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Index 159
chapter
1 Introduction to BusinessObjects Live Office
About this guide
chapter
2 Getting Started
Overview
Overview
With BusinessObjects Live Office XI Release 2 (Live Office) you can import
data from Crystal reports, OLAP reports, and Business Views into Microsoft
Office.
This process is known as inserting a View.
The source Crystal reports, OLAP Intelligence reports, and Business Views
must already be published to BusinessObjects Enterprise. To import data, you
must have the appropriate rights for the published objects.
Note: If you are not sure whether or not you have the appropriate rights,
contact your BusinessObjects Enterprise administrator.
You can format the imported data by using standard Microsoft Office
functionality and the features of Live Office.
The Refresh command is also available from the View submenu on the
Business Objects menu and from the Business Objects shortcut menu. This
command becomes available as soon as the document contains a View.
Note: You cannot set parameter values for report instances. For details, see
“What are report objects and report instances?” on page 19.
chapter
3 Importing Data
Overview
Overview
With BusinessObjects Live Office (Live Office), you can import data from
Crystal reports, OLAP reports, Business Views, and Web Intelligence reports
into Microsoft Office. This process is known as inserting a View.
Size Limits
For each Microsoft Office application that Live Office supports, there is a
maximum number of rows and columns that can exist in a table or worksheet.
This affects how much data you can insert into a view because Live Office
inserts the data in the form of a table or as rows and columns in a worksheet.
These limits are set by the Microsoft Office applications so it is helpful to know
these limits when you plan what data you are going to create a View from.
Microsoft Word
• Maximum rows = 32767
• Maximum columns = 63
Microsoft Excel
Inserting Views
To insert a View, you must have the appropriate rights for the source Crystal
report object or instance, Web Intelligence report object or instance, OLAP
report, or Business View.
To insert a View
1. Open a document.
2. Select where you want to insert the View.
3. On the BusinessObjects menu, select New.
4. Click Report View if you want to insert data from a Crystal report, Web
Intelligence report, Business View, OLAP report, or directly from an
OLAP data source.
The Live Office Import Wizard appears. For information about the Wizard,
see “Live Office Import Wizard” on page 20.
If you have not already logged on to BusinessObjects Enterprise, you are
prompted to do so. For more information, see “Logging on to
BusinessObjects Enterprise” on page 12.
Note: The list contains only the objects that you have the right to view.
For more information about the rights that you need to use Live Office,
see “Using BusinessObjects Enterprise” on page 12.
3. Expand a report object to see its report instances.
4. Do one of the following, and then click Next.
• Click a Business View to insert a View based on a Business View.
• Click a report object to insert a Report View that shows the data in
the underlying data source.
Note: Because the report object contains no saved data, you can
insert a Report View based on the report object only if you have
refresh rights on the report. If you do not have the right to refresh a
report, you can base the Report View on instances.
• Select from the list of instances below the report object to base a
Report View on a specific instance.
Note: A Report View based on an instance will always show the
same data, unless you base the Report View on the latest instance.
If you want the Report View to show the current data in the
underlying database, select the report object rather than an instance.
Tip:
• Click the plus sign (+) beside the History folder to insert a new
Report View that is based on a data source that you have selected
recently.
The list shows the last 10 data sources that you have selected from
the current CMS. Live Office maintains separate lists for Microsoft
Excel, Microsoft PowerPoint, and Microsoft Word.
• Click the plus sign (+) beside the Current Connections folder to show
the connections to data sources for the Report Views in the
document.
If you select a current connection, the Live Office Import Wizard does
not insert a new Report View but instead modifies the corresponding
Report View in the document.
5. Click Details to display the current parameter values for reports and
report instances.
Note: Business View parameters are not displayed in this dialog box.
6. Click Next.
If you selected a report or Business View that contains parameters, the next
step is “Specifying parameter values” on page 24.
2. Click the Bind Parameter button to open the Bind Parameter dialog box.
3. Click the cell on the Excel worksheet that you would like to bind the
parameter to or type in the value of the cell.
For example, if you want to bind the parameter to the third row of column
B, type $B$3.
For example, if the parameter prompts you for the city that a product
supplier is located in, you may first need to select the country and region
that the city is located in. This example is illustrated in the following
image.
Note: If a parameter has no current value, you must enter a value for
that parameter before you proceed to the next screen.
2. Click OK.
If the database on which the report or Business View is based requires logon
details, you are prompted to log on. See “Logging on to the database” on
page 26.
Selecting fields
The Select Fields dialog box does not appear if you have chosen to select
parts of a report.
Select the fields that you want to display in the Report View. You can change
the fields later. For details, see “Modifying fields” on page 48.
Here are some things to know about field selection:
• You can select any combination of available fields and groups for your
Report View.
• If you select fields from a grouped report but do not select a group, the
fields still appear in the grouped order in the Report View.
Note: The names of the fields come from the underlying database, not
from the source Crystal report or Business View.
• Group and summary information is included in the Available fields list
(see To select fields for the Report View) and maintains the order that is
found in the source report or Business View. For example, if you select a
group that is sorted in ascending order, the fields are sorted in ascending
order in the Report View.
• You can choose to display the names or the descriptions of the fields. For
details, see “Changing the field display” on page 139.
To select fields for the Report View
1. In the Available fields list, click a field that you want to include in the
Report View, and then click the right arrow button (>).
The field appears in the Included fields list. Click the Select All button
(>>) to include all the fields.
2. Use the up and down arrows to change the order of the included fields,
as required.
3. Do one of the following:
• Click Next to filter the data in the Report View. See “Filtering data” on
page 27.
• Click Finish to insert the Report View.
Filtering data
This screen does not appear if you have chosen to select parts of a report.
You can apply filters to all available fields in the Crystal report or Business
View to restrict the data, even if the fields do not appear in the Report View.
You can apply filters only if you have refresh and edit rights for the source
Crystal report or Business View.
To filter the data
1. In the Filter Data screen of the Live Office Import Wizard, click the field
that you want to filter.
2. Select a suitable operator from the Operators list on the right.
There are many different types of operators that you can choose. You
can further qualify your operator with values from the Values lists. The
options that you are presented with depend on the selected operator.
If you want to filter out null values, you can use the “is NULL” and “is NOT
NULL” operators in combination with other operators. The “is not equal
to” operator also filters out null values.
Note: If you add a filter to a calculated field, you must type in the value,
rather than select from the lists. Live Office cannot retrieve the calculated
values from the underlying database.
3. Click Add Filter.
The filter appears under the field to which it applies.
4. To remove a filter, click the filter, and then click Remove Filter.
5. Click Finish to insert the Report View.
The filter is stored as a comment or bookmark on the field that contains the
filter.
Live Office also uses comments for the context of report parts. See “Selecting
parts of the report” on page 28.
You can change the filters on the Report View. For more information, see
“Working with filters” on page 48.
and insert them as a table, the inserted data shares the same context.
Comments are also used to display filter information. See “Filtering data” on
page 27.
To hide all comments in the document, click Options on the Tools menu and
then click the View tab. Under Comments, click None.
Editing a formula
If you insert a single cell of data into the document, it is easy to forget what
the data is intended to show. When you insert report parts, you can use the
Edit Formula command to give more information about a cell of data. For
example, if a cell contains data that shows “This Year’s Sales of Carrots,” you
can add that text to the page.
Note: This command is only available when you select parts of a report to
create a View. It is not available when you select fields from a report to create
a View.
To add text to a cell of data
1. Right-click the cell that you want to modify and click Edit Formula.
2. Type the text that you want to display in the cell. For example, type the
following:
This Year's Sales of Carrots
3. Click Insert Value.
The formula is now as follows:
This Year's Sales of Carrots {%value%}, where {%value%} is
the value shown in the cell.
4. Click OK.
5. Refresh the Report View to display the text and the value.
If you selected a document that does not contain context, the next step is
“Selecting Fields” on page 34.
If you selected a document that does not contain context or prompts, the next
step is “Selecting Fields” on page 34.
Specifying Context
If context exists in the data source, you must specify the one you want to use
for the Web Intelligence View.
Note: If you selected an instance as your data source, you cannot specify
context.
A context is a defined group of objects in a query that share a common
business purpose. Contexts are used in universes to avoid ambiguous
queries. An ambiguous query is a query that contains objects that can return
more than one kind of information.
For more information about context, refer to the guide Building Reports Using
the Web Intelligence Report Panel or Building Queries Using Web
Intelligence Query - HTML.
To specify context
1. In the Data Source screen, select the data source.
2. In the Values window under Query Context Values, click the context
you want to use for your View.
3. Click Next.
If you selected a document that contains a prompt or prompts, the next step is
“Specifying parameter values” on page 24.
If you selected a document that does not contain prompts, the next step is
“Selecting Fields” on page 34.
Selecting Fields
At this point you are prompted to select fields from the Data Provider(s) or
Query(ies) in the report. Select the fields you would like in the View.
Note:
• You can select any combination of available fields and groups for
your Web Intelligence View.
• You can select fields from multiple data providers for a single view.
• If you select fields from multiple data providers, they will be inserted
as separate data sets. That is, the fields from each data provider will
be inserted as a separate data set.
• The Live Office Import Wizard does not indicate whether the field is a
dimension, measure type, or other type of field.
• You can choose to display the names or the descriptions of the fields.
For details, see “Changing the field display” on page 139.
To select fields for the View
1. In the Available fields list, click a field that you want to include in the
View, and then click the right arrow button (>).
2. Repeat step 1 for each field you want to add.
The field appears in the Included fields list. Click the Select All button
(>>) to include all the fields.
3. To change the order of the included fields, use the up and down arrows.
4. Click Finish.
3. Click Next.
If your OLAP report has a data source requiring logon credentials that have
not been saved in BusinessObjects Enterprise, the next step is “Logging on to
the data source” on page 36.
If no OLAP servers are listed, click Add Server to add one. For
information on how to add an OLAP server, see “Adding OLAP Servers”
on page 38.
3. Select a cube and click Next.
4. Make any required changes to the Cube View in the Reorient Cube View
screen that appears, and then click Finish. For information about
modifications you can make, see “Reorienting a Cube View” on page 65.
6. Click OK.
7. On the Server Name list, click the Holos server you want.
8. Click either Use Enterprise authentication or Use system
authentication.
9. In the User Name box, type your user name.
10. In the Password box, type your password.
11. Click Test Connection to check that your connection details are valid.
12. In the Caption box, type a name or description for your cube connection.
13. Click OK.
Connecting to Holos servers using BusinessObjects Enterprise
To connect to Holos servers with BusinessObjects Enterprise
1. On the Data Source screen of the Live Office Import Wizard, click Add
Server.
The Connection Properties dialog box opens.
2. Click Advanced.
3. Click Using BusinessObjects Enterprise.
4. In the System box, type the name of the computer that is running
BusinessObjects Enterprise.
chapter
4 Modifying a Report View
Overview
Overview
Many features in BusinessObjects Live Office (Live Office) allow you to
modify and format the Report Views.
If you use Microsoft Office functionality to modify a Report View, Live Office
can overwrite these changes when you refresh the View.
You can have many Report Views in a document, including several different
Views of the same data. You can refresh each Report View individually, or
refresh all Report Views at once.
For more information on refreshing Report Views, see “Refreshing data” on
page 50.
Smart Tags
Live Office supports Microsoft Office Smart Tags in Microsoft Excel 2003.
Smart Tags allow you to view the Report View source in InfoView.
To navigate to the source object
1. Click a heading in the report view and you will see the Smart Tag icon
appear.
2. Move your mouse over the icon until an arrow appears.
3. Click the arrow to reveal the submenu.
4. Click Live Office and then click Navigate to Object.
InfoView opens and displays the source report. If the report contains any
parameters that require user input, you will be prompted for this information
before the report is displayed.
Modifying fields
You can add or remove fields from a Report View that is based on a Crystal
report, a report instance, or a Business View.
Use the Report Viewer to modify a Report View that is based on parts of a
report. See “Selecting parts of the report” on page 28 for details.
To modify fields in a Report View
1. Click any cell in the Report View that you want to modify.
2. On the BusinessObjects menu, click Report View > Field > Add/
Modify to open the Report View Expert.
3. Do one of the following:
• To add a field, select it in the Available fields list; then click the right
arrow (>).
• To remove a field, select it in the Included fields list; then click the
left arrow (<).
4. To change the order of the included fields, use the up and down arrows.
5. Click OK to apply the changes.
To remove a field from a Report View
1. In the Report View, click any cell in the field or column that you want to
remove.
2. On the BusinessObjects menu, click Report View > Field > Remove.
Note: This removes all the filters from the selected field. It does not
remove all the filters from the Report View.
Refreshing data
You can refresh the data in a Report View against the data source. This
allows you to keep the most up to date data in your view.
The source Crystal report can be a report object, a specific instance of the
report, or the latest report instance to which you have access. For more
information about instances, see “What are report objects and report
instances?” on page 19.
• Type
The type of information in the selected cell. For example, date,
string, or integer.
3. Click OK.
4. View Options
View Options
Live Office allows you to view and modify the appearance and refresh options
of your Report View
To view and modify the view options of a Report View, go to View > View >
Options on the BusinessObjects menu. The View Options dialog box opens.
Note: The settings in this dialog apply only to the current View. For global
settings see “Options dialog box” on page 148.
There are various settings:
• Conceal data when saving
• Latest instance
This shows the latest instance data regardless of the user that
scheduled it
• Latest instance by user
This shows the latest instance data based on the user that scheduled
it or the user that it was scheduled “On behalf of“. For example, if the
administrator schedules a report on behalf of User1, the instance has
the ScheduledBy property of User1not the administrator.
• Keep user format when refreshing
This option maintains the formatting applied to the Report View or
Cube View after it was inserted using report parts. If a view is
inserted by selecting fields from a report, user formatting is always
kept.
• Use report format
This option is available if the View is inserted from report parts. If it is
selected, the report formatting will be applied from the original report
and any user formatting that is added to the View will be lost.
Note: For Cube Views, the data grid formatting is reapplied from the
original report but the slice view and other regions in the Cube View
are not reformatted from the original report.
chapter
5 Modifying a Cube View
Overview
Overview
There are many features in BusinessObjects Live Office (Live Office) that
allow you to modify and format your Cube View. You are able to refresh data,
add or remove columns and rows, and change the view layout from within
your document.
If you use Microsoft Office functionality to modify a Cube View, Live Office can
overwrite these changes when you refresh the View.
Note: You can have many Cube Views in a document, including several
different Views of the same data.
This chapter focusses on the functionality found in the Reorient cube view
screen. For information on modifying your Cube View, see “Modifying a Cube
View” on page 57.
You can change the Live Office options so that you are prompted for the
parameter values when you refresh the data. You can also use commands on
the shortcut menu and the Navigation Bar to modify the parameters.
Note: You cannot specify parameter values for a report instance. A report
instance contains the parameter values that were specified when the instance
was scheduled.
To modify parameter values each time a cube view is refreshed
1. On the BusinessObjects menu, click Options.
2. In the Options dialog box, click the General tab.
3. Select Prompt for parameters on data refresh.
4. Click OK.
When you refresh any cube view, the Specify Parameter Values dialog box
opens and allows you to modify the parameter values.
For more information about setting parameter values, see the following
procedure.
Note: You cannot modify parameters with cascading lists of prompts.
To modify parameter values
Note: If the parameter has a cascading prompt, you cannot modify once
it has been inserted into the cube view.
1. Right-click the cube view and click Refresh.
2. Click Refresh with new prompt values...
The Specify Parameter Values dialog box opens.
3. Change the parameter value as required and click OK.
To access the calendar for a date parameter, click the drop-down arrow
beside the date. If the date parameter can take only discrete values, then
you must select a date from the list.
4. If the data source requires logon details, enter them and click OK.
To remove a parameter value
1. Right-click the cube view and click Refresh with new prompt values.
The Specify Parameter Values dialog box opens.
Tip: If you want to remove a specific parameter value, click the
parameter in the Navigation Bar.
2. Select the parameter values that you want to remove and click Remove.
To modify parameter binding options
1. Right-click the cube view and click View.
chapter
6 Reorienting a Cube View
Overview
Overview
There are many features in BusinessObjects Live Office (Live Office) that
allow you to modify and format your Cube View.
You can modify a Cube View before or after you insert it into a your document
by using the functionality of the Reorient cube view screen in the Live Office
Import Wizard.
To access the Reorient cube view screen from your Cube View
• Right-click a member and select Change View on the shortcut menu.
If you use Microsoft Office functionality to modify a Cube View, Live Office can
overwrite these changes when you refresh the View.
You can have many Cube Views in a document, including several different
Views of the same data.
This chapter focusses on the functionality found in the Reorient Cube View
screen. For information on modifying your Cube View, see “Modifying a Cube
View” on page 57.
Swapping dimensions
You can swap dimensions with others to reorient the view of data in the Cube
View. You can drag and drop dimensions to swap them or use the commands
on the shortcut menu.
You can swap a row or column dimension with one of the slice dimensions, or
with another row or column.
To swap rows with columns
1. Right-click a row or column dimension and then click Change View to
open the Reorient cube view dialog box.
2. Right-click a row or column dimension and click Swap Rows with
Columns on the shortcut menu.
The data in the Cube View updates to show the new orientation.
3. Click OK.
The document now shows the new orientation.
To swap two dimensions
1. Right-click a row or column dimension and then click Change View to
open the Reorient cube view dialog box.
Tip: You can also right-click the dimension you want to move, and click
Swap With on the shortcut menu.
The data in the OLAP Viewer updates to show the new orientation.
4. Click OK.
The document shows the new orientation.
Stacking dimensions
Displaying two or more dimensions in a particular row or column in the OLAP
View is known as stacking dimensions. When you stack dimensions, the one
nearest the cells is called the inner dimension, and any others are called the
outer dimensions.
You can stack dimensions using the following commands from the shortcut
menu:
To stack dimensions
1. Point to the dimension that you want to move and drag it to a row or
column.
You can place a dimension over a row or column, or over a slice at the
bottom of the OLAP Viewer or in the Slice Navigator. There must always
be at least one dimension left in a row or column.
2. When the cursor changes to an arrow symbol, release the mouse button:
The arrow symbol indicates where the dimension appears: you can add
the dimension above or below a column dimension, or on the left or right
of a row dimension.
The data in the OLAP Viewer updates to show the new orientation.
3. Click OK.
The document shows the new orientation.
When moving a dimension to the slice dimension area at the bottom of the
OLAP Viewer or to the Slice Navigator, you can set the slice member by
dragging the appropriate row or column member heading. See “Changing the
slice of data” on page 77 for more information on altering the active slice
member.
Note: You can only apply sorting, filtering, and exception highlighting to inner
dimensions on stacked dimensions.
3. Select the check boxes for each of the members that you want to see in
your Cube View.
• Expand hierarchies by clicking the plus symbol, if required.
• Glance down the levels to make sure that only the members you
want are selected. If a parent member is not selected, this does not
necessarily mean that child members are not selected. Child
members can still be selected, even if the parent member is not
selected.
• Use the Member Selector commands to help you pick the members
you want more quickly. The following section describes these
commands.
4. Close the Member Selector when you have completed your selection.
Select menu
The following commands are available from the Select menu on the Member
Selector toolbar. Click the down-arrow button next to Select to display these
commands.
Select All Selects all the members in the dimension. This is useful
Members if you want to select the majority of members. After you
select all members, clear the members you don’t want.
Select None Clears all selections.
Invert Selection Selects the members not selected, and clears the
members that were selected.
Select All Top Selects the members in the top level.
Members
Select All Members Selects all the members on this level of the hierarchy.
at This Level
Add Parent to Adds parent members to the selection. You can
Selection choose from:
• One level: Adds the immediate parents of the
members you have selected.
• All levels: Adds all parents of the members you
have selected.
• Custom: Displays the Level Selector. Select the
level or levels of parent members you want to
add. Use CTRL and SHIFT to select multiple
levels.
Add Children to Adds child members to the selection. You can choose
Selection from:
• One level: Adds the immediate children of the
members you have selected.
• All levels: Adds all children of the members you
have selected.
• Custom: Displays the Level Selector. Select the
level or levels of child members you want to add.
Use CTRL and SHIFT to select multiple levels.
Add To Adds your selections to your favorite groups. You can
choose to:
• Create a favorite group.
• Add the selections to an existing favorite group.
You can select more than one member by holding
down the SHIFT or CTRL key.
Favorite group
A favorite group is a selection of members that you can create and modify.
Use it to quickly select a group of members you use on a regular basis. You
can add and remove members from the favorite group, or create several
favorite groups. Once you create a favorite group you can select it from the
Favorites folder in the Member Selector.
There is no limit to the number of favorite groups you can create. There is no
limit to the number of members you put into an individual favorite group.
Static and server favorite groups
There are two types of favorite groups:static and server.
Server favorite groups are created and maintained on the server. You can
access and use these favorite groups from OLAP Intelligence, but you cannot
create, edit, or delete them. If you want to create or change these groups, you
must do so within the server environment.
You can only create and edit static groups using OLAP Intelligence.
Member Caption The caption of the member that you want to find.
Member Name The name of the member that you want to find.
Member Unique The unique name of the member that you want
Name to find.
Level The level in the hierarchy that you want to
search.
Member Property The property that you want to base the search
on.
This Property is only available if the data source
has member properties associated with it.
4. On the Condition list, click a condition:
5. In the Value box, type the text that you want to base the search on, or
select a level or property from the list.
6. Click Search.
7. Click New Search.
The results appear in a copy of the Member Selector. The members
located by the search are selected in the hierarchy.
When you have defined a search, you can also use the Search within
Results and Add to Search commands.
To search within the results of your search, redefine the criteria, click
Search and then Search within Results.
To add to the results of a previous search, redefine the criteria, click
Search then click Add to Search.
8. When you are satisfied with the results of your search, click one of the
following:
Hiding dimensions
A hidden dimension is a slice dimension that is hidden from end users. You
can hide some slice dimensions to simplify the OLAP report, so you only give
users the functionality they require. End users cannot see, change, or move
the hidden slice dimensions.
Hidden dimensions appear grayed out on the OLAP Viewer and in the Slice
Navigator:
To hide a dimension
1. Right-click a member and select Change View from the shortcut menu.
2. Right-click the slice dimension that you want to reactivate.
3. Point to Dimension State and click Hidden.
Alternatively, you can drag a dimension into the hidden dimension area.
Reordering members
The default order for a dimension’s displayed set of members is dictated by
the data source. This is usually an alphabetical order that takes into
consideration the hierarchical relationship between members. You can alter
this arrangement by manually reordering the members within each
dimension.
Note: Once you have reordered your members, you cannot return to the
server-defined default order. This is not the case for Microsoft OLAP data:
once the order has been redefined, any action you perform that causes the
set of displayed members to change will result in a return to the server-
defined default order.
To reorder members
1. Right-click a member of the dimension that you want to reorder and click
Reorder Dimension Members.
2. Use the mouse to drag members, or use the arrow buttons to move the
members up or down the list.
If a row or column member contains a sort or filter, any reordering on the
opposite row or column will not be displayed. The selected order will become
apparent once the relevant sorts and filters have been removed.
Renaming a member
1. Right-click the member heading that you want to rename and click
Change Caption.
2. Enter the new caption for the member and click OK.
To return to the original member caption, click Default.
Changing the caption of a member does not change the name of the member
at the data source.
• Caption: Name
This sets the display option for the selected dimension only.
Drilling down
Members in a dimension can be organized in a hierarchy of different levels
(groups and subgroups, or parent and child members). For example, a
dimension called region could have a member for Europe that is the total of
UK, France, and Spain. UK could be the total of Scotland, England, Wales,
and Northern Ireland, and so on. A plus symbol beside the description of a
member indicates that there are child members beneath it.
Often you want to explore data in a hierarchical dimension more closely to
find reasons for a performance that is unexpected. In the OLAP View, you can
expand a member to show its constituent child members. This is called drilling
down.
Moving back up to the parent member in a group is known as drilling up.
There are two methods of drilling down: expanded and focused. For example,
drilling down on the member Wine and Spirits using the expanded method
displays the member and its children:
You can continue drilling down into lower levels as long as a plus symbol
appears beside the member name (indicating that there are lower levels).
Actual, Budget, and Variance members appear for each member of Year.
Using an asymmetric view, you can display different inner dimension
members. For example:
In this example, there are no Actual figures for Next Year, and no Budget
figures for Last Year. You can hide these members to simplify the view of the
data.
This is an asymmetrical view. You must use the commands on the OLAP
Viewer shortcut menu to hide individual member instances from the view. You
cannot create asymmetrical views using the Member Selector.
Hide Selected Removes the selected member instance from the current
Member view.
This is not the same as deselecting a member in the
Member Selector—that would remove all instances of a
member from the view.
For example, you could use Hide Selected Member to
hide the Budget figures for Last Year.
Show Selected Hides all instances of a member, except for the selected
Member member instance.
For example, you could use Show Selected Member to
show Budget figures for Next Year and hide the Budget
figures for This Year and Last Year.
Restoring symmetry
You can restore symmetry with the Member Selector by clearing and then
selecting a member check box. You can also restore symmetry using the
following shortcut menu commands:
Hide All Hides all instances of a member from the current view. This
Occurrences is the same as clearing a member in the Member Selector.
Show All Shows all instances of a member in the current view, and
Occurrences hides all other members. This restores symmetry to the view
and displays any hidden instances, but also hides all other
members on the dimension.
Drilling down on the Meat member shows that Meat has two child members:
Poultry and Red Meat. They inherit the asymmetry from Meat, and display
only This Year and Next Year.
2. On the Type list, click the number format that you want to use.
The number format can consist of the following:
• The number of decimal places, the decimal point character and the
thousands separator character.
• The option to show values as a percentage of the total (Number).
• The scale of the numbers. You can express numbers as Billions,
Millions, Thousands, Thousandths, or Millionths (Number, Currency
and Accounting).
• The currency symbol (Currency).
• The option to use a plus character for positive numbers and brackets
for negative numbers (Accounting).
3. Click the Font tab.
Filtering by ranking
You can choose to hide or only show the top or bottom n members in a
dimension.
To filter based on ranking
Display the ten top-selling products:
1. Right-click the row or column dimension, point to Filter, and click Add.
2. On the Filter Type list, click Top / bottom n.
3. Click the show or hide option.
4. Click top or bottom.
Changing a filter
To change a filter
1. Select the member that has the filter.
2. Right-click the member that has the filter, point to Filter, and click Edit.
3. Modify the filter settings.
Removing a filter
1. Select the member that has the filter.
2. Right-click the member that has the filter, point to Filter, and click
Remove.
Sorting data
You can use sorting to order the data in your Cube View. This can be useful,
for example, if you want to rank sales regions according to their revenue.
Once sorting is applied, it is easy to see which sales region is the most
successful.
Sorting on a member
When you sort a row member, the data values are sorted, together with their
column headings. When you sort a column member, the data values are
sorted, together with their row headings.
To sort the data values in a row or column
• Right-click a member, point to Sort, and click Add First Sort/Ascending
or Add First Sort/Descending.
The data values are sorted into ascending or descending numerical order,
together with their column or row headings.
An arrow symbol on the member indicates sorted data—the arrow symbol
points in the direction of decreasing value.
If you delete the first sort on a row or column, the second sort becomes the
first sort, and so on.
Highlighting Exceptions
You can apply conditions to the data in a OLAP View to highlight important
differences or unexpected results.
4. Click Choose.
5. Using the Member Selector, select a member for comparison.
6. Click OK.
7. Move the Tolerance sliders to set the values above and below the
comparison member. Alternatively, type the tolerance values in the
boxes.
For example, if you consider 10,000 above and 10,000 below the base
member to be exceptional, set the sliders to 10000 and -10000.
8. Click Formatting for more formatting options.
See “Using other formats to highlight exceptions” on page 101 for more
details.
9. Click OK.
5. Set up the calculation using the Calculation Expert, Data Analysis Expert,
or as a calculation definition.
See “Adding Calculated Members” on page 104 for more information on
defining calculations.
6. Move the Tolerance sliders to set the values above and below the result
of the calculation. Alternatively, type the tolerance values in the boxes.
7. Click OK.
Editing highlighting
You can change the condition and highlighting format at any time using the
Edit Highlighting command.
1. Right-click the member whose highlighting you want to edit, point to
Highlight Exceptions, and click Edit.
2. In the Highlight Exceptions dialog box, make changes to the conditions
and formatting.
Removing highlighting
You can remove exception highlighting at any time using the Remove
Highlighting command.
• Right-click the member whose highlighting you want to remove, point to
Highlight Exceptions, and click Remove.
When you apply formatting to dimension members, the formatting moves with
the dimensions.
To change the formatting
1. Right-click the row or column member, point to Highlight Exceptions,
and click Add or Edit.
2. Click Formatting to display the formatting options.
5. On the Type list, click the number format that you want to use.
3. On the Calculation Type list, click the type of calculation that you want:
4. Click the option specifying how you want to calculate the rank:
Calculate rank across Calculate the rank for each member over the
the dimension whole dimension.
Calculate rank within Calculate the rank for each member according
each level to the level that it is part of. This option breaks
the hierarchical structure.
Calculate rank within Calculate the rank for each member in a
siblings sibling group. That is, those members related
by a common parent member.
5. On the Member Selector, right-click the member that you want to rank.
6. On the shortcut menu, click Add to ‘Rank based on’ field.
7. Select the dimension that you want to calculate the rank against.
You can click the Calculation tab now to see the calculation definition.
8. Click OK.
Reversing the order of ranking
The ranking expert automatically arranges members into a descending order,
with the greatest value receiving the highest rank. To change the
arrangement to an ascending order, you can alter the calculation in the
Calculation Definition box.
To reverse the order of ranking
1. Right-click the member, point to Calculated Member, and click Edit.
3. On the Member Selector, right-click the member for which you want to
calculate the trend line.
4. On the shortcut menu, click Add to ‘Trend of’ field.
5. On the Series Dimension list, click the dimension that you want to
calculate the trend against.
You can click the Calculation tab now to see the calculation definition.
6. Click OK.
This opens the Calculated Members dialog box on the Data Analysis
Expert tab.
2. On the Calculation Type list, click Linear Regression (X and Y).
3. On the Member Selector, right-click the member you want to use for the Y
values in the regression calculation (in this case, Store Sales).
4. On the shortcut menu, click Add to ‘Y Values’ field.
5. On the Member Selector, right-click the member you want to use for the X
values in the regression (in this case, Store Size).
6. On the shortcut menu click Add to ‘X Values’ field.
You can click the Calculation tab now to see the calculation definition.
7. Click OK.
• Numeric Functions
• Set Functions
• String Functions
• Tuple Functions
For more information on the use of these functions, see the Microsoft SQL
Server OLAP Services documentation.
appendix
A Modifying a Web Intelligence View
Overview
Overview
There are many features in BusinessObjects Live Office (Live Office) that
allow you to modify and format your Web Intelligence View. You are able to
refresh data, add or remove columns and rows, and change the view layout
from within your document.
If you use Microsoft Office functionality to modify a Web Intelligence View,
Live Office can overwrite these changes when you refresh the view.
Note: You can have many Web Intelligence Views in a document, including
several different views of the same data.
For this release of Live Office, you are able to insert datasets from Web
Intelligence and you are not able to insert report parts such as charts.
You can change the Live Office options so that you are prompted for
parameter values when you refresh the data. This occurs only for a source
report object or Business View that contains parameters. See “Modifying
parameter values” on page 46.
Modifying fields
You can add or remove fields from a Web Intelligence View that is based on a
Web Intelligence document or instance.
To modify fields in a Web Intelligence View
1. Click any cell in the Web IntelligenceView that you want to modify.
2. On the BusinessObjects menu, click View > Field > Add/Modify to
open the Select Fields dialog box.
Tip: You can also right-click
3. Do one of the following:
• To add a field, select it in the Available fields list; then click the right
arrow (>).
• To remove a field, select it in the Included fields list; then click the
left arrow (<).
4. To change the order of the included fields, use the up and down arrows.
5. Click OK to apply the changes.
To remove a field from a Web Intelligence View
1. In the Web Intelligence View, click any cell in the field or column that you
want to remove.
2. On the BusinessObjects menu, click View > Field > Remove.
Removing a View
You can remove a View from the document. Note that you cannot undo this
action. Once you have removed a View, you have to insert a new View to see
the data again.
View options
Live Office allows you to view and modify the appearance and refresh options
of your Web Intelligence View
To view and modify the view options of a Web Intelligence View, go to View >
View > Options on the BusinessObjects menu. The View Options dialog box
opens.
Note: The settings in this dialog apply only to the current View. For global
settings see “Options dialog box” on page 27.
There are various settings:
• Conceal data when saving
This allows you to secure your data. When this option is checked, the
View data is changed to say BusinessObjects when it is saved.
Users will have to refresh the View data to see the actual Live Office
data.
• Latest instance
This shows the latest instance data regardless of the user that
scheduled it
• Latest instance by user
This shows the latest instance data based on the user that scheduled
it or the user that it was scheduled “On behalf of.” For example, if the
administrator schedules a report on behalf of User A, the instance
has the ScheduledBy property of User A, not the administrator.
chapter
7 Publishing and Viewing Files
Overview
Overview
You can use BusinessObjects Live Office (Live Office) to publish documents
to BusinessObjects Enterprise. To publish a document to BusinessObjects
Enterprise, you must have publishing rights. To view the document, users
must have viewing rights for the document. For details, see “Using
BusinessObjects Enterprise” on page 12.
Note: The information in this chapter does not apply to Microsoft Outlook.
chapter
8 Customizing BusinessObjects Live Office
Adding security to your document
Automatically connecting to
BusinessObjects Enterprise
You can configure Live Office to connect to BusinessObjects Enterprise
automatically each time Microsoft Office is loaded.
To set automatic connection
1. On the BusinessObjects menu, click Options.
The Options dialog box appears.
2. Click the Enterprise tab.
appendix
B Creating Report Views from Unmanaged Reports
5. Expand the My Computer folder and double click Double click to select
Crystal Report... to navigate to the Crystal report that you want to use as
the data source.
6. Select the report and click Next.
7. Continue through the Live Office Import Wizard as you would with a
managed Crystal report.
For more details about inserting a report view, see “Inserting a Report View
from a Crystal report” on page 21.
3. Select the report that you want to set the report location to and then click
Open.
The report view is refreshed against the new data source.
Note: If the target report does not have a field or fields specified in the
original report, the following message appears:
Report View Error: The fieldTable.Field referenced in the Report View
could not be found within the Crystal Report connection. The field will be
removed from the Report View.
Where Table.Field is the name of the missing report field.
This error occurs for each missing report field in the target report.
4. If you receive the Report View Error, click OK to continue.
appendix
C References
The General tab contains the options for customizing the shortcut menu and
the general display options.
Note: The options that you can specify in this tab vary depending on the
Microsoft Office program that you are using.
View tab
The View tab contains the options for concealing the data from access by
unauthorized users and for displaying fields.
For details, see Chapter 11: Customizing BusinessObjects Live Office.
Enterprise tab
The WebService tab contains the URL to the web service that is used by Web
Intelligence. This URL must be set correctly in order for you to insert Views
using Web Intelligence data. For more information about inserting Web
Intelligence data see “Inserting a View from a Web Intelligence document” on
page 30
Analysis tab
The OLAP Intelligence tab contains the options for navigating Cube View
data. The options here allow you to choose how members are displayed and
how the Cube View is navigated.
If you select the “Display dimension names on Navigation bar buttons” check
box, the dimension names are shown on the Business Objects Live Office
toolbar. Clicking the dimension name opens the Member Selector for that
dimension.
Report Viewer
You can use the Report Viewer to select the parts of a report that you want to
display in the Report View. You can also use the Report Viewer to display the
selected Report View in the original report.
For details, see “Selecting parts of the report” on page 28.
appendix
D Business Objects Information Resources
Documentation and information services
Documentation
You can find answers to your questions on how to install, configure, deploy,
and use Business Objects products from the documentation.
Address Content
Business Objects product Information about the full range of
information Business Objects products.
http://www.businessobjects.com
Product documentation Business Objects product
http://www.businessobjects.com/ documentation, including the
support Business Objects Documentation
Roadmap.
Business Objects Documentation Send us feedback or questions
mailbox about documentation.
documentation@businessobjects.com
Online Customer Support Information on Customer Support
http://www.businessobjects.com/ programs, as well as links to
support/ technical articles, downloads, and
online forums.
Business Objects Consulting Information on how Business
Services Objects can help maximize your
http://www.businessobjects.com/ business intelligence investment.
services/consulting/
Business Objects Education Information on Business Objects
Services training options and modules.
http://www.businessobjects.com/
services/training
L
G
Latest Instance property 53
general display settings 137
layout of cube view 58
global highlighting exceptions 96
layout of report view 44
go to report view 15
level depth property 63
Group Path property 53
level name property 63
linear regression calculations 113
H Live Office
hidden dimensions, setting the slice for 79 customizing 133
hiding overview 12
dimensions 78 Live Office Navigation Bar 13, 15
member instances 85 Live Office toolbar 13, 13
hierarchies logging on
and sorting 95 to BusinessObjects Enterprise 12
using 82 to data source 36
highlighting exceptions to database 26
changing formats 101
compared with other members 98 M
removing formatting 101
MDX
using the result of a calculation 99
editing 59
highlighting high or low values 97
viewing 59
Holos 39
MDX Editor 79
MDX query, adding functions to 117
T
technical support 155
text, adding to cell 30
toolbar, Member Selector 69
toolbars 13, 13
totals, inserting 104
training, on Business Objects products 156
trend line calculations 111
Type property 54, 63
U
unique name property 63
unmanaged report view 142
User Name property 52, 125
V
Value property 53
View Id property 53, 125
viewing
MDX 59
properties,cube view 62
properties,report view 52
published documents 130
W
web
customer support 155
getting documentation via 154
useful addresses 157
Web Intelligence
specifying context 32
web intelligence view
inserting 30
selecting data source for 31
selecting fields for 34
setting web service for 30
specifying context for 32
web sites