Xi3 Bip Live Office User En
This document was uploaded by user and they confirmed that they have the permission to share it. If you are author or own the copyright of this book, please report to us by using this DMCA report form. Report DMCA
Overview
Download & View Xi3 Bip Live Office User En as PDF for free.
More details
- Words: 24,065
- Pages: 130
BusinessObjects Live Office XI 3.0 User Guide
Business Objects Enterprise XI 3.0 Windows
Copyright
© 2008 Business Objects. All rights reserved. Business Objects owns the following U.S. patents, which may cover products that are offered and licensed by Business Objects: 5,555,403; 5,857,205; 6,289,352; 6,247,008; 6,490,593; 6,578,027; 6,831,668; 6,768,986; 6,772,409; 6,882,998; 7,139,766; 7,299,419; 7,194,465; 7,222,130; 7,181,440 and 7,181,435. Business Objects and the Business Objects logo, BusinessObjects, Business Objects Crystal Vision, Business Process On Demand, BusinessQuery, Crystal Analysis, Crystal Applications, Crystal Decisions, Crystal Enterprise, Crystal Insider, Crystal Reports, Desktop Intelligence, Inxight, the Inxight Logo, LinguistX, Star Tree, Table Lens, ThingFinder, Timewall, Let there be light, Metify, NSite, Rapid Marts, RapidMarts, the Spectrum Design, Web Intelligence, Workmail and Xcelsius are trademarks or registered trademarks in the United States and/or other countries of Business Objects and/or affiliated companies. All other names mentioned herein may be trademarks of their respective owners.
Third-party Contributors
Business Objects products in this release may contain redistributions of software licensed from third-party contributors. Some of these individual components may also be available under alternative licenses. A partial listing of third-party contributors that have requested or permitted acknowledgments, as well as required notices, can be found at: http://www.businessobjects.com/thirdparty 2008-02-19
Contents Chapter 1
About this document
9
Who should read this document ...............................................................10 How to use this document.........................................................................10 Chapter 2
Getting Started with Live Office
13
Overview....................................................................................................14 About Live Office content ..........................................................................14 Live Office concepts.............................................................................15 What's New in Live Office?........................................................................19 New Features.......................................................................................19 Feature enhancements........................................................................20 Live Office toolbar and Insert Wizard at a glance.................................20 Live Office toolbar ...............................................................................20 Logging on to BusinessObjects Enterprise................................................23 Logging on to secured databases.............................................................24 Chapter 3
Working with Crystal Reports Content in Live Office
25
Overview....................................................................................................26 About Crystal Reports content in Live Office.............................................26 The Wizard at a glance........................................................................26 Key terms and concepts.......................................................................28 Inserting Crystal Reports content..............................................................29 Inserting report parts............................................................................30 Inserting fields as a data set.................................................................36 Modifying Crystal Reports content.............................................................40 Adding more report parts......................................................................41
BusinessObjects Live Office XI 3.0 User Guide
3
Contents
Viewing and modifying general object properties.................................41 Inserting rows or columns....................................................................42 Modifying parameter values.................................................................42 Modifying fields ....................................................................................43 Modifying filters....................................................................................44 Chapter 4
Working with Web Intelligence Content in Live Office
47
Overview....................................................................................................48 About Web Intelligence content.................................................................48 The Wizard at a glance........................................................................48 Key terms and concepts.......................................................................50 Inserting Web Intelligence content.............................................................52 Logging on and running the Live Office Wizard...................................52 Selecting a data source........................................................................53 Specifying a context.............................................................................54 To specify prompt values......................................................................54 To select report parts ...........................................................................55 Creating your Live Office objects.........................................................55 Configuring general object properties..................................................56 Configuring data refresh options..........................................................56 Configuring prompt binding options ....................................................58 Modifying Web Intelligence content...........................................................58 Viewing and modifying general object properties.................................58 Adding more Web Intelligence report parts..........................................59 Modifying prompt values......................................................................60 Upgrading content from the previous version......................................61 Chapter 5
Working with Queries in Live Office
63
Overview....................................................................................................64 Query fundamentals..................................................................................64
4
BusinessObjects Live Office XI 3.0 User Guide
Contents
What are universes?............................................................................65 What is a prompt?................................................................................66 What is a query context? .....................................................................66 About query building in Live Office............................................................66 Creating and running queries....................................................................68 Selecting a data source........................................................................69 Building your query...............................................................................69 Defining your data filters.......................................................................72 Specifying context for your query.........................................................74 Specifying prompt values.....................................................................74 Naming and inserting your Live Office query object ............................75 Configuring prompt binding options for your query..............................75 Configuring query options....................................................................77 Viewing query properties...........................................................................78 To view query properties for an existing query.....................................78 Editing queries...........................................................................................79 Changing the universe location............................................................79 Modifying the query definition...............................................................79 Modifying a query context....................................................................80 Chapter 6
Performing Common Tasks with Live Office Objects
81
Performing Common Tasks with Live Office..............................................82 Publishing and Viewing Files................................................................82 Saving your data locally and to the repository.....................................86 Copying and pasting Live Office Objects.............................................86 Distributing objects via Outlook............................................................88 Loading, updating, and refreshing existing content..............................89 Removing Live Office objects...............................................................90
BusinessObjects Live Office XI 3.0 User Guide
5
Contents
Chapter 7
Performing Advanced Tasks
91
Performing Advanced Tasks......................................................................92 Managing prompt and parameter settings ................................................92 Managing time dependent variables (Key Date)..................................92 Managing global Live Office properties.....................................................95 Configuring the shortcut menu.............................................................96 Changing default layout, formatting, and refresh behavior..................98 Configuring default error message strings...........................................99 Configuring field display settings........................................................101 Changing the viewing locale ..............................................................101 Managing document security and access ..............................................102 Adding security to your documents....................................................102 Logging on to BusinessObjects Enterprise automatically..................103 Connecting to a different CMS...........................................................104 Relinking objects to Business Objects Enterprise..............................104 Working with Smart Tags in Live Office...................................................105 Chapter 8
Troubleshooting Live Office
107
Sample Live Office log files ....................................................................108 Enabling logging for Live Office...............................................................109 Troubleshooting Live Office components................................................109 Problem: LiveOffice menu disappeared.............................................110 Problem: document refresh failed......................................................110 Problem: context dialog box is not displayed on refresh even if the Reset Context on Refresh option is checked...............................................111 Problem: report sorting and filtering lost when refreshing..................111 Problem: access denied to universe..................................................112
6
BusinessObjects Live Office XI 3.0 User Guide
Contents
Chapter 9
Reference
113
Live Office Insert Wizard..........................................................................114 Options dialog box..............................................................................115 Properties dialog box..........................................................................119 Backward compatibility............................................................................119 Deprecated features...........................................................................119 Unsupported features.........................................................................120 Live Office object size limitations.......................................................120 Appendix A
Get More Help
123
Index
127
BusinessObjects Live Office XI 3.0 User Guide
7
Contents
8
BusinessObjects Live Office XI 3.0 User Guide
About this document
1
1
About this document Who should read this document
Welcome to Business Objects Live Office User's Guide. Live Office lets anyone, from business workers to experienced data analysts, easily retrieve business information, create queries, perform calculations, and share answers to business questions without having to understand complex database languages and structures. Live Office helps business workers like you easily embed accurate, trustworthy up-to-date Crystal Reports or Web Intelligence information into your Microsoft® Office documents, spreadsheets, emails, and presentations. If you know how to create documents and spreadsheets, you'll have no problem learning to use Live Office. This guide provides comprehensive information and procedures to help you to perform the following business tasks from within the Microsoft Office application environment: •
Create simple queries and summary reports, based on verifiable, up-to-date, real-time information, to analyze data, such as quarterly sales figures, answer important business questions, and make informed decisions.
•
View, modify, and refresh existing queries quickly to suit your business needs.
•
Share the results with your colleagues securely over the web or intranet for collaborative, strategic decision making.
Live Office, part of the BusinessObjects XI 3.0 Productivity Pack, is one of a suite of query and analysis products provided by Business Objects.
Who should read this document This document is intended for business users of Microsoft Office applications who want to work with Business Objects data within the Microsoft Office application environment. You must be familiar with Microsoft Office Excel, Microsoft Office Word, Microsoft Office Outlook, and Microsoft Office PowerPoint, and you must have some familiarity with BusinessObjects Enterprise to understand this guide.
How to use this document This guide covers the following topics and tasks
10
BusinessObjects Live Office XI 3.0 User Guide
About this document How to use this document
To do this…
Go to this section …
Understand key Live Office concepts About Live Office content on and product enhancements. page 14 Create and modify Crystal Reports About Crystal Reports content in Live documents from within your Microsoft Office on page 26 Office applications. Create and modify Web Intelligence About Web Intelligence content on documents from within your Microsoft page 48 Office applications. Build, edit, and refresh universe queries from within your Microsoft Office applications.
About query building in Live Office on page 66
Performing common tasks with Live Performing Common Tasks with Live Office objects such as saving docuOffice on page 82 ments and removing objects. Perform more complex Live Office tasks such as managing prompts and Performing Advanced Tasks on configuring Single Sign On authenti- page 92Overview on page 82 cation. Enable Live Office logging and trou- Troubleshooting Live Office on bleshoot common Live Office errors. page 107 Review reference material including backward compatibility information Reference on page 113 and a list of unsupported and deprecated features.
BusinessObjects Live Office XI 3.0 User Guide
11
1
1
About this document How to use this document
12
BusinessObjects Live Office XI 3.0 User Guide
Getting Started with Live Office
2
2
Getting Started with Live Office Overview
Overview BusinessObjects™ Live Office (Live Office) gives you access to up-to-date information you use everyday to do your job and make important business decisions. It gives you real-time data that is verifiable and easily refreshed. Live Office is built in to Microsoft Office applications you already use. The information you need is at your finger tips and available in a familiar, easy to use format. Live Office empowers business workers like you to easily access corporate data from within Microsoft Office Excel, Word, Outlook, and PowerPoint without depending on IT expertise to use complex business intelligence tools. Note: If you are not sure whether or not you have the appropriate rights,
contact your BusinessObjects Enterprise administrator. You can format the imported data by using standard Microsoft Excel functionality and the features of Live Office. This document provides a high-level overview of Live Office concepts, features, and functionality, and user interface to quickly familiarize you with the product. Related Topics
• • • • • •
New Features on page 19 Logging on to BusinessObjects Enterprise on page 23 Live Office toolbar on page 20 Live Office content types on page 18 Live Office concepts on page 15 About Live Office content on page 14
About Live Office content Before you start working with Crystal Reports or Web Intelligence content in Live Office , you need to understand how Live Office content works. Related Topics
• •
14
Live Office architecture on page 19 Live Office concepts on page 15
BusinessObjects Live Office XI 3.0 User Guide
Getting Started with Live Office About Live Office content
•
What are report objects, instances, and parts? on page 15
Live Office concepts To understand how Live Office data can answer your business questions quickly and easily, you need to be familiar with the following key concepts: • • • •
Report objects including instances and parts Universes Parameters Prompts
Related Topics
• • •
What are report objects, instances, and parts? on page 15 What are Universes? on page 17 What are parameters and prompts? on page 18
What are report objects, instances, and parts? When you use Live Office to insert data in a document, you can choose from Crystal Reports or Web Intelligence content stored in the BusinessObjects Enterprise repository. Reports stored in the BusinessObjects repository are called report objects. Report objects
A report is a document you create containing the information about your business presented in tables, charts, and graphs. A report object is what supplies the data to the report. In Live Office , you work with report objects because they are connected to the most up-to-date content stored in databases. So, when you create a report, you'll know it will contain the latest information when people view it. When a report is created with Crystal Reports or the Web Intelligence Report Panel , its information may come from various databases. The source report is called a report object, because it is a source data object and contains information from various data sources. The report object returns data from the underlying data source either on demand from the database or depending on the other refresh option chosen.
BusinessObjects Live Office XI 3.0 User Guide
15
2
2
Getting Started with Live Office About Live Office content
Report instances
An instance is a version of that object created by BusinessObjects Enterprise when users modify the source document or schedule reports. Each instance contains data that is current at the time the source report is processed. Essentially, a report instance is a report object that contains report data that is retrieved from one or more databases. Typically, report objects are designed such that users can schedule several instances with varying characteristics. For example, if users run a report object containing parameters, they can schedule one instance that contains report data from a particular department, and schedule another instance that contains information from another department, even though both instances originate from the same report object. Report parts
A part of section of a report displayed by itself—without the rest of the report page—are referred to as report parts. More precisely, report parts are objects that use hyperlinks to point from a source report object to a destination Live Office object. Report parts include objects such as text or charts. The following diagram shows the relationship between report objects, report instances, and report parts in Live Office .
16
BusinessObjects Live Office XI 3.0 User Guide
Getting Started with Live Office About Live Office content
Related Topics
• •
To configure refresh options for your Live Office objects on page 34 Configuring data refresh options on page 34
What are Universes? A Live Office universe is an abstraction of a data source that presents data in non-technical terms for business users. Business users of Web Intelligence and Crystal Reports can connect to a universe and through it run queries against a database. They can perform data analysis and create reports using the objects in the universe, without seeing, or having to know anything about, the underlying data structures in the database.
BusinessObjects Live Office XI 3.0 User Guide
17
2
2
Getting Started with Live Office About Live Office content
What are parameters and prompts? This section explains parameters and prompts in non-technical terms. Parameters
Parameter is a Crystal Reports term. A parameter is a question that you need to answer before generating your report. The information you enter, or the way you respond, determines what appears in the report. For example, in a report used by sales people, there might be a parameter that asks the user to choose a sales region. The report would return the results for the specific region, instead of returning the results for all of the regions. Parameters may be either mandatory or optional. Prompts
A prompt is similar to a parameter in Crystal Reports. This Web Intelligence term refers to a dynamic filter that displays a question every time you refresh the data in a report. You respond to prompts by typing or selecting the prompt value(s) you want to view before you refresh the data. Prompts may be either mandatory or optional. Related Topics
• •
What is a query context? on page 66 Specifying parameter values on page 32
Live Office content types Support for different kinds of data objects has been enhanced in this version of Live Office. The following table explains how support for fields and report parts, such as charts and text, works in Live Office.
18
Live Office content type
Fields
Report parts
Crystal Reports
Yes
Yes
BusinessObjects Live Office XI 3.0 User Guide
Getting Started with Live Office What's New in Live Office?
Live Office content type
Fields
Report parts
Web Intelligence
NA
Yes
Query Panel
Yes
NA
Note: Embeded Crystal Reports subreports are not supported. Related Topics
•
Live Office concepts on page 15
Live Office architecture BusinessObjects Live Office XI 3.0 architecture, and the reliability of BusinessObjects Enterprise XI 3.0, uses Web services to provide you with enhanced performance, scalability, and deployment. Related Topics
•
New Features on page 19
What's New in Live Office? New Features New features for this version of Live Office include: •
Full support for Microsoft Office Outlook
•
Support for Microsoft Office 2007
•
Copy and paste objects across Microsoft Office applications
BusinessObjects Live Office XI 3.0 User Guide
19
2
2
Getting Started with Live Office What's New in Live Office?
Feature enhancements Feature enhancements in this version of Live Office include: •
Support for suite-wide parameter and prompt enhancements
•
Ability to view and access publication objects
•
Integration of universe level security
•
Business Objects Query Panel enhancements
•
Support for user-specified preferred viewing locale (PVL)
Existing customers can build on the proven BusinessObjects XI release 2,. They can make the power of business intelligence available to the business user inside the common Microsoft Office applications environment, with a minimum of disruption and down time, for optimized efficiency and productivity.
Live Office toolbar and Insert Wizard at a glance This section provides an overview of the improvements to the Live Office toolbar and Insert Wizard.
Live Office toolbar The BusinessObjects Live Office toolbar provides you with quick access to some of the most common commands you will need to create and modify reports or run queries to answer your business questions. It provides you with quick access to the Live Office objects in your Microsoft Office Excel, PowerPoint, Outlook, and Word documents. You can:
20
•
Insert a report object
•
Refresh all report objects
•
Save an object to BusinessObjects Enterprise
•
Navigate to the source report for your Live Office object
BusinessObjects Live Office XI 3.0 User Guide
Getting Started with Live Office What's New in Live Office?
•
Access the Online Help for Live Office
The toolbar contains the following options: For more information about the objects that Insert Crystal Reports you can insert, see InContent serting Crystal Reports content on page 29. For more information about the options you Insert Web Intelligence can use, see About Web Content Intelligence content on page 48 For information about the options that you can Insert Universe Query use, see About query building in Live Office on page 66
Open from Business Objects Enterprise
Opens the Repository Explorer and allows you to select Crystal Reports or Web Intelligence documents for insertion. See Live Office Insert Wizard on page 114.
For information about the options that you can Save To Business Ob- use, see Publishing a jects Enterprise document to BusinessObjects Enterprise on page 84.
BusinessObjects Live Office XI 3.0 User Guide
21
2
2
Getting Started with Live Office What's New in Live Office?
For information about the options that you can Save As New to Busiuse, see .Publishing a nessObjects Enterdocument to Businesprise sObjects Enterprise on page 84
Refresh All Objects
Refreshes the data of each View in the document against the source document For more information, see Configuring data refresh options on page 34.
Go to Object
Allows you to easily navigate to a recently accessed Live Office object to insert more content from the same source.
Help
Displays the Online Help for Live Office.
Live Office ribbon menu The BusinessObjects Live Office ribbon menu shown below, helps you create and modify reports or run queries to answer your business questions when using any Microsoft Office 2007 application.
22
BusinessObjects Live Office XI 3.0 User Guide
Getting Started with Live Office Logging on to BusinessObjects Enterprise
To hide the BusinessObjects Live Office toolbar •
Right-click the Live Office toolbar and deselect.BusinessObjects Live Office.
The toolbar appears or disappears.
Logging on to BusinessObjects Enterprise If you have not already logged on, you are prompted to log on to BusinessObjects Enterprise when you add or modify a Live Office object. You must also log on before you can publish a document or open a published document.
To log on to BusinessObjects Enterprise 1. Click Start > Programs > Microsoft Office, and select Microsoft Excel, Word, or PowerPoint to launch the application. 2. Click LiveOffice, click Options, and then click Enterprise. 3. When the Options dialog box appears, enter your BusinessObjects Enterprise credential in the following fields: • User name •
Password
4. Verify the information in the Web Service URL and System fields to ensure that the application is pointing to the correct Central Management System (CMS). For example, if the Web Intelligence document you want to insert is on a CMS called businessobjects01, and the webservices server is running on a server called businessobjects02, then the following information would be accurate:
BusinessObjects Live Office XI 3.0 User Guide
23
2
2
Getting Started with Live Office Logging on to secured databases
System
businessobjects01
Web Service URL
http://businessobjects02:8080/dswsbobje/ser vices/session
5. Select an authentication method from the drop-down list, click Log On and then click OK. Note: The information for the System field, the Web Services URL field,
and the Authentication drop-down list, will be provided by your system administrator. You can change your Live Office settings so that you are automatically logged on to BusinessObjects Enterprise each time you start Microsoft Office Excel, Word, or PowerPoint. Related Topics
•
Logging on to BusinessObjects Enterprise automatically on page 103
Logging on to secured databases For security purposes, your system administrator may have password protected certain documents and repositories. Therefore, you may be prompted to log on credentials when accessing or refreshing certain documents.
Performing a consolidated database log on operation 1. Log on to BusinessObjects Enterprise and launch the Live Office Wizard. 2. Navigate to the Crystal Reports or Web Intelligence document you want to access. 3. When prompted, enter your log on information and password. Related Topics
• • •
24
Inserting Web Intelligence content on page 52 Inserting Crystal Reports content on page 29 Logging on to BusinessObjects Enterprise on page 23
BusinessObjects Live Office XI 3.0 User Guide
Working with Crystal Reports Content in Live Office
3
3
Working with Crystal Reports Content in Live Office Overview
Overview With BusinessObjects Live Office (Live Office), you can leverage the power, convenience, and reliability of Crystal Reports functionality from within the Microsoft Office applications you use everyday to make better business decisions. With point and click ease, you can easily monitor regional sales trends or analyze quarterly sales figures from within MIcrosoft Office Excel, Word, Outlook, or PowerPoint, and share that analysis with your colleagues for improved decision making. With Live Office, you have the comfort of knowing that the data you are accessing to make business decisions is reliable, up-to-date, and easily refreshed on demand from the database. Data accuracy is no longer a concern. With an easy to use Live Office Insert Wizard, you can insert Crystal Reports report parts or fields into your Microsoft Office documents.
About Crystal Reports content in Live Office This section contains the following topics to familiarize you with the wizard interface in Live Office, terms you need to know, and sample data that will be used in the examples:
The Wizard at a glance To use Crystal Reports functionality in Live Office, you select a series of options using the Live Office Insert Wizard. The Live Office Insert Wizard is composed of five pages which are explained below
26
BusinessObjects Live Office XI 3.0 User Guide
Working with Crystal Reports Content in Live Office About Crystal Reports content in Live Office
Use this page in the wizard
To do this task •
Browse available reports.
•
Locate the data you want to use. If the report you selected requires database logon credentials, you are also prompted again to log on.
Choose Document
For more information, see Choosing your data source on page 30.
Specify Parameter Values
•
Choose parameters from a preselected list of values.
•
Specify that you are to prompted each time data is refreshed.
For more information, see Specifying parameter values on page 32 Note: This page only appears if your report contains predefined parameters. You cannot use Live Office to introduce new parameters into a report.
Select the Crystal Reports document you want to use from the Repository. Choose Data
For more information, see Choosing and inserting data as report parts on page 32 and Choosing fields as your data set on page 38.
BusinessObjects Live Office XI 3.0 User Guide
27
3
3
Working with Crystal Reports Content in Live Office About Crystal Reports content in Live Office
Use this page in the wizard
To do this task
Set Filters
Select filters to apply to data that you insert as fields in your Live Office documents. For more information, see Applying filters on page 39. Note: This page only displays if you have selected to insert data as fields.
Summary
•
Type the name of your Live Office object.
•
Verify its path in the repository before inserting it into your document.
Key terms and concepts To use Crystal Reports functionality within Live Office to retrieve live data and answer your important business questions, you need to understand the following concepts. The following table defines each of these term for you.
28
Term or concept
Definition
Report parts
Report parts are objects, such as images or tables, that point from a source report object to a destination Live Office object. For more information, see Choosing and inserting data as report parts on page 32.
BusinessObjects Live Office XI 3.0 User Guide
Working with Crystal Reports Content in Live Office Inserting Crystal Reports content
Term or concept
Parameters
Definition
Parameter is a Crystal Reports term. A parameter is a question that you need to answer before generating your report. The information you enter, or the way you respond, determines what appears in the report. For example, in a report used by sales people, there might be a parameter that asks the user to choose a sales region. The report would return the results for the specific region, instead of returning the results for all of the regions. Parameters can be either mandatory or optional. For information about working with parameters, see Specifying parameter values on page 32. Note: Parameter is a Crystal Reports term. Prompt is a Web Intelligence term for a similar concept. For information about prompts, see About Web Intelligence content on page 48
Inserting Crystal Reports content Using the Live Office Insert Wizard you can easily choose a report, select Crystal Reports data objects, and insert them in your Microsoft Office Excel, PowerPoint, Outlook or Word applications as Live Office objects to share with your colleagues.
BusinessObjects Live Office XI 3.0 User Guide
29
3
3
Working with Crystal Reports Content in Live Office Inserting Crystal Reports content
Inserting report parts This topic shows you how to insert and refresh report parts in a MIcrosoft Office Excel 2003 document.
Running the Live Office Insert Wizard To run the Live Office Insert Wizard 1. Open a Microsoft Office document. 2. Log on to BusinessObjects Enterprise. For more information, see Logging on to BusinessObjects Enterprise on page 23. 3. Select where you want to insert the Live Office object. Note: Live Office inserts Live Office objects as Microsoft Word tables.
4. On the Insert menu, select Crystal Reports Content. The Live Office Insert Wizard appears. If you have not already logged on to BusinessObjects Enterprise, you are prompted to do so. After you have successfully logged on to the BusinessObjects Enterprise system, the Live Office Insert Wizard guides you through from choosing your document, selecting report contents (fields or report parts), selecting parameters if required, and inserting data into your Microsoft Office document.
Choosing your data source The first page of the Live Office Insert Wizard displays the Repository Explorer so that you can navigate easily to the report you want to use. The Repository Explorer displays all crystal reports to which you have access, including reports contained within publications. Tip: You can also use the search functionality to search by title, keywords,
content or all fields to locate a specific report quickly. If you are importing to an email in Outlook, the search dialog will default to a content search based on the subject line of your email. The Recent folder also contains any reports you have created or modified most recently for ease of access.
30
BusinessObjects Live Office XI 3.0 User Guide
Working with Crystal Reports Content in Live Office Inserting Crystal Reports content
To locate your document using the Repository Explorer 1. In the "Repository Explorer" page of the Live Office Insert Wizard, navigate to and double-click the folder that contains the report you want to use. For example, a regional sales manager might click a Demo subfolder in the Public folder. The folder hierarchy expands. If the report is contained within a displayed publication, select the publication instance to reveal its contents. Note: For a report instance to be imported, the instance must be stored
somewhere on the BusinessObjects Enterprise system. Instances sent directly to Inboxes are not stored on the system, and cannot be imported into Live Office. 2. In the right-hand pane of the "Repository Explorer", select the report you want to use, and click Next. For example, a regional sales manager might select a report called“Activities by Location” to monitor regional sales figures. Tip:
• • •
Select a column name, for example, Name, Owner, or Type, to sort available reports. You can search for a specific report or object by title or keywords using the search dialog above the frameset. If you are importing to an Outlook email, a suggestion folder will also be available. For your convenience, this folder will contain the results of a content search based on the email's subject line.
Note:
• •
•
If the report you selected contains parameters, the Specify Parameter Values page appears. See Specifying parameter values on page 32. If the report you selected does not contain parameters, the next page of the Live Office Insert Wizard prompts you to select the parts of the report you want to include and insert into your Microsoft Office application. For more information, see Choosing and inserting data as report parts on page 32. If the report you selected requires database logon credentials, you are prompted again to log on. See Logging on to secured databases on page 24.
BusinessObjects Live Office XI 3.0 User Guide
31
3
3
Working with Crystal Reports Content in Live Office Inserting Crystal Reports content
Specifying parameter values This section demonstrates the use of parameters to populate dynamic picklists. For example, in the "Activities by Location" report object that a sales manager might use to monitor regional sales activity, his report could have one parameter called "Select Region" with a values list of “East” and “West”.
To specify parameter values from a list of values 1. In the Specify Parameter Values page, select the parameter values you want to include from the available drop down list. 2. Click Next. Note: You must select a value for every mandatory parameter. if the
parameter is optional you may leave the value as unspecified. You can use this list of parameter values to later bind parameters to particular cells in your Microsoft Office Excel spreadsheet for easy updating For information about how parameter binding works, see Configuring parameter binding options on page 34 First, however, you must choose the data you want to include as report parts and insert it as a Live Office object into your Microsoft Office document. See Choosing and inserting data as report parts on page 32.
Choosing and inserting data as report parts The next page of the Live Office Insert Wizard is the Choose Data page which prompts you to select the parts of the report you want to include and insert into your Microsoft Office document.
To select report parts 1. Choose your preferred options for viewing report data from the Live Office Insert Wizard toolbar. • Select the Toggle Interactive Parameters icon to adjust the parameter value in the Interactive Parameters pane. You can use the pane to adjust the parameter values you selected in the Specify Parameter Values page. Use the drop down list under each parameter in the pane to adjust the parameter value. After you have completed your parameter value selections click Apply.
32
BusinessObjects Live Office XI 3.0 User Guide
Working with Crystal Reports Content in Live Office Inserting Crystal Reports content
Note: The Toggle Interactive Parameters icon will not appear if your
report does not contain predefined parameters or if you click Switch to Fields in the Choose Data page. •
Select the Toggle Group Tree icon to switch document view. For example, in a quarterly sales report, data could be grouped and sorted by sales person and product in document tree view for quick access
•
Select the right or left facing arrows in the toolbar to navigate to a particular page in a report.
•
Select the search icon to search on particular text strings in the report such as a sales person's name.
•
Choose a page magnification or zoom factor for the report from the available drop-down list for optimal display.
2. In the document viewer, select the report parts or objects you want to include. For example, for a quarterly sales report, you could include the name of the sales person, their product class, and their sales total by quarter. Tip:
• •
You can use the cursor to select multiple objects at once. Click Switch to Fields to display the available objects as fields rather than report parts.
3. Click Next. The Summary page appears. 4. Name your report part and verify its location in the repository. 5. Click Finish to insert the Live Office object in your application. 6. To insert additional report parts from the same source, right-click the Live Office object you just created and select New Object from Same Report. Tip: You can select multiple report parts to insert into your office application
by using ALT + Click . For example, you could select all countries in a sales report and insert them as a row set.
BusinessObjects Live Office XI 3.0 User Guide
33
3
3
Working with Crystal Reports Content in Live Office Inserting Crystal Reports content
Configuring parameter binding options Parameter binding is a useful way to allow parameter values to be updated automatically from within a Live Office object. For example, you may have a cell that allows you to enter a Minimum Sales Value to allow you to see only customers that have greater than a certain value. Or, in terms of our “Activities by Location” report example, you could have “Select a Region” parameter with two discrete values, East and West. With cell binding, from within your Microsoft Office application, you can choose the parameter value you want (East or West) and then dynamically retrieve the latest data from the database. Related Topics
•
To bind a prompt to your Microsoft Office document on page 76
Configuring data refresh options The data that is returned when you refresh an object depends on: • The type of object that was used as the source object and the refresh option you select. •
The data refresh option you select.
You can change the refresh behavior for the Live Office report objects and instances to which you have access on the Live Office Object Properties dialog box.
To configure refresh options for your Live Office objects 1. In your Microsoft Office document, right-click the Live Office object for which you want to change the refresh properties. 2. Click Live Office and click Refresh Option. The Refresh Options dialog box appears. 3. Select the refresh option you want and click OK
34
BusinessObjects Live Office XI 3.0 User Guide
Working with Crystal Reports Content in Live Office Inserting Crystal Reports content
Refresh Option
Definition
Refresh the latest instance of the selected Live Office object for a specific user. The default user is the current user. Note: When refreshing from the
latest instance of a report contained in a Publication, Live Office reLatest instance: From the latest intrieves the report content from the stance scheduled by latest Publication instance for the current user. The publication instance has to be published to an Enterprise location in report format. Instances set to be distributed directly to user Inbox cannot be accessed by Live Office.
On demand
Refresh the data from the database. This is the default value.
Refresh the selected instance based on data saved with a pubUse report saved data: From saved lished report. This option is only data report valid after you have saved the report. Specific instance: From a specific Refresh the data for the selected instance of the report instance only.
Note:
BusinessObjects Live Office XI 3.0 User Guide
35
3
3
Working with Crystal Reports Content in Live Office Inserting Crystal Reports content
•
•
"On demand" is the default option, and it will be the only active value if the report object does not have report instances or versions, and there is no saved data with the report. If you choose to remove data when you save the document for security reasons, anyone opening the document will see a message that data has been removed. They must refresh the objects to view the imported Live Office objects. To refresh the objects, users need to have Live Office installed and have access to the source object in BusinessObjects Enterprise. For more information about concealing data, see Managing document security and access on page 102.
Saving your data locally and to the repository After inserting and configuring your Live Office objects, you can save your work locally and to the BusinessObjects Enterprise repository.
To save your file to a local drive • Do one of the following to save your file locally: • From the File menu click Save or Save As •
From the LiveOffice menu, click Create Snapshot
To save your file to the BusinessObjects Enterprise repository For more information about publishing your data object to your Business Objects Repository, see Publishing a document to BusinessObjects Enterprise on page 84.
Inserting fields as a data set Running the Live Office Wizard This topic shows you how to insert field as a dataset in a Microsoft Office 2003 document.
To run the Live Office Insert Wizard 1. Open a Microsoft Office document. 2. Select where you want to insert the Live Office object.
36
BusinessObjects Live Office XI 3.0 User Guide
Working with Crystal Reports Content in Live Office Inserting Crystal Reports content
Note: Live Office inserts objects as tables. If you are inserting into
PowerPoint, ensure that you click outside a text placeholder. (A text placeholder does not contain sufficient space for a Live Office object. Blank slides usually provide the best background for a Live Office object.) 3. Click Live Office > Insert > Crystal Reports Content. The Live Office Insert Wizard appears. If you have not already logged on to BusinessObjects Enterprise, you are prompted to do so. After you have successfully logged on to the BusinessObjects Enterprise system, the Live Office Insert Wizard guides you through from choosing your document, selecting report contents (fields or report parts), selecting parameters if required, and inserting data into your Microsoft Office document. Related Topics
•
Logging on to BusinessObjects Enterprise on page 23
Choosing your data source The first page of the Live Office Insert Wizard displays the Repository Explorer so that you can navigate easily to the report you want to use. The Repository Explorer displays all crystal reports to which you have access, including reports contained within publications. Tip: You can also use the search functionality to search by title and keyword
to locate a specific report quickly. The Recent folder also contains any reports you have created or modified most recently for ease of access.
To locate your Crystal Reports document using the Repository Explorer 1. In the Repository Explorer page of the Live Office Insert Wizard, navigate to and double-click the folder that contains the report you want to use. For example, a regional sales manager might click a Demo subfolder in the Public folder. The folder hierarchy expands. If the report is contained within a displayed publication, select the Publication to reveal its contents. 2. In the right-hand pane of the Repository Explorer, select the report you want to use, and click Next.
BusinessObjects Live Office XI 3.0 User Guide
37
3
3
Working with Crystal Reports Content in Live Office Inserting Crystal Reports content
For example, a regional sales manager might select a report called "Activities by Location" to monitor regional sales figures. Tip: Select a column name, for example, Name, Owner, or Type, to sort
available reports. Note:
• •
•
If the report you selected contains parameters, the Specify Parameter Values page appears. See Specifying parameter values on page 32. If the report you selected does not contain parameters, the next page of the Live Office Insert Wizard prompts you to select the parts of the report you want to include and insert into your Microsoft Office application. For more information, see Choosing and inserting data as report parts on page 32. If the report you selected requires database logon credentials, you are prompted again to log on. See Logging on to secured databases on page 24.
The next page of the Live Office Insert Wizard prompts you to select the report fields you want to include and insert into your Microsoft Office application.
Choosing fields as your data set This topic shows you how to insert field as a dataset in a MIcrosoft Office 2003 document. Note: The Select Fields dialog box does not appear if you have chosen to
select parts of a crystal report.
To select fields 1. In the Choose Data page of the Live Office Insert Wizard, select the Switch to Fields option. 2. In the Available Fields list, click a field that you want to include in the Report object, and then click the right arrow (>). The selected fields appear in the Selected Fields list. 3. Use the up and down arrows to change the order of the included fields, as required. 4. Click Next.
38
BusinessObjects Live Office XI 3.0 User Guide
Working with Crystal Reports Content in Live Office Inserting Crystal Reports content
You can now do one of the following: • Filter the data in the report object. See Applying filters on page 39. •
Verify your selections, including the name and location of the report, and insert your Live Office object in your Microsoft Office document.
Applying filters You can apply filters to all available fields in your Crystal Reports documents to restrict the data in your report, even if the fields do not appear in your document. Note: In Microsoft PowerPoint, the Live Office object can show only 50 rows
and 50 columns of data. If you insert a Report View that contains more data than this, the data will be truncated. You can reduce the number of fields shown in the report object or add filters to reduce the data to fewer than 50 rows and columns.
To filter the data 1. In the Set Filters page of the Live Office Insert Wizard, click the field that you want to filter. 2. Select a suitable operator from the Operators drop-down list on the right. There are many different types of operators that you can choose. You can further qualify your operator with values from the Value lists. The options that you are presented with depend on the selected operator. Note:
•
•
If you want to filter out null values, you can use the is nulland is not null operators in combination with other operators. The is not equal to operator also filters out null values. If you add a filter to a calculated field, you must type in the value, rather than select from the lists. Live Office cannot retrieve the calculated values from the underlying database.
3. Select a value from the drop-down list of values for the operator you chose, and click Add Filter. The filter and applicable value appear under the field to which they apply. The filter is stored as a comment or bookmark on the field that contains the filter.
BusinessObjects Live Office XI 3.0 User Guide
39
3
3
Working with Crystal Reports Content in Live Office Modifying Crystal Reports content
4. Click Next and click Finish to verify your selections, including the name and location of the report, and insert your Live Office object in your Microsoft Office application.
Configuring object properties and saving the document 1. Configure cell and parameter binding options for your Live Office data object. For more information, see Configuring parameter binding options on page 34. 2. Configure refresh options for your Live Office data object. For more information, see Configuring data refresh options on page 34. 3. From the File menu, click Save or Save As to save your document locally. 4. Save your work to your BusinessObjects Enterprise repository. For more information about publishing your data object to your BusinessObjects Repository, see Publishing and Viewing Files.
Modifying Crystal Reports content There are many features in BusinessObjects Live Office (Live Office) that allow you to easily modify your existing Live Office documents. Click the appropriate link to jump to that section: This section contains the following topics:
40
•
Adding more report parts on page 41
•
Viewing and modifying general object properties on page 41
•
Inserting rows or columns on page 42
•
Modifying parameter values on page 42
•
Modifying fields on page 43
•
Modifying filters on page 44
•
Removing Live Office objects on page 90
BusinessObjects Live Office XI 3.0 User Guide
Working with Crystal Reports Content in Live Office Modifying Crystal Reports content
Adding more report parts You can quickly and easily add additional report parts to your Live Office object embedded in a Microsoft Office document. Note: The information in this section does not apply to Live Office objects
embedded in a recieved email.
To add report parts from the same source 1. Select the source Live Office object. 2. Right-click, point to Live Office, and click New Object from Same Report. The source report relaunches in the Live Office Insert Wizard. 3. Select the additional report parts you want to add and insert them using the Live Office Wizard. Tip: You can select multiple report parts of the same type by using ALT +
Click. For example, you could select all countries in a sales report and insert them as a row set in your Microsoft Office document.
Viewing and modifying general object properties You can also display and modify the properties for your Crystal Reports Live Office object.
To view the properties of a Crystal Reports object 1. From within your Microsoft Office application, right-click your Live Office object and click Properties. The Object Properties dialog box appears. Note: The properties shown and tabs available depend on the type of
cell you selected. 2. Do any of the following:
BusinessObjects Live Office XI 3.0 User Guide
41
3
3
Working with Crystal Reports Content in Live Office Modifying Crystal Reports content
•
Click General to view and modify object properties such as location and object name.
•
Click Prompts to view and modify parameters values associated with the Live Office object you selected.
•
Click Refresh tab to view and modify refresh options associated with this Live Office object.
Inserting rows or columns 1. Select the source Live Office object. 2. Right-click, point to Live Office, and click Insert Rows. 3. Repeat Step 2 depending on the number of rows or columns you want to insert.
Modifying parameter values If your Live Office object is based on a report object that contains parameters, you can change the parameter values when you insert the object, or you can change the values later. If you do not specify parameter values when you insert Live Office objects into your Microsoft Office document, Live Office uses the current values. Note: If the report object contains mandatory parameters, you have to specify
a paramater value to insert the object. You can modify the Live Office properties so that you are prompted for the parameter values when you refresh the data. You can also use commands on the shortcut menu and the Navigation Bar to modify the parameters.
To modify parameter binding options 1. Right-click the Live Office object that contains the parameter you want to bind to a specific location in your Microsoft Officedocument, point to Live Office, and click Properties. 2. From the Live Office Object Properties dialog, select the Prompts tab.
42
BusinessObjects Live Office XI 3.0 User Guide
Working with Crystal Reports Content in Live Office Modifying Crystal Reports content
All the available parameters for the currently selected object are listed under the Parameters heading. 3. Select the parameter you want and click Parameter Values. The Specify Parameter Values dialog is displayed. 4. Select theAlways ask for value if you not want to specify a specific parameter value. Note: If you select this option, the Live Office object will automatically
prompt for a parameter value upon every data refresh. 5. Modify the parameter binding as required and click OK.
To automatically refresh the data when cell binding changes This topic is relevant if you use Live Office objects with Microsoft Office Excel. 1. 2. 3. 4.
On the Live Office menu, click Options. In the Options dialog box, click the General tab. Select Refresh Live Office object when binding cell changes. Click OK.
Note: When you refresh any single LiveOffice object, the Specify Parameter
Values dialog box opens and allows you to modify the parameter values.
Modifying fields You can add or remove fields from a report object that is based on a Crystal Reports document or document instance.
To add or remove fields 1. Click any cell in the Live Office object that you want to modify. 2. On the LiveOffice menu, click Modify and then click Add/Remove Fields to open the Choose Data page of the Live Office Insert Wizard. 3. Do one of the following: • To add a field, select it in the Available fields list; then click the right arrow (>).
BusinessObjects Live Office XI 3.0 User Guide
43
3
3
Working with Crystal Reports Content in Live Office Modifying Crystal Reports content
•
To remove a field, select it in the Included fields list; then click the left arrow (<).
4. To change the order of the included fields, use the up and down arrows. 5. Click OK to apply the changes. Related Topics
•
Choosing fields as your data set on page 38
Modifying filters You can add, modify, and remove filters from your document. You can apply filters to any field in the source Crystal Report document, even if the field is not displayed.
To add or modify a filter 1. Click any cell in the report that you want to modify. 2. On the LiveOffice menu, click Modify,click Filter Setting, and then click Add/Modify to open the Filter Settings page of the Live Office Insert Wizard. Tip: This command is also available on the LiveOffice shortcut menu.
3. In the Filter Settings page, click the field that you want to filter. 4. If you want to modify an existing filter, select the filter. 5. Select a suitable operator from the Operators list on the right. There are many different types of operators that you can choose. You can further qualify your operator using the values lists. The options that you are given depend on the selected operator. If you want to filter out null values, you can use the "is NULL" and "is NOT NULL" operators in combination with other operators. The "is not equal to" operator also filters out null values. Note:
•
44
If you add a filter to a calculated field, you must type in the values rather than selecting from the lists. Live Office cannot retrieve the calculated values from the underlying database.
BusinessObjects Live Office XI 3.0 User Guide
Working with Crystal Reports Content in Live Office Modifying Crystal Reports content
•
If you format individual cells in a report object and then change the filters, the formatted cells may disappear.
6. Click Add Filter to add the filter to the field. The filter appears under the field to which it applies. 7. Click OK to apply the changes.
To remove a filter 1. Select a cell in your document that contains the filter you want to remove. 2. On the LiveOffice menu, click Modify, click Filter Setting, and then click Add/Modify to open the Filter Settings page of the Live Office Insert Wizard. Tip: You can also right-click the Live Office object, point to Live Office,
point to Filter Settings, and click Add/Remove. 3. In the Filter Settings page, select the filter that you want to delete, Remove Filter, and click OK.
Choosing specific field values as filter settings You can also focus on or filter on a particular set of field values. to narrow down the data in your report. For example, if your report data contains information on a range of bicycles, you might have three fields containing the following information: Size, Color, and Price. The bicycles might come in four colors: red, black, blue, and green. If you want your report to display the size and price for the black bicycles only, you could use the Focus On Value filter setting to return that information. Alternatively, you can use the Exclude Value to exclude specific values.
To focus on a value 1. Click the cell containing the field value that you want to include as a filter. For example, black bicycles. 2. On the LiveOffice menu, click Modify,click Filter Setting, and then click Focus On Value. Your report now displays size and price information for black bicycles. To restore the default view, remove the filter.
BusinessObjects Live Office XI 3.0 User Guide
45
3
3
Working with Crystal Reports Content in Live Office Modifying Crystal Reports content
To exclude a value 1. Click the cell containing the value that you want to exclude. 2. On the LiveOffice menu, click Modify, click Filter Setting, and then click Exclude Value. Live Office removes the rows in that field containing the selected value. In this example, all red bicycles would disappear from the field. To restore the default view, remove the filter.
46
BusinessObjects Live Office XI 3.0 User Guide
Working with Web Intelligence Content in Live Office
4
4
Working with Web Intelligence Content in Live Office Overview
Overview Web Intelligence provides access to business information over intranet and extranets for powerful ad hoc queries and sophisticated, easy-to-use interactive analysis. With BusinessObjects Live Office (Live Office), you can easily and conveniently manipulate Web Intelligence data from within the Microsoft Office application environment. You can compile, analyze, and manipulate “live” Web Intelligence data from within the Microsoft Office Excel, PowerPoint, Outlook, and Word documents that you use everyday for improved collaborative decision making.
About Web Intelligence content This section contains information to familiarize you with how to work with Web Intelligence data in the Live Office Insert Wizard.
The Wizard at a glance To insert Web Intelligence data into your Microsoft Office documents using Live Office, you perform a series of tasks in the Live Office Insert Wizard. The Live Office Insert Wizard has five pages which are explained in the following table.
48
BusinessObjects Live Office XI 3.0 User Guide
Working with Web Intelligence Content in Live Office About Web Intelligence content
Use this page in the wizard
Choose Document
To do this task •
Select the folder, publication or category to retrieve the Web Intelligence data from.
•
Browse available reports.
•
Locate the report you want to use.
Note: Using the icons from within the wizard you can switch between folder and category views of the available reports.
See Logging on and running the Live Office Wizard on page 52.
Specify Context
If more than one context exists for the Web Intelligence data you have selected, you must specify the content you want to use. For example, Web Intelligence report parts that apply to either a Marketing or a Sales context. See Key terms and concepts on page 50 and Specifying a context on page 54
Specify Prompt Values
•
Specify that you are to be prompted each time data is refreshed.
•
Choose a prompt value from a pre-selected list of values.
See To specify prompt values on page 54
BusinessObjects Live Office XI 3.0 User Guide
49
4
4
Working with Web Intelligence Content in Live Office About Web Intelligence content
Use this page in the wizard
To do this task
Select the data that you want to use to create your Live Office object. Choose Data See To select report parts on page 55
Summary
•
Type the name of your Live Office object.
•
Verify its path in the repository before inserting it into your document. See Creating your Live Office objects on page 55
Key terms and concepts To insert Web Intelligence data into your Microsoft Office Excel spreadsheets, Microsoft Office PowerPoint presentations, Outlook messages, or Microsoft Office Word documents using Live Office you need to understand the following key terms and concepts. The table below defines these terms.
50
BusinessObjects Live Office XI 3.0 User Guide
Working with Web Intelligence Content in Live Office About Web Intelligence content
Term
Definition
A universe context indicates what types of business questions are answered by the same universe objects. For example, a universe might have a universe context for Sales, one for Marketing, and so on.
Context
Because each type of business question may share objects that use the same database, a universe context helps to ensure you retrieve the right data. For example, data on expenses from an employee expense account may be stored in the same database as data on expenses from marketing a product. Choosing the right universe context will ensure you get the appropriate expense data. Therefore, when you select a universe, you may have more than one universe context to choose from. Note: Contexts are defined by the system administrator.
For more information, see Specifying a context on page 54.
Report part
Report parts are objects in a Live Office document such as charts or tables.
BusinessObjects Live Office XI 3.0 User Guide
51
4
4
Working with Web Intelligence Content in Live Office Inserting Web Intelligence content
Term
Prompt
Definition
A prompt is similar to a parameter in Crystal Reports. This Web Intelligence term refers to a dynamic filter that displays a question every time you refresh the data in a report. Prompts can be either mandatory or optional See To specify prompt values on page 54.
Inserting Web Intelligence content With this version of BusinessObjects Live Office the power and convenience of Web Intelligence functionality has been extended to the Microsoft Office application environment. Using a convenient, easy-to-use wizard interface, business users can quickly add Web Intelligence report parts to their Microsoft Office Excel, Word, Outlook, and PowerPoint documents. Related Topics
•
Managing time dependent variables (Key Date) on page 92
Logging on and running the Live Office Wizard To run the Live Office Insert Wizard 1. Open a Microsoft Office document. 2. Select where you want to insert the Live Office object. Note: Live Office inserts objects as tables. If you are inserting into
PowerPoint, ensure that you click outside a text placeholder. (A text
52
BusinessObjects Live Office XI 3.0 User Guide
Working with Web Intelligence Content in Live Office Inserting Web Intelligence content
placeholder does not contain sufficient space for a Live Office object. Blank slides usually provide the best background for a Live Office object.) 3. Click Live Office > Insert > Web Intelligence Content. The Live Office Insert Wizard appears. If you have not already logged on to BusinessObjects Enterprise, you are prompted to do so. Related Topics
•
Logging on to BusinessObjects Enterprise on page 23
Selecting a data source In the Live Office Insert Wizard, you select the Web Intelligence report that contains the data you want to view.
To select a data source The first page of the Live Office Insert Wizard displays the Repository Explorer so that you can navigate easily to the report you want to use. The Repository Explorer displays all the web intelligence data to which you have access, including data contained within publications. Tip: You can also use the search functionality to search by title, keywords,
content or all fields to locate a specific report quickly. If you are importing to an email in Outlook, the search dialog will default to a content search based on the subject line of your email. The Recent folder also contains any reports you have created or modified most recently for ease of access. Note: If you wish to use an instance of a report, that instance must be stored
somewhere on the BusinessObjects Enterprise system. Instances only sent directly to Inboxes are not stored on the system and cannot be accessed. 1. Double-click the folder that contains the report you want to use. For example, a regional sales manager might click the Demo subfolder in the Public folder. If the report is contained within a displayed publication, select the publication instance to reveal its contents. The folder hierarchy expands. 2. From the right-hand pane of the Repository Explorer, select the report you want to use, and click Next.
BusinessObjects Live Office XI 3.0 User Guide
53
4
4
Working with Web Intelligence Content in Live Office Inserting Web Intelligence content
For example, a regional sales manager might navigate to a Web Intelligence report detailing product line sales by detail to monitor regional annual sales figures. Tip: Select a column name, for example, Name, Owner, or Type, to sort
available reports. Click OK and click Next. Related Topics
• •
To specify prompt values on page 54 To specify context on page 54
Specifying a context A context is a defined group of objects in a query that share a common business purpose. If more than one context exists in the database for Web Intelligence data you have selected, you must specify the content you want to use.
To specify context •
From the Specify Context Page of the Live Office Insert Wizard, select a context from the available queries, and click Next. The Specify Prompts Values or the Summary page appears.
To specify prompt values The Specify Prompt Values page will display only if prompts have been specified for the report. Prompts are either mandatory or optional. If all the prompts listed on this page are optional, you do not have to specify a prompt value at this stage, click Next and specify the prompt values when refreshing the object. 1. On the "Specify Prompt Values" page, do one of the following for each prompt value you want to specify: • Type a value in the search field, to search for a prompt value from a pre-selected list of options. Click the
54
BusinessObjects Live Office XI 3.0 User Guide
to specify Ignore case or
Working with Web Intelligence Content in Live Office Inserting Web Intelligence content
Case sensitive for the search string. Click > to add it to your selected values. Note: If the list of available values is empty or needs to be updated,
click the Refresh List icon
•
.
You can also double click on a displayed value to add it to the list of selected values. Type a prompt value and click > to add the value to the list of values.
2. Click Next. The Choose Data page appears.
To select report parts The Choose Data page appears after either selecting a context or specifying prompt values. 1. On the Choose Data page of the Live Office Insert Wizard, select the Web Intelligence report parts you want to include. 2. Click Next. The Summary page appears.
Creating your Live Office objects The Summary page is the last screen in the Live Office Insert Wizard before the current object is inserted into your Microsoft Office application. Follow the instructions below to complete the process of creating your Live Office object. 1. From the Summary Page, name your Live Office object and verify its path in the BusinessObjects repository 2. Click Finish to insert your Live Office object into your Microsoft Office document. A progress bar appears as your Live Office object is inserted in your Microsoft Office document.
BusinessObjects Live Office XI 3.0 User Guide
55
4
4
Working with Web Intelligence Content in Live Office Inserting Web Intelligence content
You can now either save the inserted data or define specific object properties. Related Topics
• •
Configuring data refresh options on page 56 Saving your data locally and to the repository on page 86
Configuring general object properties After inserting your Web intelligence object, you should configure Live Office object properties which include general object properties, prompt configuration options, refresh options, and formatting and display options.
To configure general object properties 1. Right-click your Live Office Web intelligence object, point to Live Office, and click Properties. 2. From the General tab of Live Office Object Properties dialog, verify the object name, the time the object was last refreshed, the name and path to the source document, and the object definition. Related Topics
• • •
Managing global Live Office properties on page 95 Managing prompt and parameter settings on page 92 Managing global Live Office properties on page 95
Configuring data refresh options The data that is returned when you refresh an object depends on: •
The type of object that was used as the source object and the refresh option you select.
•
The data refresh option you select.
You can easily configure or modify the refresh behavior for the Live Office objects and instances using the Live Office shortcut menu.
56
BusinessObjects Live Office XI 3.0 User Guide
Working with Web Intelligence Content in Live Office Inserting Web Intelligence content
To configure refresh options for your Live Office Web intelligence objects 1. From within your Microsoft Office document, right-click the Live Office object for which you want to change the refresh properties. 2. Click Live Office and click Refresh Option. The Refresh Options dialog appears. 3. Select the refresh option you want and click OK. The refresh options are explained in the following table. Refresh Option
Definition
Refresh the latest instance of the Latest instance: From the latest in- selected Live Office object for a stance scheduled by specific user. The default user is the current user.
On demand
Refresh the data from the database.
Refresh the selected instance Use report saved data: From saved based on data saved with a pubdata report lished report. Specific instance: From a specified Refresh the data for the selected instance of the report instance only.
Note: On demand is the default option, and it will be the only active value
if the report object does not have report instances or versions or there is no saved data with the report.
BusinessObjects Live Office XI 3.0 User Guide
57
4
4
Working with Web Intelligence Content in Live Office Modifying Web Intelligence content
Configuring prompt binding options Prompt binding is a useful way to allow prompt values to be updated automatically from within a Live Office object. For example, you may have a cell that allows you to enter a Minimum Sales Value to allow you to see only customers that have greater than a certain value. Or, in terms of our “Activities by Location” report example, you could have “Select a Region” prompt with two discrete values, “East” and “West”. With cell binding, from within your Microsoft Office application, you can choose the prompt value you want (East or West) and then dynamically retrieve the latest data from the database. Related Topics
•
To bind a prompt to your Microsoft Office document on page 76
Modifying Web Intelligence content You can also modify existing Web Intelligence data objects. This section explains how to view and modify existing Live Office objects. It contains the following topics: Click the appropriate link to jump to the topic: •
Upgrading content from the previous version on page 61
•
Viewing and modifying general object properties on page 58
•
Adding more Web Intelligence report parts on page 59
•
Modifying prompt values on page 60
•
Removing Live Office objects on page 90
Viewing and modifying general object properties You can also display and modify the properties for your Web Intelligence Live Office object
58
BusinessObjects Live Office XI 3.0 User Guide
Working with Web Intelligence Content in Live Office Modifying Web Intelligence content
To view the properties of a Web Intelligence object 1. From within your Microsoft Office application, right-click your Web Intelligence Live Office object and click Properties. The Object Properties dialog box appears. Note: The properties shown and options available depend on the object.
2. Do one or more of the following: • Click General to view and modify object properties such as location and object name. •
Click Prompts to view and modify prompts and query contexts associated with the Live Office object you selected.
•
Click Refresh tab to view and modify refresh options associated with this Live Office object.
Related Topics
• • •
Managing prompt and parameter settings on page 92 Configuring data refresh options on page 56 Modifying prompt values on page 60
Adding more Web Intelligence report parts You can quickly and easily add additional report parts to your Live Office Web Intelligence document.
To add report parts from the same source 1. Select the source Live Office object in your Microsoft Office application. 2. Right-click, point to Live Office, and click Insert from Same Source. 3. Select the additional report parts you want to add and insert them using the Live Office Wizard.
BusinessObjects Live Office XI 3.0 User Guide
59
4
4
Working with Web Intelligence Content in Live Office Modifying Web Intelligence content
Modifying prompt values You can change the prompt values when you insert the Web Intelligence data object or you can change the values later. If you do not specify prompt values when you insert the object, Live Office uses the current prompt values.
To modify prompt options using the shortcut menu 1. Right-click the Live Office object and click Properties. The Live Office Object Properties dialog is displayed. 2. Click the Prompts tab. All the available prompts and query contexts are listed in two separate tables together with their current values. 3. From the list under the Prompts heading select the prompt you want modify then click Prompt Values. The Specify Prompt Values dialog is displayed. 4. Modify the prompt options as required according to the following table and click OK
60
Prompt option
Description
Always ask for value
You will always be prompted for a value. This prompt type is referred to as "unbound" as it is not linked to a constant value.
Choose values from list
This prompt type is always bound or linked to a constant value. Click the browse button to modify the value.
BusinessObjects Live Office XI 3.0 User Guide
Working with Web Intelligence Content in Live Office Modifying Web Intelligence content
Prompt option
Description
Excel data range
This prompt type is used to bind a value to a range of values in a Microsoft Excel spreadsheet only.
Related Topics
• • •
Configuring prompt binding options on page 58 Managing global Live Office properties on page 95 Managing prompt and parameter settings on page 92
Upgrading content from the previous version Earlier versions of Live Office only supported inserting Web Intelligence fields into Microsoft Office documents. This version is backward compatible with the earlier versions of Live Office and you can therefore upgrade Web Intelligence content.
To upgrade a Web Intelligence document from the previous version 1. Log on to BusinessObjects Enterprise and launch the Live Office Insert Wizard. 2. Open the Web Intelligence document from the previous version. You will be prompted to upgrade. 3. Click OK to convert the Web Intelligence document to this version of Live Office. 4. After the upgrade process is complete, right click the object and select Add/Remove Fields to modify the field list setting.
BusinessObjects Live Office XI 3.0 User Guide
61
4
4
Working with Web Intelligence Content in Live Office Modifying Web Intelligence content
62
BusinessObjects Live Office XI 3.0 User Guide
Working with Queries in Live Office
5
5
Working with Queries in Live Office Overview
Overview A query is used to answer a business question from data stored in one or more databases. Traditionally, queries could only be designed by an expert in IT or database languages. However, BusinessObjects Live Office (Live Office) has a wizard that makes it easy to build queries. You do not need to know complex programming languages. With minimal effort, you can define queries and retrieve meaningful answers to business queries such as the following: •
Get sales figures for the first three quarters of this year for all customers in North America by region.
•
Get a list of all customers worldwide who are partners.
The data is arranged in table format where you can access it from your Microsoft Office Excel, Word, Outlook or PowerPoint documents. This document contains information about creating, editing, and revising queries in Live Office. Related Topics
• • • •
Viewing query properties on page 78 Creating and running queries on page 68 About query building in Live Office on page 66 Query fundamentals on page 64
Query fundamentals A request can be simple, such as give me total sales in California for the first quarter of last year. Or, it can be more complex, depending on your business need. Although queries are usually sent to databases in a language called Structured Query Language (SQL), you don't have to know SQL to query for information in Live Office. The Live Office Insert Wizard presents the information available in the database as objects that have familiar names and meanings.
64
BusinessObjects Live Office XI 3.0 User Guide
Working with Queries in Live Office Query fundamentals
Related Topics
• •
What are universes? on page 65 What is a query context? on page 66
What are universes? In Live Office, a universe is a representation of the information available in a database and is made to answer certain types of business questions. For example, you may see a universe for sales data, one for marketing data, and one for customer service data. Universes are created by universe design specialists. The universe object appears on the Manager pane to the left of the Result Objects and Filter Objects panes in Live Office.
BusinessObjects Live Office XI 3.0 User Guide
65
5
5
Working with Queries in Live Office About query building in Live Office
Note: Business users of Live Office will most likely use an existing universe
to build their queries. For existing universes, however, you may have to specify a query context to avoid returning ambiguous data from the database.
What is a prompt? A prompt is similar to a parameter in Crystal Reports. This term refers to a dynamic filter that displays a question every time you refresh the data in a report. You respond to prompts by typing or selecting the prompt value(s) you want to view before you refresh the data. Prompts may be either mandatory or optional and are used for creating queries that can used by Live Office objects. Related Topics
•
To specify prompt values on page 54
What is a query context? A context is a defined group of objects in a query that share a common business purpose. Contexts are used in universes to avoid ambiguous queries, queries that contain objects that return more than one kind of information. It is possible, however, that the data you retrieve is linked to more than one query. If you were querying annual sales figures for a particular product, that information could be linked to both the Sales and Marketing databases. If more than one context exists for your data, you must specify the one you want to use.
About query building in Live Office Below is an overview of how the Live Office Insert Wizard is used to build a query. For more detailed instructions, see Creating and running queries on page 68.
66
BusinessObjects Live Office XI 3.0 User Guide
Working with Queries in Live Office About query building in Live Office
Use this page in the wizard
To do this task •
Browse available universes
•
Locate the universe you want to use.
Choose Universe
See Selecting a data source on page 69.
Specify Query
•
Select Universe objects from the Manager pane and drag them to the Results Objects or Filter Object pane.
•
Specify a constant value for your filter object
•
Specify a list of values for your filter object
•
Specify a prompt for your filter object See Building your query on page 69 and Defining your data filters on page 72.
Select a query context for existing, previously defined queries. Specify Query Context
A context is a defined group of objects in a query that share a common business purpose. See Specifying context for your query on page 74.
BusinessObjects Live Office XI 3.0 User Guide
67
5
5
Working with Queries in Live Office Creating and running queries
Use this page in the wizard
Specify Prompt Values
To do this task •
Specify that you are to be prompted each time data is refreshed.
•
Choose a prompt value from a pre-selected list of values.
See To specify prompt values on page 54.
Summary
Type the name of your Live Office object and verify its path in the repository before inserting the data into your Microsoft Office document.
Creating and running queries You build a query to answer a business question that requires data from a database. From the Live Office Insert Wizard, you select the dimensions and details that represent the information that you want to retrieve, and add them to a work space called the Result Objects pane. You can add one or two measure objects that represent the action that you want to perform on the information. Related Topics
• • • • • • •
68
Naming and inserting your Live Office query object on page 75 Naming and inserting your Live Office query object on page 75 Building your query on page 69 Defining your data filters on page 72 Specifying context for your query on page 74 To configure query options on page 77 Managing time dependent variables (Key Date) on page 92
BusinessObjects Live Office XI 3.0 User Guide
Working with Queries in Live Office Creating and running queries
Selecting a data source To select your data source 1. Open the Microsoft Office document you want to use to insert and store your new query. 2. From within your Microsoft Office document, click Insert and then click New Query to run the Live Office Insert Wizard. 3. Log on to BusinessObjects Enterprise. For more information, see Logging on to BusinessObjects Enterprise on page 23. 4. From the Choose Universe page of the Live Office Insert Wizard, expand the Universe folder or subfolders to navigate to the universe you want to use. The Specify Query page appears. Related Topics
• •
Query fundamentals on page 64 Building your query on page 69
Building your query To define the data to have it answer your business questions and be inserted into your Microsoft Office Excel, PowerPoint, Outlook, or Word document, you need to build a query. The manager pane of the Specify Query page lists all the available objects defined for the selected universe.
To add Objects to your query 1. From the manager pane in the Specify Query page, select and drag objects onto the Result Objects or Filter Objects pane. Note: You can also remove objects from the Result Objects pane at any
time. An icon is created for each object you drop onto a pane.
BusinessObjects Live Office XI 3.0 User Guide
69
5
5
Working with Queries in Live Office Creating and running queries
2. Drag the dimension or detail object types that you want to use from the manager pane to the Results Objects pane. For example, a regional sales manager who monitors monthly and quarterly sales figures regularly might build a query to include the Customer Name and Opportunity ID dimensions. 3. From the manager pane drag your filter objects to the Filter Objects pane. For example, you could filter your query to include only sales activity from a particular region. You can make your business question more meaningful by ranking, sorting or filtering the data set returned from the database. You can now proceed to define any objects you dropped into the Filter Objects pane. If your query does not have any objects in the Filter Objects pane, click Next to continue. Related Topics
• • • •
Defining your data filters on page 72 Adding a ranking to a universe query on page 70 Sorting query objects on page 71 Configuring query options on page 77
Adding a ranking to a universe query Ranking is a method of restricting the data returned by a query. In the Specify Query page of the Live Office Insert Wizard, you can add a ranking to a dimension or object based on a defined measure. For example you could set a ranking to limit the “Customer Name”dimension to the top seven results based on the “Sum of Last Year Sales”. Note: Not all universe objects support ranking.
1. Click the Add a ranking icon above the manager pane. A filter editor is displayed in a separate pane under the Result Objects pane. 2. In the filter editor qualify the ranking by order by selecting from the drop-down list next to the the Add a ranking icon. You choose one of the following qualifiers:
70
BusinessObjects Live Office XI 3.0 User Guide
Working with Queries in Live Office Creating and running queries
• • • •
Top Bottom % Top % Bottom
3. Provide a value in the box next to your selected qualifier. Move the displayed value up or down using the corresponding control buttons. 4. Drag and drop a dimension, measure, and object if required into the designated fields within the filter editor . You can drag objects directly from the manager pane, or move preselected objects from the Result Objects pane. 5. Repeat Steps 1-4 to set up another ranking or continue building your query.
Sorting query objects You can apply a specific sorting order to the objects included in a query. The sort order will be reflected in the retrieved results for your query. To specify a sort you need to view the "Specify Query" page in the Live Office Insert Wizard. 1.
In the Specify Query page click the Manage sort icon The Sort Dialog is displayed.
.
2. From the Available objects list select the object to which you want to sort. Expand the folders and subfolders to locate your objects. Note: You cannot select an entire folder.
3. Use the > button to move a selected object to the Query sorts list. To undo a selection, use the < button to return an object to the Available objects list . 4. Select an object in the Query sorts list and do any of the following: • Specify the order of the retrieved data for the object as either Ascending or Descending by selecting the appropraite button. A corresponding up (ascending) or down (descending) arrow is displayed next to the object. Objects are by default specified as ascending.
BusinessObjects Live Office XI 3.0 User Guide
71
5
5
Working with Queries in Live Office Creating and running queries
•
Use the Move up or Move down button to move the object within the Query sorts list . The query will reflect the order in the list.
5. Click OK. The Sort Dialog is closed and you return to the Specify Query page in the Live Office Insert Wizard.
Defining your data filters When you build simple queries using the Live Office Insert Wizard, you can choose to define three types of filters •
A constant value
•
A list of values
•
A prompt
The rest of this section provides step-by-step instructions for defining each filter type.
To specify a constant value as a filter When an object is dropped into the Filter Objects pane, a corresponding filter editor is displayed. 1. In the filter editor, click the downward facing arrow on the right , and select Constant. 2. Type a value in the text box provided. The object will be set to value you enter in the text box. Note: The value entered the in text box is the constant value for the object
when the query is run. Click the downward facing arrow on the left of the text box to select a different relationship between the specified value and the query object. 3. Click Next. The Specify Query Contexts or Specify Prompt Values page appears.
72
BusinessObjects Live Office XI 3.0 User Guide
Working with Queries in Live Office Creating and running queries
To specify a list of values as a filter When an object is dropped into the Filter Objects pane, a corresponding filter editor is displayed. 1. In the filter editor, click the downward facing arrow on the right , and select List of Values. 2. From the List of Values dialog box, double-click the values you want to include, and click OK. For example, you could select the value Partners so that the results of your query will return a list of customers in the SC region who are Partners. The values you chose appear in the Filter Object pane. 3. Click Next. The Specify Query Contexts or Specify Prompts Values page appears.
To specify a prompt as a filter When an object is dropped into the Filter Objects pane, a corresponding filter editor is displayed. You could for example add prompts for types of customers or sales prospects, such as Partners or System Integrators, or for different geographical regions. 1. In the filter editor, click the downward facing arrow on the right, and select Prompt. 2. Click the Define prompt icon to the right of the text box. 3. In the Define Prompts dialog box, select the prompt properties you want and click OK. For example, you could choose Optional prompt to make the prompt optional. 4. Click Next. The Specify Query Contexts or Specify Prompts Values page appears.
BusinessObjects Live Office XI 3.0 User Guide
73
5
5
Working with Queries in Live Office Creating and running queries
Specifying context for your query A context is a defined group of objects in a query that share a common business purpose. Contexts are used in universes to avoid ambiguous queries, queries that contain objects that return more than one kind of information. If more than one context exists for your query you must specify the context you want to use in the Specify Query Contexts page of the Live Office Insert Wizard. Note: You can also set query context on the Prompt tab of the Properties
dialog or during a refresh operation.
To specify context TheSpecify Query Contexts page displays when building a new query if the query contains multiple contexts. 1. From the Available Contexts list select the context you want for your query. Tip: the current context is listed under the Selected Values heading.
2. Click Next to continue building your query Either the Summary or Specify Prompt Value Page appears. Related Topics
• •
Naming and inserting your Live Office query object on page 75 Specifying prompt values on page 74
Specifying prompt values The Specify Prompt Value page will display only if you specified prompts for the query. Prompts are either mandatory or optional. If all the prompts listed on the page are optional, you do not have to specify a prompt value at this stage, click Next and specify the prompt values when refreshing the query. 1. On the Specify Prompt Values page, do one of the following for each prompt value you want to specify:
74
BusinessObjects Live Office XI 3.0 User Guide
Working with Queries in Live Office Creating and running queries
•
Type a value in the search field, to search for a prompt value from a pre-selected list of options. Click the to specify Ignore case or Case sensitive for the search string. Click > to add it to your selected values. Note: If the list of available values is empty or needs to be updated,
click the Refresh List icon
•
.
You can also double click on a displayed value to add it to the list of selected values. Type a prompt value and click > to add the value to the list of values.
2. Click Next. The Summary page appears.
Naming and inserting your Live Office query object The Summary page is the final screen of the Live Office Insert Wizard. 1. From the Summary page, provide a name for your query, and verify its location. 2. Click Finish to insert the query. The Live Office Insert Wizard closes and the query results are inserted into your Microsoft Office document.
Configuring prompt binding options for your query Prompt binding is a useful way to allow values to be updated automatically from within a Live Office object. For example, you may have a cell that allows you to enter a minimum sales value to allow you to see only customers that have greater than a certain value. Or, in terms of our “Activities by Location” report example, you could have “Select a Region” parameter with two discrete values, East and West. With cell binding, from within your Microsoft Office application, you can choose the value you want and then dynamically retrieve the latest data from the database.
BusinessObjects Live Office XI 3.0 User Guide
75
5
5
Working with Queries in Live Office Creating and running queries
To bind a prompt to your Microsoft Office document 1. In the Microsoft Office document, right-click the Live Office object containing the prompt you want, then click Live Office > Properties. The Live Office Object Properties dialog is displayed. 2. From the Live Office Object Properties dialog, select the Prompts tab. All the available prompts for the currently selected object are listed under the Prompts heading. 3. Select the prompts you want and click Prompt Values. The Specify Prompt Values dialog is displayed. 4. Select from the following options: • Select the Always ask for value if you not want to specify a specific parameter value. • Click OK and skip to Step 5. Note: If you select this option, the Live Office object will automatically
prompt for a value every time your refresh it. •
Select the Choose values list option to bind the Live Office object to specific prompt values. Click on the browse button to modify or add prompt values. The current prompt value is displayed below the "Parameters" headng on the left. If you do not want to modify this value click OK on all the open dialogs.
•
Select the Excel data range if you want to bind the parameter to a cell in an Excel spreadsheet. Note: This option will only be available if you are using an Excel
spreadsheet. •
Click the
icon to the right of the drop-down list.
The "Bind Parameter" dialog is displayed. •
Select an available cell within your Excel spreadsheet and click OK. Then skip ahead to Step 6. Note: You can also manually specify the desired cell by entering
its address in the Bind Parameter dialog.
76
BusinessObjects Live Office XI 3.0 User Guide
Working with Queries in Live Office Creating and running queries
5. Specify values in the "Specify Prompt Values" dialog by doing any of the following: • Type a search string in the search field, to search for a prompt value from a pre-selected list of options. Click the to specify Ignore case or Case sensitive for the search string. Click > to add it to your selected values. Note: If the list of available values is empty or needs to be updated,
click the Refresh List icon
.
Tip: You can also double click on a displayed value to add it to the
list of selected values. •
Type a prompt value and click > to add the value to the list of values.
6. Click OK to close all the open dialogs and refresh the report data.
Configuring query options You can configure your query options to do the following to improve performance and data quality: •
Eliminate duplicate rows in the result set
•
Set a limit for the time taken to run the query
•
Set a limit to the number of rows returned in the query result set.
•
Limit the returned data to a specified random sample set.
To configure query options 1.
Click the Show the option dialog icon
.
The Options dialog appears. 2. From the Options dialog configure the available options as described in the following table, and click OK
BusinessObjects Live Office XI 3.0 User Guide
77
5
5
Working with Queries in Live Office Viewing query properties
Option
Description
Duplicate rows
If the user does not select this option, the duplicate rows will be removed from the query result. For example, if you ask for Year object, you'll get distinct years instead of the possible duplicated year value for each row returned by the query. Default is false.
Max. Fetched Time
Maximum time in seconds allowed for the query to run. The value -1 means that there is no time limit.
Max. Row Fetched
Maximum number of rows to be fetched when the query is run. The value . -1 means that there is no limit.
Sample Result Set
Returns the specified number of rows as random data within the current selection criteria.
Viewing query properties To view query properties for an existing query 1. From within your Microsoft Office document, right-click your existing query, point to Live Office, and click Properties. The Live Office Object properties page appears.
78
BusinessObjects Live Office XI 3.0 User Guide
Working with Queries in Live Office Editing queries
2. Do one of the following: • Click the General tab to view the object definition and set location properties •
Click Prompts and click Prompt Values to open the Specify Prompt Values dialog box.
•
Click the Refresh tab to configure object refresh behavior.
3. Make the changes you want and click OK.
Editing queries Changing the universe location To change the universe location for an existing query 1. From within your Microsoft Office document, right-click your existing query, click LiveOffice > Properties. The Live Office Object properties page appears. 2. Click the General tab to display the object definition and set universe location properties 3. Click Choose to open the Universe Location dialog box. 4. Make the changes you want and click OK.
Modifying the query definition To modify a query definition 1. From within your Microsoft Office document, right-click your existing query. 2. Select LiveOffice and click Edit Universe Query to run the Live Office Insert Wizard. The Specify Query page appears. 3. Make the changes you want to the definition of your query, and click OK.
BusinessObjects Live Office XI 3.0 User Guide
79
5
5
Working with Queries in Live Office Editing queries
Modifying a query context You can modify the context of an existing query from the Prompt tab of the Live Office Properties dialog box or during a refresh operation.
To modify a query context 1. From within your Microsoft Office document, right-click your existing query, point to Live Office, and click Properties. The Live Office Object Properties dialog box appears. 2. Click the Prompt tab to display the option to display the current query contexts. 3. Make the change you want, and click OK. 4. Click Query Context to modify the current query context. The Specify Query Contexts screen is displayed. 5. Select the context you want from the list under Available Contexts. 6. Click OK to submit your change . The Live Office Object Properties dialog box is displayed again. 7. Click OK . The Live Office object is refreshed and reflects the new query context.
80
BusinessObjects Live Office XI 3.0 User Guide
Performing Common Tasks with Live Office Objects
6
6
Performing Common Tasks with Live Office Objects Performing Common Tasks with Live Office
Performing Common Tasks with Live Office After inserting a Live Office object into your Microsoft Office document, you can perform a set of common tasks. Related Topics
• • • • • • • •
Removing Live Office objects on page 90 Loading, updating, and refreshing existing content on page 89 Distributing objects via Outlook on page 88 Copying and pasting Live Office Objects on page 86 Connecting to a different system on page 84 Opening a document on a local drive on page 83 Viewing a published document on page 82 Publishing a document to BusinessObjects Enterprise on page 84
Publishing and Viewing Files Overview You can use BusinessObjects Live Office (Live Office) to publish documents to BusinessObjects Enterprise. To publish a document to BusinessObjects Enterprise, you must have publishing rights. To view the document, users must have viewing rights for the document. Related Topics
• •
Publishing a document to BusinessObjects Enterprise on page 84 Viewing a published document on page 82
Viewing a published document You can open a published document if you have viewing rights for that document in BusinessObjects Enterprise.
82
BusinessObjects Live Office XI 3.0 User Guide
Performing Common Tasks with Live Office Objects Performing Common Tasks with Live Office
To view the document, you must have the Microsoft Office Word, Excel, Outlook and PowerPoint installed on your computer.
To view a published document 1. On the LiveOffice menu, point to Publish to BusinessObjects Enterprise, and click Open From BusinessObjects Enterprise Note: If you are not already logged on BusinessObjects Enterprise, you
are prompted to log on. For more information, see Logging on to BusinessObjects Enterprise on page 23. 2. In the Open dialog box, select the document that you want to view. Note: If an object in the document was originally based on a Crystal
Reports document or Web Intelligence document published to a different BusinessObjects Enterprise system, you will see a message informing you that the source cannot be found on the current system. 3. Click Open to display the file. Your ability to modify the document depends on the Microsoft Office security applied to the document and on the rights applied to the document in BusinessObjects Enterprise. Related Topics
•
Publishing a document to BusinessObjects Enterprise on page 84
Opening a document on a local drive You can open a document on your local computer without connecting to BusinessObjects Enterprise. For example, you can open a document that contains objects and choose not to connect to BusinessObjects Enterprise when prompted. However, if you do not connect to BusinessObjects Enterprise, you cannot use Live Office functionality to modify the object or refresh the data. Note: If you conceal the data when you save the document, anyone opening
the document must refresh the objects to view the imported data. To refresh the objects, users need to have Live Office installed and have access to the source object in BusinessObjects Enterprise. Related Topics
•
Publishing a document to BusinessObjects Enterprise on page 84
BusinessObjects Live Office XI 3.0 User Guide
83
6
6
Performing Common Tasks with Live Office Objects Performing Common Tasks with Live Office
•
Viewing a published document on page 82
Publishing a document to BusinessObjects Enterprise When you have completed a document, you can publish it to BusinessObjects Enterprise for other users to view. You can use BusinessObjects Enterprise to manage any Microsoft Word, Microsoft Excel, Outlook and Microsoft PowerPoint documents; they do not have to contain any imported data.
To publish a document 1. On the LiveOffice menu, point to Publish to BusinessObjects Enterprise, and click Save To BusinessObjects Enterprise or Save As New to BusinessObjects Enterprise. Note: If you are not already logged on to BusinessObjects Enterprise,
you are prompted to log on. For more information, see Logging on to BusinessObjects Enterprise on page 23. 2. In the Save As dialog box, select the folder where you want to save the document. 3. Enter a name for the document in the File name field. 4. Click Save to publish the document. Related Topics
•
Viewing a published document on page 82
Connecting to a different system If there is more than one BusinessObjects Enterprise system at your site, your administrator can move the Crystal Reports or Web Intelligence data to a different CMS. If you open a document that contains objects that are connected to source objects that are located in a different BusinessObjects Enterprise system, you will see a message that informs you that the source object(s) cannot be found on your current system. To connect the objects to the appropriate Crystal Report or Web Intelligence object on your current system, you must ensure that the objects on the current system have the same field or dimension names and table names as the original object.
84
BusinessObjects Live Office XI 3.0 User Guide
Performing Common Tasks with Live Office Objects Performing Common Tasks with Live Office
For example, suppose that the New York Sales team has a document with an object that uses a Crystal report called Global Sales, and the report is published to the USA BusinessObjects Enterprise system. The London Sales team also has a version of the "Global Sales" Crystal Report, which they've named "World Sales" and have published it to the UK BusinessObjects Enterprise system. If members of the London Sales team want to use the New York Sales team's document, they must manually connect the object to the "World Sales" Report on their system.
To reconnect an object 1. Open the document that contains the object you want to access. 2. Log on to BusinessObjects Enterprise. 3. Right-click on the Live Office object you want to reconnect. A context menu will appear. 4. Click Live Office > Properties. The "Live Office Object Properties" window will open. 5. Click the Choose button. A document location window will open. 6. Locate the report object that you want to connect to, then click OK. 7. Repeat steps 3 through 6 for each object that you want to connect. When you save the document, the links to the new object instance are saved in the document.
To connect to a different CMS 1. On the LiveOffice menu, click Options. The Options dialog box opens. 2. Click the Enterprise tab. 3. Edit the System and Web Service URL so that it points to the correct Central Management System (CMS). For example, if the Web Intelligence document you want to insert is on a CMS called businessobjects01, the Web Service URL should be as follows: http://businessobjects01:8080/dswsbobje/services/session
BusinessObjects Live Office XI 3.0 User Guide
85
6
6
Performing Common Tasks with Live Office Objects Performing Common Tasks with Live Office
You can change your Live Office settings so that you are automatically logged on to BusinessObjects Enterprise each time you start Microsoft Office Excel, Word, Outlook or PowerPoint. Related Topics
• • •
Logging on to BusinessObjects Enterprise on page 23 Publishing a document to BusinessObjects Enterprise on page 84 Viewing a published document on page 82
Saving your data locally and to the repository After inserting and configuring your Live Office objects, you can save your work locally and to the BusinessObjects Enterprise repository.
To save your file to a local drive •
Do one of the following to save your file locally: • From the File menu click Save or Save As •
From the LiveOffice menu, click Create Snapshot
To save your file to the BusinessObjects Enterprise repository For more information about publishing your data object to your Business Objects Repository, see Publishing a document to BusinessObjects Enterprise on page 84.
Copying and pasting Live Office Objects Once you have embedded a Live Office object in your MS Office application, you can copy and paste the object to another location within the same document, or move it to a completely different MS Office application. For example, after inserting and configuring part of a sales report within your PowerPoint presentation, you can embed the same object within an email message or a spreadsheet.
86
BusinessObjects Live Office XI 3.0 User Guide
Performing Common Tasks with Live Office Objects Performing Common Tasks with Live Office
Before copying and pasting Live Office objects across applications you should consider the following. • Parameter binding options are modified if the target application does not support the same options as the source application. For example, object parameters bound to a specific Microsoft Office Excel cell will revert to by default change their binding setting to Always ask for value. • By default when you paste a Live Office object, the connectivity with the database is maintained. This raises data access and security concerns especially if you plan to distribute documents with embedded Live Office objects. Related Topics
• •
Disconnecting Live Office objects from Enterprise on page 103 To modify parameter binding options on page 42
To copy and paste Live Office objects After inserting content into your Microsoft Office document, use the procedure below to copy and paste any object into another Microsoft Office application. 1. Select the entire Live Object that you want to copy, right-click to Copy. Tip: Use the Go to Object navigator on the Live Office tollbar.
Live Officemenu if your document contains multiple Live Office objects. You should now ensure that the target MS Office application is open. 2. Right click in your target MS Office application and then click Paste. The Live Office object is inserted in the new document. 3. Repeat steps 1-2 if you want to copy and paste more objects from the source content.
Disconnecting Live Office objects from Enterprise By default when you paste a Live Office object, the connectivity with Enterprise is maintained. This raises data access and security concerns especially if you plan to distribute documents with embedded Live Office objects. Follow the instructions below to disconnect Enterprise connectivity to objects embeded in your Microsoft Office applications.
BusinessObjects Live Office XI 3.0 User Guide
87
6
6
Performing Common Tasks with Live Office Objects Performing Common Tasks with Live Office
1. Point to Live Office, and click Options. The Options dialog is displayed. 2. In the General tab uncheck the Copy and paste with Live Office connectivity option. 3. Click OK. All copied objects will be disconnected from the data in Enterprise. Pasted objects will not be able to establish connectivity through Live Office, so the information presented will no longer be updated.
Distributing objects via Outlook You can insert Live Office objects into Microsoft Office Outlook for distribution within your organization . All recipients will be able to view the data contained within the sent email message.You cannot edit or refresh an object when viewing a received mail. You must switch to design mode by either forwarding or replying to the mail containing the Live Office object. Once in design mode, you can refresh or modify the object after logging into BusinessObjects Enterprise. Note: Live Office does not support plain text mail format. Tip:
•
•
When you open the "Repository Explorer" directly from Outlook, a Suggestion folder is available. This folder contains the results of a content search automatically performed using your email's subject line. Outlook users with Live Office clients installed on their computers can use the Go to Object menu to navigate to each object embedded in a received mail.
Related Topics
• • • • •
88
Logging on to BusinessObjects Enterprise on page 23 Creating and running queries on page 68 Inserting Web Intelligence content on page 52 Inserting Crystal Reports content on page 29 Copying and pasting Live Office Objects on page 86
BusinessObjects Live Office XI 3.0 User Guide
Performing Common Tasks with Live Office Objects Performing Common Tasks with Live Office
Loading, updating, and refreshing existing content In their everyday work, business users can make recurring updates to the same document in Live Office and distribute it colleagues. For example, you can use Live Office to: •
Compare financial results for a particular product line by quarter in Microsoft Office Excel
•
Update a monthly management review graph in Microsoft Office PowerPoint
In each case, you are making updates to an existing document. Using Live Office, you can easily refresh your content against the data source to ensure your data always reflects the latest changes. You can also configure refresh options so that your documents are updated automatically when you exit the application.
To refresh Live Office objects in an existing document 1. Open your Microsoft Office document. 2. Log on to BusinessObjects Enterprise. For more information, see Logging on to BusinessObjects Enterprise on page 23. 3. Do one of the following to view object properties: • From the LiveOffice menu, click Properties for All Objects. •
Right click a single Live Office object, point to LiveOffice, and click Properties. The Live Office properties dialog box is displayed.
4. Ensure that Refresh data on exit is selected to configure automatic refresh behavior for the Live Office objects in your document, then Click OK. 5. Make any changes you require to your document, and do one of the following to refresh it: • On the Live Office toolbar, click Refresh All. •
On the LiveOffice menu, click Refresh Object to refresh a single object or Refresh All Objects to refresh multiple objects simultaneously.
BusinessObjects Live Office XI 3.0 User Guide
89
6
6
Performing Common Tasks with Live Office Objects Performing Common Tasks with Live Office
Note: If an error occurs during the refresh operation, click Detail on the
refresh dialog box to troubleshoot the error. Tip: You will have to reapply Microsoft Office Excel filter and sort operations
as well as other formatting operations after refreshing your Live Office object. Related Topics
• •
Managing global Live Office properties on page 95 Managing prompt and parameter settings on page 92
Removing Live Office objects You can remove a report object from your MS Office document. Note that you cannot undo this action. Note: Once you have removed a content object, you have to insert a new
object to view the data again.
To remove a Live Office object from the document 1. Right click any cell in the Live Office object that you want to remove, and then click LiveOffice. 2. On the LiveOffice shortcup menu, click Remove Object. 3. Click Yes to confirm that you want to delete the object. The object has been removed from your document.
90
BusinessObjects Live Office XI 3.0 User Guide
Performing Advanced Tasks
7
7
Performing Advanced Tasks Performing Advanced Tasks
Performing Advanced Tasks One of the most common Live Office usage scenarios is to have multiple Live Office objects in one Microsoft Office document. Therefore advanced Live Office users can, for example, consolidate prompts, set document appearance and format options, configure authentication and document security options, and change a document's location in the repository.
Managing prompt and parameter settings For Live Office documents that contain multiple Live Office objects and associated prompts or parameters, you can consolidate prompts of the same type for easy updating.
To consolidate prompts for easy updating 1. Right-click a Live Office object in your Microsoft Office document, point to Live Office, and click Properties. 2. From the Live Office Object Properties dialog, click Prompt. 3. From the Prompts tab, click Prompt Values. 4. Choose from the available list of options, and click OK. For example, for the parameter "Country," you could choose the prompt "France" from a pre-selected list of values. 5. If your Microsoft Office document contains several prompts, at the document level in the hierarchy, the Live Office Object Properties dialog displays a prompt consolidation option. Select Consolidate prompts for each document type to configure this global option for all LiveOffice objects in your document.
Managing time dependent variables (Key Date) The data you access from a Web Intelligence document or a query may be time dependent. Time-dependent attributes and hierarchies are evaluated in certain databases through a key date (Key Date) variable. Examples of Key Date variables include the date certain financial results are posted or
92
BusinessObjects Live Office XI 3.0 User Guide
Performing Advanced Tasks Managing prompt and parameter settings
the start of a new fiscal year. You can use Live Office to insert and update data containing Key Date settings. The Key Date is treated as a prompt setting in Live Office. Related Topics
• •
Modifying Key Date values in queries on page 95 Creating queries with Key Date settings on page 93
Inserting content containing Key Date settings The Key Date is available in Live Office if the database accessed by a universe uses the Key Date to retrieve data. Like all other prompts in Live Office, the Key Date setting can be viewed when creating queries or inserting Web intelligence content. Related Topics
•
What are parameters and prompts? on page 18
Creating queries with Key Date settings Key Date setting is displayed in the Specify Query page of the Live Office Insert Wizard. 1. In your Microsoft Office application, select where you want to insert the Live Office object containting the Key Date. 2. From the LiveOffice Insert menu, select New Query. The Live Office Insert Wizard appears. If you have not already logged on to BusinessObjects Enterprise, you are prompted to do so. The Choose Universe page is displayed. 3. From the Choose Universe page of the Live Office Insert Wizard, expand the Universe folder or subfolders to navigate to the universe you want to use. The Specify Query page appears. The [KEYDATE] prompt and its current value are displayed on the right above the Result Objects pane. 4. Click Next to continue building the query. Related Topics
•
Modifying Key Date values in queries on page 95
BusinessObjects Live Office XI 3.0 User Guide
93
7
7
Performing Advanced Tasks Managing prompt and parameter settings
• • • • •
Specifying prompt values on page 74 Naming and inserting your Live Office query object on page 75 Specifying context for your query on page 74 Defining your data filters on page 72 Building your query on page 69
Inserting Web Intelligence content with Key Date settings Key Date setting for Web Intelligence content is displayed in the Specify Keydates page of the Live Office Insert Wizard. 1. In your Microsoft Office application, select where you want to insert the Live Office object containting the Key Date. 2. From the LiveOffice Insert menu, select Web Intelligence Content. The Live Office Insert Wizard appears. If you have not already logged on to BusinessObjects Enterprise, you are prompted to do so. The Choose Document page is displayed. 3. From the Choose Document page of the Live Office Insert Wizard, expand the Universe folder or subfolders to navigate to the Web Intelligence document you want to use. The Specify Keydates page appears. 4. Choose one of the three options in the Specify Keydates page. • Use the default date for all queries • Set date for all queries • Set a date for each query 5. Click Next to continue defining the Web Intelligence content you want to insert from the selected report. Related Topics
• • •
Creating your Live Office objects on page 55 To specify prompt values on page 54 Specifying a context on page 54
Modifying Key Date settings You can easily reset the Key Date value or setting for an Live Office object after it is inserted into a Microsoft Office document.
94
BusinessObjects Live Office XI 3.0 User Guide
Performing Advanced Tasks Managing global Live Office properties
Modifying Key Date values in queries To reset a Key Date value in a query, you need to edit your query. 1. From within your Microsoft Office document, right-click your existing query. 2. Select LiveOffice and click Edit Universe Query to run the Live Office Insert Wizard. The Specify Query page appears. 3.
Click the Keydate Properties icon to display the Keydate Properties dialog. 4. In Keydate Properties dialog use the options provided to modify the Key Date settings. • Use the default date • Set date 5. Click OK to save your new Key Date value. 6. Click OK to close the Specify Query page and refresh the query.
Modifying Key Date values in Web Intelligence content Afer you insert a Live Office object based on Web Intelligence content, you modify the Key Date setting and value like any other prompt. 1. Right-click the Live Office object and click Properties. The Live Office Object Properties dialog is displayed. 2. Click the Prompts tab. All the available prompts, contexts, and keydates are listed in up to three separate tables together with their current values. 3. From the list under the Prompts heading select the keydate you want modify then click Keydate. The Specify keydates dialog is displayed. 4. Choose one of the three options in the Specify Keydates page. 5. Click Next to continue editing the Web Intelligence content.
Managing global Live Office properties Using the Live Office Options dialog box, you can configure certain aspects of Live Office functionality at the application-wide level. For example, you
BusinessObjects Live Office XI 3.0 User Guide
95
7
7
Performing Advanced Tasks Managing global Live Office properties
can configure the short cut menu options that appear as well as aspects of the default layout, formatting, and refresh behavior for all Live Office objects. Related Topics
• • • •
Configuring the shortcut menu on page 96 Changing default layout, formatting, and refresh behavior on page 98 Configuring default error message strings on page 99 Configuring field display settings on page 101
Configuring the shortcut menu You can specify the shortcut menu that appears in Microsoft Office Excel, Word, Outlook or PowerPoint.
To change the shortcut menu The procedure below specifies the shortcut menu for Microsoft Office Excel. The same options apply to Microsoft Office Word, Outlook or PowerPoint. 1. On the LiveOffice menu, click Options. 2. On the General tab, select one of the following options:
96
BusinessObjects Live Office XI 3.0 User Guide
Performing Advanced Tasks Managing global Live Office properties
•
Replace Excel menu Replaces the Microsoft Excel shortcut menu with the LiveOffice shortcut menu.
•
Add to Excel menu Produces a combined shortcut menu that contains Microsoft Office Excel and Live Office options. This is the default.
•
Use Excel menu only No Live Office options are available on the shortcut menu.
3. Click OK.
BusinessObjects Live Office XI 3.0 User Guide
97
7
7
Performing Advanced Tasks Managing global Live Office properties
Changing default layout, formatting, and refresh behavior On the General tab, you can configure default layout and refresh options.
To change the default object formatting and refresh behavior 1. On the LiveOffice menu, click Options. The Options dialog box appears. 2. Click the General tab.
3. Select from the following options: • Prompt before overwriting Live Office cell Automatically prompts warning before you overwrite a Live Office cell in a Microsoft Office document .
98
BusinessObjects Live Office XI 3.0 User Guide
Performing Advanced Tasks Managing global Live Office properties
•
Refresh Live Office object when binding cell changes Automatically refreshes and updates an object when the cell binding for that object changes.
•
Refresh Live Office object on document open Automatically refreshes and updates an object when the Microsoft Office document is opened.
•
Copy and paste with Live Office connectivity Automatically maintains server connectivity to a copied Live Office object.
Note: On the View tab, the default setting is to insert report parts with
report formatting and to show filters as comments. 4. Click OK.
Configuring default error message strings You can change the default strings that appear in the cells of your document when there is no available data (for example, if a cell has no data, if there is an error, or if the data is concealed).
To change the default strings 1. On the LiveOffice menu, click Options. The Options dialog box appears. 2. Click the View tab.
BusinessObjects Live Office XI 3.0 User Guide
99
7
7
Performing Advanced Tasks Managing global Live Office properties
3. Set the required defaults: • No data Enter the text string that you want to appear when a cell has no data. The default string is blank. •
Data Error Enter the text string that you want to appear when a cell has an error. The default string is #DataError.
•
Concealed Data Enter the text string that you want to appear in place of concealed data. The default string is #Concealed.
4. Click OK.
100
BusinessObjects Live Office XI 3.0 User Guide
Performing Advanced Tasks Managing global Live Office properties
Configuring field display settings You can choose to display the field names, field descriptions, or both in the inserted objects. 1. On the LiveOffice menu, click Options. The Options dialog box appears. 2. Click the View tab. 3. Under Field display, select Name, Description, or Both. 4. Click OK. Related Topics
• • •
Configuring the shortcut menu on page 96 Changing default layout, formatting, and refresh behavior on page 98 Configuring default error message strings on page 99
Changing the viewing locale You can modify the display settings for certain types of fields displayed by Live Office objects by specifying a viewing locale. The viewing locale setting affects the display format for date, time, and number type data. Note: The viewing locale setting is not available on Crystal Reports field
objects. Related Topics
•
Options dialog box on page 115
To change the preferred viewing locale 1. On the LiveOffice menu, click Options. The Options dialog box appears. 2. Click the Enterprise tab. The Enterprise tab settings are displayed.
BusinessObjects Live Office XI 3.0 User Guide
101
7
7
Performing Advanced Tasks Managing document security and access
3. Select an option from the select preferred viewing locale drop-down list. 4. Click OK to save the new setting.
Managing document security and access When you work with Live Office objects in your everyday Microsoft Office applications, you might frequently have to conceal data in your documents for security reasons, retrieve data from different databases, or store your data in a different location. Live Office enables you to do that conveniently. Related Topics
• • • •
Adding security to your documents on page 102 Logging on to BusinessObjects Enterprise automatically on page 103 Connecting to a different CMS on page 104 Relinking objects to Business Objects Enterprise on page 104
Adding security to your documents If you save the imported data with the document, other users can potentially view the data that they are not authorized to view. To ensure that the data in your document is secure, conceal the data in the document, and then publish the document to BusinessObjects Enterprise. By publishing your document to BusinessObjects Enterprise, you ensure that only authorized users can view the document. To view the concealed data in the document, users must refresh the data. Users can refresh the data only if they have installed BusinessObjects Live Office (Live Office) and if they log on to BusinessObjects Enterprise.
To conceal data when saving a document 1. Right click your Live Office object and click Properties. 2. Click the Refresh tab. 3. Select Conceal data on saving; refresh to redisplay and then click OK.
102
BusinessObjects Live Office XI 3.0 User Guide
Performing Advanced Tasks Managing document security and access
When you save the document, a text string replaces the data in the object. The default text string is #Concealed , but you can change this. 4. To restore the data, click Refresh.
Disconnecting Live Office objects from Enterprise By default when you paste a Live Office object, the connectivity with Enterprise is maintained. This raises data access and security concerns especially if you plan to distribute documents with embedded Live Office objects. Follow the instructions below to disconnect Enterprise connectivity to objects embeded in your Microsoft Office applications. 1. Point to Live Office, and click Options. The Options dialog is displayed. 2. In the General tab uncheck the Copy and paste with Live Office connectivity option. 3. Click OK. All copied objects will be disconnected from the data in Enterprise. Pasted objects will not be able to establish connectivity through Live Office, so the information presented will no longer be updated.
Logging on to BusinessObjects Enterprise automatically Using Single Sign On (SSO), you can access multiple applications or systems simultaneously while providing log-on credentials only once, enabling you to do your work more easily and efficiently. You can configure Live Office to connect to BusinessObjects Enterprise automatically each time Microsoft Office Excel, PowerPoint, Outlook or Word is loaded. Live Office has the ability to take advantage of Single Sign-on to BusinessObjects Enterprise if it has been configured. You can configure Live Office to connect to BusinessObjects Enterprise automatically each time the Microsoft Office applications that support Live Office are loaded. In this way, users will not be prompted to log on to BusinessObjects Enterprise once they have logged on to the authentication tool being used at their organization.
BusinessObjects Live Office XI 3.0 User Guide
103
7
7
Performing Advanced Tasks Managing document security and access
To set an automatic connection 1. On the LiveOffice menu, click Options. The Options dialog box appears. 2. Click the Enterprise tab. Note: If you have already logged on to BusinessObjects Enterprise, your
logon details appear in the appropriate fields. 3. Select Use specified logon criteria. 4. Click OK.
Connecting to a different CMS The Crystal Reports or Web Intelligence data you need to access, might be stored in different repositories. Using the Enterprise tab of the Live Office Options dialog box, you can easily adjust your Live Office setting to connect to a different Central Management System (CMS). Related Topics
•
To connect to a different CMS on page 85
Relinking objects to Business Objects Enterprise If the location of a report or other content source in Enterprise changes, you may need to re-link the Live Office object.
To relink a Live Office object 1. Right click the Live Office object for which you want to change the location, and click Live Office > Properties. 2. In the Live Office Object Properties dialog box, click Choose. 3. In the Document Location dialog box, navigate to the new location for your document, and click OK. An warning messagr appears.
104
BusinessObjects Live Office XI 3.0 User Guide
Performing Advanced Tasks Working with Smart Tags in Live Office
4. Click Yes. The new document path is displayed.
Working with Smart Tags in Live Office You can save time by using Live Office smart tags in Microsoft Office Excel, Word, Outlook or PowerPoint. Live Office smart tags make it easier for you to work with Live Office objects in your Microsoft Office applications, and provide you with more control over automatic features. When Live Office data is recognized in Microsoft Office Excel, Word, or PowerPoint, Outlook applications, the data is marked with a smart tag indicator, a small red triangle.
To find out what actions you can perform with a Live Office smart tag 1. Select your Live Office object where the smart tag indicator appears. 2. Move the insertion point over the highlighted text until the Smart Tag Actions button appears. 3. Click the Smart Tag Actions button to see a list of Live Office actions you can perform. When you save a document, the smart tags are embedded so that they are available to anyone who opens the document. You can, however, choose not to embed smart tags when you save a document.
BusinessObjects Live Office XI 3.0 User Guide
105
7
7
Performing Advanced Tasks Working with Smart Tags in Live Office
106
BusinessObjects Live Office XI 3.0 User Guide
Troubleshooting Live Office
8
8
Troubleshooting Live Office Sample Live Office log files
Sample Live Office log files This section contains both a sample config.xml file and a sample log.txt output file. Sample LOLogger.config xml file format <section name="log4net" type="log4net.Con fig.Log4NetConfigurationSectionHandler, log4net-net-1.0" /> <param name="File" value="log-file.txt" /> <param name="AppendToFile" value="true" /> <param name="ConversionPattern" value="%d [%t] %-5p %m%n" />
Sample log file format
When Live Office runs, it will generate the log-file.txt. A sample .txt file is shown below. |Date----|-------Time-----|PID |Loglevel|Log message---2006-11-03 09:19:34,877 [3084] DEBUG Enter populateAuthComboTh readHelper 2006-11-03 09:19:34,908 [3084] DEBUG --- WebServiceURL = http://machine name: 8080/dsws/services/session 2006-11-03 09:19:35,424 [3084] DEBUG ---- get Session = Busi nessObjects.DSWS.Session.Session
108
BusinessObjects Live Office XI 3.0 User Guide
Troubleshooting Live Office Enabling logging for Live Office
Note: You can change the name of the logging ouput file in the
LOLogger.config.xml using the <param name="File" value="log-file.txt"/> parameter. Related Topics
•
Enabling logging for Live Office on page 109
Enabling logging for Live Office Logging for Live Office is disabled by default at installation. This sections contains information on how to configure and enable registry-based logging. Note: This section contains information about modifying the registry. Before
you modify the registry, make sure to back it up and make sure that you understand how to restore the registry if a problem occurs. If you use Registry Editor incorrectly, you may cause serious problems that may require you to reinstall your operating system. Business Objects cannot guarantee that you can solve problems that result from using Registry Editor incorrectly. Use Registry Editor at your own risk.
Troubleshooting Live Office components This section describes problems that you might encounter when installing or using BusinessObjects XI 3.0. To view troubleshooting information, click any of the following links. Note: If this document does not list a solution for the problem you are having,
contact Customer Support. Related Topics
• • •
Problem: LiveOffice menu disappeared on page 110 Problem: document refresh failed on page 110 Problem: context dialog box is not displayed on refresh even if the Reset Context on Refresh option is checked on page 111 • Problem: report sorting and filtering lost when refreshing on page 111
BusinessObjects Live Office XI 3.0 User Guide
109
8
8
Troubleshooting Live Office Troubleshooting Live Office components
Problem: LiveOffice menu disappeared Cause:
The Live Office add in is not properly enabled. Solution:
You need to run the enable_addin.exe located at C:\Program Files\Business Objects\BusinessObjects Enterprise 12.0\Live Office 12.0 For more information, see the BusinessObjects Live Office XI 3.0 Installation Guideon your product CD.
Problem: document refresh failed Cause:
By design, there are known cases where refreshing your Live Office object will fail. The most common cause for these refresh errors is that the underlying structure of the source report has changed since the Live Office object was last refreshed. By design refresh failures could occur because of any of the following.
110
•
The type of report part has changed. For example, from a table to a chart.
•
The source Web Intelligence or Crystal Reports file has been deleted from BusinessObjects Enterprise.
•
The source Universe has been changed or deleted
•
SQL database table fields or restrictions have been changed or deleted. For example, the database field type or restriction specified is invalid or unavailable.
•
No instance is available
•
Table structure
BusinessObjects Live Office XI 3.0 User Guide
Troubleshooting Live Office Troubleshooting Live Office components
Solution:
An error message should appear and indicate the source of the problem. If it does not or is not helpful, check the log file, and then check to see if there have been amy recent changes in report structure.
Problem: context dialog box is not displayed on refresh even if the Reset Context on Refresh option is checked Cause:
This is by-design for Live Office. We stored context value with LO object and use it when refreshing. Solution:
You can change context in the Live Office Properties dialog box
Problem: report sorting and filtering lost when refreshing Cause:
Microsoft Office Excel is based sort and filter operations are not fully supported by Live Office. Solution:
Reapply these operations after refreshing the Live Office object. Other report formatting is retained.
BusinessObjects Live Office XI 3.0 User Guide
111
8
8
Troubleshooting Live Office Troubleshooting Live Office components
Problem: access denied to universe Cause:
You do not have sufficient access rights for the universe. An error message is displayed when you try to refresh a query or you cannot view objects in a displayed Universe. Solution:
Contact your system administrator to provide you with sufficient rights to access the Universe.
112
BusinessObjects Live Office XI 3.0 User Guide
Reference
9
9
Reference Live Office Insert Wizard
This document provides references on the following topics: •
Live Office Insert Wizard
•
Options dialog box
•
Properties dialog box.
Live Office Insert Wizard The Live Office Insert Wizard appears when you select Insert from the LiveOffice menu. The wizard helps you to select a source Crystal Report object or instance, a Web Intelligence object or instance, or a query to insert into your Microsoft Office document as a LiveOffice object.
114
BusinessObjects Live Office XI 3.0 User Guide
Reference Live Office Insert Wizard
Options dialog box The Options dialog box enables you to set the options for BusinessObjects Live Office (Live Office). These options affect all documents, not just the current document. Click Default to return to the default options. Note: Live Office options apply only to the Microsoft Office product that you
are using. You can set different options for Microsoft Excel, Microsoft PowerPoint, Microsoft Outlook, and Microsoft Word. The Options dialog box has three tabs: •
General tab
•
View tab
•
Enterprise tab
Related Topics
• • •
General tab on page 115 View tab on page 116 Enterprise tab on page 117
General tab The General tab contains the options for customizing the shortcut menu and the general display options.The options that you can specify in this tab vary depending on the Microsoft Office program that you are using.
BusinessObjects Live Office XI 3.0 User Guide
115
9
9
Reference Live Office Insert Wizard
Related Topics
• •
Changing default layout, formatting, and refresh behavior on page 98 To change the shortcut menu on page 96
View tab The View tab contains the options for displaying fields.
116
BusinessObjects Live Office XI 3.0 User Guide
Reference Live Office Insert Wizard
Related Topics
• •
Configuring field display settings on page 101 Configuring default error message strings on page 99
Enterprise tab The Enterprise tab contains the options for connecting to BusinessObjects Enterprise and for setting the preferred viewing locale.
BusinessObjects Live Office XI 3.0 User Guide
117
9
9
Reference Live Office Insert Wizard
Use the drop down list for Select preferred viewing locale to modify the display settings for Live Office objects. Currently the viewing locale setting affects the display format for date, time, and number type data. The viewing local is only reflected on report part objects. Related Topics
• • • •
118
What are report objects, instances, and parts? on page 15 Logging on to BusinessObjects Enterprise automatically on page 103 Configuring field display settings on page 101 Configuring default error message strings on page 99
BusinessObjects Live Office XI 3.0 User Guide
Reference Backward compatibility
Properties dialog box The Properties dialog box displays the properties for the selected object. Live Office allows you to view and modify the appearance and refresh options of your Live Office object. Note: The settings in this dialog apply only to the current Live Office object.
There are various settings: •
On the General tab you can view the refresh status, the object location, and the object definition including type of object such as a chart.
•
On the Refresh tab you have three editable options: •
Apply formatting when refreshing
•
Remove data on saving; refresh to redisplay
•
Refresh options such as "on demand" and "last instance by user"
Related Topics
•
Options dialog box on page 115
Backward compatibility The following sections contain backward compatibility information for Live Office XI 3.0 components. This content includes information about deprecated features, unsupported features, support for previous versions of Live Office and other Business Objects products, and Live Office behavior changes between versions. Related Topics
• •
Deprecated features on page 119 Unsupported features on page 120
Deprecated features A deprecated feature is a feature that still ships with the product and is still supported, but for which notification has been made that the feature will be
BusinessObjects Live Office XI 3.0 User Guide
119
9
9
Reference Backward compatibility
unsupported in a future version. The following Live Office functionality is deprecated for this version of Live Office. •
Inserting and modifying Live Office objects based off of Business Views. As a workaround for more advanced users, there is still the ability to insert from a Crystal Reports document based off a Business View.
•
Creating a Crystal Reports report from an Excel range. Users can create reports off an Excel range in the Crystal Reports Designer. This provides more comprehensive reporting functionality.
•
Inserting a rowset from a Web Intelligence data provider. Web Intelligence report part support, introduced in this release, provides a significantly better user interface and overall result. Users can insert a table from an existing Web Intelligence report to get the same rowset.
Unsupported features An unsupported feature is a feature that may or may not ship with the product but for which support is no longer provided. This means that technical support calls and enhancement requests relating to this feature will no longer be accepted. The following Live Office functionality is unsupported for this version of Live Office. •
In place drill functionality for both Web Intelligence and Crystal Reports rowset and report part. Live Office object refresh behavior will reflect the last saved drill state.
•
Windows NT authentication. Microsoft Corporation has replaced Windows NT authentication with Windows Active Directory.
•
OLAP Intelligence functionality. OLAP Intelligent functionality will not be supported in this release. The OLAP Live Office objects of previous releases will not be recognized this Live Office release.
Live Office object size limitations For each Microsoft Office application that Live Office supports, there is a maximum number of rows and columns that can exist in a table or worksheet. This affects how much data you can insert into a object because Live Office inserts the data in the form of a table or as rows and columns in a worksheet.
120
BusinessObjects Live Office XI 3.0 User Guide
Reference Backward compatibility
These limits are set by the Microsoft Office applications so it is helpful to know these limits when you plan what data you are going to create a object from. Microsoft Word •
Maximum rows = 32767
•
Maximum columns = 63
Microsoft Excel Note: If you are using MS Excel 2007 then the following limitations will not
apply. •
Maximum rows = 65536
•
Maximum columns = 256
PowerPoint •
Maximum rows = 50
•
Maximum columns = 25
BusinessObjects Live Office XI 3.0 User Guide
121
9
9
Reference Backward compatibility
122
BusinessObjects Live Office XI 3.0 User Guide
Get More Help
A
A
Get More Help
Online documentation library
Business Objects offers a full documentation set covering all products and their deployment. The online documentation library has the most up-to-date version of the Business Objects product documentation. You can browse the library contents, do full-text searches, read guides on line, and download PDF versions. The library is updated regularly with new content as it becomes available. http://support.businessobjects.com/documentation/product_guides/ Additional developer resources
http://devlibrary.businessobjects.com Online customer support
The Business Objects Customer Support web site contains information about Customer Support programs and services. It also has links to a wide range of technical information including knowledgebase articles, downloads, and support forums. http://www.businessobjects.com/support/ Looking for the best deployment solution for your company?
Business Objects consultants can accompany you from the initial analysis stage to the delivery of your deployment project. Expertise is available in relational and multidimensional databases, in connectivities, database design tools, customized embedding technology, and more. For more information, contact your local sales office, or contact us at: http://www.businessobjects.com/services/consulting/ Looking for training options?
From traditional classroom learning to targeted e-learning seminars, we can offer a training package to suit your learning needs and preferred learning style. Find more information on the Business Objects Education web site: http://www.businessobjects.com/services/training
124
BusinessObjects Live Office XI 3.0 User Guide
Get More Help
Send us your feedback
Do you have a suggestion on how we can improve our documentation? Is there something you particularly like or have found useful? Drop us a line, and we will do our best to ensure that your suggestion is included in the next release of our documentation: mailto:[email protected] Note: If your issue concerns a Business Objects product and not the
documentation, please contact our Customer Support experts. For information about Customer Support visit: http://www.businessobjects.com/support/.
Business Objects product information
For information about the full range of Business Objects products, visit: http://www.businessobjects.com.
BusinessObjects Live Office XI 3.0 User Guide
125
A
A
Get More Help
126
BusinessObjects Live Office XI 3.0 User Guide
Index A architecture 19
B BusinessObjects Enterprise connecting automatically to 104 logging on to 23 publishing to 84 saving to 84
C CMS, connecting to a different 85 columns 98 autofitting 98 inserting 42 concealing data when saving 92 configuring 56 general object properties 56 global Live Office properties 95 object properties 56 parameter binding 34, 58 refresh options 56 context, specifying 54 Crystal Reports content 95 configuring global properties 95 content types support 10 inserting data as report parts 32 report parts 30 rows and columns 42 steps for 26 key concepts 28
Crystal Reports content (continued) modifying fields 43 modifying parameters 42 object properties 41 wizard options 26
D data 102 concealing 102 defaults, changing 99 data filters 72 definitions 15 instances 15 parameters 18 prompts 18 refresh options 24 report objects 15 report parts 24, 28 universes 65 disconnecting objects 87, 103 displaying 101 field names 101 general properties 58 document, adding security to 83
E excluding field categories 45
F features 119 deprecated vs. unsupported 119 new 19
BusinessObjects Live Office XI 3.0 User Guide
127
Index
fields 45 excluding 45 focussing on 45 modifying 43 selecting 38 filters 45 adding 45 applying 39 choosing field categories as filter settings 45 excluding field categories 45 modifying 44 removing 45 formatting, autofit columns 98
Live Office (continued) global properties 95 object size limitations 120 refresh options, configuring 34 removing objects 90 ribbon menu 22 toolbar 20 troubleshooting tips 109 working with Smart Tags 105 logging 109 enabling in Live Office 109 sample files 108
I
modifying 99 data defaults 99 field display 101 filters 44 prompt values 60
inserting Crystal Reports content 29 Web Intelligence content 52 instances, defined 15
O
K key concepts 15 Key Date 92 creating queries with 93 Inserting content containing 93 modifying 94
L Live Office 119 architecture 19 backward compatibility 119 concepts 15 configuring object properties 56 distributing via email 88 enabling logging 109 formatting 98 formatting, autofitting columns 98
128
M
objects, reconnecting 85 Options dialog box 115 Changing viewing locale 101
P parameter values 34, 58 configuring binding 34, 58 consolidating 92 prompting for 98 refreshing 43 specifying 32 parameters, defined 18 presentations, publishing 109 prompts 92 consolidating 92 defined 18 modifying 60
BusinessObjects Live Office XI 3.0 User Guide
Index
secured databases, logging on to 24 security adding to document 83, 92 document security and access 92 managing 102 workbook 92 setting report parameters 58 shortcut menu, configuring 96 Smart Tags 105
prompts (continued) query binding options 75 specifying values 74 Properties dialog box 119 published documents, viewing 82 publishing, documents 109
Q queries 66 adding ranking to 70 building 66 configuring options 77 context 66 creating and running 68 data filters 72 overview 64 prompt binding options 75 sorting 71 with Key Date settings 93 Query Panel, content types supported 10
U universes, defined 65 user interface Options dialog box 115 Properties dialog box 119
V viewing 58 general object properties 58 global properties 95 published documents 82 Viewing locale, changing 101
R refresh options 98 automatic updating with binding changes 98 configuring 34, 56 defined 24 parameter values 98 report objects, defined 15 report parts 59 adding additional 59 defined 24, 28 inserting 32
S saving to Enterprise repository 36, 86 to local drive 36, 86
W Web Intelligence content configuring global properties 95 properties 56 refresh options 56 content types support 10 modifying 58, 59, 60 refreshing 89 specifying context 54 specifying prompts 54 steps for inserting 52 upgrading 61 viewing general properties 58
BusinessObjects Live Office XI 3.0 User Guide
129
Index
130
BusinessObjects Live Office XI 3.0 User Guide
Business Objects Enterprise XI 3.0 Windows
Copyright
© 2008 Business Objects. All rights reserved. Business Objects owns the following U.S. patents, which may cover products that are offered and licensed by Business Objects: 5,555,403; 5,857,205; 6,289,352; 6,247,008; 6,490,593; 6,578,027; 6,831,668; 6,768,986; 6,772,409; 6,882,998; 7,139,766; 7,299,419; 7,194,465; 7,222,130; 7,181,440 and 7,181,435. Business Objects and the Business Objects logo, BusinessObjects, Business Objects Crystal Vision, Business Process On Demand, BusinessQuery, Crystal Analysis, Crystal Applications, Crystal Decisions, Crystal Enterprise, Crystal Insider, Crystal Reports, Desktop Intelligence, Inxight, the Inxight Logo, LinguistX, Star Tree, Table Lens, ThingFinder, Timewall, Let there be light, Metify, NSite, Rapid Marts, RapidMarts, the Spectrum Design, Web Intelligence, Workmail and Xcelsius are trademarks or registered trademarks in the United States and/or other countries of Business Objects and/or affiliated companies. All other names mentioned herein may be trademarks of their respective owners.
Third-party Contributors
Business Objects products in this release may contain redistributions of software licensed from third-party contributors. Some of these individual components may also be available under alternative licenses. A partial listing of third-party contributors that have requested or permitted acknowledgments, as well as required notices, can be found at: http://www.businessobjects.com/thirdparty 2008-02-19
Contents Chapter 1
About this document
9
Who should read this document ...............................................................10 How to use this document.........................................................................10 Chapter 2
Getting Started with Live Office
13
Overview....................................................................................................14 About Live Office content ..........................................................................14 Live Office concepts.............................................................................15 What's New in Live Office?........................................................................19 New Features.......................................................................................19 Feature enhancements........................................................................20 Live Office toolbar and Insert Wizard at a glance.................................20 Live Office toolbar ...............................................................................20 Logging on to BusinessObjects Enterprise................................................23 Logging on to secured databases.............................................................24 Chapter 3
Working with Crystal Reports Content in Live Office
25
Overview....................................................................................................26 About Crystal Reports content in Live Office.............................................26 The Wizard at a glance........................................................................26 Key terms and concepts.......................................................................28 Inserting Crystal Reports content..............................................................29 Inserting report parts............................................................................30 Inserting fields as a data set.................................................................36 Modifying Crystal Reports content.............................................................40 Adding more report parts......................................................................41
BusinessObjects Live Office XI 3.0 User Guide
3
Contents
Viewing and modifying general object properties.................................41 Inserting rows or columns....................................................................42 Modifying parameter values.................................................................42 Modifying fields ....................................................................................43 Modifying filters....................................................................................44 Chapter 4
Working with Web Intelligence Content in Live Office
47
Overview....................................................................................................48 About Web Intelligence content.................................................................48 The Wizard at a glance........................................................................48 Key terms and concepts.......................................................................50 Inserting Web Intelligence content.............................................................52 Logging on and running the Live Office Wizard...................................52 Selecting a data source........................................................................53 Specifying a context.............................................................................54 To specify prompt values......................................................................54 To select report parts ...........................................................................55 Creating your Live Office objects.........................................................55 Configuring general object properties..................................................56 Configuring data refresh options..........................................................56 Configuring prompt binding options ....................................................58 Modifying Web Intelligence content...........................................................58 Viewing and modifying general object properties.................................58 Adding more Web Intelligence report parts..........................................59 Modifying prompt values......................................................................60 Upgrading content from the previous version......................................61 Chapter 5
Working with Queries in Live Office
63
Overview....................................................................................................64 Query fundamentals..................................................................................64
4
BusinessObjects Live Office XI 3.0 User Guide
Contents
What are universes?............................................................................65 What is a prompt?................................................................................66 What is a query context? .....................................................................66 About query building in Live Office............................................................66 Creating and running queries....................................................................68 Selecting a data source........................................................................69 Building your query...............................................................................69 Defining your data filters.......................................................................72 Specifying context for your query.........................................................74 Specifying prompt values.....................................................................74 Naming and inserting your Live Office query object ............................75 Configuring prompt binding options for your query..............................75 Configuring query options....................................................................77 Viewing query properties...........................................................................78 To view query properties for an existing query.....................................78 Editing queries...........................................................................................79 Changing the universe location............................................................79 Modifying the query definition...............................................................79 Modifying a query context....................................................................80 Chapter 6
Performing Common Tasks with Live Office Objects
81
Performing Common Tasks with Live Office..............................................82 Publishing and Viewing Files................................................................82 Saving your data locally and to the repository.....................................86 Copying and pasting Live Office Objects.............................................86 Distributing objects via Outlook............................................................88 Loading, updating, and refreshing existing content..............................89 Removing Live Office objects...............................................................90
BusinessObjects Live Office XI 3.0 User Guide
5
Contents
Chapter 7
Performing Advanced Tasks
91
Performing Advanced Tasks......................................................................92 Managing prompt and parameter settings ................................................92 Managing time dependent variables (Key Date)..................................92 Managing global Live Office properties.....................................................95 Configuring the shortcut menu.............................................................96 Changing default layout, formatting, and refresh behavior..................98 Configuring default error message strings...........................................99 Configuring field display settings........................................................101 Changing the viewing locale ..............................................................101 Managing document security and access ..............................................102 Adding security to your documents....................................................102 Logging on to BusinessObjects Enterprise automatically..................103 Connecting to a different CMS...........................................................104 Relinking objects to Business Objects Enterprise..............................104 Working with Smart Tags in Live Office...................................................105 Chapter 8
Troubleshooting Live Office
107
Sample Live Office log files ....................................................................108 Enabling logging for Live Office...............................................................109 Troubleshooting Live Office components................................................109 Problem: LiveOffice menu disappeared.............................................110 Problem: document refresh failed......................................................110 Problem: context dialog box is not displayed on refresh even if the Reset Context on Refresh option is checked...............................................111 Problem: report sorting and filtering lost when refreshing..................111 Problem: access denied to universe..................................................112
6
BusinessObjects Live Office XI 3.0 User Guide
Contents
Chapter 9
Reference
113
Live Office Insert Wizard..........................................................................114 Options dialog box..............................................................................115 Properties dialog box..........................................................................119 Backward compatibility............................................................................119 Deprecated features...........................................................................119 Unsupported features.........................................................................120 Live Office object size limitations.......................................................120 Appendix A
Get More Help
123
Index
127
BusinessObjects Live Office XI 3.0 User Guide
7
Contents
8
BusinessObjects Live Office XI 3.0 User Guide
About this document
1
1
About this document Who should read this document
Welcome to Business Objects Live Office User's Guide. Live Office lets anyone, from business workers to experienced data analysts, easily retrieve business information, create queries, perform calculations, and share answers to business questions without having to understand complex database languages and structures. Live Office helps business workers like you easily embed accurate, trustworthy up-to-date Crystal Reports or Web Intelligence information into your Microsoft® Office documents, spreadsheets, emails, and presentations. If you know how to create documents and spreadsheets, you'll have no problem learning to use Live Office. This guide provides comprehensive information and procedures to help you to perform the following business tasks from within the Microsoft Office application environment: •
Create simple queries and summary reports, based on verifiable, up-to-date, real-time information, to analyze data, such as quarterly sales figures, answer important business questions, and make informed decisions.
•
View, modify, and refresh existing queries quickly to suit your business needs.
•
Share the results with your colleagues securely over the web or intranet for collaborative, strategic decision making.
Live Office, part of the BusinessObjects XI 3.0 Productivity Pack, is one of a suite of query and analysis products provided by Business Objects.
Who should read this document This document is intended for business users of Microsoft Office applications who want to work with Business Objects data within the Microsoft Office application environment. You must be familiar with Microsoft Office Excel, Microsoft Office Word, Microsoft Office Outlook, and Microsoft Office PowerPoint, and you must have some familiarity with BusinessObjects Enterprise to understand this guide.
How to use this document This guide covers the following topics and tasks
10
BusinessObjects Live Office XI 3.0 User Guide
About this document How to use this document
To do this…
Go to this section …
Understand key Live Office concepts About Live Office content on and product enhancements. page 14 Create and modify Crystal Reports About Crystal Reports content in Live documents from within your Microsoft Office on page 26 Office applications. Create and modify Web Intelligence About Web Intelligence content on documents from within your Microsoft page 48 Office applications. Build, edit, and refresh universe queries from within your Microsoft Office applications.
About query building in Live Office on page 66
Performing common tasks with Live Performing Common Tasks with Live Office objects such as saving docuOffice on page 82 ments and removing objects. Perform more complex Live Office tasks such as managing prompts and Performing Advanced Tasks on configuring Single Sign On authenti- page 92Overview on page 82 cation. Enable Live Office logging and trou- Troubleshooting Live Office on bleshoot common Live Office errors. page 107 Review reference material including backward compatibility information Reference on page 113 and a list of unsupported and deprecated features.
BusinessObjects Live Office XI 3.0 User Guide
11
1
1
About this document How to use this document
12
BusinessObjects Live Office XI 3.0 User Guide
Getting Started with Live Office
2
2
Getting Started with Live Office Overview
Overview BusinessObjects™ Live Office (Live Office) gives you access to up-to-date information you use everyday to do your job and make important business decisions. It gives you real-time data that is verifiable and easily refreshed. Live Office is built in to Microsoft Office applications you already use. The information you need is at your finger tips and available in a familiar, easy to use format. Live Office empowers business workers like you to easily access corporate data from within Microsoft Office Excel, Word, Outlook, and PowerPoint without depending on IT expertise to use complex business intelligence tools. Note: If you are not sure whether or not you have the appropriate rights,
contact your BusinessObjects Enterprise administrator. You can format the imported data by using standard Microsoft Excel functionality and the features of Live Office. This document provides a high-level overview of Live Office concepts, features, and functionality, and user interface to quickly familiarize you with the product. Related Topics
• • • • • •
New Features on page 19 Logging on to BusinessObjects Enterprise on page 23 Live Office toolbar on page 20 Live Office content types on page 18 Live Office concepts on page 15 About Live Office content on page 14
About Live Office content Before you start working with Crystal Reports or Web Intelligence content in Live Office , you need to understand how Live Office content works. Related Topics
• •
14
Live Office architecture on page 19 Live Office concepts on page 15
BusinessObjects Live Office XI 3.0 User Guide
Getting Started with Live Office About Live Office content
•
What are report objects, instances, and parts? on page 15
Live Office concepts To understand how Live Office data can answer your business questions quickly and easily, you need to be familiar with the following key concepts: • • • •
Report objects including instances and parts Universes Parameters Prompts
Related Topics
• • •
What are report objects, instances, and parts? on page 15 What are Universes? on page 17 What are parameters and prompts? on page 18
What are report objects, instances, and parts? When you use Live Office to insert data in a document, you can choose from Crystal Reports or Web Intelligence content stored in the BusinessObjects Enterprise repository. Reports stored in the BusinessObjects repository are called report objects. Report objects
A report is a document you create containing the information about your business presented in tables, charts, and graphs. A report object is what supplies the data to the report. In Live Office , you work with report objects because they are connected to the most up-to-date content stored in databases. So, when you create a report, you'll know it will contain the latest information when people view it. When a report is created with Crystal Reports or the Web Intelligence Report Panel , its information may come from various databases. The source report is called a report object, because it is a source data object and contains information from various data sources. The report object returns data from the underlying data source either on demand from the database or depending on the other refresh option chosen.
BusinessObjects Live Office XI 3.0 User Guide
15
2
2
Getting Started with Live Office About Live Office content
Report instances
An instance is a version of that object created by BusinessObjects Enterprise when users modify the source document or schedule reports. Each instance contains data that is current at the time the source report is processed. Essentially, a report instance is a report object that contains report data that is retrieved from one or more databases. Typically, report objects are designed such that users can schedule several instances with varying characteristics. For example, if users run a report object containing parameters, they can schedule one instance that contains report data from a particular department, and schedule another instance that contains information from another department, even though both instances originate from the same report object. Report parts
A part of section of a report displayed by itself—without the rest of the report page—are referred to as report parts. More precisely, report parts are objects that use hyperlinks to point from a source report object to a destination Live Office object. Report parts include objects such as text or charts. The following diagram shows the relationship between report objects, report instances, and report parts in Live Office .
16
BusinessObjects Live Office XI 3.0 User Guide
Getting Started with Live Office About Live Office content
Related Topics
• •
To configure refresh options for your Live Office objects on page 34 Configuring data refresh options on page 34
What are Universes? A Live Office universe is an abstraction of a data source that presents data in non-technical terms for business users. Business users of Web Intelligence and Crystal Reports can connect to a universe and through it run queries against a database. They can perform data analysis and create reports using the objects in the universe, without seeing, or having to know anything about, the underlying data structures in the database.
BusinessObjects Live Office XI 3.0 User Guide
17
2
2
Getting Started with Live Office About Live Office content
What are parameters and prompts? This section explains parameters and prompts in non-technical terms. Parameters
Parameter is a Crystal Reports term. A parameter is a question that you need to answer before generating your report. The information you enter, or the way you respond, determines what appears in the report. For example, in a report used by sales people, there might be a parameter that asks the user to choose a sales region. The report would return the results for the specific region, instead of returning the results for all of the regions. Parameters may be either mandatory or optional. Prompts
A prompt is similar to a parameter in Crystal Reports. This Web Intelligence term refers to a dynamic filter that displays a question every time you refresh the data in a report. You respond to prompts by typing or selecting the prompt value(s) you want to view before you refresh the data. Prompts may be either mandatory or optional. Related Topics
• •
What is a query context? on page 66 Specifying parameter values on page 32
Live Office content types Support for different kinds of data objects has been enhanced in this version of Live Office. The following table explains how support for fields and report parts, such as charts and text, works in Live Office.
18
Live Office content type
Fields
Report parts
Crystal Reports
Yes
Yes
BusinessObjects Live Office XI 3.0 User Guide
Getting Started with Live Office What's New in Live Office?
Live Office content type
Fields
Report parts
Web Intelligence
NA
Yes
Query Panel
Yes
NA
Note: Embeded Crystal Reports subreports are not supported. Related Topics
•
Live Office concepts on page 15
Live Office architecture BusinessObjects Live Office XI 3.0 architecture, and the reliability of BusinessObjects Enterprise XI 3.0, uses Web services to provide you with enhanced performance, scalability, and deployment. Related Topics
•
New Features on page 19
What's New in Live Office? New Features New features for this version of Live Office include: •
Full support for Microsoft Office Outlook
•
Support for Microsoft Office 2007
•
Copy and paste objects across Microsoft Office applications
BusinessObjects Live Office XI 3.0 User Guide
19
2
2
Getting Started with Live Office What's New in Live Office?
Feature enhancements Feature enhancements in this version of Live Office include: •
Support for suite-wide parameter and prompt enhancements
•
Ability to view and access publication objects
•
Integration of universe level security
•
Business Objects Query Panel enhancements
•
Support for user-specified preferred viewing locale (PVL)
Existing customers can build on the proven BusinessObjects XI release 2,. They can make the power of business intelligence available to the business user inside the common Microsoft Office applications environment, with a minimum of disruption and down time, for optimized efficiency and productivity.
Live Office toolbar and Insert Wizard at a glance This section provides an overview of the improvements to the Live Office toolbar and Insert Wizard.
Live Office toolbar The BusinessObjects Live Office toolbar provides you with quick access to some of the most common commands you will need to create and modify reports or run queries to answer your business questions. It provides you with quick access to the Live Office objects in your Microsoft Office Excel, PowerPoint, Outlook, and Word documents. You can:
20
•
Insert a report object
•
Refresh all report objects
•
Save an object to BusinessObjects Enterprise
•
Navigate to the source report for your Live Office object
BusinessObjects Live Office XI 3.0 User Guide
Getting Started with Live Office What's New in Live Office?
•
Access the Online Help for Live Office
The toolbar contains the following options: For more information about the objects that Insert Crystal Reports you can insert, see InContent serting Crystal Reports content on page 29. For more information about the options you Insert Web Intelligence can use, see About Web Content Intelligence content on page 48 For information about the options that you can Insert Universe Query use, see About query building in Live Office on page 66
Open from Business Objects Enterprise
Opens the Repository Explorer and allows you to select Crystal Reports or Web Intelligence documents for insertion. See Live Office Insert Wizard on page 114.
For information about the options that you can Save To Business Ob- use, see Publishing a jects Enterprise document to BusinessObjects Enterprise on page 84.
BusinessObjects Live Office XI 3.0 User Guide
21
2
2
Getting Started with Live Office What's New in Live Office?
For information about the options that you can Save As New to Busiuse, see .Publishing a nessObjects Enterdocument to Businesprise sObjects Enterprise on page 84
Refresh All Objects
Refreshes the data of each View in the document against the source document For more information, see Configuring data refresh options on page 34.
Go to Object
Allows you to easily navigate to a recently accessed Live Office object to insert more content from the same source.
Help
Displays the Online Help for Live Office.
Live Office ribbon menu The BusinessObjects Live Office ribbon menu shown below, helps you create and modify reports or run queries to answer your business questions when using any Microsoft Office 2007 application.
22
BusinessObjects Live Office XI 3.0 User Guide
Getting Started with Live Office Logging on to BusinessObjects Enterprise
To hide the BusinessObjects Live Office toolbar •
Right-click the Live Office toolbar and deselect.BusinessObjects Live Office.
The toolbar appears or disappears.
Logging on to BusinessObjects Enterprise If you have not already logged on, you are prompted to log on to BusinessObjects Enterprise when you add or modify a Live Office object. You must also log on before you can publish a document or open a published document.
To log on to BusinessObjects Enterprise 1. Click Start > Programs > Microsoft Office, and select Microsoft Excel, Word, or PowerPoint to launch the application. 2. Click LiveOffice, click Options, and then click Enterprise. 3. When the Options dialog box appears, enter your BusinessObjects Enterprise credential in the following fields: • User name •
Password
4. Verify the information in the Web Service URL and System fields to ensure that the application is pointing to the correct Central Management System (CMS). For example, if the Web Intelligence document you want to insert is on a CMS called businessobjects01, and the webservices server is running on a server called businessobjects02, then the following information would be accurate:
BusinessObjects Live Office XI 3.0 User Guide
23
2
2
Getting Started with Live Office Logging on to secured databases
System
businessobjects01
Web Service URL
http://businessobjects02:8080/dswsbobje/ser vices/session
5. Select an authentication method from the drop-down list, click Log On and then click OK. Note: The information for the System field, the Web Services URL field,
and the Authentication drop-down list, will be provided by your system administrator. You can change your Live Office settings so that you are automatically logged on to BusinessObjects Enterprise each time you start Microsoft Office Excel, Word, or PowerPoint. Related Topics
•
Logging on to BusinessObjects Enterprise automatically on page 103
Logging on to secured databases For security purposes, your system administrator may have password protected certain documents and repositories. Therefore, you may be prompted to log on credentials when accessing or refreshing certain documents.
Performing a consolidated database log on operation 1. Log on to BusinessObjects Enterprise and launch the Live Office Wizard. 2. Navigate to the Crystal Reports or Web Intelligence document you want to access. 3. When prompted, enter your log on information and password. Related Topics
• • •
24
Inserting Web Intelligence content on page 52 Inserting Crystal Reports content on page 29 Logging on to BusinessObjects Enterprise on page 23
BusinessObjects Live Office XI 3.0 User Guide
Working with Crystal Reports Content in Live Office
3
3
Working with Crystal Reports Content in Live Office Overview
Overview With BusinessObjects Live Office (Live Office), you can leverage the power, convenience, and reliability of Crystal Reports functionality from within the Microsoft Office applications you use everyday to make better business decisions. With point and click ease, you can easily monitor regional sales trends or analyze quarterly sales figures from within MIcrosoft Office Excel, Word, Outlook, or PowerPoint, and share that analysis with your colleagues for improved decision making. With Live Office, you have the comfort of knowing that the data you are accessing to make business decisions is reliable, up-to-date, and easily refreshed on demand from the database. Data accuracy is no longer a concern. With an easy to use Live Office Insert Wizard, you can insert Crystal Reports report parts or fields into your Microsoft Office documents.
About Crystal Reports content in Live Office This section contains the following topics to familiarize you with the wizard interface in Live Office, terms you need to know, and sample data that will be used in the examples:
The Wizard at a glance To use Crystal Reports functionality in Live Office, you select a series of options using the Live Office Insert Wizard. The Live Office Insert Wizard is composed of five pages which are explained below
26
BusinessObjects Live Office XI 3.0 User Guide
Working with Crystal Reports Content in Live Office About Crystal Reports content in Live Office
Use this page in the wizard
To do this task •
Browse available reports.
•
Locate the data you want to use. If the report you selected requires database logon credentials, you are also prompted again to log on.
Choose Document
For more information, see Choosing your data source on page 30.
Specify Parameter Values
•
Choose parameters from a preselected list of values.
•
Specify that you are to prompted each time data is refreshed.
For more information, see Specifying parameter values on page 32 Note: This page only appears if your report contains predefined parameters. You cannot use Live Office to introduce new parameters into a report.
Select the Crystal Reports document you want to use from the Repository. Choose Data
For more information, see Choosing and inserting data as report parts on page 32 and Choosing fields as your data set on page 38.
BusinessObjects Live Office XI 3.0 User Guide
27
3
3
Working with Crystal Reports Content in Live Office About Crystal Reports content in Live Office
Use this page in the wizard
To do this task
Set Filters
Select filters to apply to data that you insert as fields in your Live Office documents. For more information, see Applying filters on page 39. Note: This page only displays if you have selected to insert data as fields.
Summary
•
Type the name of your Live Office object.
•
Verify its path in the repository before inserting it into your document.
Key terms and concepts To use Crystal Reports functionality within Live Office to retrieve live data and answer your important business questions, you need to understand the following concepts. The following table defines each of these term for you.
28
Term or concept
Definition
Report parts
Report parts are objects, such as images or tables, that point from a source report object to a destination Live Office object. For more information, see Choosing and inserting data as report parts on page 32.
BusinessObjects Live Office XI 3.0 User Guide
Working with Crystal Reports Content in Live Office Inserting Crystal Reports content
Term or concept
Parameters
Definition
Parameter is a Crystal Reports term. A parameter is a question that you need to answer before generating your report. The information you enter, or the way you respond, determines what appears in the report. For example, in a report used by sales people, there might be a parameter that asks the user to choose a sales region. The report would return the results for the specific region, instead of returning the results for all of the regions. Parameters can be either mandatory or optional. For information about working with parameters, see Specifying parameter values on page 32. Note: Parameter is a Crystal Reports term. Prompt is a Web Intelligence term for a similar concept. For information about prompts, see About Web Intelligence content on page 48
Inserting Crystal Reports content Using the Live Office Insert Wizard you can easily choose a report, select Crystal Reports data objects, and insert them in your Microsoft Office Excel, PowerPoint, Outlook or Word applications as Live Office objects to share with your colleagues.
BusinessObjects Live Office XI 3.0 User Guide
29
3
3
Working with Crystal Reports Content in Live Office Inserting Crystal Reports content
Inserting report parts This topic shows you how to insert and refresh report parts in a MIcrosoft Office Excel 2003 document.
Running the Live Office Insert Wizard To run the Live Office Insert Wizard 1. Open a Microsoft Office document. 2. Log on to BusinessObjects Enterprise. For more information, see Logging on to BusinessObjects Enterprise on page 23. 3. Select where you want to insert the Live Office object. Note: Live Office inserts Live Office objects as Microsoft Word tables.
4. On the Insert menu, select Crystal Reports Content. The Live Office Insert Wizard appears. If you have not already logged on to BusinessObjects Enterprise, you are prompted to do so. After you have successfully logged on to the BusinessObjects Enterprise system, the Live Office Insert Wizard guides you through from choosing your document, selecting report contents (fields or report parts), selecting parameters if required, and inserting data into your Microsoft Office document.
Choosing your data source The first page of the Live Office Insert Wizard displays the Repository Explorer so that you can navigate easily to the report you want to use. The Repository Explorer displays all crystal reports to which you have access, including reports contained within publications. Tip: You can also use the search functionality to search by title, keywords,
content or all fields to locate a specific report quickly. If you are importing to an email in Outlook, the search dialog will default to a content search based on the subject line of your email. The Recent folder also contains any reports you have created or modified most recently for ease of access.
30
BusinessObjects Live Office XI 3.0 User Guide
Working with Crystal Reports Content in Live Office Inserting Crystal Reports content
To locate your document using the Repository Explorer 1. In the "Repository Explorer" page of the Live Office Insert Wizard, navigate to and double-click the folder that contains the report you want to use. For example, a regional sales manager might click a Demo subfolder in the Public folder. The folder hierarchy expands. If the report is contained within a displayed publication, select the publication instance to reveal its contents. Note: For a report instance to be imported, the instance must be stored
somewhere on the BusinessObjects Enterprise system. Instances sent directly to Inboxes are not stored on the system, and cannot be imported into Live Office. 2. In the right-hand pane of the "Repository Explorer", select the report you want to use, and click Next. For example, a regional sales manager might select a report called“Activities by Location” to monitor regional sales figures. Tip:
• • •
Select a column name, for example, Name, Owner, or Type, to sort available reports. You can search for a specific report or object by title or keywords using the search dialog above the frameset. If you are importing to an Outlook email, a suggestion folder will also be available. For your convenience, this folder will contain the results of a content search based on the email's subject line.
Note:
• •
•
If the report you selected contains parameters, the Specify Parameter Values page appears. See Specifying parameter values on page 32. If the report you selected does not contain parameters, the next page of the Live Office Insert Wizard prompts you to select the parts of the report you want to include and insert into your Microsoft Office application. For more information, see Choosing and inserting data as report parts on page 32. If the report you selected requires database logon credentials, you are prompted again to log on. See Logging on to secured databases on page 24.
BusinessObjects Live Office XI 3.0 User Guide
31
3
3
Working with Crystal Reports Content in Live Office Inserting Crystal Reports content
Specifying parameter values This section demonstrates the use of parameters to populate dynamic picklists. For example, in the "Activities by Location" report object that a sales manager might use to monitor regional sales activity, his report could have one parameter called "Select Region" with a values list of “East” and “West”.
To specify parameter values from a list of values 1. In the Specify Parameter Values page, select the parameter values you want to include from the available drop down list. 2. Click Next. Note: You must select a value for every mandatory parameter. if the
parameter is optional you may leave the value as unspecified. You can use this list of parameter values to later bind parameters to particular cells in your Microsoft Office Excel spreadsheet for easy updating For information about how parameter binding works, see Configuring parameter binding options on page 34 First, however, you must choose the data you want to include as report parts and insert it as a Live Office object into your Microsoft Office document. See Choosing and inserting data as report parts on page 32.
Choosing and inserting data as report parts The next page of the Live Office Insert Wizard is the Choose Data page which prompts you to select the parts of the report you want to include and insert into your Microsoft Office document.
To select report parts 1. Choose your preferred options for viewing report data from the Live Office Insert Wizard toolbar. • Select the Toggle Interactive Parameters icon to adjust the parameter value in the Interactive Parameters pane. You can use the pane to adjust the parameter values you selected in the Specify Parameter Values page. Use the drop down list under each parameter in the pane to adjust the parameter value. After you have completed your parameter value selections click Apply.
32
BusinessObjects Live Office XI 3.0 User Guide
Working with Crystal Reports Content in Live Office Inserting Crystal Reports content
Note: The Toggle Interactive Parameters icon will not appear if your
report does not contain predefined parameters or if you click Switch to Fields in the Choose Data page. •
Select the Toggle Group Tree icon to switch document view. For example, in a quarterly sales report, data could be grouped and sorted by sales person and product in document tree view for quick access
•
Select the right or left facing arrows in the toolbar to navigate to a particular page in a report.
•
Select the search icon to search on particular text strings in the report such as a sales person's name.
•
Choose a page magnification or zoom factor for the report from the available drop-down list for optimal display.
2. In the document viewer, select the report parts or objects you want to include. For example, for a quarterly sales report, you could include the name of the sales person, their product class, and their sales total by quarter. Tip:
• •
You can use the cursor to select multiple objects at once. Click Switch to Fields to display the available objects as fields rather than report parts.
3. Click Next. The Summary page appears. 4. Name your report part and verify its location in the repository. 5. Click Finish to insert the Live Office object in your application. 6. To insert additional report parts from the same source, right-click the Live Office object you just created and select New Object from Same Report. Tip: You can select multiple report parts to insert into your office application
by using ALT + Click . For example, you could select all countries in a sales report and insert them as a row set.
BusinessObjects Live Office XI 3.0 User Guide
33
3
3
Working with Crystal Reports Content in Live Office Inserting Crystal Reports content
Configuring parameter binding options Parameter binding is a useful way to allow parameter values to be updated automatically from within a Live Office object. For example, you may have a cell that allows you to enter a Minimum Sales Value to allow you to see only customers that have greater than a certain value. Or, in terms of our “Activities by Location” report example, you could have “Select a Region” parameter with two discrete values, East and West. With cell binding, from within your Microsoft Office application, you can choose the parameter value you want (East or West) and then dynamically retrieve the latest data from the database. Related Topics
•
To bind a prompt to your Microsoft Office document on page 76
Configuring data refresh options The data that is returned when you refresh an object depends on: • The type of object that was used as the source object and the refresh option you select. •
The data refresh option you select.
You can change the refresh behavior for the Live Office report objects and instances to which you have access on the Live Office Object Properties dialog box.
To configure refresh options for your Live Office objects 1. In your Microsoft Office document, right-click the Live Office object for which you want to change the refresh properties. 2. Click Live Office and click Refresh Option. The Refresh Options dialog box appears. 3. Select the refresh option you want and click OK
34
BusinessObjects Live Office XI 3.0 User Guide
Working with Crystal Reports Content in Live Office Inserting Crystal Reports content
Refresh Option
Definition
Refresh the latest instance of the selected Live Office object for a specific user. The default user is the current user. Note: When refreshing from the
latest instance of a report contained in a Publication, Live Office reLatest instance: From the latest intrieves the report content from the stance scheduled by latest Publication instance for the current user. The publication instance has to be published to an Enterprise location in report format. Instances set to be distributed directly to user Inbox cannot be accessed by Live Office.
On demand
Refresh the data from the database. This is the default value.
Refresh the selected instance based on data saved with a pubUse report saved data: From saved lished report. This option is only data report valid after you have saved the report. Specific instance: From a specific Refresh the data for the selected instance of the report instance only.
Note:
BusinessObjects Live Office XI 3.0 User Guide
35
3
3
Working with Crystal Reports Content in Live Office Inserting Crystal Reports content
•
•
"On demand" is the default option, and it will be the only active value if the report object does not have report instances or versions, and there is no saved data with the report. If you choose to remove data when you save the document for security reasons, anyone opening the document will see a message that data has been removed. They must refresh the objects to view the imported Live Office objects. To refresh the objects, users need to have Live Office installed and have access to the source object in BusinessObjects Enterprise. For more information about concealing data, see Managing document security and access on page 102.
Saving your data locally and to the repository After inserting and configuring your Live Office objects, you can save your work locally and to the BusinessObjects Enterprise repository.
To save your file to a local drive • Do one of the following to save your file locally: • From the File menu click Save or Save As •
From the LiveOffice menu, click Create Snapshot
To save your file to the BusinessObjects Enterprise repository For more information about publishing your data object to your Business Objects Repository, see Publishing a document to BusinessObjects Enterprise on page 84.
Inserting fields as a data set Running the Live Office Wizard This topic shows you how to insert field as a dataset in a Microsoft Office 2003 document.
To run the Live Office Insert Wizard 1. Open a Microsoft Office document. 2. Select where you want to insert the Live Office object.
36
BusinessObjects Live Office XI 3.0 User Guide
Working with Crystal Reports Content in Live Office Inserting Crystal Reports content
Note: Live Office inserts objects as tables. If you are inserting into
PowerPoint, ensure that you click outside a text placeholder. (A text placeholder does not contain sufficient space for a Live Office object. Blank slides usually provide the best background for a Live Office object.) 3. Click Live Office > Insert > Crystal Reports Content. The Live Office Insert Wizard appears. If you have not already logged on to BusinessObjects Enterprise, you are prompted to do so. After you have successfully logged on to the BusinessObjects Enterprise system, the Live Office Insert Wizard guides you through from choosing your document, selecting report contents (fields or report parts), selecting parameters if required, and inserting data into your Microsoft Office document. Related Topics
•
Logging on to BusinessObjects Enterprise on page 23
Choosing your data source The first page of the Live Office Insert Wizard displays the Repository Explorer so that you can navigate easily to the report you want to use. The Repository Explorer displays all crystal reports to which you have access, including reports contained within publications. Tip: You can also use the search functionality to search by title and keyword
to locate a specific report quickly. The Recent folder also contains any reports you have created or modified most recently for ease of access.
To locate your Crystal Reports document using the Repository Explorer 1. In the Repository Explorer page of the Live Office Insert Wizard, navigate to and double-click the folder that contains the report you want to use. For example, a regional sales manager might click a Demo subfolder in the Public folder. The folder hierarchy expands. If the report is contained within a displayed publication, select the Publication to reveal its contents. 2. In the right-hand pane of the Repository Explorer, select the report you want to use, and click Next.
BusinessObjects Live Office XI 3.0 User Guide
37
3
3
Working with Crystal Reports Content in Live Office Inserting Crystal Reports content
For example, a regional sales manager might select a report called "Activities by Location" to monitor regional sales figures. Tip: Select a column name, for example, Name, Owner, or Type, to sort
available reports. Note:
• •
•
If the report you selected contains parameters, the Specify Parameter Values page appears. See Specifying parameter values on page 32. If the report you selected does not contain parameters, the next page of the Live Office Insert Wizard prompts you to select the parts of the report you want to include and insert into your Microsoft Office application. For more information, see Choosing and inserting data as report parts on page 32. If the report you selected requires database logon credentials, you are prompted again to log on. See Logging on to secured databases on page 24.
The next page of the Live Office Insert Wizard prompts you to select the report fields you want to include and insert into your Microsoft Office application.
Choosing fields as your data set This topic shows you how to insert field as a dataset in a MIcrosoft Office 2003 document. Note: The Select Fields dialog box does not appear if you have chosen to
select parts of a crystal report.
To select fields 1. In the Choose Data page of the Live Office Insert Wizard, select the Switch to Fields option. 2. In the Available Fields list, click a field that you want to include in the Report object, and then click the right arrow (>). The selected fields appear in the Selected Fields list. 3. Use the up and down arrows to change the order of the included fields, as required. 4. Click Next.
38
BusinessObjects Live Office XI 3.0 User Guide
Working with Crystal Reports Content in Live Office Inserting Crystal Reports content
You can now do one of the following: • Filter the data in the report object. See Applying filters on page 39. •
Verify your selections, including the name and location of the report, and insert your Live Office object in your Microsoft Office document.
Applying filters You can apply filters to all available fields in your Crystal Reports documents to restrict the data in your report, even if the fields do not appear in your document. Note: In Microsoft PowerPoint, the Live Office object can show only 50 rows
and 50 columns of data. If you insert a Report View that contains more data than this, the data will be truncated. You can reduce the number of fields shown in the report object or add filters to reduce the data to fewer than 50 rows and columns.
To filter the data 1. In the Set Filters page of the Live Office Insert Wizard, click the field that you want to filter. 2. Select a suitable operator from the Operators drop-down list on the right. There are many different types of operators that you can choose. You can further qualify your operator with values from the Value lists. The options that you are presented with depend on the selected operator. Note:
•
•
If you want to filter out null values, you can use the is nulland is not null operators in combination with other operators. The is not equal to operator also filters out null values. If you add a filter to a calculated field, you must type in the value, rather than select from the lists. Live Office cannot retrieve the calculated values from the underlying database.
3. Select a value from the drop-down list of values for the operator you chose, and click Add Filter. The filter and applicable value appear under the field to which they apply. The filter is stored as a comment or bookmark on the field that contains the filter.
BusinessObjects Live Office XI 3.0 User Guide
39
3
3
Working with Crystal Reports Content in Live Office Modifying Crystal Reports content
4. Click Next and click Finish to verify your selections, including the name and location of the report, and insert your Live Office object in your Microsoft Office application.
Configuring object properties and saving the document 1. Configure cell and parameter binding options for your Live Office data object. For more information, see Configuring parameter binding options on page 34. 2. Configure refresh options for your Live Office data object. For more information, see Configuring data refresh options on page 34. 3. From the File menu, click Save or Save As to save your document locally. 4. Save your work to your BusinessObjects Enterprise repository. For more information about publishing your data object to your BusinessObjects Repository, see Publishing and Viewing Files.
Modifying Crystal Reports content There are many features in BusinessObjects Live Office (Live Office) that allow you to easily modify your existing Live Office documents. Click the appropriate link to jump to that section: This section contains the following topics:
40
•
Adding more report parts on page 41
•
Viewing and modifying general object properties on page 41
•
Inserting rows or columns on page 42
•
Modifying parameter values on page 42
•
Modifying fields on page 43
•
Modifying filters on page 44
•
Removing Live Office objects on page 90
BusinessObjects Live Office XI 3.0 User Guide
Working with Crystal Reports Content in Live Office Modifying Crystal Reports content
Adding more report parts You can quickly and easily add additional report parts to your Live Office object embedded in a Microsoft Office document. Note: The information in this section does not apply to Live Office objects
embedded in a recieved email.
To add report parts from the same source 1. Select the source Live Office object. 2. Right-click, point to Live Office, and click New Object from Same Report. The source report relaunches in the Live Office Insert Wizard. 3. Select the additional report parts you want to add and insert them using the Live Office Wizard. Tip: You can select multiple report parts of the same type by using ALT +
Click. For example, you could select all countries in a sales report and insert them as a row set in your Microsoft Office document.
Viewing and modifying general object properties You can also display and modify the properties for your Crystal Reports Live Office object.
To view the properties of a Crystal Reports object 1. From within your Microsoft Office application, right-click your Live Office object and click Properties. The Object Properties dialog box appears. Note: The properties shown and tabs available depend on the type of
cell you selected. 2. Do any of the following:
BusinessObjects Live Office XI 3.0 User Guide
41
3
3
Working with Crystal Reports Content in Live Office Modifying Crystal Reports content
•
Click General to view and modify object properties such as location and object name.
•
Click Prompts to view and modify parameters values associated with the Live Office object you selected.
•
Click Refresh tab to view and modify refresh options associated with this Live Office object.
Inserting rows or columns 1. Select the source Live Office object. 2. Right-click, point to Live Office, and click Insert Rows. 3. Repeat Step 2 depending on the number of rows or columns you want to insert.
Modifying parameter values If your Live Office object is based on a report object that contains parameters, you can change the parameter values when you insert the object, or you can change the values later. If you do not specify parameter values when you insert Live Office objects into your Microsoft Office document, Live Office uses the current values. Note: If the report object contains mandatory parameters, you have to specify
a paramater value to insert the object. You can modify the Live Office properties so that you are prompted for the parameter values when you refresh the data. You can also use commands on the shortcut menu and the Navigation Bar to modify the parameters.
To modify parameter binding options 1. Right-click the Live Office object that contains the parameter you want to bind to a specific location in your Microsoft Officedocument, point to Live Office, and click Properties. 2. From the Live Office Object Properties dialog, select the Prompts tab.
42
BusinessObjects Live Office XI 3.0 User Guide
Working with Crystal Reports Content in Live Office Modifying Crystal Reports content
All the available parameters for the currently selected object are listed under the Parameters heading. 3. Select the parameter you want and click Parameter Values. The Specify Parameter Values dialog is displayed. 4. Select theAlways ask for value if you not want to specify a specific parameter value. Note: If you select this option, the Live Office object will automatically
prompt for a parameter value upon every data refresh. 5. Modify the parameter binding as required and click OK.
To automatically refresh the data when cell binding changes This topic is relevant if you use Live Office objects with Microsoft Office Excel. 1. 2. 3. 4.
On the Live Office menu, click Options. In the Options dialog box, click the General tab. Select Refresh Live Office object when binding cell changes. Click OK.
Note: When you refresh any single LiveOffice object, the Specify Parameter
Values dialog box opens and allows you to modify the parameter values.
Modifying fields You can add or remove fields from a report object that is based on a Crystal Reports document or document instance.
To add or remove fields 1. Click any cell in the Live Office object that you want to modify. 2. On the LiveOffice menu, click Modify and then click Add/Remove Fields to open the Choose Data page of the Live Office Insert Wizard. 3. Do one of the following: • To add a field, select it in the Available fields list; then click the right arrow (>).
BusinessObjects Live Office XI 3.0 User Guide
43
3
3
Working with Crystal Reports Content in Live Office Modifying Crystal Reports content
•
To remove a field, select it in the Included fields list; then click the left arrow (<).
4. To change the order of the included fields, use the up and down arrows. 5. Click OK to apply the changes. Related Topics
•
Choosing fields as your data set on page 38
Modifying filters You can add, modify, and remove filters from your document. You can apply filters to any field in the source Crystal Report document, even if the field is not displayed.
To add or modify a filter 1. Click any cell in the report that you want to modify. 2. On the LiveOffice menu, click Modify,click Filter Setting, and then click Add/Modify to open the Filter Settings page of the Live Office Insert Wizard. Tip: This command is also available on the LiveOffice shortcut menu.
3. In the Filter Settings page, click the field that you want to filter. 4. If you want to modify an existing filter, select the filter. 5. Select a suitable operator from the Operators list on the right. There are many different types of operators that you can choose. You can further qualify your operator using the values lists. The options that you are given depend on the selected operator. If you want to filter out null values, you can use the "is NULL" and "is NOT NULL" operators in combination with other operators. The "is not equal to" operator also filters out null values. Note:
•
44
If you add a filter to a calculated field, you must type in the values rather than selecting from the lists. Live Office cannot retrieve the calculated values from the underlying database.
BusinessObjects Live Office XI 3.0 User Guide
Working with Crystal Reports Content in Live Office Modifying Crystal Reports content
•
If you format individual cells in a report object and then change the filters, the formatted cells may disappear.
6. Click Add Filter to add the filter to the field. The filter appears under the field to which it applies. 7. Click OK to apply the changes.
To remove a filter 1. Select a cell in your document that contains the filter you want to remove. 2. On the LiveOffice menu, click Modify, click Filter Setting, and then click Add/Modify to open the Filter Settings page of the Live Office Insert Wizard. Tip: You can also right-click the Live Office object, point to Live Office,
point to Filter Settings, and click Add/Remove. 3. In the Filter Settings page, select the filter that you want to delete, Remove Filter, and click OK.
Choosing specific field values as filter settings You can also focus on or filter on a particular set of field values. to narrow down the data in your report. For example, if your report data contains information on a range of bicycles, you might have three fields containing the following information: Size, Color, and Price. The bicycles might come in four colors: red, black, blue, and green. If you want your report to display the size and price for the black bicycles only, you could use the Focus On Value filter setting to return that information. Alternatively, you can use the Exclude Value to exclude specific values.
To focus on a value 1. Click the cell containing the field value that you want to include as a filter. For example, black bicycles. 2. On the LiveOffice menu, click Modify,click Filter Setting, and then click Focus On Value. Your report now displays size and price information for black bicycles. To restore the default view, remove the filter.
BusinessObjects Live Office XI 3.0 User Guide
45
3
3
Working with Crystal Reports Content in Live Office Modifying Crystal Reports content
To exclude a value 1. Click the cell containing the value that you want to exclude. 2. On the LiveOffice menu, click Modify, click Filter Setting, and then click Exclude Value. Live Office removes the rows in that field containing the selected value. In this example, all red bicycles would disappear from the field. To restore the default view, remove the filter.
46
BusinessObjects Live Office XI 3.0 User Guide
Working with Web Intelligence Content in Live Office
4
4
Working with Web Intelligence Content in Live Office Overview
Overview Web Intelligence provides access to business information over intranet and extranets for powerful ad hoc queries and sophisticated, easy-to-use interactive analysis. With BusinessObjects Live Office (Live Office), you can easily and conveniently manipulate Web Intelligence data from within the Microsoft Office application environment. You can compile, analyze, and manipulate “live” Web Intelligence data from within the Microsoft Office Excel, PowerPoint, Outlook, and Word documents that you use everyday for improved collaborative decision making.
About Web Intelligence content This section contains information to familiarize you with how to work with Web Intelligence data in the Live Office Insert Wizard.
The Wizard at a glance To insert Web Intelligence data into your Microsoft Office documents using Live Office, you perform a series of tasks in the Live Office Insert Wizard. The Live Office Insert Wizard has five pages which are explained in the following table.
48
BusinessObjects Live Office XI 3.0 User Guide
Working with Web Intelligence Content in Live Office About Web Intelligence content
Use this page in the wizard
Choose Document
To do this task •
Select the folder, publication or category to retrieve the Web Intelligence data from.
•
Browse available reports.
•
Locate the report you want to use.
Note: Using the icons from within the wizard you can switch between folder and category views of the available reports.
See Logging on and running the Live Office Wizard on page 52.
Specify Context
If more than one context exists for the Web Intelligence data you have selected, you must specify the content you want to use. For example, Web Intelligence report parts that apply to either a Marketing or a Sales context. See Key terms and concepts on page 50 and Specifying a context on page 54
Specify Prompt Values
•
Specify that you are to be prompted each time data is refreshed.
•
Choose a prompt value from a pre-selected list of values.
See To specify prompt values on page 54
BusinessObjects Live Office XI 3.0 User Guide
49
4
4
Working with Web Intelligence Content in Live Office About Web Intelligence content
Use this page in the wizard
To do this task
Select the data that you want to use to create your Live Office object. Choose Data See To select report parts on page 55
Summary
•
Type the name of your Live Office object.
•
Verify its path in the repository before inserting it into your document. See Creating your Live Office objects on page 55
Key terms and concepts To insert Web Intelligence data into your Microsoft Office Excel spreadsheets, Microsoft Office PowerPoint presentations, Outlook messages, or Microsoft Office Word documents using Live Office you need to understand the following key terms and concepts. The table below defines these terms.
50
BusinessObjects Live Office XI 3.0 User Guide
Working with Web Intelligence Content in Live Office About Web Intelligence content
Term
Definition
A universe context indicates what types of business questions are answered by the same universe objects. For example, a universe might have a universe context for Sales, one for Marketing, and so on.
Context
Because each type of business question may share objects that use the same database, a universe context helps to ensure you retrieve the right data. For example, data on expenses from an employee expense account may be stored in the same database as data on expenses from marketing a product. Choosing the right universe context will ensure you get the appropriate expense data. Therefore, when you select a universe, you may have more than one universe context to choose from. Note: Contexts are defined by the system administrator.
For more information, see Specifying a context on page 54.
Report part
Report parts are objects in a Live Office document such as charts or tables.
BusinessObjects Live Office XI 3.0 User Guide
51
4
4
Working with Web Intelligence Content in Live Office Inserting Web Intelligence content
Term
Prompt
Definition
A prompt is similar to a parameter in Crystal Reports. This Web Intelligence term refers to a dynamic filter that displays a question every time you refresh the data in a report. Prompts can be either mandatory or optional See To specify prompt values on page 54.
Inserting Web Intelligence content With this version of BusinessObjects Live Office the power and convenience of Web Intelligence functionality has been extended to the Microsoft Office application environment. Using a convenient, easy-to-use wizard interface, business users can quickly add Web Intelligence report parts to their Microsoft Office Excel, Word, Outlook, and PowerPoint documents. Related Topics
•
Managing time dependent variables (Key Date) on page 92
Logging on and running the Live Office Wizard To run the Live Office Insert Wizard 1. Open a Microsoft Office document. 2. Select where you want to insert the Live Office object. Note: Live Office inserts objects as tables. If you are inserting into
PowerPoint, ensure that you click outside a text placeholder. (A text
52
BusinessObjects Live Office XI 3.0 User Guide
Working with Web Intelligence Content in Live Office Inserting Web Intelligence content
placeholder does not contain sufficient space for a Live Office object. Blank slides usually provide the best background for a Live Office object.) 3. Click Live Office > Insert > Web Intelligence Content. The Live Office Insert Wizard appears. If you have not already logged on to BusinessObjects Enterprise, you are prompted to do so. Related Topics
•
Logging on to BusinessObjects Enterprise on page 23
Selecting a data source In the Live Office Insert Wizard, you select the Web Intelligence report that contains the data you want to view.
To select a data source The first page of the Live Office Insert Wizard displays the Repository Explorer so that you can navigate easily to the report you want to use. The Repository Explorer displays all the web intelligence data to which you have access, including data contained within publications. Tip: You can also use the search functionality to search by title, keywords,
content or all fields to locate a specific report quickly. If you are importing to an email in Outlook, the search dialog will default to a content search based on the subject line of your email. The Recent folder also contains any reports you have created or modified most recently for ease of access. Note: If you wish to use an instance of a report, that instance must be stored
somewhere on the BusinessObjects Enterprise system. Instances only sent directly to Inboxes are not stored on the system and cannot be accessed. 1. Double-click the folder that contains the report you want to use. For example, a regional sales manager might click the Demo subfolder in the Public folder. If the report is contained within a displayed publication, select the publication instance to reveal its contents. The folder hierarchy expands. 2. From the right-hand pane of the Repository Explorer, select the report you want to use, and click Next.
BusinessObjects Live Office XI 3.0 User Guide
53
4
4
Working with Web Intelligence Content in Live Office Inserting Web Intelligence content
For example, a regional sales manager might navigate to a Web Intelligence report detailing product line sales by detail to monitor regional annual sales figures. Tip: Select a column name, for example, Name, Owner, or Type, to sort
available reports. Click OK and click Next. Related Topics
• •
To specify prompt values on page 54 To specify context on page 54
Specifying a context A context is a defined group of objects in a query that share a common business purpose. If more than one context exists in the database for Web Intelligence data you have selected, you must specify the content you want to use.
To specify context •
From the Specify Context Page of the Live Office Insert Wizard, select a context from the available queries, and click Next. The Specify Prompts Values or the Summary page appears.
To specify prompt values The Specify Prompt Values page will display only if prompts have been specified for the report. Prompts are either mandatory or optional. If all the prompts listed on this page are optional, you do not have to specify a prompt value at this stage, click Next and specify the prompt values when refreshing the object. 1. On the "Specify Prompt Values" page, do one of the following for each prompt value you want to specify: • Type a value in the search field, to search for a prompt value from a pre-selected list of options. Click the
54
BusinessObjects Live Office XI 3.0 User Guide
to specify Ignore case or
Working with Web Intelligence Content in Live Office Inserting Web Intelligence content
Case sensitive for the search string. Click > to add it to your selected values. Note: If the list of available values is empty or needs to be updated,
click the Refresh List icon
•
.
You can also double click on a displayed value to add it to the list of selected values. Type a prompt value and click > to add the value to the list of values.
2. Click Next. The Choose Data page appears.
To select report parts The Choose Data page appears after either selecting a context or specifying prompt values. 1. On the Choose Data page of the Live Office Insert Wizard, select the Web Intelligence report parts you want to include. 2. Click Next. The Summary page appears.
Creating your Live Office objects The Summary page is the last screen in the Live Office Insert Wizard before the current object is inserted into your Microsoft Office application. Follow the instructions below to complete the process of creating your Live Office object. 1. From the Summary Page, name your Live Office object and verify its path in the BusinessObjects repository 2. Click Finish to insert your Live Office object into your Microsoft Office document. A progress bar appears as your Live Office object is inserted in your Microsoft Office document.
BusinessObjects Live Office XI 3.0 User Guide
55
4
4
Working with Web Intelligence Content in Live Office Inserting Web Intelligence content
You can now either save the inserted data or define specific object properties. Related Topics
• •
Configuring data refresh options on page 56 Saving your data locally and to the repository on page 86
Configuring general object properties After inserting your Web intelligence object, you should configure Live Office object properties which include general object properties, prompt configuration options, refresh options, and formatting and display options.
To configure general object properties 1. Right-click your Live Office Web intelligence object, point to Live Office, and click Properties. 2. From the General tab of Live Office Object Properties dialog, verify the object name, the time the object was last refreshed, the name and path to the source document, and the object definition. Related Topics
• • •
Managing global Live Office properties on page 95 Managing prompt and parameter settings on page 92 Managing global Live Office properties on page 95
Configuring data refresh options The data that is returned when you refresh an object depends on: •
The type of object that was used as the source object and the refresh option you select.
•
The data refresh option you select.
You can easily configure or modify the refresh behavior for the Live Office objects and instances using the Live Office shortcut menu.
56
BusinessObjects Live Office XI 3.0 User Guide
Working with Web Intelligence Content in Live Office Inserting Web Intelligence content
To configure refresh options for your Live Office Web intelligence objects 1. From within your Microsoft Office document, right-click the Live Office object for which you want to change the refresh properties. 2. Click Live Office and click Refresh Option. The Refresh Options dialog appears. 3. Select the refresh option you want and click OK. The refresh options are explained in the following table. Refresh Option
Definition
Refresh the latest instance of the Latest instance: From the latest in- selected Live Office object for a stance scheduled by specific user. The default user is the current user.
On demand
Refresh the data from the database.
Refresh the selected instance Use report saved data: From saved based on data saved with a pubdata report lished report. Specific instance: From a specified Refresh the data for the selected instance of the report instance only.
Note: On demand is the default option, and it will be the only active value
if the report object does not have report instances or versions or there is no saved data with the report.
BusinessObjects Live Office XI 3.0 User Guide
57
4
4
Working with Web Intelligence Content in Live Office Modifying Web Intelligence content
Configuring prompt binding options Prompt binding is a useful way to allow prompt values to be updated automatically from within a Live Office object. For example, you may have a cell that allows you to enter a Minimum Sales Value to allow you to see only customers that have greater than a certain value. Or, in terms of our “Activities by Location” report example, you could have “Select a Region” prompt with two discrete values, “East” and “West”. With cell binding, from within your Microsoft Office application, you can choose the prompt value you want (East or West) and then dynamically retrieve the latest data from the database. Related Topics
•
To bind a prompt to your Microsoft Office document on page 76
Modifying Web Intelligence content You can also modify existing Web Intelligence data objects. This section explains how to view and modify existing Live Office objects. It contains the following topics: Click the appropriate link to jump to the topic: •
Upgrading content from the previous version on page 61
•
Viewing and modifying general object properties on page 58
•
Adding more Web Intelligence report parts on page 59
•
Modifying prompt values on page 60
•
Removing Live Office objects on page 90
Viewing and modifying general object properties You can also display and modify the properties for your Web Intelligence Live Office object
58
BusinessObjects Live Office XI 3.0 User Guide
Working with Web Intelligence Content in Live Office Modifying Web Intelligence content
To view the properties of a Web Intelligence object 1. From within your Microsoft Office application, right-click your Web Intelligence Live Office object and click Properties. The Object Properties dialog box appears. Note: The properties shown and options available depend on the object.
2. Do one or more of the following: • Click General to view and modify object properties such as location and object name. •
Click Prompts to view and modify prompts and query contexts associated with the Live Office object you selected.
•
Click Refresh tab to view and modify refresh options associated with this Live Office object.
Related Topics
• • •
Managing prompt and parameter settings on page 92 Configuring data refresh options on page 56 Modifying prompt values on page 60
Adding more Web Intelligence report parts You can quickly and easily add additional report parts to your Live Office Web Intelligence document.
To add report parts from the same source 1. Select the source Live Office object in your Microsoft Office application. 2. Right-click, point to Live Office, and click Insert from Same Source. 3. Select the additional report parts you want to add and insert them using the Live Office Wizard.
BusinessObjects Live Office XI 3.0 User Guide
59
4
4
Working with Web Intelligence Content in Live Office Modifying Web Intelligence content
Modifying prompt values You can change the prompt values when you insert the Web Intelligence data object or you can change the values later. If you do not specify prompt values when you insert the object, Live Office uses the current prompt values.
To modify prompt options using the shortcut menu 1. Right-click the Live Office object and click Properties. The Live Office Object Properties dialog is displayed. 2. Click the Prompts tab. All the available prompts and query contexts are listed in two separate tables together with their current values. 3. From the list under the Prompts heading select the prompt you want modify then click Prompt Values. The Specify Prompt Values dialog is displayed. 4. Modify the prompt options as required according to the following table and click OK
60
Prompt option
Description
Always ask for value
You will always be prompted for a value. This prompt type is referred to as "unbound" as it is not linked to a constant value.
Choose values from list
This prompt type is always bound or linked to a constant value. Click the browse button to modify the value.
BusinessObjects Live Office XI 3.0 User Guide
Working with Web Intelligence Content in Live Office Modifying Web Intelligence content
Prompt option
Description
Excel data range
This prompt type is used to bind a value to a range of values in a Microsoft Excel spreadsheet only.
Related Topics
• • •
Configuring prompt binding options on page 58 Managing global Live Office properties on page 95 Managing prompt and parameter settings on page 92
Upgrading content from the previous version Earlier versions of Live Office only supported inserting Web Intelligence fields into Microsoft Office documents. This version is backward compatible with the earlier versions of Live Office and you can therefore upgrade Web Intelligence content.
To upgrade a Web Intelligence document from the previous version 1. Log on to BusinessObjects Enterprise and launch the Live Office Insert Wizard. 2. Open the Web Intelligence document from the previous version. You will be prompted to upgrade. 3. Click OK to convert the Web Intelligence document to this version of Live Office. 4. After the upgrade process is complete, right click the object and select Add/Remove Fields to modify the field list setting.
BusinessObjects Live Office XI 3.0 User Guide
61
4
4
Working with Web Intelligence Content in Live Office Modifying Web Intelligence content
62
BusinessObjects Live Office XI 3.0 User Guide
Working with Queries in Live Office
5
5
Working with Queries in Live Office Overview
Overview A query is used to answer a business question from data stored in one or more databases. Traditionally, queries could only be designed by an expert in IT or database languages. However, BusinessObjects Live Office (Live Office) has a wizard that makes it easy to build queries. You do not need to know complex programming languages. With minimal effort, you can define queries and retrieve meaningful answers to business queries such as the following: •
Get sales figures for the first three quarters of this year for all customers in North America by region.
•
Get a list of all customers worldwide who are partners.
The data is arranged in table format where you can access it from your Microsoft Office Excel, Word, Outlook or PowerPoint documents. This document contains information about creating, editing, and revising queries in Live Office. Related Topics
• • • •
Viewing query properties on page 78 Creating and running queries on page 68 About query building in Live Office on page 66 Query fundamentals on page 64
Query fundamentals A request can be simple, such as give me total sales in California for the first quarter of last year. Or, it can be more complex, depending on your business need. Although queries are usually sent to databases in a language called Structured Query Language (SQL), you don't have to know SQL to query for information in Live Office. The Live Office Insert Wizard presents the information available in the database as objects that have familiar names and meanings.
64
BusinessObjects Live Office XI 3.0 User Guide
Working with Queries in Live Office Query fundamentals
Related Topics
• •
What are universes? on page 65 What is a query context? on page 66
What are universes? In Live Office, a universe is a representation of the information available in a database and is made to answer certain types of business questions. For example, you may see a universe for sales data, one for marketing data, and one for customer service data. Universes are created by universe design specialists. The universe object appears on the Manager pane to the left of the Result Objects and Filter Objects panes in Live Office.
BusinessObjects Live Office XI 3.0 User Guide
65
5
5
Working with Queries in Live Office About query building in Live Office
Note: Business users of Live Office will most likely use an existing universe
to build their queries. For existing universes, however, you may have to specify a query context to avoid returning ambiguous data from the database.
What is a prompt? A prompt is similar to a parameter in Crystal Reports. This term refers to a dynamic filter that displays a question every time you refresh the data in a report. You respond to prompts by typing or selecting the prompt value(s) you want to view before you refresh the data. Prompts may be either mandatory or optional and are used for creating queries that can used by Live Office objects. Related Topics
•
To specify prompt values on page 54
What is a query context? A context is a defined group of objects in a query that share a common business purpose. Contexts are used in universes to avoid ambiguous queries, queries that contain objects that return more than one kind of information. It is possible, however, that the data you retrieve is linked to more than one query. If you were querying annual sales figures for a particular product, that information could be linked to both the Sales and Marketing databases. If more than one context exists for your data, you must specify the one you want to use.
About query building in Live Office Below is an overview of how the Live Office Insert Wizard is used to build a query. For more detailed instructions, see Creating and running queries on page 68.
66
BusinessObjects Live Office XI 3.0 User Guide
Working with Queries in Live Office About query building in Live Office
Use this page in the wizard
To do this task •
Browse available universes
•
Locate the universe you want to use.
Choose Universe
See Selecting a data source on page 69.
Specify Query
•
Select Universe objects from the Manager pane and drag them to the Results Objects or Filter Object pane.
•
Specify a constant value for your filter object
•
Specify a list of values for your filter object
•
Specify a prompt for your filter object See Building your query on page 69 and Defining your data filters on page 72.
Select a query context for existing, previously defined queries. Specify Query Context
A context is a defined group of objects in a query that share a common business purpose. See Specifying context for your query on page 74.
BusinessObjects Live Office XI 3.0 User Guide
67
5
5
Working with Queries in Live Office Creating and running queries
Use this page in the wizard
Specify Prompt Values
To do this task •
Specify that you are to be prompted each time data is refreshed.
•
Choose a prompt value from a pre-selected list of values.
See To specify prompt values on page 54.
Summary
Type the name of your Live Office object and verify its path in the repository before inserting the data into your Microsoft Office document.
Creating and running queries You build a query to answer a business question that requires data from a database. From the Live Office Insert Wizard, you select the dimensions and details that represent the information that you want to retrieve, and add them to a work space called the Result Objects pane. You can add one or two measure objects that represent the action that you want to perform on the information. Related Topics
• • • • • • •
68
Naming and inserting your Live Office query object on page 75 Naming and inserting your Live Office query object on page 75 Building your query on page 69 Defining your data filters on page 72 Specifying context for your query on page 74 To configure query options on page 77 Managing time dependent variables (Key Date) on page 92
BusinessObjects Live Office XI 3.0 User Guide
Working with Queries in Live Office Creating and running queries
Selecting a data source To select your data source 1. Open the Microsoft Office document you want to use to insert and store your new query. 2. From within your Microsoft Office document, click Insert and then click New Query to run the Live Office Insert Wizard. 3. Log on to BusinessObjects Enterprise. For more information, see Logging on to BusinessObjects Enterprise on page 23. 4. From the Choose Universe page of the Live Office Insert Wizard, expand the Universe folder or subfolders to navigate to the universe you want to use. The Specify Query page appears. Related Topics
• •
Query fundamentals on page 64 Building your query on page 69
Building your query To define the data to have it answer your business questions and be inserted into your Microsoft Office Excel, PowerPoint, Outlook, or Word document, you need to build a query. The manager pane of the Specify Query page lists all the available objects defined for the selected universe.
To add Objects to your query 1. From the manager pane in the Specify Query page, select and drag objects onto the Result Objects or Filter Objects pane. Note: You can also remove objects from the Result Objects pane at any
time. An icon is created for each object you drop onto a pane.
BusinessObjects Live Office XI 3.0 User Guide
69
5
5
Working with Queries in Live Office Creating and running queries
2. Drag the dimension or detail object types that you want to use from the manager pane to the Results Objects pane. For example, a regional sales manager who monitors monthly and quarterly sales figures regularly might build a query to include the Customer Name and Opportunity ID dimensions. 3. From the manager pane drag your filter objects to the Filter Objects pane. For example, you could filter your query to include only sales activity from a particular region. You can make your business question more meaningful by ranking, sorting or filtering the data set returned from the database. You can now proceed to define any objects you dropped into the Filter Objects pane. If your query does not have any objects in the Filter Objects pane, click Next to continue. Related Topics
• • • •
Defining your data filters on page 72 Adding a ranking to a universe query on page 70 Sorting query objects on page 71 Configuring query options on page 77
Adding a ranking to a universe query Ranking is a method of restricting the data returned by a query. In the Specify Query page of the Live Office Insert Wizard, you can add a ranking to a dimension or object based on a defined measure. For example you could set a ranking to limit the “Customer Name”dimension to the top seven results based on the “Sum of Last Year Sales”. Note: Not all universe objects support ranking.
1. Click the Add a ranking icon above the manager pane. A filter editor is displayed in a separate pane under the Result Objects pane. 2. In the filter editor qualify the ranking by order by selecting from the drop-down list next to the the Add a ranking icon. You choose one of the following qualifiers:
70
BusinessObjects Live Office XI 3.0 User Guide
Working with Queries in Live Office Creating and running queries
• • • •
Top Bottom % Top % Bottom
3. Provide a value in the box next to your selected qualifier. Move the displayed value up or down using the corresponding control buttons. 4. Drag and drop a dimension, measure, and object if required into the designated fields within the filter editor . You can drag objects directly from the manager pane, or move preselected objects from the Result Objects pane. 5. Repeat Steps 1-4 to set up another ranking or continue building your query.
Sorting query objects You can apply a specific sorting order to the objects included in a query. The sort order will be reflected in the retrieved results for your query. To specify a sort you need to view the "Specify Query" page in the Live Office Insert Wizard. 1.
In the Specify Query page click the Manage sort icon The Sort Dialog is displayed.
.
2. From the Available objects list select the object to which you want to sort. Expand the folders and subfolders to locate your objects. Note: You cannot select an entire folder.
3. Use the > button to move a selected object to the Query sorts list. To undo a selection, use the < button to return an object to the Available objects list . 4. Select an object in the Query sorts list and do any of the following: • Specify the order of the retrieved data for the object as either Ascending or Descending by selecting the appropraite button. A corresponding up (ascending) or down (descending) arrow is displayed next to the object. Objects are by default specified as ascending.
BusinessObjects Live Office XI 3.0 User Guide
71
5
5
Working with Queries in Live Office Creating and running queries
•
Use the Move up or Move down button to move the object within the Query sorts list . The query will reflect the order in the list.
5. Click OK. The Sort Dialog is closed and you return to the Specify Query page in the Live Office Insert Wizard.
Defining your data filters When you build simple queries using the Live Office Insert Wizard, you can choose to define three types of filters •
A constant value
•
A list of values
•
A prompt
The rest of this section provides step-by-step instructions for defining each filter type.
To specify a constant value as a filter When an object is dropped into the Filter Objects pane, a corresponding filter editor is displayed. 1. In the filter editor, click the downward facing arrow on the right , and select Constant. 2. Type a value in the text box provided. The object will be set to value you enter in the text box. Note: The value entered the in text box is the constant value for the object
when the query is run. Click the downward facing arrow on the left of the text box to select a different relationship between the specified value and the query object. 3. Click Next. The Specify Query Contexts or Specify Prompt Values page appears.
72
BusinessObjects Live Office XI 3.0 User Guide
Working with Queries in Live Office Creating and running queries
To specify a list of values as a filter When an object is dropped into the Filter Objects pane, a corresponding filter editor is displayed. 1. In the filter editor, click the downward facing arrow on the right , and select List of Values. 2. From the List of Values dialog box, double-click the values you want to include, and click OK. For example, you could select the value Partners so that the results of your query will return a list of customers in the SC region who are Partners. The values you chose appear in the Filter Object pane. 3. Click Next. The Specify Query Contexts or Specify Prompts Values page appears.
To specify a prompt as a filter When an object is dropped into the Filter Objects pane, a corresponding filter editor is displayed. You could for example add prompts for types of customers or sales prospects, such as Partners or System Integrators, or for different geographical regions. 1. In the filter editor, click the downward facing arrow on the right, and select Prompt. 2. Click the Define prompt icon to the right of the text box. 3. In the Define Prompts dialog box, select the prompt properties you want and click OK. For example, you could choose Optional prompt to make the prompt optional. 4. Click Next. The Specify Query Contexts or Specify Prompts Values page appears.
BusinessObjects Live Office XI 3.0 User Guide
73
5
5
Working with Queries in Live Office Creating and running queries
Specifying context for your query A context is a defined group of objects in a query that share a common business purpose. Contexts are used in universes to avoid ambiguous queries, queries that contain objects that return more than one kind of information. If more than one context exists for your query you must specify the context you want to use in the Specify Query Contexts page of the Live Office Insert Wizard. Note: You can also set query context on the Prompt tab of the Properties
dialog or during a refresh operation.
To specify context TheSpecify Query Contexts page displays when building a new query if the query contains multiple contexts. 1. From the Available Contexts list select the context you want for your query. Tip: the current context is listed under the Selected Values heading.
2. Click Next to continue building your query Either the Summary or Specify Prompt Value Page appears. Related Topics
• •
Naming and inserting your Live Office query object on page 75 Specifying prompt values on page 74
Specifying prompt values The Specify Prompt Value page will display only if you specified prompts for the query. Prompts are either mandatory or optional. If all the prompts listed on the page are optional, you do not have to specify a prompt value at this stage, click Next and specify the prompt values when refreshing the query. 1. On the Specify Prompt Values page, do one of the following for each prompt value you want to specify:
74
BusinessObjects Live Office XI 3.0 User Guide
Working with Queries in Live Office Creating and running queries
•
Type a value in the search field, to search for a prompt value from a pre-selected list of options. Click the to specify Ignore case or Case sensitive for the search string. Click > to add it to your selected values. Note: If the list of available values is empty or needs to be updated,
click the Refresh List icon
•
.
You can also double click on a displayed value to add it to the list of selected values. Type a prompt value and click > to add the value to the list of values.
2. Click Next. The Summary page appears.
Naming and inserting your Live Office query object The Summary page is the final screen of the Live Office Insert Wizard. 1. From the Summary page, provide a name for your query, and verify its location. 2. Click Finish to insert the query. The Live Office Insert Wizard closes and the query results are inserted into your Microsoft Office document.
Configuring prompt binding options for your query Prompt binding is a useful way to allow values to be updated automatically from within a Live Office object. For example, you may have a cell that allows you to enter a minimum sales value to allow you to see only customers that have greater than a certain value. Or, in terms of our “Activities by Location” report example, you could have “Select a Region” parameter with two discrete values, East and West. With cell binding, from within your Microsoft Office application, you can choose the value you want and then dynamically retrieve the latest data from the database.
BusinessObjects Live Office XI 3.0 User Guide
75
5
5
Working with Queries in Live Office Creating and running queries
To bind a prompt to your Microsoft Office document 1. In the Microsoft Office document, right-click the Live Office object containing the prompt you want, then click Live Office > Properties. The Live Office Object Properties dialog is displayed. 2. From the Live Office Object Properties dialog, select the Prompts tab. All the available prompts for the currently selected object are listed under the Prompts heading. 3. Select the prompts you want and click Prompt Values. The Specify Prompt Values dialog is displayed. 4. Select from the following options: • Select the Always ask for value if you not want to specify a specific parameter value. • Click OK and skip to Step 5. Note: If you select this option, the Live Office object will automatically
prompt for a value every time your refresh it. •
Select the Choose values list option to bind the Live Office object to specific prompt values. Click on the browse button to modify or add prompt values. The current prompt value is displayed below the "Parameters" headng on the left. If you do not want to modify this value click OK on all the open dialogs.
•
Select the Excel data range if you want to bind the parameter to a cell in an Excel spreadsheet. Note: This option will only be available if you are using an Excel
spreadsheet. •
Click the
icon to the right of the drop-down list.
The "Bind Parameter" dialog is displayed. •
Select an available cell within your Excel spreadsheet and click OK. Then skip ahead to Step 6. Note: You can also manually specify the desired cell by entering
its address in the Bind Parameter dialog.
76
BusinessObjects Live Office XI 3.0 User Guide
Working with Queries in Live Office Creating and running queries
5. Specify values in the "Specify Prompt Values" dialog by doing any of the following: • Type a search string in the search field, to search for a prompt value from a pre-selected list of options. Click the to specify Ignore case or Case sensitive for the search string. Click > to add it to your selected values. Note: If the list of available values is empty or needs to be updated,
click the Refresh List icon
.
Tip: You can also double click on a displayed value to add it to the
list of selected values. •
Type a prompt value and click > to add the value to the list of values.
6. Click OK to close all the open dialogs and refresh the report data.
Configuring query options You can configure your query options to do the following to improve performance and data quality: •
Eliminate duplicate rows in the result set
•
Set a limit for the time taken to run the query
•
Set a limit to the number of rows returned in the query result set.
•
Limit the returned data to a specified random sample set.
To configure query options 1.
Click the Show the option dialog icon
.
The Options dialog appears. 2. From the Options dialog configure the available options as described in the following table, and click OK
BusinessObjects Live Office XI 3.0 User Guide
77
5
5
Working with Queries in Live Office Viewing query properties
Option
Description
Duplicate rows
If the user does not select this option, the duplicate rows will be removed from the query result. For example, if you ask for Year object, you'll get distinct years instead of the possible duplicated year value for each row returned by the query. Default is false.
Max. Fetched Time
Maximum time in seconds allowed for the query to run. The value -1 means that there is no time limit.
Max. Row Fetched
Maximum number of rows to be fetched when the query is run. The value . -1 means that there is no limit.
Sample Result Set
Returns the specified number of rows as random data within the current selection criteria.
Viewing query properties To view query properties for an existing query 1. From within your Microsoft Office document, right-click your existing query, point to Live Office, and click Properties. The Live Office Object properties page appears.
78
BusinessObjects Live Office XI 3.0 User Guide
Working with Queries in Live Office Editing queries
2. Do one of the following: • Click the General tab to view the object definition and set location properties •
Click Prompts and click Prompt Values to open the Specify Prompt Values dialog box.
•
Click the Refresh tab to configure object refresh behavior.
3. Make the changes you want and click OK.
Editing queries Changing the universe location To change the universe location for an existing query 1. From within your Microsoft Office document, right-click your existing query, click LiveOffice > Properties. The Live Office Object properties page appears. 2. Click the General tab to display the object definition and set universe location properties 3. Click Choose to open the Universe Location dialog box. 4. Make the changes you want and click OK.
Modifying the query definition To modify a query definition 1. From within your Microsoft Office document, right-click your existing query. 2. Select LiveOffice and click Edit Universe Query to run the Live Office Insert Wizard. The Specify Query page appears. 3. Make the changes you want to the definition of your query, and click OK.
BusinessObjects Live Office XI 3.0 User Guide
79
5
5
Working with Queries in Live Office Editing queries
Modifying a query context You can modify the context of an existing query from the Prompt tab of the Live Office Properties dialog box or during a refresh operation.
To modify a query context 1. From within your Microsoft Office document, right-click your existing query, point to Live Office, and click Properties. The Live Office Object Properties dialog box appears. 2. Click the Prompt tab to display the option to display the current query contexts. 3. Make the change you want, and click OK. 4. Click Query Context to modify the current query context. The Specify Query Contexts screen is displayed. 5. Select the context you want from the list under Available Contexts. 6. Click OK to submit your change . The Live Office Object Properties dialog box is displayed again. 7. Click OK . The Live Office object is refreshed and reflects the new query context.
80
BusinessObjects Live Office XI 3.0 User Guide
Performing Common Tasks with Live Office Objects
6
6
Performing Common Tasks with Live Office Objects Performing Common Tasks with Live Office
Performing Common Tasks with Live Office After inserting a Live Office object into your Microsoft Office document, you can perform a set of common tasks. Related Topics
• • • • • • • •
Removing Live Office objects on page 90 Loading, updating, and refreshing existing content on page 89 Distributing objects via Outlook on page 88 Copying and pasting Live Office Objects on page 86 Connecting to a different system on page 84 Opening a document on a local drive on page 83 Viewing a published document on page 82 Publishing a document to BusinessObjects Enterprise on page 84
Publishing and Viewing Files Overview You can use BusinessObjects Live Office (Live Office) to publish documents to BusinessObjects Enterprise. To publish a document to BusinessObjects Enterprise, you must have publishing rights. To view the document, users must have viewing rights for the document. Related Topics
• •
Publishing a document to BusinessObjects Enterprise on page 84 Viewing a published document on page 82
Viewing a published document You can open a published document if you have viewing rights for that document in BusinessObjects Enterprise.
82
BusinessObjects Live Office XI 3.0 User Guide
Performing Common Tasks with Live Office Objects Performing Common Tasks with Live Office
To view the document, you must have the Microsoft Office Word, Excel, Outlook and PowerPoint installed on your computer.
To view a published document 1. On the LiveOffice menu, point to Publish to BusinessObjects Enterprise, and click Open From BusinessObjects Enterprise Note: If you are not already logged on BusinessObjects Enterprise, you
are prompted to log on. For more information, see Logging on to BusinessObjects Enterprise on page 23. 2. In the Open dialog box, select the document that you want to view. Note: If an object in the document was originally based on a Crystal
Reports document or Web Intelligence document published to a different BusinessObjects Enterprise system, you will see a message informing you that the source cannot be found on the current system. 3. Click Open to display the file. Your ability to modify the document depends on the Microsoft Office security applied to the document and on the rights applied to the document in BusinessObjects Enterprise. Related Topics
•
Publishing a document to BusinessObjects Enterprise on page 84
Opening a document on a local drive You can open a document on your local computer without connecting to BusinessObjects Enterprise. For example, you can open a document that contains objects and choose not to connect to BusinessObjects Enterprise when prompted. However, if you do not connect to BusinessObjects Enterprise, you cannot use Live Office functionality to modify the object or refresh the data. Note: If you conceal the data when you save the document, anyone opening
the document must refresh the objects to view the imported data. To refresh the objects, users need to have Live Office installed and have access to the source object in BusinessObjects Enterprise. Related Topics
•
Publishing a document to BusinessObjects Enterprise on page 84
BusinessObjects Live Office XI 3.0 User Guide
83
6
6
Performing Common Tasks with Live Office Objects Performing Common Tasks with Live Office
•
Viewing a published document on page 82
Publishing a document to BusinessObjects Enterprise When you have completed a document, you can publish it to BusinessObjects Enterprise for other users to view. You can use BusinessObjects Enterprise to manage any Microsoft Word, Microsoft Excel, Outlook and Microsoft PowerPoint documents; they do not have to contain any imported data.
To publish a document 1. On the LiveOffice menu, point to Publish to BusinessObjects Enterprise, and click Save To BusinessObjects Enterprise or Save As New to BusinessObjects Enterprise. Note: If you are not already logged on to BusinessObjects Enterprise,
you are prompted to log on. For more information, see Logging on to BusinessObjects Enterprise on page 23. 2. In the Save As dialog box, select the folder where you want to save the document. 3. Enter a name for the document in the File name field. 4. Click Save to publish the document. Related Topics
•
Viewing a published document on page 82
Connecting to a different system If there is more than one BusinessObjects Enterprise system at your site, your administrator can move the Crystal Reports or Web Intelligence data to a different CMS. If you open a document that contains objects that are connected to source objects that are located in a different BusinessObjects Enterprise system, you will see a message that informs you that the source object(s) cannot be found on your current system. To connect the objects to the appropriate Crystal Report or Web Intelligence object on your current system, you must ensure that the objects on the current system have the same field or dimension names and table names as the original object.
84
BusinessObjects Live Office XI 3.0 User Guide
Performing Common Tasks with Live Office Objects Performing Common Tasks with Live Office
For example, suppose that the New York Sales team has a document with an object that uses a Crystal report called Global Sales, and the report is published to the USA BusinessObjects Enterprise system. The London Sales team also has a version of the "Global Sales" Crystal Report, which they've named "World Sales" and have published it to the UK BusinessObjects Enterprise system. If members of the London Sales team want to use the New York Sales team's document, they must manually connect the object to the "World Sales" Report on their system.
To reconnect an object 1. Open the document that contains the object you want to access. 2. Log on to BusinessObjects Enterprise. 3. Right-click on the Live Office object you want to reconnect. A context menu will appear. 4. Click Live Office > Properties. The "Live Office Object Properties" window will open. 5. Click the Choose button. A document location window will open. 6. Locate the report object that you want to connect to, then click OK. 7. Repeat steps 3 through 6 for each object that you want to connect. When you save the document, the links to the new object instance are saved in the document.
To connect to a different CMS 1. On the LiveOffice menu, click Options. The Options dialog box opens. 2. Click the Enterprise tab. 3. Edit the System and Web Service URL so that it points to the correct Central Management System (CMS). For example, if the Web Intelligence document you want to insert is on a CMS called businessobjects01, the Web Service URL should be as follows: http://businessobjects01:8080/dswsbobje/services/session
BusinessObjects Live Office XI 3.0 User Guide
85
6
6
Performing Common Tasks with Live Office Objects Performing Common Tasks with Live Office
You can change your Live Office settings so that you are automatically logged on to BusinessObjects Enterprise each time you start Microsoft Office Excel, Word, Outlook or PowerPoint. Related Topics
• • •
Logging on to BusinessObjects Enterprise on page 23 Publishing a document to BusinessObjects Enterprise on page 84 Viewing a published document on page 82
Saving your data locally and to the repository After inserting and configuring your Live Office objects, you can save your work locally and to the BusinessObjects Enterprise repository.
To save your file to a local drive •
Do one of the following to save your file locally: • From the File menu click Save or Save As •
From the LiveOffice menu, click Create Snapshot
To save your file to the BusinessObjects Enterprise repository For more information about publishing your data object to your Business Objects Repository, see Publishing a document to BusinessObjects Enterprise on page 84.
Copying and pasting Live Office Objects Once you have embedded a Live Office object in your MS Office application, you can copy and paste the object to another location within the same document, or move it to a completely different MS Office application. For example, after inserting and configuring part of a sales report within your PowerPoint presentation, you can embed the same object within an email message or a spreadsheet.
86
BusinessObjects Live Office XI 3.0 User Guide
Performing Common Tasks with Live Office Objects Performing Common Tasks with Live Office
Before copying and pasting Live Office objects across applications you should consider the following. • Parameter binding options are modified if the target application does not support the same options as the source application. For example, object parameters bound to a specific Microsoft Office Excel cell will revert to by default change their binding setting to Always ask for value. • By default when you paste a Live Office object, the connectivity with the database is maintained. This raises data access and security concerns especially if you plan to distribute documents with embedded Live Office objects. Related Topics
• •
Disconnecting Live Office objects from Enterprise on page 103 To modify parameter binding options on page 42
To copy and paste Live Office objects After inserting content into your Microsoft Office document, use the procedure below to copy and paste any object into another Microsoft Office application. 1. Select the entire Live Object that you want to copy, right-click to Copy. Tip: Use the Go to Object navigator on the Live Office tollbar.
Live Officemenu if your document contains multiple Live Office objects. You should now ensure that the target MS Office application is open. 2. Right click in your target MS Office application and then click Paste. The Live Office object is inserted in the new document. 3. Repeat steps 1-2 if you want to copy and paste more objects from the source content.
Disconnecting Live Office objects from Enterprise By default when you paste a Live Office object, the connectivity with Enterprise is maintained. This raises data access and security concerns especially if you plan to distribute documents with embedded Live Office objects. Follow the instructions below to disconnect Enterprise connectivity to objects embeded in your Microsoft Office applications.
BusinessObjects Live Office XI 3.0 User Guide
87
6
6
Performing Common Tasks with Live Office Objects Performing Common Tasks with Live Office
1. Point to Live Office, and click Options. The Options dialog is displayed. 2. In the General tab uncheck the Copy and paste with Live Office connectivity option. 3. Click OK. All copied objects will be disconnected from the data in Enterprise. Pasted objects will not be able to establish connectivity through Live Office, so the information presented will no longer be updated.
Distributing objects via Outlook You can insert Live Office objects into Microsoft Office Outlook for distribution within your organization . All recipients will be able to view the data contained within the sent email message.You cannot edit or refresh an object when viewing a received mail. You must switch to design mode by either forwarding or replying to the mail containing the Live Office object. Once in design mode, you can refresh or modify the object after logging into BusinessObjects Enterprise. Note: Live Office does not support plain text mail format. Tip:
•
•
When you open the "Repository Explorer" directly from Outlook, a Suggestion folder is available. This folder contains the results of a content search automatically performed using your email's subject line. Outlook users with Live Office clients installed on their computers can use the Go to Object menu to navigate to each object embedded in a received mail.
Related Topics
• • • • •
88
Logging on to BusinessObjects Enterprise on page 23 Creating and running queries on page 68 Inserting Web Intelligence content on page 52 Inserting Crystal Reports content on page 29 Copying and pasting Live Office Objects on page 86
BusinessObjects Live Office XI 3.0 User Guide
Performing Common Tasks with Live Office Objects Performing Common Tasks with Live Office
Loading, updating, and refreshing existing content In their everyday work, business users can make recurring updates to the same document in Live Office and distribute it colleagues. For example, you can use Live Office to: •
Compare financial results for a particular product line by quarter in Microsoft Office Excel
•
Update a monthly management review graph in Microsoft Office PowerPoint
In each case, you are making updates to an existing document. Using Live Office, you can easily refresh your content against the data source to ensure your data always reflects the latest changes. You can also configure refresh options so that your documents are updated automatically when you exit the application.
To refresh Live Office objects in an existing document 1. Open your Microsoft Office document. 2. Log on to BusinessObjects Enterprise. For more information, see Logging on to BusinessObjects Enterprise on page 23. 3. Do one of the following to view object properties: • From the LiveOffice menu, click Properties for All Objects. •
Right click a single Live Office object, point to LiveOffice, and click Properties. The Live Office properties dialog box is displayed.
4. Ensure that Refresh data on exit is selected to configure automatic refresh behavior for the Live Office objects in your document, then Click OK. 5. Make any changes you require to your document, and do one of the following to refresh it: • On the Live Office toolbar, click Refresh All. •
On the LiveOffice menu, click Refresh Object to refresh a single object or Refresh All Objects to refresh multiple objects simultaneously.
BusinessObjects Live Office XI 3.0 User Guide
89
6
6
Performing Common Tasks with Live Office Objects Performing Common Tasks with Live Office
Note: If an error occurs during the refresh operation, click Detail on the
refresh dialog box to troubleshoot the error. Tip: You will have to reapply Microsoft Office Excel filter and sort operations
as well as other formatting operations after refreshing your Live Office object. Related Topics
• •
Managing global Live Office properties on page 95 Managing prompt and parameter settings on page 92
Removing Live Office objects You can remove a report object from your MS Office document. Note that you cannot undo this action. Note: Once you have removed a content object, you have to insert a new
object to view the data again.
To remove a Live Office object from the document 1. Right click any cell in the Live Office object that you want to remove, and then click LiveOffice. 2. On the LiveOffice shortcup menu, click Remove Object. 3. Click Yes to confirm that you want to delete the object. The object has been removed from your document.
90
BusinessObjects Live Office XI 3.0 User Guide
Performing Advanced Tasks
7
7
Performing Advanced Tasks Performing Advanced Tasks
Performing Advanced Tasks One of the most common Live Office usage scenarios is to have multiple Live Office objects in one Microsoft Office document. Therefore advanced Live Office users can, for example, consolidate prompts, set document appearance and format options, configure authentication and document security options, and change a document's location in the repository.
Managing prompt and parameter settings For Live Office documents that contain multiple Live Office objects and associated prompts or parameters, you can consolidate prompts of the same type for easy updating.
To consolidate prompts for easy updating 1. Right-click a Live Office object in your Microsoft Office document, point to Live Office, and click Properties. 2. From the Live Office Object Properties dialog, click Prompt. 3. From the Prompts tab, click Prompt Values. 4. Choose from the available list of options, and click OK. For example, for the parameter "Country," you could choose the prompt "France" from a pre-selected list of values. 5. If your Microsoft Office document contains several prompts, at the document level in the hierarchy, the Live Office Object Properties dialog displays a prompt consolidation option. Select Consolidate prompts for each document type to configure this global option for all LiveOffice objects in your document.
Managing time dependent variables (Key Date) The data you access from a Web Intelligence document or a query may be time dependent. Time-dependent attributes and hierarchies are evaluated in certain databases through a key date (Key Date) variable. Examples of Key Date variables include the date certain financial results are posted or
92
BusinessObjects Live Office XI 3.0 User Guide
Performing Advanced Tasks Managing prompt and parameter settings
the start of a new fiscal year. You can use Live Office to insert and update data containing Key Date settings. The Key Date is treated as a prompt setting in Live Office. Related Topics
• •
Modifying Key Date values in queries on page 95 Creating queries with Key Date settings on page 93
Inserting content containing Key Date settings The Key Date is available in Live Office if the database accessed by a universe uses the Key Date to retrieve data. Like all other prompts in Live Office, the Key Date setting can be viewed when creating queries or inserting Web intelligence content. Related Topics
•
What are parameters and prompts? on page 18
Creating queries with Key Date settings Key Date setting is displayed in the Specify Query page of the Live Office Insert Wizard. 1. In your Microsoft Office application, select where you want to insert the Live Office object containting the Key Date. 2. From the LiveOffice Insert menu, select New Query. The Live Office Insert Wizard appears. If you have not already logged on to BusinessObjects Enterprise, you are prompted to do so. The Choose Universe page is displayed. 3. From the Choose Universe page of the Live Office Insert Wizard, expand the Universe folder or subfolders to navigate to the universe you want to use. The Specify Query page appears. The [KEYDATE] prompt and its current value are displayed on the right above the Result Objects pane. 4. Click Next to continue building the query. Related Topics
•
Modifying Key Date values in queries on page 95
BusinessObjects Live Office XI 3.0 User Guide
93
7
7
Performing Advanced Tasks Managing prompt and parameter settings
• • • • •
Specifying prompt values on page 74 Naming and inserting your Live Office query object on page 75 Specifying context for your query on page 74 Defining your data filters on page 72 Building your query on page 69
Inserting Web Intelligence content with Key Date settings Key Date setting for Web Intelligence content is displayed in the Specify Keydates page of the Live Office Insert Wizard. 1. In your Microsoft Office application, select where you want to insert the Live Office object containting the Key Date. 2. From the LiveOffice Insert menu, select Web Intelligence Content. The Live Office Insert Wizard appears. If you have not already logged on to BusinessObjects Enterprise, you are prompted to do so. The Choose Document page is displayed. 3. From the Choose Document page of the Live Office Insert Wizard, expand the Universe folder or subfolders to navigate to the Web Intelligence document you want to use. The Specify Keydates page appears. 4. Choose one of the three options in the Specify Keydates page. • Use the default date for all queries • Set date for all queries • Set a date for each query 5. Click Next to continue defining the Web Intelligence content you want to insert from the selected report. Related Topics
• • •
Creating your Live Office objects on page 55 To specify prompt values on page 54 Specifying a context on page 54
Modifying Key Date settings You can easily reset the Key Date value or setting for an Live Office object after it is inserted into a Microsoft Office document.
94
BusinessObjects Live Office XI 3.0 User Guide
Performing Advanced Tasks Managing global Live Office properties
Modifying Key Date values in queries To reset a Key Date value in a query, you need to edit your query. 1. From within your Microsoft Office document, right-click your existing query. 2. Select LiveOffice and click Edit Universe Query to run the Live Office Insert Wizard. The Specify Query page appears. 3.
Click the Keydate Properties icon to display the Keydate Properties dialog. 4. In Keydate Properties dialog use the options provided to modify the Key Date settings. • Use the default date • Set date 5. Click OK to save your new Key Date value. 6. Click OK to close the Specify Query page and refresh the query.
Modifying Key Date values in Web Intelligence content Afer you insert a Live Office object based on Web Intelligence content, you modify the Key Date setting and value like any other prompt. 1. Right-click the Live Office object and click Properties. The Live Office Object Properties dialog is displayed. 2. Click the Prompts tab. All the available prompts, contexts, and keydates are listed in up to three separate tables together with their current values. 3. From the list under the Prompts heading select the keydate you want modify then click Keydate. The Specify keydates dialog is displayed. 4. Choose one of the three options in the Specify Keydates page. 5. Click Next to continue editing the Web Intelligence content.
Managing global Live Office properties Using the Live Office Options dialog box, you can configure certain aspects of Live Office functionality at the application-wide level. For example, you
BusinessObjects Live Office XI 3.0 User Guide
95
7
7
Performing Advanced Tasks Managing global Live Office properties
can configure the short cut menu options that appear as well as aspects of the default layout, formatting, and refresh behavior for all Live Office objects. Related Topics
• • • •
Configuring the shortcut menu on page 96 Changing default layout, formatting, and refresh behavior on page 98 Configuring default error message strings on page 99 Configuring field display settings on page 101
Configuring the shortcut menu You can specify the shortcut menu that appears in Microsoft Office Excel, Word, Outlook or PowerPoint.
To change the shortcut menu The procedure below specifies the shortcut menu for Microsoft Office Excel. The same options apply to Microsoft Office Word, Outlook or PowerPoint. 1. On the LiveOffice menu, click Options. 2. On the General tab, select one of the following options:
96
BusinessObjects Live Office XI 3.0 User Guide
Performing Advanced Tasks Managing global Live Office properties
•
Replace Excel menu Replaces the Microsoft Excel shortcut menu with the LiveOffice shortcut menu.
•
Add to Excel menu Produces a combined shortcut menu that contains Microsoft Office Excel and Live Office options. This is the default.
•
Use Excel menu only No Live Office options are available on the shortcut menu.
3. Click OK.
BusinessObjects Live Office XI 3.0 User Guide
97
7
7
Performing Advanced Tasks Managing global Live Office properties
Changing default layout, formatting, and refresh behavior On the General tab, you can configure default layout and refresh options.
To change the default object formatting and refresh behavior 1. On the LiveOffice menu, click Options. The Options dialog box appears. 2. Click the General tab.
3. Select from the following options: • Prompt before overwriting Live Office cell Automatically prompts warning before you overwrite a Live Office cell in a Microsoft Office document .
98
BusinessObjects Live Office XI 3.0 User Guide
Performing Advanced Tasks Managing global Live Office properties
•
Refresh Live Office object when binding cell changes Automatically refreshes and updates an object when the cell binding for that object changes.
•
Refresh Live Office object on document open Automatically refreshes and updates an object when the Microsoft Office document is opened.
•
Copy and paste with Live Office connectivity Automatically maintains server connectivity to a copied Live Office object.
Note: On the View tab, the default setting is to insert report parts with
report formatting and to show filters as comments. 4. Click OK.
Configuring default error message strings You can change the default strings that appear in the cells of your document when there is no available data (for example, if a cell has no data, if there is an error, or if the data is concealed).
To change the default strings 1. On the LiveOffice menu, click Options. The Options dialog box appears. 2. Click the View tab.
BusinessObjects Live Office XI 3.0 User Guide
99
7
7
Performing Advanced Tasks Managing global Live Office properties
3. Set the required defaults: • No data Enter the text string that you want to appear when a cell has no data. The default string is blank. •
Data Error Enter the text string that you want to appear when a cell has an error. The default string is #DataError.
•
Concealed Data Enter the text string that you want to appear in place of concealed data. The default string is #Concealed.
4. Click OK.
100
BusinessObjects Live Office XI 3.0 User Guide
Performing Advanced Tasks Managing global Live Office properties
Configuring field display settings You can choose to display the field names, field descriptions, or both in the inserted objects. 1. On the LiveOffice menu, click Options. The Options dialog box appears. 2. Click the View tab. 3. Under Field display, select Name, Description, or Both. 4. Click OK. Related Topics
• • •
Configuring the shortcut menu on page 96 Changing default layout, formatting, and refresh behavior on page 98 Configuring default error message strings on page 99
Changing the viewing locale You can modify the display settings for certain types of fields displayed by Live Office objects by specifying a viewing locale. The viewing locale setting affects the display format for date, time, and number type data. Note: The viewing locale setting is not available on Crystal Reports field
objects. Related Topics
•
Options dialog box on page 115
To change the preferred viewing locale 1. On the LiveOffice menu, click Options. The Options dialog box appears. 2. Click the Enterprise tab. The Enterprise tab settings are displayed.
BusinessObjects Live Office XI 3.0 User Guide
101
7
7
Performing Advanced Tasks Managing document security and access
3. Select an option from the select preferred viewing locale drop-down list. 4. Click OK to save the new setting.
Managing document security and access When you work with Live Office objects in your everyday Microsoft Office applications, you might frequently have to conceal data in your documents for security reasons, retrieve data from different databases, or store your data in a different location. Live Office enables you to do that conveniently. Related Topics
• • • •
Adding security to your documents on page 102 Logging on to BusinessObjects Enterprise automatically on page 103 Connecting to a different CMS on page 104 Relinking objects to Business Objects Enterprise on page 104
Adding security to your documents If you save the imported data with the document, other users can potentially view the data that they are not authorized to view. To ensure that the data in your document is secure, conceal the data in the document, and then publish the document to BusinessObjects Enterprise. By publishing your document to BusinessObjects Enterprise, you ensure that only authorized users can view the document. To view the concealed data in the document, users must refresh the data. Users can refresh the data only if they have installed BusinessObjects Live Office (Live Office) and if they log on to BusinessObjects Enterprise.
To conceal data when saving a document 1. Right click your Live Office object and click Properties. 2. Click the Refresh tab. 3. Select Conceal data on saving; refresh to redisplay and then click OK.
102
BusinessObjects Live Office XI 3.0 User Guide
Performing Advanced Tasks Managing document security and access
When you save the document, a text string replaces the data in the object. The default text string is #Concealed , but you can change this. 4. To restore the data, click Refresh.
Disconnecting Live Office objects from Enterprise By default when you paste a Live Office object, the connectivity with Enterprise is maintained. This raises data access and security concerns especially if you plan to distribute documents with embedded Live Office objects. Follow the instructions below to disconnect Enterprise connectivity to objects embeded in your Microsoft Office applications. 1. Point to Live Office, and click Options. The Options dialog is displayed. 2. In the General tab uncheck the Copy and paste with Live Office connectivity option. 3. Click OK. All copied objects will be disconnected from the data in Enterprise. Pasted objects will not be able to establish connectivity through Live Office, so the information presented will no longer be updated.
Logging on to BusinessObjects Enterprise automatically Using Single Sign On (SSO), you can access multiple applications or systems simultaneously while providing log-on credentials only once, enabling you to do your work more easily and efficiently. You can configure Live Office to connect to BusinessObjects Enterprise automatically each time Microsoft Office Excel, PowerPoint, Outlook or Word is loaded. Live Office has the ability to take advantage of Single Sign-on to BusinessObjects Enterprise if it has been configured. You can configure Live Office to connect to BusinessObjects Enterprise automatically each time the Microsoft Office applications that support Live Office are loaded. In this way, users will not be prompted to log on to BusinessObjects Enterprise once they have logged on to the authentication tool being used at their organization.
BusinessObjects Live Office XI 3.0 User Guide
103
7
7
Performing Advanced Tasks Managing document security and access
To set an automatic connection 1. On the LiveOffice menu, click Options. The Options dialog box appears. 2. Click the Enterprise tab. Note: If you have already logged on to BusinessObjects Enterprise, your
logon details appear in the appropriate fields. 3. Select Use specified logon criteria. 4. Click OK.
Connecting to a different CMS The Crystal Reports or Web Intelligence data you need to access, might be stored in different repositories. Using the Enterprise tab of the Live Office Options dialog box, you can easily adjust your Live Office setting to connect to a different Central Management System (CMS). Related Topics
•
To connect to a different CMS on page 85
Relinking objects to Business Objects Enterprise If the location of a report or other content source in Enterprise changes, you may need to re-link the Live Office object.
To relink a Live Office object 1. Right click the Live Office object for which you want to change the location, and click Live Office > Properties. 2. In the Live Office Object Properties dialog box, click Choose. 3. In the Document Location dialog box, navigate to the new location for your document, and click OK. An warning messagr appears.
104
BusinessObjects Live Office XI 3.0 User Guide
Performing Advanced Tasks Working with Smart Tags in Live Office
4. Click Yes. The new document path is displayed.
Working with Smart Tags in Live Office You can save time by using Live Office smart tags in Microsoft Office Excel, Word, Outlook or PowerPoint. Live Office smart tags make it easier for you to work with Live Office objects in your Microsoft Office applications, and provide you with more control over automatic features. When Live Office data is recognized in Microsoft Office Excel, Word, or PowerPoint, Outlook applications, the data is marked with a smart tag indicator, a small red triangle.
To find out what actions you can perform with a Live Office smart tag 1. Select your Live Office object where the smart tag indicator appears. 2. Move the insertion point over the highlighted text until the Smart Tag Actions button appears. 3. Click the Smart Tag Actions button to see a list of Live Office actions you can perform. When you save a document, the smart tags are embedded so that they are available to anyone who opens the document. You can, however, choose not to embed smart tags when you save a document.
BusinessObjects Live Office XI 3.0 User Guide
105
7
7
Performing Advanced Tasks Working with Smart Tags in Live Office
106
BusinessObjects Live Office XI 3.0 User Guide
Troubleshooting Live Office
8
8
Troubleshooting Live Office Sample Live Office log files
Sample Live Office log files This section contains both a sample config.xml file and a sample log.txt output file. Sample LOLogger.config xml file format
Sample log file format
When Live Office runs, it will generate the log-file.txt. A sample .txt file is shown below. |Date----|-------Time-----|PID |Loglevel|Log message---2006-11-03 09:19:34,877 [3084] DEBUG Enter populateAuthComboTh readHelper 2006-11-03 09:19:34,908 [3084] DEBUG --- WebServiceURL = http://machine name: 8080/dsws/services/session 2006-11-03 09:19:35,424 [3084] DEBUG ---- get Session = Busi nessObjects.DSWS.Session.Session
108
BusinessObjects Live Office XI 3.0 User Guide
Troubleshooting Live Office Enabling logging for Live Office
Note: You can change the name of the logging ouput file in the
LOLogger.config.xml using the <param name="File" value="log-file.txt"/> parameter. Related Topics
•
Enabling logging for Live Office on page 109
Enabling logging for Live Office Logging for Live Office is disabled by default at installation. This sections contains information on how to configure and enable registry-based logging. Note: This section contains information about modifying the registry. Before
you modify the registry, make sure to back it up and make sure that you understand how to restore the registry if a problem occurs. If you use Registry Editor incorrectly, you may cause serious problems that may require you to reinstall your operating system. Business Objects cannot guarantee that you can solve problems that result from using Registry Editor incorrectly. Use Registry Editor at your own risk.
Troubleshooting Live Office components This section describes problems that you might encounter when installing or using BusinessObjects XI 3.0. To view troubleshooting information, click any of the following links. Note: If this document does not list a solution for the problem you are having,
contact Customer Support. Related Topics
• • •
Problem: LiveOffice menu disappeared on page 110 Problem: document refresh failed on page 110 Problem: context dialog box is not displayed on refresh even if the Reset Context on Refresh option is checked on page 111 • Problem: report sorting and filtering lost when refreshing on page 111
BusinessObjects Live Office XI 3.0 User Guide
109
8
8
Troubleshooting Live Office Troubleshooting Live Office components
Problem: LiveOffice menu disappeared Cause:
The Live Office add in is not properly enabled. Solution:
You need to run the enable_addin.exe located at C:\Program Files\Business Objects\BusinessObjects Enterprise 12.0\Live Office 12.0 For more information, see the BusinessObjects Live Office XI 3.0 Installation Guideon your product CD.
Problem: document refresh failed Cause:
By design, there are known cases where refreshing your Live Office object will fail. The most common cause for these refresh errors is that the underlying structure of the source report has changed since the Live Office object was last refreshed. By design refresh failures could occur because of any of the following.
110
•
The type of report part has changed. For example, from a table to a chart.
•
The source Web Intelligence or Crystal Reports file has been deleted from BusinessObjects Enterprise.
•
The source Universe has been changed or deleted
•
SQL database table fields or restrictions have been changed or deleted. For example, the database field type or restriction specified is invalid or unavailable.
•
No instance is available
•
Table structure
BusinessObjects Live Office XI 3.0 User Guide
Troubleshooting Live Office Troubleshooting Live Office components
Solution:
An error message should appear and indicate the source of the problem. If it does not or is not helpful, check the log file, and then check to see if there have been amy recent changes in report structure.
Problem: context dialog box is not displayed on refresh even if the Reset Context on Refresh option is checked Cause:
This is by-design for Live Office. We stored context value with LO object and use it when refreshing. Solution:
You can change context in the Live Office Properties dialog box
Problem: report sorting and filtering lost when refreshing Cause:
Microsoft Office Excel is based sort and filter operations are not fully supported by Live Office. Solution:
Reapply these operations after refreshing the Live Office object. Other report formatting is retained.
BusinessObjects Live Office XI 3.0 User Guide
111
8
8
Troubleshooting Live Office Troubleshooting Live Office components
Problem: access denied to universe Cause:
You do not have sufficient access rights for the universe. An error message is displayed when you try to refresh a query or you cannot view objects in a displayed Universe. Solution:
Contact your system administrator to provide you with sufficient rights to access the Universe.
112
BusinessObjects Live Office XI 3.0 User Guide
Reference
9
9
Reference Live Office Insert Wizard
This document provides references on the following topics: •
Live Office Insert Wizard
•
Options dialog box
•
Properties dialog box.
Live Office Insert Wizard The Live Office Insert Wizard appears when you select Insert from the LiveOffice menu. The wizard helps you to select a source Crystal Report object or instance, a Web Intelligence object or instance, or a query to insert into your Microsoft Office document as a LiveOffice object.
114
BusinessObjects Live Office XI 3.0 User Guide
Reference Live Office Insert Wizard
Options dialog box The Options dialog box enables you to set the options for BusinessObjects Live Office (Live Office). These options affect all documents, not just the current document. Click Default to return to the default options. Note: Live Office options apply only to the Microsoft Office product that you
are using. You can set different options for Microsoft Excel, Microsoft PowerPoint, Microsoft Outlook, and Microsoft Word. The Options dialog box has three tabs: •
General tab
•
View tab
•
Enterprise tab
Related Topics
• • •
General tab on page 115 View tab on page 116 Enterprise tab on page 117
General tab The General tab contains the options for customizing the shortcut menu and the general display options.The options that you can specify in this tab vary depending on the Microsoft Office program that you are using.
BusinessObjects Live Office XI 3.0 User Guide
115
9
9
Reference Live Office Insert Wizard
Related Topics
• •
Changing default layout, formatting, and refresh behavior on page 98 To change the shortcut menu on page 96
View tab The View tab contains the options for displaying fields.
116
BusinessObjects Live Office XI 3.0 User Guide
Reference Live Office Insert Wizard
Related Topics
• •
Configuring field display settings on page 101 Configuring default error message strings on page 99
Enterprise tab The Enterprise tab contains the options for connecting to BusinessObjects Enterprise and for setting the preferred viewing locale.
BusinessObjects Live Office XI 3.0 User Guide
117
9
9
Reference Live Office Insert Wizard
Use the drop down list for Select preferred viewing locale to modify the display settings for Live Office objects. Currently the viewing locale setting affects the display format for date, time, and number type data. The viewing local is only reflected on report part objects. Related Topics
• • • •
118
What are report objects, instances, and parts? on page 15 Logging on to BusinessObjects Enterprise automatically on page 103 Configuring field display settings on page 101 Configuring default error message strings on page 99
BusinessObjects Live Office XI 3.0 User Guide
Reference Backward compatibility
Properties dialog box The Properties dialog box displays the properties for the selected object. Live Office allows you to view and modify the appearance and refresh options of your Live Office object. Note: The settings in this dialog apply only to the current Live Office object.
There are various settings: •
On the General tab you can view the refresh status, the object location, and the object definition including type of object such as a chart.
•
On the Refresh tab you have three editable options: •
Apply formatting when refreshing
•
Remove data on saving; refresh to redisplay
•
Refresh options such as "on demand" and "last instance by user"
Related Topics
•
Options dialog box on page 115
Backward compatibility The following sections contain backward compatibility information for Live Office XI 3.0 components. This content includes information about deprecated features, unsupported features, support for previous versions of Live Office and other Business Objects products, and Live Office behavior changes between versions. Related Topics
• •
Deprecated features on page 119 Unsupported features on page 120
Deprecated features A deprecated feature is a feature that still ships with the product and is still supported, but for which notification has been made that the feature will be
BusinessObjects Live Office XI 3.0 User Guide
119
9
9
Reference Backward compatibility
unsupported in a future version. The following Live Office functionality is deprecated for this version of Live Office. •
Inserting and modifying Live Office objects based off of Business Views. As a workaround for more advanced users, there is still the ability to insert from a Crystal Reports document based off a Business View.
•
Creating a Crystal Reports report from an Excel range. Users can create reports off an Excel range in the Crystal Reports Designer. This provides more comprehensive reporting functionality.
•
Inserting a rowset from a Web Intelligence data provider. Web Intelligence report part support, introduced in this release, provides a significantly better user interface and overall result. Users can insert a table from an existing Web Intelligence report to get the same rowset.
Unsupported features An unsupported feature is a feature that may or may not ship with the product but for which support is no longer provided. This means that technical support calls and enhancement requests relating to this feature will no longer be accepted. The following Live Office functionality is unsupported for this version of Live Office. •
In place drill functionality for both Web Intelligence and Crystal Reports rowset and report part. Live Office object refresh behavior will reflect the last saved drill state.
•
Windows NT authentication. Microsoft Corporation has replaced Windows NT authentication with Windows Active Directory.
•
OLAP Intelligence functionality. OLAP Intelligent functionality will not be supported in this release. The OLAP Live Office objects of previous releases will not be recognized this Live Office release.
Live Office object size limitations For each Microsoft Office application that Live Office supports, there is a maximum number of rows and columns that can exist in a table or worksheet. This affects how much data you can insert into a object because Live Office inserts the data in the form of a table or as rows and columns in a worksheet.
120
BusinessObjects Live Office XI 3.0 User Guide
Reference Backward compatibility
These limits are set by the Microsoft Office applications so it is helpful to know these limits when you plan what data you are going to create a object from. Microsoft Word •
Maximum rows = 32767
•
Maximum columns = 63
Microsoft Excel Note: If you are using MS Excel 2007 then the following limitations will not
apply. •
Maximum rows = 65536
•
Maximum columns = 256
PowerPoint •
Maximum rows = 50
•
Maximum columns = 25
BusinessObjects Live Office XI 3.0 User Guide
121
9
9
Reference Backward compatibility
122
BusinessObjects Live Office XI 3.0 User Guide
Get More Help
A
A
Get More Help
Online documentation library
Business Objects offers a full documentation set covering all products and their deployment. The online documentation library has the most up-to-date version of the Business Objects product documentation. You can browse the library contents, do full-text searches, read guides on line, and download PDF versions. The library is updated regularly with new content as it becomes available. http://support.businessobjects.com/documentation/product_guides/ Additional developer resources
http://devlibrary.businessobjects.com Online customer support
The Business Objects Customer Support web site contains information about Customer Support programs and services. It also has links to a wide range of technical information including knowledgebase articles, downloads, and support forums. http://www.businessobjects.com/support/ Looking for the best deployment solution for your company?
Business Objects consultants can accompany you from the initial analysis stage to the delivery of your deployment project. Expertise is available in relational and multidimensional databases, in connectivities, database design tools, customized embedding technology, and more. For more information, contact your local sales office, or contact us at: http://www.businessobjects.com/services/consulting/ Looking for training options?
From traditional classroom learning to targeted e-learning seminars, we can offer a training package to suit your learning needs and preferred learning style. Find more information on the Business Objects Education web site: http://www.businessobjects.com/services/training
124
BusinessObjects Live Office XI 3.0 User Guide
Get More Help
Send us your feedback
Do you have a suggestion on how we can improve our documentation? Is there something you particularly like or have found useful? Drop us a line, and we will do our best to ensure that your suggestion is included in the next release of our documentation: mailto:[email protected] Note: If your issue concerns a Business Objects product and not the
documentation, please contact our Customer Support experts. For information about Customer Support visit: http://www.businessobjects.com/support/.
Business Objects product information
For information about the full range of Business Objects products, visit: http://www.businessobjects.com.
BusinessObjects Live Office XI 3.0 User Guide
125
A
A
Get More Help
126
BusinessObjects Live Office XI 3.0 User Guide
Index A architecture 19
B BusinessObjects Enterprise connecting automatically to 104 logging on to 23 publishing to 84 saving to 84
C CMS, connecting to a different 85 columns 98 autofitting 98 inserting 42 concealing data when saving 92 configuring 56 general object properties 56 global Live Office properties 95 object properties 56 parameter binding 34, 58 refresh options 56 context, specifying 54 Crystal Reports content 95 configuring global properties 95 content types support 10 inserting data as report parts 32 report parts 30 rows and columns 42 steps for 26 key concepts 28
Crystal Reports content (continued) modifying fields 43 modifying parameters 42 object properties 41 wizard options 26
D data 102 concealing 102 defaults, changing 99 data filters 72 definitions 15 instances 15 parameters 18 prompts 18 refresh options 24 report objects 15 report parts 24, 28 universes 65 disconnecting objects 87, 103 displaying 101 field names 101 general properties 58 document, adding security to 83
E excluding field categories 45
F features 119 deprecated vs. unsupported 119 new 19
BusinessObjects Live Office XI 3.0 User Guide
127
Index
fields 45 excluding 45 focussing on 45 modifying 43 selecting 38 filters 45 adding 45 applying 39 choosing field categories as filter settings 45 excluding field categories 45 modifying 44 removing 45 formatting, autofit columns 98
Live Office (continued) global properties 95 object size limitations 120 refresh options, configuring 34 removing objects 90 ribbon menu 22 toolbar 20 troubleshooting tips 109 working with Smart Tags 105 logging 109 enabling in Live Office 109 sample files 108
I
modifying 99 data defaults 99 field display 101 filters 44 prompt values 60
inserting Crystal Reports content 29 Web Intelligence content 52 instances, defined 15
O
K key concepts 15 Key Date 92 creating queries with 93 Inserting content containing 93 modifying 94
L Live Office 119 architecture 19 backward compatibility 119 concepts 15 configuring object properties 56 distributing via email 88 enabling logging 109 formatting 98 formatting, autofitting columns 98
128
M
objects, reconnecting 85 Options dialog box 115 Changing viewing locale 101
P parameter values 34, 58 configuring binding 34, 58 consolidating 92 prompting for 98 refreshing 43 specifying 32 parameters, defined 18 presentations, publishing 109 prompts 92 consolidating 92 defined 18 modifying 60
BusinessObjects Live Office XI 3.0 User Guide
Index
secured databases, logging on to 24 security adding to document 83, 92 document security and access 92 managing 102 workbook 92 setting report parameters 58 shortcut menu, configuring 96 Smart Tags 105
prompts (continued) query binding options 75 specifying values 74 Properties dialog box 119 published documents, viewing 82 publishing, documents 109
Q queries 66 adding ranking to 70 building 66 configuring options 77 context 66 creating and running 68 data filters 72 overview 64 prompt binding options 75 sorting 71 with Key Date settings 93 Query Panel, content types supported 10
U universes, defined 65 user interface Options dialog box 115 Properties dialog box 119
V viewing 58 general object properties 58 global properties 95 published documents 82 Viewing locale, changing 101
R refresh options 98 automatic updating with binding changes 98 configuring 34, 56 defined 24 parameter values 98 report objects, defined 15 report parts 59 adding additional 59 defined 24, 28 inserting 32
S saving to Enterprise repository 36, 86 to local drive 36, 86
W Web Intelligence content configuring global properties 95 properties 56 refresh options 56 content types support 10 modifying 58, 59, 60 refreshing 89 specifying context 54 specifying prompts 54 steps for inserting 52 upgrading 61 viewing general properties 58
BusinessObjects Live Office XI 3.0 User Guide
129
Index
130
BusinessObjects Live Office XI 3.0 User Guide
Related Documents
Xi3 Bip Live Office User En
November 2019 0
Xi3 Bip Live Office Install En
November 2019 2
Xi3 Bip Importwiz En
November 2019 6
Xi3 Bip Install Windows En
November 2019 2
Xi3 Bip Install Unix En
November 2019 3