ICIS Reporting User Manual for Business Intelligence 4.1. May 2014

Transcription

1 ICIS Reporting User Manual for Business Intelligence 4.1 May 2014

2 Table of Contents Business Objects Environment User Guide 1 What s New in BI 4.1? BI Launch Pad Access ICIS BI Launch Pad New Features of BI launch pad Tabs Web Intelligence Application Instantiating Web Intelligence Choosing the viewing and design interfaces Viewing a Document Navigating the View Interface Exporting a Document Modifying a Document Copying a Public Document Navigating in Design Mode, Toolbars, and Panels Tabular controls and drop down menus Grouped Control Tabs Creating a Document Establishing a Data Source Components of a Universe Result Objects Pane Query Filters Pane Prompt Filter Operations Logical Ordering of Parameters Data Preview Pane Running the Query Saving your Work Modifying a Query Query Panel Toolbar Reporting Tools and Features Input Controls Track Changes to a Document i

3 3.8 Additional Formatting Tools Format Report Panel Format Cell Panel Creating a Chart Turn a Table into a Chart Creating and Managing Breaks Filters Sorting Customizing a Sort Order Creating Variables Send Functionality Scheduling a Report ii

4 1 What s in BI 4.1? Beginning June 2014 ICIS upgraded the reporting tool from Business Objects XI 3.1 to Business Intelligence 4.1 (BI 4.1). BI 4.1 includes new features and enhancements such as a new layout panel, tabbed toolbar, workspace sheets, updated data presentation and analysis features, improved exporting capabilities, and interoperability with Web Intelligence. New features are described below: BI Launchpad (formerly known as InfoView) provides an enhanced user interface with additional options for interface customization. Web Intelligence remains the feature tool for reporting; this web-based query-and-analysis tool is the main tool within Business Objects reporting tool for ICIS. The following sections focus on BI launch pad and Web Intelligence as the primary tools used for reporting. Because the appearance and functionality of BI launch pad can be customized, your user interface may appear different from the one that is described in this documentation. 1

5 2 BI Launch Pad This section presents the basic features, navigation controls and operations associated with Business Objects Access BI Launch Pad To access the BI launch select Reports from the ICIS Welcome screen or from the ICIS Header panel on any ICIS screen. (see Figure1). Figure 1. Access to BI launch pad To log off BI launch pad, click the Log Off link in the upper right-hand corner of the interface to securely exit the application. Click to Log Off Figure 2. Log Off BI launch pad 2

6 2.2 New Features of BI launch pad Business Objects Environment User Guide Tabs The user interface features two main and persistent navigation tabs, the Home tab and the Documents tab. Objects, such as documents and forms that you view and edit, open in new tabs. Navigation Tabs New tabs can be navigated (view or edit documents) and will persist throughout a user s session until closed or the session is ended. Tabs can be pinned so they will persist even after a session is closed. Upon opening a tab, the contents will appear as a new maximized window. Open in a new window Pin this tab Home tab The default Home tab features modules that enable you to manage the documents you work with most frequently. The Home tab (see Figure 3 and Home Tab interface layout in Figure 3a) provides quick access to recently viewed documents, recently run documents, messages in your inbox. Home Tab Figure 3. Home Tab 3

7 My Recently Viewed Documents Unread Messages in My Inbox My Applications My Recently Run Documents Figure 3a. Home Tab Layout The default Home tab layout contains the following modules, which are described in Table 1 below. My Recently Viewed Documents Unread Messages in My Inbox My Recently Run Documents Unread Alerts My Applications Module My Recently Viewed Documents Unread Messages in My Inbox My Recently Run Documents Unread Alerts My Applications Analytic Description Table 1. Home Tab Modules Description Shows the last 10 documents that you have recently viewed. The list is sorted by view date with the most recently viewed document at the top. Shows the last 10 unread messages in your BI Inbox. Shows the last 10 documents that you scheduled or ran recently along with the status of each document instance. You can view successful instances or details of failed instances by clicking the instance link. Not Available at this time Provides quick access to applications from within BI launch pad. 4

8 The current available application is Web Intelligence. This is the tool that enables you to view, organize, and manage documents. See Web Intelligence Application, Section 3. You or your administrator can customize your Home tab for different users and groups. Alerting Not Available at this time Documents Tab The Documents tab (see Figure 4) provides access to reports (My Favorites, Inbox and Folders (this is where you would find the Public Folders with National Standard Reports). It is similar to BO 3.1 InfoView in layout but the features and controls have been enhanced and reorganized. The Documents tab includes a navigation panel with expandable panes that enable you to browse and manage your BI content. Error! Reference source not found. presents the Document tab Toolbar elements, which are described in detail in Table 2 below. Documents Tab Toolbar Navigation Panel This is where Drawers are located and you can select from My Documents, Folders (public reports) and Search List Panel Drawers - Figure 4. My Documents Tab View 5

9 Menu Item View New Organize Send More Actions Details Table 2. Menu Items Business Objects Environment User Guide Description Allows you to view objects, the latest instances of objects, and object properties. Allows you to upload documents and create the following types of new objects: Publications Hyperlinks Folders Categories Allows you to manage object shortcuts and cut, copy, paste, and delete objects. Allows you to send objects to different destinations. Allows you to perform the following tasks: Schedule objects Add objects to categories View categories that objects belong to Create Open Document links to objects View the History of an object The available options vary depending on the object type and your system rights Shows and hides the "Details" panel, which also includes Discussions My Documents View The My Documents view menu includes the My Favorites folder, which contains any folders, documents, or shortcuts that have been added as a favorite, a list that is unique to your user account. The My Documents view menu also provides access to your Inbox, alerts, subscribed alerts, and personal categories. My Favorites is where you store personal documents. Within the My Favorites folders, you can create and delete sub-folders to organize your reports. In addition to Ad-hoc reporting, you can copy a Public Report into your My Favorites folder for editing. Your Inbox is another Folder that is under your control. Other Business Objects users can send reports to your Inbox. You can use the Organize menu item feature to manage and delete messages. Alerting not available at this time. Like folders, categories are objects used to organize documents. Within Personal Categories folder(s), you can assign objects to one or more categories, as well as create any number of categories and subcategories Folders View As shown in Figure 6, the Folders view provides the folder structure that represents the paths of stored items. Folders uses the same hierarchical navigation model as BO XI

10 3. To expand the Folder to see Sub-Folders, Click on the Plus (+). Business Objects Environment User Guide Public Folders contains reports that have been developed by the systems staff, and been thoroughly tested and confirmed for accuracy. These reports serve as the Standard Finance Reports, and are generated in Business Objects and then posted to their perspective hosting area. Navigate to Public Folders 1. Locate the report you want to edit by clicking the Document List Button. 2. Open the Public Folder where the Report is hosted. 4. After expanding the Sub-Folders as far as they will go, click on the Folder Title to reveal the Reports within the Folder. Details Panel Figure 6. The Folder View To the right of the My Folders view, the Details panel lets you view folders and document metadata as you browse. The Details panel displays additional information about an object. 1. To view an object s details, select it and click the Details button in the toolbar. The "Details" panel opens on the right side of the Documents tab (see Figure7) and displays the following information:owner Description Object type Number of instances Last run date (for objects that can be scheduled) Details on Toolbar Summary Panel Figure 7. Details Panel 7

11 2. Highlight any object and right click to display a menu of commands that you can perform on that object. Right Click for Options Search View Search The new search provides: Instant search results Dynamic, clickable links organized by category for filtering search results Search enables you to search for documents by typing in a term in the title. You can also use the search text box in the menu bar at the top right corner of the interface. If you enter multiple terms, the system will return every object containing one to all of those terms. To search on a specific title or segment, enclose the search text in quotation marks ( ). For example, if you type DMR Preprint, the search function will return only those objects with an exact match. Enter a term and click on the search icon. Figure 8. Search View 8

12 Upon executing a search action, the result set is displayed for further action. Note that the search term is highlighted in the list. As applicable, the left side panel will display additional levels on which you can refine your search. Refining Your Search Based on the search result set, BI launch pad allows you to refine your search by filtering on other parameters. These are listed in the left-hand side panel. 1. Click on Show more filters to reveal more specific filters to the list of retrieved objects. 2. Click on the highlighted filter name to apply it to the list. 3. To remove a filter, click on the X alongside the name. Figure 9. Refining Search Results You can also view, schedule, and perform other tasks for the documents directly from the list. Rightclick on a document, select View, the document opens in its native viewer. Click the x at the top right of the tab to close the window and return to the Search results. 9

13 Click on the X to remove the filter Figure 10. Remove a Filter Selected filters appear in the Current Filters section. Alongside each filter is an X. To remove a filter, click on the corresponding X as indicated above. Global Toolbar Common to both the Home tab and the Documents tab is a Global Toolbar (see Figure1) arranged in the upper-right hand section of the interface that provides pull down menus to Applications, Preferences, Help Menu, Log Off, and Search. These are arranged in the upper-right hand section of the interface. Figure 11. Global Toolbar Applications Links to Web Intelligence Application Preferences Sets options to determine how you view, create, and manage documents. See Preferences Section below for more details Help Menu Access to help documentation on BI launch pad. See Help section for more details Log Off Exit the site securely Search - Search for documents with specific words in the title. This feature is discussed in Section

14 Preferences The Preferences menu allows you to set user preferences that customize the look and behavior of BI launch pad for your account (see figure 12). The display defaults to General. The settings on the General page enable you to define how tabs and documents behave in BI launch pad. Other pages are listed the left-side panel. 1. Click the menu item to make a new window open, offering several setting options. For example: View the General preferences (these are usually administrator defined) Clear the check box Set to Documents My Documents or Folders OR Home Tab to set you default opening view Set Document Viewing Location to In the BI launch pad portal as tabs Figure 12. Preference Setting General is Default on open Set the Web Intelligence preferences; select an interface for the read mode and modify mode (available options are HTML or Applet (Java). 11

15 Figure 13. Web Intelligence Preference Web Intelligence preference is the area available for altering is your Web Intelligence page; you can change the characteristics of Web Intelligence that launches when you view or modify documents or define a default universe. You must refresh your browser to see the changes to the interface Help Menu The Help Menu (Figure4) provides access to help documentation on BI launch pad. The opening content will be related to the tab from which you instantiated the help feature. The About submenu item provides information on the version of BI launch pad. Figure14. Help Pull-Down Menu 3 Web Intelligence Application Web Intelligence is a web reporting tool. It provides an easy, interactive interface for reporting. extends the information infrastructure provided in the previous release BO XI 3.1. The following sections describe those changes and enhancements. 12

16 3.1 Instantiating Web Intelligence Business Objects Environment User Guide Choosing the viewing and design interfaces BO XI 4.1 enhances the ability to view and explore existing documents (using the Reading interface) and create new documents or edit and analyze existing documents (using the Design/Modify interface). The Reading interface is launched when you select an existing document and choose the View option. The Design interface is launched when you create a new document, or select an existing document, and select Design from the interface. Note: in Preferences General Set document viewing location to in the BI launch pad portal as tabs. Otherwise an empty window pops up. Reading Interface HTML is the default setting to view documents using the Web interface within the BI launch pad. You can also view documents statically in PDF format. Design Interface This is to edit reports, basically you can only save reports in your My Documents folders. You create, edit and analyze documents using the Web interface within the BI launch pad. By default the document opens with data. Structure only option displays the document s infrastructure. Figure 15 is an example of a document in Structure Only mode. Note that in BO XI 4.1, the toggle button between View Report and View Structure has been replaced with the Design drop down menu items, With Data and Structure Only. 13

17 Figure 15. Document in Structure Only mode 3.2 Viewing a Document When you open a Web Intelligence document in BI launch pad, it renders in its native viewer, which enables you to take advantage of interactive elements in the Reading view, such as the navigation map and the outline feature. There are several ways to render and view a document. From the Home tab, 1. Click on the document title. 2. View the document in Web Intelligence, Reading mode. From the Documents tab, 1. Highlight a document. 2. Access View options from the header menu OR 3. Double-click to render the document in viewer OR 4. Right-click to reveal a drop down menu containing view options. 14

18 Click arrow for View options Or Highlight document and Rightclick to reveal menu options Or Double Click highlighted report Figure 16. Viewing a Document Navigating the View Interface BO XI 4.1 Web Intelligence maintains the same controls as with its previous 3.1. The View interface provides header and left-side menu items to manipulate and run a report without editing the document. The viewer includes the toolbar (see Figure 17) that enables you to perform standard tasks such as opening other documents, saving your changes, printing, searching for specific values, exporting or sending the document to other users, and refreshing the data. View Header Menu - From left to right, Figure 17. View Interface Header Menu New Create a new Web Intelligence document Open Menu - Open a document Save Menu Save a document Print Print the document Find Find a string in a current page History List of dates corresponding to the instances of a scheduled document Send Document Send current document to Inbox, , or a file system 15

19 Cut Cut selected elements Copy Copy selected element Paste - Paste the contents of a clipboard Undo Undo the previous action Redo Redo the previous action Delete Remove the selected report elements Refresh Refresh one or all data providers Track - Activate data tracking Drill Navigate in the report by hierarchy Filter Show or hide the report filter toolbar Outline Show or hide outlines to fold to unfold report elements Business Objects Environment User Guide Additional features in the toolbar include: track changes, drill down into additional levels of data, manage simple report filters, and expand and collapse sections of a document as applicable. Many of the actions listed here can be elicited by more than one feature and are discussed further in this guide. Left-Side Menu - Document Summary - displays general document information. Navigation map Same as in version 3.1, enables you to jump to defined document sections. Input Controls Input controls are additional controls that you can configure in your report that enable you to apply report filters. User Prompt reveals any prompts associated with the document enabling you to view and change the report criteria. 3.3 Exporting a Document You can export a document from the repository as a PDF, Excel or Text file. Data can also be exported to a CSV file type. With version 4.1, there is no longer a 65,000 row limitation for Excel files. A file must be open in Web Intelligence. 1. Select to View a document. 2. Within the header icon menu, click on the icon to export a document (see Figure 19). 3. Click the down arrow alongside the Export icon for all export options. 16

20 Click the export icon Figure 18. Export Icon on the Header Menu 4. Choose to export as a PDF, Excel, or CSV file type. *Note depending on your PC settings you may get a security pop up - you will need to hold the Control Key down in order to disable the pop-up blocker before you can perform this action. 3.4 Modifying a Document You are only allowed to modify and save documents that reside within your My Favorites folder, structure accessed via the My Documents panel view. As needed, you can copy existing reports from the Public Documents folder structure to modify or create new documents Copying a Public Document Accessing and saving a copy of a pubic document for modification has not significantly changed. In BO XI 4.1, however, Public Folders and My Favorites are displayed and managed in different views. From the Folders view: 1. Navigate through the folder structure to find the desired report. Refer to Section , Navigate to Public Folder. 2. Right click on the target document to reveal the drop down menu. 3. Select View and Save a document to My Favorites folder. Or: Use the Organize menu item for copy options. Or: 1. Click on the down arrow for copy options. Right click to reveal the drop down that contains the Organize menu options. 17

21 Figure 19. Drop Down Menu Options 2. Select Copy target document from the Folders view. 3. Switch to the My Documents view. 4. Right click on a destination folder. 5. Select Organize and Paste to create a copy of the report in your My Favorites domain Navigating in Design Mode, Toolbars, and Panels BO XI 4.1 offers a significantly different and enhanced user experience. Compared to the Reading mode, the Design mode offers a number of additional controls and features. The main toolbar is positioned at the page top. The left-side panel defaults to the available report objects display and includes additional choices for viewing components of a document. The rightside panel displays the document. Note that in BO XI 4.1, you no longer have to further select Edit Report exception is to modify the query. Figure 20 Design Mode Menu Options Tabular controls and drop down menus The use of group tabs and sub-tabs are a new feature with version 4.1. The top-level tabs organize the controls available for managing the document. Starting from the upper left corner, you can toggle between File and Properties tab to manage the physical document or its characteristics. Access to the most common features are prioritized and logically grouped by user activity (Report Elements, Formatting, Data Access, Analysis, and Page Setup). All interfaces for changing properties of tables, charts, and other report objects have been redesigned to make them more intuitive. 18

22 File The File tab contains the following previously described controls: New Open Save Print Find History Export Send To Properties The Properties tab is organized by View, Document and Application properties. For users, the relevant choices are View and Document. The View menu manages the display of the Design components such as toolbars, report tabs, and information panes. The Documents menu renders the Document Summary window as illustrated below. This panel displays and allows you to set values for description, keywords and options for the current document. The document summary also includes the document type, size, author, and creation date. 19

23 Figure 21. Document Summary Panel General Properties Note that you can also render document properties such as title, file identification and creation dates from the Documents tab. 1. Highlight a document. 2. Right click to reveal the menu drop down 3. Select Properties 20

24 *Note that you can only edit values for documents in your My Favorites folder. Values for public folder documents will be dimmed Grouped Control Tabs Figure 22. Grouped Control Tabs The grouped control tabs include Report Elements, Formatting, Data Access, Analysis, and Page Setup. For each group control tab, you have specific control sub-tabs displayed beneath the group control tabs. Upon clicking on the top-level control tabs, you will notice a change in the second level of control tabs and icons Report Elements Tab This set of controls manages document components such as tables and report sections, charts, and tools to manipulate the report layout. Figure 23. Report Elements Sub Tabs The Report Elements tab controls the physical components and behavior of a document. Tables Defines table structures or a form to display data in groups Cell Insert a blank or pre-defined cell Section Insert a section Chart/Other Offers a variety of graph and chart configurations. See section 3.9 for guidance on Charts. Tools Transform a report element into another element; embed a selected element in a new section. Position Establish an elements order and alignment Linking Add document links, tooltips, and hyperlinks Table Layout Controls breaks, rows, columns, header, and footer components of a table Behaviors Hide and show elements; control when to repeat elements by page. 21

25 Formatting Tab The Formatting tab enables you to manage the layout and style of a document. Figure 24. Formatting Tab Font Controls the size and print style of text Border Apply borders and border color Cell Merge or unmerge selected cells; clear the content and conditional formatting from cells. Style Controls the attributes of text such as color, boldness, and background color and imaging Numbers Manages number format Alignment Controls the justification and relative positioning of text Size Specifies the width and height of selected cells Padding Defines the horizontal and vertical padding fields Tools - Format Painter Apply the same formatting to multiple places in a document - Formatting Display formatting options for the selected report element - Clear Format Resets to default format, including all child items Data Access Tab The Data Access tab includes the controls to modify and refresh a data source, query, and data objects. See Modifying a Query, Section 3.6. Figure 25. Data Access Tab Data Providers - Edit Edit the data provider - Purge Purge the data from the report Data Objects - Create new variables (dimensions, details and measures)based in available objects - Merge dimensions based on available objects 22

26 Analysis Tab The Analysis tab contains the controls for establishing filters, data tracking, display patterns and conditions, drilling, and functions. Figure 26. Analysis Tab Filters Add, remove or modify a filter on the selected element. See section for guidance on the use of filters. Ranking Rank the current element relatively to a measure Data Tracking Activate or deactivate data tracking mode. See section XXX for guidance on data tracking. Show Changes Show changes since the data was refreshed Display Break Add, remove and manage breaks in a document Display Sort Establish and manage sorting of data Conditional Formatting Rules Apply conditional formatting rules Interact Drill Navigate the report by hierarchy Filter Bar Show or hide the Report Filter Bar Outline Show or hide the report outline Formula Bar Display or hide the formula bar under the toolboxes Functions - Sum Insert or remove a Sum function - Count Insert or remove a Count function - More Insert a new row at the end of the table or column on the right with a calculation based on the selected value (ex. Average, Min, Max and Percentage) CWA 311B6B2 AO For Class II Penalty Applying a Sum Function The SUM function can only be applied to numeric fields. This example illustrates calculating the total cash civil penalty amount required by enforcement actions for a given region. 23

27 Click on a numeric column header or field Click on a field in the numeric column header or field. Click on Sum Click on the Sum function menu item. The total bill amount appears at the bottom of the associated column. Total Amount 24

28 Page Setup The Page Setup tab provides all of the controls to manage report instances and page layout and dimensions. From the Page Setup tab, you can also add a report and duplicate reports from this control tab. Report /Add Report - Figure 27. Page Setup Tab This feature enables you to create multiple documents on separate tabs within the same Web Intelligence report file. 1. Click Add Report to insert a new tab in the existing report document. 2. Click Rename to rename the report tab. Below is an example of a report containing multiple tabs. The multiple tabs appear at the bottom of report panel. Click on the tab to navigate to the separate document. Report /Duplicate Report - Figure 28. Multiple Report Tabs The duplicate feature is useful when performing data analysis on the same set of Query results. 1. Click Duplicate to create a copy of the existing report in a new tab but still within the same file. Report/ Delete a Report Upon adding or duplicating a report, the system will activate a delete feature that will delete any additional tab created. Click to delete a report 3.5 Creating a Document Click on Web Intelligence Application from the Applications downward arrow or from the Webi icon on the Home Page (see figure 29) 25

29 Click arrow Or click icon on Home Page Figure 29. Access to Web Intelligence To create and Ad Hoc Report. After you select the Web Intelligence get the following. You will see Loading in the top left hand corner. A SAP Business Objects Web Intelligence pop-up Do you want to run this application? will appear. Select Run (See Figure 17). Click on Run Figure 30. Initiate Web Intelligence To avoid the security pop-up Allow Access to the Application, please add the ICIS website to your Java Control Panel (security tab), in many cases this may need to be performed by a technical person with administrative permission to your computer (see figure 31). Otherwise you will be presented the popup and will need to click on Allow as in figure 30. This would also need to be added in your internet browser trusted site, again a technical person may need to do this depending on your office PC security setting. 26

30 Figure 31. Modify Java security to avoid security warning message, in example you would need to add Web Intelligence will render in a new tab on the BI Launchpad toolbar this is new with BI 4.1, with tabs open you can now jump from one activity to another have multiple reports open (same for viewing a report). The New and Open menu items are active. All other menu items are dimmed until you establish a new or render an existing document. Figure 31. Web Intelligence Menu Bar Select New to create a new Web Intelligence document. Upon selecting New, the application will prompt for a data source. See section 4.5.1, Establishing a Data Source. Click on the icon to the far left that looks like a page this is the New icon, a popup will appear with the selection for Universe. Click on Universe then click on Okay. 27

31 3.5.1 Establishing a Data Source To create a query in Web Intelligence, you must first select a data source. Business Objects Environment User Guide Data Sources Create a query using a universe data source. Users of BO XI 4.1 will primarily use universes as data sources. With BI 4.1 an Excel file can be used as a data source (tbd on more information on this). 1. Upon selecting New, application generates pop up menu. Highlight Universe. 2. Select Universe, and then click OK. 3. The Universe list appears. 4. Highlight a universe and it Select. The query panel opens including the universe folder structure. 28

32 3.5.2 Components of a Universe As shown in Figure 32, a universe can be organized into classes, and each object is categorized by type: Dimension, Detail, Measure or Filter. Dimensions are Description Objects Blue Details are further Descriptions of a Dimension Measures are Calculation fields Orange Conditions are pre-built filters to limit your results Yellow Figure 32. Classifying Object Types As shown in Figure 33, the Universe outline pane, on the left side of the query panel, displays a list of all the objects in the data source. From this list, select the objects you are interested in and add them to the query. 29

33 Figure 33. Selecting Query Results Result Objects Pane The Result Objects Pane is where you place the objects you want displayed in your report. It is important to note that only the objects that are in this pane will be displayed It is also important to note that Business Objects, by design, rolls everything up to the least common object o For example, if you pull a report with only Enforcement Acton Type and Cash Civil Penalty and limit the results to Enforcement Acton Type = CAA113d1 Action for Penalty, you will get one row of Enforcement Acton Type and the total Cash Civil Penalty for all cases with the type. You can double click, Drag-and-Drop, to populate the Result Objects Pane. Figure 34. Result Objects Pane Query Filters Pane The Query Filters Pane is your WHERE Clause. It is where you limit the results that you want displayed (e.g., Region Code = 07 & EFA Fiscal Year = 2014, etc.) 30

34 If the Objects you want limited are in your Result Objects Pane, you can drag them from the top pane to the bottom pane. If they are not in the top pane, you will need to drag them from the left-hand pane into the Query Filters Pane. Figure 35. Query Filter Pane Prompts 1. Specify that each time the report is run or refreshed a different set of data for that object can be used by building a Prompt for that Filter Item This is beneficial when you refresh a report each month or if you want the same report for different Case Types or Programs within your Region. Figure 36. Building Prompts for Filter Items 2. Select the drop-down arrow to the right of the text box and select prompt. 3. Set a default value (this will show up each time the report is run or refreshed) or you can leave it blank. 4. And where available, choose List of Values: This will provide you a list to choose from 31

35 Figure 37. Prompt Results Prompt Filter Operations 1. Specify the data you want the report limited to by choosing the object and setting the corresponding datum, i.e., Cash Civil Penalty Amount Required Total = 1,000,000 Figure 38. Prompt Filter Elements Equal This refers to an exact match, i.e., Cash Civil Penalty Amount Required Total >1,000,000 Not Equal This brings back results for everything except what is specified Greater Than All data with a value greater than what is specified (Dates or Measures) Greater Than or Equal to All data with a value greater than or equal to what is specified (Dates or Measures) Less Than All data with a value less than what is specified (Dates or Measures) Less Than or Equal to All data with a value less than or equal to what is specified (Dates or Measures) Between Brings back results for items that are between a given number or date Not Between Brings back results for items that are not between a given number or date In List Allows you to specify more than one match, i.e., Region Code In List 01;02;03 Not in List Allows you to specify everything that is not listed in the values, i.e., Region Code Not In List 01;02;03 Matches Pattern Uses the Wildcard %, i.e., Enforcement Action Name Matches Pattern % Big Polluter % to bring back data for all Enforcement Actions where name includes Big Polluter. 32

36 Different from Pattern Brings back all results that do not match the pattern. This operation also requires a Wildcard % Both Establishes the need for both conditions to apply. Except Establishes conditional exceptions. 2. Double click prebuilt Filters to automatically move them to the Query Filters pane. 3. Drag and drop the filters into the Query Filters pane, or you can drag and drop any object from the left-hand pane or the Result Objects Pane Logical Ordering of Parameters 1. Set up the order of the objects in your Query Pane by dragging one object on top of the other. 2. This creates a sub-set of the query, handy when you want to institute an OR statement: For example, if you want both Credit & Debit of , drag the Credit Object on top of the Debit Object. Type in BOTH text boxes and double click the AND to change it to an OR You can have multiple OR statements in one Query You read the And/Or Statements from Left to Right (Indentions) (see Figure ). You can double-click the And operator to change to Or Figure 39. Reading And/Or Statements Data Preview Pane As shown in Figure 40, the Data Preview panel enables you to see a basic result of your query before launching the report itself. If the data preview is not used, it can be replaced by the "Scope of Analysis. Scope of Analysis enables you to automatically add extra objects to the query to increase drilling performance. Scope of Analysis shows as many levels of the hierarchy as requested in the query results. This is especially useful when the hierarchies are not known by the end users. 33

37 Select this refresh icon to activate data preview Figure 40. Data Preview Pane Running the Query When you run a query for the first time, Web Intelligence automatically creates a report based on the objects you included in the query. The order in which the objects are arranged in the result objects box in the query panel determines the order of the columns in the report Saving your Work When saving to the BI platform, Web Intelligence saves to your My Favorites folder (by default), which only you can access. 3.6 Modifying a Query You can edit query properties such as limiting the number or rows of data retrieved, setting security to allow or prevent other users from editing the query, and changing the order of prompts. 1. Click on the Data Access tab. 2. Under Data Providers, Click Edit. The Query Panel appears. Click Edit Figure 41. Modifying a Query 3. Manipulate the size of the screen by dragging on the bottom-right-hand corner (see Figure ). 34

38 Click and drag on corner to manage screen size. Figure 42. Manipulating the Query Screen Size Query Panel Toolbar Within the toolbar, you can add a query, combine queries, examine properties and view the script. The toolbar also provides control icons to launch the report and close the query panel. Add a query from the universe. Show/Hide Data Outline Panel, Filters Panel, and Data Preview Panel Figure 43. The Query Toolbar The Data Outline Panel, Filters Panel, and Data Preview Panel are displayed by default. The icon to combine queries is the same as in BO XI 3. (see Figure 44). Combine Queries Figure 44. Combine Queries Icons To examine query properties, click the Query Properties icon. In the query properties you can set limits on the number of rows retrieved and the duration of data retrieved. You can also set preferences concerning the types of data to retrieve, prompt processing order, query security, and contexts. 35

39 Query Properties Figure 45. Query Properties Icon 3.7 Reporting Tools and Features Input Controls "Input control" enables quick filtering on your report via the sidebar. Quick filtering provides an extra advantage, allowing extended analysis of a single report and using the same report for a broader audience. Quick filters show up in the sidebar and are more visible to the end user than filters within the report itself: filters in the report are, most often invisible to the end user, which may lead them to be confused Track Changes to a Document BO XI 4.1 version of Web Intelligence enables you to track changes so that you can see what data has been affected by refreshing your document against its data source. The feature enables end users to see the difference between two runs of a report using colors, strikeouts, and other formatting attributes Activate Data Tracking 1. In Design mode, click on the Analysis tab. 2. Under Data Tracking, click Track. 3. Choose the Compare with last data refresh option. 4. Click the Options tab to review the default formatting for changes to the data (see Figure 48). Choose the Compare with last data refresh option Figure 48. Compare with Last Data Refresh Option 36

40 The data tracking feature automatically flags insertions and deletions of dimension members, changes to details, and increases and decreases to measures and other numeric values. If desired, you can change any of these options. 3.8 Additional Formatting Tools You can reveal additional formatting tools by clicking different sections of a report. 1. Right click the outside of a cell or table to reveal the additional report formatting controls. Figure 49. Additional Report Formatting Controls Format Report Panel Tables In Web Intelligence, you can create a table by choosing a table layout and dragging and dropping objects into the rows or columns (see Figure 49). Alternatively, you can choose a table layout and define the rows and columns using a dialog box interface (see Figure 50). 37

41 Figure 50. Working with Tables and Crosstabs Figure 51. Table Layout via Dialog Box Interface 1. To insert a table, click on one of the table structures on the Table tab. Click in the report panel, or Click Available Objects to open the available objects panel. 2. Click, drag, and drop objects into the table. When you drag an object to a table, a highlight appears in the selected cell. Dropping an object when the center of the cell is highlighted inserts the object in the selected cell Dropping an object when the left of right edge of the cell is highlighted adds a column to the corresponding left or right side of the highlighted cell. Dropping and object when the top or bottom edge of the cell is highlighted adds a row above or below the highlighted cell Changing a Table Layout In BO XI 4.1, you can alter the layout of a table without having to reconstruct the table or sacrifice data (see Figure 52). 38

42 Click the Turn Into list 1. Select an existing table. Figure 52. Changing a Table Layout 2. On the Tools tab, click on the Turn Into list. 3. Click on an alternate table configuration, e.g. Horizontal table. When you convert a table from one format to another, all the data from the original table is included in the converted table. You may, however, need to remove some of the data from the original tables to make the new format work effectively. 4. Right click on a cell or column header to reveal a list of actions and controls. Highlight a column header or cell within a column. Right click to reveal the drop down menu. Format Cell Figure 53. Actions and Controls Format Cell Panel Refer to Figure 53 above. Select the Format Cell control. As shown in Figure 24 below, the Format Cell panel appears with a list of cell attributes that you can customize. 39

43 Figure 24. Format Cell 3.9 Creating a Chart Click the Chart Drop- Down Arrow Figure 55. Edit the Chart to Change its Display The following example demonstrates adding a pie chart to a report. 1. Click the Chart drop-down arrow to reveal the list of chart options. 2. Click on a pie chart design. 3. Click in the report panel. The chart is inserted in the report. The pie chart will appear dimmed until data is assigned. There are two ways to choose data to display: o Open the Available objects panel and drag the desired objects directly onto the chart. Web Intelligence automatically determines how to display the data based on the chart type you selected. o Edit the chart to specify how you want the chart to display the data. The example will follow this option. 4. Right-click the report outer border 5. Click on Assign Data 40

44 Click Assign Data Figure 56. Assign Data to Pie Chart The system will open a window with controls for assigning the data values for the pie chart. 6. Select values for Pie Sector Size and Pie Chart Sector Color 7. Hit OK. The pie chart takes on color and data values. 41

45 8. Click on Chart inner border to reveal additional formatting controls. Inner border Select Format Chart 9. Select Format Chart A new window provides the chart format controls. 42

46 Figure 57. Format Chart Window 10. Establish setting for the Chart block, Title, Legend and Plot Area. For this example, select Global. Select Global 11. Select Data Values 12. Select the data label displaying mode checkbox. 13. Accept the default settings. Click OK. Notice that the chart displays the slice values as percentages, and also that the values display outside of the chart. Edit the chart so that the slices display dollar values inside the chart. Figure 58. Pie Chart Format Panel 43

47 14. Right click on the inner border again to reveal the format options and select Format Chart. 15. Change Data Type to Value 16. Change Data Position to Inside 17. Hit Apply. The chart has changed to display dollar amounts inside the pie chart Turn a Table into a Chart 1. Select an existing table. 2. Click the Turn Into list. Figure 59. Reformatted Pie Chart 3. Select a Chart format. This will turn an existing table into a chart. Please note that an extensive table may result in an illegible chart 4. Select Undo to restore the original table (if necessary). This time after selecting the Turn Into list, select More Transformations. The application displays the Turn Into panel. Based on the table, each column is listed along with the table format options. From here, you can specify the columns for your chart Creating and Managing Breaks Web Intelligence allows you to create breaks between groups of data to more efficiently organize the results of your query and display subtotals and totals. You can create a Break on a Report, which will allow you to split up a Report on a particular Column (see Figure 60). 1. Highlight the column where you want to create a break. 2. Once a column is selected, the Table Layout options appear. 3. Click the Break list. 44

48 4. Select Add Break. Business Objects Environment User Guide Figure 60. Report Selected to Add a Break 5. Select Add Break. The report changes to group on the target column. 45

49 Figure 61. Report Containing Break Business Objects Environment User Guide As shown in Figure 62, there is an option named Manage Breaks that enables you to address all columns and apply multiple breaks. 1. Click on Manage Breaks to reveal the corresponding control panel. 2. Click Add to reveal the table columns. Figure 62. Managing Breaks Note: When you create a break, the duplication values of the column are suppressed. At the bottom of the rows for a particular value, an extra row is also added where subtotals will appear if you choose to add them to your report Filters In Web Intelligence, you can apply filters (see Figure 63) to the sections and blocks in a document, which provides different results than filters set on the report as a whole. 1. Select the Analysis Tab. 2. Click on the Filter list. 3. Select Add Filter to create new filter. Figure 63. Applying Filters The application displays a Report Fitler panel. By default, the filter is applied at the report level. 46

50 4. Select Add Filter to generate an Available Objects list panel. 5. Select an object to reveal values upon which you can filter the report. Business Objects Environment User Guide Figure 64. Filtering by Available Objects Alternatively, you can reach the report filter panel by: 1. Right clicking on a table column to reveal a control list. 2. Click on Filter. 3. Click on Add Filter Sorting Web Intelligence enables you to sort your data based on ascending or descending values for a specific column or by selecting Manage Sorts to customize report sorting. If a default sort does not meet your needs, you can create and apply a custom sort order. You can access the Sort control from either the Analysis tab or by right-clicking on a column header Customizing a Sort Order Select the Mange Sorts option from the drop down menu. Select Advanced 47

51 Click Add Add a new sort for a dimension. Click Add. For this example, select the Enforcement Action Type. Hit OK. 48

52 Click Values Review the current order of values for the Enforcement Action Type dimension. Click Values. Note the values are in ascending alphabetical order. You can use the arrows to move values up and down the list. You can also add values to a list by entering them into the input text box and clicking the > arrow. When finished, Hit OK. Hit Apply Creating Variables You can create variables that can be used in one or more of your Report Tabs. 1. Select the Data Access control tab. 2. Under Data Objects, Click on the New Variable list or click on the Create Variable icon (see Figure 65). 3. Select from New Dimension, Detail, or Measure. 49

53 Create Variable Icon Figure 65. New Variable menu 4. View the Create New Variable panel (see FigureFigure 66). Figure 66. Create New Variable Panel The panel presents available objects and controls for establishing a new variable. In this example, we will create a variable to count the number of distinct vendor codes. Select the function Count from Available Functions- double click (select all to find the Count function). Select Enforcement Action Type from Available Objects double click 50

54 New variable formula Check the variable by clicking the green check mark. Click the green check to validate the variable Note formula is correct is verified Name the variable Select OK. You can now use this in your report like an object this example will identify how many different enforcement action types appear in the report Send Functionality 1. Click on the Document List Button to navigate to the Report you want to send. 2. Right click on a document to reveal the Send control. 51

55 Or 1. Highlight a document and click on the Send list from the header menu. Business Objects Environment User Guide 2. Select BI Inbox. File Location is not available at this time. When specifying the BI inbox destination, you have these choices: Deliver the objects to each user. Automatically generate the target name, enter a specific name, or choose from a list of placeholders. Send the publication as a shortcut or as a copy (Sending a copy is always recommended) Send List Or Send by Right click Figure 67. Send Functionality 52

56 BI Inbox - Business Objects Environment User Guide Upon selecting BI inbox, the aplicaiton presents the available recipients. Highlight a recipent name and click on the > button to move the choice into the Selected Recipient section. To remove a selecte drecipient, highlight and click on the < button. Figure 68. Available Recipients 3.15 Scheduling a Report Business Objects Scheduling feature allows you to run a report on the server. In BO XI 4.1, you can still schedule a document so that an instance of it is generated on a one-time or recurring basis. You can also define additional settings such as the output format and destination. There are several benefits to scheduling a report: You can schedule the report to run at predetermined increments i.e., Daily, Weekly, or Monthly You can schedule the report to Run Now if the query takes a significant amount of time to run You can convert the report to Excel or PDF without having to go through the manual process - Navigate to My Folders. - Click on the Documents List or Link - Right click on the document to reveal the drop down menu. - Select Schedule. A new window appears containing the scheduling options. Different scheduling options will appear depending on the type of document. 53

57 On the Instance Title page (see Figure 69), you can enter a unique name for the instances generated by the schedule. Figure 69. Instance Title Page On the Recurrence page (see Figure 70), you can specify how often the schedule runs. The default setting is Now, once at the current time. Figure 70. Recurrence Page As in BO XI 3.1, the Prompts page will be specific to the document. Maintain existing or modify values as required. 54

58 Select from four different Formats: Web Intelligence, Microsoft Excel, PDF, and CSV. Figure 71. Format Page and Options In the Destinations page, you can choose where the generated instances will be located (see Figure 74). Figure 74. Destination Page As with the Send function, you can choose to have the instances generated in the default location or sent to a BI Inbox (see Figure 75). The options for , FTP server and file system are displayed but are not available at this time. Use the drop down boxes to select values for recipients and other information. 55