Desktop Intelligence XI R2

Date: Presenter:

Business Objects Architecture

Internet Explorer

WebIntelligence On a Web Server

Application Database

Desktop Intelligence

Repository

Universe

Internet Explorer

CMC

Designer

DSN# 1 DSN# 2 Data Flow

How The Course is Organized

1. Introduction to Desktop Intelligence 2. Getting Started with Desktop Intelligence 3. Manipulating Data using Simple Calculations, Sorts and Filters 4. Simple Drilling 5. Using Different Presentation Styles to View Data 6. Simple Queries 7. Sharing Reports with Colleagues 8. End of Course Challenge

How The Course Will Be Delivered

Discussions & Presentation Hands-on workshops Lots of questions please !!

End User Decision Support Tools

Desktop Intelligence (Business Objects) Live Office (BusinessQuery) - using Excel for queries BusinessMiner - find trends and what if analysis WebIntelligence - BusinessObjects on the web

You and Courses

Introduction to Reporting
Understand Desktop Intelligence concepts and terminology Run Desktop Intelligence Refresh predefined reports Use tables, crosstabs, and charts to view data in different ways View data more easily using filters and sorts Build and run basic queries

Introduction to Reporting

WebIntelligence

Business Miner

Report Creation & Analysis

Enterprise Reporting

You and Courses Report Creation & Analysis Presentation Styles

Restricting Data Drill Techniques Slice and Dice Variables Grouping Data Report Manager

Introduction to Reporting

WebIntelligence

Business Miner

Report Creation & Analysis

Enterprise Reporting

You and Courses Enterprise Reporting

Data Synchronisation Working With Data Providers Running Calculations Creating Templates & Styles Outlining &Folding Reports Advance Report Building

Introduction to Reporting

WebIntelligence

Business Miner

Report Creation & Analysis

Enterprise Reporting

You and Courses

Web Intelligence
Introduction Viewing Reports Running Queries

Introduction to Reporting

WebIntelligence

Business Miner

Report Formatting
Conditions Functions

Report Creation & Analysis

Presentation Styles
Drilling

Enterprise Reporting

Starting Desktop Intelligence

2-tier Desktop Intelligence A 2-tier Desktop Intelligence deployment has a specific client server configuration where the program files to run the report engine are on the same machine. 3-tier Desktop Intelligence

Desktop Intelligence 3-tier mode, is the lighter version of the Desktop Intelligence in 2-tier mode. It has specific configuration where a light client version of the Desktop Intelligence report engine connect to the web server for all the middleware used for data connections. Users can access 3-tier mode via Infoview or from the start menu if they have a connection to Business Objects server.

Basic Differences

Action Format a table with custom formats Apply a templates Create complex calculations Create user objects and variables Use VBA macros and Add-ins Access data using free-hand SQL Add a different data provider Use XML data Send a document to users via email

2-tier Deployment Yes Yes Yes Yes Yes Yes Yes Yes Yes

3-tier Deployment Yes Yes Yes Yes No No No Yes Yes

Logging in to Desktop Intelligence Desktop Intelligence XI Release 2 Desktop Intelligence

1. Enter your system name in the System box 2. Enter your username and password 3. Choose your authentication mode in the Authentication list 4. Click OK

Getting Help
For general help:

Getting Help
To read the Desktop Intelligence Users Guide:

Getting Help
For a quick guided tour of BusinessObjects:

Opening a Document
To open a document held in a local or shared folder:

Click the Open button in the Report Toolbar.

demo2.rep

Parts of the Document Window

The Data Manager Click the Data Manager button to hide the Data Manager panel. Data in a Table Block More reports, accessed by clicking a Report tab

The Status Bar

Blocks
Data is displayed in Blocks:

Table Block

Financial Block

Chart Block

Crosstab Block

Refreshing a Report
The last time the data was refreshed is shown in the Status Bar:

To refresh the data:

When the data is refreshed, the new date is shown in the Status Bar

Click the Refresh Data button in the Standard Toolbar.

Resizing a Column
You can use drag and drop to resize a table column:

Move the mouse pointer over the table column border.

Drag and drop the border.

Resizing Rows
You can use drag and drop to resize table rows:

Move the mouse pointer over the table row border.

Drag and drop the border.

The rows are resized, but not the heading row.

Resizing the Heading Row

You can use drag and drop to resize the heading row:

Move the mouse pointer over the table headings border.

Drag and drop the border.

Specifying Row and Column Size

You can specify the size of columns and rows by using the AutoFit feature:

Specify the width Specify the height

Dragging and Dropping Columns

You can move columns by dragging and dropping them:

Select the column you want to move.

Drag and drop the column.

Changing Column Titles

You can change the titles of columns:

Double click on the title you want to change.

Store

Type the new title.

Press the Enter key.

Applying Calculations to Columns

BusinessObjects provides many automatic calculation functions:

Move the mouse pointer over a column in a table. Click on right mouse button.

Adding a Sum
You can sum data in a column automatically:

Click on the Measure column you want to sum.

Click the Insert Sum button in the Report Toolbar.

Adding a Percentage
You can add percentage data to a column automatically:

Click on the Measure column you want to add percentages to.

Click the Show as Percentage button in the Report Toolbar.

Counting Rows of Data

Desktop Intelligence provide two functions for counting rows of data:
Count - counts distinct values only Count All - counts all rows in a column, including duplicates and empty rows

Counting Distinct Rows of Data

Use the Count function to count distinct rows:

Click on the column you want to apply the Count to.

Click the Insert Count button in the Report Toolbar. Unique rows

Counting All Rows of Data

Use the Count All function to count all rows:

Right click on the column you want to apply the Count All function to. Choose Count All.

All rows

Sorting Data
BusinessObjects lets you sort the data in columns automatically. There are 3 types of sort:
Sort in ascending order - A to Z, 1 to 9, dates past to present Sort in descending order - Z to A, 9 to 1, dates present to past Custom sort - you can sort on multiple columns, select special month and day sorts or design your own

Applying a Sort
The sort options are shown in the Report Toolbar:

Click on the column you want to sort.

Click the Insert Sort button in the Report Toolbar.

Click the appropriate sort button.

Applying a Custom Sort

Filtering Data
BusinessObjects lets you view only the data you want to see.

Click on the column you want to filter. Click the Insert Filter button in the Report Toolbar.

Review
Resizing columns and rows Moving columns Changing table column titles Moving tables Moving report titles Applying calculations Applying sorts Applying filters

Simple Drilling

Drilling on Data
BusinessObjects allows you to drill to different levels within your data.

Using Drill Mode

Click on the Drill button in the Standard Toolbar.

BusinessObjects creates a duplicate report for drilling.

Drilling Down

Move the mouse pointer over the data you want to drill down on.

Double click the left mouse button.

Drilling Across Data

The Drilling Toolbar Click on the dropdown box.

Choose the data you want to drill across to.

Drilling Up Data

Move the mouse pointer over the data you want to drill up on.

Double click the left mouse button.

Review
Switching on drill mode Drilling down Drilling across data Drilling up

Using Different Presentation Styles to View Data

Presentation Styles
BusinessObjects has different block types that you can use to format data in your report:

Table Block

Chart Block

Financial Table

Crosstab Block

Tables
A table is the default style for presenting data. All the reports you have used so far in this course have been in this format.

Financial Tables
A financial table is very like an ordinary table except that the headings run vertically rather than horizontally.

Horizontal data Vertical data

Crosstabs
A crosstab looks like a spreadsheet with data in cells.

Table

Crosstab

Row and column headings describe the content of the cells

Charts
You can also present data in a chart BusinessObjects provides many types of chart:
Area Column Line Pie XY (Scatter) 3-D Area 3-D Column 3-D Line 3-D Pie

Creating Tables

In a report, click the Insert Table button in the Report Toolbar.

Click where you want the top left hand corner of the block to appear.

Select variables

Creating a Financial Table

Select an existing table.

Click the Rotate Table button in the Report Toolbar.

Creating Crosstabs

There are 2 ways to create a crosstab: Turn an existing table into a crosstab From scratch, using the Crosstab Wizard

Creating a Crosstab from a Table

Select the column of data you want to move.

Drag and drop the data to the top right corner.

Tip: If you drop in the wrong place, you wont get a crosstab. Dont worry just click the Undo button and try again.

Creating a Crosstab using the Wizard

Click the Insert Crosstab button in the Report Toolbar.

Click where you want the top left hand corner of the block to appear. Select variables

Creating Charts

There are 2 ways to create a chart: Turn an existing table or crosstab into a chart From scratch, using the Chart Wizard

Creating a Chart from a Crosstab

Select the crosstab.

Click the Chart Type button in the Report Toolbar.

Creating a Chart using the Chart Wizard

Click the Insert Chart button in the Report Toolbar.

Drag out an rectangle representing the size of your chart in the report area.
Select variables Select the chart type

Review
BusinessObjects has different block types that you can use to format data in your report: Tables, Financial Tables, Crosstabs, Charts You create tables using the Table Wizard You create financial tables by using the Rotate button You create crosstabs by dragging and dropping or the Crosstab Wizard You create charts from tables or the Chart Wizard

Simple Queries

Business Objects
Desktop Intelligence specializes in the provision of decision support systems (DSS)

Query
Databases

Analyze
Users

Local Files

Results

Direct access to data Short learning curve Secure data User-friendly interface

Report

Classes, Objects, and Universes

You get information by using everyday business language:
An Object is anything you want to see in a report

Class Universe Object

Objects
There are three types of Object in a Universe:

a Dimension

a Detail

a Measure

can be combined with a...

to gain more information on an entity.

to analyze summary information.

The Course Universe

eFashion

Building and Running a Query

Query Process

CLIENT
User

SERVER

BusinessObjects Query

Data Provider

Results Database (Data Source)

Report

Documents
A Document is composed of three main parts:

Data Provider

Blocks, providing views of the Data Provider Report Pages

Data and Network Protection

Desktop Intelligence protects users by protecting both:

The data in the database

The network The Observer

User Writes Query that returns 5000000 Rows!!! Market Crashes

Sharing Reports with Colleagues

Sharing Reports
You can share your reports with colleagues by sending them to users, or by publishing them in the repository. When you send reports:
They go to named users and do not remain on the repository once all the recipients have retrieved them. This is ideal for communicating information to individual people rather than to groups of users.

When you publish reports:

They remain on the repository until the BusinessObjects supervisor removes them. This is ideal for communicating information across an organization or enterprise.

Sending a Report

Sending a Report continued...

Group User

Sending a Report continued...

Efashion.rep

Publishing a Report

Efashion.rep

Retrieving Documents

You can retrieve documents:

that have been sent to you that have been published on the repository, for your group

Retrieving Documents Sent to You

Retrieving Published Documents

Review
Sharing reports with colleagues Sending documents Publishing documents Retrieving documents sent to you Retrieving published documents

Report Creation and Analysis

What You Will Be Able To Do

Display the results of a simple query in a specified presentation style Create reports that allow for the restriction of data

Use the Slice And Dice panel

Create single, multiple, and extended scopes of analysis Enhance the level of information presented in a report Use the Report Manager

Understanding Conditions
You can restrict a query so that it returns data related to a subset of values for an object rather than all values. Lets examine the condition:
Store Equal to e-Fashion Austin Magnolia.

Understanding Conditions (continued)

A condition has three elements. These are (for example): Store
Equal to

e-Fashion Austin Magnolia

object

Condition

operator operand

These three elements are defined as follows:

Object : Operator : Operand : a field or column of data specification of the relationship between the the object value to be searched for object and the operand

Types of Conditions

There are four types of conditions that you can use in BusinessObjects:
Single- and multi-value conditions Prompted condition Multiple condition Predefined condition

Applying Single-Value Conditions

With a single-value condition, you limit data returned from a single result object. For example, you need to produce a report showing Sales revenue for all stores in 1999.

Applying Single-Value Conditions (cont.)

Applying Single-Value Conditions (cont.)

Applying Single-Value Conditions (cont.)

Applying Multi-Value Conditions

In the previous example, you could only select one value (a single year) for the condition. What about using several values? For example, you need to produce a report showing Sales revenue for the states California, Florida, and Texas. To select multiple values, the procedure is much the same as before, except you use a different operator.

Applying Multi-Value Conditions (cont.)

Applying Multi-Value Conditions (cont.)

Applying Prompted Conditions

When you use a prompted query condition, BusinessObjects asks you to choose which data to retrieve before running the query. For example, you need to produce a report showing Sales revenue for all stores based on a year that the user specifies when running the query.

Applying Prompted Conditions (continued)

Which year?

2000

Type the question: Which year? Then press Enter or click outside Type the year: 2000 this box. Then press Enter or click OK.

Applying Prompted Conditions (continued)

Understanding Wildcards in Conditions

Sometimes you may want to search for partial values. You can search for any single character or any number of characters. In BusinessObjects, you use the following wildcards:
_ = any single character % = any number of characters (including none)

For example, you need to display the Sales revenue for all product categories beginning with the letter B.

Understanding Wildcards in Conditions

B%

Type the pattern: B% Then press Enter or click outside the box.

Using Relational Operators in Conditions

Relational operators determine the type of comparison to be made between two values in conditional expressions or between a value and a set of values. Relational operators are usually expressed as symbols. However, in BusinessObjects they are represented as follows.

Symbol = <> >

BusinessObjects Equivalent Equal to Not equal to Greater than

>=
< <=

Greater than or equal to

Less than Less than or equal to

Using Relational Operators (continued)

Relational operators are mostly used with numeric data and often with dates. For example, create a query that displays a product category when its Sales revenue is over 1,000,000.

Using Relational Operators (continued)

Drag and drop to delete

1000000

Type the number: 1000000 Then press Enter or click outside the box.

Using Relational Operators (continued)

Logical Operators for Multiple Conditions

You may sometimes need to apply more than one condition (to produce a report that focuses more precisely on certain data). When you specify more than one condition in a query, the relationship between the conditions must use either the AND or the OR operator. These are logical operators.
AND means that both conditions must be met. OR means that either one of the conditions must be met.

The following Venn diagram illustrates these points.

Logical Operators (continued)

For example, you need to produce a report showing that the store e-Fashion Montreal 42nd sold Accessories.

Logically: A AND B

All Database Rows

Circle A:
All rows that meet the condition

Circle B:

All rows that meet the condition

Store = e-Fashion Montreal 42nd

(Product) Lines = Accessories

Area C: Rows that

meet conditions of both A as well as B. Logically: A OR B

Logical Operators (continued)

Logical Operators (continued)

Display a table showing all the Product Lines that e-Fashion Montreal 42nd sells as well as all stores that sell Accessories. Tip: This requires you to use the OR operator.

Logical Operators (continued)

Double click the AND operator to change it into an OR operator.

Logical Operators (continued)

When you specify three or more conditions in a query, the structure of the logical operators assumes a processing priority. You must organize your conditions in the appropriate priority for the result you need. For example, view the Sales revenue for Trousers and City Trousers from the store eFashion Montreal 42nd.

Logical Operators (continued)

Right click the second AND operator to display the speedmenu, then shift it right. Double click the AND operator to change it into an OR operator.

Logical Operators (continued)

You need to change the query to show the Sales revenue for all stores that sell Trousers, as well as the revenue for City Trousers only from e-Fashion Montreal 42nd.

Double click to change it to OR.

Right click, then shift it left. Right click, then shift it right.

Logical Operators (continued)

Using Condition Objects

Predefined conditions use condition objects.

You can apply one or more predefined conditions when you build a query.
For example, display the Sales revenue by Categories for each store and use a condition object to restrict the results to T-Shirts only.

Using Condition Objects

Using Condition Objects (continued)

Using Condition Objects (continued)

You can keep track of the data you have retrieved by displaying or printing the contents of your prompt along with the report. This is especially useful in reports that have no column to display the contents of the prompt (unlike this table that displays T-Shirts).

Review
During this module, you developed skills in building more powerful queries. These queries let you create more focused reports. You learned how to restrict data using:
Single- and multi-value conditions

Prompted conditions
Wildcards in conditions Relational operators in conditions Multiple conditions with logical operators Predefined condition objects

Slice and Dice

Exploring the Slice and Dice Panel

The Slice and Dice Panel is a pop-up window that provides a graphical representation of the structure of the report you are working on.
Slice-and-dice panel enables you to switch the position of data in a report.

Work with master/detail reports Display and remove data Rename and reset and delete blocks Turn tables and crosstabs into charts and vice versa Apply, edit and delete breaks, filters, sorts, ranking and calculations

Exploring the Slice and Dice Panel (cont.)

a. Show/hide the available variable box b. Apply breaks, filters, sorts, ranking and calculations c. Report variables d. View all variables, dimensions only, measures only, or all variables by data provider e. Show masters in master/detail reports. f. Show the variables in the active table, chart or crosstab. g. Show the name and type of each block

Understanding Aggregations

Aggregation is a process that adjusts and displays measurable quantities at various requested levels. Only objects that measure quantities can be aggregated. For instance, examine the sales revenue for each store on a quarterly basis, then on a yearly basis (without the benefit of drilling).

Applying Aggregations

Applying Aggregations (cont.)

Drag and drop

Viewing Data In Different Presentation Styles

With slice and dice you can change the block style in which you view the data. By dragging and dropping icons in the Block Structure box of the Slice and Dice Panel, you can convert between the block types:
Tables Charts Crosstabs Financial blocks

Converting to a Crosstab

Where you have at least two dimensions and a single measure object in a block, it is often easier to analyze the data in a crosstab. For example, you have a table and need to view it in a crosstab so that you can better compare sales revenue between stores and years.

Converting to a Crosstab (cont.)

Note: To convert back to a table, drag Year back down to where it was.

Converting to a Chart

When you want a chart, you need at least one dimension and a single measure object in a block. Pie charts work better when there are only a handful of dimensions, whereas bar charts can represent more dimensions more effectively. For example, you have a table and need to view it in a chart presentation to visually compare revenue between years.

Converting to a Chart (cont.)

Right click the tab.

Converting to a Chart (cont.)

Converting to a Chart (cont.)

Applying Functions

The Slice and Dice Panel Toolbar makes some of the core features of Desktop Intelligence easy to access.

Insert Calculation

Apply Ranking Apply Sort Apply Filter Apply Break

Sorting Data

With slice and dice you can re-sort the rows of your data block. The sort function can order rows alphabetically or numerically and can be ascending or descending. For example, to view the stores having the lowest and highest sales revenues, you need to sort the rows by revenue.

Sorting Data (continued)

Sorting Data (continued)

To sort in descending order, double click the icon.

Filtering Data

Sometimes you may want to view only the data you need and hide the data you do not want to view. For example, you need to focus only on store revenue for 1999.

Filtering Data (continued)

Applying Calculations to Data

You can insert calculated values into your report block. For example, find the total revenue for the period 1999-2001. You also need to know how many stores have reported revenue and how many rows of data are in the report.

Applying Calculations to Data (continued)

Applying Calculations to Data (continued)

Applying Calculations to Data (continued)

Applying Calculations to Data (continued)

To insert a calculation on a crosstab:

Double click the button.

Applying Calculations to Data (continued)

Applying Breaks to Data

With slice and dice you can break your report block into logical parts; or in other words, according to selected data and values. This function also gives you the important feature of displaying subtotals. For example, show 1999 revenue subtotals for each region in a table.

Applying Breaks to Data (continued)

Select 1999.

Applying Breaks to Data (continued)

Ranking Data (continued)

You may only want to show the extreme ranges of the data (the largest numbers and the smallest numbers in a report). Like filtering, it hides the data you do not want to display. You can rank data contained in tables, crosstabs or master cells in master/detail reports.

For example, you need to display a report showing the three stores with the highest sales revenue.

Ranking Data (continued)

Ranking Data (continued)

You need to total the revenue figures for the top three stores of each year.

Creating a Sectioned Report

This report is similar to the one you just made by breaking a table, but it effects the entire report rather than the way the break function effected only a data block. For example, compare sales revenue figures for each store and every year in separate sections of your table.

Creating a Sectioned Report

Review During this module, you learned how to use the main features of the Slice and Dice Panel. These features included:
Aggregating values Converting blocks to different formats Tables Crosstabs

Charts
Master/detail (sectioned)

Applying the following functions to data blocks

Sorts Filters Calculations Breaks Ranking

Drilling

Understanding Drill Concepts

Drill mode lets you break down data and view it from different angles and at different levels of detail to discover the driving factors behind a good or bad business result.
The following concepts help you understand drilling:
Hierarchies
Drill Mode Scope of Analysis

Hierarchies
Objects in a Desktop Intelligence universe are grouped in folders and organized in a specific (hierarchical) order. The eFashion universe uses the following hierarchies:
Store (Region, State, City, Store name) Time Period (Year, Quarter, Month, Week) Products (Lines, Category, SKU desc, Color, Unit Price MSRP)

The following diagram shows how the Store hierarchy is structured.

Hierarchies (continued)

West

California

Colorado

LA

San Francisco Colorado Springs

Denver

e-Fash. LA

Drill Mode

Drill hierarchies only contain dimension objects. In drill mode, you drill on dimension objects, for example from Year to Quarter to Month. At each level, measures such as Sales Revenue are aggregated. You can only drill on dimension objects, not measures (such as revenue) or details (such as a stores postal code).

Scope of Analysis
The scope of analysis follows the hierarchical structure as shown in this dialog box.
Before you can analyze data in drill mode, you must set up the scope of analysis.

Analysis in this context means data at different levels of detail.

Using Default Hierarchies

Each class within a universe with its associated dimensions provides the default hierarchies that you use for drilling. Before you can drill on a hierarchy, you must first set the scope of analysis.

Setting the Scope of Analysis

When you define a default scope of analysis, you use objects from the same hierarchy.

For example, analyze Sales revenue figures geographically.

Setting the Scope of Analysis (continued)

Setting the Scope of Analysis (continued)

Double click to drill down.

Drilling Through a Default Hierarchy

When you are drilling on a hierarchy, you may need to drill further than the scope of analysis allows. Rather than resetting the scope of analysis back in the Query Panel, you can use a short cut that lets you add more drillable dimensions. This process of appending more dimensions on-the-fly is called Drilling Through.

For instance, drill through your current table to view Store names.

Drilling Through a Default Hierarchy (cont.)

Drilling on a Chart

It is just as easy to drill on a chart as on a table.

For example, you have a chart showing Sales revenue by Region, and you need to drill on it to view more detail.

Drilling on a Chart (continued) Right click to display speedmenu.

Drilling on a Chart (continued)

Drilling on Multiple Hierarchies

If a single hierarchy does not fit your analysis requirements, then you can create a report where you can drill down on several dimensions from different hierarchies.
You can also drill on multiple hierarchies within a crosstab or chart. For example, analyze your data for several dimensions that are only found in different hierarchies.

Drilling on Multiple Hierarchies

Drilling on Multiple Hierarchies (continued)

Note: When you drill on multiple hierarchies you can drill down through your data in any order you like. However, when drilling back up, be sure to drill the same way you drilled down. To help with this, right click and use the drill speedmenu to see where to go next.

Using Predefined Custom Hierarchies

Predefined custom hierarchies are hierarchies that the universe designer sets up. These hierarchies bring together objects from different classes, which allow more specialized analysis.

Setting the Scope of Analysis

It is just as easy to set the scope of analysis for predefined custom hierarchies as it is for default hierarchies. For example, analyze your Sales revenue figures by Year, Quarter, and State.

Setting the Scope of Analysis (continued)

Extending the Scope of Analysis

You learned how to bring in more data from the database by editing the scope of analysis. Extending the scope of analysis is similar, but you add several dimensions at once.

For example, extend your analysis by drilling on City and Store name, which are not available in your current scope of analysis.

Extending the Scope of Analysis (continued)

Printing Drill Information

You can print the object values that you have drilled on in your reports. For example, print the high-level information along with a low-level drill result.

Printing Drill Information (continued)

Printing Drill Information (continued)

User-defined Custom Hierarchies

Sometimes the default order of existing hierarchies is not right for your analysis or you need to drill on a hierarchy that has objects from different classes. User-defined hierarchies let you create your own hierarchies using any dimensions available in the document.

User-defined Custom Hierarchies (cont.)

You can edit a user-defined hierarchy by:

changing the order of the dimensions it contains,

adding dimensions to it, removing dimensions from it, renaming it, or deleting it. For example, analyze revenue figures by Region, State, and Year.

User-defined Custom Hierarchies (cont.)

User-defined Custom Hierarchies (cont.) Double click, then type name of hierarchy here: Time/Location(Custom)

Time/Location(Custom)

User-defined Custom Hierarchies (cont.)

Saving a View With Snapshot

This feature copies the current report and displays the copy in a new tab inside the document. This lets you keep track of your analysis steps (from drilling).

Saving a View With Snapshot (continued)

This is your snapshot, notice the icon.

Review
During this module, you learned how to expand the drill capability and concepts of drilling, hierarchies, and scope of analysis. The hierarchies you can drill on:

Default hierarchies
Predefined custom hierarchies User-defined custom hierarchies The methods to drill through data. The methods and rationale for extending the scope of analysis.

Report Enhancement

Creating Variables
A variable is a formula or calculation that has a name.

Variables are usually displayed in columns alongside corresponding data.

Variables are useful when:
You want to use a formula repeatedly. You want to use the same formula in different blocks and on different report tabs within a document. You want to process data from different databases. You want to use variables for analysis in drill mode.

For example, create a variable in a separate column to calculate the sales tax for each product line.

Creating Variables (continued)

Right click the column to display the speedmenu.

Creating Variables (continued)

Sales Tax

Type the name of your variable: Sales Tax

Creating Variables (continued)

17.5 %

Your new variable.

Type the amount of your value: 17.5

Creating Variables (continued)

Creating Alerters

Use alerters to draw attention to items of data in a block. Alerters can highlight data in two ways:
By changing the format of values By displaying a comment next to certain results

For example, highlight (in large, bold, red letters) Sales Tax amounts over 40,000 for any product line.

Creating Alerters (continued)

Creating Alerters (continued)

Big Tax
40000

Type the name of your alerter: Big Tax

Type the amount: 40000

Creating Alerters (continued)

Be sure to select the Font tab.

Creating Alerters (continued)

Using Text Alerters

You need to display a comment in a column to the right of Sales Tax when it exceeds 40,000 for any product line.

Using Text Alerters (continued) Type the name of this alerter: High Tax

Comment

High Tax

Insert another new column.

Using Text Alerters (continued) Because we started in a blank column, this field is blank.
High Tax

Select the same options as before.

Type the words to insert into the table: High Tax

Using Text Alerters (continued)

If you apply an alerter to a column that already has data, it will replace the data. This feature could be useful, for instance, for hiding names.

Report Manager

Understanding the Report Manager

The Report Manager offers a comprehensive way of creating, opening, navigating, and manipulating reports. From one window, you can manage all the variables in your report, work on the structure and formatting of report components, and use the navigation view to go quickly from section to section or report to report.

Using a New Work Flow

Start new documents from within the Report Manager:

Right click to display speedmenu.

Using New Work Flow (continued)

Create and run this query.

Using Multiple Data Sources

These are a few of the possible relationships between data sources, microcubes, and data blocks.

Source

Local Data Store

Report
Data Blocks 1

eFashion Universe

3 Excel File

4 5

eStaff Universe

Using Multiple Data Sources (continued)

For example, create a report that includes a table showing total revenue per Region and another table showing total employee salary per Region.

Create the first table by standard procedure.

Then create a second table.

Using Multiple Data Sources (continued)

Using Multiple Data Sources (continued)

Using Multiple Data Sources (continued)

You can also use data from non-BusinessObject sources. For example, incorporate data from a separate Excel file

Start off by creating a standard table.

Using Multiple Data Sources (continued)

Using Multiple Data Sources (continued)

Using Multiple Data Sources (continued)

Enterprise Reporting

What You Will Be Able To Do

Test complex queries without the need to run the query. Produce reports that include combined data from multiple sources.

Build and test new queries without retrieving data from the repository.
Include running calculations in your reports. Produce reports that include formatting features that others can utilize. Work more easily with reports that contain a lot of detailed information, using folding and the Outline View.

Objects
There are three types of Object in a Universe:

a Dimension

a Detail

a Measure

can be combined with a...

to gain more information on an entity.

to analyze summary information.

Building a Query
Where do you build queries?

Shows the classes and objects in your selected universe.

Move objects here to specify the query.

Building and Running a Query

How do you build a query?

Query Process
What are the steps in the query process?

CLIENT User

SERVER

BusinessObjects Query Results Database (Data Source) Report

Data Provider

The Query Results

The new block contains data based on your query.

Documents
What are the three main parts of a document?

Data Provider

Blocks, providing views of the Data Provider Report Pages

Presentation Styles
What block types can you use?

Table Block

Chart Block

Financial Table

Crosstab Block

Restricting Data
How can you restrict the data in your queries?

Results After Restricting Data

In this example, only the sales revenue figures for e-Fashion Austin Magnolia are displayed:

Creating a Variable
How would you create a variable for 5% Sales Tax in the table below?

Right click the Sales Tax column. Choose the Variables option. Add the formula: =<Sales revenue> * 5%

Working with Data Providers

Data Provider

A query is a type of Data Provider. The data provider contains the data you have chosen to retrieve from the data source. Using this data set we can build interactive reports.

Types of Data Providers

Universe Personal Data Files Stored Procedures Freehand SQL XML Data Provider VBA Data Provider

Building and Editing a Query

For large reports or for testing:

You can press the Esc key to stop processing. Partial results are shown by a warning triangle in the Status Bar:

Building and Testing New Queries

You can build and test new queries without retrieving data from the repository Benefits:
In the design phase you may not need to retrieve data every time you change a query or its conditions Especially useful if the query retrieves a lot of data and takes a long time to run

Distributing Queries without Returning Data

You can suppress the data retrieval process when you run a query

Click the Edit Data Provider button.

Distributing Queries without Returning Data

You can suppress the data retrieval process when you run a query

Distributing Queries without Returning Data

You can suppress the data retrieval process when you run a query

Distributing Queries without Returning Data

You can suppress the data retrieval process when you run a query

The data is in the data provider, but has been removed from the report. Only the column headings are displayed.

Refreshing Data
When youve finished developing the query, you can populate the table with data to see the final results:

Testing with no data:

Click the Refresh button. Refresh populates the report with data.

Saving Structure But Not Data

After viewing the data, you can still close the document without the data:

Click the Edit Data Provider button.

When development is complete, remember to uncheck the Do Not Retrieve Data box.

Running Calculations

Adding a Cumulative Total

To add a variable to calculate the running total at the end of each row:

Create a column in the table.

=RunningSum(<Sales revenue>) =RunningSum()

Right click in the column and choose the Variables option.

Adding a Cumulative Total

Click OK and then Insert to display the results:

Adding a Break
Breaks are good for highlighting when a variable, such as Store Name, changes:

Click on the data column you want to break. Click on the Break button.

Adding a Calculated Value

You can build your own formulas as well as using calculations supplied by BusinessObjects

Creating Templates and Styles

Creating a Template
To create a template:
Create a report Format the layout and structure of the report Save the report as a template

Creating a Template

Create a report and format the layout and structure.

Creating a Template

Type a name and save the report as a template.

My Template.ret

Applying a Template
When you create a new document, you can apply predefined formatting using a template:

Click on the New Report Wizard button.

Applying a Template

Choose a template.

Applying a Template

Create the query for the report.

Applying a Template
The new report is formatted using a template and populated using data return by your query:

Styles
You can use styles to define the layout of tables, crosstabs, breaks, sections and other report components BusinessObjects provides a set a standard report styles You can modify supplied styles to create your own

Changing the Standard Report Style

Changing the Standard Report Style

Use the tabs to change different parts of the report.

Changing the Standard Report Style

You can change different components in the report.

Applying the Standard Report Style

Your existing report.

Applying the Standard Report Style

Applying the Standard Report Style

The Standard Report Style is applied.

Outlining and Folding Reports

Outlining and Folding

Folding
Allows you to build a summary (folded) report that displays only high level information

Outlining
Views and hides selected levels of information detail in a report

Folding a Report

A typical report with a Break on Region and a Sum on Sales revenue.

Folding a Report

Folding a Report

Folding a Report

The report is folded.

Only Region and total Sales revenue for each region.

Folding a Report

A final summary table, produced by deleting the header row and blank rows and Sum column.

Outlining

You can use Outlining to simplify a complex report.

Outlining

Outlining

Section breaks and break levels are shown.

Buttons to select outline levels.

Click on 2.

Outlining

Level 1 and 2 information is displayed.

Click on 1 to display only Level 1 information.

Outlining

Only Level 1 information is displayed.

Click on an arrow to re-display a sections detail.

Outlining

The section detail is expanded.

Switching Off Outlining

Review
Folding reports Outlining
Switching on Outline mode Selecting levels of detail for display Switching off Outline mode

Advanced Report Building

Changing the Orientation of Data

You can use the Slice and Dice feature to change the orientation of rows and columns

Select the table and click on the Slice and Dice button.

Changing the Orientation of Data

The block structure is shown.

Changing the Orientation of Data

Drag and drop the objects to change the orientation.

Click the Slice and Dice button again.

Changing the Orientation of Data

The data orientation changes.

Adding Breaks
You can add breaks to improve the layout of data in crosstabs

Click Format, Breaks.

Adding Breaks

Adding Breaks

The break formats the headers across the table columns.

Managing Page Breaks

You can break up large reports that spread over several pages by setting page breaks You can continue headers and footers from page to page

Managing Page Breaks

A long table that runs onto more than one page.

Managing Page Breaks

Select the table.

Managing Page Breaks

Managing Page Breaks

Managing Page Breaks

Page break footer before page break. Page break header after page break. Repeat header on every page.

Page break here

Show Footer.

Managing Page Breaks

You can add variables and formulas:

=Sum(<Sales revenue>)

Managing Page Breaks

You can carry over subtotals in the page break header:

=RunningSum(<Sales revenue>) - Sum(<Sales revenue>)

Managing Page Breaks

You can add a grand totals in the table footer:

=Sum(<Sales revenue>)

Conditional Reporting
You can insert conditional statements for hiding blocks and other report components:

Conditional Reporting

Select the table.

Conditional Reporting

=Sum(<Sales revenue>) < 40000000

Conditional Reporting

The table disappears!

WHY? As the condition is TRUE, (the sum of sales revenue values is less than 40 million), the table is hidden.

Report Manager - Map Tab

The Map tab in Report Manager allows you to work with lists of reports and reports with multiple sections

Navigation

Structure

Report Manager - Map Tab

Navigator view
List all the reports in a document Shows section names of the currently displayed report Click on a section to move to it You can also rename reports Right click for context speedmenu

Report Manager - Map Tab

Structure view
List all components in the selected report Click on a component to it in the report window You can drag and drop to move components Right click component, breaks, sort, filters, to display context speedmenu Hidden components are shown in italic

Report Printing
You can display reports in Print Preview to see how they will look when you print them You can set up:
Page size and orientation (portrait/landscape) Fit to print Margins Page numbering Order of printing

Report Printing - Page Setup

Specify Landscape or Portrait. Specify the paper size. Specify a percentage of normal size. Specify the number of pages.

Report Printing - Margins

Specify the margins

and see the effects.

Report Printing - Page Number and Order

Specify the number of the first page useful if you are printing part of a report.

Specify the order the pages are printed.