InfoEd erm Project Instructions for obtaining Research Information Spreadsheets from InfoEd

Transcription

1 InfoEd erm Project Instructions for obtaining Research Information Spreadsheets from InfoEd Introduction A selection of user generated reports have been created using Crystal Reports, a standard business intelligence application used to design and generate reports from a wide range of data sources. These reports are produced from data embedded in the UWA erm InfoEd database, and are presented in Microsoft Excel spreadsheet format for ease of use. The resulting spreadsheets contain a large amount of information and can be viewed individually, or can be combined into a larger workbook format. This document uses a sequence of captured screen-shots from an actual Crystal Reports (Infoview) session, and aims to assist you to generate; use and combine the reports you need. Contents Introduction... 1 Contents... 1 Table of Figures... 2 **** Important PLEASE READ THIS FIRST *****... 3 Generating the Crystal Reports... 4 Exporting the report into Excel **** Important Please Read This ***** Creating a Multi-Sheet Workbook in Excel using Infoed data and associated Crystal Reports Scheduling reports to be run at a later time Logging Out of Infoview Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 1 of 39

2 Table of Figures Figure 1 - Business Objects Log On browser screen... 4 Figure 2 - Business Objects Log On detail... 5 Figure 3 InfoEd Reports screen... 5 Figure 4 Select Public Folders... 6 Figure 5 erm Spreadsheet reports screen... 6 Figure 6 Select a specific report... 7 Figure 7 Report parameter entry screen... 7 Figure 8 Select calendar pop-up for From date... 8 Figure 9 Calendar month drop-down... 8 Figure 10 Select calendar pop-up for To date... 9 Figure 11 Calendar pop-up with Today highlighted... 9 Figure 12 Drop-down Faculty list Figure 13 Choose associated Faculty Figure 14 Faculty chosen and associated value completed Figure 15 Select OK to continue Figure 16 - Initial generated report screen Figure 17 - 'Export the report' Figure 18 Choose report format for export Figure 19 Format selection list Figure 20 Report format selected Figure 21 Save or Open the report Figure 22 Report in Excel spreadsheet format Figure 23 - Excel sheet tabs Figure 24 Import data into Excel Figure 25 Choice of associated reports in spreadsheet (XLS) format Figure 26 - Choose one report for import Figure 27 - Select Table pop-up Figure 28 Select where to put the imported data Figure 29 - Select the 'first' cell for the imported data Figure 30 - Data imported into Sheet Figure 31 - Choose second worksheet Figure 32 - Insert additional worksheets as required Figure 33 - Select Sheet name Figure 34 - Highlight the sheet name Figure 35 - Changing a sheet's name to a more meaningful one Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 2 of 39

3 Figure 36 - Select schedule for delayed report generation Figure 37 - Scheduled report control screen Figure 38 - When to run report Figure 39 - Start and End times for the report Figure 40 Select report parameter entry Figure 41 - Report parameters selection Figure 42 - From date selection Figure 43 - Completed report parameters Figure 44 - Choose report format Figure 45 - Format export options Figure 46 - Choose report destination Figure fields Figure 48 - Schedule complete and selected Figure 49 - Schedule history page Figure 50 - IMPORTANT - log out when finished! Important Please Read This First Once you have generated as many reports as required, please ensure you log out of the Crystal Reports / Business Objects / Infoview application. The Log-out icon is a small padlock at the top right end of the report screen (see below). If you do NOT log out, an inbuilt timer in Infoview (Crystal Reports) will eventually time you out, and log you out of the application. However, as UWA currently has a limited number of Crystal Report licences, you may prevent another user from accessing the system while you are logged in but inactive. Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 3 of 39

4 Generating the Crystal Reports Open a web browser (e.g. Internet Explorer) and navigate to the UWA erm Crystal Reports login page:- for the Crystal Reports site Figure 1 - Business Objects Log On browser screen In the Log On to InfoView box, enter your staff number (NOT your user name) and standard Pheme password. From the drop down list in the Authentication field, choose LDAP and then select the command button (you may also press the <Enter> key on the keyboard at this stage). This is shown in greater detail in Figure 2 on page 5. NB You may find that LDAP is already selected as the authentication type. Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 4 of 39

5 Figure 2 - Business Objects Log On detail The following home screen will launch, showing details about the generally available reports. Figure 3 InfoEd Reports screen You want the reports listed under the Public Folders in the left navigation bar. Select the Public Folders link to expand the available folders (highlighted in Figure 4) Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 5 of 39

6 Figure 4 Select Public Folders Now select the erm Spreadsheet Reports link (see Figure 5) Figure 5 erm Spreadsheet reports screen Now select the specific report you wish to generate. (For illustrative purposes, this document will show the selection of the SEO report as shown in Figure 6.) Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 6 of 39

7 Figure 6 Select a specific report A new screen will launch, requesting the various parameters of the report date range; associated faculty etc. For this illustrative report, Figure 7 (below) shows the required parameters. Figure 7 Report parameter entry screen Enter the From Date for the report in the associated text field in the required format yyyy-mm-dd e.g for 1 Jan You may also select the calendar icon to the right of the field to launch a pop-up calendar from which the associated date can be chosen (see Figure 8). Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 7 of 39

8 Figure 8 Select calendar pop-up for From date The calendar pop-up incorporates the familiar drop-down fields that allow you to choose the required month (see Figure 9) Figure 9 Calendar month drop-down With the From date chosen, move to the report To date field and repeat the process. Again, you may type the date in the required format or use the pop-up calendar tool via the calendar icon (Figure 10). Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 8 of 39

9 Figure 10 Select calendar pop-up for To date The calendar also incorporates forward and backwards buttons as well as a Today button to enable you move from year to year (<< or >>); month to month (< or >) or quickly return to a calendar that shows today s date (Figure 11). Today s date is shown in red. Choose (select) this if required (see Figure 11). Figure 11 Calendar pop-up with Today highlighted The final parameter to be chosen for this report is the faculty to which it will apply. A drop-down list is available by selecting the drop arrow at the right end of the Faculty parameter text field (Figure 12). Note that choosing the faculty (see Figure 13) will automatically select the final value parameter (see Figure 14). This is not a user entered field. Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 9 of 39

10 Figure 12 Drop-down Faculty list Figure 13 Choose associated Faculty Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 10 of 39

11 Figure 14 Faculty chosen and associated value completed With all the required parameters for the report completed, select the OK command button to continue the report generation process (Figure 15). Figure 15 Select OK to continue The report will now generate and a new screen will launch showing the associated report. Please be aware that many of the reports will take a significant time to run to completion, depending on the parameters chosen. Running an unattended report at a later time is covered later in this document Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 11 of 39

12 Figure 16 - Initial generated report screen Do not be concerned about the appearance of the report on this initial screen, as it was designed and formatted to be presented as an Excel spreadsheet. To do this, the report must be exported into the standard Excel (.xls) file format. Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 12 of 39

13 Exporting the report into Excel To export the report, select the Export button at the left end of the button toolbar above the report (see Figure 17) Figure 17 - 'Export the report' A pop-up screen will launch that allows you to select the export format of the report (Figure 18) and the number of pages required. Figure 18 Choose report format for export The File Format text box has the familiar drop-down list of report formats, selected with the drop arrow at the right end of the field (Figure 19). Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 13 of 39

14 Figure 19 Format selection list Select the Microsoft Excel (XLS) file format from the list. You will probably want to export all the pages of the report at least initially but there is the ability to be selective, if required (see Figure 20). Figure 20 Report format selected You will now be prompted to either Save or Open the file [spreadsheet] (see Figure 21). Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 14 of 39

15 Figure 21 Save or Open the report If you choose to Open the spreadsheet, Microsoft Excel will start (if it is not currently running on your computer) and automatically launch the file (Figure 22). You will see that the file is now presented correctly. If you choose to Save the file, ensure you change the file name to something more meaningful than the default eportfolio. Save to a directory of your own choosing. Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 15 of 39

16 Figure 22 Report in Excel spreadsheet format You may repeat this process as often as required for each of the available reports. Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 16 of 39

17 **** Important Please Read This ***** Once you have generated as many reports as required, please ensure you log out of the Crystal Reports / Business Objects / Infoview application. The Log-out icon is a small padlock at the top right end of the report screen (see below). If you do NOT log out, an inbuilt timer in Infoview (Crystal Reports) will eventually time you out. Unfortunately, this does NOT log you out of the application, and if you return later, you will take up an additional (scarce!) user licence, possibly stopping another user from being able to use the reporting tool. This IS a known bug and a fix is imminent (as at 23 Sep 08) but until this has been fixed, please ensure you DO log-out at the completion of your session! Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 17 of 39

18 Creating a Multi-Sheet Workbook in Excel using Infoed data and associated Crystal Reports There are times when you will wish to compile a single workbook of multiple reports, perhaps containing date from a single faculty, or for a single report type spread across multiple faculties for a common range of dates. The following information aims to assist you to make the multi-sheet workbook in Microsoft Excel. It assumes you have generated the necessary reports from Crystal Reports, and have saved them in a (known!) directory as Excel spreadsheets. To start, open an instance of Excel. Ensure that there is a blank workbook shown. (If there isn t, you will need to select File New from the Excel menu and then select Blank Workbook from the side menu.) By default, this workbook will contain three worksheets, named Sheet 1; Sheet 2 etc. The sheet names are on the tabs at the base of each sheet, and you may open any sheet by selecting the associated tab (Figure 23). Figure 23 - Excel sheet tabs With the required sheet open, from the Excel menu, choose Data Import External Data Import Data as shown in Figure 24 on the next page. Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 18 of 39

19 Figure 24 Import data into Excel A standard Windows data source selection dialog box will launch, from which you may navigate to the required directory (folder) and choose from the previously saved InfoEd spreadsheets. Figure 25 Choice of associated reports in spreadsheet (XLS) format Select the first required report (Figure 26). Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 19 of 39

20 Figure 26 - Choose one report for import After selecting the Open button on the Select data Source dialog (Figure 26), the Select Table dialog box, allowing a choice of table, will launch (Figure 27). The default parameters may be left as is. Figure 27 - Select Table pop-up Select the OK button to launch the Import Data dialog box Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 20 of 39

21 Figure 28 Select where to put the imported data This dialog will determine where the data is placed on which worksheet and at which location on that sheet. It is important that the data is placed in the correct place! Figure 28 shows that the data would currently be placed on the Existing worksheet and the table will commence at cell D27. This is probably because the previously blank worksheet had been inadvertently clicked on cell D27 and that is now the default selected cell. Generally, the imported table should be placed at the top left cell A1 and if the text box is NOT showing =$A$1, it needs to be changed. Figure 29 shows cell D27 selected by default (solid border) and cell A1 selected for the import of data (dashed border). In addition, selecting cell A1 on the current sheet (Sheet 1) with the mouse has changed the value in the Import Data dialog box to Sheet1 Cell A1 You may now select the OK command button to import the associated data (table). Figure 29 - Select the 'first' cell for the imported data The data (table report) is imported into the current worksheet (here, Sheet 1) with the top left corner of the data placed in cell A1. Figure 30 shows the result. Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 21 of 39

22 Figure 30 - Data imported into Sheet 1 To import the next report (spreadsheet), first change the open worksheet by selecting the next empty sheet tab in the workbook (Figure 31). With a blank second sheet open, repeat the sequence of instructions to import the next spreadsheet data into this worksheet. This process can be repeated for the third report. Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 22 of 39

23 Figure 31 - Choose second worksheet If you wish to import more than three reports (spreadsheets) into Excel, you must create as many extra worksheets as there are available reports. This is done by selecting Insert Worksheet from the Excel menus (see Figure 32) for each additional sheet. Additional worksheets numbered 4, 5, 6 etc will be inserted in the workbook. (If you constantly find you need more than the default value of 3 worksheets in a newly opened Excel workbook, you can change the default value for the future. In an open Excel workbook, select from the menu bar Tools > Options > General (tab) Approximately half way down the pop-up, you will see Sheets in new workbook. This will be set to 3 by default. Change the number to the value you wish to open in the future, and then click on the OK command button to save the value.) Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 23 of 39

24 Figure 32 - Insert additional worksheets as required Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 24 of 39

25 For convenience, it is likely that you wish to rename each worksheet to reflect the associated report it now contains. This can be done by selecting the specific worksheet tab at the bottom of the sheet (see Figure 33). Figure 33 - Select Sheet name Double-click on the sheet name (e.g. Sheet1) so that it is highlighted (Figure 34). Figure 34 - Highlight the sheet name You may now overtype the default name with one that is more meaningful to you. For example, in this document, three separate SEO reports were generated for the Arts, Engineering and Education faculties. The first sheet is consequently named Arts, the second Engineering and the third Education as shown (partially) in Figure 35 and in Figure 32. Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 25 of 39

26 Figure 35 - Changing a sheet's name to a more meaningful one Scheduling reports to be run at a later time Infoview has an option to generate a report at some pre-defined time in the future. This allows the report to be generated at a time when the database is lightly loaded (i.e. few, if any, users are currently logged in) or at a time when the user is otherwise engaged Another advantage of timed runs is that some of the reports do take a l-o-n-g time to complete and can be more usefully run during normal non-working hours - even overnight! Scheduled reports can be generated either once or can be designed to run at a specific pre-determined time on a regular basis i.e. weekly; monthly; quarterly etc. To generate a report to be run at a later time, determine the specific report to be run as shown previously in Figure 6. However, instead of selecting the report and generating it immediately choose the Schedule link beside the report name (see Figure 36) Figure 36 - Select schedule for delayed report generation The Schedule control screen will now launch to allow you to select the report run parameters (Figure 37). Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 26 of 39

27 Figure 37 - Scheduled report control screen The first control object to be defined is When the report will be run. Select the drop-down list selection arrow at the right end of the Run object: field (Figure 38) to see the drop-down list. Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 27 of 39

28 Figure 38 - When to run report Select the required schedule and then complete the associated secondary information. In this case, you are presented with a Start time as well as an End time. Calendar pop-ups are available, as before. Note that the date entry is now the more familiar dd/mm/yyyy i.e 27/10/2008. Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 28 of 39

29 Figure 39 - Start and End times for the report Technically, an end date is not required for a Run Once report. The next control entries required are the report parameters. Select the Parameters link at the bottom of the screen. Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 29 of 39

30 Figure 40 Select report parameter entry Select each of the fields via the blue Empty field links (Figure 41) in turn and enter the report parameters From date; To date and Faculty as before. Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 30 of 39

31 Figure 41 - Report parameters selection A text entry box will launch to enable you to select, or type the required data (Figure 42) Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 31 of 39

32 Figure 42 - From date selection Complete the other parameters as before. The completed screen will look similar to Figure 43. Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 32 of 39

33 Figure 43 - Completed report parameters Now, select Format and choose the report format from the drop down list. In this case, this needs to be Microsoft Excel (Figure 44). Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 33 of 39

34 Figure 44 - Choose report format Now untick (deselect) the Use the export options defined in the report field as shown (highlighted) in Figure 45. Tick the Show gridlines check box. Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 34 of 39

35 Figure 45 - Format export options Now select the Destination field. Use the drop arrow to launch the drop-down list of options and choose recipients (Figure 46). Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 35 of 39

36 Figure 46 - Choose report destination Be sure to untick the Use the Job Server s defaults check box under the Destination field. Then fill in all the fields with the required details, ensuring you give the report (attachment) a specific name (see Figure 47). (N.B. The address fields will NOT appear unless the Use the Job Server s defaults check box under the Destination field has been deselected (unticked)) Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 36 of 39

37 Figure fields Inspect the completed fields to ensure you have all the required details, and select the Schedule command button at the bottom right of the screen to complete the scheduling process (Highlighted in Figure 48). Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 37 of 39

38 Figure 48 - Schedule complete and selected The History screen will now launch, and show a list of schedules for the designated report. The status of your report should generally say Pending. After a report has been run, this will change to Success. Figure 49 - Schedule history page The report will no be run at the designated time, and a copy of the report will be sent to the allocated recipient as an attachment. Logging Out of Infoview When all scheduling is complete, it is very important that you log out of Infoview by selecting the padlock icon at the top of the screen (see Figure 50) to ensure you do not unnecessarily use a licence. Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 38 of 39

39 Figure 50 - IMPORTANT - log out when finished! Research Information Spreadsheets from InfoEd Version1.2 dated 31MAR2009 Page 39 of 39