sap_businessobjects_4.x_web_intelligence_advanced_report_design_092715_jbreview

About this Course BusinessObjects Web Intelligence 4.x

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SAP BusinessObjects 4.x Web Intelligence

Report Design

Learner’s Guide


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Contents

About this Course ............................................................................................................................................................... 14

Course audience ............................................................................................................... 14 Prerequisites...................................................................................................................... 14 Level, delivery and duration .............................................................................................. 14 Course success factors ..................................................................................................... 14 Course setup ..................................................................................................................... 15 Course materials ............................................................................................................... 15 Learning process ............................................................................................................... 16

Lesson 1 – Introducing Web Intelligence ........................................................................................................................ 17

Lesson introduction ........................................................................................................... 17 Roles within MNAO – Evolving from a report consumer to an empowered analyst ..... 17 BusinessObjects Enterprise overview ........................................................................... 18

Describing BusinessObjects Portal ................................................................................... 18 About BI launch pad....................................................................................................... 18 BusinessObjects 4.x Folder Structure ........................................................................... 19 What is Web Intelligence? ............................................................................................. 19

Describing Web Intelligence concepts .............................................................................. 19 Web Intelligence Core Functions................................................................................... 20 Dynamic Analysis........................................................................................................... 20 Sharing documents with BI launch pad users ............................................................... 20 Web Intelligence Interface ............................................................................................. 22 Accessing information with Web Intelligence ................................................................ 23 John’s Diagram .............................................................................................................. 24 Understanding the Semantic Layer ............................................................................... 25 Universes at MNAO ....................................................................................................... 27

Explaining Web Intelligence Core Functionality................................................................ 27 The Chain of Events That Occur When You Create an Analysis ................................. 27 Querying with Web Intelligence ..................................................................................... 28

Knowledge Checkpoint: Introducing Web Intelligence ..................................................... 30 Knowledge Checkpoint Answers: Introducing Web Intelligence ...................................... 31 Lesson summary ............................................................................................................... 32

Lesson 2 – Using the BI launch pad .............................................................................................................................. 33

Lesson introduction ........................................................................................................... 33 Saving to Favorites............................................................................................................ 34

Saving documents automatically ................................................................................... 34 Recovering autosaved documents ................................................................................ 34

Logging onto BI launch pad .............................................................................................. 35 Accessing the BI launch pad Log On page ................................................................... 35 Home Tab ...................................................................................................................... 36 Working with Web Intelligence Documents ................................................................... 37

Managing documents in BI launch pad ............................................................................. 39 Folders in BI launch pad ................................................................................................ 39


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Creating folders.............................................................................................................. 39 Copying and moving documents and folders ................................................................ 41 Deleting documents and folders .................................................................................... 41 Managing documents in folders..................................................................................... 42 Activity 2.1: Save a Document to Your Favorites Folder .............................................. 43 Searching for documents ............................................................................................... 45 Filtering documents in a list ........................................................................................... 45

Viewing a Web Intelligence document in BI launch pad ................................................... 47 Viewing Web Intelligence documents ............................................................................ 47 Refreshing a Web Intelligence document...................................................................... 49 Printing a Web Intelligence document ........................................................................... 51 Closing a Web Intelligence document ........................................................................... 51

Sharing Web Intelligence documents................................................................................ 51 Sharing documents with BI launch pad users ............................................................... 52 Sharing beyond Web Intelligence .................................................................................. 53 Scheduling documents in BI launch pad ....................................................................... 54

Activity 2.2: Managing and sharing Web Intelligence documents .................................... 56 Setting BI launch pad preferences .................................................................................... 58

User Preferences ........................................................................................................... 58 Logging off from BI launch pad ......................................................................................... 62

Closing your BI launch pad session .............................................................................. 62 Knowledge Checkpoint: Managing and sharing Web Intelligence documents ................. 63 Knowledge Checkpoint Answers: Managing and sharing Web Intelligence documents . 64 Lesson summary ............................................................................................................... 65

Lesson 3 – Creating Web Intelligence Documents with Queries.............................................................................66

Lesson introduction ........................................................................................................... 66 Querying with Web Intelligence......................................................................................... 66

About the query process ................................................................................................ 67 Universes and objects.................................................................................................... 67 Objects represent a selection of data ............................................................................ 68 Universe used in this course.......................................................................................... 68

Creating a new document ................................................................................................. 70 Creating a new Web Intelligence document ..................................................................... 70

Saving a new document ................................................................................................ 70 Interrupting data retrieval ............................................................................................... 71 Modifying a document's query ....................................................................................... 72

Working with query properties ........................................................................................... 74 Working in the Query panel ........................................................................................... 75 Viewing the query properties ......................................................................................... 76 Viewing the query's SQL................................................................................................ 78

Activity 3.1 – Create a Document with a Simple Query.................................................... 80 Knowledge Checkpoint: Creating Web Intelligence documents with queries .................. 84 Knowledge Checkpoint Answers: Creating Web Intelligence documents with queries ... 85 Lesson summary ............................................................................................................... 86

Lesson 4 - Restricting Data Returned by a Query ...................................................................................................... 87


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Lesson introduction ........................................................................................................... 87 Restricting data with query filters ...................................................................................... 88

The purpose of query filters ........................................................................................... 88 Components of a query filter.......................................................................................... 89 Activity 4.1 – Restrict data ............................................................................................. 92

Modifying a query with a predefined query filter ............................................................... 96 Using a predefined query filter to modify a query.......................................................... 96

Applying a single-value query filter ................................................................................... 96 Creating a single-value query filter ................................................................................ 96 To create a single-value query filter using the Filter Editor ........................................... 96 Activity 4.2 – Filter Transactions in a Date Range ........................................................ 98 Editing a single-value filter ........................................................................................... 101

Using wildcards in query filters........................................................................................ 101 About wildcards............................................................................................................ 102 Creating a query filter with a wildcard ......................................................................... 102

Using prompts to restrict data ......................................................................................... 102 Prompted filters ............................................................................................................ 103 Creating a prompted query filter .................................................................................. 103 Some important points about prompted query filters: ................................................. 104 Editing a prompted query filter..................................................................................... 107 Activity 4.3 – Add a Prompt ......................................................................................... 109

Using complex filters ....................................................................................................... 112 Using logical operators for multiple conditions ............................................................ 112 Using the AND operator............................................................................................... 113 Using the OR operator ................................................................................................. 114 Prioritizing operators .................................................................................................... 115 Activity 4.4 – Restrict data with Complex Filters ......................................................... 116

Knowledge Checkpoint Answers: Restricting data returned by a query ........................ 119 Knowledge Checkpoint: Restricting data returned by a query ....................................... 120 Lesson summary ............................................................................................................. 121

Lesson 5 – Designing Web Intelligence Reports......................................................................................................... 122

Lesson introduction ......................................................................................................... 122 Working with Web Intelligence documents ..................................................................... 123

Components of a Web Intelligence document............................................................. 123 Viewing reports in a document .................................................................................... 124 About the Web Intelligence reporting interface ........................................................... 124 Application Structure .................................................................................................... 124 Customizing your user preferences ............................................................................. 125 Web Intelligence drill preferences................................................................................ 128 Components of a Web Intelligence Document ............................................................ 130 Working with the Left Panel ......................................................................................... 130 The Report Panel ......................................................................................................... 130 Application Modes........................................................................................................ 131 Reading and Design Interfaces ................................................................................... 132 Reading Mode .............................................................................................................. 132


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Design Mode ................................................................................................................ 133 Side Panel Views ......................................................................................................... 134 Displaying the document properties ............................................................................ 135 Managing reports ......................................................................................................... 140

Displaying data in tables and charts ............................................................................... 141 About tables ................................................................................................................. 141

Creating tables ................................................................................................................ 142 Viewing tables in different display modes ................................................................... 142 Inserting tables in a report ........................................................................................... 144

Working with tables ......................................................................................................... 146 Changing table formats................................................................................................ 146 Adding data to an existing table .................................................................................. 146 Duplicating tables......................................................................................................... 147 Deleting tables, rows, or columns................................................................................ 148

Presenting data in free-standing cells ............................................................................. 148 Inserting a free-standing cell........................................................................................ 148

Presenting data in charts................................................................................................. 152 Bar charts ..................................................................................................................... 152 Line charts.................................................................................................................... 152 Area charts ................................................................................................................... 153 Pie charts ..................................................................................................................... 153 Creating a chart............................................................................................................ 154 Creating a chart from a table ....................................................................................... 154

Activity 5.1 – Design Web Intelligence Reports .............................................................. 156 Knowledge Checkpoint: Designing Web Intelligence reports ......................................... 164 Knowledge Checkpoint Answers: Designing Web Intelligence reports .......................... 165 Lesson summary ............................................................................................................. 166

Lesson 6 – Enhancing the Presentation of Data in Reports ....................................................................................167

Lesson introduction ......................................................................................................... 167 Using breaks and calculations ........................................................................................ 168

About breaks ................................................................................................................ 168 About calculations ........................................................................................................ 169

Using sorts ....................................................................................................................... 170 About sort orders ......................................................................................................... 170 Deleting a default sort .................................................................................................. 173

Formatting breaks and vertical tables ............................................................................. 174 Controlling break headers and footers ........................................................................ 174 Formatting multiple break headers and footers........................................................... 175 About formatting breaks............................................................................................... 177 Prioritizing multiple breaks ........................................................................................... 177 Activity 6.1 – Format Breaks and Vertical Tables ....................................................... 179

Using report filters ........................................................................................................... 181 About report filters........................................................................................................ 181 Using Input controls ..................................................................................................... 185


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Activity 6.2 – Enhance the Presentation of a Report ...................................................... 188 Ranking data to see top or bottom values ...................................................................... 190

Applying ranking to data .............................................................................................. 190 Tracking data changes .................................................................................................... 192

Tracking data changes in Web Intelligence ................................................................. 192 Types of data change................................................................................................... 193 Formatting data changes ............................................................................................. 195 Activity 6.3 – Track Data Changes .............................................................................. 196

Organizing a report into sections .................................................................................... 200 About sections.............................................................................................................. 200 Navigating from section to section............................................................................... 202 Activity 6.4: Create Sections in a Report ..................................................................... 204

Knowledge Checkpoint: Enhancing the presentation of reports .................................... 209 Knowledge Checkpoint Answers: Enhancing the presentation of reports ..................... 210 Lesson summary ............................................................................................................. 211

Lesson 7 – Formatting tables and charts ..................................................................................................................... 212

Lesson introduction ......................................................................................................... 212 Formatting tables ............................................................................................................. 213

Controlling the display of tables................................................................................... 216 Displaying data in free-standing cells .......................................................................... 219 Modifying the default section properties ...................................................................... 220 Preparing documents for PDF and printing ................................................................. 221 Activity 7.1 – Format and Print Reports....................................................................... 223

Formatting charts............................................................................................................. 237 Formatting chart areas................................................................................................. 237 Formulas in chart elements ......................................................................................... 237 Assigning colors to charts ............................................................................................ 238 Linear and logarithmic axis scales............................................................................... 241 Displaying and formatting chart data ........................................................................... 242 Activity 7.2 – Format Charts ........................................................................................ 245

Knowledge Checkpoint: Formatting reports.................................................................... 253 Knowledge Checkpoint Answers: Formatting reports..................................................... 254 Lesson summary ............................................................................................................. 255

Lesson 8 – Calculating Data with Formulas and Variables .....................................................................................256

Lesson introduction ......................................................................................................... 256 Formulas and variables ................................................................................................... 257

Formulas ...................................................................................................................... 257 Variables....................................................................................................................... 257

Using formulas and variables .......................................................................................... 258 Creating a variable as a response to a prompt ........................................................... 258 Creating a variable to calculate sales tax .................................................................... 261 Modifying and deleting a variable ................................................................................ 265 Creating a variable from document functions.............................................................. 266 Activity 8.1 – Calculate Data with Variables ................................................................ 268


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Knowledge Checkpoint: Creating formulas and variables .............................................. 270 Knowledge Checkpoint Answers: Creating formulas and variables............................... 271 Lesson summary ............................................................................................................. 272

Lesson 9 – Using Multiple Data Sources .................................................................................................................... 273

Lesson introduction ......................................................................................................... 273 Synchronizing data from multiple data sources .............................................................. 274

Working with multiple data providers ........................................................................... 274 What is data synchronization?..................................................................................... 275

Creating multiple queries in a document......................................................................... 276 Projecting data from a single query in different blocks ............................................... 276 Projecting data from multiple queries using a single universe .................................... 277 Merging defined ........................................................................................................... 280 About automatically merged dimensions..................................................................... 280 Projecting data from queries using multiple universes................................................ 282

Synchronizing data with merged dimensions ................................................................. 285 What happens when dimensions are not synchronized.............................................. 285 Synchronizing queries by manually merging dimensions ........................................... 286 Some rules about synchronizing with merged dimensions ......................................... 288 Activity 9.1 – Synchronize Data ................................................................................... 289

Knowledge Checkpoint: Using multiple data sources..................................................... 294 Knowledge Checkpoint Answers: Using multiple data sources ..................................... 295 Lesson summary ............................................................................................................. 296

Lesson 10 – Analyzing Data ........................................................................................................................................... 297

Lesson introduction ......................................................................................................... 297 Analyzing the data result set ........................................................................................... 298

About the Web Intelligence data result set .................................................................. 298 What is scope of analysis? .......................................................................................... 298

Drilling in a Web Intelligence document .......................................................................... 300 Building a drillable document ....................................................................................... 300 Drilling down in the data in a hierarchy ....................................................................... 302 Taking a snapshot of the drill report............................................................................. 304 Drilling in charts............................................................................................................ 305 To set drill options in the BI launch pad ...................................................................... 307 Using query drill ........................................................................................................... 308 Understanding the impact of query drill on performance ............................................ 309 Activity 10.1: Analyzing data........................................................................................ 310

Knowledge Checkpoint Answers: Analyzing data .......................................................... 311 Knowledge Checkpoint: Analyzing data.......................................................................... 312 Lesson summary ............................................................................................................. 313

Lesson 11 – Working with Advanced Query Techniques............................................................................................ 314

Lesson introduction ......................................................................................................... 314 Using combined queries .................................................................................................. 315

About combined query functions ................................................................................. 315 Uses of combined queries ........................................................................................... 316


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Advantages of using combined queries ...................................................................... 316 Important facts about combined queries ..................................................................... 317 Activity 11.1 – Implement Combined Queries ............................................................. 319

Creating a query based on another query ...................................................................... 321 Duplicating queries ...................................................................................................... 321

Knowledge Checkpoint: Advanced Query Techniques .................................................. 322 Knowledge Checkpoint Answers: Advanced Query Techniques ................................... 323 Lesson summary ............................................................................................................. 324

Lesson 12 – Working with Calculation Contexts........................................................................................................ 325

Lesson introduction ......................................................................................................... 325 Understanding calculation contexts ................................................................................ 326

Dynamic calculations ................................................................................................... 326 Redefining calculation contexts....................................................................................... 328

Input and output contexts ............................................................................................ 329 Forcing the input calculation context ........................................................................... 330 About the extended syntax operators and keywords .................................................. 333 Forcing the output calculation context ......................................................................... 333 More about the extended syntax keywords................................................................. 335 Input vs. output calculation contexts............................................................................ 335 Using the In context operator with Where ................................................................... 336 Important facts about calculation contexts .................................................................. 338 Activity 12.1 – Show the Default Calculation............................................................... 339 Activity 12.2 – Force the Input Calculation Context .................................................... 345 Activity 12.3 – Force the Output Calculation Context ................................................. 346

Knowledge Checkpoint: Calculation Contexts ................................................................ 347 Knowledge Checkpoint Answers: Calculation Contexts ................................................. 348 Lesson summary ............................................................................................................. 349

Lesson 13 – Creating Formulas with Character and Date String Functions ........................................................ 350

Lesson introduction ......................................................................................................... 350 Using character strings.................................................................................................... 351

About character-string functions .................................................................................. 351 Using functions in formulas and variables ................................................................... 351

Using the Right() function................................................................................................ 352 How to extract characters using the Right() function .................................................. 352

Using the Replace() function ........................................................................................... 354 Replacing a string ........................................................................................................ 354

Using the SubStr() function ............................................................................................. 355 How to extract characters using the SubStr() function................................................ 356

Using the Pos() function .................................................................................................. 357 How to use the Pos() function...................................................................................... 357

Concatenating different character strings ....................................................................... 359 How to concatenate a string with a date ..................................................................... 359 Formatting a date that is concatenated with a string .................................................. 360

Using date functions ........................................................................................................ 361 Converting a string to a date value .............................................................................. 362


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Using date calculations ................................................................................................ 363 Activity 13.1 – Apply String Manipulation Formulas .................................................... 363 Activity 13.2 – Use Character and Date String Functions ........................................... 366

Knowledge Checkpoint: Character and Date String Functions ...................................... 368 Knowledge Checkpoint Answers: Character and Date String Functions ....................... 369 Lesson summary ............................................................................................................. 371

Lesson 14 – Using If Logic.............................................................................................................................................. 372

Lesson introduction ......................................................................................................... 372 Using If() to group data.................................................................................................... 373

Grouping values with the If() function to show higher levels of detail ......................... 373 Grouping values with the If() function to show categories .......................................... 374

Using the If() function to modify calculation behavior ..................................................... 376 Modifying the way calculations behave ....................................................................... 376 Syntax of the If() function ............................................................................................. 378

Activity 14.1 – Group Data .............................................................................................. 380 Knowledge Checkpoint: Using If Logic ........................................................................... 382 Knowledge Checkpoint Answers: Using If Logic ............................................................ 383 Lesson summary ............................................................................................................. 384

Lesson 15 Questions and Summary Exercises............................................................................................................. 385

Lesson introduction ......................................................................................................... 385

Appendix A – Web Intelligence Toolbar Reference ...................................................................................................386

Web Intelligence toolbars ................................................................................................ 386

Agenda BusinessObjects Web Intelligence 4.x

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AGENDA

Web Intelligence Report Design

Introductions, Course Overview...........................................15 minutes

Lesson 1

Introducing Web Intelligence.................................................1 hour

❒ Describing Web Intelligence concepts

❒ Explaining Web Intelligence core functionality

❒ John’s Diagram and Universes at Mazda

❒ Describing Web Intelligence and BusinessObjects Enterprise

Lesson 2

Managing and Sharing Web Intelligence Documents....... 1 hour

❒ Saving in Favorites

❒ Managing documents in BI launch pad

❒ Viewing a Web Intelligence document in BI launch pad

❒ Sharing Web Intelligence documents

❒ Setting BI launch pad preferences

❒ Describing the Web Intelligence report panels

❒ Logging off from BI launch pad

Lesson 3

Creating Web Intelligence Documents with Queries..............1 hour

❒ Querying with Web Intelligence

❒ Creating a new document


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❒ Modifying a document's query

❒ Working with query properties

Lesson 4

Restricting Data Returned by a Query.......................................1 hour

❒ Restricting data with query filters

❒ Modifying a query with a predefined query filter

❒ Applying a single-value query filter

❒ Using wildcards in query filters

❒ Using prompts to restrict data

❒ Using complex filters

Lesson 5

Designing Web Intelligence Reports............................................1 hour

❒ Working with Web Intelligence documents

❒ Displaying data in tables and charts

❒ Creating tables

❒ Working with tables

❒ Presenting data in free-standing cells

❒ Presenting data in charts

Lesson 6

Enhancing the Presentation of Data in Reports..................1.5 hours

❒ Using breaks and calculations

❒ Using sorts

❒ Formatting breaks and cross tabs

❒ Using report filters

❒ Ranking data to see top or bottom values

❒ Tracking data changes

❒ Organizing a report into sections


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Lesson 7

Formatting Reports............................................................................1 hour

❒ Formatting documents

❒ Formatting charts

Lesson 8

Calculating Data with Formulas and Variables.........................1 hour

❒ Explaining formulas and variables

❒ Using formulas and variables

Lesson 9

Using Multiple Data Sources.........................................................2 hours

❒ Synchronizing data from multiple data sources

❒ Creating multiple queries in a document

❒ Synchronizing data with merged dimensions

Lesson 10

Analyzing Data............................................................................ 30 minutes

❒ Analyzing query results

❒ Drilling in a Web Intelligence document

❒ Setting Web Intelligence drill options

Lesson 11

Working with Advanced Query Techniques...............................1 hour

❒ Using combined queries

❒ Creating a query based on another query

Lesson 12

Working with Calculation Contexts..................................... ...1 hour

❒ Understanding calculation contexts


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❒ Redefining calculation contexts

Lesson 13

Creating Formulas with Character and Date String

Functions...................................................................................... ...1 hour

❒ Using character strings

❒ Using the Right() function

❒ Using the Replace() function

❒ Using the SubStr() function

❒ Using the Pos() function

❒ Concatenating different character strings

❒ Using date functions

Lesson 14

Using If Logic................................................................................30 minutes

❒ Using If() to group data

❒ Using the If() function to modify calculation behavior

Lesson 15

Questions and Summary Exercises.............................................4 hours

❒ Discuss concerns

❒ Do some summary exercises


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About this Course

Course description

This course is the first step in your journey towards self-service development of business

intelligence content.

This three-day instructor-led course is designed to give you the comprehensive skills and in-depth

knowledge needed to access, analyze and share data using BusinessObjects™

BI launch

pad™

and BusinessObjects™

Web Intelligence™

.

During this course, you’ll learn how to organize, manage and distribute documents using BI

launch pad. You’ll also learn how to create Web Intelligence documents for your reporting needs,

to retrieve data by building queries using BusinessObjects universes and to use Web Intelligence to enhance documents for easier analysis.

After taking this course, you will be able to efficiently and effectively manage personal and

corporate documents to access the information you need, when you need it. You will be able

to design your own reports using Web Intelligence and share your analysis with other user s.

Course audience

The target audience for this course is report designers who need to access and analyze

information using BI launch pad and Web Intelligence.

Prerequisites

To be successful, learners who attend this course should have the following experience:

• Windows conventions • Basic database concepts

Level, delivery and duration

This core-level instructor-led offering is a three-day course.

Course success factors

Your learning experience will be enhanced by:

• Activities that build on the life experiences of the learner • Discussion that connects the training to real working environments • Learners and instructor working as a team • Active participation by all learners • An understanding that learning does not end after this class. You are responsible for

continuing to develop your skills. The Enterprise Business Intelligence team here at Mazda is here to help and provide guidance.


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Course setup

Refer to the setup guide for details on hardware, software, and course-specific requirements.

Course materials

The materials included with the course materials are:

• Name card • Learner’s Guide

The Learner’s Guide contains an agenda, learner materials, and practice activities.

The Learner’s Guide is designed to assist students who attend the classroom-based course

and outlines what learners can expect to achieve by participating in this course.

Evaluation form

At the conclusion of this course, you will receive an electronic feedback form as part of our

evaluation process, to provide feedback on the course content, instructor, and facility. Your

comments will assist us to improve future courses.

Additional resources include:

Sample files

The sample files can include required files for the course activities and/or supplemental

content to the training guide.

Online Help

Retrieve information and find answers to questions using the online Help and/or user’s guide

that are included with the product.


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Learning process

Learning is an interactive process between the learners and the instructor. By facilitating a

cooperative environment, the instructor guides the learners through the learning framework.

Introduction

Why am I here? What’s in it for me?

The learners will be clear about what they are getting out of each lesson.

Objectives

How do I achieve the outcome?

The learners will assimilate new concepts and how to apply the ideas presented in the lesson. This step sets the groundwork for practice.

Practice

How do I do it?

The learners will demonstrate their knowledge as well as their hands-on skills through the

activities.

Review

How did I do?

The learners will have an opportunity to review what they have learned during the lesson.

Review reinforces why it is important to learn particular concepts or skills.

Summary

Where have I been and where am I going?

The summary acts as a recap of the learning objectives and as a transition to the next

section.

Lesson 1 – Introducing Web Intelligence BusinessObjects Web Intelligence 4.x

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Lesson 1 – Introducing Web Intelligence

Lesson introduction

This section presents key Web Intelligence concepts and vocabulary that are important to

understand before beginning this course.

After completing this lesson, you will be able to:

• Understand the roles within MNAO that use Web Intelligence for analysis • Describe Web Intelligence concepts • Explain Web Intelligence core functionality • Describe the relationship among BusinessObjects Enterprise, BI launch pad, and Web

Intelligence

Roles within MNAO – Evolving from a report consumer to an

empowered analyst

1. Operational users typically utilize

prebuilt dashboards and reports to

analyze performance and react

accordingly

2. Business analysts create analytic

content and provide insight into

business performance based on

specialized skills and the various

roles they fulfill.

3. Analytic decision understand that

analysis is a continuous cycle of

evaluating known metrics,

identifying new insights, exploiting

new knowledge and then repeating

the process

Operational Users

Business Analysts

Analytic Decision Makers


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BusinessObjects Enterprise overview

BusinessObjects Enterprise is a business intelligence (BI) platform that combines end-user

insight with flexible systems management for a single BI standard. This allows administrators

to confidently deploy and standardize their BI implementations on a proven, scalable, and adaptive service-oriented architecture.

BusinessObjects Enterprise stores Web Intelligence documents. With BusinessObjects

Enterprise, MANO users can access this information and organize it to suit their preferences.

Describing BusinessObjects Portal

Users can access Web Intelligence as a web application from within the BusinessObjects Enterprise portal, BI launch pad.

Because Web Intelligence is a part of BusinessObjects Enterprise, it is useful to understand

what BusinessObjects Enterprise is, and the function of Web Intelligence within it.


• Describe what BusinessObjects Enterprise is • Explain the relationship between BusinessObjects Enterprise, BI launch pad, and Web

Intelligence • Describe the different methods available for sharing Web Intelligence documents with

your colleagues

About BI launch pad

BusinessObjects Enterprise comes with BI launch pad, a web desktop that acts as a window

to a broad range of useful business information around your company.

BI Launchpad is the central location that you work out of as you…

Access Business Objects content

Create new Web Intelligence documents


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Share your documents with coworkers

Schedule your documents to automatically refresh

BusinessObjects 4.x Folder Structure

Public Folders – A catalog of all the documents that you are authorized to access in BusinessObjects. These documents have been published by the BI team and new reports cannot be saved in these folders. You can access these documents from your BI launch pad and navigate the various folders.

Z Share – A folder created as a temporary place to save your reports for sharing and support only. This folder will be cleaned out

periodically.

My Favorites – A catalog of all the documents that you have chosen to save for your own personal use. These documents are stored in space on the BusinessObjects server that has been reserved for your own use. My Favorites can be accessed from My Documents.

What is Web Intelligence?

SAP BusinessObjects Web Intelligence is a business intelligence tool

that allows MNAO users to generate, analyze and manipulate reports.

A key benefit is that business users develop the content on their own in a self -service environment. Technical IT resources are not required!

Key benefits of Web Intelligence include:

• Self Service development of analytic content by business users • Quickly identify business patterns and trends • Allow informed decisions to be made which lead to improved business performance

and integrity

You perform data analysis with SAP BusinessObjects Web Intelligence by creating reports or by opening pre-existing documents. Users can analyze the data in reports by, for example,

filtering, drilling down to reveal more details, merging data from different data sources,

displaying data in charts, or adding formulas.

Universes are the gateway to your data. Universes organize data from relational databases

into lists of dimensional attributes and measures. Objects within a universe are grouped by

subject area or “Class” and in hierarchies based on input from the business.

Describing Web Intelligence concepts

Web Intelligence is a tool for analyzing your organization's business information. After

completing this unit you will be able to:

• Explain how Web Intelligence allows you to access information • Describe universes, the BusinessObjects semantic layer that allows you to query your

corporate databases using your own everyday business terms


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Web Intelligence Core Functions

Business Objects Web

Intelligence does not store data.

The Web Intelligence server issues queries against

databases that are built to store

analytic data. Query results are

then presented by the Web

Intelligence server so that you

can report, analyze, and share key data to make business

decisions.

Dynamic Analysis

Web Intelligence allows you to:

• Create new queries that return information you can use in a report or a dashboard • Drag and drop objects within a report. • Insert calculations. • Change the display to make important information more visible. • Perform multidimensional analysis by drilling down to more detailed information.

Sharing documents with BI launch pad users

BI launch pad allows you to share your documents with colleagues. You can choose to save

them as public documents, and if your colleagues are BI launch pad users, you can send your

documents directly to them. The BusinessObjects Central Management Server (CMS) stores

sent and public documents and enables others to retrieve them.

If you would like to share the results of your analysis with people who are not Business

Objects users, you can save your reports in Microsoft Excel or Adobe PDF format, so that your colleagues can easily view and print them.

You can share Web Intelligence documents in many ways:

• Save documents as files on your workstation, in Web Intelligence WID format, or in Adobe PDF, Microsoft Excel, or .CSV format.

• Send in an email as an attachment, in Web Intelligence .WID, Adobe PDF, or Microsoft Excel format.

• Save documents to the CMS as a public or personal document.

• From within BI launch pad, send a document to another user or group of users. • From within BI launch pad, save a document as a public or personal document in the

CMS. • From within BI launch pad, schedule documents to be refreshed and sent automatically

by using the BI launch pad scheduler.

Depending on the rights assigned to you by your administrator you may be able to schedule

and view a list of your scheduled documents. When you schedule a document you specify a

time and a date to refresh it and send it to other users.


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Web Intelligence Interface

File and Properties tabs

The File and Properties tabs are available in Design and Data mode only. The File tab

contains the main file menu tools. The Properties tab allows you to set View, Document, and Application properties.

Main Toolbar

You can use the Main Toolbar to open, save and print documents, t rack data changes and display the report online.

The main toolbar appears in the File tab when the application is in Design mode.

Toolboxes

You work with data providers and perform report design and analysis tasks using the toolboxes.

Toolboxes appear at the top of the application in Data and Design mode only. In data mode,

only those toolboxes related to working with data providers are active.

Left Panel

The Left Panel groups several panes that provide different views of the current document.

The Document Summary provides an overview of the document properties.

The Available Objects pane lists the data providers and objects available for inclusion in reports.


Toolboxes Main toolbar

Report panel

Status bar

Left Panel


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Report Panel

The Report Panel displays the report.

Status Bar

The Status Bar appears beneath the report and allows you to perform actions such as activating data tracking or changing the display mode. It can be activated and deactivated in

the View menu of the Properties tab.

Accessing information with Web Intelligence

With Web Intelligence, you connect to Business Objects universes that are connected to one

or many databases. The Universe acts as a centralized bridge to the data and provides a

common language view using everyday business terms, and using an easy-to-use interface.

You can create simple or very complex reports, and share the information you display with colleagues throughout the enterprise.

Getting the right information to make decisions

You and your colleagues need quick, easy access to information. As part of your job, you make decisions all the time. That means you need the right information at your fingertips to

help you make the right decisions.

You want to access information using your everyday business vocabulary without having to

understand anything about the technical way the information is stored.

And once you’ve analyzed this information, you need to be able to share it with your

colleagues.

Web Intelligence allows you to access, analyze, and share MNAO data within the Mazda

network.

To access Web Intelligence, you can log into the BusinessObjects portal BI launch pad via

your internet browser. You can then create and edit Web Intelligence documents and analyze

the data displayed in them. Using BI launch pad, you can share documents with other users.


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John’s Diagram


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Understanding the Semantic Layer

A Semantic Layer provides a common definition of business logic and naming standards. By

using a Semantic layer, we ensure that everyone works with consistent sources of data, and

that naming standards and definitions of metrics are also consistent. This helps to avoid multiple “versions of the truth” where every analyst defines their own rules for how data is

accessed and metrics are calculated. The Semantic Layer for Web Intelligence is called a

“Universe”

In addition to ensuring consistent representation of data, universes are also helpful because

they are based on business terminology that is familiar to you and shared throughout the

organization, they shield users from the technical complexities of the databases where your corporate information is stored.

Web Intelligence connects you to data via the universe. Using a universe's business-oriented

view of the data, you can create queries in Web Intelligence and get information using your

own everyday terms.

The terms you need to be familiar with in order to understand how this semantic layer

functions are:

• Object

• Class • Predefined query filter • Universe

Object

Objects are elements in a universe that map to a specific set of data in a relational database.

Each object in a Business Objects universe is defined with a business term that is commonly

used in your organization, such as VIN, Carline, Model Year, MNAO Revenue, Customer

name, Customer address, and so on.


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Class

Classes are logical groupings of related

objects.

This diagram shows some of the objects used

in this course to build queries and create Web

Intelligence documents, and their organization

into classes. Classes are indicated here by a

folder icon. The objects shown in this diagram are indicated by

blue diamonds, orange rectangles, and yellow

funnels.

For example, the Vehicle Information class

includes the objects “Carline”, “Carline Group”,

and “Model Year”. The Vehicle Information

class also includes a subclass, called

“Initial Carline”, which contains other objects

related to Vehicle Information.

Predefined query filter

Filters are identified with an icon that looks like

a yellow funnel. The elements identified by

filters in the diagram are predefined query

filters. Query filters are used to restrict the data returned

by an object used in a query.

Later in this course, you will learn more about the different types of objects that are available

in universes, as well as the role of the pre-defined query filter in the universe.

Universe – The Business Objects Semantic Layer

A semantic layer is a business representation of corporate data that helps end users access

data autonomously using common business terms.

A BusinessObjects universe is where the connection to data that you will be working with, the

common business terms and the business rules for how information is calculated and

displayed are defined.

It relates the objects for a business area such as dealers, geography, vehicle information, or parts information to MNAO's data stored in databases.

The diagram above shows the MNAO Master universe which defines the objects that you use

in this course.

Universes are created by a universe designer from the BI Team, who is familiar with MNAO’s

databases using BusinessObjects Designer. The universe designer then makes the universes

available to you and other users in BI launch pad, the BusinessObjects portal. When you create Web Intelligence documents, you first select a universe to query the database where

the data that interests you is stored.

Class

Dimension

Predefined Query

Filter

Measure


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Universes at MNAO

When you create a document, you will always access your data by first connecting to a universe.

Universes ensure consistent:

• Terminology • Metrics / KPIs - Consistent application of business rules • Appropriate security rules are in place across the enterprise

• Change management • “Single Version of the Truth”

Universes are designed by universe designers who are part of the Enterprise Business Intelligence team.

For example, in Parts, you have 500 fields and the business wants to report on a subset of the data. For example, you may create a report on:

• Parts sales • Part item number • Part description

You will take a subset of that data to meet your customer’s needs. The universe allows you to

pick fields to create reports.

Creation and modification of universes is always managed by the BI team. This is important

to ensure a consistent semantic layer in our analytic process.

Explaining Web Intelligence Core Functionality

Web Intelligence allows you to perform querying, reporting and analysis tasks, all in a single

tool.

After completing this unit you will be able to:

• Explain how Web Intelligence queries retrieve data from your corporate databases • Describe the different presentation styles you can choose from to display the data in

Web • Intelligence documents • Understand how Web Intelligence allows you to analyze data at different levels of detail

The Chain of Events That Occur When You Create an Analysis

When you create an analysis using Business Objects,

1. From your workstation, you connect to Business Objects

2. You select the Universe you will be using to access the data

3. You define and run the query

4. The Web Intelligence Server translates your request into SQL and sends a query to the

database(s) where the information resides


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5. The database processes your request and returns the raw information back to the Web

Intelligence server.

6. The Web Intelligence server compiles the information into a report based on your

original instructions and presents the final product to you

A Web Intelligence document can contain multiple reports and each report may have been built using different queries. Once you run the query and retrieve the data that interests you, you

can structure and organize the data as you wish in the Web Intelligence document.

BusinessObjects 4.x Reporting Layer Terminology

Term Description

Client workstation End users run queries and display reports.

Web Intelligence server Contains the information needed to generate a report. Once you build something – this is where it is stored.

Database Several databases are used to store data and SQL is used to extract data from the different databases.

Querying with Web Intelligence

Step 1 -

The first thing you will need to do when creating a query, is select a Universe as a data source. The Universe provides

connectivity to the data you will be working with and contains

the business logic defined by key stakeholders in order to

provide a unified view of the data.


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Step 2 –

Select the Universe you will be working with. Here at Mazda, your default universe should

be “MNAO Master”. There are a number of legacy universes that have also been created.

If MNAO Master does not contain the information you are looking for, the Business Intelligence team can help you identify an alternate Universe or help to expand the available

content in MNAO Master.

Step 3 -

Next, use the Web Intelligence

Query panel to add and organize the objects that interest you from

the universe you selected.

The image below image shows

the Query panel from Web

Intelligence, one of the panels

available for building queries and creating Web Intelligence

documents.

Measures and objects

for analysis


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Knowledge Checkpoint: Introducing Web Intelligence

Can you answer the following questions?

1. True or False: Web Intelligence is a single tool for understanding, controlling, and sharing business information.

2. What is a universe?

3. What is the core functionality of Web Intelligence?

4. Describe three ways for sharing Web Intelligence documents with others.


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Knowledge Checkpoint Answers: Introducing Web Intelligence

1. True or False: Web Intelligence is a single tool for understanding, controlling, and sharing

business information.

Answer: True.

2. What is a universe?

Answer: A universe is the BusinessObjects semantic layer that maps to data in a

database and is used for creating queries in Web Intelligence.

3. What is the core functionality of Web Intelligence?

Answer: Querying, reporting, and analyzing data.

4. Describe three ways for sharing Web Intelligence documents with others.

Answer: Exporting the document to the BusinessObjects CMS, sending to a user's

Inbox from within BI launch pad, saving a document locally as a Web Intelligence

document (.wid), as an Excel, or PDF file.


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Lesson summary

After completing this lesson, you are now able to:

• Describe Web Intelligence concepts • Explain Web Intelligence core functionality

• Describe the relationship among BusinessObjects Enterprise, BI launch pad, and Web Intelligence

Lesson 2 – Managing and Sharing Web Intelligence Documents

BusinessObjects Web Intelligence 4.x

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Lesson 2 – Using the BI launch pad

Lesson introduction

Using Web Intelligence you can share your documents with colleagues - both BusinessObjects users and non-users. You can also use BI launch pad to schedule a document so that it is refreshed automatically at specified times.


• Manage documents in BI launch pad folders • Share Web Intelligence documents with BI launch pad users • Set BI launch pad preferences • Describe the Web Intelligence report panels • Log off from BI launch pad



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Saving to Favorites

Using BI launch pad or Web Intelligence, you can save documents to certain folders, mainly your Favorites folder. You have multiple options for storing objects in a folder. You can move and copy objects to a folder. Or you can open a Web Intelligence document and use the Save As feature to save the document to a new folder location. For example, you can open a Web

Intelligence document from your Inbox folder, and save it to a designated share folder.

Saving documents automatically

If autosave is active, and if you have the appropriate security rights, your documents are saved automatically in the My Favorites/ folder as you work. Autosaved document names consist of the document name prefixed by the document ID and followed by the autosaved document ID. If the document ID is -1, the document was not saved before being autosaved.

The interval at which documents are autosaved is defined in the CMC. This interval is reset each time you save a document manually, and each time a document is saved automatically. The autosaved document is also deleted when you save a document manually.

In addition to regular autosaving, documents are saved when your session times out.

Note: If you lose a document before you can save it, check the folder immediately for

the autosaved version. The My Favorites/ folder is not a permanent storage location for autosaved documents.

Recovering autosaved documents

If your session times out while you are working on a document, your document is saved in the

My Favorites/ folder and displays a dialog box explaining that the session has ended.

You can select Restore on the dialog box, to launch a new session and re-open the autosaved document. The next time you save the document manually, it is saved in its original folder.

If you select Close, you are redirected to the home page of the BI launch pad. The autosaved document is available in the My Favorites/ folder.

It is not always possible to link to the autosaved document after a server timeout or connection loss. In this you do not have the option to restore the autosaved document. You must check the My Favorites/ folder immediately for your autosaved document. Documents are regularly deleted from this folder based on the autosave settings.



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Logging onto BI launch pad

Each time you log onto BI launch pad, the BusinessObjects Enterprise server checks your user account name and details to see that you are an authorized user.

To log on, you first need to view the BI launch pad Log On page. BI launch pad is the part of Web Intelligence that acts as a portal to all the information available to you. After completing

this unit, you will be able to:

• Access the BI launch pad Log On page • Describe the BI launch pad Home page and what activities you can use it for

Accessing the BI launch pad Log On page

To use BI launch pad, you must start your web browser.

To access the BI launch pad Log On page

Before you can use BI launch pad and Web Intelligence you need the following information:

• Your user name and password

Contact your administrator for these details if you do not already know them.

You access Web Intelligence by using your web browser to log onto BI launch pad, the corporate business intelligence portal. Once you are in BI launch pad, you can analyze and enhance Web Intelligence reports.

1. Open up your IE browser. You should have a favorite for the BusinessObjects launch pad or type http://sapbo4.mazdausa.com/BOE/BI in your web browser.

2. As required, complete/review the

following fields:

Field Name R/O/C Description

User Name R Your BusinessObjects user name.

Example: user456

Password R Your BusinessObjects password.

Example: Welcome123

3. Click

http://sapbo4.mazdausa.com/BOE/BI



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Home Tab

The first time you start BI launch pad, the Home page opens by default. Depending on how your system administrator or you configure BI launch pad, your own Home page may not differ in appearance from the following screen capture:

The Home tab displays important information including:

Home Screen Panes Description

Tab Panes

Home Shows recent documents, messages, alerts, and Home applications that you can run.

Documents Allows you to navigate through the available folders and documents. You can view, organize, and manage documents in this pane.

Web Intelligence Documents One tab open for each document.

Web Intelligence Home Screen Panes

My recently viewed

documents

Each document that you have viewed or modified displays.

Unread Messages in My

Inbox

(BOBJ Inbox)

Scheduled reports can be set to run automatically. If you are

part of a group that receives reports, the report displays in your Inbox.

My Recently Run Documents

Displays reports that you have scheduled to run.

My Applications Although several applications display in this pane, MNAO only utilizes Web Intelligence for reporting. You should use the Documents tab to access documents and queries.



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Working with Web Intelligence Documents

You can work with documents either by selecting an existing document, or by starting your selected interface which you then use to open existing documents or create new documents.

You create a new document, either a blank document, or a document based on a data source. The data sources you can use depend on the interface you are using.

From the Home page, click Document List, My Favorites, or My Inbox to access the folders in which documents are stored.

You can return to the Home page at any time by clicking the Home button in the Navigation Bar.

About BI launch pad folders

In My Favorites, you can choose to store any documents or subfolders that you create yourself. The Inbox contains documents that have been sent to you by other users.

Public Folders are created by administrators and may contain subfolders created by users who are authorized to do so.

Folders and subfolders are used to organize documents based on relevant business areas.

Creating new documents

From the Document List view, you can create new documents using Web Intelligence, if your system administrator has authorized your user account to do so.

Setting BI launch pad Preferences

You can access BI launch pad options to define document viewing settings by clicking Preferences on the BI launch pad Home page.



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How the BI launch pad Document List view is organized

The BI launch pad Document List view is organized into the following areas:

• Title Bar: This area contains the desktop logo and a message displaying your user account name.

• Navigation Bar: This area contains buttons for Home, Document List, Open, Send To (to send a document to various locations), Dashboards, Log Out, Preferences, About, and Help.

• Navigation Panel: This area displays folders, when the Switch to Folders is active, or categories, when the Switch to Categories button is active. The area also displays buttons for Refresh , New, Add, Organize, Actions, Search and Page navigation. The Navigation Panel displays a My Favorites folder, your Inbox, and Public Folders.

Note: Under Public Folders you can find sample reports and documents.

• Workspace Panel: This area displays the documents connected with a specific folder or subfolder.

Title bar

Navigation panel

Navigation bar

Workspace panel

Categories



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Managing documents in BI launch pad

BI launch pad is the part of BusinessObjects that acts as a portal to all the information available to you. With BI launch pad, you can access three different document storage areas:

• My Favorites - a catalog of all the documents that you

have chosen to save for your own personal use. These documents are stored in space on the BusinessObjects server that has been reserved for your own use.

• Inbox - a catalog of documents that other BI launch pad users have sent to you.

• Public Folders – A catalog of all the documents that you are authorized to access in BusinessObjects. These documents have been published by the BI team and new reports cannot be saved in these folders. You can access these documents from your BI launch pad

and navigate the various folders.

Note : that, depending on the constraints of your rights

within the learning environment, you and learners may not have access to all folders and categories that appear in the screen captures in this unit.

After completing this unit, you will be able to:

• Describe BI launch pad folders and categories. • Manage folders and categories • Manage documents in folders and categories

Folders in BI launch pad

BI launch pad provides you with two main ways to navigate through documents and organize information: folders and categories. Each of these navigation methods is hierarchical, meaning BI launch pad displays them in a tree in the Navigation Panel.

Creating folders

Folders are a way of organizing your documents. In the BI launch pad Navigation Panel, you can create new folders to organize your documents. Depending on the access rights granted you by the BusinessObjects administrator, you may also be authorized to create new folders in Public Folders.

To create a new folder

1. In the Navigation Panel , click + to expand the folders and select the location you want to add a

new folder to.

2. Right-click on a location folder.



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3. Select New from the list of options.

4. Select Folder from the drop-down list. The Create a New Folder page opens in the Workspace Panel.

5. Type an appropriate folder name in the Folder Name field.

6. Click OK. The new folder appears in the Navigation Panel. You can now save documents

or other objects to this new folder.

Note: You may need to click the Refresh button in order for the new folder to show.

New folder



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Copying and moving documents and folders

Using the Workspace Panel and Navigation Panel toolbars, you can copy and move documents and folders to new locations. You can copy a document into a different folder and also copy a subfolder into a different folder. When you move a document or folder, it is deleted from its original location.

To copy documents and folders

1. In the Navigation Panel, locate the document or folder you want to

copy and select it.

2. Click the Organize button from the toolbar located above the document list.

3. Select from the

Organize drop-down menu.

4. In the Navigation Panel, select the location to which you want to paste the document or folder you just copied.

5. Click Organize.

6. Select Paste from the Organize drop-down menu. The screen refreshes and the copied

document or folder displays in the folder's document list.

To move documents

1. In the Workspace Panel, select the document you want to move.

2. To move the document to a new folder, click the Organize button from the toolbar located above the document list.

3. Select Cut from the Organize drop-down menu.

4. In the Navigation Panel, select the location to which you want to move the document.

5. Click the Organize button.

6. From the Organize drop-down menu, click Paste. The document has been moved to the location you selected.

Deleting documents and folders

You can delete documents and folders by using the Delete function in the Organize drop-down menu from the Navigation Panel.

Copy



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Managing documents in folders

Using BI launch pad, you can save documents to folders. You can also use BI launch pad to:

• Search for specific documents. • Create a shortcut to a document. • Filter documents in a list.



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Activity 2.1: Save a Document to Your Favorites Folder

Objectives

• Open an existing document. • Save the document as a personal document in your favorites folder.

Instructions

1. Open the PA AVAILABLE UNASSIGNED VEHICLES document.

2. Select .



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3. Select your Favorites Folder.

4. Enter a filename for the document copy, for this exercise, type PA AVAILABLE UNASSIGNED VEHICLES-(your name).

5. Click .

6. Review your Favorites folder to make sure the document was saved.

Favorites folder



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Searching for documents

The Search feature in BI launch pad enables you to search for documents within categories or folders by the document title, keywords, or all fields. There is also an Advanced Search feature that allows you to be more specific in your search criteria.

To search for documents in BI launch pad

1. Click the folder that you want to search.

2. On the Navigation Bar, type your search term in the field.

5. Click .

Any object with your search term in the title displays in the Workspace Panel.

To search using complex search criteria

1. Click the Search title drop-down arrow and select Advanced Search. The Advanced Search page opens.

2. In the appropriate Search by field, type your search text.

3. Click . Any documents matching your search are

displayed in the Workspace Panel.

4. In the location area, select a link that refines your search.

5. Click to remove the search filter.

Filtering documents in a list

By default, all documents that you are authorized to view are displayed in your folder and category lists. If you want to temporarily limit the type of documents displayed to improve search capabilities, you can add a filter. Applying a filter to your document lists allows you to view only documents of a certain type.

The various document types that you can filter include documents from Web Intelligence and

other BusinessObjects end-user querying tools, Microsoft Excel, Power Point, program objects, object packages, and text files.



46

To filter documents in a list

1. Click the folder containing the documents you want to list.

2. Click on the Workspace Panel toolbar to view the

available filter types.

3. Select the appropriate filter type from the menu, scroll to the bottom of the list and click OK. The documents list displays

only those files matching the filter type you selected.

4.

4. To remove the filter, select All Types from the Filter type drop-down menu and click OK.



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Viewing a Web Intelligence document in BI launch pad

In BI launch pad, you can view documents that were created with Web Intelligence and other BusinessObjects end-user querying tools if the administrator has authorized you to view those formats, as well as documents created with other non-BusinessObjects applications.


• Open and view a Web Intelligence document • Refresh the data in a Web Intelligence document • Save a Web Intelligence document to a personal folder • Print a Web Intelligence document when viewing it in PDF format • Close a Web Intelligence document.

Viewing Web Intelligence documents

BI launch pad allows you to open Web Intelligence documents for easy access.

Within BI launch pad, you can edit Web Intelligence documents if you are authorized to use one of the Web Intelligence report panels (the Interactive HTML querying and/or reporting panels, or the Java Report Panel).

You can modify the document's underlying query if you are authorized to access the universe that was used to create the document.

Document Options

Document

Options



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When you access documents, there are several actions that you can perform:

Option Description

View Interface that allows you to display a document.

Properties Displays the file properties for the document including description, keywords, date created, and author.

Modify This selection takes you into the document and selects design mode so that you can make changes.

Schedule Takes you to the Scheduling screen where you can create and maintain schedules for the document.

Mobile Properties Interface that allows you to maintain settings to use on a mobile device.

Categories Takes you to a screen where you can add the selected document to personal folders or favorites.

Document Link Provides a link to the document on the Web Intelligence server. You can use this to send to a colleague.

New Menu that contains a submenu to create a new local document, publication, hyperlink or folder.

Organize Menu that contains submenus to organize and create shortcuts for the document.

Send Lets you send the selected document to the BI Inbox, Email recipient,

FTP location or File location.

Details Interface that opens the Summary pane that displays details for the selected document.

To open a Web Intelligence document

1. Locate the document you want to open and double-click the document name. Clicking the document name opens the most current version of the report. The document opens in the Workspace Panel.

2. Click the Document drop-down arrow on the Document toolbar to view the menu.

This menu allows you to close and save the document. If you are authorized to create and edit Web Intelligence documents in one of the report panels, the Edit option appears on the Document menu as well.

3. Click the View drop-down arrow on the document toolbar to view the menu.



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This menu allows you to view the document in different modes: Quick Display mode, Page mode, Draft mode and PDF mode. It also allows you to display the Left Panel.

4. If the Left panel option is not already selected, click Left Panel on the View drop -down

menu.

The Left Panel opens in the BI launch pad Workspace, next to the document you are currently viewing.

By default, the Navigation Map pane appears in the Left Panel.

5. Navigate the report by clicking items in the Group Tree. The report repositions to show

the details on the item you selected.

Refreshing a Web Intelligence document

When you refresh a Web Intelligence document it retrieves the most recent data from the

database and returns the updated values to the report(s).

You can update the data in a document while keeping the same presentation and formatting.

Note: You can modify the data displayed in a document when you are authorized to

create and edit documents using one of the Web Intelligence report panels, and when you have a connection to the data source. Refreshing the document does not change the query definition used to create the document; it merely retrieves the most recent data from the database that corresponds to the underlying query.

You can refresh documents in the following ways:

• Manually, whenever you choose. • Every time you or another user open a document.

To refresh a document manually

Click from the toolbar in an open document.

The data is updated in the document.



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To refresh a document every time it is opened

When you save a document, in the Save As dialog box, you can select the Refresh on open option to automatically refresh the data every time a user opens it.

When you do not select the option, the users benefit from always seeing the data that was retrieved when the document was created or last refreshed, and which was stored in the document when it was saved.

When you select the option, depending on how much data the underlying query retrieves, users may notice that the report takes longer to display than they expect. Consequently, as a best practice, only use this option when you have a specific reason for automating the refresh.

To save a document in BI launch pad

1. Click the Document drop-down arrow on the Navigation toolbar to view the menu.

You can choose to either save the document to a folder in BI launch pad, or to save it to a location on your computer, in one of several different formats.

The Save to my computer as command allows you to save the complete document to your computer in Microsoft Excel, Adobe Acrobat PDF, or CSV format, while the Save Report to my Computer As saves only the report you are currently viewing, in either Excel or PDF format.

2. Select Save as from the menu, to save the document to an BI launch pad folder. The Save As dialog box opens:

3. You can replace the default document title by typing the document name in the Title field.

4. Click to see additional saving options.

5. Optionally, type a description of the document in the Description field.

6. When you want the data in this document to be automatically refreshed every time you or another user opens it, select the Refresh on open option.

Note: As a best practice, only use this option when you have a specific reason for doing

so. When you do not use it, you ensure that users always see the original data that was retrieved when the document was created or last refreshed, and which was stored in the document when it was saved.

7. On the Folders tab, select the folder to which you want to save the document.

8. Click the Categories tab, and select check box beside the category you want to use to reference the document.

9. Click OK.



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The document is now saved to the selected folder and referenced by the selected category. To verify that the document has been saved, close the document in the Workspace panel and, in the Navigation Panel, browse to the folder to which you saved the document. To ensure that the document is associated with the correct category, view the contents of the appropriate category folder.

Printing a Web Intelligence document

To print Web Intelligence documents, you need to display the document in PDF format and print it from Acrobat Reader. To ensure quality printing, never print using the browser print button.

To print a Web Intelligence document

1. From the document you want to print, click the Export to PDF for printing button on the Reporting toolbar. A dialog box displays asking you to open or save the file.

2. Click Save.

3. In the Save As dialog box, specify the file name and location for the PDF.

4. To print the document, open the PDF in a PDF reading application and set the appropriate print settings.

Note: Each report within the Web Intelligence document will need to be printed

individually.

Closing a Web Intelligence document

To close the Web Intelligence document, you can either select the Close option on the

Document menu or click the X button in the upper right-hand corner of the Workspace Panel.

Note: Clicking any of the folders in the Navigation Panel will immediately replace the

open document with the list of documents contained in that folder, effectively closing the document.

Sharing Web Intelligence documents

If you are sharing documents with BI launch pad users, you can send your documents directly to their BI launch pad Inbox folder, or you can choose to save them as public documents in the

corporate repository, if your BusinessObjects system administrator has authorized you to do so.

BusinessObjects stores sent and public documents allowing others to retrieve them.

If your colleagues are not BI launch pad users, you can save your reports in Microsoft Excel or

Adobe PDF so that they can easily view and print them using Excel or Adobe Acrobat Reader. After completing this unit, you will be able to:

• Send documents to other BI launch pad users



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Sharing documents with BI launch pad users

To share documents with other BI launch pad users, you can either send a document to a user's Inbox, or you can save it as a public document, if you are authorized to do so.

Sending a document to users

Sending documents is the ideal method for communicating information to individual users and groups of users. The documents are sent through the corporate repository and users can then retrieve the document from their BI launch pad Inbox.

Note: You can only send documents to users that have been set up in the system by

the administrator.

Saving a public document

When you save a document to a public folder or category, you are making it available to a wide audience of users. When given the appropriate access rights, your colleagues can then refresh or modify the document and save it again, making it easy to collaborate with one another.

Public documents remain in the repository until removed by the BusinessObjects system administrator. This method is ideal for communicating information across an organization.

Note: You can only save documents to public folders if you have been authorized to do

so by the system administrator.

To send a document to another BI launch pad user

1. From the Navigation Panel, click + to expand the folder containing the document you want to send to another user. The available objects display in the Workspace.

2. Select the document you want to send.

3. Click the Send to drop-down button on the Navigation Bar to activate the menu. The available send options display on the menu. You can send documents to another user's BI launch pad Inbox, a user's email, and to an FTP or File location.

4. Select BusinessObjects Inbox from the drop-down menu.

Note: Sending a document to a user’s BusinessObjects Inbox will send the document to

that user’s Inbox folder. To send documents to another user’s email address, select Email.

The BusinessObjects Inbox page displays.

5. Clear the Use default settings check box to view the full page.



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6. Select the user(s) you want to send the document to and move them to the Selected area

by using the ➤ button.

7. Select the appropriate Target Name. Leave the Automatically generated option selected to send the document without changing its filename. To specify a new filename, clear the Automatically generated option and type a new name in the Specific name field.

Note: If you create a new target name for the document, you must also add the File

Extension placeholder at the end, otherwise the file name will have no extension and will not be sent properly.

8. In the Send As area, select Shortcut to send a shortcut link to the document, or Copy to send a copy of the document.

9. Click . The document is sent to the inbox of the user(s) you selected.

Sharing beyond Web Intelligence

To share with colleagues who are not users of Web Intelligence or other BusinessObjects

querying tools, you can save your reports in Adobe PDF, Microsoft Excel or CSV format. That way, you and your colleagues can easily view and print them using Adobe Acrobat Reader or Excel. When you save a document in PDF format, the page layout and formatting of the Web Intelligence document is retained in the PDF file.

To send a document to email

1. From the Navigation Panel, click + to expand the folder containing the document you want to send to another user. The available objects display in the Workspace.

2. Select the check box beside the document you want to send.

3. Click the Send to drop-down button on the Navigation Bar to activate the menu.

4. Click Email... from the list.

5. Clear the Use default settings check box to view the full page.



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Note: You can select the Destination as default if your system administrator has set a

default email recipient for you to send your documents. Otherwise you can send the document to a specific email address.

6. Type your email address in the From field.

7. Type the recipient's email address in the To field.

8. Click the Add placeholder... drop-down button to activate the menu.

9. Click Title from the list.

Note: A placeholder is used to add information specific to the report.

10. Type a message in the Message field.

11. Select the Add attachment check box.

Note: If you just wanted to send an email about this document and not include the

document as an attachment, you would clear this box.

12. Click the Submit button to send the email.

Note: Unless the email server portion has been configured by the administrator, the

email will not be successfully sent.

Scheduling documents in BI launch pad

Scheduling a document lets you run it automatically at specified times. When a scheduled document runs successfully, an instance is created. An instance is a version of the object containing the data available at the time it was run. Therefore, instances created later contain more recent data.

You can see a list of instances by looking at a document's history, and you can click the link to any historical instance. If you have the rights to view objects on demand, you can view and refresh any Web Intelligence document to retrieve the latest data from the database.

By scheduling and viewing instances, you can ensure you have the latest information available for viewing, printing, and distributing. For example, you can schedule a report object (document) to run every night so it's available for you first thing in the morning.

Note: Before scheduling objects, check your time zone setting on the Preferences page

in BI launch pad. The default time zone is local to the web server that is running BusinessObjects Enterprise.



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To schedule a document

1. Navigate to the document you would like to schedule, and select it.

2. From the More Actions menu, click Schedule. The Schedule page appears. The links on the left of the screen allow you to view and modify different schedule

settings.

3. Click Recurrence. The Recurrence page displays.

4. Click the Run Object drop-down arrow and select the appropriate recurrence schedule from the list.

Note: After you select the recurrence schedule, the additional information required on

the Recurrence page depends on the schedule you selected.

5. Based on your access rights, you can modify the Formats and Destinations, Caching, Events, and Scheduling Server Group settings as required.

6. When you have entered all the required information, click

Schedule. The History page for the document displays, indicating the report instance times, and the status of each instance.



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Activity 2.2: Managing and sharing Web Intelligence documents

Objectives

• Log onto BI launch pad. • View the documents that are available to you. • Open an existing document. • Create a new folder. • Save the document as a personal document.

Instructions

1. From within Web Intelligence, select a document that you have

created during this class and save the document in your favorites. To do this, create a new folder in your My Favorites folder called Vehicle Info .

2. Log onto BI launch pad with the user name and password supplied by the instructor.

3. Browse to the Vehicle Info folder to see the document you saved in the list of documents.

4. View the documents in Public Folders that are available.

Available

documents

Personal folder



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5. Send a document to your own Inbox and open the Inbox folder to verify that the document is present.

6. Schedule the document to refresh and view the document instance.

7. Save the document you exported to your computer as a Microsoft Excel spreadsheet.

8. Log off from BI launch pad.

Send to BI

Inbox

Schedule

Export to Excel



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Setting BI launch pad preferences

User Preferences

You can personalize the settings of the Web Intelligence application using the Preferences button in the main window.

You can define general user preferences for your work in the Web Intelligence application.

Option Description

General Set the user default settings.

Change Password Change your password. Enter your old password, then enter the new password twice.

Locales and Time Zone

Set the Product locale, preferred viewing locale, and current time zone.

Web Intelligence Choose the interfaces you want to use for View and Modify modes.

Select a default universe.

Set the drill options.

Set the saving priorities when saving as

Excel.

BI workspaces Set a default style.

You can set options to determine how you view and explore existing documents (using the

Read interface) and how you create new documents or edit and analyze existing documents

Preferences button



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(using the Modify interface). You set these options in the Preferences panel in the BI launch pad.

Depending on your permissions, you have a choice of Reading mode, Design mode, and Data mode.

Note: Your choice of interface can be further restricted by your security profile.

The Reading interface is launched when you select an existing document from the list of corporate documents, right-click and select View from the menu. The Design interface is launched when you create a new document, or select an existing document, and select Design from the interface.

General Preferences

User Default Settings (Administrator defined) – uses the MNAO general settings for using Web Intelligence.

You can change some of the defaults, including

Set BI launch pad start page – you can specify either the Home tab or another pane when you log into Web Intelligence. The default is set to

display the Documents Tab, where the system defaults you to select a folder when you log on. You can change this to display your favorites, or another folder that you will use in your daily work.



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Choose columns displayed in Documents tab – the default settings are displayed. You can change these settings by selecting or deselecting columns.

Set document viewing location – you can specify whether you display documents as tabs or in a new browser window.

Set the maximum number of items per page – the default is 50, but you can type a value in this field.

Locales and Time Zone

Locales and Time Zone – you can define the locale user preferences for your work. These include:

Product Locale – the default

setting is English.

Preferred Viewing Locale –

not used.

Current Time Zone – you can

change the time zone for your

instance.

Web Intelligence



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View – the default setting is Web because you do not need to download any applets to display documents.

You can call the help desk to make a change to this setting.

Modify (creating, editing and analyzing documents – the default is Rich Internet Application. The

applet is installed on your computer, and this option allows you to perform more tasks than with the Web client of Web Intelligence.

Select a default Universe – the default universe at MNAO is Mazda. You cannot change this setting.

When viewing a document – the default setting is Use my preferred viewing locale to format the data. This

feature is not usually changed at MNAO.

Drill options – no drill-down settings are selected as default selections. You can modify your drill options by selecting and deselecting options in this pane.

Starting drill session – either the selected report becomes drillable or a

drillable duplicate of the selected report is created

Select a priority for saving to MS Excel –Prioritize the formatting of the documents to match the layout and formatting of the document as closely as possible in the Excel file or Prioritize easy data processing in Excel to avoid merging multiple cells into Excel cells as much as possible

to exploit the data processing features of Excel.



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Logging off from BI launch pad

When you finish using BI launch pad, you should log off rather than close your browser window. By using the Log Out button, you terminate your session and this improves server performance.


• Log off from BI launch pad

Closing your BI launch pad session

By logging off from BI launch pad, you can save any settings you may have changed. Logging off also helps the BI launch pad system administrator keep track of which users are logged onto the system at any given time. This allows the administrator to configure the system and handle transaction loads most efficiently.

Note: There is a default time-out setting, after which a user is automatically logged off from

BI launch pad. For more information, see your BusinessObjects administrator.

To log off from BI launch pad

From the Navigation Bar, click the Log Out button. The Log On page now displays in your

browser and you have logged off.

Note: If you have made any changes to your options and have not saved them, or are

closing a document without saving changes, a log off confirmation page displays.



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Knowledge Checkpoint: Managing and sharing Web Intelligence documents

1. In BI launch pad, what are the three different storage areas where documents are made available to you?

2. Which types of documents can you view in BI launch pad?

3. Describe three ways for sharing Web Intelligence documents with other BI launch pad users.

4. What formats can you save your document to for sharing with users who do not have access to Web Intelligence?



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Knowledge Checkpoint Answers: Managing and sharing Web Intelligence documents

1. In BI launch pad, what are the three different storage areas where documents are made

available to you?

Answer: Public Folders, Favorites Folders, Inbox

2. What are t folders?

Answer: Folders are used as containers for documents to store and organize information

within the system. They can hold many documents but a document cannot belong to more

than one folder.

3. Describe three ways for sharing Web Intelligence documents with other BI launch pad users.

Answer:

Documents can be shared by sending to a user's inbox, saving to PDF or Excel format,

or saving to a corporate folder or category.

4. What formats can you save your document to for sharing with users who do not have access to Web Intelligence?

Answer: Excel, CSV document or PDF



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Lesson summary


• Log onto BI launch pad and view the document you exported • Manage documents in BI launch pad folders • Share Web Intelligence documents with BI launch pad users

• Set BI launch pad preferences • Describe the Web Intelligence report panels • Log off from BI launch pad

Lesson 3 – Creating Web Intelligence Documents with Queries


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Lesson 3 – Creating Web Intelligence Documents with

Queries

Lesson introduction

This lesson describes how to use Web Intelligence to create, edit, and run queries.

The Web Intelligence application is used for all of the activities presented in this lesson.


• Query with Web Intelligence • Create a new document • Modify a document’s query • Work with query properties

Querying with Web Intelligence

To retrieve new data from your corporate data sources with Web Intelligence, you can create

a new Web Intelligence document or edit the query associated with an existing document.

Creating a new document involves four steps:


• Describe the query process • Describe the universe used in this course to retrieve data

•Create a new Web Intelligence DocumentCreate a New Document

•Choose the appropriate data sourceChoose a Data Source

•Use the Web Intelligence Query panel to create a query that determines which data is extracted from the databaseUse the Query Panel



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About the query process

This section presents the query process from the business user's point of view. Subsequent

sections present the query process in greater technical detail.

Using one of the Web Intelligence query panels, you construct a business question, or query, that represents the information you need.

The query is sent to the Web Intelligence server. The Web Intelligence server retrieves the

data from the database and stores it in a data set. The contents of the data set are then

formatted and displayed in a Web Intelligence report in the form of tables, cross tabs and

charts for your analysis.

Universes and objects

Web Intelligence makes it easy for you to access MNAO data by enabling you to work with familiar business terms rather than the technical SQL code required to retrieve data from a

database.

Web Intelligence uses universes to achieve this. A BusinessObjects universe is the semantic

layer that maps everyday terms that describe your business environment to data stored in the

database.

Using a universe, you can retrieve the data that interests you simply by dragging and dropping the desired objects.

In MNAO, universes are created by a universe designer, using BusinessObjects Designer.

The designer then makes the universes available to you and other users in your organization,

so that you can select the appropriate business terms to create queries and retrieve data from

the database.

Within each universe, these business terms are listed as objects, while similar types of business terms are grouped into classes.



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Objects represent a selection of data

Objects are elements in a BusinessObjects universe that correspond to the data in the

database. Ideally, the universe designer names the object with the business terms that you

use in your everyday activity, such as MNAO revenue, or Dealer name. You use these objects to build queries and retrieve the data you want to show in your report.

Universe used in this course

The universe used in this training course, MNAO Master, is one of many universes available

as a data source.

Section Description

MNAO Master Universe

This universe captures many different type of MNAO, Geography, Dealer

Information, Vehicle RDR, ABP Targets, CPO/New, Dealer Financials, Owner Loyalty, Throughput by Carline, Throughput by Dealer, MQT, Gross Ad Spend, Service Retention, and limited data on parts Sales.

Vehicle Sales Universe

This universe captures vehicles sold in U.S, Canada and Mexico by Vin code Carline, RDR date etc. You have the ability to look at vehicle sales

by Region, Market, District and dealer.

Mazda Quick Touch Universe

This universe captures survey scoring data for dealers for Sales, Service

for customer satisfaction. You have the ability to look at Dealer scores for Fix It Right The First Time (FIRTFT), Service TMR, Sales TMR and overall TMR. TMR stand for Treat Me Right.

Parts Sales Universe

This Universe contains parts sales by Dealerships in U.S by the lowest level of data “Part Code”. You have the ability to write a query to look at

parts sales by Region, Market, District and dealer.

Parts Sales MCI Universe

This Universe contains parts sales by Dealerships in Canada by the

lowest level of data “Part Code”. You have the ability to write a query to look at parts sales by Region, Market, District and dealer.



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Section Description

Warranty Universe This Universe contains parts warranty on the Vehicles sold. It has

information on U.S dealerships and their Repair Orders also known as Claim code. You have the ability to write a query to look at parts are that under warranty and what parts are not covered by warranty which the

customer pays for certain parts and the labor associated with it.

Warranty MCi Universe

This Universe contains parts warranty on the Vehicles sold. It has

information on Canada dealerships and their Repair Orders also known as Claim code. You have the ability to write a query to look at parts that are under warranty and what parts are not covered by warranty which the

customer pays for certain parts and the labor associated with it.

Universes are made up of classes and objects.

Objects are elements that map to data in a relational

database and are named for familiar business terms.

For example, some of the objects in the MNAO

Master Universe include Dealer, District, and Region code.

Classes are logical groupings of objects.

There are three different types of objects.

Dimension - Retrieves the data that

provides the basis for analysis in a report.

Dimension objects typically retrieve

character-type data, for example, customer

names, store names or dates.

Detail - Provides descriptive data about a

dimension. A detail is always attached to the dimension for which it provides

additional information. For example, the Customer dimension could have Age and

Address associated with it because they provide additional information about a

Customer.

Measure - Retrieves numeric data that is the result of calculations on data in the database. For example, Revenue is the calculation of the number of items sold

multiplied by the item price. Measure objects are often located in a Measures class.

Query Filter – Restricts the information returned by objects, such as limiting data

concerning revenue to a specific year. Filters can also prompt the person viewing the

report to select a value, such as the query filter “Which product?”. Universes can also

include predefined query filters.

Class

Dimension

Predefined

Query Filter

Measure



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Creating a new document

This section describes how to create a new Web Intelligence document. After completing this

section, you will be able to:

• Create a new Web Intelligence document • Select the data source you want to use to retrieve data • Build the query to retrieve the data that interests you • Save the new Web Intelligence document

Creating a new Web Intelligence document

Web Intelligence Design view consists of two separate panels:

• The Create Query or Edit Query panels, generically referred to as the Query panel. • The Web Intelligence Design main window.

You use these windows together to build queries and present the data returned by the query

in a report. When you are ready to save, the following information is associated with the new

Web Intelligence document:

• The query definition. • The data returned by the query. • One or more reports. • One or more blocks of data (tables, charts) presented in the report(s), and the

formatting you have applied to the blocks. • Local variables defined within the document.

To create a new Web Intelligence document, you:

• Choose Applications – Web Intelligence Application • New – create a new Web Intelligence document • Choose a data source for the query. • Build and run a query. • Save the new document

Saving a new document

You can save a document that you have created with Web Intelligence in your Favorites

folder.

By default, the Refresh on open option is not selected so that users always see the original

data that was retrieved when the document was created or last refreshed, and which was

stored in the document when it was saved.

To see the most recent data available in the database, users can refresh the document manually when they open it. Or, you can choose to select this option to ensure that the data is

updated automatically each time the document is opened. If you select the Permanent

regional formatting check box, it overrides the user’s default viewing options and always

display the document’s original regional setting for language and time stamping.



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To save a new document modify to save to favorites

1. When you are ready to save the new document locally, click File ➤ Save or File ➤ Save

as, or click the save icon on the toolbar.

2. In the Save in list, select the folder where you want to save the document.

3. The contents of the folder appear in the display box below the list. Use the buttons to the right of the list to navigate your file system and control display.

4. If you are saving the document as a Web Intelligence document, type a description and keywords for the document if desired.

5. If you are saving the document as a Web Intelligence document, choose options:

Option Description

Refresh on open The document automatically refreshes when it is opened.

Permanent regional

formatting The current regional settings (locale) for formatting are applied

regardless of what the locale is on the machine where it is opened.

Save for all users All security information stored in the document is removed, making it

accessible to all users and able to be opened in Standalone mode.

6. Type a file name.

7. Select a file type.

The file type that you select filters documents shown in the display box. You can save in three formats:

• Web Intelligence document • PDF document • Excel document

Note: If you save as a PDF or Excel document, you cannot enter a description or

keywords and the Web Intelligence Document options are unavailable.

8. Click Save.

Interrupting data retrieval

When the query runtime is particularly long or you want to limit the demand on server resources, for example, you can click the Cancel

button in the Retrieving Data dialog box to interrupt the query before

Web Intelligence has returned all the data to your document.

*NOTE! This does not halt the query that you initiated with the

database that stores the information you are accessing.



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Next, the Interrupt Data Retrieval dialog box displays with

the options for the data you want to display in the report.

The following table describes the options for the data displayed.

Option Description

Restore the results from the previous data retrieval

Web intelligence restores the values to the document that were retrieved the last time the query ran. Consequently, the values displayed do not represent the most recent data available in the database.

Purge all data from the document

Web Intelligence displays the document empty of values. The document retains its structure and formatting.

Return the partial results

Web Intelligence displays:

• The new values retrieved prior to interruption of data retrieval in the

appropriate parts of the document.

• The values retrieved at the last refresh in the rest of the document.

To interrupt data retrieval

1. In the Retrieving Data dialog box, click Cancel.

2. Select one of the options in the Interrupt Data Retrieval dialog box to determine the data that displays in your document.

3. Click OK.

Modifying a document's query

To change the query definition, you can edit the original query that you used to retrieve data

and create the document.


• Add and remove objects from the query

• Project the data returned by an added object into the report block

Add or remove objects to your document and display as you wish.

Once you have created a document, you can easily change the level of detail or the

dimensionality of the information that is displayed in the resulting report by adding or removing objects in the underlying query.



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The Edit Query button on the Web Intelligence toolbar opens the Query panel. You can then

add or remove objects and predefined query filters to change the data available in the

document.

Then, once you have run the query and returned to view the report in the Web Intelligence main window, you can easily move the new objects from the Data tab into the report block by

clicking and dragging them onto the table or chart.

To edit the query

1. Click Edit Query on the Web Intelligence main window toolbar. The Query panel displays.

2. You can change the data retrieved by this query by adding or removing objects, changing filters, and by changing the order of the objects as they appear in the Result Objects pane.

3. Click Run Query to execute the query. The Query panel closes.

The new objects you added to the query are

displayed now in the Web Intelligence Data tab,

but the values returned by those objects are not

yet present in the report block.

Decide which data is displayed in a table

1. When the report is empty, select either a single object or a class folder on the Data tab, and then drag and drop the object or class onto the report.

2. When the report already contains tables or charts,

press the Alt key; then with the Alt key pressed,

drag an object onto an empty area of the report. A

new table header and body cell appears on the

report. The table header displays the name of the

object.

3. To add another object to the table, drag another

object from the Data tab and place it to the left or

right of the existing column header.

4. When the "Drop here to insert a cell" tooltip appears, drop the object onto the left or right of the table header.

Objects selected f or a new query

Selected objects display in the

document (3

columns)



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5. When dragging and dropping objects onto a block, do not drop the objects onto a column header or footer. The results will not display as expected. Objects should be dropped in the detail cells of the block.

Note: If the tooltip "Drop here to replace a cell"

displays, then you will replace the current column with

the new object's data.

6. A second column appears before or after the first column. The new column header displays the name of the object.

Web Intelligence displays the values in a vertical table. You can quickly turn the vertical table to a different table format, such as a cross tab by using the Turn To feature.

Notice that although the Store name object has been

added to the document data set, it does not show in the actual report block. Now that you

have retrieved additional data from the database with your modified query, you need to

project this new data into the block in your report. This process is called projecting data and is

reviewed in the next section.

7. Save the document.

Understanding how the data is aggregated

In the original table, MNAO revenue was broken down by Month and Year. This is an

example of high-level aggregation.

When you add the new object, MNAO revenue is broken down even further to include Dealer

name and code. All the values have been re-aggregated to produce a figure that represents the MNAO revenue earned by each dealer this year. This is an example of low-level

aggregation.

This demonstrates the dynamic nature of measure objects - their values change

depending on which dimension objects are used with them.

Working with query properties

In this unit, you explore the remaining features available in the Query panel. After completing

this unit you will be able to:

• Describe the Query panel toolbar buttons • View and modify the query properties • View, copy or edit the SQL statements that generate the query • View and modify the user settings

New object display s in the document (4th column added)



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Working in the Query panel

The default display of the Query panel consists of three

separate panes:

• The Query Manager Data tab. • The Result Objects pane. • The Query Filters pane.

The toolbar buttons related to each of these three panes are

described in the following tables.

Edit Query toolbar

Button Description

Add Query button – Allows you to add a new query to the document.

Data Outline Panel – Allows you to hide or display the data outline panel.

Filters Panel – Allows you to show or hide the Query Filters pane.

Data Preview Panel – Allows you to show or hide the data preview panel

Scope of Analysis Panel – Allows you to show or hide the Scope of Analysis pane.

Add a combined Query - Allows you to combine the data retrieved from more than one query using the minus, union or intersection operator.

Query Properties – Allows you to show the query properties.

View script – Allows you to view, copy and modify the SQL statements used to generate the query.

Run Query button – Allows you to run the query you built and retrieve the data

from the database. The results of the query are displayed in a report in the Web

Intelligence window.

Close the query panel – Allows you to close the Query panel. The down arrow

to the right of the button allows you to apply query changes and close, or to

revert the query and close.

Result Objects panel

Button Description

Add Quick Filter button - Allows you to apply a filter on an object that is selected in the Result Objects pane.

Remove button - Allows you to remove the selected object from the Result objects pane.

Edit Query

toolbar



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Remove All button - Allows you to remove all objects from the Result Objects

pane.

Query Filters panel

Button Description

Add a subquery button - Allows you to run a subquery to restrict the data returned by the query.

Add a database ranking - Allows you to use the database ranking feature to retrieve only top or bottom values from the database.

Remove button - Allows you to remove the selected object from the Query Filters pane.

Remove All button - Allows you to remove all objects from the Query Filters pane.

Viewing the query properties

In the Query panel, you can view and modify the default

query properties. The query properties allow you to:

• Limit the runtime for the query or the amount of data returned.

• Set security options.

• Specify the order of prompts in the report. • Control potential ambiguous query results.

The query properties are available in the Query panel

Properties tab.

The sections you see in the Properties tab are described in the table below.

Section Description

Name By default, each query in the document is named successively, Query 1, Query 2, and so on. You can type a name here that describes the query.

Universe This field shows the universe you chose to create your query. The button to the right of the Universe field allows you to select a new universe.



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Section Description

Limits Max rows retrieved

Maximum number of rows of data that can be returned when a query is run. If you only need a certain amount of data, you can set this value to limit the number of rows of data that is returned to your document. This prevents a query

from taking too much time or from returning unnecessary data to the document.

The Max rows retrieved setting can be overridden by the limits set by your

administrator in your security profile. For example, if you set the Max rows

retrieved setting to 400 rows, but your security profile limits you to 200 rows,

only 200 rows of data will be retrieved when you run the query.

Max retrieval time

Maximum time that a query can run before the query is stopped. This can be

useful when a query is taking too long due to an excess of data, or network

problems. You can set a time limit so a query can stop within a reasonable

time.

Sample This option allows you to retrieve a random sample of data with your query. The sample selection occurs in the database and is database-specific.

In the Sample Result set field, define the number of values in the sample set.

• Select the Fixed option to retrieve the same values at each refresh.

• Clear the Fixed option to change the values at each refresh.

Data Retrieve duplicate rows

This option is selected by default.

In a database, the same data may be repeated over many rows. You can choose to have these repeated rows returned in a query, or to have only unique rows returned.

Security Allow other users to edit all queries

This option is selected by default. In this case, other users who have the

appropriate editing rights can edit the query and modify the data contained in the document.

If you clear this option, only the report creator can modify the query(ies). Unlike

the other query properties, which only apply to the selected query, this option applies to all of the data providers in the document.

Prompt Order If you have applied multiple prompted query filters, you can define the order of priority that they will appear to a user refreshing this document.

Prompted query filters are presented in detail in the next lesson.



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Section Description

Contexts In a few cases, your universe structure may require you to specify a context for

your report. In these cases, you receive a prompt to select a context and your selection determines the dataset returned by your query.

For example, a report on sales revenue for a car dealership can ask you to select

a rental or purchase context. Depending on your selection, your query returns sales revenue generated by car rental or sales revenue generated by car sales.

Your universe designer can advise you on how to select the appropriate context

for the data that interests you.

When your query requires the report user to specify a context, you can set the following parameters:

• Select Reset contexts on refresh to prompt for a context at each refresh.

• Clear Reset contexts on refresh to retain the context from the previous

refresh.

The Clear Contexts button allows you to remove the context set in a previous refresh.

To view or modify the query properties

1. In the Query panel, click the Properties tab.

2. Modify the query properties as required.

Note: In the query properties, you can place additional restrictions on the document

relative to the restrictions that already exist on the universe, the Web Intelligence server, and

the database where the data was retrieved. You cannot override restrictions that may already

be in place.

Viewing the query's SQL

When you build a query, Web Intelligence automatically generates the appropriate SQL to retrieve the data from the database that you are accessing. You can view and edit this SQL,

and even copy and paste it to another application.

To view a query’s SQL statements

1. In the Query panel, click View script. The Query Script viewer dialog box displays the SQL behind the query.



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2. Optionally, to re-use the SQL in another application, click Copy to copy the SQL to the clipboard.

3. Optionally, to edit the SQL statements, click Use custom SQL. The SQL becomes editable.

4. Edit the SQL, and then click Validate to ensure that it is correct.

5. Click Save to save the new SQL.



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Activity 3.1 – Create a Document with a Simple Query

Purpose

Use this procedure to create a document using a simple query.

Overview

You perform the following tasks to create a document:

• Choose a data source for the query. • Build and run the query. • Save the new document.

Scenario

As a part of its annual review, MNAO wish to examine revenue. You will prepare a report

showing revenue by quarter and year.

Create a report using MNAO Master universe to show MNAO revenue by year and quarter.

In this exercise, you can double-click or drag selected objects and measures to the Result objects panel.

1. Select Applications ➤ Web Intelligence Application.

Web Intelligence

Application

New icon



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2. Click .

3. Select

4. Click .

5. Select .

6. Click .

7. From the list of classes in the Left pane, select the following objects:

Class Object

Months & Years Fiscal Year

Fiscal Quarter

Fiscal Month

Geography Region Code

Market Code

Market Name

Vehicle Information

MNAO Revenue



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8. Drag the objects or use the to place each object in the Result Objects pane.

9. Drag to the

Query Filters pane.

10. In the Region Code selection drop down list, select

.

11. In the Region Code value field, enter GU.

12. Click .



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13. Click .

14. In the Filename field, type Simple Query 1.

15. Click .

16. Close the report.



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Knowledge Checkpoint: Creating Web Intelligence documents with queries

1. What is a BusinessObjects universe?

2. List the object types used in a BusinessObjects universe, and the kind of data returned by each type.

3. What is the name of the interface element in the Web Intelligence application that allows you to build queries?

4. What are the advantages of using the Web Intelligence application to create new documents?

5. When you interrupt data retrieval, what can you choose to display in your document?



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Knowledge Checkpoint Answers: Creating Web Intelligence documents with queries

1. What is a BusinessObjects universe?

Answer: A universe is the BusinessObjects semantic layer that maps objects and classes

to data in a database, using everyday business terms. It is used for creating queries in Web Intelligence, and other BusinessObjects end-user querying tools.

2. List the object types used in a BusinessObjects universe, and the kind of data returned

by each type.

Answer:

○ Dimension objects: Character-type data, dates, and non-aggregated numeric data,

for example telephone numbers. Dimensions are the key elements of a query.

○ Measure objects: Numeric- or fact-type data

○ Detail objects: Character- or date-type data (supplementary information)

3. What is the name of the interface element in the Web Intelligence application that

allows you to build queries?

Answer: The Query panel

4. What are the advantages of using the Web Intelligence application to create new

documents?

Answer:

○ You can choose to work in three different operating modes: connected, offline, and

standalone.

○ You can choose to work with documents locally or to import and export them to and

from the CMS.

5. When you interrupt data retrieval, what can you choose to display in your document?

Answer: You can choose to display:

○ The results from the previous data retrieval.

○ Nothing. You purge the document.

○ The partial results returned before you interrupted the data retrieval.



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Lesson summary


• Query with Web Intelligence • Create a new document

• Modify a document’s query • Work with query properties

Lesson 4 - Restricting Data Returned by a Query BusinessObjects Web Intelligence 4.x

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Lesson 4 - Restricting Data Returned by a Query

Lesson introduction

This lesson describes how to set up and group query filters. Query filters allow you to limit the

data returned from the underlying database and return the filtered data so that it can be

displayed in your document.


• Restrict data with query filters • Modify a query with a predefined query filter • Apply a single-value query filter • Use wildcards in query filters • Use prompts to restrict data • Use complex filters


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Restricting data with query filters

Restricting queries allows you to limit the amount of data that is retrieved from the data

source and returned to your Web Intelligence reports. This is known as setting up a query

filter.


• Describe the purpose of using query filters • Describe the components of a query filter

The purpose of query filters

Query filters retrieve a subset of the available data, based on the definition of the filter. For

example, when creating a query that returns MNAO Revenue results, you can apply a query

filter on the Year dimension, thus limiting the results returned to MNAO revenue for a specific year.

Restricting the query ensures that you retrieve only the data that interests you. This increases

the usefulness of your reports. It minimizes the quantity of data returned and reduces the time

required to create and refresh the document over the network.

Using Query Filters is a great way to ensure that you are constructing efficient

queries! There is no need to bring back results from the database or all years, when you only want a summary total for one specific year.

Using query filters has the following advantages:

• You retrieve and are able to focus on only the data you need to answer a specific business question.

• You hide data you do not want specific users to see when they access the document. • You minimize the quantity of data returned to the document to optimize performance.

Some universes have predefined filters built into them by the universe designer. (Current

Fiscal Year)

Other times, you will want to create your own query filters to limit the data.


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Components of a query filter

Filters are created in the “Query Filters” pane of the Web Intelligence report panels. Query

filters are made up of three parts:

1. Object - the object on which you want to filter data.

2. Operator - the relationship between the object and operand. Common operators are: Equal to, Different from, Greater than, Greater than or equal to, Less than, and Less than or equal to.

3. Operand - the object values to be used for filtering.

Every filter must include an object, an operator and an operand. These elements act together

to specify what subset of the data you want to retrieve.

In the example above, the filter specifies that the query must return data where the Fiscal

Year is equal to FY150. Data concerning any other year will not be returned by the query.

The following is a list of operators you can choose from:

Operator Retrieves Data Example

Equal to Equal to a value specified. [Region Code] Equal to GU retrieves data for the Gulf region value only

Different from Different from a specified value.

[Fiscal Quarter] Different from Q4 retrieves data for all quarters except Q4

Greater than Greater than a specified value. [Model Year] Greater than 2010 retrieves data for model years over 2010.

Greater than or equal to

Greater than or equal to a specified value.

[MNAO Revenue] Greater than or equal to 10000 retrieves data for revenue starting

from $10000 and up.

Less than Lower than the specified value. [Amt of Dealer Cash] Less than 0 retrieves

data for dealers with cash below 0.

Less than or

equal to Lower or equal to specified

value

[Amt of Dealer Cash] Less than or equal to

1000 retrieves data for dealers with cash 1000 or less.

Between Between two specified values; also includes values specified.

[Sales Month] Between 1 and 6 retrieves data for months from month 1 to 6, including months 1 and week 6.

Not between Outside the range of the values specified.

[Sales Month] Not Between 1 and 6 retrieves data for all months of the year

excluding month 1 through month 6. Months 1 and 6 are not included.


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Operator Retrieves Data Example

In list Same as values specified. [Region Code] In list

'GU;NE;MW' retrieves data for Regions GU, NE and MW.

Not in list Different from multiple values specified.

[Region Code] Not in List

'GU;NE;MW' retrieves data for all regions except GU, NE and MW.

Is null For which there is no value entered in the database.

[Sales Code Desc] Is null retrieves data for customers without children where Null is

entered as a value for the database under the children column.

Is not null For which a value was entered in the database.

[Retail Sales Type] Is not null retrieves data for vehicles with Retail Sales Type where any value is entered into the database

under the Retail Sales Type column.

Matches

pattern Including a specific string. [Carline Group] Matches Pattern, 'CX'

retrieves data for all phone numbers that have 'CX' in them.

[Dealer name] Matches Pattern %Mazda

retrieves data for all dealers ending in Mazda.

Different from pattern

Doesn't include a specific string.

[Dealer Code] Different from Pattern '101' retrieves all phone numbers that do not have '101' in them.

[Dealer Name] Different From Pattern %Mazda retrieves data for all dealers not ending in Mazda.

Both Corresponds to two specified values.

[Retail Sales Type] Both "F" and "R".

Retrieves data for vehicles who have both a

Fleet and Retail.

Except Corresponds to one specified

value and does not correspond to another.

[Carline Group ] EXCEPT "CX3" Retrieves

data for vehicles all carlines except CX3.


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There are four types of query filters that you can use in Web Intelligence:

1. Predefined query filters - these are built right into the universe

2. Single and multi-value filters

3. Prompted filters

4. Complex filters


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Activity 4.1 – Restrict data

Purpose

Use this procedure to add filters to a document to restrict the results that display.

Overview

You perform the following tasks to restrict data:

• Open an existing query. • Add a filter to objects. • Change query filters.

Scenario

MNAO is focusing on CVP by Carline. They are interested in Dealer, Market, MNAO revenue and Corporate Variable profit (CVP) amount. They ask you to create a report which shows the revenue and CVP generated by each Market Name under Gulf Region.

5. Create a new query.

6. From the list of classes in the Left pane, select the

following objects:

7. Drag the objects or use the to place each

object in the Result Objects pane.

Class Object

Dealers Dealer Code

Dealer Name

Geography Market Name

Market Code

Region Code


Fiscal Month

Fiscal Quarter

Vehicle

Information

Carline Group

MNAO Revenue

CVP in USD


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Note: If the Query Filters

panel does not appear, click

to display the Query Filters

panel.

8. Drag to the

Query Filters pane.

9. In the Region Code selection

drop down list, select

.

10. In the Region Code value field,

enter GU.

11. Click .

12. Your report should look like the following example.

13. To modify the filters in your query, click the tab.

Filters Panel icon


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14. Click .

15. Highlight in the Query Filters pane

and click to remove it from the query.

16. Drag to the Query Filters pane.

17. Accept the default Market Code selection option In

List.

18. Click and select Value(s) from list.

19.

20. Scroll down in the Market Name list and highlight

DALLAS-FT.WORTH.

21. Click (or double-click) to add the market

name to the selected values pane.

22. Add FORT SMITH-FAY-SPRINGDALE-ROGE to

the selected values pane.

23. Click .

24. Click .

Edit button


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Now your report displays data for the new regions.

25. Save the document as Filters 1, and close the report.


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Modifying a query with a predefined query filter

A predefined query filter is an element in the universe that allows you to restrict the

information returned by specific dimension, detail or measure objects. Predefined query filters

are created by the universe designer (BI team), and appear in the list of classes and objects

in the Web Intelligence Query pane, identified by a yellow funnel icon.


• Modify a query by applying a predefined query filter

Using a predefined query filter to modify a query

In this section you learn to modify a query in the Query panel by adding a predefined filter to

the query. Like custom query filters that you define yourself, a predefined query filter allows you to limit the data returned by the query to specific values.

Applying a single-value query filter

A single-value query filter is used to limit the data returned by an object to one single value. After completing this unit you will be able to:

• Create a single-value query filter • Edit a single-value query filter • Delete a query filter

Creating a single-value query filter

When you add a single-value query filter to a query, you limit the data returned by a specific object to one single value.

For example, you can find data for a certain Dealership by building a condition on the Dealer Name dimension object, then selecting the name of the Dealership you are interested in by selecting it from the dialog box that appears.

To create a single-value query filter using the Filter Editor

1. In the Query panel, select the object you want to filter and drag it to the Query Filters pane. The query filter appears in outline in the Query Filters pane.

2. Use the default operator (In List), and click the arrow next to the bulleted list button to the far right of the filter definition. This is known as the Operand Type drop-down arrow. Select Value(s) from List from the list of options. The list of values for the selected object is retrieved from the database and displayed in the List of Values dialog box.

3. From the List of Values box, select the item you want to include in the filter and double-click it.

Note: An alternate way to add an item to the Select box is to select the item in the list of

values and then click the ➤ button. To remove an item from the Select box, select the item you

want to remove and then either click the < button or click Delete.


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4. Click OK. The new filter appears in the Query Filters pane.

5. Click Run Query to generate a report based on your query.


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Activity 4.2 – Filter Transactions in a Date Range

Purpose

Use this procedure to add filters to a query.

Overview

You perform the following tasks to add filters to a query:

• Open an existing query. • Add a filter to objects.

Scenario

MNAO is conducting a review of the Market’s performance over the first quarter. You have been asked to create a report which shows the revenue generated by each Market in the Gulf Region for FY150 Q1.

Create a report using MNAO Master universe to show MNAO revenue by year and quarter. Be sure to filter the query so that only results for the Gulf region are shown.

In this exercise, you can double-click or drag selected objects and measures to the Results objects panel.

1. Open Simple Query 1 from your favorites Folder. You can

double-click the document or you can right-click on the

document and select View.

2. Click .

Data

Access tab


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3. Click .

4. Drag Fiscal Year and

Fiscal Quarter to the

Query Filters panel.

5. In the Fiscal Year options

drop-down, select

.

6. In the Fiscal Year value

field, type “FY150”.

7. In the Fiscal Quarter

options drop-down, select

.

8. In the Fiscal Quarter value

field, type “Q1”.

9. Click .

10. Click .

11. Select .

Edit button


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12. In the Filename field, change the document name to Filter Date 1.

13. Click Notice that the Save button was grayed out until you provided a

name.

14. Close the report.


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Editing a single-value filter

Once you have run the query and reviewed the data displayed in the report, you may decide that you want to include or restrict more values for the object you used to create the query f ilter.

You can make changes to the query filter by editing the query in the Query panel.

To edit a single-value query filter

1. Click Edit Query.

2. In the Query Filters pane, click the Operand Type drop-down arrow and select Value(s) from List from the list of options. The List of Values dialog box displays.

3. Optionally, click the Refresh values button in the List of Values dialog box to update the display of available values in the list.

4. From the list of values, double-click the item you would like to add to the filter. To remove

an item from the Selected box, select the item and click the < button, or click Delete.

5. Click OK. The query filter appears in the Query Filters panel showing the filter's object, operator and operand.

To delete a query filter

1. Click Edit Query to ensure you are in the Query panel.

2. In the Query filters pane, click the filter that you want to delete.

3. Press the Delete key on your keyboard.

Note: Alternatively, to delete a query filter, you can use one of the following methods:

• Click and drag the filter to the left-hand object panel. • Right-click the query filter and select Remove from the drop-down menu.

Using wildcards in query filters

You can use wildcards in query filters to search for partial values rather than the entire value.

For example, you can ask for "all product categories that begin with B." To do this, you need to use wildcards as placeholders for partial pattern searches.


• Explain how to use single and multiple-character wildcards in query filters • Create a query filter using a wildcard


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About wildcards

Wildcards are special characters that denote any single character or any number of characters. In Web Intelligence, use the following wildcards:

• _ for any single character • % for any number of characters

Understanding the single-character wildcard

To look for the carlines of CX5, CX7 or CX9, use the pattern CX_. This pattern specifies that the values retrieved must:

• Be three characters long • Have CX as the first character

The _ means that there can be a single unspecified character after the CX.

Understanding the multiple-character wildcard

To look for any product category that begins with the letters CX, use the pattern CX%. This pattern specifies that the values retrieved must have CX as the first character.

The % means that the CX can be followed by an unspecified number of characters.

Creating a query filter with a wildcard

You can use wildcards as placeholders for partial pattern searches. When you create the query filter using a wildcard, you must use one of the following relational operators:

• Matches pattern: to find values that match the pattern you specify. • Different from pattern: to find values different than the pattern you specify.

To apply wildcards to query filters

1. In the Query panel, drag the object that you want to filter by into the Query Filters pane.

2. Click the Operator Type drop-down arrow, and select Matches pattern from the drop-down menu.

3. Click the filter definition text box and type the wildcard pattern you want to use.

4. Click Run Query. The report displays data reflecting the wildcard you entered.

Using prompts to restrict data

A prompt is a query filter that requires the report user to select the data values that the query returns at each refresh. You can design a prompt to allow users to manually enter data or to select data from a list of values.


• Describe how prompted filters allow each user to view different data every time the document is refreshed


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• Create a prompted query filter • Edit a prompted query filter

Prompted filters

The prompt dialog box allows you to specify the data to retrieve and display in the report. Consequently, you can focus on a specific part of the information available.

Prompted filters allow multiple users viewing a single document to specify a different subset of the data and display it in the same tables and charts in the report.

You can use a prompted filter to define a question that is displayed whenever the data in the document is refreshed. Users can answer the prompt either by typing or by selecting values.

For example, you can use the prompted query filter to produce a report that shows MNAO revenue per region and prompts the user to select a carline group at each refresh.

This way, you do not restrict the data displayed to a single carline group, such as CX5. Instead, the users select the carline group that interests them at that moment.

Prompts can be defined on any dimension, measure or detail object listed in the Data tab in Query view.

Note: You cannot use the operators Is Null and Not Null when creating prompted filters.

Creating a prompted query filter

To create a prompted query filter, you use the Prompt operand.

Selecting the Prompt operand opens the Prompt dialog box, which allows you to modify the default query filter settings.


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The Prompt dialog box settings are described in this table:

Option Description

New Parameter This will be a parameter specific to this report.

Use Universe Parameter

Existing prompt the was created in the universe previously.

Prompt text Type the text that you want to prompt the user to select a value. This text appears each time the document is refreshed.

Prompt with List of Values

Select this option to display all the values for the object and allow the user to select from those values.

Select only from list Select this option to prevent users from typing values that do not exist in the database.

Keep last values selected

Select this option to display by default the value selected at the previous refresh. The user can change the value or refresh using the previously selected value.

Optional prompt Select this option to allow users to refresh the document without responding to the prompt or by responding only partially to the

prompt.

When the user does not respond to the prompt, the query filter is not applied to the data.

Set default values Select this option to define the default value(s) that appear in the prompt.

Define the default value(s) using one of the following methods:

In the Type a value field, type the value(s). Use the arrow to move the value(s) to the field on the right.

Click the button below the arrow buttons to choose the value(s) from the list of values present in the database.

Some important points about prompted query filters:

It is best to use pop up calendars when prompting users to select date values. For this reason,

avoid using the “List of Values” option when creating date prompts.

When the document contains multiple data providers, and there is already a prompt that includes (1) objects with the same data type, (2) operators of the same operator type, and (3) the same prompt text as the new prompt, Web Intelligence displays a warning to tell you that the two prompts will be merged. This means that whenever all the data providers are refreshed, a single prompt message will appear for the two prompts.

When you make a prompt optional, the prompt dialog box displays text to inform report users that when they do not provide a value for the prompt, the filter does not apply.


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To create a prompt in a report

1. Make sure the Query panel is open.

2. From the Data tab, drag the object on which you want to apply a prompt and drop it onto the Query Filters pane. The query filter appears in outline in the Query Filters pane.

3. Click the Operand Type drop-down arrow and select Prompt from the menu.

4. Optionally, edit the prompt text generated by default in the text box.

5. Click the icon next to the text box and use the Prompt dialog box that appears to set the prompt properties.

6. Click OK to confirm the prompt.

7. Click Run Query. The Prompts dialog box opens.


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8. Select the value by which you want to filter the report, and move it to the Selected Values area.

Note: Selected Values

does not display as a label.

Instead, the area at the top of the Prompts dialog box and the field to

the right that display the selected values both use the prompt text as a label. For example, in the screen capture above Enter values for a carline group displays next to the area and field.

9. Click Run Query. The document displays, reflecting the prompt value you selected.


Editing a prompted query filter

Once you have run the query and reviewed the data displayed in the report, you may decide that you want to change the prompt to include or restrict more values for the object you used to create the query filter.

You can make changes to the prompted query filter by editing the query in the Query panel.

To edit a prompt filter

1. Make sure the Query panel is open.

2. In the Query Filters pane, click the Operator drop-down arrow to display the operators, and select the appropriate operator from the list. When you modify the value for the operator, you lose the operand for the filter.

3. Click the Operand Type drop-down arrow and select Prompt from the menu.


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4. Optionally, to edit the prompt properties, click the Prompt properties button next to the prompt text box.

5. Optionally, to edit the prompt text, type new text in the Prompt text field.

6. Optionally, to set default prompt values,

click Set default values.

7. You can type default values into the Type a Value field and move them into the selected values box by pressing the

➤ button, or you can click the

Values…button to open the List of Values dialog box, where you can select default values from the list of values.

Note: After selecting default values in the List of Values dialog box, you must click OK to

close the List of Values dialog box and return to the Prompt properties box.

8. Optionally, select or deselect other Prompt Properties as appropriate.

9. Click OK.

10. Click Run Query to display the new Prompts dialog box.

11. The value you specified is presented by default in the Prompt zone. You can accept the default value or specify another value.

12. Click Run Query.


Note: The next time it is opened the report will display data concerning the value you

selected as the default. When the user decides to refresh the data, the prompt dialog box allows the user to select another value.


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Activity 4.3 – Add a Prompt

Purpose

Use this procedure to add prompts for users to enter criteria for a report.

Overview

You perform the following tasks to add a prompt:

• Create a query. • Select objects for the query. • Add prompt filters. • Make prompts optional for users.

Scenario

MNAO management wants to know the quantity of RDR Sales by region as well as by fiscal month and year. Create a report with a region and fiscal year prompt.



3. Drag the objects or use the to place each object in the Result Objects pane.

Class Object

Dealer Performance

➤ Throughput by

Carline

Carline Group

Region Code

RDR Sales QTY

Fiscal Year

Fiscal Month

Fiscal Month

Left pane


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4. Drag Region Code and Fiscal Year to

the Query Filters pane.

5. In both Query Filters, click to prompt

users to enter a value.

6. Select Prompt.

7. Click in each Query Filter to make the prompts optional for users.

8. Select the Optional prompt checkbox to

enable the option.

9. Click . And the screen shown

on the next page appears (the Query Panel)

10. Click .

11. Select “FY150” for Fiscal

Year and enter or select

“GU” for the Region code.

12. Note: Use the

Refresh Values icon to

display a list of values for

each object.


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13. Click ..

Your results should look similar to the following example.

Important: If you want to make changes to a filter query, you need to delete it from the Filter

Queries pane and re-select it. Otherwise Web Intelligence remembers the selection before it

was changed.

14. Save the report as Prompts 1, and close the report.


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Using complex filters

To further refine information returned to a document you can apply more than one filter to a

query. First you need to create the query filters and then determine how they should be applied together.

• To return values that are true for two filters, use the AND operator. • To return values that are true for either of two filters, use the OR operator.


• Describe logical operators and how you use them in filters • Apply more than one filter using the AND operator • Apply more than one filter using the OR operator • Prioritize filters so that you are sure to retrieve the correct data

Using logical operators for multiple conditions

To produce a report that focuses more precisely on certain data, you may need to apply more than one filter. When you specify more than one filter in a query, the relationship between the

filters must use either the AND or OR operator. These are known as logical operators.

• The AND operator is used when both conditions defined in the two filters must be met for a row to be returned from the database when you run a query.

• The OR operator is used when either one or the other of the conditions defined in the filters must be met for a row to be returned from the database when you run a query.

The result of combining two or more filters can be visually represented using a Venn diagram.

The two circles each represent the number of database rows that are returned based on the conditions defined by a particular filter. Note that the two overlap. This area represents the rows that meet the conditions defined by both filters.

As shown in the diagram, using the AND logical operator results in only rows represented by

Area C being included in a report. On the other hand, if you use the OR logical operator, all rows represented by Circles A and B will be returned. The following sections demonstrate these points.


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Using the AND operator

When you add a second filter to a query, Web Intelligence automatically places either an AND operator between the two conditions. You saw this behavior when you added the predefined filter to your query in the last practice activity.

However, when your query had a second filter that you removed from the query and you add a new second filter, by default, Web Intelligence applies the logical operator that was last used. You can switch the operator value between AND and OR by double-clicking it. or an OR

operator

To create a report using the AND operator

1. Create a new query and drag the required objects to the Result Objects pane.

2. Select an object you would like to filter the query by, and drag it to the Query Filters pane.

3. Select the appropriate operator for the filter.

4. Click the Operand Type drop-down arrow, and click Value(s) from list. The values available for the object are displayed in the List of Values box.

5. Select the appropriate values from the list and move them to the Values Selected zone.

6. Click OK.


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The Filter Editor dialog box closes and the Query panel opens again, with the filter you just defined displayed in the Query Filters pane.

7. Create a second query filter by dragging another object to the Query Filters pane.

8. Select the appropriate operator from the Operator drop-down list.

9. Under Operand Type, click Value(s) from list. The values available for the object are displayed in the List of Values box.

10. Select the appropriate values from the list.

11. Click OK.

Note: Web Intelligence automatically applies the AND operator the first time you create a

second filter.

12. If the OR operator appears because there was previously a second filter separated by the OR operator, click the operator to change it to AND.

13. Click Run Query.


Using the OR operator

When you use the AND operator to group two query filters, your report returns data only if the conditions of both query filters are met. When you use the OR operator to group two query filters,

your report returns data if the conditions of either of the query filters are met. For this reason, the OR operator returns more data than the AND operator.

By double-clicking an operator, you can switch its value between AND and OR.

To create a report using the OR operator

1. Create a new document or open an existing document to which you want to add a filter and, click Edit Query to ensure you are working in the Query panel.

2. From the Data tab, click and drag the required objects to the Query Filters pane.

Note: The query must use at least two query filters to use the OR operator.

3. From the Operator drop-down list, select the appropriate operators for each of the query filters.

4. Select the appropriate Operands and values for the query filters.

5. Group the query filters as required.


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6. If necessary, double-click the operators grouping the query filters to switch the operator values between AND and OR.

7. Click Run Query. The report displays according to the query filter grouping you created.


Prioritizing operators

You are applying a complex filter when you combine several filters in a single query. To ensure that the filters retrieve exactly the data you want, you need to prioritize the operators.

In the Query Filters pane, by positioning the query filter statements and deciding how to group them together, you define which filters will be processed first. The positioning and grouping of the filters depends on the logic of the information you are trying to retrieve.

To define the priority between complex filters

1. Create a query in the Query panel. The query must use several query filters, which you will need to group and prioritize.

2. In the Query Filters pane, drag and drop the query filters in the order you want them to

display in your report.

3. Drag a query filter on top of another one to group the filters together. Double -click the operator names to switch them between AND and OR to create the desired priority.

As shown here, the grouping of the query filters, represented by the brackets, determines which query filters will be processed first:

4. Click Run Query. The report displays according to the filter grouping you created.



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Activity 4.4 – Restrict data with Complex Filters

Purpose

Use this procedure to add filters to a document to use multiple filters to restrict the results that display.

Overview

You perform the following tasks to restrict data:

• Open an existing query. • Add multiple filters to objects. • Use operators in filters to restrict data.

Scenario

MNAO management wants to view dealers with a Marginal Profit greater than $10,000 in the South East (SE) Region.

Use multiple filters in a query to retrieve data for dealers where Marginal Profit is greater than $10,000 and Region Code is equal to SE.



3. Drag the objects or use the to place

each object in the Result Objects pane.

4. Drag Fiscal Year, Fiscal Month and Region code to the Query Filters pane.

Make selections to display FY150.

5. In the Fiscal Month filter selection, accept the default “In list”,Click to prompt users to

enter a value and Select Prompt.

6. In the Region Code selection drop down list, select .

7. In the Region Code value field, enter SE.

8. Double-click on Fiscal Month 1.

Class Object

Dealers Dealer Code

Dealer Name



Fiscal Month

Vehicle Information

MNAO Revenue

Marginal Profit


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9. Click .

10. Click .

11. Click .

12. Drag to the Query

Filters pane.

13. In the Marginal Profit selection drop

down list, select .

14. In the Marginal Profit value field, enter 100000.

15. Click .

16. Accept the default setting from the last time the query was run as Fiscal Month 1.

17. Click .

Your report should look similar to the following

example.


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18. Save the document as Multiple Filters 1, and close the report.


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Knowledge Checkpoint Answers: Restricting data returned by a query

1. Name some of the advantages of using query filters to restrict data in queries.

2. What three components make up a query filter?

3. What types of query filters can you apply to a Web Intelligence document?

4. Which logical operators must be used when applying more than one filter?


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Knowledge Checkpoint: Restricting data returned by a query

1. Name some of the advantages of using query filters to restrict data in queries.

Answer:

Using query filters limits the amount of data retrieved from the database and can improve

processing time and the time that it takes to refresh a document. They allow you to be more

precise and accurate in the data that you are retrieving.

2. What three components make up a query filter?

Answer: Object, Operator, and Operand

3. What types of query filters can you apply to a Web Intelligence document?

Answer: Single-value, Multiple-value, Prompted, and Complex query filters

4. Which logical operators must be used when applying more than one filter?

Answer:

Queries that contain multiple filters use logical operators (AND/OR) to combine the filters

and to create specific querying scenarios.

Lesson 4 - Restricting Data Returned by a Query


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Lesson summary


• Restrict data with query filters • Modify a query with a predefined query filter • Apply a single-value query filter • Use wildcards in query filters • Use prompts to restrict data • Use complex filters

Lesson 5 – Designing Web Intelligence Reports BusinessObjects Web Intelligence 4.x

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Lesson 5 – Designing Web Intelligence Reports

Lesson introduction

In the previous lesson, you used the Web Intelligence Query panel to create new documents by building queries and applying query filters. In this lesson, you will see how to present the information you have retrieved in reports.


• Work with Web Intelligence documents • Display data in tables and charts

• Create tables • Work with tables • Present data in free-standing cells • Present data in charts


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Working with Web Intelligence documents

This unit introduces you to the Web Intelligence window. This is the interface that allows you to

edit and structure the information that is returned by the queries built previously in the Query panel of the Web Intelligence application.


• Describe the components of a Web Intelligence document • Describe the different menu, toolbars and tabs available in the Web Intelligence window

for reporting, formatting and navigating through pages • Customize your user settings • Display the Document Properties pane and describe the options • Insert, delete, duplicate and move reports within a Web Intelligence document

Components of a Web Intelligence document

A Web Intelligence document consists of:

One or more reports

One document may contain several reports, organized as tabs along the bottom of the window. Reports contain blocks of formatted data as well as text and graphics. You specify the layout when you create a report, and you can also change the layout of existing reports.

One or more blocks

A block is a table, cross tab, form, or chart that displays information in the report.

The data set returned by the query

The data set contains the actual data that was retrieved from your database. The data set is the structure in which the retrieved data is stored in the document. It contains all the data that you can display in the report(s) inside the document.


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Viewing reports in a document

Each report in a document can show different views of the same information, or it can show

completely different information concerning the same subject.

About the Web Intelligence reporting interface

As you view a Web Intelligence document, the Web Intelligence window allows you to interact with and organize the data returned by queries. This section describes the different toolbars you can use as you work on organizing and presenting data in your report.

Application Structure

The application has the following components:

Component Description

The main toolbar You use the main toolbar to open, save and print documents, track data changes and display the report outline.

The main toolbar appears in the File tab when the application is in Design mode

Toolboxes You work with data providers and perform report design and analysis tasks using the toolboxes.

Toolboxes appear at the top of the application in Data and Design mode only. In Data mode, only those toolboxes related to working with data providers are active.

Multiple

blocks

Multiple

reports


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Component Description

Left Panel The Left Panel groups several panes that provide different views of the current document.

• The Document Summary provides an overview of the

document properties.

• The Navigation Map pane lists all the reports in a document.

• The Input Controls pane allows you to add and edit input controls applied to the document.

• User Prompt Input

• The Available Objects pane lists the data providers and objects available for inclusion in reports.

• The Document Structure and Filters pane displays the structure of the document in a tree view, and displays filters applied to different report elements.


The File and Properties tabs are available in Design mode only. The File tab contains the main file menu tools. The Properties tab allows you to set View, Document, and Application properties.

Report Panel The "Report Panel" displays the report.

Status Bar The "Status Bar" appears beneath the report and allows you to perform actions such as activating data tracking or changing the display mode. It can be activated and deactivated in the View menu of the Properties tab.

For more information regarding how to use each of the buttons on these toolbars, refer to Appendix A in this Guide.

Customizing your user preferences

You can personalize the following settings of the Web Intelligence application:

• General preferences • Document viewing preferences

• Preferences for interface and formatting locales and how to use them • Document drill preferences


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Web Intelligence general preferences

General

In the General section, you choose whether to show the welcome wizard each time Web Intelligence is started. The welcome wizard lets you select from a list of recently used universes or browse for more data sources to create a new document.

Select default universe

In this section, you choose whether to select a default universe for new documents. The default universe is preselected in the Universe dialog box when you create a new document. When creating a document, you can use the default universe or select another one.

• No default universe means that no universe in the list is preselected when you open the Universe dialog box. You must select a universe from the list when creating a document.

• The other choice shows the name of the default universe, or None if no default universe has been selected. To choose a default universe, click Browse, then browse to and select a universe.

Select default folders

In this section, you choose the default folders in which to store user documents, universes, and help files. To change the default locations, click Browse, then browse to and select a folder.

Select Microsoft Excel format

In this section you choose the format to use when you save a document in Microsoft Excel format.

• Prioritize easy data processing in the Excel document: the Excel document will be

formatted to ensure efficient data processing. • Prioritize the format of reports in the Excel document: the Excel document will be

formatted to ensure optimum readability.


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Web Intelligence viewing preferences

Web Intelligence locale preferences

Locale

In this section, you set preferences for interface and formatting locales. A locale is a combination of language and geographical area.

• Select interface locale: Select an available locale to set the application interface language.

If you change this setting, you must restart Web Intelligence for the change to be taken into account.

• Select formatting locale: Select an available locale to determine locale-specific formatting (for example, date and time formats). If you change this setting, any


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documents that are open must be closed and reopened for the new formatting locale to be applied.

When viewing a document

In this section, you set how the formatting locale is decided:

• Use the document locale to format the data: When this is selected, data is formatted according to the document locale. The document locale can be saved with the document by means of the permanent regional formatting option that you can select when saving.

• Use my formatting locale to format the data: When this is selected, data is formatted

according to your formatting locale preference. This overrides the document locale.

Web Intelligence drill preferences

For each new drill session

In this section, you choose how to start a new drill session:


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• Start drill on duplicate report: When you start a new drill session, a duplicate report is opened in the document and you drill on the duplicate. When you end drill mode, both the original report and the drilled report remain in the document.

• Start drill on existing report: When you start a new drill session, the current report becomes drillable. When you end drill mode, the report displays the drilled values.

General drill options

• Prompt if drill requires additional data: You are prompted when Web Intelligence needs to retrieve additional data to complete the drill, and can decide whether to go ahead. If the amount of data is large, the retrieval can take time and you may decide not to drill. When this option is not selected, Web Intelligence retrieves the additional data without prompting you.

• Synchronize drill on report blocks: When this is selected, drilled values are shown in all the report blocks in the report. When it is not selected, drilled values are shown only

in the report block selected for the drill. • Hide drill toolbar: When this is selected, the drill toolbar that is normally displayed at

the top of drilled reports is not shown. The drill toolbar displays the value on which you drilled. It is only useful if you want to select filters during your drill session.

To set user preferences in Web Intelligence

1. Click Tools ➤ Options. The Preferences dialog box opens.

2. Click one of the tabs:

• General: to set general preferences • Viewing: to set document viewing preferences • Locale : to set preferences for interface and formatting locales and how to use them • Drilling: to set document drill preferences

3. Set preferences and click OK. The preferences are now applied.

To change your password

You can only change your password from Web Intelligence if you are in client-server connection mode: you must have launched Web Intelligence locally rather than from BI launch pad.

1. Click Tools ➤ Change Password.

2. Type your current password in the Enter Old Password box.

3. Type your new password in the Enter New Password box.

4. Type your new password again in the Confirm New Password box. Your password is changed to the new password.


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Components of a Web Intelligence Document

A Web Intelligence document consists of:

Working with the Left Panel

Using this panel, you can manage all the objects and variables in the document and navigate through the document.

The Report Panel

The main window of the Web Intelligence allows you to view, edit structure, and analyze the information returned by the queries that you build in the Query Panel function.

The main window of Web Intelligence offers two different application modes that grant you access to specific features.

•One document may contain several reports that are organized as tab pages along the bottom of the window.

•Reports contain blocks of formatted data, text, and graphics.

•You must specify the layout when you create a report and you can change the layout of existing reports .

One or more reports

•A block is a table, cross table, form, or chart that displays information about the report.

One or more blocks

•The dataset returned by the query or other data provider.

•Contains the actual data that is retrieved from your corporate database.

•Contains all the data that you can display in the reports inside the document.

The dataset returned by the query or other data provider


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This is the main window. It consists of:

• The left panel provides different views of the current document. • The tab pages, toolbars, and buttons allow you to control the data that displays in the

report panel. The toolboxes, tab pages, and toolbars that are available to you depend on the application mode.

• You can right-click the report elements in the report panel to access the contextual menu. This menu provides quick access to the functions that are available for the element in the application mode.

Application Modes

As a report designer, you work primarily in Design mode. However, report users may work principally in Reading mode. Therefore, you should be familiar with the features available in the other modes.

Left panel

Toolbars and buttons

Tab

pages

Report tabs

Application

modes


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Reading and Design Interfaces

Depending on your permissions, you have a choice of Reading mode or Design mode.

Note: Your choice of interface can be further restricted by your security profile. If you

have view-only rights, design mode will not be available unless you copy the report to your favorites folder. The Reading interface is launched when you select an existing document from the list of corporate documents, right-click and select View from the menu. The Design interface is launched when you create a new document, or select an existing document, and select Design from the interface.

Reading Mode

In Reading mode, you can view and perform some analysis tasks on reports. When you open

an existing report, it displays in the Reading mode.

The main toolbar allows you to perform the following tasks:

• Create a new document. • Open, save, print, and search a document. • Send a document as an e-mail attachment. • Edit a document using Copy, Cut, Paste, Undo, and Redo. • Refresh a document • Activate data change tracking and drill up or down in the data in a report designed for

drilling. • Show or hide report filters and outlines.

Reading and Design Application Modes


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Reading mode allows you to view existing reports, search for text in reports, track changes in report data or drill down on report data.

The main application toolbar and the Left Panel are available in Reading mode. Toolboxes ar e not available.

Design Mode

Design mode provides access to the following tab pages and their associated functions:

Report Element

• Allows you to define the tables, charts, cells, and sections in which your data displays. • You can also define the colors, position, and alignment of the report elements.

Format

• Allows you to define formatting options. • You can define the font, color, borders, text alignment, padding and background

images.

Data Access

• Allows you to create a new document. • You can edit, purge, and refresh an existing document. • You can create a new variable.

• Allows you to merge objects from different data sources.

Analysis

• Allows you to perform extensive analysis tasks.

Main application

toolbar

Tab pages avalable

in Design Mode

File and Properties

tabs


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• Allows you to apply report filters, ranking, input controls, data tracking, breaks, sorts, and conditional formatting rules.

• You can drill up or down on data when drilling is enables. • You can apply calculations. • You can show or hide outlines.

Page Setup

• Allows you to add, delete, rename, duplicate, and move reports. Allows you to add, delete, rename, duplicate, and move reports.

• You can define page orientation, headers, footers and margins. You can define page orientation, headers, footers and margins.

• You can scale a report to a number of printed pages.

File Tab Page

• Allows you to open, save, print, and search a document and send it as an attachment by e-mail.

Design mode allows you to perform a wide range of analysis tasks. You can, for example, add and delete report elements such as tables or charts, apply conditional formatting rules, and enhance reports with formulas and variables.

You can work with the report structure only in Design mode, or with the report populated with data.

Working with the report structure only allows you to make modifications without accessing the server. When you work with reports populated with data, each change you make is applied on the server.

If you are making numerous modifications, you are recommended to work with the report structure only, and to populate the report with data when you have finished your modifications.

Side Panel Views

The side panel in Design mode of the main window groups several panes that provide different views of the current document.

The Document Summary pane

Provides an overview of the document properties. You can print or edit the properties using the buttons at the top of the Document Summary pane.

The Navigation Map pane

Lists all the reports in the document displayed in the Report panel. You can navigate among the reports and report sections through the Report Map

feature.


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The Input Controls pane

Allows you to add and edit the input controls applied to the document.

User Prompt Input

User prompts provide a way to pull different data into a report; for example, change the date

parameters of the report.

The Available Objects pane

Lists the data providers and objects available for building your reports.

The Document Structure and Filters pane

Displays the structure of the document in a tree view and displays the filters applied to the different report

elements.

To view document properties

If you click Edit, you can edit values in the Document

Summary screen.

Displaying the document properties

In the Web Intelligence window, you can display and modify properties that are assigned by default to the Web Intelligence document.

Side Panel

Views

Document summary

icon


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The document properties options are described in the following table.

Document Properties section

Description

View Allows you to change the view mode or modify the current view.

Document [Options] Description

Displays a user-defined description of the report.

The Description can be modified.

Keywords

Displays keywords defined by users so that you can search for

analysis with the specified terms.

The Keywords can be modified.

Enhanced viewing

This option optimizes the document appearance for on-screen viewing.

Refresh on open

This option tells Web Intelligence to refresh a document

automatically each time a user opens it.

By default, this option is not selected so that users will always see the original data that was retrieved when the document was last

refreshed, and which was stored in the document when it was saved. To see the most recent data available in the database, users can refresh the document manually when they open it. Or you can

choose to select this option to ensure that the data is updated automatically each time the document is opened.

Use query drill

Tells Web Intelligence to drill in query drill mode, instead of in the standard drill mode.

Enable query stripping

Generates queries that only use objects that contribute to the reports in which they are used. Each time a query is refreshed, non-contributing objects are ignored. Only relevant data is retrieved from

the data provider. This feature enhances performance.

Auto-merge dimensions

Tells Web Intelligence to synchronize data providers by merging

dimensions automatically under certain conditions.

Extend merged dimension values

Tells Web Intelligence to extend dimension values in reports with

synchronized data providers.

Application Defines the application settings like filter bar, outline view,

formula bar and pane settings. You can also set the

measurement unit from the application button in the

Properties tab.


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Properties Tab

View

Filter Bar

Document

1. To view the document summary, you can either:

• Select the Document Summary button on the very top of the side panel view or

• Select the Properties tab in the side panel view and select Document.

2. Close the Document Properties pane by clicking the X in the upper right-hand corner of the pane or select the close button.


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Application

In this section, you set the unit of measurement for report display: inch, or centimeter.

Grid spacing: This defines the distance between lines on the grid.


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To view and navigate Report Element views

1. Open a Web Intelligence document in Design mode.

By default, the Data tab displays on the left-hand side of the Web Intelligence window. This tab displays the title of the document, plus all the objects (and variables, if any), are available in this document.

2. Click . The Report Elements tab opens. Displays the templates available

for use. In the image below, you can see all the table template styles available to you.

Configure Report Element views

To modify the display of the Report using the Report Element tabs, you can:

• Maintain tables, cells, and sections of the report

• Create and maintain charts • Use tools to update report elements to enhance analysis of your data


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Managing reports

In the Web Intelligence window, you can add new reports to a document, and duplicate or delete reports as you like.

To add a report to a document

1. In the Web Intelligence window, right-click a report tab at the bottom of the document pane and select Insert Report. A new empty report tab, called Report 2 is inserted into the document and displays at the bottom of the document pane.

2. Right-click the Report 2 tab and select Rename Report. The text field on the Report 2 tab is selected.

3. In the text field, type the name you want to give the report and press the Enter key. The report tab displays the new name for the report.

Tip: Press Enter to ensure the report tab retains the new name. Otherwise, you lose the new name.


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Displaying data in tables and charts

The simplest style for displaying data is tables. Web Intelligence provides four different types of

tables: vertical, horizontal or financial tables, cross tab, and form.


• Describe the table types available in Web Intelligence

About tables

Vertical tables

The vertical presentation style is the default style for presenting data. Vertical tables display header cells at the top of the table and the corresponding data in

columns. By default, the header cells display the names of the dimensions, details, and measures included in the table. The body cells display the corresponding values.

Horizontal tables or financial tables

A horizontal or financial table is similar to a vertical table except that the data runs horizontally rather than vertically. By default, the row headers display the names of the dimensions, details, and measures included in the table. The body cells display the corresponding values. This table format is useful for reports with several measures, such as financial reports and balance sheets.

Cross tabs

A cross tab will aggregate values and will look similar to a pivot table in a spreadsheet

Data is displayed in a matrix with row

and column headings describing the content of each cell. Cross tabs are most commonly used to show the cross-section of three axes of information.

Cross tabs display values for dimensions across the top axis and on the left axis. The body displays the values of a measure that correspond to the cross-section of the dimensions.


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Forms

Forms are useful in a report if you want to display detailed information per customer, product, or partner. For example, a form is a useful

way of displaying individual customer records with information such as the customer account, name, and address. Forms are also useful for formatting address labels for envelopes.

Creating tables

This unit presents the different table formats you can use to display data. After completing this unit you will be able to:

• Explain how to create tables • Create a vertical table • Create a horizontal table • Create a cross tab table • Create a form table

Viewing tables in different display modes

When you first create a new document by building and running a query, the data retrieved is

generally displayed in a vertical table.

By default, all documents display in the Quick Display mode. This display mode makes large documents with many rows and columns of data easier to handle because you can limit the number of rows and columns per page in your document

Quick display mode displays 100 rows and 20 columns per page. You can increase these values, as required.

You can insert one or more tables into a blank report or even add them to an existing report. You insert tables by dragging one of the following elements onto a blank area of the report:

• The objects (from the Data tab) for which you want the table to display values - this is a fast way to build simple, vertical tables.

• Table template (from the Templates tab) that defines the structure of the table, to which you then allocate objects - this is a fast way to build more complex tables with precision.


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In the Web Intelligence window, you can make modifications to documents and preview those changes in Design view With Data or Structure only modes.

With Data mode displays the results retrieved in normal mode. You can use the tools to make changes to the table.

Structure only mode displays the structure of the report and definition of data filters, sorts and calculations. Working in Structure only mode allows you to define and preview the new table

without requesting the server to apply each of your modifications. You then apply all your modifications and display the results in the new table, by returning to With Data mode.


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Inserting tables in a report

The default view of new reports is a vertical table so you have already created vertical tables. As a refresher, this scenario walks you through creating one more vertical table.

To create a default vertical table


2. Click Run Query. Your results display in a vertical table.


To create a table by selecting a template

1. In an existing document, click Structure only.

2. Add a new report to the document.

3. Click the Reports Elements tab.

4. Select a template from the Tables tab. For this exercise, create a

vertical table.

5. Click somewhere in the blank report to insert the new table.

The Insert Report Element screen displays so you can make selections for the table.


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6. Vertical Table is the default selection. In the Columns pane, select columns from the query using the Pick…drop-down button.

7. When you highlight a column (measure or dimension), the column displays and you can add more columns to the table. Use the + next to the Column field to add new columns.

8. Click .

9. If you are working in Structure

only mode, click Design ➤ With

Data to display the values in the new table.



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Working with tables

This section describes how to modify the display of information in tables.

After completing this section, you will be able to:

• Change a vertical table into a cross tab • Add data into an existing table • Duplicate an existing table • Delete tables, rows or columns

Changing table formats

With Web Intelligence, you can switch from one table format to another, when you feel that a certain table style is more appropriate for the information displayed in the report.

To change a table format

1. Select the report tab that contains the table you want to modify.

2. Click the Report Elements tab.

3. Drag a template from the Report Elements tab onto a table. You must drop the template directly onto the existing report block.

Web Intelligence applies the new template to the table values.

Adding data to an existing table

You can add data to your tables simply by dragging objects from the Data tab.

Note: If the data object was not part of your original query and not retrieved from the

database, you may need to add the data object in the Query panel to the Results Object pane before adding the object to an existing table.

To add data to an existing table

Drag the object you want to add to the table from the Data tab, and drop the object where you want to add it:

• To add the object into a new column to the left of an existing column, drag the object onto the left edge of a column header.

• To add the object into a new column to the right of an existing column, drag the object onto the right edge of a column header.

• To add the object into a new row before an existing row, drag the object onto the top edge of a row header.

• To add the object into a new row after an existing row, drag the object onto the bottom edge of a row header.

The name of the object appears in the new column or row header, and the values appear in the new body cells.


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Duplicating tables

You can use the copy-and-paste method that you prefer to easily copy a table and paste it as another block in the report. This is useful in order to show the same data, but in another format, perhaps as a chart with formatting to highlight certain information.

To duplicate a table

1. Position your cursor by the edge of the table you want to duplicate. A gray border appears around the table.

2. Click on the gray border around the table. A blue border appears on the table showing that the entire block has been selected.

3. Copy and paste the table in one of the following ways:

• Double click on the table, then right-click and select Copy. Place your cursor where you want the duplicate table to appear. Right-click and select Paste.

• From the Edit menu, click Copy. Place your cursor where you want the duplicate table

to appear. From the Edit menu, click Paste. • On your keyboard, press Ctrl + C. Place your cursor where you want the duplicate table

to appear. On your keyboard, press Ctrl + V.

4. A copy of the table appears where you chose to place it.


Copy and

paste icons


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Deleting tables, rows, or columns

Deleting tables, rows, or columns can easily be accomplished using a shortcut menu.

To delete table rows and columns

Right-click the table, column, or row you want to remove and select Remove ➤Remove Row,

Remove Column or Remove Table from the shortcut menu. The Row, Column, or Table is deleted.

Presenting data in free-standing cells

Free-standing cells are single cells that stand alone in a report. You can use free-standing cells to display information that adds meaning to your report, such as:

Text comments:

• Type messages or questions, or add titles. • Images: Display logos, icons, or photographs. • Formulas or calculations: Add custom formulas or calculations. • Last refresh date: Display the date when the document results were refreshed with the

most recent data from the database. • DrillFilter function: Display the names of the objects by which the data on a drilled

report is filtered. • Page numbers: Display the page number of each report page. After completing this unit

you will be able to: • Insert a blank cell in a report

• Display the date that the document was last refreshed • Display text in a blank cell • Format and align the new cells in the report

Inserting a free-standing cell

On the Report Elements tab, there are several different types of free-standing cells available in the Free-Standing Cells folder.

To insert a free-standing cell

1. In the Report Elements tab, click the Cell tab.


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2. Click + to expand the Pre-Defined cell menu. In the Formula and Text Cells template folder, the pre-defined cells include:

• Document Name • Last Refresh Date

• Drill Filter • Query Summary • Prompt Summary • Report Filter Summary • Page number • Page Number/Total Pages • Total Number of Pages

3. From the Report Elements tab, call tab, select the free-standing cell you want to use, and drop it in the appropriate area in the Document zone. The cell is inserted in the Document zone.


To change the default number format

1. In the Document zone, select the cell for which you would like to change the default number format.

2. Click the Formatting tab of the Tool Bar. The Properties tab displays, showing the default

properties of the selected cell.

3. Click the Expand button that appears to the far right of the Number format zone. The Number Format dialog box displays.

4. Select the appropriate format.

5. Click OK. The cell format is updated in the report.



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To insert a text to label the new cell

In the Web Intelligence window, click the Cell tab of the Report Elements tab.

1. Click the Cell tab and select Insert a blank cell.

2. Drag the Blank Cell into the Document zone. An empty cell is inserted in the Document zone.

3. Click this new cell to select it in the Document zone.

4. Click the Formatting tab of the Report Elements toolbar. The Properties tab displays, showing the default properties of the new cell that is selected in the Document zone.

5. Double-click inside the

text box and press the Enter key. The text appears in the cell you just created.


To modify the default text style in two cells at the same time

1. Click the Configure Views drop-down arrow on the Standard toolbar.

2. Select Toolbars.

3. Click Formatting to display the Formatting toolbar.

4. In the Document zone, select the two cells you would like to modify. To select both cells at once, click the first cell, press CTRL and then click the second cell. Both cells are now selected and highlighted.


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Note: You can also select multiple cells by using the “lasso” technique. Press the

mouse button down anywhere in the white space in the Document zone and drag the cursor to encircle the cells you want to highlight.

5. Click the Formatting tab of the Report Elements toolbar. The Formatting tab now shows the default text style for the selected cells.

6. Using the Formatting toolbar, make the desired changes to the text formatting. The

text in the selected cells changes to match the formatting settings, and the Properties tab displays the new text properties.



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Presenting data in charts

Web Intelligence offers standard chart formats to graphically display your business information.

You can select one of five basic chart types in Web Intelligence: bar, line, area, pie and radar. After completing this unit you will be able to:

• Describe the chart types available in Web Intelligence • Create a chart • Create a chart from a table

Bar charts

Bar charts display data in bar form, either vertically or horizontally. Bar charts are use ful if you want to compare similar groups of data; for example one time period to another. There are five types of bar charts: Grouped, Bar and Line, Stacked, Percent,

and 3D.

In the report below, a Vertical Grouped Bar chart has been used to illustrate changes over time and also to help make comparisons between States.

The 3D Bar chart allows you to display data along three axes. In this 3D chart, you can compare three State's performance for each Year and also yearly performance for each State.

Line charts

Line charts are good for showing trends in data at equal intervals. In the examples below, which chart is easier to read?


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Line charts connect specific data values with lines, either horizontally or vertically. Line charts are useful if you want to show trends or changes in data over time. There are five types of line charts: Mixed, Stacked, Percent, 3D Line, and 3D Surface.

Area charts

Area charts are line charts in which the area between the lines and axis are filled in. Area charts are useful if you want to emphasize the size of the total data in a report, as opposed to the

changes in the data. You may not want to use an area chart if you have a sharp contrast between specific data points. In cases like that, it is recommended you use a line chart instead.

Area charts connect specific data values with lines, either horizontally or vertically and then fill the gaps between. There are eight types of area charts: Vertical Absolute, Horizontal Absolute,

Vertical Stacked, Horizontal Stacked, Vertical Percent, Horizontal Percent, 3D Area, and 3D Surface.

Pie charts

Pie charts display data as segments of a whole. Pie charts are useful if you want to show how each part of your report data contributes to the total. You can only include one measure object in a pie chart. If you have several measures in your report, you should choose another chart type. There are four types of pie charts: Pie, 3D Pie, Doughnut, and 3D Doughnut.


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Creating a chart

You can create charts in one of three ways:

• You can select an existing table or cross tab and convert it to a chart using the right-click menu.

• You can drag a chart type from the Report Elements ➤ Chart tab and position it over

an existing table to convert it to a chart.

• You can create a blank chart by dragging a chart type from the Report Elements ➤ Chart

tab, then dragging objects from the Data tab to fill the new chart with data values.

It is recommended you work in Structure only mode when you insert a new chart from the Report Elements tab. This is because With data mode is designed to display the data contained in reports. Therefore, you can only view charts in With data mode after you have allocated dimensions and measures to the empty chart template.

To create a chart

1. Click Structure only on the Report Elements toolbar.

2. Click the Chart tab.

3. Select the chart template and drag it onto an empty area of the report. The empty template appears on the report.

4. Click the Data tab.

5. Drag and drop the required dimension or measure objects onto the axis when the "Place dimension objects here" or the "Place measure objects here" tooltip appears.

6. To allocate more dimension and measure objects to each chart axis, repeat the previous two

steps.

7. To display the results in the chart, click the View Results button on the Report toolbar

8. The chart displays the results corresponding to the objects you allocated to the chart axes.


Creating a chart from a table

This section explains how to change the tables to different charts using the Templates tab.


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To create a chart from a table

1. Click the Templates tab.

2. Drag a template onto the chart or table you want to modify. You must drop the template

directly on the existing report block. If you drop the template outside the existing report block, you create a separate chart.

3. To move the dimensions or measures to different axes, click the View Structure button on the Reporting toolbar and drag the objects you want to move onto the Data tab. Then, drag and drop the objects you want to display on the chart from the Data tab onto each chart axis.


To change a chart into a table

1. In the Document zone, right-click the chart you want to turn change into a table. A drop-down menu displays.

6. Select Turn To. .

The Turn To dialog box opens, which allows you to choose which table or chart you would like to convert this chart to. By default, this dialog box shows the type of the block you are currently working in.

7. From the Turn To dialog box, click the Tables

tab. The tables you can choose from appear in the Tables tab.

8. Select the appropriate type of table from the list.

9. Click OK. The chart displays in the selected format.


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Activity 5.1 – Design Web Intelligence Reports

Purpose

Use this procedure to create a report with filters and add reports to the query to analyze the data retrieved.

Overview

You perform the following tasks to create reports:

• Open an existing query. • Add a filter to the query. • Create reports. • Create different tables. • Create charts.

Scenario

MNAO management wants you to create a document with multiple reports that use different

tables and chart formats to display the data effectively.

Create a new document, insert new reports and create tables and charts to display the data in the reports.


From the list of classes in the Left pane, select the

following objects:

Drag the objects or use the to place each object in

the Result Objects pane.

Drag Fiscal Year to the Query Filters pane.

In the Fiscal Year value field, enter FY150.

Click .

Your report should look similar to the

following example.

Class Object


Market Name


Fiscal Month

Vehicle Information

Carline Group

Retail Volume


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Delete the new table and create 5 reports that you will use to create data analysis tables and

charts.

Highlight the table.

Right-click and select Delete.

Right-click on Report 1 and Select Add Report

five times to create five additional reports to

the document.

Drag Carline Group and Retail Volume into Report 1.


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Select Report 2 tab.

Click to create a horizontal table.

Place the cursor in the document pane to insert the new

chart.

Available

Objects icon


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Click in the Rows drop-down selector to

select the first object for the horizontal chart.

Select Region Code.

Click to add additional objects.

Select Market Name and Retail Volume.

Click .

Your horizontal table should look similar to the following example.



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Click to define a form.

Select Region Code and Retail Volume.

. Click


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Click to create a Cross Table.

Select Region Code for the Columns.

Select Fiscal Year and Fiscal Month for the Rows.

Select Retail Volume for the Body.

Click .


In the Left pane, highlight Carline Group,

Market Name, and Retail Volume.

Click to create a columnar chart.

Select from the list of columnar

reports.


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Note : the Informational message that indicates

the chart needs to be modified or changed.


In the Left pane, highlight

Region Code and Retail

Volume.

Click to create a columnar

chart.

Select from the

list of columnar reports.

Save the report as Tables and Charts 1, and close the report.


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Knowledge Checkpoint: Designing Web Intelligence reports

1. What are the three components that make up a Web Intelligence document?

2. How can you verify which toolbars are displayed in the Web Intelligence main window?

3. List the types of tables available in Web Intelligence.

4. List the types of charts available in Web Intelligence.

5. Where are templates located in the Web Intelligence window?


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Knowledge Checkpoint Answers: Designing Web Intelligence reports

1. What are the three components that make up a Web Intelligence document?

Answer:

Reports, blocks (tables and charts), and the data set

2. How can you verify which toolbars are displayed in the Web Intelligence main window?

Answer:

○ Select Properties ➤ View ➤ Toolbars.

○ Right click on the toolbar

3. List the types of tables available in Web Intelligence.

Answer: Vertical, Horizontal (Financial), Cross tab, and Form tables

4. List the types of charts available in Web Intelligence.

Answer: Pie, Bar, Area, Line, and Radar charts

5. Where are templates located in the Web Intelligence window?

Answer:

Available table, chart and cell templates are located in the Templates tab of the Report

Manager (left-hand panel)


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Lesson summary


• Work with Web Intelligence documents • Display data in tables and charts • Create tables • Work with tables • Present data in free-standing cells • Present data in charts

Lesson 6 – Enhancing the Presentation of Data in ReportsBusinessObjects Web Intelligence 4.x

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Lesson 6 – Enhancing the Presentation of Data in Reports

Lesson introduction

As you edit the reports in a Web Intelligence document, several tools are available to help you structure and enhance your reports so that your reports show exactly the information you need in the clearest way possible.


• Use breaks, calculations • Use sorts

• Format breaks and cross tabs • Use report filters • Rank data to see top or bottom values • Track data changes • Organize a report into sections


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Using breaks and calculations

In this lesson you learn to organize data in a table by applying breaks and calculations.

This unit describes how you, as report designers who create complex reports for yourselves and others, can change the query definition as you finalize your report. Web Intelligence offers extensive reporting features in a single interface to adapt your report as required.


• Apply breaks to structure long tables of data into smaller groups • Apply calculations, such as sums and counts

About breaks

Breaks allow you to structure the data in a table into groups and make the data easier to view and interpret. You apply breaks on the data and values that you select.

When you apply a break, Web Intelligence separates all the data for each unique value of the selected

variable. It inserts a blank row or column after each value, which allows you to easily insert subtotals for the group of data.

In the example to the right, you can see that a long table can be tedious to read and understand. When you apply two breaks to the table, one on state and one on year, the data becomes much clearer and is simpler to read. Each group in the table displays quarterly sales revenue for a unique state and a single year.

In the extra row that appears in the table after each group, you can easily insert sum totals for revenue over the Year.

Using breaks has two main advantages:

• You can more efficiently organize how your data is represented.

• You can display subtotals.

When you insert a break on a dimension, the values for the dimension are automatically sorted in ascending order.

If the values are numeric, the lowest value appears in the first row of the table, the highest in

the last row. If the values are alphabetical characters, then the values are sorted in alphabetical order from top to bottom.


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To organize a report with breaks

1. Click a table cell in the column or row where you want to insert a break.

2. Click Insert/Remove Break on the Reporting toolbar ➤ Analysis tab.

Web Intelligence divides the table up into as many mini tables as there are unique values for the selected cell. Web Intelligence inserts a footer at the end of each break.

You can insert multiple breaks by repeating the same process on another row or column.

To delete breaks

1. Click a cell in the column or row where you want to remove a break.

2. From the Report toolbar ➤ Analysis tab, click the Insert/Remove Break button. The break

is removed from the report. Confirm the break is showing as expected and save the document.

About calculations

Web Intelligence provides standard calculation functions to help you make quick calculations on the data in your reports. These calculations are available from the drop-down list of calculations on the Web Intelligence window toolbar.

You can calculate sums, averages and percentages. You can also calculate the total count, and the minimum and maximum values for a variable.

To organize a report with calculations

1. Click a table cell that contains data.

2. Click the arrow at the right of the Insert Calculation button and select the calculation you want to insert.

The Insert Calculation button displays a mathematical symbol for the currently-selected calculation. This symbol changes depending on the default or the last calculation selected for insertion. If you insert a percentage calculation, the results of the percentage are displayed in an additional column or row of the table.

3. To insert other calculations, click the down arrow next to the Sum icon and select the calculation from the drop-down list. A new row is added at the bottom of the table. The aggregated value appears in the new row cell.

To delete a calculation

1. Right-click the table or cross tab that contains the calculation.

• If you are in Result View this is the calculated value. • If you are in Structure View, this is the cell that contains the aggregate formula.


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2. Depending on the table type, select Remove Row or Remove Column from the shortcut menu.

Using sorts

You can apply sorts to the results displayed in tables, to organize the order in which results are displayed in a column or row.

You can apply sorts to any dimensions, measures, or details displayed in a table. Sorting dimensions and details helps you organize results chronologically, while sorting measures helps you see highest or lowest results at a glance.

This unit describes the different types of sorts available in Web Intelligence and how to create them.


• Explain the different sort orders available in Web Intelligence

• Apply sorts to display data in order of the most important information • Create custom sorts

About sort orders

Sorts in Web Intelligence allow you to apply the following orders:

Sort Order Description

Default This is sometimes referred to as the "natural" order. Depending on the type

of data in the column or row, the results are sorted as follows:

• ascending numeric order for numeric data

• ascending chronological order for date

• ascending alphabetical order for alphanumeric data

Ascending When selected, results are arranged in ascending order: the smallest

value at the top of the column moving to the highest value at the bottom. For example: 100, 200, 300 or California, Colorado, Florida.

Descending When selected, results are arranged in descending order: the highest value at the top of the column moving to the smallest value at the bottom. For example: 300, 200, 100 or Florida, Colorado, California.


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Sort Order Description

Custom You define your own sort order.

Ascending and descending sorts are applied to columns or rows. An ascending or descending sort impacts only the table on which you apply the sort and is independent of sort on other tables in the same

report.

However, you apply Custom sorts to an object. As a result, all tables in the document that use the object inherit the custom sort. In fact, applying a

custom sort sorts the data in the data provider, not just in the table.

You can also add a temporary value, a value that does not exist in the database, to your document and include the value in your custom sort.

For example, you can add a 13th month for adjustment purposes to your document even when the value does not exist in the database.

Alternatively, you can anticipate the addition of new store to the

database. Before the new store name exists in the database, you can add the value as a temporary value and take the new value into account for the design of your documents.

Note: The order of the non-

measure objects in a table initially

controls the way the data is sorted or grouped in the report.

The Sort feature allows you to format data in ascending or descending order.

See the example to the right

The table on the left has the default sorts applied (Dealer Code, Year, MNAO revenue).

The table on the right has been resorted to show the data sorted by Year and then, within Year, by Sales revenue in

descending order.

The two tables present the data in very different ways.


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A default sort uses one of the predefined sort orders described in the table above -- ascending or descending. For example, to sort your sales revenue data so that the state with the highest sales revenue for each year appears first in the group, you can apply the default sort order descending on the sales revenue.

Custom sorts allow you to define your own order for the data displayed in a report. For example, to display the MNAO month names in chronological order, you can apply a custom sort.

How is data sorted when you apply a break?

When you insert a break on a dimension, Web Intelligence automatically sorts the values for the dimension in ascending order. For numeric values, the lowest value appears in the first row of the table, the highest in the last row. For alphabetical characters, the values appear in alphabetical order from top to bottom. You can change this sort order at any time.

To create a default sort

1. In the Document zone, click a cell in the row or column on which you want to apply a sort.

2. Click the drop-down arrow beside the Apply/Remove Sort button.

3. Select the appropriate sort order. The row or column is sorted in the order you specified.

Note: Clicking the Apply/Remove Sort button

applies a default sort to the column or row selected. By default the results are sorted in ascending order. To sort in descending order, you need to click the arrow next to the Sort icon.


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Deleting a default sort

To delete a default sort, right-click a detail row in the row or column on which you have applied

the sort and click Sort ➤ None .

To create a custom sort

1. In the Document zone, click a cell in the row or column on which you want to apply a custom sort.

Note: You cannot apply a custom sort on a

measure object.

2. Apply the custom sort using one of the two following methods:

• Right-click the selected cell and select Sort from the drop-down menu.

• Or, click the drop-down arrow next to the Apply/Remove Sort button on the Reporting toolbar.

3. Select Manage sorts... from the drop-down menu that appears. The Manage Sorts dialog box appears as shown to the right

4. Use the Up and Down arrow buttons to sort the values in the order of your choice.

5. Optionally, in the Temporary values field,

type the name of the value and click the ➤

button to add the value to the sorted values.

Select the new value and use the Up and Down arrow buttons to place the temporary value in the correct order within the sort.

6. Click OK to create the custom sort and close the dialog box. The table now appears with the data sorted in the order you selected.


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Formatting breaks and vertical tables

Although Web Intelligence allows you to produce reports in several different table formats

(vertical, horizontal, cross tab and form), these basic formats do not always satisfy all the requirements of your working environment.

This unit explains several different formatting techniques using breaks to display the results of queries in table formats slightly different from the defaults.

These techniques are particularly valuable when you combine them with calculations and sorts to present your data clearly and comprehensibly to report users.


• Manipulate break headers and footers to change the display of the data • Prioritize multiple breaks in a table • Format cross tab headers

Controlling break headers and footers

Report designers frequently use breaks to structure table data into smaller groups for the

purposes of creating subtotals. When you apply a break to a table, the break footer appears as an additional row at the bottom of the table and serves to display the subtotal data clearly.

However, each time you place a break on a table, you also create a header. When you know how to control the display of headers and footers you can use them to present you data clearly.

For example,

Break header: There is a break on both Year and Quarter, but there are only headers for each new quarter. (See graphic to the right)

Break footer: There is a new footer for each new fiscal year, as well as each new quarter. When you place a sum on the MNAO revenue column, the revenue figures are calculated on both the quarterly and yearly levels and then placed into the appropriate footer, as you can see in the second table.

The table to the right shows how the sums display in the break footers for quarter and year.

When you first insert a break on data, the default display options apply to the data, as shown in the previous table. You can view the default break settings in the Manage Breaks tab.


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To view default break settings

1. Right-click a cell in the column or row on which you have defined a break.

2. Select Break on the drop-down menu and select the left

arrow to expand. The break option appears, displaying a property group called Manage Breaks which contains the break properties.

Formatting multiple break headers and footers

There are several ways to modify multiple breaks in tables.

In the table to the right, the values for both Year and Quarter display as centered over the

break with the Center value across break formatting option.

The table header in this table only appears for each Year, not for each Quarter because the report designer selected the break header for Year and did not select the break header for Quarter.

The sum on MNAO Revenue displays the yearly revenue totals, not the quarterly totals because the report designer selected the

break footer for Year and did not select the break footer for Quarter.

You can edit the settings in the Manage Breaks tab to format the display of breaks and sorts. In the Manage Breaks tab, you can set options for the:

• Display properties or how the results display on the break.

• Page layout properties or how the breaks display on the report page.


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The following table describes how each option displays.

Property Description

Show break header Displays a header for each part of the table, cross tab, or form when you insert a break.

Show break footer Adds a footer after the last row for a table or the last column for a

cross tab when you insert a break. When you apply a calculation to the data, the result displays in the footer.

Remove duplicates Removes all duplicate values from the data in a table or cross tab when you insert a break. Each value shows only once.

Merge values across break Active when you select Remove Duplicates , this property

merges empty cells and centers the value name over the merged cells.

Start on a new page Starts on a new page each time a break occurs in the table, cross tab, or form.

Avoid page breaks in blocks

Where possible, keeps each break section on the same page. This option does not apply to blocks larger than one

page.

Repeat header Repeats the header at the top of the table on every new

page when a table displays on more than one page.

To center the value across the break

1. Right-click a cell in the column or row on which you have defined a break and select Breaks

➤Manage Breaks on the menu. The Manage Breaks tab appears, displaying the break

properties.

2. On the center, right of the Manage Breaks tab, click the down arrow to the left of Duplicate Values. Select Merge from the drop down list.

To remove break headers and footers

1. Select the column on which you have defined a break and right-click. Select Breaks ➤Manage Breaks. The Manage Breaks tab appears, displaying the break properties.

2. For the option Show break header, clear the check box.

3. For the option Show break footer, clear the check box.


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About formatting breaks

Respect the following guidelines when using breaks:

• Place all needed breaks onto the table before placing any calculations. When you place the calculations first and apply a break on an object, Web Intelligence does not recognize the need for recalculation at the new break level (that is, to create subtotals). Place the breaks first to ensure that the calculations are correct.

• If you place an automatic calculation, for example a Sum or a Count, on a table after

you format the breaks, you lose all formatting done on the break footers. The default action for these calculations is to calculate on all break levels present, regardless of how they have been formatted.

Prioritizing multiple breaks

When you have multiple breaks in a document, you can change the default order so that one break is displayed as a higher priority than the other.

You use the Manage Breaks dialog box to do this. The Manage Breaks dialog box opens by right clicking in the Table or form the Analysis tab on the top.

When you give the Year break priority, your table appears as shown in the table to the right

The data for all four Quarters of the first year in the three year period appears at the top of the table, followed by the values for all Quarters in the next year. The sum is calculated at the year level.

When you change the priority from the Year break to the Quarter break, your table appears like below


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The data for all first quarters during the three year period appears at the top of the table, followed by all Q2 values. The sum is calculated at the quarter level, and a total of all first quarter revenue is displayed as well.

To set the priority of multiple breaks in a table

1. Right-click the table that contains multiple breaks and select Break. The Break ➤ Mange

Breaks option shows the breaks relevant to a table.

2. Click Vertical breaks or Horizontal breaks to display the type of break you want to prioritize.

• For a vertical table, all the breaks apply to columns. These are called Vertical breaks. • For a horizontal table all the breaks apply to rows. These are called Horizontal breaks. • For a cross tab, breaks can apply to rows or to columns, according to the priority you

choose for the Horizontal breaks and for the Vertical breaks.

3. Select the break whose priority you want to change and click the Up/Down buttons to

promote/demote the break in the list of breaks.


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Activity 6.1 – Format Breaks and Vertical Tables

Purpose

Use this procedure to create a report with breaks in a vertical table to display specific information easily for your users.

Overview

You perform the following tasks to create a user-friendly report:

• Create a query with a crosstab. • Apply breaks. • Apply calculations. • Format the breaks.

Scenario

As a part of an ongoing review of product lines, MNAO management wants to compare the volume of sales for Mazda 3 to Mazda 6. You are asked to provide data on the two lines including the overall volume.

Create a query to show only the data for Mazda 3 and Mazda 6. Apply calculations to display the sum of the Quantity sold for each Carline. Finally, format the breaks to display the data in the clearest way possible.


2. From the list of classes in the Left

pane, select the following objects:

3. Set a filter for Fiscal Month = 2 and

Fiscal Year = FY150

4. Click .

Note: An object can be in the Query Filter pane without having to be in the Query Results pane.

5. Apply a break to the Region Code column.

Class Object


Dealers Dealer Code

Dealer Name

Vehicle Information Carline Group

Marginal Profit

Retail Volume


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6. Apply a break to the Dealer Code column.

7. Apply a sum to the Retail Volume sold.

8. Apply an average to the Marginal Profit column.

9. On the break for the Region code, set the options so:

2. The break header shows.

3. The break footer does not show.

4. The Region Code centers across the other values in the table.

10. On the break for the Dealer Code set the options so:

5. The break header does not show.

6. The break footer does not show

7. The Dealer Code centers across the other values in the table

11. Save the report as Activity Breaks and Vertical Tables, and close the report.


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Using report filters

In the next section, you learn how to limit the data displayed in a report by applying report

filters.


• Explain the difference between using query filters and using report filters • Create the different report filter types

About report filters

You have already used query filters in a previous lesson. Web Intelligence gives you two methods for restricting the data displayed in a document:

• Query filters allow you to limit the amount of data that is retrieved from the data source and returned by the query to your Web Intelligence documents. You can only apply query filters when you are creating or

editing the query in the Query panel. • Report filters, on the other hand, allow you

to restrict the data shown in the report simply by hiding the data you are not interested in. The data is still contained in the document; it is just hidden from the report display.

The table to the right has a filter for Region in “GU” or “NE”.

Tables or other blocks in your reports can sometimes be very large, and not very easy to read

at a glance. To make the report easier to read, you apply a report filter on a specific object, so that it displays just the information that interests you.

You apply report filters when you are editing a document in the Web Intelligence window.

You can define filters on dimensions, measures, details and variables listed on the Data tab of the document.

Different types of report filters exist in Web Intelligence, you use a different method to create each report filter type, and you use a different toolbar button to access each method, as described in the following table:


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Toolbar button Filter type Filter impact on data

Show/Hide Filter

Pane

Standard report filters offer the most flexibility in the definition of your filter. You can use them to create simple or create complex filters because all filter operators are available and you can filter on single values or lists of values

Standard report filters also offer the most flexibility in selecting the data to which you apply the filter. A standard report filter can be a global filter and apply to the whole report or it can be a block filter and apply to only one data block in the report.

Add Filter

Quick Filters offer an easy way to create a simple filter on one or more

values.

Note: Quick Filters are available in Web Intelligence and the Java

Report Panel only.

A Quick Filter applies to a column or row in a table only.

You cannot apply a Quick Filter to a chart.

Show/Hide Report Filter Toolbar

Simple report filters offer and easy way

to create filters simple filter for one

value. They use the Equal to operator

only.

Note: Simple report filters are available

in Web Intelligence, the Java Report

Panel, and the Web Intelligence HTML

viewer.

The filter is a global filter so it

applies to the whole report and affects all the data blocks it contains.

To create a Quick Filter

1. Click the report tab of the report you want to filter.

2. Right-Click object you would to filter on.

3. Select Filter ➤ Add Filter.

4. Select the value(s) you want to display in the table or section. To select more than one value, press the Control key at the same time as you select the values.

5. Click OK. The value(s) selected display in the section or table to which you applied the Quick Filter.


To delete a Quick Filter

1. To delete a Quick Filter, click the row or column to which you applied the Quick Filter and click the arrow to the right of the Add filter button and select Remove filter.


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To create a simple report filter

1. Click Show/hide Report Filter toolbar on the main toolbar

➤ Properties ➤ View ➤ Filter Bar.

2. Click on the filter icon on the simple filter toolbar. You can add multiple objects to the toolbar to create multiple filters.

3. Select the value on which you want to filter from the drop down list of values. Web Intelligence filters the report on the value of the object you selected. For example, select "GU" from the list of values for the Region Code object and Web Intelligence filters the report to exclude all rows where State does not have the value "GU".


To delete a simple report filter

1. To remove a filter, click to select the drop down list box and select (Remove).


To create a standard report filter

1. Click the report tab of the report you want to filter.

2. On the Report toolbar, click the Analysis tab ➤

Filters ➤ Add Filter to display the Report Filters

pane.


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3. Select the part of the report you want to filter. The Report Filters

pane displays the name of the selected part of the report. For example, if you select a table, the Report Filter pane displays the name of the selected table.

4. Select Add Filter and the Available Objects screen appears.

5. Select the object you would like to filter on and select OK.

6. Select the operator.

7. Select Constant or

Value(s) from list.

When you define filters on measures or variables, you cannot select value(s) from the list of values; you need to type a constant(s).

8. If you selected Constant, type the value(s), you want to retrieve, in the Constant box. If you selected Value(s) from list, select the value(s), you want to retrieve, from the displayed List of Values and add them to the

Values Selected box, by clicking the ➤➤ button.

9. Click OK to confirm the filter definition. The selected report, section, or table, chart, or form displays only the values you specified in the custom filter.

To delete a standard report filter

1. Click On the Report toolbar, click the Analysis tab ➤ Filters ➤Edit Filter to display the

Report Filters pane.

2. Select the filter you would like to remove and select the remove filter icon.


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3. You can also select the remove all filters by select the multiple filters with the red X.

4. You can also remove a filter directly from the Toolbar.

5. Select the filter you want to delete and press Delete.


Using Input controls

Input controls provide a convenient, easily-accessible method for filtering and analyzing report data. You define input controls using standard windows controls such as text boxes and radio buttons. You associate these controls with report elements such as tables or section headers, and use the controls to filter the data in the report elements. When you select values in the input control, you filter the values in the associated report elements by the values you selected.

You can also define tables and charts as input controls. When you select a value in the table or chart, you filter the values in the associated report elements by the values you selected.

You can use input controls to analyze different scenarios by changing the value of variables. You

define a variable with a constant value, then assign an input control, for example a slider, to the variable. You can then change the value of the variable using the slider control; if the variable is part of a formula, you can use the slider control to examine different formula results based on the variable value.

Input controls are report-specific. They are grouped on the Input Controls tab on the Left Pane.

To add an input control

You must have sufficient document modification rights and be in Design mode to add input

controls.

1. Click Analysis > Filters > Controls > Define Control to display the "Select Report Object"

screen.

If you selected an entire table or chart before clicking Define Control, you can select Include objects from selected block only to restrict the list of objects in the wizard to the objects in the table or chart you selected.

You can also select the type of input control directly from the list of controls under Analysis > Filters > Controls instead of selecting Define Control. Those controls not compatible with the

data from the report element you selected are disabled. The control is automatically associated with the report object that supplies data to the selected report element and uses its default properties, and you move directly to selecting the report elements you want the input control to filter.

Select the report object to supply values for the input control, then click Next.


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Select the input control type. The list of control types is determined by the data type of the

report object.

Define the input control properties. The available properties are determined by the control type.

Click Next to display the Assign Report Elements wizard step.

Select the report elements you want the input control to filter.

Note: Each time you save a document, any input controls that have no associated report elements are removed.

Click Finish.

The input control appears on the Input Controls pane.

To edit an input control

1. Select the Input Controls tab in the Left Pane.

Click Edit on the input control to display the Edit Input Control dialog box.

In the Web interface, edit the input control properties in the Properties tab.

Edit the report elements associated with the input control on the Dependencies tab.

To filter data using input controls

1. Display the Input Controls pane by selecting the Input Controls tab in the Left Pane.

Note: The input control displays the message No dependent report elements if the report elements filtered by the input control are no longer in the report.

2. Select values in the input control.

The associated report elements are filtered based on the values you select. For example, if you select the "US" value of the [Country] dimension, the filter operator is Equal To, and there is a table associated with the input control, the table is filtered on the condition [Country] = "US".

3. To filter using a table or chart defined as an input control, select dimension values in the

table (rows, columns or cells) or chart (clickable data areas).

Note:

• Tables or charts defined as input controls can filter using dimension values only • The input control shows the message The table or chart is not in the report if the table

or chart is no longer in the report. • The input control shows the message Filtering dimensions not available if the filtering

dimensions are no longer in the table or chart. The input control becomes usable again if you add the dimensions to the table or chart.

• Table- and chart-based input controls are indicated by an icon in the top right-hand corner of the table or chart. Right-clicking the icon displays the following menu:

4. To remove all filters applied by input controls, click Reset at the top of the Input Controls

pane.


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Activity 6.2 – Enhance the Presentation of a Report

Purpose

Use this procedure to create a report with filters and add calculations. Copy the table and create an input field for users.

Overview


• Create a query with a vertical table. • Add optional query filter prompts. • Insert breaks. • Insert calculations. • Duplicate the table. • Add an input field for both tables.


2. From the list of classes in the Left pane,

select the following objects:



4. Drag Fiscal Month and Fiscal Year to the Query

Filters panel.

5. Set both filters as Prompts and make them

optional for users.

6. Click .

Class Object


Market Name


Fiscal Quarter

Fiscal Month

Vehicle Information

Retail Volume


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7. Select Fiscal Month 12 and Fiscal Year

FY149.

8. Click .

9. Apply a break on the Region and Fiscal

Year.

10. Add a percentage to the Retail Volume

column.

11. Define an Input Control on the Region to filter the first data block for the Gulf region only..

12. Create a duplicate of the table to the right of the existing table and filter it to show only data

for the Southeast region.

13. Save the document as Enhance Presentation and close the document.

Input

Control


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Ranking data to see top or bottom values

You may only want to show the extreme ranges of the data. Ranking allows you to determine

the top or bottom three or more of a given dimension on the basis of a given measure. It acts in the same way as a combined filter/sort function to project only, for instance, the top five in descending order.

Ranking can be applied by clicking the Add/Remove ranking button in the Web Intelligence window.


• Apply a ranking to show top values

Applying ranking to data

To apply ranking to data within a report, select the row or column to which you would like to apply ranking and then click the Apply/Remove Ranking button to open the Rank dialog box.

To apply ranking

1. Select the block that you want to rank.

2. Click On the Report toolbar, click the

Analysis tab ➤ Filters ➤ Ranking ➤ Add

Ranking to display the Ranking pane.

3. Click Apply/Remove Ranking. The Rank dialog box appears.

4. Click Top and select the number of records if you want to rank the highest records in the block.

5. Click Bottom and select the number of records if you want to rank the lowest records in the block.

6. Select the measure on which the ranking is based in the Based on list.

7. Click Ranked By and select the dimension on which the ranking is based if you want to rank by a particular dimension rather than by all dimensions in the block.

8. Select the rank calculation mode in the Calculation mode list. The available calculation modes include:

• Count: Counts the records and displays the first/last n records in the count, according to the Ranking Selection.

• Percentage: Counts the records and returns the ones corresponding to the top/bottom percent of the total records specified in the Ranking Selection. It is not a real percentage, for example, if you want 10% and there are a total of 100 rows, you would receive 10 rows.


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• Cumulative Sum: Adds up the values and displays the top/bottom n records required to reach the sum specified in the Ranking Selection.

• Cumulative Percentage: Counts the total value of all the records and displays the top/bottom n records required to arrive at the percent of the total specified in the Ranking Selection.

9. Click OK.


To remove a ranking

1. Click in the column or row from which you want to remove the ranking.

2. Click On the Report toolbar, click the Analysis tab ➤ Filters ➤ Ranking ➤ Remove

Ranking to display the Ranking pane.

3. You also have the option to edit a ranking from here.



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Tracking data changes

You may have reports that you refresh regularly to monitor performance or a situation. In this

case, you want to identify important changes quickly so you can analyze their cause and take appropriate action.

Web Intelligence allows you to do this with data tracking. After completing this unit, you will be able to:

• Understand how data tracking helps you monitor data • Activate data tracking • Set the reference data set • Format the data changes

Tracking data changes in Web Intelligence

To make informed and effective business decisions, you need to understand how the data that you use to monitor a situation or company performance changes over time. This understanding allows you to take appropriate and timely action to maintain and improve positive situations or

to prevent and remedy negative situations.

Web Intelligence allows you to track and highlight data changes so you can identify significant changes quickly, disregard irrelevant data, and focus your analysis on the root cause of the changes.

For example, a report can allow you to monitor inventory levels and sales. When a carline sells well, you can monitor inventory levels to ensure you replace the items as quickly as they sell. As a result, you can satisfy the high customer demand and sell high volumes of the successful item.

The value of data tracking is apparent when you compare the following series of reports. Without data tracking, you make ineffective use of your time because you must first identify

how the data has changed between the two refreshes shown here, before you can begin analysis of the reasons for the change:

On the other hand, in the following example, with data tracking activated, you can immediately see the changes and spend most of your time analyzing them.

FY149 FY150


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Types of data change

Web Intelligence allows you to track the following types of data change:

• Inserted data • Deleted data • Changed data • Increased data values • Decreased data values

You configure the display of these changes through the interface or the formula language. The formula language provides advanced users with additional power and flexibility in displaying and formatting changed data. Activating data tracking

Automatic data tracking mode

In automatic data tracking mode, you always compare the current data with the data before the last refresh. This is achieved by automatically setting the current data as the reference data just before each refresh. The reference data is always one refresh behind the current data. Automatic data tracking is appropriate for scheduled documents when you want to compare the current data with the data before the last refresh.

Manual data tracking mode

In manual data tracking mode, you select the reference data. You continue to use this data as a reference point until you update the reference point.


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To activate data tracking

1. Click Track on the main toolbar to display the Activate Data Tracking dialog box.

2. In the dialog box, select one of the following options:

• Auto-update the reference data with each refresh: Uses the current data as the reference data after each data refresh.

• Use the current data as reference data: Uses and maintains the current data as the fixed reference data for all data refreshes.

3. Optionally, click Refresh Now to refresh the data when the dialog box closes.

4. Click OK.

When you activate data tracking, two additional buttons become available to you:

You can choose whether to display changed data when data tracking is

activated.

1. Activate data tracking.

2. Select Track ➤ Show Changes (in Reading mode) or Analysis ➤ Data Tracking ➤ Show

Changes (in Design mode) to display changed data. Select the option again to turn off the

display of changed data

Note: Your ability to activate data tracking and to change the formatting for data

changes when data tracking is activated depends on the rights that your administrator has assigned you.


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Formatting data changes

You can configure the appearance (font style, size and color) of changed data in your document in the Data Tracking Options dialog box.

You can separately configure the appearance of the following changes:

• Inserted, deleted and changed dimension and detail values.

• Increased or decreased measure values.

Your BusinessObjects administrator defines the default appearance of changed data in the Central Management Server. When you configure the appearance of changed data in Web Intelligence, you override the CMS defaults.

To format the display of changed data

You must be in Design mode to configure the appearance of changed data.

1. Click Track Changes on the status bar at the bottom of the window to display the "Data Tracking" dialog box.

2. Select the Options tab.

3. Select each type of changed data you wish to display and click Format to specify how you

want the changes to appear.

Note: The Format buttons are visible only in Design mode.

To display or hide data changes

Click Hide changes/Show changes (the button tooltip text varies depending on whether the changed data is currently visible) to the right of Track on the main menu.


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Activity 6.3 – Track Data Changes

Purpose

Use this procedure to insert formatting rules to track data changes in a query.

Overview


• Open an existing query. • Add a filter to the query. • Create a report. • Activate data tracking. • Modify data tracking settings.

Scenario

MNAO Management wants a dealer report to monitor sales performance and quickly identify changes in the data at each refresh. Create a report that tracks and highlights changes to the data.

Create a new document, activate the tracking of data changes, define the reference data and the formatting that highlights insertions.


2. From the list of classes in the Left pane, select

the following objects:



Class Object


Fiscal Quarter

Dealers Dealer Name

Dealer Code

Vehicle Information

Carline Group

MNAO Revenue


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4. Set filters for fiscal year inlist (FY149; FY150)

and quarter inlist (Q1;Q2).

5. Click .

6. Remove Quarter from the table so that only

Year, Dealer Code and Name, Carling Group

and MNAO Revenue are showing.

7. Select the Analysis tab.

8. Select the Data Tracking tab.

9. Click .

10. Select the Compare with last data refresh radio button.

11. Select the Options tab.

12. Make sure that the checkbox for Insertions is selected.

13. Click .

14. Select a color for insertions.


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15. Click .


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16. Add Q3 & Q4 to the document using the Data

Access > Edit button.

17. Remove the Fiscal Quarter filter

from the Query Filters pane.

18. Click .

Your report should look similar to the report shown below.

19. Save the report as Track Data Changes 1, and close the report.


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Organizing a report into sections

In the previous section of this lesson, you saw that you could group data in a block using the

break function.


• Break a report into sections • Insert a sum and position it using drag and drop • Insert a chart in each section

About sections

You can group data in a block using the break function as illustrated below.

You can also use sectioning to group data. The difference is that the grouped value appears as a header outside the block instead of remaining within the block.


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However, there is a more important difference. A break only groups within a block, whereas sectioning groups the entire report. Notice the section lines in the illustration below run across the width of the report.

This has a number of advantages:

• You can have multiple

blocks projected from the same date set within a single report, all sub-grouped to the sectioned level.

• You can insert subtotal cells, repeated in each section, which are created by the simple process of drag and

drop.

.

You can apply sorts to the results displayed in section cells, to organize the order in which sections are displayed in report tables.

Sorting sections allows you to organize the section headers logically in a report. For example, when you create sections on a report for each year, you can apply a descending sort so that the sections are organized with the most recent year as the first section and the

earliest year at the end of the report.

To create a section

1. In the Document zone, right-click a cell in the row or column on which you want to create a section. For example, if you want to create a section on State, right-click one of the cells in the State row or column. A drop-down menu displays.

2. From the drop-down menu, select Set as Section.

The cell you selected defines which object is used to divide the table into sections. Each value of this object is displayed as a section header, and the table below each section header displays the data concerning that value.


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To display an aggregate

1. In the Document zone, click a cell in the row or column for the object on which you would like to display an aggregate. For

example, if you would like to display an aggregate for MNAO Revenue, click a cell in the MNAO Revenue row or column.

2. From the Report Toolbar, click the down arrow to the right of the Insert Sum/Count button, and then select the appropriate aggregation from the drop-down list.

Note: The default aggregation for measures is Sum, and the default aggregation for

dimensions is Count. If you want to apply the default aggregation for the object type you have selected, you can click the Insert Sum/Count button rather than selecting an aggregation from the drop-down list.

A new row or column displaying the aggregate is inserted in the table in each section.

Note: When you display an aggregate in a sectioned report, the overall total is not

calculated and displayed, like it is when you use a break and then apply an aggregation.

3. Optionally, to display the aggregate at the section heading level, click to select the cell with the aggregate and drag the cell to the section heading level.

To insert a block in each section

1. With a sectioned report open in the Web Intelligence window, click the Templates tab.

2. Click the appropriate template and drag it to one of the sections in your report. An outline displays to show the boundaries of the section to which you dragged the template.

3. Drop the template in the appropriate location in one of the report sections. The block appears in the same position in each section. You can now add to the block the data you want to display.

Navigating from section to section

The Map tab in the Left panel displays all the reports and sections contained in the document. You can navigate from section to section by clicking on the section names in the Map.

To navigate from section to section

1. In the Left panel, click Navigation Map. The Navigation Map tab displays all the reports and sections contained in the document.

2. Click on the + to expand the structure of the report you would like to navigate.


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3. Click on the name of the section you would like to navigate to. The Document zone scrolls down to display the selected section within the report.

Note: You can use the Navigation Map tab in the Left panel to jump from one report to

another, as well as to navigate from section to section. This feature is useful when you have a large document with multiple reports and many sections to navigate through.

To delete a section

Use the View Structure mode to display the report structure when deleting a section.

1. In the Web Intelligence window, click View Structure. The section dividers show the beginning and end of the section.

2. Click the start or end divider line of the section you want to remove.

3. Press the Delete key.


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Activity 6.4: Create Sections in a Report

Purpose

Use this procedure to organize information in a report.

Overview

You perform the following tasks to create sections in a report:

• Create a document • Insert section breaks • Add sums • Add sorts • Create a chart • Format the table and chart

Scenario

You want to create a report with sections that highlight sales for a quarter and a fiscal year.

Create a new document and use the sections to display the data clearly.



following objects:



3. Drag Fiscal Year to the Query Filters

pane.

4. Set both filters as Prompts and make

them optional for users.

5. Click .

Class Object


Fiscal Quarter


Vehicle Information

Carline Group

MNAO Revenue


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6. Leave Fiscal Quarter blank.

7. Select Fiscal Year FY150.

8. Click .

9. Click in a row in the Fiscal Quarter column.

10. Right-click and select .

11. Highlight a row in the Region Code column.


The report shows a section for Fiscal Quarter and then a section for Region Code.


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13. Highlight a row in the MNAO Revenue column to add a sum

for Fiscal Quarter and Region Code.

14. Right-click and select Insert > Sum.


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Your report shows totals for Fiscal Quarter and Region Code.

15. Right-click the Sum in the first Fiscal

Quarter and Region Code section.

16. Select Copy.

17. Click somewhere to the right of the

Region Code section header.

18. Right-click and select Paste.

19. Right-click in the Sum in the First Fiscal

Quarter and Region Code section.

20. Select Copy.

21. Click somewhere to the right of the Fiscal Year section header.


23. Expand the results so that all numbers display to the right of

each section header.


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24. Insert a chart into the report to display results.

25. Select the Report Elements > Charts tab.

26. Click .

27. Select Stacked Column.

28. You need to assign the data to the chart. Right-click and select Assign data.

29. In the Category Axis drop-down, select Carline Group.

30. In the Value Axis 1 drop-down, select MNAO Revenue.

31. In the Region Color drop-down, select Carline Group.

32. Click .

33. Save the report as Create Sections in a Report 1, and close the report.


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Knowledge Checkpoint: Enhancing the presentation of reports

1. What are two advantages of applying breaks to a report?

2. What is the difference between a query filter and a report filter?

3. What is the name of the feature that allows you to display only top or bottom values of the data returned by a query?

4. When you want optimal flexibility in creating a report filter, what is the most appropriate way to create the filter?

5. What are the differences between applying breaks and sections to a report?


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Knowledge Checkpoint Answers: Enhancing the presentation of reports

1. What are two advantages of applying breaks to a report?

Answer: Breaks can be used to subgroup data within a block and to easily apply and display

subtotals.

2. What is the difference between a query filter and a report filter?

Answer:

A query filter is created in the Query panel to limit the data retrieved from the database; a

report filter is created in the Web Intelligence window and allows you to restrict the data

shown in the report simply by hiding the data you are not interested in.

3. What is the name of the feature that allows you to display only top or bottom values of the

data returned by a query?

Answer: Ranking

4. When you want optimal flexibilty in creating a report filter, what is the most appropriate

way to create the filter?

Answer: The Filter Pane offers the most flexibility in the definition of your report filter.

5. What are the differences between applying breaks and sections to a report?

Answer:

The difference is that the grouped value appears as a header outside the block instead of

remaining within the block. A break only groups within a block, whereas sectioning groups the entire report


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Lesson summary


• Use breaks, calculations • Use sorts • Format breaks and cross tabs • Use report filters • Rank data to see top or bottom values • Track data changes • Organize a report into sections

Lesson 6 – Formatting Reports BusinessObjects Web Intelligence 4.x

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Lesson 7 – Formatting tables and charts

Lesson introduction

This section describes how to display information in tables and charts. After completing this

lesson, you will be able to:

• Format documents • Format charts


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Formatting tables

To select a background color for the table or cells

You can set the background color for a table or its cells. When the background color of cells are defined (even as white), they take precedence over the table background color. If you try to apply a background color to all of a table, and the cells remain white, make sure that the cells are not set with a white background.

1. Select the table or cell, right-click, then select Format Table or Format Cell.

2. Select the Appearance tab on the dialog box.

3. Click the radio button next to the color palette icon to the right of the No color option.

4. Click the arrow next to the color palette icon to display the palette.

5. Select the color using the palette.

6. Click OK.

To define alternate row and column colors for a table

1. Select the table, right-click, then select Format Table.

2. Select the Appearance tab in the dialog box.

3. In the Alternate Color section, set the frequency with which you want the alternate color to

appear for the alternate row color in the combo box next to Frequency.

4. Click the arrow next to Color and select the color using the color palette.

5. Click OK.

To insert an image or skin in a table

1. Select the table, right-click, then select Format Table.

2. Select the Appearance tab in the dialog box.

3. To display a skin, select Skin then select the skin from the list. When you apply a skin to a

table, ensure that the horizontal or vertical padding value is greater than 0.00, otherwise the skin will not be displayed.

4. To reference an image using a URL, select Image from URL then type the URL.

• To access an image on the corporate server, type the image name. The application inserts boimg:// when you click Apply.

• To access an image file directly, click Image from file, then click Browse to browse to the file.

5. If you chose to reference an image file, use the Display and Position lists to determine how the image appears.

6. Click OK to close the dialog box.

7. To remove the image or pattern, select None for the pattern.


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To format table or cell borders

1. Right-click the table or cell, then select Format Table or Format Cell from the shortcut menu.

2. Select the Border tab.

3. Use the controls in the tab to set the border styles and colors.

To format text in table cells

1. Select the cells whose text you want to format. (To select multiple columns or cells, select the first column or cell, hold down the Ctrl key, then continue selecting columns or cells.)

If you select a cell in a column, all cells in the column are selected.

2. Format the text in the selected cells using the Format Cell ➤ Font toolbox.

3. Select the font, style, size and effects, as required.

4. Click OK.

To set cell height and width

You can define the height and width of cells by using drag and drop or specifying the size of cells in the "Format Cell" dialog box.

If you want to hide cell contents on reports, you can set the cell width to 0.1 cm so that the cell width can be modified to display the cell contents later.

1. Drag the cell borders until the cell is the height and width you want, or:

2. Select the cells you want to change, right-click and select "Format Cell" .

3. Select the General tab.

4. Set the cell height and width.

5. If you want to set the cell to autofit, select Autofit width to content and/or Autofit height to content and set the minimum width and height.

Some functions are incompatible with AutoFit cells. If you place any of these functions in an AutoFit cell, the function returns the #RECURSIVE error message.

You can also set AutoFit cell width and height by double-clicking the cell borders.

• To set AutoFit cell width, double-click the right border of the cell • To set AutoFit cell height, double-click the bottom border of the cell

AutoFit retains the current cell size as the minimum size and enlarges the cell size, if the string that the cell contains is larger than the minimum size specified.

Note:

• Documents that contain tables with the cell size set to AutoFit, take longer to display than documents where tables contain cells with a fixed cell width and cell height.

• Auto-Height and Auto-Width properties don't work correctly when Read Cell Content is set to HTML in a Web Intelligence report.

Effects of autofit and wrap text


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The following table lists the effects of the autofit and wrap text features, when used separately and in combination:

Feature Effect

Wrap text Text is wrapped at the end of the cell.

Autofit width Cell width is adjusted to display all the text.

Autofit height Cell height is adjusted to display all the text.

Autofit width + autofit

height

Cell width and height is adjusted to display all the text

Wrap text + autofit width Cell width is adjusted to accommodate the longest word. Because the cell height is not adjusted to the number of lines of text, text

might be truncated vertically.

Wrap text + autofit height Cell height is adjusted to accommodate the number of lines of text

created by the wrap text. Because the cell width is not adjusted to the longest word, text might be truncated horizontally.

Wrap text + autofit height +autofit width

Cell height and width is adjusted to the text and there is no horizontal or vertical truncation.

To copy formatting using the Format Painter

You can quickly apply the formatting from a report, table or cell to other reports, tables or cells

using the Format Painter. The Format Painter tool is available in the "Tools" section of the "Formatting" tab.

The formatting options applied depend on the objects you choose as the source and target. In general, only properties that affect the visual formatting (for example font style, background color) are applied. Properties that affect the display of data (for example, table properties such as "Avoid duplicate row aggregation" property) are not applied.

1. Select the report, table or cell whose formatting you want to apply.

2. Click the Format Painter to apply the formatting once, or double-click to apply the

formatting multiple times. The Format Painter is in the Format ➤ Tools toolbox.

3. Click the report, table or cell to which you want to apply the formatting.

• If you single-clicked the Format Painter, it is deactivated. • If you double-clicked the Format Painter, it remains activated.

4. If you double-clicked, click the Format Painter again or press Esc to cancel the formatting operation. (You can do this before applying the formatting for the first time if you decide to abandon the formatting operation.)

To set the position of a table or chart on the report page


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Below are the directions for positioning a table or chart on a report page. You can also reach the same Layout box by either Report Elements ➤ Position ➤ Align or by right clicking the table or chart and selecting Align.

1. Select the border of the table or chart, right-click and select Format Table ... or Format Chart ....

2. Select Layout.

3. Use the controls in the Position section to set the position of the table or chart in relation to other report elements.

To layer tables and cells

Layering determines how tables and cells appear when they occupy the same space in a report. An object further forward in the layering order appears over an object further backward in the layering order.

1. Select the table or cell whose layer you want to set.

2. Right-click, click Order and click the layering option.

Option Description

Bring to front Make the table or cell the first object in the layering order.

Send to back Make the table or cell the last object in the layering order.

Bring forward Bring the table or cell one layer forward in the layering order.

Send backward Send the table or cell one layer backward in the layering order.

To merge table cells

1. Select the cells you want to merge by holding down the Ctrl button and clicking the cells.

2. Keep the Ctrl button pressed, right-click and select Merge.

When you merge cells the merged cell contains the data from the first cell you selected only. Data from all the other cells is lost.

Controlling the display of tables

To show or hide tables, rows or columns

Sometimes tables or specific rows and columns display no values. For example, if a sales of a specific product are discontinued, table rows or columns that normally show results for that product appear empty. By default, these empty rows, columns, or tables are displayed. You can choose to display or hide them. When a table or element is hidden, its name is italicized in

grey in the "Document Structure" and Filters pane.

You can also display and hide tables based on the result of a formula.


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1. Select the table, right-click and select Format Table.


3. Select Hide always to hide the table.

4. Select Hide when empty to hide the table when it is empty.

5. Select Hide when following formula is true and type a formula in the box to hide the table when the formula is true.

6. Select Show rows with all empty measure values to display rows with empty measure values.

7. Select Show rows with empty dimension values to display rows with empty dimension values.

8. If the table is a cross table, click Show rows/columns with empty dimension values to display rows/columns with empty dimension values.

To redisplay hidden tables, cells or sections

Tables, cells and sections can be hidden unconditionally, if they contain no data, or based on the result of a formula. You can redisplay these tables. To show all hidden elements in a report: right-click in the report and select Show all hidden content. You can also do the following:

1. Select the hidden table, free-standing cell or section in the Document Structure and Filters

tab in the Left Pane, or select the hidden report object in the table in which it is displayed.

2. Right-click and select Hide ➤ Show.

To hide dimensions in tables

1. In Design mode, select the column containing the dimension.

2. Select Report Elements ➤ Behaviors ➤ Hide ➤ Hide Dimension to hide the dimension.

To redisplay hidden dimensions

1. In Design mode, select the table containing the hidden dimensions.

2. Select Report Elements ➤ Behaviors ➤ Hide ➤ Show Hidden Dimensions to redisplay the

dimensions.

3. If the hidden dimensions were the only objects in the table, right-click the table in the

Document Structure and Filters pane of the Left Pane and select Hide ➤ Show Hidden

Dimensions.

To avoid duplicate row aggregation

When rows contain duplicate data, measure values are aggregated by default. You can choose not to aggregate measure values in this situation.

1. Select the table, right-click and select Format Table .


3. Select Avoid duplicate row aggregation.


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To show or hide table headers and footers

1. Select the table, right-click and select Format Table to display the "Format Table" dialog box.


3. Select Table headers to display the headers.

4. Select Table footers to display the footers.

Note: In a cross table the options are Show top header, Show left header, Show bottom

footer, Show right footer.

To start tables on a new report page


2. Select the Layout tab.

3. Select Start on a new page in the Vertical or Horizontal panes. The Horizontal and Vertical panes refer to the table axes.

To display object names in headers on cross tables



3. Click Show object names to display the object names in additional headers on the cross table.

To avoid page breaks in tables



3. Select Avoid page breaks in table in the Vertical or Horizontal panes.

The Horizontal and Vertical panes refer to the table axes.

To repeat table headers or footers on report pages



3. Select Repeat header on every page or Repeat footer on every page in the Vertical or

Horizontal panes. The Horizontal and Vertical panes refer to the table axes.


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Displaying data in free-standing cells

Free-standing cells defined

Free-standing cells are single cells that stand alone in a report. You can place any text or formula in a blank free-standing cell, or you can use pre-defined free standing cells that display

specific information.

The available free-standing cells are listed below.

• Formula and Text Cells: • Blank Cell - Empty cell in which you can enter any text or formula. • Drill Filters - Uses the DrillFilters function to display details of the drill filters

applied to the report. • Last Refresh Date - Uses the LastExecutionDate function to display the last date

when the document was refreshed. • Document Name - Uses the DocumentName function to display the document name.

• Query Summary - Uses the QuerySummary function to display details of the queries in

the document.

• Prompt Summary - Uses the PromptSummary function to display details of the

prompts in the document. • Report Filter Summary - Uses the ReportFilterSummary function to display the

report filters applied to the report. • Page Number Cells:

• Page Number - Uses the Page function to display the number of pages in the report.

• Page Number/Total Pages - Uses the Page and NumberOfPages functions to display the

current page number and the total number of pages in the report. • Total Number of Pages - Uses the NumberOfPages function to display the total number

of pages in the report.

For more information on the functions used in free-standing cells, see the Using Functions, Formulas and Calculations in Web Intelligence guide, or see the online help.

To insert a free-standing cell in a report

You must be in Design mode to insert a free-standing cell.

1. Select Report Element ➤ Cell ➤ Blank to insert a blank cell.

2. Select Report Element ➤ Cell ➤ Pre-Defined and select from the list of cells to insert a

pre-defined cell.

3. Place your mouse over the part of the report where you want to insert the cell and click the left mouse button.

4. If you inserted a blank cell, type the text or formula of the cell in the Formula box in the Analysis menu.

5. To delete the cell, select it and click the Delete button.

To hide free-standing cells

You can hide free-standing cells unconditionally, when they are empty, or based on the result of a formula.


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1. Right-click the free-standing cell and click Format Cell to display the "Format Cell" dialog box.


3. To hide the cell unconditionally, select Hide always.

4. To hide the cell when it is empty, select Hide when empty.

5. To hide the cell based on the result of a formula, click Hide when the following formula is

true and type the formula in the box


Tables, cells and sections can be hidden unconditionally, if they contain no data, or based on the result of a formula. You can redisplay these tables. To show all hidden elements in a report: right-click in the report and select Show all hidden content. You can also do the following:

1. Select the hidden table, free-standing cell or section in the Document Structure and Filters tab in the Left Pane, or select the hidden report object in the table in which it is displayed.


To copy a free-standing cell

You can copy and paste free-standing cells within a report or into external applications such as Microsoft Word and Excel. You cannot copy free-standing cells from one application instance to another.

1. Select the free-standing cell, then click Copy on the toolbar.

2. To paste the free-standing cell to another part of the report, right-click where you want the free-standing cell to appear and click Paste on the menu.

3. To paste the free-standing cell into another application, paste the contents of the clipboard from within the application.

You can also copy a free-standing cell into another application by dragging and dropping the free-standing cell directly into the open document in the target application.

The free-standing cell appears as a picture in the open document if pasted to another application.

Modifying the default section properties

When you highlight a section in a Web Intelligence document, the Format Section tab provides options that allow you to change the default formatting of the selected section.


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To set the page layout of a section

1. Right-click the section and select Format Section from the menu.

2. Select the Layout tab in the dialog box.

3. Select Start on a new page to start each section on a new page.

4. Select Avoid page breaks to avoid page breaks in the section.

5. Select Repeat on every page to repeat the section header on every page.

To hide sections

1. Select the section.

2. Select Report Elements ➤ Behaviors ➤ Hide to hide the section.

3. Select Report Elements ➤ Behaviors ➤ Hide When Empty to hide the section when it is

empty.

4. Select Report Elements ➤ Behaviors ➤ Hide When , select Hide when the following

formula is true, and type a formula in the box to hide the section when the formula is true.

The formula must return a Boolean value (True or False).


Tables, cells and sections can be hidden unconditionally, if they contain no data, or based on the result of a formula. You can redisplay these tables. To show all hidden elements in a report: right-click in the report and select Show all hidden content. You can also do the following :

1. Select the hidden table, free-standing cell or section in the Document Structure and Filters

tab in the Left Pane, or select the hidden report object in the table in which it is displayed.


To define colors and images in a section

1. Right-click the section and select Format Section.

2. Click the Appearance tab in the dialog box.

3. Define the colors and images using the controls in the Appearance tab.

Preparing documents for PDF and printing

When you prepare documents for a PDF file or printing, you can use the properties at various

levels of your document to ensure that the data displays on the page in a way that is easy to view and interpret.

For example, you can use the properties to:

• Avoid page breaks in a block.


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• Ensure that sections start on new pages.


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Activity 7.1 – Format and Print Reports

Purpose

Use this procedure to create a report with formatting options.

Overview


• Create a query. • Add a filter to the query. • Insert calculations • Insert section breaks. • Create a chart. • Add sums to the chart. • Format charts for printing. • Add and format reports.

Scenario

You want to create a report with formatting options that comply with the standards set by MNAO. Ensure that the data is easy to read and interpret by report consumers.

Create a new document and use the appropriate format options to display the data clea rly. In

this exercise you can double click or drag elements into the Result Objects panel.

1. Create a query.

2. From the list of classes in the Left pane,

select the following objects:



Class Object

Dealer Performance > Dealer Loyalty

Dealer Code

Market Name

Region Code

Fiscal Year

Fiscal Quarter

Fiscal Month

Dealer Loyal Qty

Loyal Roll 1 Month


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4. Drag Fiscal Month and Fiscal Year to the

Query Filters panel.

5. In the Fiscal Year selection drop down

list, accept the default.

6. Set both filters as Prompts and make

them optional for users.

7. Click .

8. Select Fiscal Month 2 and

Fiscal Year FY150.

9. Click .

10. Create sections.

You can insert sections that display specific details of an object.


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11. Highlight a cell in the Fiscal Year column.


13. Create totals for the sections.

14. Add a section for Fiscal Quarter.

15. Highlight the first Fiscal Quarter section

header.

16. Click to open the Formula Editor so

that you can add a total of Dealer Loyalty

numbers to the section header.


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17. In the Formula field, select variables or type the

following formula:

18. =[Fiscal Quarter] + "Total Dealer Loyal Qty by

Quarter" + " -- " + Sum([Dealer Loyal Qty])

19. Click .


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20. Change the color for the sections.

21. You can highlight data in the report by adding borders and changing the color of the

background or other details of the section heading.

22.

23. Highlight the first section header.

24. Right-click and select Format Cell.

25. Select Border.

26. In the Color drop-down selector, click on Navy Blue.

27. Select Appearance.

28. Click the Color radio button.

29. In the Color drop-down selector, click Pale Blue.

30. Click .


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31. Insert additional Report – Dealer Loyalty Quantity by Fiscal Year and Month

32. Right-click on Report 1 tab in the bottom of the screen.

Select Add Report.


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33. Click to display the objects.


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34. Highlight Fiscal Month, Fiscal Quarter, Fiscal Year,

and Dealer Loyalty Quantity (use Ctrl key).

35. Drag them into the new report.

36. Highlight a row in the Fiscal Year

column.

37. Right-click and select Break > Add

Break.

38. Select Analysis tab.

39. Highlight a row in the

Dealer Loyalty column.

40. Click .


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41. Select Page Setup tab.

42. Select the Margins tab.

43. Change the margins to 1.5 cm.

44. In the Page tab, change the

landscape to Landscape.

Note: You may need to change

the paper selection to Letter.


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45. Highlight the table.

46. Right-click and select Format Table.

47. Select Appearance.

48. Change the Spacing and Alternate color to

enhance the table view.

49. Click .

50. Highlight a row in the Fiscal Year column.

51. Right-click and select Text > Font.


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52. Select Font style Bold.

53. Click .


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Print to PDF.

54. Click to print the

report to PDF.

55. Click .

56. Freeze Header and Year Column (Report 2)


58. Right-click and select Format Table.

Printer icon


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59. Select Repeat on every page.

60. Select Repeat footer on every page.

61. Click .

62. Save the report as Format and Print Reports, and close the report.


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Formatting charts

Like reports, tables and cells, charts are composed of a number of elements that can be formatted

separately. Web Intelligence provides all the chart formatting features that you are familiar with when creating professional reports.

In this section of the lesson, you explore a few of the chart formatting features that are available. After completing this unit, you will be able to:

• Change the default properties for a bar chart • Change the default properties for a pie chart

Formatting chart areas

You can format a chart area or a selected chart area (title, legend, axes, plot area, area title) and format it using the Format Toolbar.

To format a chart

You must be in Design mode.

There are several ways to format a chart. One way is given below. Alternatively, select the

chart and then Report Elements ➤ Chart Style ➤ the last icon.

How to access the Format Chartdialog box.

1. Right-click the chart and click Format Chart...

2. Select the chart area: Chart Block, Title, Legend, Chart Axis, or Plot Area. If you have preselected a chart area before calling the dialog box, this area is displayed automatically without you having to navigate.

3. Select the functional tab that you want to change in the left pane.

4. Expand the tab of the chart area you want to format, then select the functional tab.

5. Change what you want. Then, click Apply if you want to see the changes before you close the dialog box. You may want to make some other changes before you close the dialog box. Otherwise, click OK if you want to save the changes and close the dialog box.

Formulas in chart elements

The following chart elements can use a formula:

• Chart title • Legend title • Axis titles • Maximum and minimum values for axis scaling

You can directly enter text in Custom Value or Fixed Value. Otherwise, you can use the

Formula Editor.

To insert and format a chart title

You must be in Design mode. You must open the "Format Chart " dialog box.


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Information about the title can be changed in two places: In Chart Area ➤ Chart block ➤ Area

Display, you can only display or hide the title, type a label for the title or use a formula, and

modify/define the title position. In Select Chart Area ➤ Title ➤ Design, you can modify all the

settings for the title.

1. Click Adjust Layout to see more options. For the chart title width and length, fixed is an absolute value and proportional is a percentage of the chart size.

2. For the border and background colors, you can select either a color and transparency or define a gradient. If you choose a color, a slider appears for you to choose the transparency value. 0% is transparent and 100% is opaque.

To display a chart with a 3D look

You must be in Design mode. You must open the Format Chartdialog box.

1. Select the chart, right-click and select Format Chart.

2. Select Chart Block ➤ Palette Style Type

3. Select 3D look.

Some types of bar charts (where bar display effects have been activated) do not look very attractive if they also use 3D look.

Assigning colors to charts

You can select a chart series or a legend item and assign it a color using the "Format" Toolbar. The color assignment is saved with the chart; you can reset all colors by applying a palette to the chart Rules for conservation at Turn Into:

• The dimension driving legend color (assigned to Region Color or Pie Selector Color) must be the same.

• The legend items must be the same (no adding or removing a dimension driving

Region shape).

Note: You cannot assign colors to dual value axis charts.

To add background colors to a chart



2. In the Web interface, select Chart Block ➤ Background

3. Select either a color and transparency or define a gradient. If you choose a color, a slider

appears for you to choose the transparency value. 0% is transparent and 100% is opaque.

To modify chart borders

You must be in Design mode. You must open the "Format Chart "dialog box.



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2. Select Chart Block ➤ Border

3. Use the Border Editor to format the borders.

To format the Plot Area background

You must be in Design mode. You must open the "Format Chart " dialog box. The options available vary depending on the type of chart.

There are two options for grid and background:

• Plain background • Background color • Grid color for vertical / horizontal grids (note that the grid options slightly differ

depending on the chart type: no grid for pies, radial/concentric grid for radars and specific options, three grids for 3D chart)

• Striped background (no grid definition, but alternate colors). The striped background

option may not be available depending on the chart type (e.g. Pies and 3D charts)

1. Select Chart Area ➤ Plot Area ➤ Background.

2. Adjust the Background color.

3. Select whether you want a gradient or not.

To hide the floor of a 3D chart


1. Select Chart Area ➤ Plot Area ➤ Background.

2. Change the Show Floor setting.

To show and format chart legend

You must be in Design mode. You must open the "Format Chart " dialog box.

Information about the title can be changed in three places: In Chart Area ➤ Chart block ➤

Area Display, you can only display or hide the legend and the legend title. In Chart Area ➤

Legend ➤ Design, you can modify all the settings for the legend. In Chart Area ➤ Legend ➤

Title, you can format the legend title.

1. In the "Design" tab, you can make the legend visible or not, adjust the symbol size, position and layout, group by dimension, adjust the text settings and border and background settings.

2. In the "Title" tab, you can choose show or hide the title of the legend, and choose Automatic Title or Custom Title. Custom Title allows you to define a formula to be used for the Legend title.

To avoid page breaks in charts

You must be in Design mode. You must open the "Format Chart" dialog box.

• Open Chart Block ➤ Layout, select Avoid page breaks in chart. It can be selected for

both horizontal and vertical breaks.


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To manage stacking options

You must be in Design mode. You must open the "Format Chart" dialog box. Globally stacked means that the measures are also stacked.

100% stacked is transversal to the selected stacking mode.

Because the stacking is done axis by axis, you can choose to stack some data and not other data. (for instance, stacking bars, but not lines.)

1. Select Value Axis ➤ Design .

2. Under "Stacking", select "Unstacked", "Stacked Chart", or "Globally Stacked Chart".

To assign axis labels in data values


1. Select Chart block ➤ Data Values.

2. Check Data label displaying mode.

3. Select the appropriate Data Type.

You can also change the other Data Value settings on this page.

To format axis label text, borders, and background


1. Select Category Axis or Value Axis.

2. Select Design to make the axis visible. Under "Layout", you select whether to display axis, show labels, the orientation of the labels and other settings.

3. Under "Color Options", select the axis color, grid color, grid background color, and the text options.

To format the axis grid


1. Select Category Axis ➤ Design.

2. Under "Layout", select "Automatically Reduce Font Size of Labels displayed in grid".

3. Under "Color Options", select the "grid color" and "grid background color".

To format axis values, numbers and text


1. Select Category Axis or Value Axis.

2. Select Design to format axis values, numbers, and text.

3. Under General, you can select that the axis is visible.

4. Under "Layout", you can display the axis, show labels, change the orientation, adjust label, automatically reduce the font size of labels displayed in grid, reverse order on the category axis, set the axis label delete mode and show continuous axis layout.


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5. Under "Color Options", you can set the axis color, grid color and grid background color.

6. Under "Text", you can choose the font and the text policy (wrap or truncate).

7. Under "Number Format Pattern", select the pattern you want for your numbers. (This only appears where you have numbers.)

To show a specific range of axis values


Note: Overscaling - a specific display indicates that a bar is incomplete. (Its value is out

of the axis Max/Min values.)

1. Select Value Axis, Design.

2. Under Scaling, enter the "Minimum Value" and the "Maximum Value".

The application displays the minimum and/or maximum values you specified on the axis.

Linear and logarithmic axis scales

By default, the application displays the Value axis on charts as a linear scale. You can set the axis to a logarithmic scale. Logarithmic scales allow you to examine values that span many orders of magnitude without losing information on the smaller scales.

In a linear scale, the axis markers are evenly spaced. Linear scales are based on addition.

Consider, for example, the linear sequence: 1, 3, 5, 7, 9.

• To get the next number in the sequence, you add 2 to the previous number.

Logarithmic scales are based on multiplication rather than addition. In a logarithmic scale, the steps increase or decrease in size. Logarithmic scales are based on multiplication (or division). Consider, for example, the logarithmic sequence: 2, 4, 8, 16, 32.

• To get the next number in the sequence, you multiply the previous number by 2. We can say that this sequence represents ̀ `base 2.''

Consider the following sequence: 1, 10, 100, 1000, 10000.

• This sequence represents ̀ `base 10,'' because you get the next term in the sequence by multiplying the previous term by 10.

To display the Value Axis logarithmically


Note: If you have a negative data value, a warning icon appears, if you have activated

the warning icons.

1. Select Value Axis ➤ Design.

2. In "Axis Scaling", select Logarithmic.


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A logarithmic scale uniformly presents percent changes rather than point changes. In other words, the distance from 1 to 2 (100% increase) is the same as the distance from 2 to 4 (another 100% increase).

Displaying and formatting chart data

To hide an empty chart


Sometimes charts display no values. For example, if sales of a specific product are discontinued, a chart that normally displays results for that product will appear empty. By default, the application displays such empty charts on reports. If wished, you set the application to hide charts whenever they are empty.

1. Select the Chart block ➤ General tab.

2. Select Hide always to hide the chart.

3. Select Hide when empty to hide the chart when it is empty.

4. Select Hide when following formula is true and type a formula in the box to hide the chart

when the formula is true.

To exclude rows containing zero values in tables and charts

You must be in Design mode. You must open the "Format Chart" or Format table dialog box.

Rows that contain zero values or sums that are zero can be suppressed from charts since the data may not be useful. You can include rows that contain measure va lues that are zero, or where any sum or measure values is zero, or both.

When this option is deactivated, there will be no row in the table or item/detail in the chart. The

zero values are suppressed. Sum is mostly used in crosstables.


2. In the Display section, unselect Show rows for which all measure values = 0 if you want to suppress measure values that are equal to zero.

3. In the Display section, unselect Show rows for which all sums of measure values = 0 if you want to suppress measure values where the sum of the measure values is zero. This option applies to crosstables. Your chart or table will exclude the selected data.

To specify a palette style for the chart data


Note: Dual axis charts use two color palettes.


2. Select Chart Block ➤ Palette Style

3. Select the Color Palette and the percent of transparency.


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4. Under "Marker", you can also choose symbols, symbol size, symbol palettes, border, border color.

5. Under "Chart Series Style", you can choose "Bar Effects".

6. Under "Light and Shadow Effects", you can select many light and shadow effects: offset, color, shadow, and 1-sided shadow.

To apply special effects to bar charts, pie charts, and bubble charts



2. Select Chart Block ➤ Palette Style.

3. In "Chart Series Style", you can select an effect. For pie charts, you can choose a texture and an effect.

To apply light and shadow effects




3. In "Light and Shadow effects", you can select an effect.

To manage measure-based coloring in Tree maps, Heat maps and Tag Cloud

charts

Associate a measure to the coloring method feed (Rectangle Color for maps, Tags Family for TagCloud). You must be in Design mode. You must open the "Format Chart" dialog box.

The coloring method determines the color of rectangles or tags based on the value of a reference measure.

There are four coloring methods available.

• Palette coloring: You can define the number of ranges and the colors are associated automatically based on the selected palette. You can also define range definition and the color for null or empty values.

• Gradient-based palette coloring: Additionally, for this coloring you can define a 2 or 3 color gradient associated to the ranges.

• Gradient-based palette coloring using measure polarity: Additionally, for this color you can define a 2 or 3 color gradient associated to Measure with Neutral Polarity.

• Custom range coloring: You can define the ranges manually and associate the colors by either percentage or absolute value.



3. Select a coloring method and define the number of color ranges.

4. If needed, define a range for the measure values and associate a color to out of range values.


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5. Select a color for null or empty values.

6. Define the gradient for gradient methods or associate a color to each range for the custom method.

For custom range coloring, define the Maximum and Minimum values of the color ranges. (It is automatic for other methods)

To show or hide data values



2. Select Chart Block ➤ Data Values

3. Select Data label displaying mode to show the data.

4. You can adjust the settings for various parameters, depending on the chart type. For instance for a pie chart, select the data type, the data position, border size, background

color, etc.

To format data markers




3. Under "Marker", you can select symbols, symbol size, symbol palettes, mono symbol, border, and border color.


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Activity 7.2 – Format Charts

Purpose

Use this procedure to create and format various charts.

Overview


• Create a new query. • Add filters. • Display results in different charts. • Format charts.

Scenario

You use charts to present data graphically so the report consumers can understand and interpret the data quickly. You can enhance the ability of report consumers to assimilate the data presented in document when you apply appropriate format options to charts.

Display the data in charts, and format the charts to present the data in a way that is clear and easy for report consumers to read.

In this exercise, you can double-click or drag selected objects and measures to the Results Objects panel.






Class Object

Dealer Performance > Gross ad Spend

Dealer Code

Market Name

Region Code

Fiscal Year

Fiscal Month

UMA Dealer

SMA Dealer

Spendable Allowance


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1. Drag Fiscal Year and Fiscal

Month to the Query Filters

pane.

2. In the Fiscal Year and Fiscal

Month selection drop down

lists, select Equal to.

3. In the Fiscal Month value

field, enter 2.

4. In the Fiscal Year value field,

enter FY150.

5. Click .

6. Add a new report.

7. In the left pane, select Fiscal

Year, UMA Dealer, and SMA

Dealer and drag them into

the report.

8. Select the table.

9. Right-click on the table and

select Filter > Add filter.


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10. Click .

11. Select Region Cd.

12. Click .

13. Select NE, PA, and SE and add them

to the Region Cd In List pane.

14. Click .


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16. Click .

17. Select

More

Transformations.

18. Select Bar.

19. Review the Axis selections made and use

the Region Color drop-down icon to select

Measure names.

20. Click .


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21. Highlight the chart.

22. Right-click and select Format Chart.

23. Select Data Values.

24. Select the Data label displaying mode check-box.

25. Click .


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26. Select Format chart again to make more

changes.

27. Select Area Display.

28. Deselect the Data Values > Data label

displaying mode checkbox.

29. Select Legend > Location Left so that the legend

displays on the left side of the chart.

30. Select Area Display.

31. Select the Title > Visible checkbox.

32. In the Title Label field, type Area Chart.

33. Click .

Your chart should look similar to the following example.


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35. Drag Fiscal Year, Region Cd, and

SMA Dealer to the new report.

36. Select Tools > Pie Chart.

37. Highlight the chart.

38. Right-click and select Format Chart.

39. Select Data Values.

40. Select the General > Data label displaying mode

checkbox.

41. Change the Background Color to pale blue.

Select Background.

42. Click .


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43. Click to change the font color.

44. Select White from the color chart.

45. Save the document as Format Charts 1, and close the report.


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Knowledge Checkpoint: Formatting reports

1. What part of the Toolbar is used for formatting a document and its reports?

15. What document elements can I modify using the Properties tab of the Left panel?

2. How do you access the default properties for the report section you want to format?


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Knowledge Checkpoint Answers: Formatting reports

1. What part of the Left panel is used for formatting a document and its reports?

Answer:

The Properties tab is used for formatting a document and all of its elements. You can

also use the Formatting toolbar to apply some of the same formatting features.

2. What document elements can I modify using the Properties tab of the Left panel?

Answer: Report, Table, Chart, Cell, Section

3. How do you access the default properties for the report section you want to format?

Answer:

Select anywhere in the section whitewashes and then modify the properties displayed in the Properties tab of the Left panel


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Lesson summary


• Format documents • Format charts

Lesson 8 – Calculating Data with Formulas and Variables


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Lesson introduction

This lesson describes how to use formulas to display information or calculate data that you cannot retrieve by using the existing objects in the universe. It also explains how to define a formula as a document variable, so that the formula is available for use in other reports and blocks of data in the document.


• Explain formulas and variables

• Use formulas and variables



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Formulas and variables

You can add custom calculations to reports by writing a formula that Web Intelligence evaluates

when you run the report. A formula can consist of data objects, functions, operators, and calculation contexts. You can create formulas directly in a report cell, but it is often better to save a formula as a variable. By saving a formula as a variable you can reuse it throughout the reports in a document without needing to retype it.


• Define formulas and variables • Explain the advantage of saving a formula as a variable • Explain how to get online help on Web Intelligence function

Formulas

A formula is a complex calculation that you create to display data that is not retrieved by existing objects in the universe. You can add formulas in two ways:

• Type or drag and drop the formula components into the Formula toolbar.

• Use the Formula Editor to build the formula.

The first way is more suitable for experienced users. If you are not familiar with formulas, you should use the Formula Editor to build them. The Formula Editor is an interface that allows you to select the different components of your formula (operators, objects) and add them to it.

You can also use the Formula Editor when you are viewing a Web Intelligence document in BI launch pad, in Interactive mode.

Use a formula when you require a calculation for a table and do not need to use it again.

Variables

A variable is a formula that you save with a name and, based on the formula, a qualification is automatically assigned to it. It acts as an object in the document, and is displayed in the Data tab in the Side Panel just like any other data object. You can then use the variable as you

would any object: to display the results of the calculation in multiple blocks and reports throughout the Web Intelligence document.

The advantage to saving a formula as a variable is that you can reuse the formula without having to enter it each time. Variables are defined according to the formula you enter when you create them, but they behave like standard objects in the query and document. They are saved in the document and so can be used in any report within the document.

Variables are useful when you require a calculation and plan to use it more than once and in different blocks and report tabs within your document.

To enter a formula by typing

You must be in Design mode to enter a formula.

Click Properties ➤ View ➤ Formula Bar in the left pane to display the Formula bar.



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Type the formula in the Formula box and click Validate to validate it.

To build a formula using the Formula Editor

1. Select the cell where you want to enter the formula.

2. Select View ➤ Formula Bar on the Properties tab to display the Formula Bar.

3. Click the Formula Editor icon on the Formula bar to display the Formula editor.

4. Build the formula using the Formula Editor.

Using formulas and variables

There are many different reasons why you may choose to create variables and define formulas that calculate and display data in your report that you cannot retrieve using the objects in the

universe.

In this section, you learn three methods for creating new variables and their associated formulas:

• Creating a variable that captures the user's response to a prompt when he or she refreshes the report, and then displaying that value in a cell or other element in the report.

• Creating a variable that calculates data, and then projecting the calculation in a new column.

• Using document functions to create a variable that displays information about your document, such as the author and document name in a report.

Note: When you create a formula, you always begin with the equal (=) sign and report

objects always appear inside square brackets.


• Create a variable that captures the user's response to a prompt • Create a variable to calculate sales tax • Modify a variable • Delete a variable • Create a variable from document functions

Creating a variable as a response to a prompt

If you create a report that prompts users to select the values on which they want to filter the report data, you can also create a formula that allows you to use the user selected prompt values in the title of the report.

To create a prompted filter in a report

Build a query with a filter that uses a prompt.



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1. Click Run Query. The Prompts box opens, displaying the list of values returned for the selected object.

2. Double-click the value on which you would like to run the report.

3. Click Run Query. The report displays data concerning the value you selected, and automatically inserts a cell called Report Title.


16.

17.

18.

To create a formula to capture the response to the prompt

Note: To successfully create a formula, you must enter the exact prompt value text that

you entered when you created the prompt. The data provider has stored that value and the text you enter in the formula must match it exactly for the formula to be valid. Before you create the

formula, you may want to edit the prompt and copy the prompt value text into a text file from which you can copy it when you create the formula.

1. In a report that uses a prompted query filter, click the Report Title cell. A gray border appears around the cell to show that is selected.

2. On the Reporting toolbar, click Show/Hide Formula Toolbar. The formula toolbar appears above the Document zone.

3. On the Formula toolbar, click Formula Editor. The

Formula toolbar expands to display the Formula Editor.

In the Formula Editor, you define the characteristics of a formula by selecting data objects, functions and operators from the lists in the tabs. The formula appears in the Formula text zone as you type it.

4. Press the Backspace key to delete Report Title.

5. Type = (equal sign) to start the formula definition.



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6. Type the text you want to appear before the prompt value in the report title. The text must be surrounded by quotes. For example: "Fiscal Year "

7. In the Operators list, double-click + (plus sign).

8. In the Functions list, click - to collapse the All folder.

9. Click + to expand the Data Provider folder.

10. Double-click UserResponse.

Within the parenthesis, type the prompt text you used when you created the prompt. The text must be surrounded by quotes. For example: "Enter value(s) for Sales Year”. The text must match the prompt text exactly and is case-sensitive.

11. Click Validate to check the syntax of the formula.

12. Click OK. The Report Title cell in the Document zone displays the title you created as a formula and also displays the value of the object you last selected in your prompt.

13. Refresh the report selecting a different year. Notice that the title updates automatically.


To define the formula as a variable in the document

1. In the Document zone, select the cell containing the formula you want to define as a variable.

2. From the Formula toolbar, click Create Variable. The Create Variable box opens.

3. In the Name field, type a variable name.

4. In the Qualification field, select the appropriate value.

5. Verify that the formula shown in the Formula box matches the formula in the cell you selected.

6. Click OK. The formula is given a variable name.



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The variable now appears in the list of variables in the Data tab and can be used in the same manner as universe-based objects.

7. Refresh the document and select a different prompt value. The title changes to reflect the name of the value you selected.


Creating a variable to calculate sales tax

When you create a formula that you want to be able to easily reuse in a document, you need to

save it as a variable.

To insert a row or column in a table

1. In the Document zone, right-click a cell in a row or column beside, above, or below where you want to insert a new row or column.

The row or column is highlighted in gray to indicate that it is selected, and the context menu displays.

2. In the context menu, click the arrow to the right of the Insert button. A drop-down menu appears that allows you to insert columns before and after or rows above and below the cell you selected.

3. Click the appropriate item in the drop-down menu. A column or row is inserted in the location you selected.




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To define a formula and project calculated data in a new row or column

1. In the Document zone, select the empty row or column in which you want to project the data.

2. On the Formula toolbar, click Formula Editor to define the formula for the data you want to display in the row or column.

3. In the Data area, double-click the measure on which you want to insert a calculation. The equal sign (=) is automatically inserted in the Formula text box to begin the formula, and the object you selected appears in brackets.

4. In the Operators area, double-click the appropriate operator for the calculation.

5. Complete the formula in the Formula text box. Your formula should look similar to this:

6. Click the Validate button to validate that the formula is correct.

7. In the Formula Editor, click OK. The Formula Editor closes and the report displays again in the Document zone. The new row or column displays data that reflects the values calculated by the formula.




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To define the formula as a variable

1. Click the row or column in which you have used the formula you would like to save as a variable.

2. On the Formula toolbar, click Create Variable. The Create Variable box displays.

Note: Because you selected the column or row

that displays the calculated data, the calculation formula appears automatically in the Formula text box.

3. In the Name field, type the name of the variable.

4. In the Qualification field, ensure that the qualification is set correctly.

Note: When you create text- (or dimension-) based

formula and convert it to a variable, the variable automatically takes the Dimension value in the

Qualification field. When you create a numeric formula and convert it to a variable, the variable automatically takes the Measure value in the Qualification field.

5. In the Formula area, verify that the formula is correct. The Create Variable window should look similar to the one below.

6. Click OK. The Variable Editor closes and the updated table appears in the Document zone.

Verify that the Data tab is selected in the Left panel. The new object that you created appears in the Data tab along

with the other objects and variables.


To name or rename a column or row header

1. Click the column or row header you want to rename.

2. You can double click the cell and type the new header name directly in the cell or you can use the formula bar.

19.



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3. Click anywhere outside the Cell Format box to accept the new text. The new name displays in the column or row header.




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To create a variable

1. From the Reporting toolbar ➤ Data Access tab, click the New Variable Editor.

2. In the Name field, type the variable name.

3. Under Formula, enter the formula that defines the variable.

4. Click the green check mark to the right of the formula to validate what you have entered. The Qualification value automatically changes to suit the formula.

5. Click OK. The Variable Editor closes.

The variable now appears on the Data tab. You can add it to your document by dragging and dropping the variable.


Modifying and deleting a variable

To modify or delete a variable, start by selecting the variable in the Data tab in the Left panel.



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To modify a variable

1. Select the variable in the list of report variables.

2. Click the right mouse button and click Edit

Variable on the shortcut menu. The Variable Editor appears.

3. Edit the variable.

4. Click OK to save the new variable definition.

To delete a variable

1. Select the variable in the list of report variables.

2. Click the right mouse button and click Remove on the shortcut menu.

Note: If the variable you are trying to delete

is used in a report, a message box warns that this variable is used in reports in the document. Click Yes to delete the variable.

3. Click Yes to delete. Any values using the variable are removed from the report.


Creating a variable from document functions

You can use document functions to create a variable that displays information about your document, such as the author and document name in a report.

To display the author's name as a variable in the report

1. Click the Report Element ➤ Cell tab in the Left panel

Toolbar.

2. Click and drag Blank Cell on to the Document zone where you want information on your document displayed.



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3. Click the blank cell and resize it as necessary.

4. Verify that the Show/Hide Formula Toolbar is displayed. The Formula Toolbar appears above the Document zone.

5. From the Formula Toolbar, click Formula Editor. The Formula Editor opens.

6. In the Functions area, click - to collapse the All folder, then click + to expand the Document folder.

7. Double-click DocumentAuthor to insert this function in the Formula text box. The function selected appears in the Formula text box.

8. Click Validate to check the syntax of the formula.

9. Click OK. The Formula Editor closes and the new cell in the Document zone displays the username of the document's author.


To display the document name as a variable in the report

1. Click the Report Elements tab in the Left panel Toolbar.

2. Click the Cell tab.

3. Click down arrow to expand Pre-Defined Free-Standing Cells.

4. From the Free-Standing Cells options, double-click and drag Document name onto the Document zone where you want information on your document displayed.


20.



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Activity 8.1 – Calculate Data with Variables

Purpose

Use this procedure to create a report with a variable using a formula.

Overview


• Open an existing query. • Add a filter to the query. • Add a sum. • Create a section. • Add a variable. • Format the report.

Scenario

MNAO management wants to view average revenue by region for each fiscal quarter in FY150.

Create a variable that averages MNAO revenue. Create a section for the fiscal quarter and display the results.






4. Create a filter for FY150.

5. Click .

Class Object


Fiscal Quarter


Vehicle Information

MNAO Revenue



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7. Select the Data Access tab.

8. Click .

9. In the Name field, enter Average Revenue.

10. Ensure that in the Qualification field, that

Measure is selected.

11. In the Formula field, type

12. =Average([MNAO Revenue])

13. Validate the formula

14. Click .

Your report should look similar to the following example.



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Knowledge Checkpoint: Creating formulas and variables

1. Describe the two ways of adding formulas to a report.

2. What are the advantages of using variables?

3. How do you check a formula to make sure the syntax is valid?



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Knowledge Checkpoint Answers: Creating formulas and variables

1. Describe the two ways of adding formulas to a report.

Answer:

You can add formulas to a report by selecting the location for the formula (cell, column, and

so on) and then creating the formula in the Formula Toolbar or using the Formula Editor

and inserting it into the location.

2. What are the advantages of using variables?

Answer:

By creating variables, you can easily reuse the variable throughout the document by dragging

and dropping it into blocks in the reports.

3. How do you check a formula to make sure the syntax is valid?

Answer:

By clicking the Validate button in either the Formula toolbar or the Formula Editor



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Lesson summary


• Explain formulas and variables • Use formulas and variables

Lesson 9 – Using Multiple Data Sources BusinessObjects Web Intelligence 4.x

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Lesson 9 – Using Multiple Data Sources

Lesson introduction

This lesson describes how Web Intelligence allows you to include blocks of data from different data sources in a single document. It presents concepts of data synchronization, the ability to merge data from multiple sources into a single block in a document.


• Synchronize data from multiple data sources • Create multiple queries in a document

• Synchronize data with merged dimensions


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Synchronizing data from multiple data sources

You can include one or more queries in a single Web Intelligence document. When you include

multiple queries, those queries can be based on a single universe or on multiple universes available to you in BI launch pad.

For example, in your organization they use one universe to access data on vehicle sales. You also use another universe to access parts data. Typically one universe is built for each functional area. Therefore, if you were working with both sales data and parts data, chances are good that the data would come from two separate universes.

You want to present vehicle sales results and information on parts sold in the same report. To do this, you create a single document that includes data retrieved by two queries; each query is built using a different universe. You can then include and format the results from both queries in the same report.


• Understand concepts of data synchronization

Working with multiple data providers

When you run a query against a single data source, the results of the query are stored in the document's data set, and the query is identified as a data provider.

Each data provider only holds data from a single data source.

This is very useful when you want to include data from several sources in a single document. It also means you can present related information in a way that helps you compare or analyze data more meaningfully.

Once the basic report is built with blocks of related data, you can compare and contrast the information in a single table, add calculations across data sources, create new variables and develop the analysis further.

The following graphic is an illustration of this concept:

• Blocks 1 and 2 are different views of the data provider created by a single query using the Universe A.


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• Block 3 displays a view of the data provider created by a second query using the Universe A. A document that displays Blocks 1, 2, and 3 is an example of combining data from multiple queries using a single universe.

• Block 4 displays a view of the data provider created by a query using Universe B. A document that displays block 4 with blocks 1, 2, and 3, views of data from Universe A, is an example of combining data from multiple queries on multiple universes.

What is data synchronization?

This lesson describes how to synchronize multiple data providers in a Web Intelligence report by merging them on common dimensions. After merging common dimensions you can place dimensions from different data providers in the same block.

Merged dimensions and data synchronization enormously increase the power and flexibility of Web Intelligence by allowing you to synthesize data from different sources in the same report, rather than simply including the data.

Synchronization is the term used to describe the merging of data from multiple data sources into a single block in a report.

The next graphic illustrates how data from more than one source is combined in synchronized blocks in the same document.

• Block 1 is created by combining data from two different data providers which contain the results of queries using the Universe A.

• Block 2 is created by combining data from data providers which contain the results of queries using both Universe A and Universe B.


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Creating multiple queries in a document

In this unit, you will learn to project data from several queries into multiple data blocks in a Web

Intelligence document.


• Project data from a single query in different report blocks • Project data from more than one query using a single universe • Set options to automatically merge dimensions with the same name • Project data from queries using multiple universes.

Projecting data from a single query in different blocks

You can use multiple blocks of data to project different views of data from a single query. For example, in this image, Block 1 and Block 2 show different sets of data retrieved from the same query, and the same universe.

To project data from a single query in multiple blocks

1. Create a new document using several objects from the MNAO Master universe. The report now displays a single block of data.

2. Select a few of the objects from the Data tab and drag them next to the first block of data in the Document zone. The report now displays two blocks of data.

The first block shows all the objects in the query, and the second shows data involving only

those objects you just dragged to the Document zone. Both blocks were built using data from a single query.



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Projecting data from multiple queries using a single universe

If the document contains a set of data returned by an existing query, you have already seen how to edit the query to include more objects, and expand the data contained in the data provider.

You can also choose to add a second query to the document, select different objects from the same universe, and expand the document's data by using two separate data providers.

To project data from two queries in multiple blocks

1. Click Edit Query to begin adding the second query. The Query panel displays.

2. Click the Add Query button on the toolbar. The Add Query dialog box displays.

3. Select Universe and click Next. The Universe dialog box displays.

4. Select the appropriate universe for the second query.

5. Click OK.

A second tab appears in the Query panel. Note that at the bottom of the panel, there are two tabs now: Query 1 and Query 2. You can use these tabs to toggle back and forth between the two query definitions.


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6. Change the default name of Query 2 using one of the following methods:

• Click the Properties tab, type a name for the query in the Name field, and press the Return key to replace the default name of this query.

• Right-click the query tab, select Rename Query, type a name for the query and press the Return key to replace the default name of this query.

7. In the Name field, type a query name and press the Return key to replace the default name of this query.

8. Click the Run Queries button.

9. When the query is not the first query in the document, specify in the New Query box how its data will be displayed.

Option Description

Insert a table in a new report Display the data on a new report in the document.

Insert a table in the current report Display the data on the currently selected report in a new table.

Include the result objects in the document without generating a

table

Include the data in the document without displaying the data on a report. (You can add the objects returned by the query to the report later.)

Note: Not generating a table gives you more control over where you want to insert the

new data. When you choose to insert a new table, you cannot determine its position in the report. It can even display on top of the existing tables.


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10. In the New Query dialog box, select the Include the result objects in the document without generating a table option and click OK. The

objects you selected in the new query appear in the Data tab.

11. In the Data tab, click + next to an object that you included in both queries. The folder expands to display two objects.

This indicates that the same object has been used in two different queries. The top-level object is identified by a double-cubed, blue dimension icon, indicating that the two have been automatically merged to create a single- dimension object.

Now you are ready to project the data from both queries into a single block in the report.

12. At the bottom of the Objects window, click the drop-down arrow for Arranged by: Alphabetic Order.

13. Select Query. The object listing changes to show the objects grouped by query.


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Merging defined

You can synchronize the data returned by different dimensions, hierarchies or attributes by creating merged objects which incorporate them. You merge data from different data providers. For example, if you have one data provider that contains detailed VIN information and another parts sales.

When you merge data from the same data source (for example the same), the merge is based on the internal ID of each data member. When you merge data from different data sources, the

merge is based on the caption of each data member. For example, if you synchronize two [VIN] hierarchies, the data member [VIN] is merged with [VIN] through its internal ID when the hierarchies are based on the same data source. The members are merged on the caption "VIN" when the hierarchies are in different data sources.

In cases where merging is based on the caption, and different members with the same caption have different parent members, it is not possible to merge the members and the #MULTIVALUE error occurs.

To project data from a merged dimension into a

single block

1. Insert a new report in the document.

2. From the Data tab, select all required objects, including a merged object, and drop them in the Document zone.

The data has been retrieved by two different queries, but you are still able to combine both in a single block of data.

About automatically merged dimensions

When you use the same object in two different queries, Web Intelligence automatically merges the two instances of the same object and creates a combined object, identified by the double-cubed dimension icon, as shown here.

The objects are shown as combined into a single object because the Dealer Code objects come from the same universe and, as a result, have the same object and universe ID.

Web Intelligence automatically merges dimensions only when the same object is used in more than one query in a document. Ideally, a well-designed universe does not have two different objects of the

same name, or of different data types, but if this does occur and you use them in more than one query in a document, Web Intelligence will automatically merge them.

If you do not want Web Intelligence to automatically merge multiple instances of the same object in a single document, you can clear the Auto-merge dimensions option at the document level, using the Document Summary pane.


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In the Document Summary pane, the Auto-merge dimensions option tells Web Intelligence whether it should automatically merge a dimension when the same object is used in more than one query in a single document.

When you clear this option, your change takes effect the next time you create a document with two queries that reference the same object.


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To change the automatic merge dimension setting

1. In the Web Intelligence window, display the Document Summary pane using one of the following

methods:

• Click Properties ➤ Document on the Web

Intelligence Left panel tool bar. • Right-click the first icon on the left menu bar.

2. Clear or select the Auto-merge dimensions option.

• Select the option to automatically merge a dimension when the same object is used in more than one query in a single document.

• Clear the option if you do not want the

dimensions to be automatically merged.

When you clear this option, the change takes effect the next time you create a document with two queries that reference the same object.

Projecting data from queries using multiple universes

You have used data from a single universe to produce multiple blocks in reports. These blocks are views of data providers with data retrieved using a single universe.

You can also build a query against a different universe and include the data retrieved as a new data provider in the document.


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To display data from two data sources in multiple blocks

1. Select Applications ➤ Web

Intelligence Applications to open a new document. Select New and select universe as your data source.

2. Click the Vehicle Sales universe and create the following query:

3. Click Add Query. The Add Query dialog box displays.

4. Select the Parts Sales Universe and click OK.

5. Select the appropriate data source for the new query.

21.

6. Click OK. A new tab appears in the Query panel.

7. In the new query tab, move the necessary objects into the Result Objects pane.

8. Right Click the Query tab and select Rename.

9. In the Name field, type Parts and press the Return key to replace the default.


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10. Name the first query Vehicle Sales as well.

11. Click the Run Queries button.

12. In the New Query dialog box, select the Include the results objects without generating a table option and click OK. The objects from the new query now appear in the Data tab.

13. In the Document zone, click the tab for the first report.

14. From the data tab, drag the objects for the new query to the Document zone until they are positioned next to the existing table.

A new table is inserted next to the existing table and the table from the new query is displayed in the new table:

Table from Vehicle Sales Table from Parts


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Synchronizing data with merged dimensions

In the previous exercise, you have seen how to project data from multiple queries in a document, from both single and multiple universes.

So far, you have not tried to merge data from different data sources into a single block (table or chart). To do this, you need to synchronize the data by merging dimensions. Because the data comes from two different data providers, if you do not synchronize the dimensions with similar data, Web Intelligence cannot know in what way the data is related and your report will not show relevant results.


• Explain why it is important to merge dimensions that retrieve related data • Synchronize data by manually merging dimensions

• List rules that are important to be aware of when merging dimensions

What happens when dimensions are not synchronized

In the previous exercise, you retrieved data concerning Dealer, but you used two dimension objects that had different names, even though they retrieved similar data:

The Dealer name object in the "Parts query" and the "MDA Name", from the Vehicle Sales universe.

Because the dimension objects come from different universes, Web Intelligence cannot automatically merge the dimensions. If you try to combine data from the two objects in a single block, Web Intelligence will not automatically be able to interpret the relationship between them.

To synchronize data with merged dimensions

1. Insert a new report in the document.

2. From the Left panel Data tab, select the required objects for your report, including objects which come from different data sources but concern related information. For example, the MSRP Amount from the Vehicle Sales universe, and the Parts Qty from the Parts Sales universe both concern the same business, so it would make sense to use both objects

together in a report.

3. Drag the objects and drop them into the blank report space.

The data retrieved by these objects is projected automatically into a vertical table. However, the data is incorrect. The block is projecting data from unsynchronized queries, so Web Intelligence does not know how to properly interpret the data.


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This is the combination. We merged on Parts.

Synchronizing queries by manually merging dimensions

You can define the relationship between objects from different universes by manually merging the dimensions to synchronize the data they retrieve. Merging dimensions manually allows you to identify the objects that retrieve common data in both queries. After you merge the dimension, you can compare information between the queries more accurately.

In the following example, we will merge on VIN to see the MSRP and Parts QTY for each VIN.

To manually merge dimensions from different universes

1. In the Web Intelligence window, ensure that the Available Objects is displayed.

2. Optionally, to view the dimension objects available for merging with dimension you want to merge, in the Data tab, click the dimension you want to manually merge. The object is highlighted:

Note : that all the dimension objects listed in the Data

tab are suddenly displayed in italics. These objects are highlighted in italics because they are all the same type of object as the selected object: that is, they are all dimension objects. Web Intelligence indicates that you could choose to merge the selected object with any of the other dimension objects in the document's queries.

3. Click the Merge dimensions button on the Reporting toolbar ➤ Data Access tab. The

Merge Dimensions dialog box displays.


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The dimensions that are available to be merged appear in the top zone of this dialog box, categorized by the query that they belong to.

Below and to the left is a list of any merged dimensions that already exist in the document.

4. In the Available Objects area, select one of

the dimensions you want to merge.

5. In the Available Objects area, hold down the control key and click the dimension you would like to merge the previously selected dimension with.

6. Click OK to close the dialog box.

Now, you see in the Data tab that the merged dimension you

created includes both of the dimensions you selected to merge.

This is known as synchronizing data using merged dimensions.

When you project data into a block using this merged dimension, it retrieves data from both queries.

When you merge dimensions, Web Intelligence creates a new dimension that retrieves all the values from all the original dimensions that make up the merged dimension.

The report should appear like this:



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Some rules about synchronizing with merged dimensions

Merging dimensions is the process of creating a link between two queries based on an object with common values so that in effect the objects become one.

There are a number of rules to remember when merging dimensions from multiple queries:

• You can only link on dimension objects, for example, Dealer Name and VIN.

• The dimension objects do not have to have the same names. • The dimension objects must have a common data format. For example, if one object is

character-based and the other numeric you cannot link the objects. • Although the actual values do not have to be the same, all data held in a data provider

is case-sensitive, and therefore any common values must be in the same case. • The format of the values must be the same. For example, FY04 and 2004 would be

seen as two separate values. Extra spaces in some values can also mean that the objects cannot be merged.

• Any number of queries can be linked by common dimension objects. • Any number of dimension objects can be merged between two queries.

• A measure object can be synchronized successfully only to the lowest level of detail that is common between the two different data sources. For example, a query with Year can be linked with another query with Year and Month. However, the synchronized block is only able to display data at the Year level.


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Activity 9.1 – Synchronize Data

Purpose

Use this procedure to create two reports and synchronize the data.

Overview


• Create a query. • Add a filter to the query. • Create a new report. • Name the report. • Merge the two reports.

Scenario

You have been asked to evaluate the Vehicle Sales History by Year in a single Web Intelligence document. Create a new Web Intelligence document against MNAO Master Universe.






4. Create filters and designate the values

as shown.

5. Click .

Class Object

Dealer Performance > Mazda Quick Touch

Dealer Code

District Code

Region Code

Fiscal Month

Fiscal Year

State Code

Dealer Performance > FIRTFT

FIRTFT Roll 1 Month


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7. Select the Data Access tab.

8. Click .

9. Click .

10. Select .


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11. Select .

12. Click .

13. From the list of classes in the Left pane, select the

following objects:

14. Set filters and enter filter criteria.

15. Click .

Class Object

Dealer Performance > Mazda Quick

Touch

Dealer Code

District Code

Region Code

Fiscal Month

Fiscal Year

State Code

Dealer Performance > Sales TMR

TMR Roll 1 Month


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16. Select Insert a table in a

new report.

17. Click .

Your report should look similar to the following example.


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18. Right-click in the Report 1 tab.

19. Select Rename Report.

20. Type FIRTFT.

21. Press Enter.

22. Right-click in the Report 2 tab.

23. Select Rename Report.

24. Type Sales TMR.

25. Press Enter.

26. Click .

27. Highlight State Cd in each Query.

28. Click .

29. Merge all dimensions that you brought into the

new report.

30. Create a new report.

31. Drag Dealer Code, Fiscal Year, State Code, FIRTFT Roll 1 Month, and Sales TMR Roll 1

Month to the new report.

32. Save the document as Synchronize 1, and close the report.


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Knowledge Checkpoint: Using multiple data sources

1. What term describes the ability to combine blocks of data from different data sources in a single report document?

2. How do you combine data from multiple sources into a single block?

3. What is the term to describe where the results of a query run against a universe are

stored?

4. Where can you change automatic merge dimension settings for a specific document?

5. True or False: You can only merge dimensions that have a common data format.


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Knowledge Checkpoint Answers: Using multiple data sources

1. What term describes the ability to combine blocks of data from different data sources in a

single report document?

Answer: Synchronization

2. How do you combine data from multiple sources into a single block?

Answer: By merging dimension objects that retrieve related data

3. What is the term to describe where the results of a query run against a universe are stored?

Answer: Data provider

4. Where can you change automatic merge dimension settings for a specific document?

Answer: In the Document Properties panel

5. True or False: You can only merge dimensions that have a common data format.

Answer: True


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Lesson summary


• Synchronize data from multiple data sources • Create multiple queries in a document • Synchronize data with merged dimensions

Lesson 10 – Analyzing Data BusinessObjects Web Intelligence 4.x

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Lesson 10 – Analyzing Data

Lesson introduction

This section describes how to create documents that you or other users can analyze in drill mode.

When viewing data at a high summary level, you may also want to analyze the data at lower levels to identify the trends or reasons behind that data. By drilling through data, you can quickly and precisely move through data hierarchies to view details at lower levels.


• Analyze the data result set • Drill in a Web Intelligence document • Set Web Intelligence drill options


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Analyzing the data result set

Drill mode is a feature that allows you to view data from different levels of detail and zoom in on

different trends. If a Web Intelligence document has been enabled for drill analysis, users viewing the document can drill down to get more details on one of the data objects used in a table or chart.


• Describe how data retrieved by a query is stored in the document data result set • Explain scope of analysis

About the Web Intelligence data result set

The data that is returned by a query is stored in the document’s data provider. It is convenient to visualize the returned data as being organized as a cube. In your document, the data is displayed as a table. The table is a flat two-dimensional view of the data cube.

Each of the columns in a table represents an axis in the cube. You can edit the document by swapping and manipulating the data within the cube on any axis. When you swap o r change data between different axes, the new result is again projected as a flat table in the resulting document.

The data stored in the cube allows you to create a report that corresponds to your business needs without having to send another query to the database.

If you want to add information to the document that is not in the data provider, then you must add the object to the query and run the query again to get the new information.

What is scope of analysis?

The scope of analysis for a query is extra data that you can retrieve from the database to give

more details about the data returned by each of the objects in the query. This extra data does


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not appear in the initial document results, but it remains available in the data provider, so that at any time, you can pull this data into the report to allow you to access more detail. This process of refining the data to lower levels of detail is called drilling down on an object.

In a BusinessObjects universe, the scope of analysis corresponds to the hierarchical levels below the object selected for a query. For example, a scope of analysis of one level down for the object Region, would include the Market object, which appears immediately under Region.

You can set the scope of analysis level when you build a query. It allows objects lower down the hierarchy to be included in the query, without them actually appearing in the Result Objects pane. The hierarchies built in a universe allow you to choose your scope of analysis, and correspondingly the level of drill available.

You can also create a custom scope of analysis by selecting specific dimensions in the Scope of

Analysis pane.

Note: You cannot set the scope of analysis when working in query drill mode because

this drill mode modifies the scope dynamically in response to drill actions.


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Drilling in a Web Intelligence document

The term drill mode in Web Intelligence refers to two related activities:

• Setting up a Web Intelligence document so that you and other users can analyze the reports in drill mode.

• Viewing the document in drill mode, either in one of the Web Intelligence report panels or while viewing the document in BI launch pad, and analyzing the data at different levels of detail.

In this unit, you will learn how to create documents so that they are drillable, by yourself or by other users.


• Build a drillable document • Drill down in a data hierarchy while viewing a document

• Take a snapshot of the drill report • Drill in charts

Building a drillable document

You can only build drillable documents if your BusinessObjects system administrator has authorized your user account to create documents using drill mode.

To build a drillable document

1. Create a new document.

2. In the Query panel, click the Show/Hide Scope of Analysis

Pane button. The Scope of Analysis zone opens just below the Query Filters zone in the Query panel.

3. If necessary, resize the Query Filters pane and the Scope of Analysis pane by clicking and dragging the borders so that you can view the objects displayed there. By default, the level of the

scope of analysis for this query is set to None. The Scope of Analysis pane displays the hierarchical dimension objects from the Result Objects pane.


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4. To view Drill

Hierarchies, in the

design mode, click

Data Access ➤ Edit

to edit the data provider in the Query

Panel.

5. Select Display by Navigation Paths

from the menu at top

instead of master

perspective.

6. Expand the hierarchy

folders to see how the universe objects are

organized in hierarchies.

7. In the Scope of Analysis

pane, click the drop-down

arrow to display the menu

options. A list of levels appears in the drop-down

list.

8. Select the appropriate number of

drillable levels for the report from

the Scope of Analysis drop-down

list. All the objects that are at the

selected number of hierarchical

levels below the dimension objects

you selected for your query appear in the Scope of Analysis pane.

When you run the query, only the objects you selected for the query appear in the table that is generated. The remaining objects will appear in the Data tab, but they will not be projected into

the report automatically.

This means that the document will contain more data than is shown in the report. The query will retrieve values for all the objects in the Scope of Analysis pane. That data will be available for your analysis, though it is not displayed immediately in the table.

9. Click Run Query. The Query panel closes and values retrieved display in a vertical table.


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Note: The objects listed in the document's Data tab include all

objects referenced by the level chosen for the scope of analysis. The values returned by those objects are not yet projected in the report but are available in the document for drill down.

Note: In most circumstances, it's more effective to use a cross tab

table to display information for drilling.

10. To change the table into a cross tab, click outside the table to

highlight it, right-click the highlighted gray border around the table

and select Turn To from the shortcut menu.

11. Select Crosstab from the Tables tab of the Turn To box.

12. Click OK. The block has been changed to a Cross tab table.


Drilling down in the data in a hierarchy

You must activate drill mode to be able to drill down the data in the hierarchy of a drillable report.

To activate drill mode

1. With a drillable document open,

Click Analysis ➤ Interact ➤ Drill

➤ Start Drill.

By default, a drill icon appears on the tab of the drillable report. Depending on the drill options

you selected on Document Preferences page in the BI launch pad, either the selected report becomes drillable or a drillable duplicate of the selected report is created.


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2. Position your mouse pointer over the cell you would like to drill on. A filter appears in the

Drill toolbar to show that the Region = “GU” has been selected .

3. Click the cell to drill down to the next level of data.

The table is refreshed to display rows of data applicable only to the cell selected and at the next level of the hierarchy.

Note: An arrow displays next to the drilled-down data.

To drill back up, simply click on the arrows beside each cell.

As you are drilling, the new filters display on the filter bar.

To drill across data in a hierarchy

1. After drilling down in a report, click the drop-down arrow in the Drill toolbar to view the other values you can drill across to.

2. From the drop-down list, select the value you would like to drill across to. The report displays data concerning the value you selected.

To drill down two hierarchies at once

1. In a drillable report, position your cursor over a cell in a row or column

displaying values for a measure object, for example Sales revenue.

Note: Clicking in a cell displaying

a dimension value will only drill down for the selected dimension. Clicking in a cell displaying a measure value allows you to drill down on multiple hierarchies at once.

A tooltip appears to indicate that by clicking the cell, you drill down on multiple values at once.

2. Click the cell to drill down.


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To edit the scope of analysis

When you are drilling on a hierarchy, you may discover that you need to drill to a lower level

than you had previously allowed for when setting the scope of analysis.

Edit the scope of analysis by returning to the Query panel and changing the level of detail that you defined in the Scope of Analysis pane.

Taking a snapshot of the drill report

You can save a version of your drilled results by taking a snapshot of the report. This is useful if you want to isolate certain drilled results, but continue working in drill mode.

When you take a snapshot, Web Intelligence inserts a new report after your last report in the document. You can continue working in your current report, but can switch to the snapshot by clicking the new report tab.

The snapshot button appears next to the Drill button in the Reporting toolbar. It is only available when you are viewing a report in Drill mode.

When you take a snapshot, Web Intelligence inserts a new report after your last report in the document. The new report is a sectioned, filtered report which you can modify. You can work on the new report or the drill report by clicking the relevant report tab.

To take a snapshot of your analysis

1. Click the Take Snapshot of Drilled Report button on the

Reporting toolbar. A copy of the report is inserted in the document.


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Note: An additional report tab displays at

the bottom of the report.

2. Click the new report tab to view the copied report. A copy of the table is inserted in the

snapshot report but without the drillable hyperlinks.


Drilling in charts

You can drill in charts as well as in tables and cross tabs.

To drill in charts


2. Click the Show/Hide Scope of Analysis Pane button on the Query panel toolbar.

3. In the Scope of Analysis pane, click the drop-down arrow to display the menu options. A list of levels appears in the drop-down list.

4. Select the appropriate number of drill levels from the drop-down list.

Note: Resize the Query Filters and Scope of Analysis panes as needed to display all

objects in these panes.


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5. Click Run Query.

6. Click the gray border around the table to select it.

7. Right-click the highlighted table.

8. Select Turn to from the shortcut menu. The Turn To box displays.

9. Select the type of chart you want to display and click OK. The table displays as a chart block.

10. Click Drill on the Reporting toolbar.

The Drill toolbar is displayed just above the Document zone. The filters drop-down list appears in this area as you drill, so that you can drill across to other values at the same level of detail.

11. Position your mouse pointer over the sections of the chart. A tooltip appears indicating that

you can drill down to the next level of detail.

12. Click the appropriate section in the chart to drill down to the next level. The chart is refreshed and displays the drilled-down data.

A filter drop-down list appears above the chart, which allows you to drill across to see other data.

13. Click the arrow next to the drop-down list and select a different value from the list. The chart is refreshed and now breaks down the chart sections

to display the new values selected.

Tip: Drilling down, across and up can also be accomplished from a shortcut menu that displays when right-clicking on drillable data.



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To set drill options in the BI launch pad

In the BI launch pad, click Preferences, click Web Intelligence to display the available options, then select the drill options under Drill options and Start drill session.

You can use this dialog box to set drill preferences according to the following guidelines:

Option Description

Start drill on a duplicate report

Select this option if you want BI launch pad to create a duplicate of the current report when you launch drill mode.

You drill on the duplicate report. When you end drill mode, both the original report and the drilled report remain in the document.

Start drill on the existing report

Select this option if you want the current report to become drillable when you launch drill mode.

When you end drill mode, the report displays the drilled values.

Prompt if drill requires

additional data

When you drill in a Web Intelligence report, you may want to drill to higher- or lower-level information that is not included in the query's scope of analysis. Select this option if you want Web Intelligence to prompt you with a message every time a new query is necessary.

The prompt message asks you to decide whether you want to run the additional query or not. In addition, the prompt allows you to apply filters to the extra dimensions you include in the new query. This means you can restrict the size of the query to just the data necessary for your analysis.


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Option Description

Synchronize drill on

report blocks

Select this option if you want Web Intelligence to synchronize drilling across all the blocks in a report. The next dimension in the drill path replaces the previous dimension in all blocks of the report, not just the block you have selected.

If you do not select this option when drilling in a report, the drill operation is applied only in the selected block of the report.

Hide drill bar Select this option if you do not want to display the Drill toolbar as you drill.

By default, the Drill toolbar appears at the top of the drilled report. It

displays the value on which you drilled, and allows you to select other values to filter the results differently.

For example, if you drill down on the year 2003, the value 2003 will

appear in the Drill toolbar and the values displayed in the report block will be Q1, Q2, Q3 and Q4 for 2003.

If you change the default settings, the next time you create a Web Intelligence document and define the scope of analysis for drilling, the settings you defined will apply.

Using query drill

When you create, edit or view a Web Intelligence document, you can set Web Intelligence to drill in “query drill” mode, which behaves differently from the standard drill mode described so far in this lesson.

When you activate query drill, Web Intelligence drills by modifying the underlying query (adding and removing dimensions and query filters) in addition to applying drill filters.

When can you use query drill?

You use query drill when your report contains aggregate measures calculated at the database level. It is designed in particular to provide a drill mode adapted to databases which contain aggregate functions that Web Intelligence either does not support, or cannot calculate accurately at the report level during a drill session.

The kinds of aggregate functions that are candidates for drilling in query drill mode are: percentages, distinct counts, ranks, standard deviations and variances, running aggregates,

lead and lag functions. Because query drill modifies the query at each drill operation, it ensures that these aggregates are recalculated by the server each time you drill.

Query drill is also useful for reducing the amount of data that Web Intelligence must store locally during a drill session. Because query drill reduces the scope of analysis when you drill up, Web Intelligence is able to purge unnecessary data.


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Understanding the impact of query drill on performance

In standard drill mode, you can drill into the detail level contained in the Scope of Analysis. Generally, when you use the standard drill mode, you do not generate and run a new query because the data is present in the data provider. When you drill, Web Intelligence aggregates and displays information at the required detail level.

When you use standard drill mode, your report may store more data than the end user wants to see. Often, a large report using the standard drill mode takes time to load, but requires only one

refresh.

Note: When you modify the Scope of Analysis, you generate and run a new query to

retrieve new data.

However, many databases contain aggregate functions that Web Intelligence does not support or cannot calculate correctly when you use the standard drill mode. For such a database, you can use query drill mode to use the aggregates from the database. To do this, you modify the query and allow the server to process the aggregates at each drill level.

In query drill mode, the server processes all aggregate calculations at each level when drilling down. Consequently, reports load faster than the report with standard drill mode and the aggregates may calculate more quickly. On the other hand, the report requires multiple query refreshes, depending on the detail level required.

To set query drill

15. Create a new document or edit an existing document.

16. Click Document on the Properties tab to display the Document Properties pane.

17. Select Use query drill.

If your report already has a scope of analysis defined, you see a message telling you to clear the scope of analysis before activating query drill.

The next time you or another user switches to drill mode in this document, query drill will be activated.


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Activity 10.1: Analyzing data

Objective

• Create a drillable document by defining a scope of analysis in the report.

Instructions





4. Create a filter for FY150.

5.

6. Define the Scope of Analysis using the Region hierarchy to display the following levels:

Region Code, Market Short Desc, Dealer Name

7. Click .

Note: When you set the scope of analysis level, select the Three Levels option to show

down to the dealer level.

Your report should look like the example below:

Note: Activate drill mode to enable drill down.

7. Drill on the report to answer the following questions:

• Which market in the gulf region has the highest revenue? • List the dealers under the ALBQ market.

• Which dealers under the ALBQ has the highest sales revenue?

8. Right-click and turn the table into a drillable pie chart. 9. Save the document as Activity Drilling.

Class Object


Vehicle Information

MNAO Revenue


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Knowledge Checkpoint Answers: Analyzing data

1. What is a Scope of Analysis for a query?

2. Drill mode in Web Intelligence refers to two activities. Which two activities are these?

3. How is query drill mode different from the standard drill mode?

4. Under what circumstances are you most likely to use query drill mode instead of standard

drill mode?


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Knowledge Checkpoint: Analyzing data

1. What is a Scope of Analysis for a query?

Answer:

The scope of analysis for a query is extra levels of data in an object's hierarchy that you

can retrieve from the database to give more detailed data returned by each of the objects.

This extra data does not appear in the initial document results, but it remains available in

the data cube, or data provider, so you can pull this data into the report to allow you to

access more detail at any time.

2. Drill mode in Web Intelligence refers to two activities. Which two activities are these?

Answer: The two activities are:

○ Setting up a Web Intelligence document so that you and other users can analyze

the reports in drill mode.

○ Viewing the document in drill mode, either in the Web Intelligence , Java

Report Panel, or in BI launch pad, and analyzing the data at different levels of

detail.

3. How is query drill mode different from the standard drill mode?

Answer:

Using query drill mode means that when you drill down in a document, Web Intelligence

modifies the underlying query and executes it each time you move from one level to the

next level down in the hierarchy. This means that all the data required for the scope of

analysis levels defined in the query is not returned and stored in the data provider, as is the

case in standard query mode.

4. Under what circumstances are you most likely to use query drill mode instead of standard

drill mode?

Answer:

1.) When your report contains aggregate measure calculated at the database level.

2.) When you are interested in reducing the amount of data that Web Intelligence must store locally during a drill session.


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Lesson summary


• Analyze the data result set • Drill in a Web Intelligence document • Set Web Intelligence drill options

Lesson 11 – Working with Advanced Query Techniques BusinessObjects Web Intelligence 4.x

314

Lesson 11 – Working with Advanced Query Techniques

Lesson introduction


• Use combined queries • Create a query based on another query


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Using combined queries

When you design Web Intelligence documents, there are certain instances where you may need

to build two or more queries to retrieve the results you require in your report.

As a Web Intelligence user, there are several techniques available that enable you to do this. They are:

• Data synchronization using merged dimensions - Data synchronization refers to the

process of merging data from multiple sources into a single block in a document.

• Combined queries The combined queries technique enables you to create two queries and merge the results of both into a single data provider on a selective basis. This can be

done by using the Union, Intersection, or Minus functions.

Note: In this unit, you will see that combining queries in a single data provider is

different from synchronizing multiple data providers using merged dimensions.

This unit describes how to use combined queries. After completing this unit, you will be able to:

• Describe the Union, Intersection, and Minus functions used to combine queries • Discuss reasons and advantages to using combined queries instead of applying

complex filters • Create a combined query • Remove a combined query • List important facts to remember when using combined queries

About combined query functions

A combined query is a group of queries that work together to return a single result. You can combine queries in three relationships:

• union

• intersect

• minus

A UNION query takes all the data from both queries, eliminates duplicate rows, and builds a combined data set.

An INTERSECT query returns the data that is common to both queries.

A MINUS query returns the data in the first query that does not appear in the second.

In this example you have two queries that return lists of countries as shown in the following table:

Query Values

Query 1 GU; NE; MW; PA


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Query 2 GU; SE

The different types of combined query return the following values:

Query Values

UNION GU; NE; MW; PA; SE

INTERSECT GU

MINUS NE; MW; PA; SE

Uses of combined queries

Combined queries allow you to answer questions that are otherwise difficult or impossible to frame in standard query.

The MNAO universe contains the classes Vehicle IInformation and CPO Sales to New. They both contain a VIN dimension, one for new cars and one for CPO. Because of the structure of

the database and universe, these objects are incompatible, which means that you cannot include them in the same block in a report.

What if you want to return a single list of vins that includes both new and CPOt? You can do this using a combined query, as follows:

Query Values

Query 1 New VINs

UNION

Query 1 CPO Vins

The union between these two queries returns the list of vins that you want.

Advantages of using combined queries

There are a number of reasons why you may want to use combined queries instead of applying multiple query filters against a single query:

• To make the construction of the query easier • When it is not possible to set the required query filters using Boolean logic

The downside of using the combined query technique is that because you are actually creating multiple queries, processing against the database may take longer.

Note: A decision on whether to use query filters or a combined query to retrieve the data

you need often depends on how the data is structured in your database.


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To build a combined query

1. Create an initial query in the query panel.

2. Click the Add a Combined Query icon on the toolbar

to display the Combined Queries panel beneath the list of query objects.

The Combined Queries panel shows the current query. You can change the query name by clicking the query in the panel, selecting Edit Name from the menu, then typing a new name in the Name box in the dialog box that appears.

3. Click Add a query to add another query. The second query appears in the Combined Queries pane and is:

• Combined with the original query in a UNION relationship.

• Named Combined Query #n.

4. To switch to a query, click it in the Combined Queries pane.

5. To delete a query select it in the Combined Queries pane and press the Delete key, or drag and drop the query to the universe outline.

6. To change the combination type, double-click on the operator. The operator moves through the

sequence UNION, MINUS, INTERSECT.

7. Build each query within the combined query as you build any normal query.

8. Click Run Query.

Important facts about combined queries

Below are some important facts to keep in mind when you use combined queries:

• Queries that you combine must be built using the same universe. • Queries that you combine must contain the same number of objects to run successfully. • When you build a combined query to return data from more than one object in a

column, for example, using the Union operator, you must use objects of the same type (character, date or number).

• Only the objects placed in the first query are displayed in the block after the query is run. Any object used in a combined query does not display in its own column, but

instead, the values are returned in the same column as the object from the first query. • Web Intelligence's default behavior when combining queries is to perform a Union (not

a UnionAll) and to return all values less the duplicates. You need to define a custom formula or variable for Web Intelligence to perform a UnionAll.


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Retrieving duplicate or unique rows

In a database, the same data may be repeated over many rows. By default, Web Intelligence automatically returns all rows, even if they are repeated. This default behavior may cause an

inaccurate count when combining queries, particularly when you use the Minus operator.

You can change Web Intelligence’s default behavior so that only unique rows are returned by the combined query.

To retrieve only unique rows

1. In the Query panel, display the Query Properties tab.

2. In the Data zone, clear the Retrieve duplicate rows option.


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Activity 11.1 – Implement Combined Queries

Purpose

Use this procedure to create a document by combining queries, using the Union, Intersection or

Minus functions.

Overview

You perform the following tasks to implement combined queries:

• Create a query. • Add a filter to the query. • Add a combined query. • Make selections.

Scenario

Your manager asks you to produce a customized report listing all of the carlines which have an exterior color of Nordic green and those that have a model year of 2004 and an exterior color of Merlot Pearl.

Create a new Web Intelligence document against a query of the MNAO Master Universe.


2. From the list of classes in the Left

pane, select the following objects:

3. Drag the objects or use the to

place each object in the Result

Objects pane.

4. Drag Exterior Color Code to the Query

Filters pane.

5. In the Exterior Color Code selection

drop down list, accept the default.

6. In the Exterior Color Code value field,

select to display a list of colors.

Class Object

CPO Denormalized Class > CPO Sales Master > CPO VIN

Carline

Exterior Color Code

Model Year


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7. Select NORDIC GREEN.

8. Click .

9. Click .

10. Drag Exterior Color Code to the Query

Filters pane.

11. In the Exterior Color Code selection drop

down list, accept the default.

12. In the Exterior Color Code value field,

select to display a list of colors.

13. Select MERLOT PEARL.

14. Click .

15. Drag Model Year to the Query Filters pane.

16. In the Model Year selection drop down list,

accept the default.

17. In the Model Year value field, select to

display a list of years.

18. Select 2004.

19. Click .

20. Save the document as Combined Query 1, and close the report.


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Creating a query based on another query

Web Intelligence allows you to create a query based on the structure of another query.

Consequently, you save time with complex reports and can ensure that different queries are defined in exactly the same way.


• Duplicate a query in a document to build another query.

Duplicating queries

When you build a report with many queries based on the same universe, duplicating your query can accelerate the process, especially when the queries have some of the objects in common.

Suppose that you are asked to create a report for MNAO that displays Region, Fiscal Year, and MNAO revenue. The report must use a prompted query filter to allow users to select the region for which to return the results.

To create the query, you place the Region Code, Fiscal Year, and MNAO revenue objects in the Result Objects pane of the Query panel, and place the Region Code object in the Query Filters pane, using the required prompt.

Next, suppose that you are asked to generate another report that prompts for region, but that this time displays MNAO revenue broken down by dealer and year, rather than by region and year. The query you need to create this report is almost identical to that required for the previous report. The only difference is that in the second query, you must use the Dealer Code object in the Result Objects pane, where in the first query you used the Region Code object.

To save yourself the effort of creating an entirely new query to generate the second report, you can duplicate the first query, delete the Region Code object in the Result Objects pane, and

replace it with the Dealer Code object. When you run the new query, it produces the results you require.


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To duplicate a query

1. Select the query you want to duplicate by right-clicking the appropriate Query tab at the bottom of the Query panel.

2. Select Duplicate Query. A duplicate query appears in the Query panel, and its tab is labeled Query 1 (1).

You can now modify the query.

Knowledge Checkpoint: Advanced Query Techniques

1. What are the three types of query techniques used in this lesson?

2. If you were to use the UNION operator to combine queries, what would be the result?

3. If you were to use the INTERSECTION operator to combine queries, what would be the result?

4. If you were to use the MINUS operator to combine queries, what would be the result?

5. List two reasons why you might want to use combined queries.


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Knowledge Checkpoint Answers: Advanced Query Techniques

1. What are the three types of query techniques used in this lesson?

22. Answer:

23.

24.

25. Combining, Subquery, and Duplicating a query to build another.

2. If you were to use the UNION operator to combine queries, what would be the result?

Answer:

26. The result returns all records that satisfy one of the two conditions. This is equivalent to

using an OR between query filters.

3. If you were to use the INTERSECTION operator to combine queries, what would be the

result?

27. Answer:

28.

29. Only records that matched ALL criteria would be returned. This is the equivalent of doing

an AND between query filters.

4. If you were to use the MINUS operator to combine queries, what would be the result?

30.

31. Answer:

32.

33. All records that match the first query condition and not the second condition. Where you

place the queries determines which is the first condition and which is the second condition .

5. List two reasons why you might want to use combined queries.

34.

35. Answer:

36.


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○ To make the construction of the query easier.

○ When it is not possible to apply the required query filters using Boolean logic.

Lesson summary


• Use combined queries • Create a query based on another query

Lesson 12 – Working with Calculation Contexts BusinessObjects Web Intelligence 4.x

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Lesson 12 – Working with Calculation Contexts

Lesson introduction

This lesson provides information on how Web Intelligence performs calculations in reports. By default, Web Intelligence determines the result of a measure when it is projected in the report based on the dimension(s) in the part of the report where the measure is inserted (for example, in columns of a table). These dimensions make up what is called the calculation context of the measure object or variable.

When you understand the default behavior of contexts, you can also understand how to

manipulate the contexts and force a report to display data in the manner you specify regardless of the other objects projected.

This lesson demonstrates how to use various operators and keywords to define and redefine contexts in your calculations.


• Understand calculation contexts • Redefine calculation contexts


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Understanding calculation contexts

This unit introduces key concepts of calculation contexts in Web Intelligence. Calculation

context is the way that Web Intelligence dynamically calculates values projected in a report by measure objects or variables.

In a Web Intelligence document, measures are calculated dynamically based on the dimensions with which they appear. For this reason, it is important to understand that Web Intelligence, by default, performs calculations at the row level and at the lowest level dimension available in your block.


• Explain how Web Intelligence calculates data dynamically • Explain the impact of input and output contexts on how data is calculated • Explain how you can use extended syntax to change the default calculation context

Dynamic calculations

By default, when objects are placed in a block, the projected values of the measures are

aggregated to the level of the dimensions displayed in the block, as opposed to the level of the values as stored in the data provider.

For instance, if you create a table showing Fiscal Year and MNAO revenue, the measures will be aggregated to the Year level, as shown in the first table.

If you added Region to the beginning of the table then

the MNAO revenue would be aggregated by year for each region, as shown in the second table.

When you remove a dimension from the table (Fiscal Year, in this case), as in the third table in the diagram, Web Intelligence automatically recalculates the

MNAO revenue data according to the new context (Region, in this case).


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You can see in this example that MNAO revenue is calculated at the row level. In Web Intelligence, this row level calculation is the default calculation context for any measure object or variable placed in a column.

If you set a section on a report, any measures inserted at the section level are calculated by default using the section as the calculation context.

In this example, the report is sectioned by region. Beside the section heading is a cell displaying MNAO revenue at the region level. Notice that the MNAO revenue value at the region level matches the sum of MNAO revenue results for all of the markets in the region.


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Similarly, if you insert a MNAO revenue cell beside the report title, the calculation context is the whole report, so the cell displays the MNAO revenue grand total.

These examples demonstrate the first way of controlling a calculation, where the level of aggregation is affected by the environment of the report:

• The projected values of a measure are aggregated to the level of the dimensions displayed in the block.

• The position of the measure within the body of the report can also control the aggregation level. If a report is sectioned and you place a measure at the section level of the report, the projected value of the measure will be aggregated at the dimension level on which the section is based.

The second way of controlling a calculation is to force a level of aggregation other than the default. For example, you can place a variable or a formula in a table, but force it to aggregate to the sum of all values for the table. Such functionality is required if you are going to create percentage calculations across sectioned reports.

The remainder of this lesson demonstrates how to force the level of aggregation for measure values when you project the values in a report.

Redefining calculation contexts

This unit provides reasons why you might choose to redefine the input or output contexts of measures in your report. It also provides examples of the logic to apply when you redefine the input or output contexts.

These examples show how to use both extended syntax context operators and keywords. After completing this unit, you will be able to:

• Explain the impact of input and output contexts on how measures are calculated • Define the input context in order to change the level of aggregation • Define the output context in order to change the level of aggregation • Use the In context operator with Where to redefine a calculation context


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Input and output contexts

Input and output contexts must be added to a calculation if you want the context of the calculation to be something other than the default context.

• Input context consists of any dimension objects that need to be included directly IN the calculation itself.

• Output context consists of one or more dimension objects that determine where the calculation is placed in the report, or in other words, the level where the calculation is to

be turned OUT in the report.

In fact, the output context determines at what aggregation level the calculation is displayed (for example, a master variable in a section).

Consider the simple calculation shown here:

There are no dimension objects in the calculation itself, so the input context is the sum of the values returned by the measure object Sales revenue. This calculation does not specify an output context, so Web Intelligence assumes the default context and uses the dimensions with which the measure appears.

As no output context is specified for the Sum calculation, it assumes the context of Region.

Note: It's important to understand that you can only set the context to a level that exists within the data provider of the

document. For example, if you wanted to change the default context to calculate MNAO revenue at the dealer level, the Dealer object must exist in the data provider.

You cannot show data at the dealer level if the query does not include this object in the data provider.


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Forcing the input calculation context

You have seen how to use the default calculation context. You can determine what dimensions will be taken into account when calculating the aggregate for the formula. This is referred to as the input calculation context. Typically, you would want to use this when the calculation needs to take into account specified dimensions that may not appear in the report, but are contained within the data provider.

Suppose that you want to create an MNAO report that

displays each region, its total revenue, and the best revenue ever achieved in any one year. To understand how to create a variable that returns the best revenue achieved in any one year by region, it helps to begin by looking at a report that shows MNAO revenue by year, grouped by state.

The Sales revenue column is sorted in descending

order, so the top entry in the Sales revenue column is what you would like to create a variable to identify. Since you don't want your final report to contain a Year column, you can now insert a new table that contains only the State and Sales revenue objects.

Now you just need to create a variable that returns the region's best year amount and insert it in the new table. As your first attempt, you

might create a variable called Region's best year amount, using this syntax:

If you add the new variable to the table, you get this result:


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If you compare the state's best year revenue shown in the first block with the data calculated by the variable you have just created, you can see that the default behavior of the calculation, at the row level, is obviously not the correct context.

By default, Web Intelligence does not know that the Year object needs to be included in the context of the calculation - it uses Region as the context to calculate the values, and the result is the exact same calculation that the MNAO revenue object projects.

Now, extend the syntax to specify the correct input and output context so that Web Intelligence knows how to calculate the data correctly. The syntax for specifying input and output context is:

Aggregate function([Measure] input_context) output_context

To extend the syntax, the available operators are:

• ForEach • In The key syntactic difference between an input and an output context is where the

operator is placed. In an input calculation context, the operator is placed within the brackets of the aggregate:

Syntax: Aggregate(measure FOREACH (dimension list)) For example: =Max([MNAO revenue] ForEach

([Fiscal Year])) Or

Syntax: Aggregate(measure IN (dimensionlist))

For example: =Max([MNAO revenue] In ([Fiscal Year]))

Suppose that you modify the Regions's best year amount variable to use this formula:

=Max([MNAO revenue] In ([Fiscal Year]))

The report now looks like this:


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This formula does not work because although it includes Fiscal Year in the calculation context, it does not include Region. Even though the table includes a Region Code column, and you would normally expect the data to aggregate to the region level, the In operator only takes into

account dimensions in the formula's dimension list. Now you can modify the variable to use this formula:

=max([MNAO revenue] In([Fiscal Year] ; [Region Code]))

The report looks like this:

This formula achieves the desired result. By default, Web Intelligence takes [Region Code] as the output context.

You can create an alternate formula for the variable by using the ForEach operator instead of In. Unlike the In operator, the ForEach operator takes into account all the dimensions in the table, so you can achieve the same result using this formula:

=max([MNAO revenue] ForEach ([Fiscal Year]))


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About the extended syntax operators and keywords

The extended syntax available to redefine the calculation context of measures includes:

• Extended projection context operators, including In, ForEach, and ForAll. • Extended environment keywords, including Report, Section, Break, Block, and Body.

These keywords are used in formulas in conjunction with the In context operator.

The context operators that are available to redefine the calculation context of measures include:

Operator:

Used to specify dimensions explicitly. Also used with extended in syntax keywords.

Where

Specifies limiting conditions on the data.

ForEach

Adds dimensions to the context.

ForAll

Removes dimensions from the context.

The ForAll and ForEach operators are useful when you have a default context with many dimensions. It is often easier to "add" or "subtract" from the context using ForAll and ForEach than it is to specify the list explicitly using In.

Forcing the output calculation context

In the previous examples, you considered the input calculation contexts. That is, you considered how you wanted the measure to aggregate based on the dimensions available in the table and the data provider.

You can also determine the level of aggregation at which the value for the variable is displayed in

the report.

The extended syntax keywords, Report, Section, Break, Block, and Body are useful in defining calculation context. These keywords, used in conjunction with the In operator, allow you to change the default context from the row level to another level in the document.

Note: If a report filter is applied to the table, the default context in the table footer

calculates only the values retained by the filter.


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If you create an Average variable using the same syntax Web Intelligence used to calculate the average for all markets, and add a new Average column to the table, you get this result:

The Average variable appears in the table, but

the values are now calculated at the row level rather than at the whole table level.

Why is this happening? The default calculation context has changed. When the formula =Average([MNAO revenue]) is placed in:

• The footer: the context is to calculate for the entire table.

• The table: the context is to calculate for each individual row.

To solve this, you can use either the ForAll or

the In Block operators, using the following syntax:

Aggregate(measure) ForAll(dimensionlist))

For example: =Average([MNAO revenue]) ForAll ([Market Short Desc];[Fiscal Year])

Or

Syntax: Aggregate(measure) In Block

For example: =Average([MNAO revenue]) In Block

The difference between the two is that the ForAll operator only aggregates the measure for the dimensions in the dimension list, while the In operator aggregates at the report environment level, that is, at the body, block or

report level.

The key difference is that when you use the In operator, the formula calculation is aggregated at the specified level regardless of which dimensions or variables are used in the report.

If you update the Average formula to use the =Average([MNAO revenue]) In Block formula, the report looks like this:

• Why use this syntax?

By adding In Block as the output context, you are specifying that the calculation should be

displayed at the block (whole table) level, even though the calculation was placed at the row level.


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• Why is there no input context?

No input context is needed since the calculation needs to find the average based on the entire table. By leaving the input context to assume the default, you ensure that no additional objects are considered when the average is calculated.

More about the extended syntax keywords

The following keywords can be used with the In operator to control how measures are calculated at different levels within the document: Report, Section, Break, Block, and Body.

Environment Level

Effect

Report The projected value of the measure is aggregated for all dimensions contained within the page of the report.

Section The projected value of the measure is aggregated for all dimensions contained within the section of the report.

Break The projected value of the measure is aggregated for all dimensions contained within the break of the table.

Block The projected value of the measure is aggregated across all values for dimensions contained within the block.

Body The projected value of the measure is aggregated for all dimensions at the level in the report that it is placed.

Input vs. output calculation contexts

In summary, unless you need the aggregate of a measure to take into account a dimension that is in the data provider but not in the table, an output calculation will suffice. When specifying an output calculation context, it is normally best to use the In operator as this is more flexible and will not need to be changed if the dimensions of the environment are altered.


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Conversely, when specifying an input calculation context, it is normally better to use the ForEach operator as it will automatically take into account the dimensions in the block.

Using the In

context operator

with Where

Two of the most widely-used operators used to specify both input and output contexts are In and Where. Although each operator denotes a different type of calculation environment, the two may be used together in a single variable.

The In operator specifies all parameters (dimension objects) that are to be included in the context. When using multiple dimension objects, the dimensions should be listed in order of granularity and must be separated with ";".

The Where operator instructs the variable to calculate only where certain values are true. Suppose that you need to produce a report that calculates both the highest sales revenue for all regions as well as specific information for the Gulf Region. You start out creating a query including the Fiscal Year, Region Code, and MNAO revenue objects, and remove the Region column from the table so that your report looks like this:


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Now you can create a MNAO revenue By Year for the Gulf Region variable using this syntax:

=[MNAO revenue] Where ([Region Code]="GU")

This context uses the Where operator to isolate the Gulf region in the calculation. If you replace the MNAO revenue column with this new variable, and apply some formatting to the table, it looks like this:

Now you want to create a variable to find the highest revenue for any one region. You can use

this syntax:

=Max([MNAO revenue] In([Region Code]))

This context uses the In operator to specify input context. This assures that the calculation only

addresses the Region values when locating a maximum amount.

There is no output context defined, so the calculation uses the default output context of the entire report, because it was placed at the report level rather than in a table.

Next you can create a Highest annual revenue for the Gulf Region variable using the following syntax:

=Max([MNAO revenue] In([Region Code];[Fiscal Year]) Where([Region Code] ="GU"))

This variable definition uses both the In and Where operators to achieve the correct calculation. Both operators were used in defining the input context.

• The In operator forces the =Max operator to look in the Region values first and then the Year values within each Region in order to locate the maximum value.

• The Where operator assures that the =Max calculation is only valid where the region is Gulf.

Finally, you can create a MNAO revenue for the Gulf Region for the FY150 variable using this syntax:

=[MNAO revenue] Where([Region Code]="GU" And [Fiscal Year] ="FY150")

Like the MANO revenue By Fiscal Year for the Gulf Region variable, this calculation uses the Where operator in the input context to ensure that the calculation is valid for only those values

denoted by the Where operators.

It is not necessary to list the components of the calculation in order of granularity when using the Where operator. You must list the components when using the In operator.

The following table shows syntax and examples for the Where operator.


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Operator Description Syntax and Examples

Where Restricts the data used

to calculate the measure expression

[measure_expression] Where [boolean_expression]

The formula Average ([MNAO Revenue]) Where ([Region Code]= "GU") calculates the average sales where the region is "GU".

The formula Average ([MNAO Revenue]) Where ([Region Code]= "GU" Or [Region Code] = "NE") calculates the average sales where the region is "GU" or "NE".

The formula [Revenue] Where (Not ([Region Code] Inlist ("GU";"NE"))) calculates the revenue for the regions other than GU and NE.

The variable [High Revenue] has the formula [Revenue]

Where [Revenue➤ 500000].

When placed in a block, [High Revenue] displays

either the revenue when its value is greater than 500000, or nothing.

When placed in a footer at the bottom of the [High

Revenue] column, the formula Average ([High Revenue]) returns the average of all the revenues greater than 500000.

Note: You can use the Boolean operators with the Where operator

Important facts about calculation contexts

• If you do not define an input or output context, Web Intelligence assumes the default context of where the calculation has been placed.

Note: If the calculation is a formula, show the Formula toolbar, then click the Create

Variable button in order to save it as a variable.

• When using the Where operator, it is necessary to place parentheses around the values listed after the Where , as in the following example:

=[MNAO revenue] Where ([Fiscal Year] = "FY150”)


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Activity 12.1 – Show the Default Calculation

Purpose

Use this procedure to use extended syntax to redefine the calculation context of measures in a Web Intelligence document.

Overview


• Create a new query. • Add a pattern query. • Create reports. • Create variables. • Format numbers. • Add sums. • Add sections.

Scenario

MNAO Management wants to know the Retail Volume and the Sales Amount for all Mazda3

carlines. You are tasked to specifically calculate the Retail Volume times Marginal Profit to get Revenue.






4. Drag Carline Group to the Query Filters

pane.

5. In the Carline Group selection drop down

list, select Matches pattern.

6. In the Carline Group value field, enter %Mazda3%.

Class Object


Fiscal Month

Vehicle Information

Carline Group

Carline

MNAO Revenue

Marginal Profit

Retail Volume


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7. Click .

8. Your report should look similar to the following example.

9. Expand the Marginal Profit column to display

numbers.

10. Double-click in the Marginal Profit heading and

type Profit.

11. Click away from the field.

12. Highlight a row in Fiscal Year.

13. Right-click and select Set as

section.


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14. Select the Data Analysis tab.

15. Click .

16. Select New Measure.

17. In the Name field, type Revenue.

18. In the Available Objects pane,

select Retail Volume.

19. In the Available Operators pane,

select *.

20. In the Available Objects pane,

select Marginal Profit.

21. Add a ( to the end of the

statement.

22. Click .

23. Select from the Left pane to

display Available Objects.

24. Click + next to Variables to open the

folder.

25. Drag Revenue to the report and place it

between Profit and Retail Volume.


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26. Select the Formatting tab.

27. Select the Numbers tab.

28. Click to display a list of

number formats.

29. Select .

30. Select the Analysis tab.

31. Highlight a row in the Revenue column.

32. Click .

33. Highlight a row in the Retail Volume

column.

34. Click .

35. Scroll down to display the Sum row in

the report.


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36. Highlight the Retail Volume total cell.

37. Right-click and select Copy.

38. Place your cursor next to the

FY147 heading.


40. Highlight the Revenue cell.


42. Place your cursor next to the

FY147 heading.


44. Move the section headings to

line them up.

Note: Compare the values shown in the section with the values in the table footer. You

see that, while the Sum of Retail Volume is the same in each, the Sum of Revenue is differ ent

in the section header compared to the value in the table footer.


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45. Save the report as Show the default Calculation, and close the report.


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Activity 12.2 – Force the Input Calculation Context

Purpose

Use this procedure to modify a report to correct a calculated formula by forcing the input

calculation context.

Overview


• Open an existing query. • Correct a calculation. • Convert a formula to a variable.

1. Open the Calculation 1 document from your favorites folder.

Looking at the values, not that the sum of the revenue has been multiplied by the sum of the

retail volume, rather than being calculated by each row.

The reason the Sum of Revenue does not show the same value in the section header as in the

table tooter is that the calculation has been taken out of its original context. Not all of the

dimensions that have defined the original calculation have been considered.

2. Correct the calculation by forcing the input calculation context.

a. Select the cell containing the Revenue value in the section header.

b. In the formula editor, change the formula to the following:

=Sum([Revenue] In ([Fiscal Year];[Carline Group];[Carline] ))

The value in the Header and the footer now should be the same.

3. Convert the formula to a variable called Revenue by Year. This variable will be used later.

4. Highlight the formula, right click and choose copy.

5. In the Create Variable dialog box, in the context menu of the Formula field, choose paste.

6. Name the variable Revenue by Year and assign it qualification “Measure”.

7. Save this Exercise in your working folder with the Name Force the Input Calculation

Context.


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Activity 12.3 – Force the Output Calculation Context

Purpose

Use this procedure to modify a document to change the way a calculation displays in a report.

Overview


• Open an existing query. • Modify a calculation. • Maintain headers and footers.

1. Open the document from the last exercise called Force the Input Calculation Context.

2. Create a vertical table using the object Fiscal Year, Carline and the variable Revenue.

3. Insert a break on the Fiscal Year and a Sum on Revenue so that it appears in the break

footer.

4. Now enter the variable Revenue by year as a new column on the right side of the table.

5. Correct the calculation by forcing the input calculation context.

a. Select the cell containing the Revenue value in the section header.

b. In the formula editor, change the formula to the following:

=Sum([Revenue] In ([Fiscal Year];[Carline])) In ([Fiscal Year])

The value in the table and the footer now should be the same.

6. Format Revenue and Revenue by Year as currency ($ with 2 decimals).

7. Save this document with the name Force the Output Calculation Context.


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Knowledge Checkpoint: Calculation Contexts

1. What is an input context?

2. What is an output context?

3. Which of the following is an extended syntax context operator?

○ NoFilter()

○ ForEach

○ Block

4. Which of the following is an extended syntax keyword?

○ NoFilter()

○ ForEach

○ Section


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Knowledge Checkpoint Answers: Calculation Contexts

1. What is an input context?

37. Answer:

The input context is the list of dimensions that are included in the calculation itself.

2. What is an output context?

38. Answer:

The output context is the dimension level in which the calculation is to be displayed in the report. For example, the output context can be the dimension displayed at the row level;

the dimension displayed at the break level, and so on.

3. Which of the following is an extended syntax context operator?

○ NoFilter()

○ ForEach

○ Block

Answer:

ForEach

NoFilter() is a function. Block is an extended syntax keyword.

39.

4. Which of the following is an extended syntax keyword?

○ NoFilter()

○ ForEach

○ Section

40. Answer:

Section


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Lesson summary


• Understand calculation contexts • Redefine calculation contexts

Lesson 13 – Creating Formulas with Character and Date String Functions


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Lesson 13 – Creating Formulas with Character and Date

String Functions

Lesson introduction

The ability to create formulas and define them as variables in Web Intelligence offers the report designer a very powerful tool. Variables act just like dimension or measure objects. Once you have created a variable, you can use it throughout the document to display data that you cannot retrieve by using the existing objects in the universe.

In this lesson, you learn about some of the formula functions available for manipulating character and date variables. While the syntax may take some time to comprehend, it is well worth the effort as variables can provide you with more flexibility in reporting.


• Use character strings • Use the Right() function

• Use the Replace() function • Use the SubStr() function • Use the Pos() function • Concatenate different character strings • Use date functions



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Using character strings

A character string is a series of characters that form either a piece of text or the individual values

of a character-type variable. They are always categorized as dimension objects, but the reverse is not true. A dimension object can be of character, date, or numeric type.

Using Web Intelligence character-string functions, you can replace, modify, or remove either all or part of a character string.


• Describe the character-string functions presented in this lesson

About character-string functions

The character-string functions presented in this lesson are:

• Right() - used to extract a given number of characters from the right • Replace() - used to replace a specified string with another string • Left() - used to extract a given number of characters from the left • SubStr() - used to extract a string from within a string using variable length and position

• Length() - used to identify the length of a string • Pos() - used to identify the position of a character in a string

Replace() , Right(), and Left() are only useful when you want to manipulate a constant string or a constant number of characters. SubStr() is a more powerful function. You will use the SubStr() function to extract strings where the length and position are not consistent.

Using functions in formulas and variables

You use the functions presented in this lesson when you are creating a formula. You can create a formula by typing it in the Formula bar or in the Formula Editor . Either method calculates the data and displays the resulting values in the column that you have highlighted in the block.

You can also drag and drop objects in the Formula bar and then complete the formula by

typing in the Formula bar.

If you want to use the formula repeatedly in different blocks or different reports in the document, or if you want to identify the formula as though it were an object in the document, you can define the formula as a variable.

If you only want to display the calculated value in a single cell, then creating a formula is best. However, if you want to display the result as a column in a report block, then defining the formula as a variable is best.

If in doubt, always create a variable rather than a formula, as there are certain things that cannot be done with a formula that can be done with a variable.



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Using the Right() function

The Right() function displays a fixed number of characters starting from the right end of the

character string and removes the others.

The syntax for the Right() function is:

string Right(string input_string; integer number_of_characters)

input_string refers to the string from which you want to select characters to display. number_of_characters sets the number of characters to display from the right of the input string.


• Use the Right() function to display selected characters from a character string

How to extract characters using the Right() function

Suppose that you are working with this report:

The Fiscal Year object in the MNAO universe is formatted to

return the year as a 5 digit character (for example, FY150). However, you need to display the year in three-digit format (for example, 150). To do this, you can use the Right() character string function to remove the first two digits and display the last three.

Create a new variable called Years, using this syntax: =Right([Fiscal Year] ; 3) where:

Syntax Description

[Fiscal Year]

The name of the object that retrieves the data.

3 The number of characters to display from the right of the character string.

Note: The Left character string function works in exactly the same way except that the

function displays the specified number of characters starting from the left.



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When you drop the Years variable in the section header block, the report looks like this:

To further clarify the section header, you can modify the Years formula to use this syntax:

=NameOf ([Fiscal Year]) + " " + Right([Fiscal Year] ; 2) where:

Syntax Description

NameOf([Fiscal Year]) To display the name of the Year object.

+” “ To concatenate a space after the object name.

+ Right ([Fiscal Year]) ;2 )

To concatenate and display two characters starting from the right end of the character string.

The report looks like this:



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Using the Replace() function

The Replace() function replaces a specified string with another string. The syntax for the

replace function is:

string Replace(string input_string; string string_to_replace; string replace_string) input_string

The input string.

string_to_replace

The string within input_string to be replaced.

replace_string

The string to replace string_to_replace with. After completing this unit, you will be able to:

• Use the Replace() function to replace “Q” with the word “Quarter”

Replacing a string

Suppose that you need to report on quarterly revenue using the word Quarter instead of Q in the report.

You can create a variable using the Replace() function to modify the character string displayed in the report using this formula: =Replace([Quarter] ; “Q” ; “Quarter ”) where:

Syntax Description

[Quarter] The name of the object that retrieves the data.

“Q” The value stored in the database, followed by 1 through 4 to indicate the first through fourth quarters of the year.

“Quarter ” The character string that will replace “Q” in every instance.

Note: Be sure to add a space after the word Quarter and before the end-

quote.



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If you replace the Quarter column with the new variable you created, you get this result:

Using the SubStr() function

The SubStr() function extracts a specified character string from within a string. The syntax for

the SubStr() function is:

string Substr(string input_string; integer start; integer length)

input string is the string from which the substring is to be extracted.

start is the position of the first character in the input string to be extracted (for example, 1).

length is the number of characters (from the initial position forward) to be extracted. After completing this unit, you will be able to:

• Use the SubStr() function to extract a character string from within a string



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How to extract characters using the SubStr() function

The Dealer name object in the MNAO universe returns the name of each dealer in the company, but prefaces some with "Mazda".

Suppose that you want to remove the Mazda portion of the character string. This presents a challenge since the length of each dealer's name is different, with or without the "Mazda" portion. Neither the Right() or Left() functions will work here.

The easiest way to achieve the removal is to use the SubStr() function. Create a variable called XXXX, and use this syntax:

=SubStr([Dealer name] ; 6 ; Length([Dealer name]))

Why?

• "6" represents the starting point at which the formula is to start displaying characters. This was established by counting the

number of characters in "Mazda" (5) and then adding a character to account for the space between the word "Mazda" and each Dealer name. Therefore you want the starting point to be character 6.

• The Length() function returns the length of the original Dealer name, including the “Mazda” part of the name.

Note: Don’t forget that the beginning number in the SubStr() function is the beginning

character position that you want the substring to start displaying characters. Character positions identified in the SubStr() syntax are those you want to see displayed, not those you want to remove.

If you replace the Dealer Name column with the Substring column, the report looks like this:



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Using the Pos() function

The Pos() function identifies the first instance of a unique character and returns the number of characters from the start of a string to that instance of the character.

The syntax for this function is:

integer Pos(string input_string; string pattern)

input_string defines the string to be searched for the occurrence of a character and it's position in the string.

pattern is the character string you wish to search for. After completing this unit, you will be able to:

• Use the Pos() function to return the position of a specific character string

How to use the Pos() function

Suppose that you are working on a report containing these columns:

In the address column, you want to display only the street names for each of the MNAO dealers. The Address object from the universe returns both the building number and the street name, and the number of spaces before the street name begins is inconsistent. Therefore, you must create a substring to return only the portion of the address that is needed.

Notice that in each address there is a space after the building number. If you can create a formula that recognizes at what position the space lies for each value, you can use that position as a starting point for the SubStr() function.

Create a variable called Space , using this syntax:



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Syntax: =Pos([Street Address] ; " ")

This variable locates the first space within each address string. If you add a Space column to the report, you get this result:

The integer returned by the Space variable corresponds to the number of characters before the street address begins. Now you can create a new variable called Street Name Address, that removes the building number from the address string. Use this syntax:

=SubStr([Address] ; [Space]+1 ; Length([Address]))

Why?

• The Space variable sits at the 'beginning number' slot of the SubStr() function's syntax. It contains the variable name and the text pattern you want to locate (a space in this case).

• The +1 tells the function to begin the substring at one position more than the location of the space so that the space is not returned.

• The Length() function instructs the system that the number of characters to be displayed from each Address string is equal to the length of each address after the character (a space in this case) in the beginning number position.

If you delete the Space column from the report, and replace the Address column with the Street Name Address variable you just created, you get the result you require:



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Concatenating different character strings

The character used to link two strings together in a formula, or concatenate data, is the plus symbol "+". The syntax is:

"String1” + "String2”

Note: You can concatenate as many strings together as you like. After completing this

unit, you will be able to:

• Combine two strings in a formula using the concatenate function • Format a date when it is concatenated with a string

How to concatenate a string with a date

To explore concatenating different data types, consider combining a string value with the Last Refresh Date free-standing cell formula.

The Last Refresh Date free-standing cell displays the date and time that the document was last executed:

The syntax for the formula of the cell is:



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date LastExecutionDate(string data_provider)

Note: This formula returns the date on which a data provider, or query, was last

refreshed. If your report has one data provider only, you can omit the [data_provider] parameter. You must enclose the name of the data provider in square brackets.

If you insert the Last Refresh Date free-standing cell into a report and view the formula in the Formula Editor, you see this:

=LastExecutionDate()

To insert a descriptive string prior to the date, you can modify the formula like this:

="Last Execution Date: "+LastExecutionDate()

This formula concatenates the "Last Execution Date" character string with the

LastExecutionDate() function. The Last Refresh Date cell now looks like this:

Formatting a date that is concatenated with a string

You have seen how to concatenate a date with a string. Now you want to display the date using a character string as well.

Normally, if you had not included the character string Last Execution Date in the formula, you could right-click the cell and select the Format Cell item from the drop-down menu.

Then you would select the date format of your choice from

the Date/Time zone of the Number Format dialog box. However, now that you have edited the formula to add a character string, you can no longer use the standard formatting method. To format a date so that it is displayed as a string when it is concatenated with another string, you use the FormatDate() function. The syntax for this function is:

string FormatDate(date date_to_format; string date_format)

For example:

FormatDate([Start Date] ;"dd/MM/yyyy")

For example, if you modify the Last Refresh Date formula to use the FormatDate() function, using this syntax:

="Last Execution Date: " + FormatDate(LastExecutionDate() ; "Mmmm dd, yyyy")

The date now displays like this:



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Note: To convert a number to a string you can use the Format number() function. The

syntax for this function is:

string Format number(number number_to_format; string number_format)

Using date functions

The three most commonly used date functions are:

• ToDate: changes the data type of a value to date • CurrentDate: gives the date today • DaysBetween: calculates the number of days between two dates

In this unit, you will consider the process of converting a string to a date as dates are often formatted as character type at either the database or universe level.

You will use all of these date functions to create a variable named Trading Years. After completing this unit, you will be able to:

• Use date functions to create a variable • Convert a character string to a date value



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Converting a string to a date value

In the MNAO universe, there is no object for number of years trading. The universe only has the Dealer Opening Date dimension object.

Note: The values returned by the Dealer Opening Date object are displayed in the

format "MM/dd/yy hh:mm:ss AM."

Suppose that you want to create a variable that calculates the number of years that dealers have been operating, based on the date the dealers opened.

If you right-click the Dealer Opening Date object in the Data tab, you see that it is a string.

Before you can calculate the operating years you need to strip out the time element of the string and then convert it to a date type. Then you will

be able to perform a date calculation to determine the difference between today's date and the opening date.

You can use the Substr() function to strip out the time element of the string. However, the date element is not in a constant format (for example, some days and months are expressed as single digits while others are two digits).

Since the date is always followed by a space you can use the Pos() function to define the number of character elements of the Substr() syntax. You can create a variable called Date_Substring based on this formula:



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=SubStr([Dealer Opening date text] ; 1 ; Pos([Dealer Opening date text] ;" ") -1)

Then you can create another variable called Open_Date to convert the Date_ Substring values to date type using this formula.

=ToDate([Date_Substring] ; "MM/dd/yy")

Note: The date must be formatted in the same way as the string that is

being converted. For instance, if the order of the dates in the string is Month/Day, then the date must be formatted the same way. If the order of the dates in the

string is Day/Month however, then the formula must use that format as well.

If you replace the Opening Date column in the report with the Open_Date variable, the column looks like this:

Using date calculations

Now that you have created a date type variable for the dealer opening date, you can calculate the number of days to the current date using the CurrentDate() and DaysBetween() functions. The syntax of the DaysBetween() function is:

integer DaysBetween(date first_date; date last_date)

first_date The oldest date.

last_date The most recent date.

You can create a variable called Trading_Years using this formula:

=DaysBetween([Open_Date] ; CurrentDate())/365.25

Note: To convert the days to years, you must divide by the number of days in a year

and in so doing take account of leap years. Hence, the date calculation is divided by 365.25 days.

If you replace the Open_Date column with the Trading_Years variable you just created, you achieve the required result:

Activity 13.1 – Apply String

Manipulation Formulas

Purpose

Use this procedure to create a report using the SubStr() functions in conjunction with the Length() function to do high-level string formatting.



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Overview


• Create a query.

• Create variables. • Create new tables. • Format tables.

Scenario

MNAO Management would like a Dealer report grouped by the first letter of the Dealer Name, to help make the information easier to navigate through.

Use a string manipulation formula to group by formula results.






4. Drag Fiscal Year to the Query

Filters pane.

5. In the Fiscal Year value field,

enter FY150.

6. Click .

Class Object


Fiscal Quarter

Dealers Dealer Code

Dealer Name

Vehicle Information

MNAO Revenue



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7. Create a variable called 1st Dealer Letter which extracts the first letter from the Dealer

name.

8. Insert a Section based on the 1st Dealer Letter formula field.

9. Create a new variable named Uppercase Dealer Name to capitalize the Dealer on the

report.

10. Create a new variable named Display Subtotal to display a sentence including the Dealer

field and the Reservation Revenue.

11. Save your document.

12. Save the document as String Manipulation 1, and close the report.



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Activity 13.2 – Use Character and Date String Functions

Purpose

Use this procedure to create a report Using the SubStr() function in conjunction with the

Length() function to do high-level string formatting..

Overview


• Create a query. • Create variables. • Create new tables. • Format tables.

Scenario

MNAO management wants to view dealers with a Profit Margin greater than $10,000 in the South East (SE) Region.

Use multiple filters in a query to retrieve data for dealers where Profit Margin is greater $10,000 and Region Code is equal to SE.


2. From the list of classes in the

Left pane, select the following

objects:

3. Drag the objects or use the

to place each object in

the Result Objects pane.

Class Object

Dealer Performance > Dealer Information

Dealer Opening Date

Dealer Code

State Code

Region Code



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4. Click .

5. Using the Dealer Opening Date

object as the basis for the formula, create new variable that allow you to show only the

year, not the exact date for the opening of each dealer. Create a new variable that

removes the time of the day from the opening data.

6. Create a second variable based on the first variable to format the dates consistently.

7. Create a third variable based on the second variable, to display only the year value.

8. Add the three variable to the report to check that the functions return the correct results.

9. Create a new table that displays the Year Opened variable and the Dealer Name object.

10. Format the Year Opened object so the it displays correctly.

11. Save the document as Act_YearOpened.



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Knowledge Checkpoint: Character and Date String Functions

1. Name at least three character string functions used in this lesson.

2. To find the occurrence of a comma in an object’s value, which function would you use?

3. What is the syntax for the Replace() function?

4. When would you choose to use the Length() function?

5. Give an example of string concatenation.

6. If you want to create a formula to return the number of years between two dates, what would the syntax be?

7. Can you do calculations on a date?



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Knowledge Checkpoint Answers: Character and Date String Functions

1. Name at least three character string functions used in this lesson.

41. Answer:

Choice of Right(), Substr(), Pos(), Replace(), Length()

2. To find the occurrence of a comma in an object’s value, which function would you use?

42. Answer:

Pos()

3. What is the syntax for the Replace() function?

43. Answer:

Replace([string] ; “old string” ; “new string”)

4. When would you choose to use the Length() function?

44. Answer:

To identify the length of a field.

5. Give an example of string concatenation.

45. Answer:

Lastname+ “, “ + Firstname

6. If you want to create a formula to return the number of years between two dates, what would the syntax be?



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46. Answer:

=DaysBetween(first date;second date)/365.25

7. Can you do calculations on a date?

47. Answer:

Yes



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Lesson summary


• Use character strings • Use the Right() function • Use the Replace() function • Use the SubStr() function • Use the Pos() function • Concatenate different character strings • Use date functions

Lesson 14 – Using If Logic BusinessObjects Web Intelligence 4.x

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Lesson 14 – Using If Logic

Lesson introduction

The If() function is a powerful tool available to Web Intelligence report designers. Often referred to as "If... Then... Else" logic, this function can be used in many different ways to apply custom formulas in a report.

This lesson shows you how to use the If() function logic in two ways: to group values in a variable, and to modify the way calculations behave when certain values are returned by an object.


• Use If() to group data • Use If() to modify calculation behavior


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Using If() to group data

In this unit, you will use the If() function to group values returned from the database into

categories. Using the If() in this manner, report designers are empowered to perform the report equivalent of the Decode, Case, and If functions available to universe designers at the database level.

If() can be used to group some of the values returned by an object and then to define that grouping as a new variable in the document.


• Group values using the If() function • Define the grouping as a new variable in the document

Grouping values with the If() function to show higher levels of detail

You can use the If() function in Web Intelligence to group values returned by an object into categories. These categories can then be used as the basis for aggregating measures at higher levels of detail.

For example, the MNAO universe contains Quarter and Quantity sold objects, which allow you to analyze the quantity sold totals for each quarter. However, if your reporting requirement is to display the quantity sold measure aggregated at the half year level of detail, then the universe does not provide the objects you need to meet this requirement.

By creating a Half Year variable based on the Quarter object, you can aggregate quantity sold totals for each half of the year. This data can then be presented in the same report with quantity sold totals for each quarter.


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In this example, the Half Year variable looks at each value for the Quarter object. If the quarter’s returned value is either Q1 or Q2 then the variable displays the words “Year’s First Half” and if the quarter’s value is anything other than Q1 or Q2 then it displays the words “Year’s Second Half”.

The syntax used with the If() function is:

If (boolean_expr; value_if_true; value_if_false) boolean_expr refers to an expression that

returns TRUE or FALSE. value_if_true is the value returned if the expression returns TRUE. value_if_false is the value returned if the expression returns FALSE.

Note: In Web Intelligence, you can also use this syntax with the If() function:

If boolean_expr then value_if_true else value_if_false

Using this syntax, you replace the semicolons in the formula with the words they represent. Either syntax produces the same results.

If you wanted to create the Half Year variable in this example, you could use this syntax:

=If([Quarter] InList("Q1";"Q2"); "Year's First Half"; "Year's Second Half")

Or this syntax:

=If[Quarter] InList("Q1";"Q2") Then "Year's First Half" Else "Year's Second Half"

Note: You can use the Inlist operator to provide multiple values. All the values must

appear between the parenthesis that follow the operator. Each value must be in quotes and

separated from other values by semicolon.

Example :

InList(“Q1” ; “Q2”)

Grouping values with the If() function to show categories

Suppose that you need to display revenue totals in both a table and a 3D pie chart aggregated for each of the MNAO Region Types. The three Region Types are Top Performers, Average Performers, and Low Performers. Each store needs to be assigned to the appropriate category based on the following business rules:

Market type MNAO revenue

Top Performers Greater than 75,000,000

Average Performers Between 60,000,000 and 75,000,000

Low Performers Less than 60,000,000

You need to display revenue figures including region-type subtotals in the table and region-type revenue breakdowns in the chart.


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You can begin by creating a table using the Region and MNAO revenue objects.

Next, you need to create a Region Type dimension variable, using this formula:

=If([MNAO revenue]➤75000000;"Top Performers" ; If([MNAO revenue]

Between(60000000;75000000);"Average Performers"; If([MNAO revenue]<60000000;"Low Performers")))

Or

=If[MNAO revenue]➤75000000 Then "Top Performers" ElseIf[MNAO

revenue]Between(60000000;75000000) Then "Average Performers" ElseIf[MNAO revenue]<60000000 Then "Low Performers"

If you add a Region Type column to the

report, apply a break on Region Type, and insert a Sum on the MNAO revenue column, you get this result:


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Using the If() function to modify calculation behavior

The If() function is useful for extending the functionality and flexibility of calculations in reports.

More specifically, by using the If() function, report designers can change how a measure behaves based on each value returned for an object.


• Use the If() function to modify how data is calculated depending on the values returned by an object used in the report

Modifying the way calculations behave

You can also use the If() function to extend the functionality of calculations so that they behave more dynamically.

The syntax for using the If() function to modify the behavior of calculations is:

=If([object name]= “true value”; [measure] behavior A ; [measure] behavior B)

Or

=If[object name]= “true value” Then [measure] behavior A Else [measure] behavior B

In other words: if the value returned by an object is equal to what is specified in quotes, then the calculation should behave in a certain manner; otherwise, the value should be calculated in a different manner.

Suppose that you want to build a report that calculates the target revenue for each store. You begin by creating a query including the State, Store name, and Sales revenue objects, resulting in this table.


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Now you need to insert a column that shows the appropriate target revenue for each store. Each store has a different target for the percentage of growth to achieve based on the state in which the store is located. Therefore, a single calculation will not work.

The stores in the following states are to grow their revenue based on these percentages:

State % Growth Required

California 5%

Colorado 10%

DC 15%

Florida 15%

Illinois 15%

Massachusetts 18 ̂

New York 15%

Texas 15%

You can create a Target Revenue Based on Required % Growth variable using this syntax:

Change screen


378

=If([State]="California" ; [Sales revenue]*1.05 ; If([State]="Colorado" ; [Sales revenue]*1.1 ; If([State]InList ("DC";"Florida";"Illinois";"New York";"Texas "); [Sales revenue]*1.15 ; If([State]="Massachusetts" ; [Sales revenue]*1.18))))

Or, if you prefer to create the formula using text rather than semicolons:

=If[State]="California" Then [Sales revenue]*1.05 ElseIf [State]="Colorado" Then [Sales revenue]*1.1 ElseIf [State] InList ("DC" ; "Florida" ; "Illinois" ; "New York" ; "Texas ") Then [Sales revenue]*1.15 ElseIf [State]="Massachusetts" Then [Sales revenue]*1.18

If you add this variable to the report, and apply the appropriate formatting to the column, you get this result:

Syntax of the If() function

This syntax is based on the If…Then…Else logic and the percentage rates that each state is supposed to grow by.

Some considerations regarding this syntax are:

• When you list a single state, you place the "=" sign before the State value, but when two (or more) states are listed, you use the InList operator.

• The syntax requires that when multiple values (States) are listed, all the values must appear in parentheses and each individual value must be in quotes as well as separated from the other values by a semicolon.

Change

screen


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Activity 14.1 – Group Data

Purpose

Use this procedure to create a report using the If() function syntax to group data values..

Overview


• Create a query. • Create variables. • Insert breaks. • Sort data in the table.

Scenario

Your manager asks you to create a report to see whether there is a relationship between the price ranges and the retail volume. You use the If function syntax to group data values.

Using the If() function syntax, create a variable to group data values based on their CVP In USD to create a variable called Price Range. Apply a custom sort to the report and save the document.



following objects:

Drag the objects or use the to place each


Drag Fiscal Year to the Query Filters pane.

In the Fiscal Year value field, enter FY150.

Click .

Move Dealer Code and Dealer Name to appear on the farthest left of the table.

2. Create a variable called Price Range by entering the following data:

=If [CVP In USD]> 500000 Then "High Price"

Class Object


Fiscal Month

Fiscal Quarter

Dealers Dealer Code

Dealer Name

Vehicle Information

CVP In USD


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ElseIf [CVP In USD] Between (100000;500000) Then "Mid Price"

ElseIf [CVP In USD]< 100000 Then "Low Price"

3. Add the new variable to the table to the left of the Dealer Name and put a break on the

variable data.

4. Add a custom sort on the Price Range variable column so that the High Price appears first

in the list, then Mid Price, and finally Low Price.


382

Knowledge Checkpoint: Using If Logic

1. What is another term for the logic used by the If() function?

2. Which of the following are examples of why you might use the If() function to group values in a variable:

• To display categories of values

• To show values aggregated at higher levels of detail

3. True/False. You can use the If() function to define a variable so that a different calculation is used depending on the value retrieved by the object specified in the variable’s formula.


383

Knowledge Checkpoint Answers: Using If Logic

1. What is another term for the logic used by the If() function?

48. Answer:

49.

If...Then...Else logic

2. Which of the following are examples of why you might use the If() function to group values in a variable:

• To display categories of values • To show values aggregated at higher levels of detail

50. Answer:

To display categories of values

3. True/False. You can use the If() function to define a variable so that a different calculation

is used depending on the value retrieved by the object specified in the variable’s formula.

51. Answer:

True


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Lesson summary


• Use If() to group data • Use If() to modify calculation behavior

Appendix A – Web Intelligence Toolbar Reference BusinessObjects Web Intelligence 4.x

385

Lesson 15 Questions and Summary Exercises

Lesson introduction


386

Appendix A – Web Intelligence Toolbar Reference

Web Intelligence toolbars

Standard toolbar buttons

Button Description

New Document

Creates a new document on the currently selected Universe.

Open Document

Opens an existing document.

Save

Allows you to save documents to Personal and Public folders or to save documents on your own computer.

Print

Enables you to print a copy of your report.

Find

Allows you to find specified text on the displayed report page.

Configure Views

Allows you to show and hide the different Left panel tabs, as

well as show and hide each of the three toolbars.


387

Edit Query

Allows you to define data content of the document. Opens the

Query panel.

Refresh Query button

Allows you to regenerate the query and retrieve the most recent data from the database.

Purge Data

Allows you to remove the data retrieved by one or more queries

from your document.


388

Button Description

Activate Data Tracking

Allows you to display the difference between the most recent data

and either the data before the last refresh, or fixed reference data.

Show Changes/Hide Changes

Allows you to turn the display of data tracking information on or off.

Data Tracking Options

Allows you to select the types of data changes you want to display, and set the display format for each data type.

Drill

Starts and ends drill mode. Allows you to analyze report values by

drilling down or across the dimensions displayed in the tables and

charts.

Show/Hide Report Filter Toolbar

Allows you to drag objects into the toolbar where you can create

a simple filter that applies to the entire report.

Take Snapshot of Drilled Report

Allows you to make a duplicate of a drilled report so that you can keep a copy of the drilled values in the same document.


389

Reporting toolbar buttons

Button Description

Show/Hide Filter Pane

Allows you to drag objects into the filter pane to create simple

and complex filters that restrict the amount of data displayed in

the global report or in a specific data block in the report.

Show/Hide Formula Toolbar

Allows you to create custom formulas using a graphical editor and save them as variables for reuse in the document.


390

Button Description

Variable Editor

Allows you to create a new variable by building a formula and

defining it with a name in the Variable Editor.

Merge dimensions

Allows you to merge dimensions from multiple queries into a single

dimension. You can then use that merged dimension to project data

in a block.

Show/Hide Drill Toolbar

When you switch to drill mode, you can use this button to

either display or hide the drill toolbar that displays drill filters as

you analyze data in different levels of detail.

Undo

Allows you to cancel the previous action.

Redo

Allows you to redo the previous undone action.

Alerters

Allows you to create, edit or delete alerters. Alerters allow you to

highlight results that meet or fail specific targets.

Apply/Remove Ranking


391

Allows you to show only the extreme ranges of data, by

ranking the top or bottom values of a given dimension on the

basis of a given measure.

Add Quick Filter

Activated when you select an object in the Result Objects pane

and allows you to select a value to filter data on.

Insert/Remove Break

Insert or remove a break on a table column or row.

Apply/Remove Sort

Apply to or remove a sort from a column of data. Clicking the down

arrow displays the descending sort option as well.


392

Button Description

Insert Sum

Insert sum or display the list of calculations you can apply to a

column of data. Clicking the down arrow displays the additional

calculations.

Insert Row Above

Insert a new table or row above the selected row. Clicking the down arrow displays additional insert options.

Order

Allows you define the order in which overlapping blocks display in

a report.

Align blocks and cells

Allows you to align positioning of blocks and cells in a report.

Switch Page/Quick Display

Allows you to toggle between the normal view of a report, and

a preview of how the report will appear when printed.

View Structure

Toggles between viewing the structure of the report and the results.

Formatting toolbar buttons

Button Description


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Font name

Allows you to change the font used to display text in the selected

report element.

Font size

Allows you to change the font size used to display text in the

selected report element.

Bold

Allows you to change the text style in the selected report element

to bold.


394

Button Description

Italic


to italic.

Underline


to underlined.

Text color

Allows you to change the text color of the selected report element.

Background color

Allows you to change the background color of the selected report element.

Background image

Allows you to select an image to use as the background for the

report.

Border size

Allows you to define the border appearance for the selected block.

Border color

Allows you to select the border color for the selected block.


395

Left

Allows you to align the text in the selected report element to the

left.

Center

Allows you to align the text in the selected report element in the

center.

Right


right.


396

Button Description

Top


top.

Middle


middle.

Bottom


bottom.

Wrap text

Allows you to turn text wrapping on and off for the selected report element.

Merge/Split cells

Allows you to merge multiple cells or columns into a single cell or column.

Format Painter

Allows you to apply the formatting of a selected report element to

another element in the report.

Page Navigation toolbar buttons

Button Description


397

Zoom

Allows you to zoom your view of the report in or out.

Page navigation

Allows you to quickly navigate to specific pages in the document.