on the grid, which executes a target report that shows the number of customers in that region: Source Document with Customer Region Information Linking from a Prompted Document to a Prompted Target You can define a link to pass a source document s prompt answers to a prompted target report or document. To accomplish this, you choose the Answer with the same prompt from the source option in the Links Editor. Also, the source and the target must use the same prompt object MicroStrategy, Inc. Document Linking 199

200 6 Linking from Documents MicroStrategy Report Services: Document Essentials For example, the Revenue vs. Forecast document shown below requires prompt answers at run time for the region, category, and quarter. If you select three eastern regions, the Electronics category, and four quarters in 2010, the document displays the following results: Prompted Source Document Results When you define a link on the Region attribute within the document s grid, you can navigate to the Sales by Region prompted report that contains prompts for region and category. In the image shown below, the user right-clicks the Region grid header, points to Links, and selects Sales by Region. Link from a Prompted Document to a Prompted Report 200 Document Linking 2011 MicroStrategy, Inc.

201 MicroStrategy Report Services: Document Essentials Linking from Documents 6 When you click the link, your original prompt answers (three eastern regions and the Electronics category) get passed to the target report as follows: Prompted Target Report Because the target report does not contain a prompt for quarter, the prompt answers from the source document (four quarters in 2010) are ignored. You accomplish this type of usage scenario by defining the link as follows: 2011 MicroStrategy, Inc. Document Linking 201

202 6 Linking from Documents MicroStrategy Report Services: Document Essentials Both the Region selection and Category selection prompts use the Answer with the same prompt from the source option. There are additional ways that you can define links, depending on the usage scenario and the contents of the target report or document. To learn more about them, refer to the Report Services Document Creation Guide product manual. Linking from a Document to Multiple Targets With so many linking possibilities, you can even define links from one object (a text box or a grid/graph) to multiple targets. For example, the grid in the document below contains links to multiple prompted reports. Users right-click any customer region element, point to Links, and choose their target report: Source Document with Link to Multiple Target Reports Users can right-click the linked object to view the list of links in Interactive and Editable Mode, but not Flash Mode. To define multiple links: 1 In the Links Editor, click New and define the link. 202 Document Linking 2011 MicroStrategy, Inc.

203 MicroStrategy Report Services: Document Essentials Linking from Documents 6 To set a default link: 1 In the Links Editor, under Select the link you wish to edit box, select the link that you want to set as the default. 2 Click Set as Default: The default link is the link that takes effect when users click directly on the linked object. The default link works in all modes, except Design Mode. You can also clear the default link for an object. If no links are defined as the default link for a particular object, the object is not underlined when viewed in MicroStrategy Web, but the links still function. To do this, in the Link Editor, select the default link and click Clear Default: Hyperlinks in a Document Hyperlinks are links you define within the object s Hyperlink property, not using the Links Editor. With hyperlinks, MicroStrategy Desktop and MicroStrategy Web users are able to click the link and navigate to a target website. To link a document to a Web page using object properties: 1 Open a document in Design or Editable Mode. 2 Insert a text box (or an image) in the document. 3 Right-click the text box and select Properties and Formatting. 4 In the Properties and Formatting window, under Properties, select General. 5 Under Navigation, select the Is hyperlink option. 6 In the Hyperlink box, type the URL for the target website MicroStrategy, Inc. Document Linking 203

204 6 Linking from Documents MicroStrategy Report Services: Document Essentials 7 Clear or select the Open in new window option, depending on whether you want the target website to open in a new window or replace the document in the current window. 8 Click OK. Hyperlinks are fully customizable. Currently, the Links Editor provides access to most link functionality all in one user-friendly window. To define more advanced types of links (such as links that automatically , export, or subscribe to the target), you can still use the Hyperlink box and manually enter the desired syntax. For information on the proper syntax, refer to the Report Services Document Creation Guide product manual. 204 Document Linking 2011 MicroStrategy, Inc.

205 MicroStrategy Report Services: Document Essentials Linking from Documents 6 Lesson Summary In this lesson, you learned: Links in documents make it possible to navigate to other reports, documents, and websites. You can define links to websites on text boxes or images. You can define links to other reports or documents on text boxes, images, and grid objects within documents. You can simulate drilling on documents by passing selected elements to prompted reports or documents. You can pass prompt answers from a prompted source document to a prompted report or document. You can define links to open the target in the same window as the source document or in a new browser window. If you want MicroStrategy Desktop users to be able to click links in a PDF document, you must define the link using the Hyperlink option in the object s properties MicroStrategy, Inc. Lesson Summary 205

206 6 Linking from Documents MicroStrategy Report Services: Document Essentials 206 Lesson Summary 2011 MicroStrategy, Inc.

207 MicroStrategy Report Services: Document Essentials Exercises: Linking from Documents Links to Prompted Targets and a Website Overview In this exercise, you will create different types of links on a predefined document called Supply Chain Management Report. You will use the links to navigate to a prompted document, a prompted report, and a website. When you complete the exercise, your document should resemble the following image: The links are encircled in the image above MicroStrategy, Inc. Exercises: Linking from Documents 207

208 MicroStrategy Report Services: Document Essentials If you want to create the document without following step-by-step instructions, you can use the following information as a guide: Use the Supply Chain Management Report, located in the Shared Reports\Enterprise Reporting Documents folder. The Supply Chain Management Report static text box contains a link that points to the MicroStrategy corporate Web site, which is The Central Region dynamic text box contains a link that passes the region element to the prompted Store Performance Management Dashboard (For a Specific Region), which is located in the Shared Reports\Enterprise Reporting Documents folder. The Category attribute in the Category Performance grid contains a link that passes the category element to the prompted Units Sold and Profit by Supplier, Select a Category report, which is located in the Shared Reports\Subject Areas\Supplier Analysis folder. All of the links described above open in a new window. Save the document so that it displays in Interactive Mode by default. Detailed Instructions Run the predefined document 1 In the Shared Reports\Enterprise Reporting Documents folder, run the Supply Chain Management Report. 2 Switch to Design Mode to begin adding links. Add a link from a static text box to the MicroStrategy corporate website 3 In the Region Header, right-click the Supply Chain Management Report text box and select Edit Links. 4 In the Links Editor, in the Url display text box, type MicroStrategy. 5 With Navigate to this URL selected, type 6 Select the Open in new window option. 7 Click OK. The title text box should be underlined. 208 Exercises: Linking from Documents 2011 MicroStrategy, Inc.

209 MicroStrategy Report Services: Document Essentials Add a link from a dynamic text box to a prompted document 8 In the Region Header, right-click the {Region} Region dynamic text box and select Edit Links. 9 In the Links Editor, in the Url display text box, type Store Performance Management Dashboard. 10 Under When this link is clicked, select Run this report or document. 11 Under Run this report or document, click Select Target. 12 In the Shared Reports\Enterprise Reporting Documents folder, select the Store Performance Management Dashboard (For a specific Region) document, and click OK. 13 In the Links Editor, with the Choose from all elements of Region option selected, in the bottom-most drop-down list, select Answer dynamically. 14 Select the Open in new window option. 15 Click OK. Save and run the document 16 Save the document to the My Reports folder, naming it Supply Chain Management Report with Links. 17 Run the newly saved document. 18 In Express Mode, click the Supply Chain Management Report link. If you receive a security warning message, click Yes. 19 In the new browser window, view the MicroStrategy corporate website and close the window. 20 Back in the document, click the Central Region link. You might have to press the CTRL key and click the link to disable any pop-up blockers on your computer. 21 In the new browser window that displays the Store Performance Management Dashboard, select the Call Center page-by to confirm that only the Central call centers (Milwaukee and Fargo) display in the drop-down list MicroStrategy, Inc. Exercises: Linking from Documents 209

210 MicroStrategy Report Services: Document Essentials 22 Close the window. 23 Back in the Supply Chain Management document, switch to Design Mode. Add a link from a grid to a prompted report 24 Scroll down to the grid that displays under the Category Performance title text box. 25 Select the grid, right-click the Category column header and select Edit Links. 26 In the Links Editor, in the Url display text box, type Units Sold and Profit by Supplier. 27 Under Run this report or document, click Select Target. 28 In the Shared Reports\Subject Areas\Supplier Analysis folder, select the Units Sold and Profit by Supplier, Select a Category report. 29 Click OK. 30 In the Links Editor, with Category selection selected, in the bottom-most drop-down list, select Answer dynamically. 31 Select the Open in new window option. 32 Click OK. 33 In the document, on the Home menu, select Page Setup. 34 In the Properties window, under Document Properties, select Document. 35 Under Run Modes, under Available Display Modes, select the Interactive option. 36 In the Run by default as drop-down list, select Interactive. 37 Click OK. 38 Switch to Interactive Mode. 39 On the Category Performance grid, click the Movies column header. 40 In the new browser window, study the Units Sold and Profit by Supplier, Select a Category report and close the window. 210 Exercises: Linking from Documents 2011 MicroStrategy, Inc.

211 MicroStrategy Report Services: Document Essentials The Report Details show that the Movies category does indeed filter the report results. 41 Save the document again, overwriting the previous version. Link from a Prompted Source to a Prompted Target Overview In this exercise, you will create a document from a prompted report. You will then create a link that passes the source document s prompt answers to a prompted target report. When you complete the exercise, and you run the document selecting the Central and South regions at run time, your document should resemble the following image: 2011 MicroStrategy, Inc. Exercises: Linking from Documents 211

212 MicroStrategy Report Services: Document Essentials After you click one of the region element links (such as Central shown above) and pass the source document s prompt answers, the target report should resemble the following image: If you want to create the document without following step-by-step instructions, you can use the following information as a guide: Create a document from the Shared Reports\Subject Areas\Sales and Profitability Analysis\Revenue vs. Last Year by Region and Quarter report. To make the report look more like a document, add a Revenue vs. Last Year s Revenue title text box in the Document Header. In the grid on the document, create a link on the Region attribute that points to the Item and Order Tracking report, which is located in the Shared Reports\Subject Areas\Inventory and Supply Chain Analysis folder. Define the link so that the region prompt answers you select in the source document are passed to the prompted Item and Order Tracking report. The quarter prompt in the target report should use the default answers. Save the source document so that it displays in Interactive Mode by default. 212 Exercises: Linking from Documents 2011 MicroStrategy, Inc.

213 MicroStrategy Report Services: Document Essentials Detailed Instructions Create a document from an existing prompted report 1 In the Shared Reports\Subject Areas\Sales and Profitability Analysis folder, right-click the Revenue vs. Last Year by Region and Quarter report and select Create Document. 2 For the Region prompt, select all regions and click Edit in Design Mode. 3 In Design Mode, insert a title text box in the Document Header entitled Revenue vs. Last Year s Revenue and format it as you like. Create a link from a grid to a prompted report 4 In the Detail Header, select the grid. 5 Right-click the Region attribute and select Edit Links. 6 In the Links Editor, in the Url display text box, type Item and Order Tracking. 7 Under Run this report or document, click Select Target. 8 In the Shared Reports\Subject Areas\Inventory and Supply Chain Analysis folder, select the Item and Order Tracking report and click OK. 9 With Region selection selected, in the bottom-most drop-down list, make sure Answer with the same prompt from the source is selected. 10 Select Elements of Quarter. 11 In the bottom-most drop-down list, select Use Default Answer. 12 Select the Open in new window option. 13 Click OK. Save the document and run it 14 Save the document to the My Reports folder, naming it Revenue vs. Last Year with Links. 15 In the Save window, under the Advanced options, make sure that the Display prompt and use the current answers as the default answers option is selected MicroStrategy, Inc. Exercises: Linking from Documents 213

214 MicroStrategy Report Services: Document Essentials 16 Run the newly saved document, selecting the Central and South regions at run time. 17 On the document grid, click the Central link. Alternatively, you could right-click the Region header, point to Links, and select Item and Order Tracking. 18 In the new browser window, study the Item and Order Tracking report. The Report Details show that even though you selected the Central link, all of the prompt answers from the source document get passed to the prompted target report. Also, the quarter prompt does not display at run time because the default prompt answer is used to resolve the quarter prompt. 214 Exercises: Linking from Documents 2011 MicroStrategy, Inc.

215 7 MULTIPLE DATASET AND PERFORMANCE CONSIDERATIONS Lesson Description In this lesson, you will study the behavior of documents that contain multiple datasets. You will also learn some MicroStrategy recommendations on producing documents that perform efficiently MicroStrategy, Inc. 215

216 7 Multiple Dataset and Performance Considerations MicroStrategy Report Services: Document Essentials Lesson Objectives After completing this lesson, you will be able to: Understand the implications of using multiple datasets in Report Services documents. Describe best practices for improving the performance of your documents. After completing the topics in this lesson, you will be able to: Understand how Report Services documents combine data from multiple datasets. (Page 217) Explain how Report Services documents can use datasets from multiple data sources. (Page 227) Optimize the datasets that you use in Report Services documents. Optimize documents for their output formats. (Page 229) 216 Lesson Objectives 2011 MicroStrategy, Inc.

217 MicroStrategy Report Services: Document Essentials Multiple Dataset and Performance Considerations 7 Multiple Dataset Join Behavior After completing this topic, you will be able to: Understand how Report Services documents combine data from multiple datasets. Compound Joins and Virtual Datasets You can control whether a dataset serves as the primary or secondary dataset for a document. These options are important when it comes to how the Intelligence Server combines the datasets to generate the document s output. Before you start assigning datasets as primary or secondary datasets, you should understand the general process by which Intelligence Server combines datasets for documents. When you create a document with two or more datasets, Intelligence Server performs a compound join between the datasets. A compound join combines all related data, so common attribute elements are matched. Then, beginning with the first row of each dataset and continuing to the last, the compound join creates a row in a virtual dataset. The virtual dataset is the complete set of joined rows held in memory, consisting of all attributes, custom groups, consolidations, and metrics. Metrics always come from their respective datasets and calculate only at the level of their dataset. In the generic example below, notice a common attribute, Attribute A, exists in both datasets. When Intelligence Server performs the compound join, the attribute elements for A are matched and displayed once in the final output. Virtual Dataset - Generic Example 2011 MicroStrategy, Inc. Multiple Dataset Join Behavior 217

218 7 Multiple Dataset and Performance Considerations MicroStrategy Report Services: Document Essentials Any objects that are not held in common between the datasets, such as attribute B and metrics M1 and M2, are appended to the virtual dataset. The next four scenarios further illustrate multiple dataset behavior. In these scenarios, the document demonstrates the default behavior where all datasets are considered primary datasets. You will learn more about primary and secondary datasets later in this lesson. Scenario 1: Multiple datasets with the same attributes and same filter In this scenario, you create a document using multiple datasets that have the same attributes and the same filter. As a result, the document behaves as if it contains only one dataset. The following sample reports represent the datasets included in the document. Notice that only the metrics differ between the two datasets. Dataset 1 contains the Revenue and Units Sold metrics, while dataset 2 contains the Profit metric. Scenario 1 Datasets When you execute the document, Intelligence Server performs a compound join and creates a virtual dataset by joining the two datasets. In this case, because the attributes and the report filters are the same, the Detail section displays the same number of rows, but with all three metrics displayed together, as shown below: Scenario 1 Detail Section Output 218 Multiple Dataset Join Behavior 2011 MicroStrategy, Inc.

219 MicroStrategy Report Services: Document Essentials Multiple Dataset and Performance Considerations 7 Generally, if you have many datasets that contain the same attributes and filters, you should combine them into a single dataset with all of the required metrics. It takes Intelligence Server time to join datasets together, even when they contain common objects. To improve document performance, you should combine datasets whenever possible. Scenario 2: Multiple datasets with the same attributes and a different filter In this scenario, you create a document using multiple datasets that contain the same attributes but use different filters. In this case, the document again behaves as if it contains only one dataset, but with some data missing. The reports shown below represent the datasets included in the document. Notice how the Dataset 1 retrieves data for Year 2009 and 2010, and the Dataset 2 retrieves data for only You define the filter criteria for each dataset in the report filter or with prompt answers you submit at run-time. Also, notice that the Dataset 1 does not contain data for the Mid-Atlantic region in 2010 (unlike the previous scenario). As seen below, the Detail section displays the content from both datasets with nulls where the data does not exist. Scenario 2 Datasets and Detail Section Output Scenario 3: Dataset with a superset of attributes in another dataset When you use a dataset whose attributes are a superset of the attributes in another dataset, the Detail section displays data at the level of the superset dataset MicroStrategy, Inc. Multiple Dataset Join Behavior 219

220 7 Multiple Dataset and Performance Considerations MicroStrategy Report Services: Document Essentials For example, consider the following scenario: Dataset 1 contains Region, Year, and Category Dataset 2 contains Region and Year Dataset 3 contains Region and Category The following filter conditions apply to all three datasets: Year: 2009 and 2010 Region: Mid-Atlantic Category: All Scenario 3 Datasets The Detail section displays data at the level of Region, Year, and Category with the metrics coming from their respective datasets. In this example, each metric comes from a different dataset. Since Revenue comes from the primary dataset, it calculates at the Region-Year-Category level. The Profit metric comes from the second dataset, so it calculates at the Region-Year level. Finally, the Cost metric comes from the third dataset and calculates at the Region-Category level. This is shown in the following figure. 220 Multiple Dataset Join Behavior 2011 MicroStrategy, Inc.

221 MicroStrategy Report Services: Document Essentials Multiple Dataset and Performance Considerations 7 Notice that the Detail section displays eight rows one row for each combination of Region, Year, and Category. Scenario 3 Detail Section Output Also, notice that the metrics never calculate at a more detailed level than the level of their source datasets. For example, the Profit metric repeats the same value for all four categories, because it calculates at the Year level, not the Category level. At first glance, it might appear that the Profit value $228,509 applies to the Mid-Atlantic region in 2009 for the Books category, but the value actually reflects the total profit for 2009 in the Mid-Atlantic region across all categories. Scenario 4: Multiple datasets with different attributes When you use datasets that have no common attribute among them, the Detail section displays the results of the compound join among all attributes in all datasets. Consider the following example: Dataset 1 contains Year Dataset 2 contains Region Dataset 3 contains Category All datasets contain a filter for 2009 and MicroStrategy, Inc. Multiple Dataset Join Behavior 221

222 7 Multiple Dataset and Performance Considerations MicroStrategy Report Services: Document Essentials The datasets are shown below: Scenario 4 Datasets The Detail section displays data at the level of Region, Year, and Category with the metrics calculating at the level of their respective datasets. Because no relationship exists among the attributes, Intelligence Server cannot join them in a meaningful way, as shown below: Scenario 4 Detail Section Output You see blank fields because metrics cannot calculate at a lower level than their datasets. For example, in its original dataset, the Cost metric calculates at the Category level. Even though the Detail section shows Cost for the Southeast region and the Movies category, the values represent only the Movies category, not the Southeast region. Similarly, in its original dataset, the Revenue metric calculates only at the Year level, so even though the Detail section displays Revenue for the Northeast region, the Books category, and the year 2009, the values actually reflect revenue for only year The Detail section does not display revenue for Northeast or Books because dataset 1, the source of the 222 Multiple Dataset Join Behavior 2011 MicroStrategy, Inc.

223 MicroStrategy Report Services: Document Essentials Multiple Dataset and Performance Considerations 7 Revenue metric, does not display data at those levels. When you compare the metric values at their respective levels in their datasets to the document results, you see that the document results do not make any sense. For this reason, MicroStrategy recommends designing documents with datasets that contain at least one common attribute, particularly when you add individual dynamic text boxes from the datasets to the Detail section. Grid/graphs in documents always derive their output directly from their respective datasets, not the virtual dataset. Virtual dataset only impacts the results of dynamic text boxes that you place in the various sections of a document. As a general rule, when you have datasets that contain very few common attributes, you should design your document to use grid/graphs in any of the Header or Footer sections, like you do for scorecards, dashboards, and other zone-based documents. For documents that use dynamic text boxes in the Detail section, such as banded-layout documents, use only datasets that share common attributes and combine the datasets whenever possible. Join Behavior - Primary and Secondary Datasets Now that you understand how Intelligence Server joins datasets behind the scenes to generate a document, you are ready to study the join behavior options. These options within the Document Editor give you more control over how Intelligence Server creates the virtual dataset for a document. The join behavior between datasets controls which attribute elements display in a document, particularly when the same attributes exist in several datasets within the document. If an attribute exists in several datasets, but one of the datasets contains only a subset of data for the attribute, you can specify the join behavior and control how many attribute elements render in the document MicroStrategy, Inc. Multiple Dataset Join Behavior 223

224 7 Multiple Dataset and Performance Considerations MicroStrategy Report Services: Document Essentials The best way to understand join behavior is to look at an example. The document shown below has two datasets, each with the Employee attribute. Dataset 1 returns a list of 5 employees, the top 5 employees by revenue, as shown below: Dataset 1 - Top 5 Employees by Revenue Dataset 2 returns a list of all employees for the regions you select at run time: Dataset 2 - Employees for Specific Regions 224 Multiple Dataset Join Behavior 2011 MicroStrategy, Inc.

225 MicroStrategy Report Services: Document Essentials Multiple Dataset and Performance Considerations 7 When you place dynamic text boxes for the attributes and metrics of these datasets in the Detail section of the Document Editor, with the default join behavior where both datasets are primary datasets, you see the following result set: Default Behavior - All Datasets are Primary Datasets Only five employees in the document have information about Call Center, Profit Margin, and Revenue since they are part of the Top 5 Employees by Revenue dataset (dataset 1). They also have information about Length of Employment since they exist in the Length of Employment dataset (dataset 2). The rest of the employees have information about Length of Employment only (no data for Call Center, Profit Margin, or Revenue), since they come from dataset 2. To effectively combine matching data from these two datasets and remove extraneous records, you can designate dataset 2 as a secondary dataset. Any employees from dataset 2 that do not exist in dataset 1 do not display in the document output, as shown below: Dataset 2 as a Secondary Dataset 2011 MicroStrategy, Inc. Multiple Dataset Join Behavior 225

226 7 Multiple Dataset and Performance Considerations MicroStrategy Report Services: Document Essentials In this simple example, you designate Dataset 1 as the primary dataset and Dataset 2 as the secondary dataset. However, it is possible to have multiple primary datasets (as you observed with the default behavior) and to have multiple secondary datasets. When you use more than two datasets, you can test different combinations and view the join results in the Detail section. The goal of assigning primary and secondary datasets is to combine the minimum number of data rows from all datasets, which produces a more efficient document. Assigning primary and secondary datasets affects documents that use dynamic text boxes in the Detail section, not documents that use grid/graphs in header or footer sections. Grid/graphs always render data from their respective datasets, regardless of the primary or secondary designations. To assign primary and secondary datasets: 1 Open a document in Design or Editable Mode. 2 In the Dataset Objects pane, right-click a dataset, point to Join Behavior, and select Primary or Secondary. The following rules summarize the primary and secondary join behavior between datasets with common attributes: All of the data elements from primary datasets display in the document output. Data elements from the secondary datasets display only if they match records in the primary dataset. These rules do not affect the display of grids and graphs. A data element from a secondary dataset displays in a grid/graph even if it does not match a data element in the primary dataset. As you have seen, you can study the join behavior of a document best when you use dynamic text boxes in the Detail section of a document. For more examples of dataset join combinations, refer to the Report Services Document Creation Guide product manual. 226 Multiple Dataset Join Behavior 2011 MicroStrategy, Inc.

227 MicroStrategy Report Services: Document Essentials Multiple Dataset and Performance Considerations 7 Datasets from Different Data Sources After completing this topic, you will be able to: Explain how Report Services documents can use datasets from multiple data sources. One of the greatest benefits of Report Services is the ability to combine data from multiple data sources within a single document. A document accesses data from multiple data sources using MDX reports, Freeform SQL reports, and standard MicroStrategy reports that use multisource functionality. MDX reports are specifically designed to extract data from SAP BW servers, Microsoft Analysis Services servers, or Hyperion Essbase servers. For more information on MDX reports, refer to the Advanced Reporting Guide or the MicroStrategy Desktop online help. Freeform SQL reports use your own custom SQL statements to access data against any relational database, Microsoft Excel workbook, or text file that is mapped in your MicroStrategy project. MicroStrategy offers multisource support in standard reports that you create in MicroStrategy Desktop or MicroStrategy Web. Multisource support makes it possible to define reports using attributes, metrics, and so on that come from more than one relational data source. After you create a multisource report, you can include it in Report Services documents. The fact that the document retrieves data from multiple sources is transparent to the user. Multisource reports are made possible by an Intelligence Server add-on product called MultiSource Option MicroStrategy, Inc. Datasets from Different Data Sources 227

228 7 Multiple Dataset and Performance Considerations MicroStrategy Report Services: Document Essentials For example, consider the following scenario where revenue data is stored in one data warehouse and forecast data is stored in a second data warehouse: Report with Objects from Multiple Data Sources To create a report that includes revenue and forecast revenue data for each region, you have to execute the report against both data warehouses to retrieve the result set. You obtain data for each of the metrics from their respective data warehouses. You can obtain region data from either data warehouse, since it exists in both databases. MultiSource Option enables you to create a report that runs across data sources. The project architect or administrator performs the required configuration for MultiSource Option and then MicroStrategy Desktop and Web users can create multisource reports. Because all of the processing happens behind the scenes, users may not even realize that their reports execute against multiple data sources. MultiSource Option works with any data source that you access using an ODBC driver, including text files and Microsoft Excel files. However, you do not use MultiSource Option to connect to MDX or other non-relational sources. For more information on multisource support, refer to the MicroStrategy Architect: Advanced Project Design course or the Project Design Guide product manual. 228 Datasets from Different Data Sources 2011 MicroStrategy, Inc.

229 MicroStrategy Report Services: Document Essentials Multiple Dataset and Performance Considerations 7 Document Performance Optimizations After completing this topic, you will be able to: Optimize the datasets that you use in Report Services documents. Optimize documents for their output formats. Report Services Document Execution Flow Report Services documents follow the execution flow shown below: Report Services Document Execution Flow The majority of the processing for documents occurs on the Intelligence Server machine. When you run a document, Intelligence Server must first process the document s datasets. Intelligence Server runs the datasets and constructs a single master dataset, or virtual dataset. The virtual dataset contains all of the attributes, metrics, thresholds, formatting, lines, groupings, and any other elements that are part of the document design structure. Intelligence Server then converts the document design structure to a readable format, either PDF or some form of readable XML (depending on the output). For MicroStrategy Office and HTML, the XML passes through the Web layer MicroStrategy, Inc. Document Performance Optimizations 229

230 7 Multiple Dataset and Performance Considerations MicroStrategy Report Services: Document Essentials Intelligence Server processes each document request the same way, regardless of the desired output format for a document. For PDF document requests, Intelligence Server generates the PDF file, which then gets passed directly to the client through the Web server. For PDF, no processing takes place on the Web server. For HTML documents, Intelligence Server generates the XML output. The XML is then passed to the Web server, where an HTML file is generated. The Web Server then passes the HTML file to the client machine as an HTML-formatted document that may or may not have fully active controls. For MicroStrategy Office documents, Intelligence Server generates the XML output. The request is then passed through the Web Services layer and the file is returned to the client s machine. For information on Flash documents, see the MicroStrategy Report Services: Dynamic Dashboards course. When you want to optimize document performance, you should consider optimizing the datasets in your document. Optimizing Datasets To improve the execution of your documents, consider the guidelines described in this topic. Reduce the Number of Datasets in a Document As a general rule, the more datasets you include in a document, the longer it takes for that document to execute, given the same amount of data returned. Every dataset within a document executes when you run the document, thus increasing the total processing time. 230 Document Performance Optimizations 2011 MicroStrategy, Inc.

231 MicroStrategy Report Services: Document Essentials Multiple Dataset and Performance Considerations 7 Use Datasets That Return Only the Necessary Data When you select the datasets you want to include in a document, choose those that return only the necessary data. For example, if you want to display information at the Year level, avoid using a dataset that returns data at the Day level. The more detailed your dataset, typically the more rows it returns and the longer the overall processing time. Also, if you have any attributes or metrics in a dataset that are not being used in the document, you should remove them from the dataset. Keep in mind that certain types of report objects, such as consolidations, custom groups, and smart metrics, are often more expensive in terms of performance. Datasets that contain these types of objects might take longer to process. For information on consolidations, custom groups, and smart metrics, refer to the MicroStrategy Desktop: Advanced Reporting 100 course or the Advanced Reporting Guide. Test Datasets Before Including Them in Documents You should test each dataset to ensure that it passes your performance requirements before you include it in a document. If a dataset takes too long to run, check the SQL generation and adjust the report s VLDB settings, indexing, or caching strategy to improve performance. VLDB (Very Large Database) properties are special settings that enable you to control various aspects of a report s execution, including the generation of the SQL. For more information on VLDB properties, refer to the System Administration Guide product manual. Enable Document and Report Caching Whenever possible, use the caching capabilities of Intelligence Server to save document results for future use. You can configure Intelligence Server to cache documents and their source datasets on a scheduled basis. When a document executes, Intelligence Server first looks for a valid cache for the document. If a cache is available, it retrieves the results from the cache instead of executing the document from scratch MicroStrategy, Inc. Document Performance Optimizations 231

232 7 Multiple Dataset and Performance Considerations MicroStrategy Report Services: Document Essentials If a valid cache does not exist for the document, Intelligence Server still checks to see if there are valid caches for its source datasets. If there are valid report caches for the datasets, Intelligence Server only needs to generate the document output. It does not need to run the datasets against the data warehouse. Use an Intelligent Cube as the Dataset Intelligent Cubes have the capability to store significant amounts of data in memory that can potentially satisfy multiple dataset requests. Documents with datasets that contain similar attributes and metrics or similar prompts are generally good candidates for using an Intelligent Cube as the dataset. Using an Intelligent Cube prevents query executions against the data warehouse. The illustration below compares the performance of a document sourced from the data warehouse versus a document sourced from a single Intelligent Cube: Intelligent Cube as Dataset Simplify the Document s Layout for Better Performance In general, the density of a document has greater impact on the performance of a document than the size of the document. In other words, the more objects and formatting a document contains, the longer it takes to execute as compared to a less dense document with more pages. For example, a 100-page document with little formatting may be as responsive as a 10-page, densely formatted and populated document. 232 Document Performance Optimizations 2011 MicroStrategy, Inc.

233 MicroStrategy Report Services: Document Essentials Multiple Dataset and Performance Considerations 7 If your document is densely formatted and contains a lot of data, consider splitting the content of the document into multiple documents and linking them. Also, consider reducing the number of objects on a document. Grid/graphs and thresholds require more processing time, so limit these objects where possible. Text boxes take less processing time than grid/graphs that return few result rows. If you have a document with several one-row grids, you should consider replacing them with text boxes instead. For information on performance and optimization, see the Deploying MicroStrategy High Performance BI course MicroStrategy, Inc. Document Performance Optimizations 233

234 7 Multiple Dataset and Performance Considerations MicroStrategy Report Services: Document Essentials Lesson Summary In this lesson you learned: You can design documents that contain multiple datasets. When you create a document with multiple datasets, Intelligence Server performs a compound join on these datasets to produce the final document. Depending on how many datasets you use, and if they have any related attributes, your final document may contain data gaps. In general, MicroStrategy recommends using the least number of datasets possible when designing documents. MicroStrategy also recommends that you use datasets that are related by at least one common attribute, particularly when you design documents that contain dynamic text boxes in the Detail section. You can control the join behavior between datasets by assigning them as primary or secondary datasets. Report Services has the ability to combine data from multiple data sources within a single document. Whenever possible, use fewer, larger datasets when designing documents. Use datasets that return only the necessary data for the document. Enable document and report caching. Simplify the document s layout to improve performance. 234 Lesson Summary 2011 MicroStrategy, Inc.

235 A REPORT SERVICES IN MICROSTRATEGY DESKTOP Appendix Description This appendix describes some of the Report Services features and functionality available exclusively in MicroStrategy Desktop MicroStrategy, Inc. 235

236 A Report Services in MicroStrategy Desktop MicroStrategy Report Services: Document Essentials Document Creation Features After completing this topic, you will be able to: Describe various features related to document creation in MicroStrategy Desktop. Property List in the Document Editor When you open the Document Editor in MicroStrategy Desktop, you see an additional window that is not available in MicroStrategy Web. The Property List window is a context-sensitive listing of appearances and behaviors associated with your document. There are properties associated with every object you place in a document, as well as properties for each section of a document. The image below shows the properties associated with the Document Header section: Property List in MicroStrategy Desktop Document Editor 236 Document Creation Features 2011 MicroStrategy, Inc.

237 MicroStrategy Report Services: Document Essentials Report Services in MicroStrategy Desktop A The following are examples of properties you can alter: Changing the background color for a section Hiding a section if it is empty Specifying a gradient color for a section Forcing a new page before or after a section or group Specifying the sizing properties of a section. By having the Height can grow and Height can shrink properties set to True, the size of a section expands and contracts based on the items you place within the section. Many of the properties you see in MicroStrategy Desktop s Property List are available in MicroStrategy Web when you right-click an object in the Document Editor and select Properties and Formatting. Document Templates You can save a document as a template and pattern new documents based on it. Any new document made using this template will contain the same underlying datasets, objects, formatting, and layout as the document template. After the you create a new document based on a document template, you can customize the document as you like. Document templates help speed up development time since you can take advantage of a predesigned shell and reuse it as often as you like to create new documents. Also, since most organizations have standards for report layouts including logos, colors, fonts, and so on, creating a document template can prevent you from performing the same repetitive formatting tasks over and over again. For example, you might want to create a document template with a predefined Page Header and Page Footer, since these are sections that often need to be consistent across many document types. These sections might use a corporate background color and a corporate image. When you save the document template and reuse it to create additional documents, the new documents automatically display the custom Page Header and Page Footer. MicroStrategy provides several document templates out-of-the-box. For more information on these templates, see Create documents using existing reports or using out-of-the-box document templates. starting on page MicroStrategy, Inc. Document Creation Features 237

238 A Report Services in MicroStrategy Desktop MicroStrategy Report Services: Document Essentials To create a document template: Display hidden objects in MicroStrategy Desktop 1 On the Tools menu, select Desktop Preferences. 2 In the MicroStrategy Desktop Preferences window, under Categories, expand Desktop and select Browsing. 3 Under Desktop - Browsing, select the Display hidden objects option. 4 Click OK to return to the Desktop Preferences dialog box. 5 Click OK to exit Desktop Preferences. Hidden folders display in the Folder List in Desktop. Create a document template in MicroStrategy Desktop 6 In MicroStrategy Desktop, on the File menu, point to New, and select Document. 7 In the New Document window, select Blank Document and click OK. 8 In the Select a report window, if you want the document template to contain certain datasets, select them and click Open. Alternatively, you can click Cancel and the document template will not contain any datasets. 9 Design the sections of your document that you want to be reused in future documents. 10 Save the document to the Object Templates\Documents folder. Use the document template to create a new document 11 On the File menu, point to New, and select Document. 12 In the New Document window, select your new document template and click OK. 13 Continue designing the new document based on the document template. 238 Document Creation Features 2011 MicroStrategy, Inc.

239 MicroStrategy Report Services: Document Essentials Report Services in MicroStrategy Desktop A If you create a document template that contains formatting properties and no datasets, you can export the template and import it into a completely different MicroStrategy project. The document cannot have any dependencies on schema or application objects, such as a dataset report. To export a document template in MicroStrategy Desktop: 1 In Desktop, select the document template that you want to export. 2 In Desktop, on the Tools menu, select Export Document Template. 3 In the Save to Package window, create or a select a folder to which you want to save the exported document template. 4 Click OK. The document, named document_name.rst, is saved in the selected folder. To import a document template: 1 Log in to the project to which you want to import the document template. 2 On the Tools menu, select Import Document Template. 3 In the Select a package to import window, navigate to and select the file to import as a document template. 4 Click Open. The document template is saved to the Object Templates\Documents folder in Desktop MicroStrategy, Inc. Document Creation Features 239

240 A Report Services in MicroStrategy Desktop MicroStrategy Report Services: Document Essentials Document Autostyles You may already be familiar with report autostyles, which make it possible to copy the formatting of a report and apply it to another report. You can use document autostyles to achieve the same results in documents. If you have a document with a style that you want to apply to other documents, you can create an autostyle for it and apply the autostyle to another document. When you apply an autostyle to another document, the system copies the formatting information from the autostyle onto the target document. It replaces formatting properties for all sections and controls (including grid/graphs) on the target document with the corresponding properties in the autostyle. If there is no corresponding section or object on the autostyle document, it applies the default format for this object type in the autostyle. If an autostyle has multiple objects of the same type in one section, the format of the first object of this type in that section is used. For a multi-layout document, an autostyle is applied only to the current layout, not the entire document. If the page header and footer are shared among layouts, any formatting changes applied to those sections are applied throughout the document. You can apply a document autostyle only to other documents. You can apply a report autostyle to other reports or to individual grids within a document. You can create your own autostyle in MicroStrategy Desktop or use any of the predefined autostyles. To create a document autostyle in MicroStrategy Desktop: 1 Create a new document and apply formatting to it. 2 On the Format menu, select Save Autostyle As. 3 In the Save Autostyle As window, select the folder to which you want to save the autostyle, name the autostyle, and click Save. To use the autostyle on a document in MicroStrategy Desktop: 1 Open a new document in Design Mode. 240 Document Creation Features 2011 MicroStrategy, Inc.

241 MicroStrategy Report Services: Document Essentials Report Services in MicroStrategy Desktop A 2 On the Format menu, select Apply Autostyle. 3 In the Select Autostyle window, locate the desired autostyle, select it, and click Open. The preconfigured autostyles are located in the Public Objects\Autostyles folder. Multiselect Reports to Create Document Using the CTRL key, you can select more than one report, right-click and select Create document. The Document Editor opens a new document with multiple layouts, one for each report. Document Caching You enable document caching to generate a document only once the first time a specific format is requested in MicroStrategy Web. Subsequent requests for the same format use the cache. If you disable document caching, the document is regenerated every time you run it. You define the document caching options in MicroStrategy Desktop, but documents are cached only when you execute them or export them in MicroStrategy Web. To enable document caching in MicroStrategy Desktop: 1 Open the document in Design Mode. 2 On the Format menu, select Document Properties. 3 In the Document Properties window, under Document Properties, select Caching. 4 Under Caching, select Enable document caching. 5 Select the formats to cache. 6 If desired, select Create cache for all requested incremental fetch blocks, group-by, and control element selections MicroStrategy, Inc. Document Creation Features 241

242 A Report Services in MicroStrategy Desktop MicroStrategy Report Services: Document Essentials If you select this option, a new cache is created each time a user selects a different page (from a page-by object, incremental fetch or grouping), chooses a different selector item, or interacts with a widget. 242 Document Creation Features 2011 MicroStrategy, Inc.

243 MicroStrategy Report Services: Document Essentials Report Services in MicroStrategy Desktop A Desktop Formatting Features After completing this topic, you will be able to: List additional features that are available exclusively in the MicroStrategy Desktop Document Editor. Distribution Relative to Layout In MicroStrategy Desktop, beyond the standard alignment and distribution options, you also have the option to distribute objects relative to layout. When you select the Relative to Layout option, the objects are distributed relative to the layout and not with respect to each other. If you distribute the objects vertically, the height of the layout is used and if you distribute objects horizontally, the width of the layout is used. For example, the following objects are selected for distribution relative to the layout: Before vertical distribution with Relative to Layout: 2011 MicroStrategy, Inc. Desktop Formatting Features 243

244 A Report Services in MicroStrategy Desktop MicroStrategy Report Services: Document Essentials The result after the vertical distribution relative to layout is shown below. In this case the text boxes are more spaced out, since they use the entire height of the section for distribution, rather than just the space in between the text boxes themselves. After vertical distribution with Relative to Layout Grid/Graph Styles When you design a grid or a graph to display in a certain format, you can save that format as a graph style or an autostyle (for grids). You can apply a saved graph style or autostyle to future grids or graphs. For example, if you create a gauge-style report, you can save the design you use for the gauge report as a Graph style, which you can then reuse for future gauge reports. To save a graph style and apply it to a new graph: 1 Format a graph. 2 In Graph view, from the Graph menu, select Save Graph Style. 3 Name the graph style and save it to your preferred location. It is saved as a.3tf file. 4 Create a new graph object. 5 In Graph view, from the Graph menu, select Apply Graph Style. 6 Select the graph style and click Open. The graph style automatically applies to the graph object. 244 Desktop Formatting Features 2011 MicroStrategy, Inc.

245 MicroStrategy Report Services: Document Essentials Report Services in MicroStrategy Desktop A Project-Level Watermarks A project watermark lets you display the same watermark across all documents in a MicroStrategy project. You create project watermarks in MicroStrategy Desktop only. They are useful for corporate logos, confidentiality statements, or other standard texts or images that should display on every document in the project. After you define a project watermark, you can still enable document designers to create document watermarks. By default, document watermarks overwrite the project watermark, but you can change this default behavior. You can also enable document designers to suppress the project watermark for a given document. To create a project-level watermark: 1 In MicroStrategy Desktop, log in as the administrator or as the user with administrative privileges. 2 Right-click the desired project and select Project Configuration. 3 In the Project Configuration Editor, on the left pane, expand Project definition. 4 Under Project definition, select Document and Reports. 5 On the right-hand pane, under Watermark, click Watermark. 6 In the Watermark window, define the text or image watermark and select OK. 7 In the Project Configuration Editor, select or clear the Allow documents to overwrite this watermark option. 8 Click OK MicroStrategy, Inc. Desktop Formatting Features 245

246 A Report Services in MicroStrategy Desktop MicroStrategy Report Services: Document Essentials Links to Datasets in MicroStrategy Desktop A link to a dataset is a link that leads you to the source report for a grid/graph on a document. Perhaps the dataset contains additional metrics that are purposely not included in the original document and you only want users to access those metrics after viewing the initial document. A user can click the link to run the dataset report. The following document shows a graph and its associated link in Express Mode. The link is the graph s title: Link to a Dataset in Express Mode When a user clicks the report s title, the dataset report for the graph executes. The resulting report displayed in MicroStrategy Web is shown below: Dataset Report Creating a link to a dataset is as simple as right-clicking the grid or graph object and selecting Insert Link to Dataset. A text box displays the dataset name at the upper right corner of the grid or graph. Links to datasets can run the related dataset report only. 246 Desktop Formatting Features 2011 MicroStrategy, Inc.

247 MicroStrategy Report Services: Document Essentials Report Services in MicroStrategy Desktop A Users can click the link and execute the dataset report in all modes in MicroStrategy Web except Design Mode. The link does not function in PDF or Microsoft Excel. By default, the drilled-to report opens in the same window, replacing the document, although you can specify that the report opens in a new window to keep the document open. Advanced Links in MicroStrategy Desktop The Link Editor in Desktop contains more functionality than the Links Editor in MicroStrategy Web. When you create a link to a prompted report or document, you have the added option to pass along a static element list to the prompted target, as shown below: Static Element List Option in Link Editor You also have the option to copy existing links MicroStrategy, Inc. Desktop Formatting Features 247

248 A Report Services in MicroStrategy Desktop MicroStrategy Report Services: Document Essentials 248 Desktop Formatting Features 2011 MicroStrategy, Inc.

249 MicroStrategy Report Services: Document Essentials Index INDEX A Aligning objects 79 Attribute form 68 Attributes 67 Auto text 70 concatenating 72 B Banded layout 109 Behavior of objects in Headers & Footers 122 Bookmarks in PDF 121 C Caching enabling in MicroStrategy Desktop 241 Intelligence Server 231 Calculated expressions 163 Combined (Banded and Zone-Based) layouts 126 Concatenating auto text and text 72 Concatenating text and dynamic text 69 Conditional formatting 164 Consolidations 67 Control defaults 83 Convert report to document in Desktop 241 Creating document from report 59 Custom Groups 67 Custom headers and footers 57 Custom Sections Grouping 113 D Dataset Objects pane 50 Datasets Freeform SQL 227 from multiple sources 227 MDX reports 227 optimizing 230 primary, secondary 223 shortcut to 64 Derived elements 150 Derived metrics 66, 142 Design Mode MicroStrategy, Inc. 249

250 Index MicroStrategy Report Services: Document Essentials Detail 56 Detail Footer 56 Detail Header 56 Detail section 110 DHTML modes 31 Display modes available display modes 39 available export formats 40 Design Mode 36 Editable Mode 33 Export to Excel 38 Export to PDF 37 Flash Mode 35 Interactive Mode 35 Distribution of objects 79 in Desktop 243 Document autostyles 240 Document Editor Dataset Objects pane 50 Document Structure pane 52 Layout area 55 Notes pane 53 Related Reports pane 54 document execution flow 229 Document Footer 56 Document Header 56 Document objects aligning 79 attributes 67 auto text 70 consolidations 67 custom groups 67 formatting 83 grid/graphs 63 HTML container 75 images 73 lines and rectangles 74 locking 81 metrics 67 moving 78 ordering 81 sizing 80 text 69 Document Structure pane 52 Document templates 237 documents definition 21 Drilling on grid/graphs 171 Dynamic images 169 E Editable Mode 33 subscription 43 Enterprise reporting 22 Export to Microsoft Excel 38 multliple layout documents 176 Export with page-by 116 F File subscription 43 Flash Mode 35 Force new page 91 Formatting features in Desktop 243 Formatting features list 84 Formatting objects 83, 84 control defaults 83 Freeform SQL reports 227 G Grid/graph styles in Desktop 244 Grid/graphs 63 designating source dataset 66 drilling 171 report modification impact on MicroStrategy, Inc.

251 MicroStrategy Report Services: Document Essentials Index Grouping Detail section 110 Grouping and sorting dataset 115 Grouping properties 115 Keep group together 119 Page break between groups 119 Page-by mode 116 Restart page numbering 119 totals 118 H Headers & Footers Behavior of objects 122 Height can shrink 89 Hide "Metrics" column in grid 85 Hide if empty property 89 Hiding sections 57 History List 42 HTML container 75 Hyperlinks 203 open in new window property 193 I Images 73 dynamic 169 Intelligent Cubes 139 Interactive Mode 35 Invoices 30 K Keep group together property 119 Keep together 91 L Layout area 55 Hiding sections 57 Layout area sections Custom headers and footers 57 Detail 56, 110 Detail Footer 56 Detail Header 56 Document Footer 56 Document Header 56 Page Footer 57 Page Header 56 Layouts 173 combined 126 zone-based 109, 123 Lines & Rectangles 74 Linking prompted document to prompted target 199 set a default link 203 to a website 191 to another report or document 194 to multiple targets 202 to simulate drilling 196 Locking objects 81 M Managed Metrics Report 30 MDX reports 227 Measurement units 55 Metrics 67 MicroStrategy Desktop document autostyles 240 document templates, creating 237 formatting features 243 grid/graph styles 244 MicroStrategy OLAP Services 66 derived elements 150 derived metrics 66, 142 Intelligent Cubes 139 summary metrics MicroStrategy, Inc. 251

252 Index MicroStrategy Report Services: Document Essentials view filters 66, 147, 148 Moving objects 78 Multiple layout documents 173 export to Excel 176 Multisource Option 227 N Notes pane 53 O Operational Reports 28 Optimizing datasets 230 Ordering objects 81 P Page break between groups 119 Page breaks 90 Force new page 91 Keep together 91 Repeat horizontally 91 Repeat on each page 91 Page Footer 57 Page Header 56 Page-By mode 116 PDF 37 PDF-Specific properties 90 Page breaks 90 Primary and secondary datasets 223 Print subscription 43 R Related Reports pane 54 Repeat horizontally 91 Repeat on each page 91 Report Services definition 21 Restart page numbering property 119 Rounded rectangle 74 S Scorecards 31 Section-Specfic properties General 88 Height can shrink 89 Hide if empty 89 Size properties 89 Visible in Web view 88 Section-Specific properties Visible 88 Shortcut to dataset 64 Sizing objects 80 Snap to grid 78 Subscriptions , file, and print 43 History List 42 Subsections 86 Summary metrics 145 T Table of Contents 120 Text 69 concatenating 69 Tooltips 168 Totals in grouping objects 118 V Vertical text 84 View filters 66, 147 Visible in Web view property 88 Visible property MicroStrategy, Inc.

253 MicroStrategy Report Services: Document Essentials Index W Web server images 170 Z Zone-based layouts MicroStrategy, Inc. 253

254 Index MicroStrategy Report Services: Document Essentials MicroStrategy, Inc.