live office xi 3.1_en.pdf
TRANSCRIPT
-
7/28/2019 Live Office XI 3.1_EN.pdf
1/150
BusinessObjects Live Office XI 3.1
User Guide
Live Office XI 3.1
windows
-
7/28/2019 Live Office XI 3.1_EN.pdf
2/150
2008 Business Objects, an SAP company. All rights reserved. Business Objects
owns the following U.S. patents, which may cover products that are offered and
Copyright
licensed by Business Objects: 5,295,243; 5,339,390; 5,555,403; 5,590,250;
5,619,632; 5,632,009; 5,857,205; 5,880,742; 5,883,635; 6,085,202; 6,108,698;
6,247,008; 6,289,352; 6,300,957; 6,377,259; 6,490,593; 6,578,027; 6,581,068;
6,628,312; 6,654,761; 6,768,986; 6,772,409; 6,831,668; 6,882,998; 6,892,189;6,901,555; 7,089,238; 7,107,266; 7,139,766; 7,178,099; 7,181,435; 7,181,440;
7,194,465; 7,222,130; 7,299,419; 7,320,122 and 7,356,779. Business Objects and
its logos, BusinessObjects, Business Objects Crystal Vision, Business Process
On Demand, BusinessQuery, Cartesis, Crystal Analysis, Crystal Applications,
Crystal Decisions, Crystal Enterprise, Crystal Insider, Crystal Reports, Crystal
Vision, Desktop Intelligence, Inxight and its logos , LinguistX, Star Tree, Table
Lens, ThingFinder, Timewall, Let There Be Light, Metify, NSite, Rapid Marts,
RapidMarts, the Spectrum Design, Web Intelligence, Workmail and Xcelsius are
trademarks or registered trademarks in the United States and/or other countries
of Business Objects and/or affiliated companies. SAP is the trademark or registered
trademark of SAP AG in Germany and in several other countries. All other names
mentioned herein may be trademarks of their respective owners.
Business Objects products in this release may contain redistributions of software
licensed from third-party contributors. Some of these individual components may
Third-party
Contributors
also be available under alternative licenses. A partial listing of third-party
contributors that have requested or permitted acknowledgments, as well as required
notices, can be found at: http://www.businessobjects.com/thirdparty
2008-09-03
-
7/28/2019 Live Office XI 3.1_EN.pdf
3/150
ContentsAbout this document 7Chapter 1
Who should read this document .................................................................8
How to use this document...........................................................................8
Getting Started with Live Office 11Chapter 2
Overview....................................................................................................12
About Live Office content ..........................................................................12
Live Office concepts.............................................................................13
Live Office object types .......................................................................17
Live Office architecture.........................................................................17
What's New in Live Office XI 3?................................................................18
New Features in Live Office XI 3..........................................................18
Feature enhancements for Live Office XI 3..........................................18
Live Office toolbar .....................................................................................18
Live Office ribbon menu.......................................................................21To hide or show the Live Office toolbar................................................21
Logging on to BusinessObjects Enterprise................................................21
Working with Crystal Reports Content in Live Office 23Chapter 3
Overview....................................................................................................24
Inserting Crystal Reports content..............................................................24
Logging on to secured databases........................................................24
Insert Wizard: Choose Document........................................................27Insert Wizard: Specify Parameter Values ............................................29
Insert Wizard: Choose Data.................................................................31
Insert Wizard: Set Filters......................................................................34
BusinessObjects Live Office XI 3.1 User Guide 3
-
7/28/2019 Live Office XI 3.1_EN.pdf
4/150
Insert Wizard: Summary.......................................................................36
Summary page.....................................................................................37
Data Refresh Options................................................................................38
Additional Info.......................................................................................40
Modifying Crystal Reports content.............................................................40
Viewing and modifying general object properties.................................40
Adding custom content to Live Office objects......................................42
Modifying parameter values.................................................................42
Modifying fields ....................................................................................45
Modifying filters....................................................................................46
Working with Web Intelligence Content in Live Office 49Chapter 4
Overview....................................................................................................50
Upgrading content from the previous version......................................50
Inserting Web Intelligence content.............................................................51
Insert Wizard: Choose Document........................................................53
Insert Wizard: Specify Query Contexts................................................55
Insert Wizard: Specify Prompt Values..................................................57
Insert Wizard: Choose Data.................................................................58
Insert Wizard: Summary.......................................................................61
Summary page.....................................................................................61
Adding more Web Intelligence report parts...............................................62
Data Refresh Options................................................................................63
Additional Info.......................................................................................65
Modifying Web Intelligence content...........................................................66
Viewing and modifying general object properties.................................66
Modifying prompt values......................................................................68
Working with Queries in Live Office 71Chapter 5
Overview....................................................................................................72
4 BusinessObjects Live Office XI 3.1 User Guide
Contents
-
7/28/2019 Live Office XI 3.1_EN.pdf
5/150
Inserting Queries.......................................................................................72
To launch the Live Office Insert Wizard................................................73
Insert Wizard: Choose Universe...........................................................75
Insert Wizard: Specify Query................................................................77
Insert Wizard: Specify Query Context..................................................87
Insert Wizard: Specify Prompt Values..................................................89
Insert Wizard: Summary.......................................................................91
Summary page.....................................................................................91
Modifying Queries......................................................................................92
Viewing and modifying general object properties.................................92
Modifying prompt values......................................................................94Changing the universe location............................................................96
Modifying the query definition...............................................................96
Modifying a query context....................................................................97
Performing Common Tasks with Live Office Objects 99Chapter 6
Performing Common Tasks with Live Office............................................100
Modifying objects by report................................................................100
Publishing and Viewing Files..............................................................102
Saving your data locally and to the repository...................................105
Copying and pasting Live Office Objects...........................................106
Distributing objects via Outlook..........................................................108
Loading, updating, and refreshing existing content............................108
Removing Live Office objects.............................................................110
Performing Advanced Tasks 111Chapter 7
Performing Advanced Tasks....................................................................112
Managing prompt and parameter settings ........................................112
Managing global Live Office properties..............................................119
Managing document security and access .........................................125
BusinessObjects Live Office XI 3.1 User Guide 5
Contents
-
7/28/2019 Live Office XI 3.1_EN.pdf
6/150
Troubleshooting Live Office 129Chapter 8
Enabling logging for Live Office...............................................................130
Sample Live Office log files ...............................................................130
Troubleshooting Live Office components................................................131
Problem: LiveOffice menu disappeared.............................................132
Problem: Object refresh failed............................................................132
Problem: Object sorting and filtering lost when refreshing.................133
Problem: Access denied to universe..................................................133
Live Office object size limitations.......................................................134
Reference 135Chapter 9
Reference Sections.................................................................................136
Live Office Insert Wizard....................................................................136
Options dialog box..............................................................................137
Live Office Object Properties dialog box............................................140
Backward compatibility............................................................................141
Unsupported features.........................................................................141
Get More Help 143Appendix A
Index 147
6 BusinessObjects Live Office XI 3.1 User Guide
Contents
-
7/28/2019 Live Office XI 3.1_EN.pdf
7/150
About this document
1
-
7/28/2019 Live Office XI 3.1_EN.pdf
8/150
-
7/28/2019 Live Office XI 3.1_EN.pdf
9/150
Go to this section To do this
About Live Office content onpage 12
Understand key Live Office conceptsand product enhancements.
Inserting Crystal Reports contenton
page 24
Create and modify Crystal Reports
documents from withinyour Microsoft
Office applications.
Inserting Web Intelligence contenton
page 51
Create and modify Web Intelligence
documents from withinyour Microsoft
Office applications.
Inserting Queries on page 72
Build, edit, and refresh universe
queries from within your Microsoft
Office applications.
Performing Common Tasks with Live
Office on page 100
Performing common tasks with Live
Office objects such as saving docu-
ments and removing objects.
Performing Advanced Tasks on
page 112
Perform more complex Live Office
tasks such as managing prompts and
configuring Single Sign On authenti-
cation.
Troubleshooting Live Office on
page 129
Enable Live Office logging and trou-
bleshoot common Live Office errors.
Reference Sections on page 136
Review reference material including
backward compatibility information
and a list of unsupported and depre-
cated features.
BusinessObjects Live Office XI 3.1 User Guide 9
1About this document
How to use this document
-
7/28/2019 Live Office XI 3.1_EN.pdf
10/150
10 BusinessObjects Live Office XI 3.1 User Guide
About this document
1 How to use this document
-
7/28/2019 Live Office XI 3.1_EN.pdf
11/150
Getting Started with LiveOffice
2
-
7/28/2019 Live Office XI 3.1_EN.pdf
12/150
Overview
BusinessObjects Live Office (Live Office) gives you access to up-to-dateinformation you use everyday to do your job and make important business
decisions. It gives you real-time data that is verifiable and easily refreshed.
Live Office is built in to Microsoft Office applications you already use. The
information you need is at your finger tips and available in a familiar, easy
to use format. Live Office empowers business workers like you to easily
access corporate data from within Microsoft Office Excel, Word, Outlook,
and PowerPoint without depending on IT expertise to use complex business
intelligence tools.
Note:
If you are not sure whether or not you have the appropriate rights, contact
your BusinessObjects Enterprise administrator.
You can format the imported data by using standard Microsoft Excel
functionality and the features of Live Office.
This document provides a high-level overview of Live Office concepts,
features, and functionality, and user interface to quickly familiarize you with
the product.
Related Topics
About Live Office content on page 12
Live Office concepts on page 13
Live Office object types on page 17
Live Office toolbar on page 18
Logging on to BusinessObjects Enterprise on page 21
About Live Office content
Before you start working with Crystal Reports or Web Intelligence content inLive Office, you need to understand how Live Office content works.
Related Topics
Live Office concepts on page 13
Live Office object types on page 17
Live Office architecture on page 17
12 BusinessObjects Live Office XI 3.1 User Guide
Getting Started with Live Office
2 Overview
-
7/28/2019 Live Office XI 3.1_EN.pdf
13/150
Live Office concepts
To understand how Live Office data can answer your business questionsquickly and easily, you need to be familiar with the following key concepts:
Report objects, including instances and parts
Parameters and prompts
Universes
Context
Related Topics
What are report objects, instances, and parts? on page 13
What are parameters and prompts? on page 15 What is a universe? on page 16
What is a context? on page 16
What are report objects, instances, and parts?
When you use Live Office to insert data in a document, you can choose from
Crystal Reports or Web Intelligence content stored in the BusinessObjects
Enterprise repository. Reports stored in the BusinessObjects repository are
called report objects.
Report objects
A report is a document you create containing information presented in tables,
charts, and graphs. A report object supplies the data to the report. In Live
Office, you work with report objects because they are connected to the most
up-to-date content stored in databases. So, when you create a report, you'll
know it will contain the latest information when people view it.
When a report object is created with the Crystal Reports or Web Intelligence
designer, its information may come from various databases. The report object
returns data from the underlying data source or sources, either on demand
from the database or based on the refresh option chosen.
BusinessObjects Live Office XI 3.1 User Guide 13
2Getting Started with Live Office
About Live Office content
-
7/28/2019 Live Office XI 3.1_EN.pdf
14/150
Report instances
An instance is a version of that object created by BusinessObjects Enterprise
when users modify the source document or schedule reports. Each instance
contains data that is current at the time the source report is processed.
Essentially, a report instance is a report object that contains data that is
retrieved from one or more databases. Typically, report objects are designed
such that users can schedule several instances with varying characteristics.
For example, if users run a report object containing parameters, they can
schedule one instance that contains report data from a particular department,
and schedule another instance that contains information from another
department, even though both instances originate from the same report
object.
Report parts
Report parts are sections of a report that are displayed by themselves,
wiithout the rest of the report page. More precisely, report parts are objects
that use hyperlinks to point from a source report object to a destination Live
Office object. Report parts include objects such as text or charts.
14 BusinessObjects Live Office XI 3.1 User Guide
Getting Started with Live Office
2 About Live Office content
-
7/28/2019 Live Office XI 3.1_EN.pdf
15/150
The following diagram shows the relationship between report objects, report
instances, and report parts in Live Office.
What are parameters and prompts?
Parameters
Parameter is a Crystal Reports term. A parameter is a question that you
need to answer before generating your report. The information you enter, or
the way you respond, determines the information that appears in the report.For example, in a report used by sales people, there might be a parameter
that asks the user to choose a sales region. The report would return the
results for the specific region, instead of returning the results for all of the
regions. Parameters may be either mandatory or optional.
BusinessObjects Live Office XI 3.1 User Guide 15
2Getting Started with Live Office
About Live Office content
-
7/28/2019 Live Office XI 3.1_EN.pdf
16/150
Prompts
Prompt is a Web Intelligence term, similar to a parameter. A prompt is a
dynamic filter that displays a question every time you refresh the data in a
report. You respond to prompts by typing or selecting the prompt value(s)you want to view before you refresh the data. Prompts may be either
mandatory or optional.
What is a universe?
A Live Office universe is an abstraction of a database and presents data in
non-technical terms for business users. A universe is a collection of data
objects representing the information available in a database. Business users
of Web Intelligence and Crystal Reports can connect to a universe and run
queries against the database. For example, a database may contain a
universe for sales data, and another for customer service data. Users can
perform data analysis and create reports using the objects in the universe,
without seeing, or having to know anything about, the underlying data
structures in the database. Universes are created by universe design
specialists.
What is a context?
A universe context indicates what types of business questions are answeredby the same universe objects. For example, a universe for Sales data might
have a context for store sales, another for partner sales, and so on.
Because contexts may share objects that are in the same universe, specifying
a universe context helps to ensure your query retrieves the right data. For
example, data on expenses from an employee expense account may be
stored in the same database as data on expenses from marketing a product.
Choosing the right universe context will ensure you get the appropriate
expense data. Therefore, when you select a universe, you may have more
than one universe context to choose from.
Note:
Contexts are defined by the system administrator.
16 BusinessObjects Live Office XI 3.1 User Guide
Getting Started with Live Office
2 About Live Office content
-
7/28/2019 Live Office XI 3.1_EN.pdf
17/150
Live Office object types
Support for different kinds of data objects has been enhanced in this versionof Live Office. The following table explains how support for fields and report
parts, such as charts and text, works in Live Office.
Report partsFieldsLive Office content
type
YesYesCrystal Reports
YesNAWeb Intelligence
NAYesQuery Panel
Note:
Embedded Crystal Reports sub-reports are not supported.
Related Topics Live Office concepts on page 13
Live Office architecture
BusinessObjects Live Office XI 3.1 architecture, uses the reliability of
BusinessObjects Enterprise XI 3.1, and Web Services to provide enhanced
performance, scalability, and deployment.
BusinessObjects Live Office XI 3.1 User Guide 17
2Getting Started with Live Office
About Live Office content
-
7/28/2019 Live Office XI 3.1_EN.pdf
18/150
What's New in Live Office XI 3?
New Features in Live Office XI 3
New features for this version of Live Office include:
Full support for Microsoft Office Outlook
Support for Microsoft Office 2007
Copy and paste objects across Microsoft Office applications
Feature enhancements for Live Office XI 3
Feature enhancements in this version of Live Office include:
Support for suite-wide parameter and prompt enhancements
Ability to view and access publication objects
Integration of universe level security
Business Objects Query Panel enhancements
Support for user-specified preferred viewing locale (PVL)
Enhanced Excel parameter binding functionality
User experience enhancements, including a consolidated Object
Properties window, improved progress status notifications, and improved
performance when refreshing or accessing data.
Customers can make the power of business intelligence available to business
users inside the common Microsoft Office applications environment, with a
minimum of disruption and down time, for optimized efficiency and
productivity.
Live Office toolbar
The BusinessObjects Live Office toolbar provides you with quick access to
some of the most common commands you will need to create and modify
objects or run queries to answer your business questions.
18 BusinessObjects Live Office XI 3.1 User Guide
Getting Started with Live Office
2 What's New in Live Office XI 3?
-
7/28/2019 Live Office XI 3.1_EN.pdf
19/150
It provides you with quick access to the Live Office objects in your MicrosoftOffice Excel, PowerPoint, Outlook, or Word documents. You can:
Insert a report object
Refresh all report objects
Save an object to the BusinessObjects Enterprise repository
Navigate to the source report for your Live Office object
Access the Help for Live Office
The toolbar contains the following buttons:
For more information
about the objects that
you can insert, see In-
serting Crystal Reports
contenton page 24.
Insert Crystal Reports
Content
For more information
about the options youcan use, see Inserting
Web Intelligence con-
tenton page 51
Insert Web Intelligence
Content
For information about
the options that you can
use, see Inserting
Queries on page 72
Insert Universe Query
BusinessObjects Live Office XI 3.1 User Guide 19
2Getting Started with Live Office
Live Office toolbar
-
7/28/2019 Live Office XI 3.1_EN.pdf
20/150
Opens the Repository
Explorer and allows you
to select published doc-
uments, Crystal Reportsor Web Intelligence
documents for insertion.
See Insert Wizard:
Choose Documenton
page 27.
Open from Business
Objects Enterprise
For information about
the options that you can
use, see Publishing a
document to Busines-
sObjects Enterprise on
page 103.
Save To Business Ob-
jects Enterprise
For information about
the options that you can
use, see Publishing a
document to Busines-
sObjects Enterprise on
page 103.
Save As New to Busi-
nessObjects Enter-
prise
Refreshes the data of all
objects in the document
against their source re-
ports. For more informa-
tion, see Data Refresh
Options on page 38.
Refresh All Objects
Allows you to easilynavigate to any Live Of-
fice object in the docu-
ment.
Go to Object
20 BusinessObjects Live Office XI 3.1 User Guide
Getting Started with Live Office
2 Live Office toolbar
-
7/28/2019 Live Office XI 3.1_EN.pdf
21/150
Displays the Online
Help for Live Office.Help
Live Office ribbon menu
The BusinessObjects Live Office ribbon menu shown below, helps you create
and modify reports or run queries to answer your business questions when
using any Microsoft Office 2007 application.
To hide or show the Live Office toolbar
Right-click the any toolbar and select BusinessObjects Live Office.
You can also Show or Hide the toolbar by navigating to View > Toolbars.
The toolbar appears or disappears.
Logging on to BusinessObjects Enterprise
If you have not already logged on, you are prompted to log on to
BusinessObjects Enterprise when you add or modify a Live Office object.
You must also log on before you can publish a document or open a published
document.
To log on to BusinessObjects Enterprise
1. Click Start > Programs > Microsoft Office, and select Microsoft Excel,
Word, or PowerPoint to launch the application.
BusinessObjects Live Office XI 3.1 User Guide 21
2Getting Started with Live Office
Logging on to BusinessObjects Enterprise
-
7/28/2019 Live Office XI 3.1_EN.pdf
22/150
2. Click LiveOffice, click Options, the "Options" dialog box appears.
3. Select the Enterprise tab, enter your BusinessObjects Enterprise logon
credentials in the following fields:
User name Password
4. Verify the information in the Web Service URL and System fields to
ensure that the application is pointing to the correct Central Management
System (CMS).
For example, if the Web Intelligence document you want to insert is on
a CMS called businessobjects01, and the web services server is
running on a server called businessobjects02, then the following
information would be accurate:
businessobjects01System
http://businessobjects02:8080/dswsbob
je/services/session
Web Service URL
5. Select an authentication method from the drop-down list, click Log On
and then click OK.
Note:
The information for the System field, the Web Services URL field, andthe "Authentication" drop-down list, will be provided by your system
administrator.
Related Topics
Logging on to BusinessObjects Enterprise automaticallyon page 126
22 BusinessObjects Live Office XI 3.1 User Guide
Getting Started with Live Office
2 Logging on to BusinessObjects Enterprise
-
7/28/2019 Live Office XI 3.1_EN.pdf
23/150
Working with CrystalReports Content in Live
Office
3
-
7/28/2019 Live Office XI 3.1_EN.pdf
24/150
Overview
With Live Office, you can leverage the power, convenience, and reliabilityof Crystal Reports functionality from within the Microsoft Office applications
you use everyday to make better business decisions. With point and click
ease, you can easily monitor regional sales trends or analyze quarterly sales
figures from within Microsoft Office Excel, Word, Outlook, or PowerPoint,
and share that analysis with your colleagues for improved decision making.
With Live Office, you have the comfort of knowing that the data you are
accessing to make business decisions is reliable, up-to-date, and easily
refreshed on demand from the database. Data accuracy is no longer a
concern.
With the easy to use "Live Office Insert Wizard", you can insert Crystal
Reports report parts or fields into your Microsoft Office documents.
Inserting Crystal Reports content
Crystal Reports content can be added from the Live Office menu or by using
the Live Office toolbar. Both methods launch the easy to use "Live Office
Insert Wizard" which easily guides you through how to choose a report, select
Crystal Reports data objects, and insert them in your Microsoft Office Excel,
PowerPoint, Outlook or Word applications as Live Office objects to sharewith your colleagues.
Logging on to secured databases
For security purposes, your system administrator may have password
protected certain Crystal Reports documents and repositories. Therefore,
you may be prompted for database logon credentials when accessing or
refreshing certain documents.
Performing a consolidated database logon operation
1. Log on to BusinessObjects Enterprise and select LiveOffice > Insert
Crystal Reports content, or click the Insert Crystal Reports content
toolbar button, to launch the Live Office Insert Wizard.
24 BusinessObjects Live Office XI 3.1 User Guide
Working with Crystal Reports Content in Live Office
3 Overview
-
7/28/2019 Live Office XI 3.1_EN.pdf
25/150
2. Navigate to the Crystal Reports document you want to access.
3. When prompted, enter your log on information and password.
Related Topics
Logging on to BusinessObjects Enterprise on page 21
To launch the Live Office Insert Wizard
1. Open a Microsoft Office document.
2. Log on to BusinessObjects Enterprise. For more information, see Logging
on to BusinessObjects Enterprise on page 21.
3. Select where you want to insert the Live Office object.
4. Select Live Office > Insert > Crystal Reports content.
Note:
In Microsoft Excel, the Wizard can also be launched from Insert > Crystal
Reports content.
The "Live Office Insert Wizard" appears. If you have not already logged
on to BusinessObjects Enterprise, you are prompted to do so.
The "Live Office Insert Wizard " will guide you through choosing your
document, selecting report content (fields or report parts), selecting
parameters if required, and inserting data into your Microsoft Office document.
Overview of the Live Office Insert Wizard for Crystal Reports
content
To use Crystal Reports functionality in Live Office, you select a series of
options using the "Live Office Insert Wizard". The "Live Office Insert Wizard"
is composed of five pages which are explained below:
BusinessObjects Live Office XI 3.1 User Guide 25
3Working with Crystal Reports Content in Live Office
Inserting Crystal Reports content
-
7/28/2019 Live Office XI 3.1_EN.pdf
26/150
To do this taskUse this page in the wizard
Browse available reports. Locate the report you want to use.
If the report you selected requires
database logon credentials, you
are again prompted to log on.
For more information, see Insert
Wizard: Choose Documenton
page 27.
Choose Document
Choose parameter values from a
pre-selected list of values.
Specify whether youareprompted
each time data is refreshed.
For more information, see Insert Wiz-
ard: Specify Parameter Values on
page 29
Note:
This page only appears if your reportcontains predefined parameters. You
cannot use Live Office to introduce new
parameters into a report.
Specify Parameter Values
Select the Crystal Reports parts or
fields you want to use to create your
Live Office object.
For more information, see Insert
Wizard: Choose Data on page 31.
Choose Data
26 BusinessObjects Live Office XI 3.1 User Guide
Working with Crystal Reports Content in Live Office
3 Inserting Crystal Reports content
-
7/28/2019 Live Office XI 3.1_EN.pdf
27/150
To do this taskUse this page in the wizard
Select filters to apply to data that youinsert as fields in your Live Office
documents. For more information,
see Insert Wizard: Set Filters on
page 34.
Note:
This page only displays if you have
selected to insert data as fields.
Set Filters
Type the name of your Live Officeobject.
Verify its path in the repository
before inserting it into your docu-
ment.
See Insert Wizard: Summaryon
page 36
Summary
Insert Wizard: Choose Document
The first page of the "Live Office Insert Wizard" is the "Choose Document"
page and it displays the BusinessObjects Enterprise repository explorer so
that you can navigate easily to the report you want to use. The "Choose
Document" page displays all Crystal Reports to which you have access,
including reports contained within publications.
Tip:
You can also use the search functionality to search by title, keywords, contentor all fields to locate a specific report quickly. If you are importing content to
an email in Outlook, the search dialog will default to a content search based
on the subject line of your email.
BusinessObjects Live Office XI 3.1 User Guide 27
3Working with Crystal Reports Content in Live Office
Inserting Crystal Reports content
-
7/28/2019 Live Office XI 3.1_EN.pdf
28/150
Note:
If the report you select requires database logon credentials, you will be
prompted again for your database logon credentials. See Logging on to
secured databases on page 24.
To locate your document using the explorer
1. In the left-hand pane of the "Choose Document" page, navigate to and
double-click the folder that contains the report you want to use. Using the
buttons above the left-hand pane, you can switch between Folder and
Category views for easy navigating.
The folder hierarchy expands. If the report is contained within a displayed
publication, select the publication instance to reveal its contents.
28 BusinessObjects Live Office XI 3.1 User Guide
Working with Crystal Reports Content in Live Office
3 Inserting Crystal Reports content
-
7/28/2019 Live Office XI 3.1_EN.pdf
29/150
-
7/28/2019 Live Office XI 3.1_EN.pdf
30/150
To specify parameter values from a list of values
1. In the Specify Parameter Values page, select the parameter values you
want to include from the available drop down list.
2. Click Next.
Note:
You must select a value for every mandatory parameter. if the parameter
is optional you may leave the value as unspecified.
You can bind this list of parameter values to particular cells in your Microsoft
Office Excel spreadsheet for easy updating. For information about parameter
binding and modifying parameter values, see Modifying parameter values
on page 42.
30 BusinessObjects Live Office XI 3.1 User Guide
Working with Crystal Reports Content in Live Office
3 Inserting Crystal Reports content
-
7/28/2019 Live Office XI 3.1_EN.pdf
31/150
First, however, you must choose the data you want to include as report parts
and insert it as a Live Office object into your Microsoft Office document. See
Insert Wizard: Choose Data on page 31.
Insert Wizard: Choose Data
The third page of the Live Office Insert Wizard is the Choose Data page
which prompts you to select the Parts or Fields of the report you want to
include and insert into your Microsoft Office document.
Tip:
Click Switch to Fields to display the available objects as fields rather than
as report parts.
BusinessObjects Live Office XI 3.1 User Guide 31
3Working with Crystal Reports Content in Live Office
Inserting Crystal Reports content
-
7/28/2019 Live Office XI 3.1_EN.pdf
32/150
Related Topics
To select Parts as your data seton page 59
To select Fields as your data seton page 33
To select Parts as your data set
1. Choose your preferred options for viewing report data:
Click the Toggle Interactive Parameters button to adjust the
parameter values in the Interactive Parameters pane. Use the drop
down list under each parameter in the pane to adjust the value. After
you have completed your parameter value selections click Apply.
Note:
The Toggle Interactive Parameters button will not appear if yourreport does not contain predefined parameters or if you click Switch
to Fields.
Click the Toggle Group Tree button to switch document view.
For example, in a quarterly sales report, data could be grouped and
sorted by sales person and product in document tree view for quick
access.
Click the right or left facing arrows in the toolbar to navigate to a
particular page in a report. Click the Search icon to search text strings in the report such as a
sales person's name.
Choose a page magnification or zoom factor for the report from the
available drop-down list for optimal display.
2. In the document viewer, select the report parts or objects you want to
include. For example, for a quarterly sales report, you could include the
name of the sales person, their product class, and their sales total by
quarter.
Tip:
You can select multiple report parts to insert into your Microsoft Office
application by using ALT + Click.
3. Click Next.
32 BusinessObjects Live Office XI 3.1 User Guide
Working with Crystal Reports Content in Live Office
3 Inserting Crystal Reports content
-
7/28/2019 Live Office XI 3.1_EN.pdf
33/150
Next Step: Insert Wizard
If you have inserted your data as report parts, the next page will be the
Summary page. On this page you'll be able to name your Live Office object
and verify its location in the repository before inserting the object in yourdocument.
To select Fields as your data set
This topic shows you how to insert Fields as a dataset in a Microsoft Office
document.
Note:
The Select Fields dialog box does not appear if you have chosen to select
Parts of a Crystal Report.
BusinessObjects Live Office XI 3.1 User Guide 33
3Working with Crystal Reports Content in Live Office
Inserting Crystal Reports content
-
7/28/2019 Live Office XI 3.1_EN.pdf
34/150
1. In the Choose Data page of the Live Office Insert Wizard, select the
Switch to Fields option.
2. In the Available Fields list, click a field that you want to include in the
Report object, and then click the right arrow (>).The selected fields appear in the Selected Fields list.
3. Use the up and down arrows to change the order of the included fields,
as required.
4. Click Next.
Next Step: Insert Wizard
If you have inserted your data as fields, the next page will be the Set Filters
page. See Insert Wizard: Set Filters on page 34.
Insert Wizard: Set Filters
The Set Filters page will only appear if you have inserted your data as fields.
You can apply filters to all available fields in your Crystal Reports documents
to restrict the data in your report, even if the fields do not appear in your
document.
Note:
In Microsoft PowerPoint, the Live Office object can show only 50 rows and50 columns of data. If you insert a Report View that contains more data than
this, the data will be truncated. You can reduce the number of fields shown
in the report object or add filters to reduce the data to fewer than 50 rows
and columns.
34 BusinessObjects Live Office XI 3.1 User Guide
Working with Crystal Reports Content in Live Office
3 Inserting Crystal Reports content
-
7/28/2019 Live Office XI 3.1_EN.pdf
35/150
To filter the data
1. In the Set Filters page of the Live Office Insert Wizard, click the field that
you want to filter.
2. Select a suitable operator from the Operators drop-down list on the right.
There are many different types of operators that you can choose. You
can further qualify your operator with values from the Value lists. The
options that you are presented with depend on the selected operator.
Note:
If you want to filter out null values, you can use the is null and is
not null operators in combination with other operators. The is
not equal to operator also filters out null values.
BusinessObjects Live Office XI 3.1 User Guide 35
3Working with Crystal Reports Content in Live Office
Inserting Crystal Reports content
-
7/28/2019 Live Office XI 3.1_EN.pdf
36/150
If you add a filter to a calculated field, you must type in the value,
rather than select from the lists. Live Office cannot retrieve the
calculated values from the underlying database.
3. Select a value from the drop-down list of values for the operator youchose, and click Add Filter.
The filter and applicable value appear under the field to which they apply.
The filter is stored as a comment or bookmark on the field that contains
the filter.
4. Click Next.
Insert Wizard: Summary
36 BusinessObjects Live Office XI 3.1 User Guide
Working with Crystal Reports Content in Live Office
3 Inserting Crystal Reports content
-
7/28/2019 Live Office XI 3.1_EN.pdf
37/150
Summary page
The "Summary" page is the last screen in the "Live Office Insert Wizard"
before the current object is inserted into your Microsoft Office application.
Follow the instructions below to complete the process of creating your Live
Office object.
1. From the "Summary" page, name your Live Office object and verify its
path in the BusinessObjects repository
2. Click Finish to insert your Live Office object into your Microsoft Office
document.
A progress bar appears as your Live Office object is inserted in yourMicrosoft Office document.
You can now modify object properties, modify parameter or prompt settings,
configure data refresh options, or save your Office document with the
embedded Live Office object.
Related Topics
Data Refresh Options on page 63
Saving your data locally and to the repositoryon page 105
Adding more Objects from the same datasource
You can quickly and easily add additional objects from the same data source
into your Microsoft Office document.
Note:
The information in this section does not apply to Live Office objects embedded
in a recieved email.
1. Select the source Live Office object.
2. Right-click,point to Live Office, and click New Object from Same Report.
The source report relaunches in the Live Office Insert Wizard.
BusinessObjects Live Office XI 3.1 User Guide 37
3Working with Crystal Reports Content in Live Office
Adding more Objects from the same data source
-
7/28/2019 Live Office XI 3.1_EN.pdf
38/150
3. Select the additional report parts you want to add and insert them using
the Live Office Insert Wizard.
Tip:
You can select multiple report parts of the same type by using ALT + Click.For example, you could select all countries in a sales report and insert them
as a row set in your Microsoft Office document.
Data Refresh Options
The data that is returned when you refresh an object depends on:
The type of object that was used as the source object.
The data refresh option you select.
You can change the refresh behavior for the Live Office report objects fromLiveOffice > Refresh Option or from the Live Office Object Properties dialog
box.
To configure refresh options for your Live Officeobjects
1. In your Microsoft Office document, right-click the Live Office object for
which you want to change the refresh properties.
2. From the Live Office menu, click Refresh Option.
The "Refresh Options" dialog box appears.
3. Select the refresh option to use and click OK
38 BusinessObjects Live Office XI 3.1 User Guide
Working with Crystal Reports Content in Live Office
3 Data Refresh Options
-
7/28/2019 Live Office XI 3.1_EN.pdf
39/150
DefinitionRefresh Option
Refresh the latest instance of theselected Live Office object for a
specific user. Select the user whose
instance you would like to use from
the drop down list, the default value
is the Current User based on the
database credentials used to log in.
Note:
When refreshing from the latest in-
stance of a report contained in a
Publication, Live Office retrievesthe report content from the latest
Publication instance for the current
user. The publication instance has
to be published to an Enterprise lo-
cation in report format. Instances
set to be distributed directly to user
Inbox cannot be accessed by Live
Office.
Latest Instance: From the latest in-
stance scheduled by
Refresh the data from the
database. This is the default value.On Demand: From the database
Refresh the selected instance
based on data saved with a pub-
lished report. This option is only
valid after you have published the
report with saved data.
Use Report Saved Data: From
saved data report
Refresh the data from the selected
instance only.
Specific Instance: From a specific
instance of the report
BusinessObjects Live Office XI 3.1 User Guide 39
3Working with Crystal Reports Content in Live Office
Data Refresh Options
-
7/28/2019 Live Office XI 3.1_EN.pdf
40/150
Additional Info
Note:On Demand is the default option, and it will be the only available option if
the report object does not have report instances or versions, and there is no
saved data with the report.
Note:
If you choose to remove data when you save the document for security
reasons, anyone opening the document will see a message that data has
been removed. They must refresh the objects to view the imported Live Office
objects. To refresh the objects, users need to have Live Office installed and
have access to the source object in BusinessObjects Enterprise. For more
information about concealing data, see Managing document security andaccess on page 125.
Modifying Crystal Reports content
There are many features in BusinessObjects Live Office (Live Office) that
allow you to easily modify your existing Crystal Reports objects.
This section contains the following, click the appropriate link to jump to the
topic:
Related Topics
Viewing and modifying general object properties on page 40
Adding custom content to Live Office objects on page 42
Modifying parameter values on page 42
Modifying fields on page 45
Modifying filters on page 46
Viewing and modifying general object properties
You can also display and modify the properties for your Crystal Reports
object. The Live Office Object Properties window allows you to view and
modify all objects in the current document.
40 BusinessObjects Live Office XI 3.1 User Guide
Working with Crystal Reports Content in Live Office
3 Modifying Crystal Reports content
-
7/28/2019 Live Office XI 3.1_EN.pdf
41/150
To view the properties of a Live Office object
1. From within your Microsoft Office application, right-click your Live Office
object and click Properties.
The Object Properties dialog box appears.
Note:
The properties shown and tabs available depend on the type of object
selected.
2. Select the Object/Report which contains the object or objects you want
to modify.
3. Selelect one or more objects to modify the properties of.
4. Do any of the following:
BusinessObjects Live Office XI 3.1 User Guide 41
3Working with Crystal Reports Content in Live Office
Modifying Crystal Reports content
-
7/28/2019 Live Office XI 3.1_EN.pdf
42/150
Click the General tab to view information about the object or objects
and modify properties such as report location and object name.
Click the Prompts tab to view current parameter settings and access
the Specify Parameter Values window for the selected object orobjects.
Click the Refresh tab to view and modify refresh options for the
selected object or objects.
Adding custom content to Live Office objects
Live Office objects inserted as tables are comprised of rows and columns.
You can insert columns or rows, and add your own custom content to theobject. The custom content will be retained when the object's data is
refreshed.
1. Go to the Live Office object.
2. Select the cell, row or column adjacent to where the new column or row
will be inserted.
3. Right-click, point to Live Office, and click Insert Row orInsert Column.
One row will be inserted above, or one column will be inserted to the left of
the selected cell. Repeat until the desired number of rows or columns in
inserted. After inserting the first row or column, the Live Office menu willenable Remove Row orRemove Column.
To remove a row or column that has been added, you'll need to select at
least one cell within the row or column. Right-click, point to Live Office, and
click Remove Row orRemove Column.
Modifying parameter values
If your Live Office object is based on a report object that contains parameters,you can change the parameter values when you insert the object, or you can
change the values later. If you do not specify parameter values when you
insert Live Office objects into your Microsoft Office document, Live Office
uses the current values.
42 BusinessObjects Live Office XI 3.1 User Guide
Working with Crystal Reports Content in Live Office
3 Modifying Crystal Reports content
-
7/28/2019 Live Office XI 3.1_EN.pdf
43/150
Note:
If the report object contains mandatory parameters, you must specify a
parameter value before inserting the object.
You can modify the Live Office properties so that you are prompted for the
parameter values when you refresh the data. You can also use commands
on the LiveOffice menu and the context menu to modify the parameter values
and settings.
Modifying Parameter or Prompt values and settings
The Specify Parameter Values dialog box for Crystal Reports objects, or the
Specify Prompt Values dialog box for Web Intelligence objects and Queries,
allows you to set the values that will be used to specify what data is usedfor the selected Live Office object. There are two options available for all
Office applications, and an additional third option in Excel. When working in
Excel, you have the option to bind the values to a cell. Binding is a useful
way to allow values to be updated automatically from within Excel. You can
type the parameter or prompt value into the cell or, if the option is selected,
you can select the value from a drop-down menu in the cell. For example, if
you have an Activities by Region report, with a Select Region parameter,
the binding cell might have the values East and West in the drop-down
list of values. Upon selecting a value, the object's data would be updated to
reflect the new selection.
1. In the Microsoft Office document, right-click the Live Office object
containing the parameter or prompt you want, then click Live Office >Prompt Setting.
The Specify Parameter (or Prompt) Values dialog box is displayed.
2. Select the parameter or prompt to modify, and choose from the following
options to specify the value:
Select the Always ask for value option if you want the Live Office
object to prompt you for the parameter or prompt value every time it
is refreshed.
Select the Choose values list option to bind the Live Office object to
specific parameter or prompt values. Click on the browse button to
launch the Specify Parameter Values dialog box. Select the parameter
or prompt values from the drop down menus or add new values.
3. If you are working with an object in Microsoft Excel, the following additional
option will be available:
BusinessObjects Live Office XI 3.1 User Guide 43
3Working with Crystal Reports Content in Live Office
Modifying Crystal Reports content
-
7/28/2019 Live Office XI 3.1_EN.pdf
44/150
Select the Choose Excel data range option if you want to bind the
parameter or prompt to a range in the Excel spreadsheet.
Note:
Parameters and prompts that accept multiple discrete values can bebound to a range, or name variable, containing multiple cells.
Choose one of the below options for selecting the range:
Open the drop-down list and select an existing name variable.
Type the address of the range.
Click the specify range button to the right of the drop-down
list. The "Bind Parameter" or "Bind Prompt" dialog box is displayed.
Select an available range within the spreadsheet and click OK.
Note:
From the Bind Parameter or Bind Prompt dialog box, you can select
a range anywhere on the current worksheet, or any other worksheet
within the workbook.
Additional options available for parameters and prompts bound to
ranges:
Append parameter list to the drop down of the binding cell:
Checking this box will create a drop down in each of the selected
cells with a list of all possible values for the selected parameter.
Caution:
Using this option for a parameter or prompt with a large list ofvalues will increase the overall size of the workbook; and may
decrease performance and response time when data is
refreshed.
Update parameter list upon refresh: Checking this box will
refresh the list of values available for the selected parameter.
Caution:
Using this option for a parameter or prompt with a large list of
values will increase the overall size of the workbook; and may
decrease performance and response time when data isrefreshed.
Additional options for range type parameters and prompts:
Include this value: Check this box to have the selected value
included in the data set.
44 BusinessObjects Live Office XI 3.1 User Guide
Working with Crystal Reports Content in Live Office
3 Modifying Crystal Reports content
-
7/28/2019 Live Office XI 3.1_EN.pdf
45/150
No lower/upper value: Checking this box causes the data set to
disregard the lower or upper value of the parameter range.
4. Click OK to close the Specify Parameter (or Prompt) Values dialog box.The report data will then be refreshed automatically.
Tip:
This is the default Live Office refresh behavior, to modify this behavior
click Live Office > Options, the "Options" dialog box appears. Under the
General section, use the check boxes to specify the preferred refresh
behavior.
To automatically refresh the data when cell binding changes
This topic is relevant if you are using Live Office objects in Microsoft Office
Excel.
1. On the Live Office menu, click Options.
2. In the Options dialog box, click the General tab.
3. Select Refresh Live Office object when binding cell changes.
4. Click OK.
Note:
When you refresh any single LiveOffice object, the Specify Parameter Values
dialog box opens and allows you to modify the parameter values.
Modifying fields
You can add or remove fields from a report object that is based on a Crystal
Reports document or document instance.
To add or remove fields
1. Click any cell in the Live Office object that you want to modify.
2. On the LiveOffice menu, click Modify and then click Add/Remove Fields
to open the Choose Data page of the Live Office Insert Wizard.
3. Do one of the following:
BusinessObjects Live Office XI 3.1 User Guide 45
3Working with Crystal Reports Content in Live Office
Modifying Crystal Reports content
-
7/28/2019 Live Office XI 3.1_EN.pdf
46/150
To add a field, select it in the Available fields list; then click the right
arrow (>).
To remove a field, select it in the Selected fields list; then click the
left arrow (
-
7/28/2019 Live Office XI 3.1_EN.pdf
47/150
Note:
If you add a filter to a calculated field, you must type in the values
rather than selecting from the lists. Live Office cannot retrieve the
calculated values from the underlying database. If you format individual cells in a report object and then change the
filters, the formatted cells may disappear.
6. Click Add Filterto add the filter to the field.
The filter appears under the field to which it applies.
7. Click OK to apply the changes.
To remove a filter
1. Select a cell in your document that contains the filter you want to remove.
2. On the LiveOffice menu, click Modify, click Filter Setting, and then clickAdd/Modify to open the Filter Settings page of the Live Office Insert
Wizard.
Tip:
You can also right-click the Live Office object, point to Live Office, point
to Filter Settings, and click Add/Modify.
3. In the Filter Settings page, select the filter that you want to delete, Remove
Filter, and click OK.
Choosing specific field values as filter settings
You can also focus on or filter on a particular set of field values. to narrow
down the data in your report. For example, if your report data contains
information on a range of bicycles, you might have three fields containing
the following information: Size, Color, and Price. The bicycles might come
in four colors: red, black, blue, and green. If you want your report to display
the size and price for the black bicycles only, you could use the Focus On
Value filter setting to return that information. Alternatively, you can use theExclude Value to exclude specific values.
To focus on a value
1. Click the cell containing the field value that you want to include as a filter.
For example, black bicycles.
BusinessObjects Live Office XI 3.1 User Guide 47
3Working with Crystal Reports Content in Live Office
Modifying Crystal Reports content
-
7/28/2019 Live Office XI 3.1_EN.pdf
48/150
2. On the LiveOffice menu, click Modify,click Filter Setting, and then click
Focus On Value.
Your report now displays size and price information for black bicycles.
To restore the default view, remove the filter.
To exclude a value
1. Click the cell containing the value that you want to exclude.
2. On the LiveOffice menu, click Modify, click Filter Setting, and then clickExclude Value.
Live Office removes the rows in that field containing the selected value.
In this example, all red bicycles would disappear from the field. To restore
the default view, remove the filter.
48 BusinessObjects Live Office XI 3.1 User Guide
Working with Crystal Reports Content in Live Office
3 Modifying Crystal Reports content
-
7/28/2019 Live Office XI 3.1_EN.pdf
49/150
Working with WebIntelligence Content in Live
Office
4
-
7/28/2019 Live Office XI 3.1_EN.pdf
50/150
Overview
Web Intelligence provides access to business information over intranet andextranets for powerful ad hoc queries and sophisticated, easy-to-use
interactive analysis.
With BusinessObjects Live Office (Live Office), you can easily and
conveniently manipulate Web Intelligence data from within the Microsoft
Office application environment.
You can compile, analyze, and manipulate live Web Intelligence data from
within the Microsoft Office Excel, PowerPoint, Outlook, and Word documents
that you use everyday for improved collaborative decision making.
Upgrading content from the previous version
Earlier versions of Live Office supported inserting Web Intelligence fields
into Microsoft Office documents. This version is backward compatible with
the earlier versions of Live Office and you can therefore upgrade Web
Intelligence content.
To upgrade a Web Intelligence object from the previous version
1. Open the Microsoft Office document that contains the Web Intelligence
object from the previous version.
2. Logon to BusinessObject Enterprise and launch the Live Office Insert
Wizard.
You will be prompted to upgrade.
3. Click OK to convert the Web Intelligence document to this version of Live
Office.
4. After the upgrade process is complete, right click the object and select
Add/Remove Fields to modify the field list setting or select RefreshObject to refresh the fields.
50 BusinessObjects Live Office XI 3.1 User Guide
Working with Web Intelligence Content in Live Office
4 Overview
-
7/28/2019 Live Office XI 3.1_EN.pdf
51/150
Inserting Web Intelligence content
Web Intelligence content can be added from the Live Office menu or by using
the Live Office toolbar. Both methods launch the easy to use "Live Office
Insert Wizard" which easily guides you through how to choose a report, select
Web Intelligence data objects, and insert them in your Microsoft Office Excel,
PowerPoint, Outlook or Word applications as Live Office objects to share
with your colleagues.
To launch the Live Office Insert Wizard
1. Open a Microsoft Office document.
2. Log on to BusinessObjects Enterprise. For more information, see Logging
on to BusinessObjects Enterprise on page 21.
3. Select where you want to insert the Live Office object.
4. Select Live Office > Insert > Web Intelligence content.
Note:
In Microsoft Excel, the Wizard can also be launched from Insert > Web
Intelligence content.
The "Live Office Insert Wizard" appears. If you have not already logged
on to BusinessObjects Enterprise, you are prompted to do so.
The "Live Office Insert Wizard " will guide you through choosing your
document, selecting report content, selecting prompt values if required, and
inserting data into your Microsoft Office document.
Overview of the Live Office Insert Wizard for Web Intelligence
content
To use Web Intelligence functionality in Live Office, you select a series of
options using the "Live Office Insert Wizard". The "Live Office Insert Wizard"is composed of five pages which are explained below:
BusinessObjects Live Office XI 3.1 User Guide 51
4Working with Web Intelligence Content in Live Office
Inserting Web Intelligence content
-
7/28/2019 Live Office XI 3.1_EN.pdf
52/150
To do this taskUse this page in the wizard
Browse available reports. Locate the report you want to use.
See Insert Wizard: Choose Docu-
menton page 53.
Choose Document
If more than one context exists for
the Web Intelligence data you have
selected, you must specify the con-
text you want to use. For example,Web Intelligence report parts that
apply to either a Marketing or a Sales
context.
See Insert Wizard: Specify Query
Contexts on page 55.
Specify Context
Choose prompt values from a pre-
selected list of values.
Specify whether youarepromptedeach time data is refreshed.
See Insert Wizard: Specify Prompt
Values on page 57
Specify Prompt Values
Select the Web Intelligence report
part(s) that you want to use to create
your Live Office object.
See Insert Wizard: Choose Data on
page 58
Choose Data
52 BusinessObjects Live Office XI 3.1 User Guide
Working with Web Intelligence Content in Live Office
4 Inserting Web Intelligence content
-
7/28/2019 Live Office XI 3.1_EN.pdf
53/150
To do this taskUse this page in the wizard
Type the name of your Live Officeobject.
Verify its path in the repository
before inserting it into your docu-
ment.
See Insert Wizard: Summaryon
page 61
Summary
Insert Wizard: Choose Document
The first page of the "Live Office Insert Wizard" is the "Choose Document"
page and it displays the BusinessObjects Enterprise repository explorer so
that you can navigate easily to the report you want to use. The "Choose
Document" page displays all Web Intelligence reports to which you have
access, including reports contained within publications.
Tip:You can also use the search functionality to search by title, keywords, content
or all fields to locate a specific report quickly. If you are importing content to
an email in Outlook, the search dialog will default to a content search based
on the subject line of your email.
BusinessObjects Live Office XI 3.1 User Guide 53
4Working with Web Intelligence Content in Live Office
Inserting Web Intelligence content
-
7/28/2019 Live Office XI 3.1_EN.pdf
54/150
To locate your document using the explorer
1. In the left-hand pane of the "Choose Document" page, navigate to and
double-click the folder that contains the report you want to use. Using the
buttons above the left-hand pane, you can switch between Folder and
Category views for easy navigating.
The folder hierarchy expands. If the report is contained within a displayed
publication, select the publication instance to reveal its contents.
Note:
For a report instance to be imported, the instance must be stored
somewhere on the BusinessObjects Enterprise system. Instances sent
directly to an Inbox are not stored in the repository, and cannot be
imported into Live Office.
54 BusinessObjects Live Office XI 3.1 User Guide
Working with Web Intelligence Content in Live Office
4 Inserting Web Intelligence content
-
7/28/2019 Live Office XI 3.1_EN.pdf
55/150
2. In the right-hand pane of the "Choose Document" page, select the report
you want to use, and click Next.
Tip:
Click a column heading, for example, Name, Owner, or Type, to sort
available reports.
You can search for a specific report or object by title or keywords using
the search dialog above the frameset.
If you are importing to an Outlook email, a suggestion folder will also
be available. For your convenience, this folder will contain the results
of a content search based on the email's subject line.
The "Recent" folder also contains any reports you have created or
modified most recently for ease of access.
Next Step: Insert Wizard
Note:
If the report you selected has more then one context, the next page of
the "Live Office Insert Wizard" will be the "Specify Context" page. See
Insert Wizard: Specify Query Contexts on page 55.
If the report you selected does not have more than one context, but
contains prompts, the next page of the "Live Office Insert Wizard" will be
the "Specify Prompt Values" page. See Insert Wizard: Specify Prompt
Values on page 57
If the report you selected does not contain prompts or more than one
context, the next page of the "Live Office Insert Wizard " will be the
"Choose Data" page. See Insert Wizard: Choose Data on page 58.
Insert Wizard: Specify Query Contexts
A context is a defined group of data objects in a universe that share a
common business purpose. If the data you have selected is included in morethan one context, you must specify the context you want to use.
BusinessObjects Live Office XI 3.1 User Guide 55
4Working with Web Intelligence Content in Live Office
Inserting Web Intelligence content
-
7/28/2019 Live Office XI 3.1_EN.pdf
56/150
To specify context
1. From the Specify Query Contexts page of the Live Office Insert Wizard,
select a context from the list.
2. Click Next.
If the Web Intelligence report you select contains prompts, the next page
will be the Specify Prompt Values; if the report does not contain prompts
the Choose Data page appears.
56 BusinessObjects Live Office XI 3.1 User Guide
Working with Web Intelligence Content in Live Office
4 Inserting Web Intelligence content
-
7/28/2019 Live Office XI 3.1_EN.pdf
57/150
Insert Wizard: Specify Prompt Values
The Specify Prompt Values page will display only if prompts have beenspecified for the report. Prompts are either mandatory or optional. If all the
prompts listed on this page are optional, you do not have to specify a prompt
value at this stage, click Next and specify the prompt values when refreshing
the object.
1. On the "Specify Prompt Values" page, do one of the following for each
prompt value you want to specify:
Type a value in the search field, to search for a prompt value from a
pre-selected list of options. Click the to specify Ignore case orCase sensitive for the search string. Click > to add it to your selected
values.
BusinessObjects Live Office XI 3.1 User Guide 57
4Working with Web Intelligence Content in Live Office
Inserting Web Intelligence content
-
7/28/2019 Live Office XI 3.1_EN.pdf
58/150
Note:
If the list of available values is empty or needs to be updated, click
the Refresh List icon .
Double-click on a displayed value to add it to the list of selected values.
Type a prompt value and click > to add the value to the list of values.
2. Click Next.
The Choose Data page appears.
Insert Wizard: Choose Data
The fourth page of the Live Office Insert Wizard is the Choose Data page
which prompts you to select the parts of the report you want to include and
insert into your Microsoft Office document.
58 BusinessObjects Live Office XI 3.1 User Guide
Working with Web Intelligence Content in Live Office
4 Inserting Web Intelligence content
-
7/28/2019 Live Office XI 3.1_EN.pdf
59/150
To select Parts as your data set
1. Choose your preferred options for viewing report data:
Click the Toggle Interactive Parameters button to adjust the
parameter values in the Interactive Parameters pane. Use the drop
down list under each parameter in the pane to adjust the value. After
you have completed your parameter value selections click Apply.
Note:
The Toggle Interactive Parameters button will not appear if your
report does not contain predefined parameters or if you click Switch
to Fields.
BusinessObjects Live Office XI 3.1 User Guide 59
4Working with Web Intelligence Content in Live Office
Inserting Web Intelligence content
-
7/28/2019 Live Office XI 3.1_EN.pdf
60/150
Click the Toggle Group Tree button to switch document view.
For example, in a quarterly sales report, data could be grouped and
sorted by sales person and product in document tree view for quick
access.
Click the right or left facing arrows in the toolbar to navigate to a
particular page in a report.
Click the Search icon to search text strings in the report such as a
sales person's name.
Choose a page magnification or zoom factor for the report from the
available drop-down list for optimal display.
2. In the document viewer, select the report parts or objects you want to
include. For example, for a quarterly sales report, you could include thename of the sales person, their product class, and their sales total by
quarter.
Tip:
You can select multiple report parts to insert into your Microsoft Office
application by using ALT + Click.
3. Click Next.
60 BusinessObjects Live Office XI 3.1 User Guide
Working with Web Intelligence Content in Live Office
4 Inserting Web Intelligence content
-
7/28/2019 Live Office XI 3.1_EN.pdf
61/150
Insert Wizard: Summary
Summary page
The "Summary" page is the last screen in the "Live Office Insert Wizard"
before the current object is inserted into your Microsoft Office application.
Follow the instructions below to complete the process of creating your Live
Office object.
1. From the "Summary" page, name your Live Office object and verify its
path in the BusinessObjects repository
2. Click Finish to insert your Live Office object into your Microsoft Office
document.
BusinessObjects Live Office XI 3.1 User Guide 61
4Working with Web Intelligence Content in Live Office
Inserting Web Intelligence content
-
7/28/2019 Live Office XI 3.1_EN.pdf
62/150
A progress bar appears as your Live Office object is inserted in your
Microsoft Office document.
You can now modify object properties, modify parameter or prompt settings,
configure data refresh options, or save your Office document with theembedded Live Office object.
Related Topics
Data Refresh Options on page 63
Saving your data locally and to the repositoryon page 105
Adding more Web Intelligence report
partsYou can quickly and easily add additional report parts to your Live Office
Web Intelligence document.
To add report parts from the same source
1. Select the source Live Office object in your Microsoft Office document.
2. Right-click,point to Live Office, and click New Object from Same Report.
The "Insert from Same Source" window appears.
62 BusinessObjects Live Office XI 3.1 User Guide
Working with Web Intelligence Content in Live Office
4 Adding more Web Intelligence report parts
-
7/28/2019 Live Office XI 3.1_EN.pdf
63/150
3. Select the report parts you want to add and click the Insert button. Live
Office will insert the part(s) automatically.
When you are finished inserting additional parts from that source, click Close
to return to your Office document.
Data Refresh Options
The data that is returned when you refresh an object depends on:
The type of object that was used as the source object.
The data refresh option you select.
BusinessObjects Live Office XI 3.1 User Guide 63
4Working with Web Intelligence Content in Live Office
Data Refresh Options
-
7/28/2019 Live Office XI 3.1_EN.pdf
64/150
You can change the refresh behavior for the Live Office report objects from
LiveOffice > Refresh Option or from the Live Office Object Properties dialog
box.
To configure refresh options for your Live Officeobjects
1. In your Microsoft Office document, right-click the Live Office object for
which you want to change the refresh properties.
2. From the Live Office menu, click Refresh Option.
The "Refresh Options" dialog box appears.
3. Select the refresh option to use and click OK
DefinitionRefresh Option
Refresh the latest instance of the
selected Live Office object for a
specific user. Select the user whose
instance you would like to use from
the drop down list, the default value
is the Current User based on the
database credentials used to log in.
Note:
When refreshing from the latest in-
stance of a report contained in a
Publication, Live Office retrieves
the report content from the latest
Publication instance for the current
user. The publication instance has
to be published to an Enterprise lo-
cation in report format. Instances
set to be distributed directly to user
Inbox cannot be accessed by Live
Office.
Latest Instance: From the latest in-
stance scheduled by
64 BusinessObjects Live Office XI 3.1 User Guide
Working with Web Intelligence Content in Live Office
4 Data Refresh Options
-
7/28/2019 Live Office XI 3.1_EN.pdf
65/150
DefinitionRefresh Option
Refresh the data from thedatabase. This is the default value.
On Demand: From the database
Refresh the selected instance
based on data saved with a pub-
lished report. This option is only
valid after you have published the
report with saved data.
Use Report Saved Data: From
saved data report
Refresh the data from the selectedinstance only.
Specific Instance: From a specificinstance of the report
Additional Info
Note:
Use Report Saved Data is the default option if the Web Intelligence reportdoes not have an instance and is not set as Refresh On Open by the
report creator.
On Demand is the default option if the Web Intelligence report has been
set as Refresh On Open by the report creator; and it will be the only
available option if the report does not have instances, or if there is no
saved data with the report.
Latest Instance is the default option if the Web Intelligence report has
an instance that is available to the current user.
Note:
If you choose to remove data when you save the document for security
reasons, anyone opening the document will see a message that data has
been removed. They must refresh the objects to view the imported Live Office
objects. To refresh the objects, users need to have Live Office installed and
have access to the source object in BusinessObjects Enterprise. For more
BusinessObjects Live Office XI 3.1 User Guide 65
4Working with Web Intelligence Content in Live Office
Data Refresh Options
-
7/28/2019 Live Office XI 3.1_EN.pdf
66/150
information about concealing data, see Managing document security and
access on page 125.
Modifying Web Intelligence contentYou can also modify existing Web Intelligence data objects. This section
explains how to view and modify existing Live Office objects.
This section contains the following, click the appropriate link to jump to the
topic:
Related Topics
Viewing and modifying general object properties on page 66
Modifying prompt values on page 68
Viewing and modifying general object properties
You can also display and modify the properties for your Web Intelligence
object. The Live Office Object Properties window allows you to view and
modify all objects in the current document.
To view the properties of a Live Office object
1. From within your Microsoft Office application, right-click your Live Office
object and click Properties.
The Object Properties dialog box appears.
66 BusinessObjects Live Office XI 3.1 User Guide
Working with Web Intelligence Content in Live Office
4 Modifying Web Intelligence content
-
7/28/2019 Live Office XI 3.1_EN.pdf
67/150
Note:
The properties shown and tabs available depend on the type of object
selected.
2. Select the Object/Report which contains the object or objects you want
to modify.
3. Selelect one or more objects to modify the properties of.
4. Do any of the following:
Click the General tab to view information about the object or objects
and modify properties such as report location and object name. Click the Prompts tab to view current parameter settings and access
the Specify Parameter Values window for the selected object or
objects.
Click the Refresh tab to view and modify refresh options for the
selected object or objects.
BusinessObjects Live Office XI 3.1 User Guide 67
4Working with Web Intelligence Content in Live Office
Modifying Web Intelligence content
-
7/28/2019 Live Office XI 3.1_EN.pdf
68/150
Modifying prompt values
You can change the prompt values when you insert the Web Intelligencedata object or you can change the values later. If you do not specify prompt
values when you insert the object, Live Office uses the current prompt values.
Modifying Parameter or Prompt values and settings
The Specify Parameter Values dialog box for Crystal Reports objects, or the
Specify Prompt Values dialog box for Web Intelligence objects and Queries,
allows you to set the values that will be used to specify what data is used
for the selected Live Office object. There are two options available for all
Office applications, and an additional third option in Excel. When working in
Excel, you have the option to bind the values to a cell. Binding is a useful
way to allow values to be updated automatically from within Excel. You can
type the parameter or prompt value into the cell or, if the option is selected,
you can select the value from a drop-down menu in the cell. For example, if
you have an Activities by Region report, with a Select Region parameter,
the binding cell might have the values East and West in the drop-down
list of values. Upon selecting a value, the object's data would be updated to
reflect the new selection.
1. In the Microsoft Office document, right-click the Live Office object
containing the parameter or prompt you want, then click Live Office >Prompt Setting.
The Specify Parameter (or Prompt) Values dialog box is displayed.
2. Select the parameter or prompt to modify, and choose from the following
options to specify the value:
Select the Always ask for value option if you want the Live Office
object to prompt you for the parameter or prompt value every time it
is refreshed.
Select the Choose values list option to bind the Live Office object to
specific parameter or prompt values. Click on the browse button tolaunch the Specify Parameter Values dialog box. Select the parameter
or prompt values from the drop down menus or add new values.
3. If you are working with an object in Microsoft Excel, the following additional
option will be available:
68 BusinessObjects Live Office XI 3.1 User Guide
Working with Web Intelligence Content in Live Office
4 Modifying Web Intelligence content
-
7/28/2019 Live Office XI 3.1_EN.pdf
69/150
Select the Choose Excel data range option if you want to bind the
parameter or prompt to a range in the Excel spreadsheet.
Note:
Parameters and prompts that accept multiple discrete values can bebound to a range, or name variable, containing multiple cells.
Choose one of the below options for selecting the range:
Open the drop-down list and select an existing name variable.
Type the address of the range.
Click the specify range button to the right of the drop-down
list. The "Bind Parameter" or "Bind Prompt" dialog box is displayed.
Select an available range within the spreadsheet and click OK.
Note:
From the Bind Parameter or Bind Prompt dialog box, you can select
a range anywhere on the current worksheet, or any other worksheet
within the workbook.
Additional options available for parameters and prompts bound to
ranges:
Append parameter list to the drop down of the binding cell:
Checking this box will create a drop down in each of the selected
cells with a list of all possible values for the selected parameter.
Caution:
Using this option for a parameter or prompt with a large list ofvalues will increase the overall size of the workbook; and may
decrease performance and response time when data is
refreshed.
Update parameter list upon refresh: Checking this box will
refresh the list of values available for the selected parameter.
Caution:
Using this option for a parameter or prompt with a large list of
values will increase the overall size of the workbook; and may
decrease performance and response time when data isrefreshed.
Additional options for range type parameters and prompts:
Include this value: Check this box to have the selected value
included in the data set.
BusinessObjects Live Office XI 3.1 User Guide 69
4Working with Web Intelligence Content in Live Office
Modifying Web Intelligence content
-
7/28/2019 Live Office XI 3.1_EN.pdf
70/150
No lower/upper value: Checking this box causes the data set to
disregard the lower or upper value of the parameter range.
4. Click OK to close the Specify Parameter (or Prompt) Values dialog box.The report data will then be refreshed automatically.
Tip:
This is the default Live Office refresh behavior, to modify this behavior
click Live Office > Options, the "Options" dialog box appears. Under the
General section, use the check boxes to specify the preferred refresh
behavior.
70 BusinessObjects Live Office XI 3.1 User Guide
Working with Web Intelligence Content in Live Office
4 Modifying Web Intelligence content
-
7/28/2019 Live Office XI 3.1_EN.pdf
71/150
Working with Queries in LiveOffice
5
-
7/28/2019 Live Office XI 3.1_EN.pdf
72/150
Overview
A query is used to answer a business question from data stored in one ormore datab