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SP2 User Guide
Live Office XI 3.1 SP2
windows
2009 SAP BusinessObjects. All rights reserved. SAP BusinessObjects and
its logos, BusinessObjects, Crystal Reports, SAP BusinessObjects Rapid Mart,
Copyright
SAPBusinessObjects Data Insight, SAPBusinessObjects Desktop Intelligence,
SAP BusinessObjects Rapid Marts, SAP BusinessObjects Watchlist Security,
SAP BusinessObjects Web Intelligence, and Xcelsius are trademarks or
registered trademarks of Business Objects, an SAP company and/or affiliated
companies in the United States and/or other countries. SAP is a registered
trademark of SAP AG in Germany and/or other countries. All other names
mentioned herein may be trademarks of their respective owners.
2009-07-22
Contents
About this document 7 Chapter 1
Who should read this document .................................................................8
How to use this document...........................................................................8
Getting Started with Live Office 11 Chapter 2
Overview....................................................................................................12
About Live Office content ..........................................................................12
Live Office concepts.............................................................................13
Live Office object types .......................................................................17
Live Office architecture.........................................................................17
Live Office toolbar .....................................................................................17
Live Office ribbon menu.......................................................................20
To hide or show the Live Office toolbar................................................20
Logging on to BusinessObjects Enterprise................................................20
Working with Crystal Reports Content in Live Office 23 Chapter 3
Overview....................................................................................................24
Inserting Crystal Reports content..............................................................24
Logging on to secured databases........................................................24
Insert Wizard: Choose Document........................................................27
Insert Wizard: Specify Parameter Values ............................................29
Insert Wizard: Choose Data.................................................................31
Insert Wizard: Set Filters......................................................................34
Insert Wizard: Summary.......................................................................36
Summary page.....................................................................................37
Data Refresh Options................................................................................38
BusinessObjects Live Office XI 3.1 SP2 User Guide 3
Additional Info.......................................................................................40
Modifying Crystal Reports content.............................................................40
Viewing and modifying general object properties.................................40
Adding custom content to Live Office objects......................................42
Modifying parameter values.................................................................42
Modifying fields ....................................................................................45
Modifying filters....................................................................................46
Working with Web Intelligence Content in Live Office 49 Chapter 4
Overview....................................................................................................50
Upgrading content from the previous version......................................50
Inserting Web Intelligence content.............................................................51
Insert Wizard: Choose Document........................................................53
Insert Wizard: Specify Query Contexts................................................55
Insert Wizard: Specify Prompt Values..................................................57
Insert Wizard: Choose Data.................................................................58
Insert Wizard: Summary.......................................................................61
Summary page.....................................................................................61
Adding more Web Intelligence report parts...............................................62
Data Refresh Options................................................................................63
Additional Info.......................................................................................66
Modifying Web Intelligence content...........................................................66
Viewing and modifying general object properties.................................67
Modifying prompt values......................................................................68
Working with Queries in Live Office 71 Chapter 5
Overview....................................................................................................72
Inserting Queries.......................................................................................72
To launch the Live Office Insert Wizard................................................73
Insert Wizard: Choose Universe...........................................................75
4 BusinessObjects Live Office XI 3.1 SP2 User Guide
Contents
Insert Wizard: Specify Query................................................................77
Insert Wizard: Specify Query Context..................................................88
Insert Wizard: Specify Prompt Values..................................................90
Insert Wizard: Summary.......................................................................92
Summary page.....................................................................................92
Modifying Queries......................................................................................93
Viewing and modifying general object properties.................................93
Modifying prompt values......................................................................95
Changing the universe location............................................................97
Modifying the query definition...............................................................97
Modifying a query context....................................................................98
Performing Common Tasks with Live Office Objects 99 Chapter 6
Performing Common Tasks with Live Office............................................100
Modifying objects by report................................................................100
Publishing and Viewing Files..............................................................102
Saving your data locally and to the repository...................................106
Copying and pasting Live Office Objects...........................................106
Distributing objects via Outlook..........................................................108
Loading, updating, and refreshing existing content............................108
Removing Live Office objects.............................................................110
Performing Advanced Tasks 111 Chapter 7
Performing Advanced Tasks....................................................................112
Managing prompt and parameter settings ........................................112
Modify Object Refresh Order..............................................................119
Managing global Live Office properties..............................................120
Managing document security and access .........................................126
BusinessObjects Live Office XI 3.1 SP2 User Guide 5
Contents
Troubleshooting Live Office 129 Chapter 8
Enabling logging for Live Office...............................................................130
Sample Live Office log files ...............................................................130
Troubleshooting Live Office components................................................131
Problem: LiveOffice menu disappeared.............................................132
Problem: Object refresh failed............................................................132
Problem: Object sorting and filtering lost when refreshing.................133
Problem: Access denied to universe..................................................133
Live Office object size limitations.......................................................134
Reference 135 Chapter 9
Reference Sections.................................................................................136
Live Office Insert Wizard....................................................................136
Options dialog box..............................................................................137
Live Office Object Properties dialog box............................................141
Backward compatibility............................................................................141
Unsupported features.........................................................................142
More Information 143 Appendix A
Index 147
6 BusinessObjects Live Office XI 3.1 SP2 User Guide
Contents
About this document
1
Welcome to BusinessObjects Live Office User's Guide. Live Office lets
anyone, frombusiness workers to experienced data analysts, easily retrieve
business information, create queries, performcalculations, 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 MicrosoftOffice 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 3.1 SP2 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,
Word, Outlook, and 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
8 BusinessObjects Live Office XI 3.1 SP2 User Guide
About this document
1
Who should read this document
Go to this section To do this
About Live Office content on
page 12
Understand key Live Office concepts
and product enhancements.
Inserting Crystal Reports content on
page 24
Create and modify Crystal Reports
documents fromwithin your Microsoft
Office applications.
Inserting Web Intelligence content on
page 51
Create and modify Web Intelligence
documents fromwithin your Microsoft
Office applications.
Inserting Queries on page 72
Build, edit, and refresh universe
queries from within your Microsoft
Office applications.
Performing Common Tasks with Live
Office on page 100
Performing common tasks with Live
Office objects such as saving docu-
ments and removing objects.
Performing Advanced Tasks on
page 112
Perform more complex Live Office
tasks such as managing prompts and
configuring Single Sign On authenti-
cation.
Troubleshooting Live Office on
page 129
Enable Live Office logging and trou-
bleshoot common Live Office errors.
Reference Sections on page 136
Review reference material including
backward compatibility information
and a list of unsupported and depre-
cated features.
BusinessObjects Live Office XI 3.1 SP2 User Guide 9
1
About this document
How to use this document
10 BusinessObjects Live Office XI 3.1 SP2 User Guide
About this document
1 How to use this document
Getting Started with Live
Office
2
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
About Live Office content on page 12
Live Office concepts on page 13
Live Office object types on page 17
Live Office toolbar on page 17
Logging on to BusinessObjects Enterprise on page 20
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
Live Office concepts on page 13
Live Office object types on page 17
Live Office architecture on page 17
12 BusinessObjects Live Office XI 3.1 SP2 User Guide
Getting Started with Live Office
2
Overview
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
Parameters and prompts
Universes
Context
Related Topics
What are report objects, instances, and parts? on page 13
What are parameters and prompts? on page 15
What is a universe? on page 16
What is a context? on page 16
What are report objects, instances, and parts?
When you use Live Office to insert data in a document, you can choose from
Crystal Reports or Web Intelligence content stored in the BusinessObjects
Enterprise repository. Reports stored in the BusinessObjects repository are
called report objects.
Report objects
A report is a document you create containing information presented in tables,
charts, and graphs. A report object supplies the data to the report. In Live
Office, you work with report objects because they are connected to the most
up-to-date content stored in databases. So, when you create a report, you'll
know it will contain the latest information when people view it.
When a report object is created with the Crystal Reports or Web Intelligence
designer, its information may come fromvarious databases. The report object
returns data from the underlying data source or sources, either on demand
from the database or based on the refresh option chosen.
BusinessObjects Live Office XI 3.1 SP2 User Guide 13
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 data that is
retrieved fromone 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 froma particular department,
and schedule another instance that contains information from another
department, even though both instances originate from the same report
object.
Report parts
Report parts are sections of a report that are displayed by themselves,
wiithout the rest of the report page. More precisely, report parts are objects
that use hyperlinks to point from a source report object to a destination Live
Office object. Report parts include objects such as text or charts.
14 BusinessObjects Live Office XI 3.1 SP2 User Guide
Getting Started with Live Office
2
About Live Office content
The following diagram shows the relationship between report objects, report
instances, and report parts in Live Office.
What are parameters and prompts?
Parameters
Parameter is a Crystal Reports term. A parameter is a question that you
need to answer before generating your report. The information you enter, or
the way you respond, determines the information that appears in the report.
For example, in a report used by sales people, there might be a parameter
that asks the user to choose a sales region. The report would return the
results for the specific region, instead of returning the results for all of the
regions. Parameters may be either mandatory or optional.
BusinessObjects Live Office XI 3.1 SP2 User Guide 15
2
Getting Started with Live Office
About Live Office content
Prompts
Prompt is a Web Intelligence term, similar to a parameter. A prompt is a
dynamic filter that displays a question every time you refresh the data in a
report. You respond to prompts by typing or selecting the prompt value(s)
you want to view before you refresh the data. Prompts may be either
mandatory or optional.
What is a universe?
A Live Office universe is an abstraction of a database and presents data in
non-technical terms for business users. A universe is a collection of data
objects representing the information available in a database. Business users
of Web Intelligence and Crystal Reports can connect to a universe and run
queries against the database. For example, a database may contain a
universe for sales data, and another for customer service data. Users can
perform data analysis and create reports using the objects in the universe,
without seeing, or having to know anything about, the underlying data
structures in the database. Universes are created by universe design
specialists.
What is a context?
A universe context indicates what types of business questions are answered
by the same universe objects. For example, a universe for Sales data might
have a context for store sales, another for partner sales, and so on.
Because contexts may share objects that are in the same universe, specifying
a universe context helps to ensure your query retrieves the right data. For
example, data on expenses from an employee expense account may be
stored in the same database as data on expenses frommarketing a product.
Choosing the right universe context will ensure you get the appropriate
expense data. Therefore, when you select a universe, you may have more
than one universe context to choose from.
Note:
Contexts are defined by the system administrator.
16 BusinessObjects Live Office XI 3.1 SP2 User Guide
Getting Started with Live Office
2
About Live Office content
Live Office object 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.
Report parts Fields
Live Office content
type
Yes Yes Crystal Reports
Yes NA Web Intelligence
NA Yes Query Panel
Note:
Embedded Crystal Reports sub-reports are not supported.
Related Topics
Live Office concepts on page 13
Live Office architecture
BusinessObjects Live Office XI 3.1 SP2 architecture, uses the reliability of
BusinessObjects Enterprise XI 3.1 SP2, and Web Services to provide
enhanced performance, scalability, and deployment.
Live Office toolbar
The BusinessObjects Live Office toolbar provides you with quick access to
some of the most common commands you will need to create and modify
objects or run queries to answer your business questions.
BusinessObjects Live Office XI 3.1 SP2 User Guide 17
2
Getting Started with Live Office
Live Office toolbar
It provides you with quick access to the Live Office objects in your Microsoft
Office Excel, PowerPoint, Outlook, or Word documents. You can:
Insert a report object
Refresh all report objects
Save an object to the BusinessObjects Enterprise repository
Navigate to the source report for your Live Office object
Access the Help for Live Office
The toolbar contains the following buttons:
For more information
about the objects that
you can insert, see In-
serting Crystal Reports
content on page 24.
Insert Crystal Reports
Content
For more information
about the options you
can use, see Inserting
Web Intelligence con-
tent on page 51
Insert Web Intelligence
Content
For information about
the options that you can
use, see Inserting
Queries on page 72
Insert Universe Query
18 BusinessObjects Live Office XI 3.1 SP2 User Guide
Getting Started with Live Office
2
Live Office toolbar
Opens the Repository
Explorer and allows you
to select published doc-
uments, Crystal Reports
or Web Intelligence
documents for insertion.
See Insert Wizard:
Choose Document on
page 27.
Open from Business
Objects Enterprise
For information about
the options that you can
use, see Publishing a
document to Busines-
sObjects Enterprise on
page 103.
Save To Business Ob-
jects Enterprise
For information about
the options that you can
use, see Publishing a
document to Busines-
sObjects Enterprise on
page 103.
Save As New to Busi-
nessObjects Enter-
prise
Refreshes the data of all
objects in the document
against their source re-
ports. For more informa-
tion, see Data Refresh
Options on page 38.
Refresh All Objects
Allows you to easily
navigate to any Live Of-
fice object in the docu-
ment.
Go to Object
BusinessObjects Live Office XI 3.1 SP2 User Guide 19
2
Getting Started with Live Office
Live Office toolbar
Displays the Online
Help for Live Office.
Help
Live Office ribbon menu
The BusinessObjects Live Office ribbon menu shown below, helps you create
and modify reports or run queries to answer your business questions when
using any Microsoft Office 2007 application.
To hide or show the Live Office toolbar
Right-click the any toolbar and select BusinessObjects Live Office.
You can also Show or Hide the toolbar by navigating to View> Toolbars.
The toolbar appears or disappears.
LoggingontoBusinessObjects 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.
20 BusinessObjects Live Office XI 3.1 SP2 User Guide
Getting Started with Live Office
2
Logging on to BusinessObjects Enterprise
2. Click LiveOffice, click Options, the "Options" dialog box appears.
3. Select the Enterprise tab, enter your BusinessObjects Enterprise logon
credentials in the following fields:
User name
Password
4. Verify the information in the Web Service URL and System fields to
ensure that the application is pointing to the correct Central Management
System (CMS).
For example, if the Web Intelligence document you want to insert is on
a CMS called businessobjects01, and the web services server is
running on a server called businessobjects02, then the following
information would be accurate:
businessobjects01 System
http://businessobjects02:8080/dswsbob
je/services/session
Web Service URL
5. Select an authentication method from the drop-down list, click Log On
and then click OK.
Note:
The information for the System field, the Web Services URL field, and
the "Authentication" drop-down list, will be provided by your system
administrator.
Related Topics
Logging on to BusinessObjects Enterprise automatically on page 127
BusinessObjects Live Office XI 3.1 SP2 User Guide 21
2
Getting Started with Live Office
Logging on to BusinessObjects Enterprise
22 BusinessObjects Live Office XI 3.1 SP2 User Guide
Getting Started with Live Office
2 Logging on to BusinessObjects Enterprise
Working with Crystal
Reports Content in Live
Office
3
Overview
With 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 the easy to use "Live Office Insert Wizard", you can insert Crystal
Reports report parts or fields into your Microsoft Office documents.
Inserting Crystal Reports content
Crystal Reports content can be added from the Live Office menu or by using
the Live Office toolbar. Both methods launch the easy to use "Live Office
Insert Wizard" which easily guides you through howto 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.
Logging on to secured databases
For security purposes, your system administrator may have password
protected certain Crystal Reports documents and repositories. Therefore,
you may be prompted for database logon credentials when accessing or
refreshing certain documents.
Performing a consolidated database logon operation
1. Log on to BusinessObjects Enterprise and select LiveOffice > Insert
Crystal Reports content, or click the Insert Crystal Reports content
toolbar button, to launch the Live Office Insert Wizard.
24 BusinessObjects Live Office XI 3.1 SP2 User Guide
Working with Crystal Reports Content in Live Office
3
Overview
2. Navigate to the Crystal Reports document you want to access.
3. When prompted, enter your log on information and password.
Related Topics
Logging on to BusinessObjects Enterprise on page 20
To launch the Live Office Insert Wizard
1. Open a Microsoft Office document.
2. Log on to BusinessObjects Enterprise. For more information, see Logging
on to BusinessObjects Enterprise on page 20.
3. Select where you want to insert the Live Office object.
4. Select Live Office > Insert > Crystal Reports content.
Note:
In Microsoft Excel, the Wizard can also be launched fromInsert > Crystal
Reports content.
The "Live Office Insert Wizard" appears. If you have not already logged
on to BusinessObjects Enterprise, you are prompted to do so.
The "Live Office Insert Wizard " will guide you through choosing your
document, selecting report content (fields or report parts), selecting
parameters if required, and inserting data into your Microsoft Office document.
Overview of the Live Office Insert Wizard for Crystal Reports
content
To use Crystal Reports functionality in Live Office, you select a series of
options using the "Live Office Insert Wizard". The "Live Office Insert Wizard"
is composed of five pages which are explained below:
BusinessObjects Live Office XI 3.1 SP2 User Guide 25
3
Working with Crystal Reports Content in Live Office
Inserting Crystal Reports content
To do this task Use this page in the wizard
Browse available reports.
Locate the report you want to use.
If the report you selected requires
database logon credentials, you
are again prompted to log on.
For more information, see Insert
Wizard: Choose Document on
page 27.
Choose Document
Choose parameter values from a
pre-selected list of values.
Specify whether you are prompted
each time data is refreshed.
For more information, see Insert Wiz-
ard: Specify Parameter Values on
page 29
Note:
This page only appears if your report
contains predefined parameters. You
cannot use Live Office to introduce new
parameters into a report.
Specify Parameter Values
Select the Crystal Reports parts or
fields you want to use to create your
Live Office object.
For more information, see Insert
Wizard: Choose Data on page 31.
Choose Data
26 BusinessObjects Live Office XI 3.1 SP2 User Guide
Working with Crystal Reports Content in Live Office
3
Inserting Crystal Reports content
To do this task Use this page in the wizard
Select filters to apply to data that you
insert as fields in your Live Office
documents. For more information,
see Insert Wizard: Set Filters on
page 34.
Note:
This page only displays if you have
selected to insert data as fields.
Set Filters
Type the name of your Live Office
object.
Verify its path in the repository
before inserting it into your docu-
ment.
See Insert Wizard: Summary on
page 36
Summary
Insert Wizard: Choose Document
The first page of the "Live Office Insert Wizard" is the "Choose Document"
page and it displays the BusinessObjects Enterprise repository explorer so
that you can navigate easily to the report you want to use. The "Choose
Document" page displays all Crystal Reports to which you have access,
including reports contained within publications.
Tip:
You can also use the search functionality to search by title, keywords, content
or all fields to locate a specific report quickly. If you are importing content to
an email in Outlook, the search dialog will default to a content search based
on the subject line of your email.
BusinessObjects Live Office XI 3.1 SP2 User Guide 27
3
Working with Crystal Reports Content in Live Office
Inserting Crystal Reports content
Note:
If the report you select requires database logon credentials, you will be
prompted again for your database logon credentials. See Logging on to
secured databases on page 24.
To locate your document using the explorer
1. In the left-hand pane of the "Choose Document" page, navigate to and
double-click the folder that contains the report you want to use. Using the
buttons above the left-hand pane, you can switch between Folder and
Category views for easy navigating.
The folder hierarchy expands. If the report is contained within a displayed
publication, select the publication instance to reveal its contents.
28 BusinessObjects Live Office XI 3.1 SP2 User Guide
Working with Crystal Reports Content in Live Office
3
Inserting Crystal Reports content
Note:
For a report instance to be imported, the instance must be stored
somewhere on the BusinessObjects Enterprise system. Instances sent
directly to an Inbox are not stored in the repository, and cannot be
imported into Live Office.
2. In the right-hand pane of the "Choose Document" page, select the report
you want to use, and click Next.
Tip:
Click a column heading, for example, Name, Owner, or Type, to sort
available reports.
You can search for a specific report or object by title or keywords using
the search dialog above the frameset.
If you are importing to an Outlook email, a suggestion folder will also
be available. For your convenience, this folder will contain the results
of a content search based on the email's subject line.
The "Recent" folder also contains any reports you have created or
modified most recently for ease of access.
Next Step: Insert Wizard
If the report you selected contains parameters, the next page of the "Live
Office Insert Wizard" will be the "Specify Parameter Values" page. See Insert
Wizard: Specify Parameter Values on page 29.
If the report you selected does not contain parameters, the next page of the
"Live Office Insert Wizard " will be the "Choose Data" page. For more
information, see Insert Wizard: Choose Data on page 31.
Insert Wizard: Specify Parameter Values
The second page of the Live Office Insert Wizard is the Specify Parameter
Values page. This section demonstrates the use of parameters to populate
dynamic picklists. For example, in an 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 value list of East
and West.
BusinessObjects Live Office XI 3.1 SP2 User Guide 29
3
Working with Crystal Reports Content in Live Office
Inserting Crystal Reports content
To specify parameter values from a list of values
1. In the Specify Parameter Values page, select the parameter values you
want to include from the available drop down list.
2. Click Next.
Note:
You must select a value for every mandatory parameter. if the parameter
is optional you may leave the value as unspecified.
You can bind this list of parameter values to particular cells in your Microsoft
Office Excel spreadsheet for easy updating. For information about parameter
binding and modifying parameter values, see Modifying parameter values
on page 42.
30 BusinessObjects Live Office XI 3.1 SP2 User Guide
Working with Crystal Reports Content in Live Office
3
Inserting Crystal Reports content
First, however, you must choose the data you want to include as report parts
and insert it as a Live Office object into your Microsoft Office document. See
Insert Wizard: Choose Data on page 31.
Insert Wizard: Choose Data
The third page of the Live Office Insert Wizard is the Choose Data page
which prompts you to select the Parts or Fields of the report you want to
include and insert into your Microsoft Office document.
Tip:
Click Switch to Fields to display the available objects as fields rather than
as report parts.
BusinessObjects Live Office XI 3.1 SP2 User Guide 31
3
Working with Crystal Reports Content in Live Office
Inserting Crystal Reports content
Related Topics
To select Parts as your data set on page 59
To select Fields as your data set on page 33
To select Parts as your data set
1. Choose your preferred options for viewing report data:
Dimension object
A dimension object represents data that provides the basis for analysis
in a report. Dimension objects typically retrieve character-type data, for
example; customer names, resort names, or dates.
Detail object
A detail obect provides descriptive data about a dimension. A detail is
always attached to the dimension for which it provides additional
information. For example, [Age] is a detail object that is associated with
the [Customer] dimension.
Measure object
80 BusinessObjects Live Office XI 3.1 SP2 User Guide
Working with Queries in Live Office
5
Inserting Queries
A measure object retrieves numeric data that is the result of calculations
on data in the database. For example, [Revenue] is the calculation of the
number of items sold multiplied by item price.
Precondition objects
A precondition object is a predefined filter, and can only be placed in the
Filter Objects pane. For example, [This Year] is a predefined filter to
restrict the data set to the current year.
Ranking query objects
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. You cannot rank on an object whose
values depend on the data order. This is because the Live Office ranking
function changes the data order, which in turn changes the object data, which
then requires the data order to be recalculated. The result is a circular
dependency between the ranking and the object's data.
1.
Click the Add a ranking button 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:
Top
Bottom
% Top
% Bottom
3. Provide a value in the box next to your selected qualifier.
BusinessObjects Live Office XI 3.1 SP2 User Guide 81
5
Working with Queries in Live Office
Inserting Queries
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 fromthe 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) arrowis displayed
next to the object. Objects are by default specified as ascending.
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.
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The Sort Dialog is closed and you return to the Specify Query page in
the Live Office Insert Wizard.
Filtering query objects
When you build simple queries using "Filter Objects" in the Live Office Insert
Wizard, you can choose one of several comparison operators and then one
of four types of filters:
Comparison operators
Equal to
Not equal to
Greater than
Greater than or equal to
Less than
Less than or equal to
Between
Not between
In list
Not in list
Is null
Is not null
Both
Except
Filter types
Constant
Note:
Constant is the default selection.
List of Values
Prompt
Object
Note:
The Object filter type is not supported when used with the following
comparison operators: In list, Not in list, Is null and Is not null.
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Restriction:
Object filter type is not supported with OLAP universes.
After setting the desired query filters, click Next. If your query has more than
one possible context, the next page of the Live Office Insert Wizard will be
the Specify Query Context page; if your query has prompts, the next page
will be the Specify Prompts Values page. If your query does not have possible
contexts, and no prompts, the Summary page of the Insert Wizard will appear.
Using 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 arrowon 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.
Using a list of values as a filter
When an object is dropped into the Filter Objects pane, a corresponding
filter editor is displayed.
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1. In the filter editor, click the downward facing arrowon 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 SCregion 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.
Using 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.
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1. In the filter editor, click the downward facing arrowon the right, and select
Prompt.
2.
Click the Define prompt icon to the right of the text box.
The "Define a prompt" dialog box will open.
3. In the "Define a prompt" 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 Prompt Values page appears.
Using an object 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 arrowon the right, and select
Object.
The "Objects and Variables" dialog box will open.
2. Under "Available Objects and Variables", select any universe object. Click
OK.
Only one object may be selected, the object cannot be a pre-defined
universe filter or a folder.
3. Click Next.
The Specify Query Contexts or Specify Prompt Values page appears.
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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
Description Option
If the user does not select this op-
tion, the duplicate rows will be re-
moved 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.
Duplicate rows
Maximum time in seconds allowed
for the query to run. The value -1
means that there is no time limit.
Max. Fetched Time
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Description Option
Maximum number of rows to be
fetched when the query is run. The
value . -1 means that there is no
limit.
Max. Row Fetched
Returns the specified number of
rows as random data within the
current selection criteria.
Sample Result Set
Insert Wizard: Specify 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. 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 modify the query context on the Prompts tab of the "Live Office
Object Properties" window or during a refresh operation.
To specify context
The Specify Query Contexts page displays when building a new query if
the query contains multiple contexts.
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1. From the Available Contexts list select the context you want to use for
your query.
Tip:
The current context is listed under the Selected Value(s) heading.
2. Click Next to continue building your query.
If your query contains prompts, the next page will be the Specify Prompt
Values page; if it does not contain prompts, the Summary page of the Live
Office Insert Wizard will appear.
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Insert Wizard: Specify Prompt Values
The Specify Prompt Values 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:
In the Type a value field, enter a new value and click > to add the
value to the "Selected values". Click < to remove one value, or << to
remove multiple values, from the "Selected values" list.
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Select a displayed value and click >, or double-click, to add it to the
list of "Selected values".
Note:
If the list of available values is empty or needs to be updated, click
the Refresh Values button .
To seach from a list of pre-selected values, type a value in the search
field. Click the search button , and specify Ignore
case or Case sensitive for the search string. Click > to add the
returned value to "Selected values".
2. Click Next.
The Summary page appears.
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Insert Wizard: Summary
Summary page
The "Summary" page is the last screen in the "Live Office Insert Wizard"
before the current object is inserted into your Microsoft Office application.
Follow the instructions below to complete the process of creating your Live
Office object.
1. From the "Summary" page, name your Live Office object and verify its
path in the BusinessObjects repository
2. Click Finish to insert your Live Office object into your Microsoft Office
document.
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A progress bar appears as your Live Office object is inserted in your
Microsoft Office document.
You can now modify object properties, modify parameter or prompt settings,
configure data refresh options, or save your Office document with the
embedded Live Office object.
Related Topics
Data Refresh Options on page 63
Saving your data locally and to the repository on page 106
Modifying Queries
You can also modify existing Query objects. This section explains how to
view and modify existing Live Office objects.
This section contains the following, click the appropriate link to jump to the
topic:
Related Topics
Viewing and modifying general object properties on page 93
Modifying prompt values on page 95
Changing the universe location on page 97
Modifying the query definition on page 97
Modifying a query context on page 98
Viewing and modifying general object properties
You can also display and modify the properties for your query. The Live
Office Object Properties window allows you to view and modify all objects
in the current document.
To view the properties of a Live Office object
1. From within your Microsoft Office application, right-click your Live Office
object and click Properties.
The Object Properties dialog box appears.
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Note:
The properties shown and tabs available depend on the type of object
selected.
2. Select the Object/Report which contains the object or objects you want
to modify.
3. Selelect one or more objects to modify the properties of.
4. Do any of the following:
Click the General tab to view information about the object or objects
and modify properties such as report location and object name.
Click the Prompts tab to view current parameter settings and access
the Specify Parameter Values window for the selected object or
objects.
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Click the Refresh tab to view and modify refresh options for the
selected object or objects.
Modifying prompt values
You can change the prompt values when you insert the query 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.
Modifying Parameter or Prompt values and settings
The Specify Parameter Values dialog box for Crystal Reports objects, or the
Specify Prompt Values dialog box for Web Intelligence objects and Queries,
allows you to set the values that will be used to specify what data is used
for the selected Live Office object. There are two options available for all
Office applications, and an additional third option in Excel. When working in
Excel, you have the option to bind the values to a cell. Binding is a useful
way to allow values to be updated automatically from within Excel. You can
type the parameter or prompt value into the cell or, if the option is selected,
you can select the value from a drop-down menu in the cell. For example, if
you have an Activities by Region report, with a Select Region parameter,
the binding cell might have the values East and West in the drop-down
list of values. Upon selecting a value, the object's data would be updated to
reflect the new selection.
1. In the Microsoft Office document, right-click the Live Office object
containing the parameter or prompt you want, then click Live Office >
Prompt Setting.
The Specify Parameter (or Prompt) Values dialog box is displayed.
2. Select the parameter or prompt to modify, and choose from the following
options to specify the value:
Select the Always ask for value option if you want the Live Office
object to prompt you for the parameter or prompt value every time it
is refreshed.
Select the Choose values list option to bind the Live Office object to
specific parameter or prompt values. Click on the browse button to
launch the Specify Parameter Values dialog box. Select the parameter
or prompt values from the drop down menus or add new values.
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3. If you are working with an object in Microsoft Excel, the following additional
option will be available:
Select the Choose Excel data range option if you want to bind the
parameter or prompt to a range in the Excel spreadsheet.
Note:
Parameters and prompts that accept multiple discrete values can be
bound to a range, or name variable, containing multiple cells.
Choose one of the below options for selecting the range:
Open the drop-down list and select an existing name variable.
Type the address of the range.