Académique Documents
Professionnel Documents
Culture Documents
TABLE OF CONTENTS
The Basics of BusinessObjects......................................................... 1
Initiating BusinessObjects....................................................................................... 1
Opening Documents ............................................................................................... 3
Document Viewing.................................................................................................. 5
Refreshing Documents ........................................................................................... 7
Saving Documents.................................................................................................. 8
Sending Documents to BusinessObjects Users ..................................................... 9
Receiving Documents From BusinessObjects Users ........................................... 13
Closing Documents............................................................................................... 14
Exiting Business Objects ...................................................................................... 15
Exercise 1 ............................................................................................................. 15
Exercise 2 ............................................................................................................. 15
Moving Blocks....................................................................................................... 16
Moving Report Titles............................................................................................. 17
Changing Report Titles ......................................................................................... 20
Moving Columns ................................................................................................... 22
Changing Column Titles ....................................................................................... 24
Changing the Width of Columns ........................................................................... 26
Manual Method............................................................................................................. 26
Automatic Method ........................................................................................................ 27
AutoFit .................................................................................................................. 31
Exercise 3 ............................................................................................................. 32
Applying Calculations...................................................................... 33
Applying Sorts....................................................................................................... 42
Ascending Sort ............................................................................................................. 42
Descending Sort........................................................................................................... 43
Custom Sort ................................................................................................................. 44
Filtering Data................................................................................... 48
Simple Queries................................................................................ 59
Exercise 6 ............................................................................................................. 77
Creating Query Conditions ................................................................................... 78
Creating a Single-Value Condition ............................................................................... 79
Creating a Prompted Condition .................................................................................... 83
Relational Operators .................................................................................................... 87
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5. Type your user name in the User Name. BusinessObjects logins are case sensitive
so make sure you enter your login as it was set up.
Please note: BusinessObjects will disable your login after three incorrect
attempts. If this happens please contact the System Office to have your login reset.
6. Type your password in the Password box.
7. Leave the Use in Offline Mode box unchecked.
8. Press OK.
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Please note: Offline Mode is used when the user is not connected to the data
warehouse. An example of this situation would be when a user does not have a
connection to the Internet but wants to view or modify a report without refreshing the
data.
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Opening Documents
BusinessObjects documents are held in a database, known as Corporate Documents.
Users within the Community College System have access to Corporate Documents, with
security limitations, via BusinessObjects WebIntelligence software.
Skilled Knowledge Workers are able to open documents in two ways depending on the type
of document. Documents will either be predefined reports held in Corporate Documents or
reports that the Skilled Knowledge Worker has created or modified on his or her desktop
and saved to a local folder.
To open a document stored in Corporate Documents:
1. Select File; Retrieve From; Corporate Documents.
2. Select the document you want to open in the Retrieve dialog box.
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3. Press the Retrieve button, and you will be presented with an Import Results box.
4. Press OK.
The document you retrieved will be automatically opened.
To open documents in a local folder:
1. Select the
The Open window is returned, listing all the BusinessObjects documents in your local
folder.
2. Select the document you would like to open and press the Open button.
The document is opened.
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Document Viewing
When first opened, documents are typically displayed in Business Objects in the following
format:
Toolbars
Menu Bar (File, Edit, ViewHelp)
Standard (New Document, Open Document, Save, Print, Refresh, View Data, etc.)
Report (New Cell/Table/Crosstab/Chart, Filter, Sum, Sort, etc.)
To add a toolbar to the document, open the View menu in the Menu Bar and select
Toolbars for a list of available toolbars.
1. Report Manager (where objects within the query are displayed)
2. Report (where reports are actually displayed). Each tab represents a report, so you can
have many reports within one document.
Toolbars
Report
Manager
Report
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An additional feature of the Report Manager is the Map tab. The advantage of the Map tab
is that it provides users with easy navigation through a document with more than one report
in it as well as reports with more than one section in them. Users can quickly view data by
clicking on a report or section name in the Report Manager.
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Refreshing Documents
Whether youre viewing a pre-defined report or working on one youve created you will want
to check to make sure the data youre accessing is the most current. The Business Objects
function called Refresh allows the user to update the data.. When you refresh a report the
database is accessed and the current data is returned.
The status bar at the bottom of the screen displays the date and time of the last refresh.
1. Click the
When the data has been updated, the status bar displays the new date and time of the
refresh.
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Saving Documents
When you choose to save your document, BusinessObjects will prompt you to save it in
your default folder UserDocs. If you would like to save it in another location, select the File;
Save as method of saving and change the location in the Save In box.
To save your document with the same file name:
1. Select File; Save in the Menu Toolbar or click the
Standard Toolbar.
button in the
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2. Press the To button to display a list of users that can receive your document.
At lower left, click on the box to view users in my group only.
3. Select a user or users from the left-hand side of the box and press Add.
The user or users you have chosen will be shown on the right hand side of the box in
the Document Recipients area.
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The user or users you selected are shown in the Send to box.
5. The document that is active is automatically listed in the Document(s) to Send box.
6. Press the OK button to send or skip to the next step to send additional documents.
7. If you want to send more documents to these recipients, press the Browse button.
You are presented with the Select the File to Send window.
8. Select a document and press the Add button or double-click on the document name.
The document is added to the Document(s) to Send box.
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Closing Documents
1. Select File, Close from the Menu Toolbar.
You will be prompted to save the report if you have not already done so.
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Exercise 1
Exercise 2
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Modifying Reports
Moving Blocks
BusinessObjects allows you to have more than one block of data within a report page.
Example a report with a table block that returns the data from the query and a chart block
that turns the data from the table into a pie chart. These blocks can be positioned anywhere
on the report page by dragging and dropping them to the location you desire.
1. Click anywhere inside the block to display the block border.
Block
Border
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Moving Columns
You can change the order of the columns in your table by dragging and dropping them to
their desired location.
1. Select Student Count anywhere within the column with your left mouse button.
2. Hold down your left-mouse button and drag the Student Count column to the
position in the table you would like it.
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The header is highlighted and the cursor blinks to indicate that you are in edit mode.
2. Enter the column title No. of Students.
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|| .
Adjusts
column width
2. Press and hold down with the left mouse key and drag the border to the required
width.
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Automatic Method
You can automatically change the width of a column as follows:
1. Position the mouse pointer on the border between the column you want to modify and
the column to the right of it.
The pointer changes to a
|| .
2. Double-click the left mouse key and the column will change automatically.
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2. Press and hold down the left mouse key and drag the border to the required height.
Note: The height of all the rows in the table has changed, but not
the height of the table header row.
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3. Position the mouse on the bottom border of the table header row.
4. Drag the header border to the required height.
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Automatic Method
To change the height of a row automatically:
1. Position the mouse pointer on the border between the row you want to resize and the
row below it.
2. When the pointer changes to a
resize automatically.
, double click the left mouse key and the rows will
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AutoFit
The AutoFit feature allows you to specify the exact width & height of your columns and
rows.
1. Select the Student Count column to resize.
2. Select Format, Cell Height & Width from the Menu Toolbar.
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3. Enter a value for the column width and for the row height, or click on AutoFit button.
Exercise 3
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Applying Calculations
Calculations can be created with very little effort using BusinessObjects.
To view the available functions:
1. Place the mouse pointer over the column that requires a calculation.
2. Press the right mouse button.
A speedmenu is displayed.
3. Move the mouse pointer over Calculations in the speedmenu, to show the available
calculation functions.
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2. Click on the
An overall total for the column you selected has been added to the bottom of the
column. If necessary, scroll down to the bottom of the table to see the sum.
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2. Click on the
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2. Click on the
Another row is added to the bottom of the table showing the number of items in the
column.
The Count All function returns a count for all the rows in a column, including
duplicates and empty rows.
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A row is added to the bottom of the table showing the average of the values in the
column.
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A row is added to the bottom of the table showing the minimum value in the column.
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A row is added to the bottom of the table showing the maximum value in the column.
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Removing Calculations
You can remove calculations by selecting them in the Calculations option of the
speedmenu or by clicking on the icons in the Report Toolbar.
1. Right click on the data in the column from which you wish to remove the calculation.
The speedmenu appears.
2. Select Calculations and the function you wish to have removed.
OR
1. Left click on the data in the column from which you wish to remove the calculation.
2. Left click on the button in the Report Toolbar for the function you want to remove.
Exercise 4
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Sorting Data
BusinessObjects provides the standard sort options with the additional capability of
designing your own sort order.
These three sort types and their associated icons are:
Ascending Sort
Descending Sort
Custom sort
These icons can be found in the speedmenu by selecting Insert Sorts and choosing the
sort order you desire.
OR
The same icons can be found in the Report Toolbar by selecting the
the
Insert Sort icon to display your sort options.
arrow button of
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Applying Sorts
Ascending Sort
1. Left click on the data in the Program Code Desc column.
2. Press the right mouse button and select Insert Sorts, Ascending.
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Descending Sort
1. Remove ascending sort from Program Code Desc.
Left click on the data in the Placement Code Desc column.
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2. Press the right mouse button and select Insert Sorts, Descending.
Custom Sort
1. Left click on the data in Program Area, the column to be sorted.
2. Press the right mouse button and select Insert Sorts, Custom
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The Custom Sort window appears and shows the values available for the column you
selected. You can move the values up or down to create your own custom sort order.
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Removing Sorts
You can remove sorts by selecting them in the Insert Sorts option of the speedmenu or by
clicking on the icons in the Report Toolbar.
1. Right click on the data in the column from which you wish to remove the sort.
The speedmenu appears.
2. Select Insert Sorts and the sort you wish to have removed.
OR
1. Left click on the data in the column from which you wish to remove the sort.
2. Left click on the button in the Report Toolbar for the sort option you wish to have
removed.
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Removing Sorts
1. Click on Placement Code Desc report block.
Select Format, Sorts from the Menu Toolbar.
Select Program Code Desc.
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Filtering Data
A filter is used to limit the data you return to your report to a particular value or values. By
applying a filter you eliminate the data thats not useful to your analysis but you havent
removed the data from the query itself. It remains in the data provider and can be added
back to the report by simply removing the filter.
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The Filters On box provides the ability to filter globally (for the whole report) or by
report block. The blocks are shown as folders.
3. Click on Table 1, the folder you would like to apply a filter too.
4. Click Add.
The Variable(s) to Filter box is opened.
5. Select NRS Level Desc, the variable (object) you would like to filter, and press OK.
You are returned to the Filters box. The variable you chose is highlighted in the left
windowpane of the box.
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6. Click ASE High, the value in the right windowpane by which you would like to filter.
You may select more than one value by holding down the CTRL key as you select
each value.
7. Press OK to return your filtered report.
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3. Click on Table 1, the folder you would like to apply a filter too.
4. Press the Add button.
The Variable(s) to Filter box is opened.
5. Select Contact Hours, the variable (object) you would like to filter and press OK.
6. You are returned to the Filters box. The variable you have chosen is highlighted in
the left windowpane of the box.
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Removing a Filter
1. Click anywhere in the report block from which you want to remove the filter.
2. Select Format, Filters from the Menu Toolbar.
The Filters window is displayed.
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Exercise 5
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Simple Queries
The first step in creating a query requires picking a block style in which to present your data.
After you have chosen your block style then you can begin to develop your query to return
the data that you require. This section will guide you through selecting your block, creating
a query, editing the query and finally applying conditions to your query.
Block Style
BusinessObjects has several different block styles that can be used to format data in
reports:
Tables
Charts
Cross-tabs
Financial Tables
Tables
The tabular style is the BusinessObjects default. Tables display data in columns.
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Cross-tabs
A cross-tab is a form of table that displays data, usually numeric, at the intersection of
the rows and columns. The following example displays Curriculum Calculated FTE. The
row headings describe the data contained in the Program Area Code. The column
headings describe data contained in the Degree Code.
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Pie Chart
Column Chart
Line Chart
Financial Tables
A financial table is similar to a standard table except that the headings are along the
vertical axis as opposed to the horizontal axis. We will not cover Financial Tables in this
course.
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Classes
Objects are grouped in folders that have names that reflect logical collections of information.
These folders are called classes. For example, in the Literacy Universe, one class is
Student Information. A class can be further divided into subclasses. A subclass of the
Student Information class is Startup Parameters.
Universes
A universe contains all the classes, which hold all the objects that pertain to different
operations within the North Carolina Community Colleges System. Following are some
kinds of universes in the NCCCS BusinessObjects configuration:
Course/FTE
Curriculum Student
Con Ed Student
Staff
Literacy
Curriculum Student II
For example, the data that a Continuing Education Registration Manager and a Curriculum
Registration Manager require differ substantially, so they would have separate universes,
which they use to retrieve their own data.
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You will also note that a help description displays at the bottom of the Query Panel for each
object as you click on them.
Result Objects
You create a query by placing objects from the Classes and Objects panel into the Results
Objects box.
Adding and Removing Objects
There are several methods you can use to move objects in and out of the Result Objects
box.
Adding an object:
Drag and drop the object anywhere in the Result Objects box.
Double click on the object
Deleting an object:
Drag and drop it back into the Classes and Objects box.
Right click on the object and
select remove on your
speedmenu.
Left click on the object and
press the Delete key on your keyboard.
You would then send your query to the data warehouse by pressing the
button.
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Documents3
A BusinessObjects document contains:
The data returned by the query and held in the data provider.
Blocks, such as tables, cross-tabs and charts, contain data from the data provider.
Reports are the end result of your work with BusinessObjects. Reports contain blocks of
data that you can manipulate and modify to satisfy your analysis and reporting
requirements.
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Building a Query
So far, you have manipulated data in existing tables. Now you will create a query using the
table presentation style.
1. Create a new blank document by selecting the
Toolbar.
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5. Select Literacy Training Universe, the universe that you would like to access.
6. Click the Finish button.
You are now presented with the Query Panel. This is the area where you will
construct your query.
7. Add the objects you want in your query.
Student Information class
Startup Parameters subclass
Select the following objects:
NRS Level Desc
Initial Lit Program Code
Student Reporting Measures subclass
Student Count
Contact Hours
Your query panel should look similar to the following:
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Now youre ready to run the query but first we need to check to see if we have created a
very large query. If the query is too large, the processing speed can be extremely slow.
BusinessObjects provides a mechanism to return 100 records from the data warehouse so
that you can review the results to see if this is indeed the query that you desire.
8. Click the View button at the bottom of the Query Panel.
The Data Manager window is presented.
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The Results tab shows the subset of data for your review. If the data returned is
what you expected, then run your query. If it is not what you expected, press the
Cancel button to be returned to the query panel so that you can modify your query.
9. Click OK to run the query.
BusinessObjects processes your query and returns the results to a table block.
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Editing a Query
When a query is edited the data returned to the data provider is changed. If you delete an
object from a query, the data returned by that object is no longer requested of the data
warehouse.
A query is created in the Query Panel and the editing of a query is done here as well.
1. Select Data; Edit Data Provider from the Menu Toolbar
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2. Edit the query by adding or deleting objects in the Result Objects box. You may add
objects by dragging & dropping them or by double clicking them. To delete objects
you can drag and drop the object back to the Classes & Objects box or click on the
object in the Result Objects box and pressing the Delete key on your keyboard.
Editing a Table Block
Editing a query differs from editing the report block. If you remove a column from a table
block, it will be removed from your report but not from your query. As long as it remains in
your query you will be able to add it back in to your report by dragging and dropping from
the Report Manager window.
1. Select Contact Hours.
2. Click your right mouse button and choose Delete from your speedmenu.
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Notice that the object that you deleted from your table is still listed in the Variables
folder of the Report Manager panel.
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5. Release your left mouse button and the object will be added.
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Exercise 6A
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Operator Operand
Condition Types
There are five types of conditions that you can create:
Single condition - Single value
Single condition - Multiple value
Prompted condition
Multiple condition
Predefined condition
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Please note that the condition statement now includes the Equal to operator.
You may select your operand in one of two ways:
By double clicking on Type a new constant and entering in the value ESL in the
condition statement.
By double-clicking on Show list of values and selecting the desired value from
the List of Values dialog box.
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The table now returns Student Count & Contact Hours for Initial Placement ESL.
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2. Drag and drop the Initial Lit Program Code object from the Classes and Objects
windowpane to the Conditions windowpane.
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The condition statement now requires you to select an operator. You will notice that
your Classes and Objects windowpane has now become an Operators
windowpane. A list of all the available operators is displayed in this area.
3. Double click on the Equal to operator.
Please note that the condition statement now includes the Equal to operator. Also,
the Operators windowpane has now become the Operands windowpane.
4. Double click on the Type a new prompt operand.
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5. Type in Enter the Initial Program Code to Report: and press Enter.
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A prompt box is returned that is requesting a Initial Lit Program Code be entered or
selected from the list of values by pressing on the Values box.
7. Select ABE as the Initial Lit Program Code by pressing the Values button and
pressing the OK button.
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Relational Operators4
Relational operators are used in condition statements to determine the kind of comparison
that will be made between two values or group of values. Relational operators are most
commonly used with numeric data and dates.
BusinessObjects lists relational operators by their function rather than their symbol as
follows:
Symbol
BusinessObjects function
Equal to
<>
Not equal to
>
Greater than
>=
<
<=
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2. Drag and drop Total Contact Hours to the Conditions windowpane from the
Progress subclass.
3. Select the Greater than or Equal to operator from the Operators windowpane.
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4. Double click on the Type a new constant operand in the Operands windowpane.
5. Type 12 in the text box and press the Enter key on your keyboard.
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3. Select the Greater than or Equal to operator from the Operators windowpane.
4. Double click on the Type a new constant operand in the Operands windowpane.
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5. Type in 12 in the text box and press the Enter key on your keyboard.
6. Drag and drop the NRS Level Desc into the Conditions windowpane.
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Note that BusinessObjects places an AND between the two conditions by default.
If the relationship between your conditions require an OR, double-click on
in
the Conditions pane and it will change to an OR.
7. Select the Matches Pattern operator from the Operators windowpane.
8. Double click on the Type a new constant operand in the Operands windowpane.
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9. Type in the pattern ABE% in the text box and press the Enter key on your keyboard.
Exercise 7
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