boe310 en col91 fv part ltr

BusinessObjects Enterprise XI 3.0/3.1:Administration and Security

Learner’s GuideBOE310

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C O N T E N T S

About this courseCourse introduction.....................................................................................................xiCourse description......................................................................................................xiiCourse audience..........................................................................................................xiiPrerequisites.................................................................................................................xiiLevel, delivery, and duration....................................................................................xiiApplicable certifications and designations.............................................................xiiiCourse success factors...............................................................................................xiiiCourse setup...............................................................................................................xiiiCourse materials.........................................................................................................xiiiLearning process.........................................................................................................xiii

Lesson 1What is BusinessObjects Enterprise?Lesson Introduction.......................................................................................................1Describing BusinessObjects Enterprise.......................................................................2

What is Business Intelligence?..............................................................................2Describing Business Intelligence activities by category...................................3Administering BusinessObjects Enterprise........................................................5

Working in InfoView.....................................................................................................6What is InfoView?..................................................................................................6Navigating in InfoView.........................................................................................7Accessing content...................................................................................................9Locating content ..................................................................................................10Organizing objects in folders..............................................................................11Using My InfoView..............................................................................................11Report viewing options.......................................................................................12Personalizing InfoView.......................................................................................14

Working in the Central Management Console........................................................15What is the Central Management Console?.....................................................15Navigating within the Central Management Console....................................17Viewing content properties................................................................................17Setting Central Management Console Preferences.........................................18Enterprise Content Search...................................................................................20Indexing content...................................................................................................20Preparing for the initial indexing.......................................................................21Managing Content Search application settings...............................................22

iiiTable of Contents—Learner’s Guide

Set maximum number of documents indexed concurrently ........................23Security rights for the Content Search application..........................................24

BusinessObjects Enterprise Architecture..................................................................25Describing BusinessObjects Enterprise client applications by role .............25Enterprise Infrastructure.....................................................................................31BusinessObjects Enterprise service groups and servers ................................31

Review: What is BusinessObjects Enterprise?.........................................................35Lesson summary..........................................................................................................36

Lesson 2ManagingBusinessObjects Enterprise ContentLesson Introduction.....................................................................................................37Adding Objects to the Repository.............................................................................38

Methods for adding objects to the repository..................................................38Adding Crystal reports........................................................................................39Adding Web Intelligence documents................................................................40Adding Voyager workspaces.............................................................................41Adding Desktop Intelligence documents.........................................................41Adding Xcelsius Visualizations.........................................................................42Object Properties..................................................................................................42Activity: To view or modify the properties of an object.................................44Adding objects with the Publishing Wizard....................................................44Activity: Adding objects with the Publishing Wizard....................................52Adding other objects to the repository.............................................................53Adding program objects......................................................................................53Adding third-party objects and hyperlinks......................................................54

Managing objects in BusinessObjects Enterprise ...................................................56Copying objects....................................................................................................56Moving objects......................................................................................................56Creating shortcuts to objects...............................................................................57Deleting objects.....................................................................................................57

Review: Managing BusinessObjects Enterprise Content.......................................58Lesson summary..........................................................................................................59

Lesson 3Securing BusinessObjects Enterprise ContentLesson Introduction.....................................................................................................61Creating Users, Groups, Folders and Categories....................................................62

The default BusinessObjects Enterprise accounts ..........................................62Creating users and groups..................................................................................63Creating and modifying a user account ...........................................................63Creating and modifying a group account........................................................66Activity: To create groups...................................................................................67Creating subgroups..............................................................................................67

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To add subgroups................................................................................................67Activity: To add subgroups................................................................................68Activity: To create users......................................................................................69Deleting a user or group account.......................................................................69Adding users to groups.......................................................................................70Activity: To add a user to one or more groups................................................71Creating folders....................................................................................................71Activity: To create a folder structure.................................................................72Activity: To copy an object in the CMC............................................................73Creating Categories..............................................................................................74

The BusinessObjects Enterprise Security Model.....................................................76How rights work in BusinessObjects Enterprise.............................................76Access Levels........................................................................................................77Activity: To create a new access level................................................................79Activity: To modify rights in an access level....................................................81Advanced rights...................................................................................................82Applying user and group rights to objects.......................................................83Top-level folder security.....................................................................................83Activity: To apply top-level folder rights to Folders......................................84Folder-level security............................................................................................84Activity: To specify rights for a folder..............................................................85Object-level security.............................................................................................86Activity: Use of categories..................................................................................87Inheritance.............................................................................................................89Rights specific to object type...............................................................................91Troubleshooting user rights................................................................................92Activity: Viewing rights for a principal on an object......................................93Activity: To run a security query.......................................................................96Guidelines for planning security.....................................................................100Activity: User rights flash scenarios................................................................101Activity: Security Scenario................................................................................102

Review: Securing BusinessObjects Enterprise Content........................................103Lesson summary........................................................................................................104

Lesson 4Application SecurityLesson Introduction...................................................................................................105Securing Applications...............................................................................................106

What is application security?............................................................................106Applying application rights..............................................................................107Content specific security...................................................................................107Activity: Setting application security for the Desktop Intelligenceapplication...........................................................................................................108

Review: Application Security...................................................................................111Lesson summary........................................................................................................112

vTable of Contents—Learner’s Guide

Lesson 5SchedulingLesson Introduction...................................................................................................113Scheduling objects.....................................................................................................114

Scheduling options.............................................................................................114Recurrence patterns...........................................................................................115Notifications........................................................................................................117Notification types...............................................................................................118Alert notifications...............................................................................................119Destination..........................................................................................................120Default destination support..............................................................................121File System destination support.......................................................................121FTP........................................................................................................................123Email (SMTP)......................................................................................................124Inbox support......................................................................................................126Choosing a format..............................................................................................127Caching Options.................................................................................................129Scheduling an object for a user or group........................................................129Selecting server group settings.........................................................................130Scheduling Web Intelligence and Desktop Intelligence documents ..........131Scheduling Crystal reports...............................................................................131Scheduling Publications....................................................................................132Scheduling program objects.............................................................................133Scheduling object packages..............................................................................134

Scheduling with business calendars.......................................................................135What is a business calendar?............................................................................135Calendar format options...................................................................................136Adding dates to a calendar...............................................................................136Deleting calendars..............................................................................................137Specifying calendar rights.................................................................................138

Managing instances...................................................................................................139What is instance management?........................................................................139Managing and viewing the history of instances............................................139Instance Manager...............................................................................................140Finding instances in the Instance Manager....................................................141Setting instance limits for an object.................................................................142

Review: Scheduling...................................................................................................144Lesson summary........................................................................................................145

Lesson 6Publishing and PublicationsLesson Introduction...................................................................................................147Publishing and Publications.....................................................................................148

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What is Publishing?...........................................................................................148What is a publication?.......................................................................................148Publishing multiple documents.......................................................................149Publication concepts..........................................................................................149Publishing workflow.........................................................................................159Security rights required for Publishing...........................................................160Managing Profiles..............................................................................................162Where do Profiles fit into the Publishing workflow?...................................163Profile targets and profile values.....................................................................163Specifying profile values...................................................................................165Activity: To create a profile using variables...................................................167Creating Publications.........................................................................................169Activity: To create a publication using variables..........................................169Activity: To create a profile using filter expressions.....................................170Activity: To create a publication using filter expressions............................171Resolving conflicts between profiles...............................................................172Conflicts between profile values......................................................................173Specifying profile rights....................................................................................173Activity: Publishing to Enterprise Recipients................................................174

Review: Publishing and Publications.....................................................................175Lesson summary........................................................................................................176

Answer KeyReview: What is BusinessObjects Enterprise?.......................................................179Review: Managing BusinessObjects Enterprise Content.....................................180Review: Securing BusinessObjects Enterprise Content........................................181Review: Application Security...................................................................................182Review: Scheduling ..................................................................................................183Review: Publishing and Publications ....................................................................184

viiTable of Contents—Learner’s Guide

Administration and Security—Learner’s Guideviii

A G E N D AAdministration and Security

Introductions, Course Overview...........................................30 minutes

Lesson 1What is BusinessObjects Enterprise?.........................................1 hour❒ Describing BusinessObjects Enterprise❒ Working in InfoView❒ Working in the Central Management Console❒ BusinessObjects Enterprise Architecture

Lesson 2Managing BusinessObjects Enterprise Content................1.5 hours❒ Adding Objects to the Repository❒ Managing objects in BusinessObjects Enterprise

Lesson 3Securing BusinessObjects Enterprise Content.....................3 hours❒ Creating Users, Groups, Folders and Categories❒ The BusinessObjects Enterprise Security Model

Lesson 4Application Security........................................................................2 hours❒ Securing Applications

Lesson 5Scheduling........................................................................................1.5 hour❒ Scheduling objects❒ Scheduling with business calendars❒ Managing instances

Lesson 6Publishing and Publications.....................................................2.5 hours❒ Publishing and Publications

ixAgenda—Learner’s Guide

Administration and Security—Learner’s Guidex

About this course

Course introductionThis section explains the conventions used in the course and in this training guide.

xiAbout this course—Learner’s Guide

Course descriptionThis two-day instructor-led course explains how to perform the tasks in the centralmanagementconsole (CMC). These tasks involve supporting BusinessObjectsTM Enterprise users and groupsso they can access corporate data through the web portal in BusinessObjects Enterprise. Thiscorporate data can take the form of Crystal Reports, BusinessObjects Web Intelligence, orDesktop Intelligence documents, Voyager workspaces, program objects, object packages, andpopular third-party objects, such asMicrosoftWord and Excel files, among others. Please note:this course does not discuss maintaining BusinessObjects Enterprise servers, which is taughtin the BusinessObjects Enterprise XI 3.0/3.1: Administering Servers – Windows course.

The business benefit of this course is that it provides a foundation for SystemArchitects/Administrators to effectivelymanage both users and content on the BusinessObjectsEnterprise platform.

Note:

This course applies to customers with the following products:

• BusinessObjects Enterprise XI 3.0• BusinessObjects Enterprise XI 3.1• BusinessObjects Edge Series 3.0• BusinessObjects Edge Series 3.1

This course is delivered using BusinessObjects Enterprise XI 3.0. The content and activities areapplicable to all audiences, with the exception of some specific features which are identifiedas you go through the course to eliminate confusion.

Course audience

The target audience for this course is system architects/administrators who are new toBusinessObjects Enterprise andwill be responsible formaintaining BusinessObjects Enterpriseusers, groups, and objects in their organization.

Prerequisites

Not applicable for this offering.

While not required for this course, experience with these products or technologies will behelpful:• Windows conventions• Familiarity with Windows Server 2000/2003 administration• Windows Server 2000/2003 security concepts (global/local groups, and directory structure)

Level, delivery, and duration

This instructor-led offering is a two-day course.

Administration and Security—Learner’s Guidexii

Applicable certifications and designations

To be determined.

Course success factors

Your learning experience will be enhanced by:• Activities that build on the life experiences of the learner• Discussion that connects the training to real working environments• Learners and instructor working as a team• Active participation by all learners

Course setup

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

Course materials

The materials included with the course materials are:• Name card• Learner’s Guide

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

The Learner’s Guide is designed to assist students who attend the classroom-based courseand outlines what learners can expect to achieve by participating in this course.

• Evaluation form

At the conclusion of this course, you will receive an electronic feedback form as part of ourevaluation process. Provide feedback on the course content, instructor, and facility. Yourcomments will assist us to improve future courses.

Additional resources include:• Sample files

The sample files can include required files for the course activities and/or supplementalcontent to the training guide.

• OnlineHelp

Retrieve information and find answers to questions using the onlineHelp and/or user’sguide that are included with the product.

Learning process

Learning is an interactive process between the learners and the instructor. By facilitating acooperative environment, the instructor guides the learners through the learning framework.

xiiiAbout this course—Learner’s Guide

Introduction

Why am I here? What’s in it for me?

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

Objectives

How do I achieve the outcome?

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

Practice

How do I do it?

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

Review

How did I do?

The learners will have an opportunity to review what they have learned during the lesson.Review reinforces why it is important to learn particular concepts or skills.

Summary

Where have I been and where am I going?

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

Administration and Security—Learner’s Guidexiv

Lesson 1What is BusinessObjects Enterprise?

What is BusinessObjects Enterprise?BusinessObjects Enterprise is the Business Intelligence (BI) platform that supports the entirerange of end-user reporting, query and analysis, and performance management uses.Understanding this infrastructure will help you successfully administer BusinessObjectsEnterprise.

After completing this lesson, you will be able to:

• Describe BusinessObjects Enterprise• Use InfoView and the Central Management Console to view content• Configure the Central Management Console• Describe the BusinessObjects Enterprise Architecture

1What is BusinessObjects Enterprise?—Learner’s Guide

Describing BusinessObjects EnterpriseBusinessObjects Enterprise brings together features from across the Business Objects productline to meet the diverse needs of users, from reporting query and analysis, dashboards andvisualization to predictive analysis. BusinessObjects Enterprise ensures that all people withinan organization get the right interface and level of interactivity necessary for their role.

After completing this unit, you will be able to:

• Define Business Intelligence and how Business Objects provides it• Describe how BusinessObjects Enterprise fits into the Business Objects solution• Describe the responsibilities of a BusinessObjects Enterprise system administrator

What is Business Intelligence?

By understanding Business Intelligence (BI), youwill better comprehend howaBusinessObjectsEnterprise solution addresses the BI product spectrum.

Gartner defines Business Intelligence

Gartner, Inc., a research and advisory firm that helps clients leverage technology, coined theterm “Business Intelligence” in the late 1980s.

Business Intelligence, as defined by Gartner, is an iterative user-centered process that includesaccessing and exploring information, analyzing this information, and developing insights andunderstanding that lead to improved and informed decision making.

BI usage crosses the spectrumof users, both internally and externally throughout any enterprise,and includes rank-and-file workers, executives, analysts, and knowledge workers.

Examples of internal and external BI applications include:• Generating a class list for a training session• Creating an employee performance review• Scheduling in a health care setting• Manufacturing computer parts

Benefits of Business Intelligence

Business Intelligence can help organizations to:• Identify and track key performance metrics against their direct competitors and the overall

market• Improve customer service and target high yield accounts• Streamline operations and improve supplier and warehouse operations• Identify successful marketing campaigns• Improve response time to market trends and customer requests• Decrease query and reporting time• Reduce cost and anxiety over compliance• Deliver true cost of goods and services• Reduce strain on IT departments

Administration and Security—Learner’s Guide2

Business Intelligence provides insights that enable businessmanagers tomake tactical decisions,as well as to establish, modify, or tune business strategies and processes in order to gaincompetitive advantage and improve business operations and profitability.

Describing Business Intelligence activities by category

The core capabilities of business intelligence group information together, measure it, give endusers access to it, and share information changes. These capabilities can be further broken downinto threemain components: enterprise performancemanagement (EPM), information deliveryand infomation discovery (IDD), and enterprise information management (EIM).

The categories are:• Enterprise performance management (EPM):

Planning Budgeting & Forecasting, Performance Optimization, Performance Manager,Activity Analysis, IT Services Costing, Financial Performance, Supply Chain, Workforceand Customer.

EPM applications focus on key performance metrics and transform information into astrategic asset. Dashboards and scorecards provide visibility to users regarding organizationalstrategy and metrics that will improve performance. These products align actions withstrategy by enabling assignment of company goals to users or groups of users. Users actmore decisively via collaboration with others to share and expand knowledge, takingrecommended actions, and capturing trusted best practices to optimize organizationalperformance.

• Information discovery and delivery (IDD):

IDD helps simplify the way that business decisions makers use information, allowing usersto access, format, analyze, navigate, and share information across the organization. IDD


comprises (enterprise) reporting, query and analysis, dashboards and scorecards, and theBI platform (including search capabilities).

• Reporting

Crystal Reports, crystalreports.com

Reporting is the process of accessing data, formatting it, and delivering it as informationinside and outside the organization. It serves as the foundation of a broader BI strategyby providing the most requested pieces of information reliably and securely via the webor by being embedded in enterprise applications.

• Query and Analysis

Web Intelligence, Voyager, Desktop Intelligence.

Query and Analysis products let analysts and power users explore and interact withdata from both relational and OLAP data sources. Users can navigate and analyze datato uncover root causes and identify trends. They can create their own queries from scratchwithout having to understand complex database schemas or SQL, and can easily addcalculations to deliver more insight from the data. They can share that information withothers across the enterprise and beyond.

• Dashboards and Visualization

Dashboard Builder, Xcelsius, VizServer

Through "what-if" analysis, customer segmentation and forecasting, you can transforminformation and interact with sophisticated visual representations of business processesthat provide new insights and the ability to respond quickly with informed decisions.

• Business Intelligence Platform

BusinessObjects Enterprise

The platform provides a common IT administrator platform to simplify the deploymentand management of BI tools, reports, and analytics.

• Enterprise information management (EIM):

Data Integrator, DataQuality, Data Insight, Data Federator, RapidMarts,MetadataManagerand Composer.

EIM products and services help improve data quality, understand the relationship and useof information, enable end-to-enddata lineage for compliance purposes, and ensure consistentsemantics across the business. They provide data integrationmethods for physical or virtualintegration allowing organizations to integrate data from disparate sources and reconciledisparate data for consistency and accuracy. They ensure real-time information access andhistorical trending and analysis, reducing the time of BI and performance managementprojects to accelerate the time to decisions.


Administering BusinessObjects Enterprise

The regular administrative tasks associated with BusinessObjects Enterprise can be dividedroughly into the following categories:

User and group management

• Creating and managing users and groups, including their rights to folders, objects, andapplications

For example, a BusinessObjects Enterprise Administrator needs to give the appropriaterights toDataManagers andReport Designerswho interactwith BusinessObjects Enterprise.Data Managers build universes and export them to BusinessObjects Enterprise. ReportDesigners design reports from these universes using Crystal Reports, Web Intelligence,Desktop Intelligence or Voyager and can then save the reports to BusinessObjects Enterprise.

Content management

• Adding, scheduling, and managing Crystal Reports files, Web Intelligence files, Voyagerfiles, and Desktop Intelligence files

• Managing third-party documents, and hyperlinks• Managing universes, universe connections, and universe restriction sets• Managing dashboards and analytics• Securing content

Server management

• Installing, configuring, and managing servers

This course introduces newBusinessObjects Enterprise Administrators to some of the availablemanagement tools to administer and secure users and content. It is important to first understandhow users will access content through InfoView, in order to perform the administrative tasksassociated with BusinessObjects Enterprise.


Working in InfoViewWhile administering users and content primarily takes place in the Central ManagementConsole, Administrators also need to be familiarwith InfoView so they can test changes they’vemade in the Central Management Console, as well as to handle any questions from end users.


• Describe the functions of InfoView• Access InfoView• Differentiate BusinessObjects content types• Differentiate the various ways to access content• View and schedule objects• Personalize InfoView

What is InfoView?

BusinessObjects Enterprise comes with InfoView, a Java based web desktop that acts as awindow to a broad range of useful business information around your company, includingCrystal reports, Web Intelligence documents, Voyager workspaces, Desktop Intelligencedocuments, Crystal Xcelsius visualizations, spreadsheets, and other documents. WithBusinessObjects Enterprise, users can access this information and organize it to suit theirpreferences.

Note: InfoView can be customized to suit your company’s standards.

The features available in BusinessObjects Enterprise vary by content type, but in general, userscan view information in their web browser, export it to other business applications (such asMicrosoft Excel), and save information to their local machine.

Note:

If PerformanceManagement is selected in your BusinessObjects Enterprise installation, InfoViewcan also provide access to a range of analytic tools to help users explore information in moredetail. If you set the necessary security rights, users can use these features to modify reports,examine trends over time, or look for specific patterns in their corporate data.

There are two ways to access InfoView:• Type the URL for your InfoView site directly in your web browser.

Note: Replace webserver with the name of the web server that is set up for BusinessObjectsEnterprise.

• Select BusinessObjects Enterprise from the program group on the Windows Start menu.

BusinessObjects Enterprise XI 3.1

InfoView .NET is available with BusinessObjects Enterprise XI 3.1. It is not available withBusinessObjects Enterprise XI 3.0. The default version is Java InfoView for both XI 3.0 and 3.1.


InfoView .NET has functional parity with Java InfoView and contains all of the enhancementsto the user interface that Java InfoView has in XI 3.1.

Note: Functional parity does not include the applications which can plug into Java InfoView,such as Voyager, Dashboards, and some Web Intelligence functionality. This is because .NETInfoView acts as a container and as such does not have the same application functionality.

InfoView .NET has full integration with SharePoint 2007 Portal, enabling business users tointeract with BusinessObjects Enterprise XI 3.1 content completely fromwithin the SharePoint2007 environment.

To access and log into InfoView

1. Click Start ➤ Programs ➤ BusinessObjects XI 3.0 ➤ BusinessObjects Enterprise ➤

BusinessObjects Enterprise Java InfoView.The Log On page appears.

2. In the User name and Password fields, type your logon credentials.

Tip: If you want to log on as a guest, leave both fields blank. The Guest account needsconcurrent or per processor license unless it has been modified to consume a Named userlicense.

3. Click Log OnThe BusinessObjects InfoView home page appears.

Navigating in InfoView

With its default settings, the main page of InfoView contains information on folders, objects,and other content management options.


The main page for InfoView is made up of these areas:• Title bar

This area contains the desktop logo and a message displaying your user account name.

• Navigation bar

This area contains buttons forHome, ToggleNavigation, Toggle Encyclopedia,New, Refresh(theWorkspace Panel), Send (a document to various locations),My InfoView (a customizablearea for you to set up your InfoView portal or portals), Search, Preferences, Log off, andHelp.

• Navigation panel

This area displays folders or categories, depending on whether the Folders or Categoriesbutton is active, and buttons for Refresh (the Navigation Panel), Properties, Copy, Move,and Delete.

Note: Folders and subfolders are used to organize objects, while categories are a way toclassify your information. For example, you could place your financial reports anddocumentsinto a folder named Finance and you could classify or tag your reports that deal with specificfinancial matters such as Payroll, Accounts Payable, and Accounts Receivable. For moreinformation on folders and categories, refer to Lesson 3 Securing BusinessObjects EnterpriseContent.

• Workspace panel

This area displays the objects connected with a specific folder or subfolder as well as theobjects connected to specific categories.


The workspace panel also contains the options to Organize (Move, Copy, Add Shortcut,Add to Favorites), Delete, and Filter (by various types). Depending onwhat is being viewedin the workspace panel, you can also select Show this panel in a new window, Hide theHeader Panel, Maximize this panel, Restore this panel to its previous state, and Go back tothe last main workspace page.

• Discussions area

The Discussions feature of BusinessObjects Enterprise enables users to create and maintaindiscussions on reports within the BusinessObjects Enterprise environment and to share thatinformation across the organization. You can add to an existing discussion thread or starta discussion thread on any note. When a discussion is posted, users can post a reply to thesender only, or to all users viewing the report.

Note:• Click the Show symbol to expand the hierarchy of notes that are related to that object.

Notes that you have not yet read appear in bold.• Use theHide symbol to hide the Discussions panel, and use expand to make the panel

visible.

Accessing content

The folders, categories, and objects you can see in InfoView, the rights you have to schedule,the viewer you see, and other details, are dependent on the account you log in with. As theadministrator, you can provide the necessary rights to users so they can organize their foldersand objects.

The content types available through InfoView are:• Performance Management• Crystal reports• Web Intelligence documents• Voyager workspaces• Desktop Intelligence documents• Crystal Xcelsius visualizations• Universes• Third-party content such as PPT, DOC, XLS, TXT, and PDF• Hyperlinks• Program objects

Note:• Crystal Xcelsius design files (XLF) are listed in InfoView, but you cannot view them from

InfoView. To viewCrystal Xcelsius visualizations from InfoView, the Crystal Xcelsius designfile must be exported to BusinessObjects Enterprise, at which point it is converted toMacromedia Flash format (SWF).


• You will also see Publications and object packages in InfoView, which serve as containersfor content.

• If you have PerformanceManagement you can also see corporate and personal dashboards.Dashboards and analytic applications are discussed further in the PerformanceManagementcourse.

Locating content

There are several ways to locate your content in InfoView:• Search• Browse folders and categories

Searching for objects

You can do a structured search to find objects in BusinessObjects Enterprise. Type the exactphrase and select a search text box, such as title, description, or keyword. BusinessObjectsEnterprise also has advanced search capabilities such as search by location, owner, type, andtime. The objects displayed depend on how the BusinessObjects Enterprise Administrator setsup the user account privileges. For example, users in Marketing may see objects that differfrom those seen by the users in Human Resources.

Note: A search includes all public folders you have rights to as well as your Favorites folder.

Enterprise Content Search

Content Search is an optimized search tool that enables InfoView users to search within thecontent of objects managed by BusinessObjects Enterprise. It refines the search results bygrouping them into categories of similar object types, and ranking them in order of theirrelevance to the search term.

Only reports to which a user has view rights will appear in the InfoView search results.

Users conduct Content Searches by using techniques similar to those used in other searchengines. These techniques are summarized in the BusinessObjects Enterprise InfoView User’sGuide.

Searchable document types

Most content published to BusinessObjects Enterprise is searchable with Content Search. Theobject types includeWeb Intelligence andDesktop Intelligence documents, Voyagerworkspaces,Crystal reports, Programobjects, Publications, hyperlinks, text, rich text, object packages, AdobeAcrobat, EPM dashboards, EPM analytics, as well as a suite of Microsoft products.

Browsing folders and categories

You can use the Navigation Panel to find content in folders and categories.

The Folders area contains personal folders (for your favorites and inbox documents), and publicfolders (for sample reports and public documents).


The Categories area contains all the Personal or Corporate categories that an administrator oran end user have set up.

Organizing objects in folders

Folders provide you with the ability to organize and facilitate content administration. InInfoView, you can copy andmove reports to folders, and create shortcuts to reports in folders.

You can create new folders and subfolders, copy folders and objects, and create shortcuts tofolders and objects only as long as you have the necessary rights.

Note: As the Administrator, you determine the rights to provide the end user. You also have rightsto view the contents of user folders.

Copying reports

• The copy command creates another copy of the report object in a different location.• When you copy objects to your personal folders, you can schedule and view them

independently of other users. You can copy objects individually, or you can copy an entirefolder to your Favorites folder.

• The new copy of the report inherits all object rights from its new parent folder.

Moving reports

• The move command changes the location of the report objects from one folder to another.• The report object retains its original set of object rights when it is moved.

Creating shortcuts

• The create shortcut command enables you to give users access to the report when you donot want them to access the folder in which the actual report object is located.

• The shortcut inherits object rights from its parent folder, but does not overwrite the rightsapplied on the report itself.

Using My InfoView

In InfoView, you can access My InfoView, a feature that allows you to create dashboards. Adashboard is a customized view that contains the objects (for example, reports, documents,and websites) that a user views on a regular basis. These objects are displayed according tosettings that are defined by the user. By using My InfoView, you can create a dashboard topersonalize and enhance the way you view your objects in InfoView.

You can create a dashboard to display websites, Crystal reports, Web Intelligence documents,and other objects that you frequently view in InfoView. To view the dashboard, go to the folderthat contains the object and click its title. (The default name of a dashboard in InfoView is MyInfoView and is, also by default, located in your Favorites folder.)

Note: For information about creating and editing dashboards, refer to the BusinessObjectsEnterprise XI 3.0 InfoView User’s Guide.


Report viewing options

There are two ways to view reports: on demand or by viewing a scheduled instance.

Note: The rights you have to schedule, the viewer you see, and so on, are dependent on theaccount you log inwith. The content type also determineswhat you can do.As the administratoryou can provide the necessary rights to users so they can view, schedule, and/or view ondemand.

Viewing a report on demand

When you view a report object using theView command, BusinessObjects Enterprise displaysthe report object with saved data. If the report object has no saved data, BusinessObjectsEnterprise will attempt to refresh the object against the database.

You can right-click a report to view it on demand, schedule it, or view an instance.

Note: Opening a Web Intelligence document on demand may or may not refresh the data,depending on whether the Refresh on open option was selected for the document.

Viewing a scheduled instance

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

Scheduling can increase the overall performance of your BusinessObjects Enterprise deployment.This is because you can reduce the processing load on your system by running reports at lowtraffic times.


By scheduling and viewing historical instances, you can ensure you have the latest informationavailable for viewing, printing, and distributing. For example, you can schedule a report objectto run every night so it’s available for you first thing in the morning.

Note: Before scheduling objects, check your time zone setting on the Preferences page inInfoView. The default time zone is local to the web server that is running BusinessObjectsEnterprise, not to the Central Management Console (CMC) machine(s) that each user connectsto. By setting your time zone, you ensure that your scheduled objects are processed in accordancewith the time zone in which you are working. Youmust have your own account on the systemin order to set your preferences.

Viewing a report instance, unlike viewing a report, means that you are viewing the result of apreviously scheduled report. Because this report was run earlier, it contains historical, notcurrent, data.

You can see a list of instances by looking at an object’s history, and you can click the link toany historical instance. If you have the rights to view objects on demand, you can view andrefresh any instance to retrieve the latest data from the database.

BusinessObjects Enterprise saves a history of object instances for scheduled objects that havebeen run. TheHistory list is arranged chronologically (with themost recent instances first) andcontains information such as:

• Instance Time• Title• Run By• Parameters• Format• Status

The Instance Time for a successful instance becomes a hyperlink to that instance. You can viewthe instance by clicking the hyperlink.

Tip:• Sort instances chronologically by clicking the “Instance Time” column heading. Click the

column again to reverse the sort order. Or, sort instances by owner (alphabetically andreverse-alphabetically) by clicking the Run By column heading.

• Use the Pause andResume buttons to control the running of the report schedule. The instancecan be deleted using theDelete option located under theOrganize drop-down menu.

The object type determines if it can be viewed on demand or as an instance.

Summary of report viewing options

The following table outlines the viewing capabilities of each object type.


ObjectpackagesPublications

DesktopIntelligencedocuments

Voyagerworkspaces

WebIntelligenceDocuments

CrystalreportsViewing

n/aNoYesYesYesYesView ondemand

YesYesYesNoYesYesScheduleandView aninstance

Personalizing InfoView

The Preferences page enables users tomodify the appearance of InfoView. Youmust have yourown account on the system in order to set up your preferences. The Preferences page starts bydisplaying the General settings. Other settings can be accessed by expanding the additionalapplication options further down the page.

This sectionwill concentrate on the report viewers as it is usually the responsibility of a systemsadministrator to set this for an organization's user base.

There are three default view formats available for each of the following object types:

Web Intelligence

• Web (no downloading required)• Interactive (no downloading required)• PDF (Adobe Acrobat Reader required)

Desktop Intelligence

• Web (no downloading required)• PDF (Adobe Acrobat Reader required)• Desktop Intelligence format - Windows Only (Desktop Intelligence required)

Crystal Reports

• Web (no downloading required)• Web ActiveX (ActiveX required)• Web Java (Java required)

As a general rule, the tools requiring no download are called zero client tools whereas the toolsrequiring a download, for example the Web Java viewer, are called thin-client tools . Theadministrator must consider the effects of using each viewer on the system. For example,thin-client tools place more strain on the Web Application Server; thick-client tools place lessstrain on the Web Application Server. Zero-client tools allow the administrator to lock downworkstations and they putmore strain on theWebApplication Server because it has to translateEPF files to DHTML.


Working in the Central Management ConsoleYou will use the Central Management Console (CMC) extensively to manage yourBusinessObjects Enterprise system. This tool allows you to perform user management taskssuch as setting up authentication and adding users and groups.


• Describe the purpose of the Central Management Console• Navigate in the Central Management Console• View content and properties• Set Central Management Console preferences

What is the Central Management Console?

The Central Management Console (CMC) is a web-based tool which offers a single interfacethrough which you can perform almost every day-to-day administrative task, including usermanagement, content management, and server management.

Any user with valid credentials to BusinessObjects Enterprise can log onto the CMC and sethis or her preferences. However, users who are not members of the Administrators groupcannot perform any of the available management tasks unless they have been granted rightsto do so.

Note: The CMC is different from the Central Configuration Manager (CCM) in that the CMCis web-based. Because the CMC is a web-based application, you can perform all of theseadministrative tasks remotely. BusinessObjects Enterprise server administration is covered inthe Administering Servers course.


You can perform administrative tasks in the CMC such as:

• Creating and managing users and groups, including their rights to folders, objects, andapplications.

• Publishing, scheduling, andmanaging Crystal Reports files,Web Intelligence files, DesktopIntelligence files, Voyager files, as well as third-party documents and hyperlinks.

Note: You can also manage Voyager connections that have been created via InfoView inthe CMC. If no Voyager connections exist, then the option to secure the connections willnot be displayed.

• Managing universes and universe connections.

Note: Universe connections must be created through the Designer before they can bemanaged in the CMC; only secured connections can be added to Enterprise. Universes areadded to Enterprise by first saving the universe to a Windows folder and then exportingthe universe to an Enterprise folder. You cannot change the location of a universe fromwithin the CMC.

• Managing Performance Management applications.• Modifying BusinessObjects Enterprise applications.• Adding or modifying license keys.

Note: Any user with valid credentials to BusinessObjects Enterprise can log into the CMCand set his or her preferences. However, users who are not members of the Administratorsgroup cannot performany of the availablemanagement tasks unless they have been explicitlygranted the rights to do so.



Note: There have been several improvements to the user interface in version XI 3.1. As a resultsome of the screenshots may look slightly different to your own systems user interface. Forexample the right click menu is slightly different.

To log into the Central Management Console

1. In Windows, click Start ➤ Programs ➤ BusinessObjects XI 3.0 ➤ BusinessObjectsEnterprise ➤ BusinessObjects Enterprise Central Management ConsoleThe Log On page appears.

2. When the Log On page of the Central Management Console appears, select Enterprise inthe Authentication Type list. Windows AD, and LDAP authentication also appear in thelist; however, you must map your third-party user accounts and groups to BusinessObjectsEnterprise before you can use these types of authentication.

3. Type your User Name and Password.

4. Click Log On.

The CMC Home page appears.

Navigating within the Central Management Console

Because the CMC is aweb-based application, you can navigate through it in a number of ways.• Click the links on the Home page or context tabs on the left of your screen to go to specific

management areas (contexts).• Select the same management areas from the Navigation list.

Note: When you are navigating among objects that havemany child objects, theremay be toomanychildren to display in the tree view. When this happens, you can use the paginated object listing tonavigate to the child objects with which you are concerned.

Viewing content properties

In the Properties page of an object, you can view its file name, its location, and the date it wascreated. For objects that can be scheduled (reports, programs, and object packages), you cansee the last time the object was modified and/ or run.

You canmodify an object’s title and description. To finalize any property changes, clickUpdate.Note that once you have clicked Update, you cannot click Reset to undo changes.

Similarly, for report objects, a Preview button appears. The Preview button enables you to viewa report on demandwith all of your current report settings. BusinessObjects Enterprise connectsto the report’s data source(s) if no cached pages are available. To use the Preview function, theuser needs to have rights at the View on Demand level or higher. (To preview a report withsaved data, the user needs to have rights at the View level or higher.) By default, administratorshave rights at the Full Control level (the highest rights setting) for all report objects.


Note: Aside from the Properties tab, there are several other tabs located at the top of the page.The tabs that appear vary by object type. You will learn more about the different tabs insubsequent lessons.

Setting Central Management Console Preferences

Similar to the Preferences area of InfoView, the Preferences area of the CMC allows you tocustomize your administrative view of BusinessObjects Enterprise.

DescriptionCMC Preference option

This list sets the default language options forBusinessObjects Enterprise. See theProduct Locale BusinessObjects Enterprise Deployment andConfiguration Guide for more information.

This list sets the default formatting optionsfor date, time, and numbers in the CMC.Preferred Viewing Locale

This option limits the number of objects listedon any page or tab in the CMC.

Maximum number of objects per page Note: This setting does not limit the numberof objects displayed, simply the numberdisplayed per page.

If you are managing BusinessObjectsEnterprise remotely, use this list to specify

Time Zone

your time zone. BusinessObjects Enterprisesynchronizes scheduling patterns and eventsappropriately. For instance, if you selectEastern Time (US & Canada), and youschedule a report to run at 5:00 a.m. everyday on a server that is located in SanFrancisco, then the server will run the reportat 2:00 a.m. Pacific Time.

Web Intelligence

You can specify the viewing options for Web Intelligence under preferences.

There are three viewing formats to choose from:

• Web (no downloading required)• Interactive (no downloading required)• PDF (Adobe AcrobatReader required)


There are four creating/editing tools to choose from:

• Advanced (Java 2 required)• Interactive (no downloading required)• Desktop (Web Intelligence Rich Client required)• Web Accessibility (508 Compliant)

Note: You can also specify a default universe.

There are also several other options for drilling.

Desktop Intelligence

You can specify the viewing options for Desktop Intelligence under preferences.


• Web (no downloading required)• PDF (Adobe AcrobatReader required)• Desktop Intelligence format (Windows only) (Desktop Intelligence required)

Crystal Reports

You can specify the viewing options for Crystal Reports under preferences.


• Web (no downloading required)• Web ActiveX (ActiveX required)• Web Java (Java required)

There are also several options for printing and rendering.

Dashboard and Analytics

You can also specify several options for Dashboards and Analytics under preferences.

To set Central Management Console preferences

1. From the CMC Home page, click Preferences in the upper-right corner of the console.

2. Set the preference as required.

TheWeb Intelligence, Desktop Intelligence, Crystal Reports, Dashboard and Analytics,and Change Password preferences work exactly the way they do in InfoView, though theyaffect the behavior of objects in the CMC as well. For a full explanation of those settings,refer to “Setting Preferences” in the BusinessObjects Enterprise InfoView User's Guide.

3. ClickOK to save the changes.


Enterprise Content Search

Content Search is an optimized search tool that enables InfoView users to search within thecontent of objects managed by BusinessObjects Enterprise. It refines the search results bygrouping them into categories of similar object types, and ranking them in order of theirrelevance to the search term.

In order to use Content Search the content must first be indexed by the system administrator.

Indexing content

Indexing is triggered by scheduling a program object in the CMC called Search IndexingProgram,which is specifically installed for the search service. This programobject is only visibleto the system administrator. As the system administrator, you can grant the appropriate rightsto users as required.

Most content published to BusinessObjects Enterprise is searchable with Content Search. Thefollowing table summarizes object types the feature supports.

What gets searchedObject type

Title, description, selection formula, saveddata, text fields in any section, parametervalues, and subreports.

Crystal Reports

Title, description, name of theUniverse filtersused in the report, constants in the filter

Web Intelligence and Desktop Intelligencedocuments

condition locally defined in the report, nameof the Universe measures used in the report,name of the Universe objects used in thereport, data in record set, and static text incells.

Both reportswith andwithout saved data aresearchable.

Data in all non-empty cells, fields on theSummary page of the document properties

Microsoft Excel documents

(title, subject, author, manager, company,category, keywords and comments), and textin document headers and footers.

For cells that use calculation or formula, thevalue after the evaluation is searchable. Fornumber or date/time values, the raw data issearchable.


What gets searchedObject type

Text in all paragraphs and tables, fields onthe Summary page of the document

Word documents properties (title, subject, author, manager,company, category, keywords andcomments), text in document headers andfooters, and numerical text.

All text in these files is searchable.RTF, PDF, and TXT Files

Users can search for the keyword, title, ordescription of these objects.

Voyager workspace, Hyperlink, Program,Object package, Publication, My InfoViewpage, EPM dashboard and EPM analytics

Note: Because object packages and publications have objects within them, Content Searchinteracts with them in a slightly different way. For the object package or publication itself, thetitle, description, and keywords are indexed and searchable. However, the reports inside thepackage or publication are indexed as they would be if they were independent objects. Whena match to an object contained in an object package or publication is found, the matched objectis displayed as a search result and the object package or publication is displayed as part of thefolder path for the object.

Preparing for the initial indexing

The first time the indexing process runs it attempts to index all documents in the BusinessObjectsEnterprise repository. The time it takes varies, depending on the number of objects in the systemand their size and complexity.

Before you run the indexing job for the first time, there are best practices that you should follow.Disable Content Search, so that users do not get incomplete result sets because they havesearched an incomplete index. Choose and configure the search language you wish ContentSearch to be optimized for, because how the BusinessObjects Enterprise repository is indexedvaries depending on which language is set as the search language.

Disabling Content Search in preparation for the initial indexing

To disable Content Search, you must make sure that your users do not have the right to UseContent Search on the InfoView application in the CMC. You should ensure that the Everyonegroup has no access to Content Search.


Managing Content Search application settings

The Content Search application is accessed through theApplicationsmanagement area of theCMC. From the Properties dialog box for the Content Search application, you can configurethe following settings:

• Reset the index• Set the search language• Set the index location• Set the maximum number of objects indexed concurrently

To determine when your BusinessObjects Enterprise repository is indexed, you must set thescheduling options for the indexing program object.

From the rights page of the Content Search application page, you can set the rights foradministrators to change Content Search properties.

These settings will not be transferred over from one system to another duringmigration/importing.

Note: When you change any of the properties of the Content Search application except Resetindex when the indexing program object next runs, you must restart all search services inyour deployment.

To configure the index

Use the reset index property when you want to rebuild your index. You may want to do thisif the index is corrupted, or after you have relocated the index to a different disk. You mustalso reset the index when you change the search language for which the index is optimized.

When you select the reset index check box, the index will be reset the next time the indexingprogram object runs. It is important to note that:

• The indexwill not be reset if the indexing process is already running. If the indexing processis running, go the history page of the indexing program to stop the job, then reset the indexand reinitialize the indexing program job.

• The Content Search service will index all content in the CMS repository. The time that thistakes depends on the quantity of content; therefore, it is important that you allow enoughtime for the process to complete before attempting to search for content and before you runthe indexing program job again.

Once the index is reset, the system clears this option automatically.1. Go to the Applicationsmanagement area of the CMC.

2. Select the Content Search application.

3. ClickManage ➤ Properties.

4. Select the Reset index when the indexing program object next runs

5. Choose the search language from the Search language list.


6. Click Save & Close.

To move the index

1. Stop the Adaptive Processing Server.

2. On the indexing program object’s history page, pause the pending indexing job.

3. Copy the index directory from the current disk to a new disk.

4. Go to the Applicationsmanagement area of the CMC.



7. Type the new index location in the Index Location field.

When the scheduled time of the indexing job arrives, the job proceeds to update the indexin the new location.

8. Start the Search service.

Set maximum number of documents indexed concurrently

When setting the maximum number of documents to be indexed concurrently, consider thefollowing:

• A higher concurrence will result in faster indexing.• A higher concurrence requires more computing resources, and therefore will compete with

other services on the system.

Your setting will depend on your unique environment, and the relative value you place onspeed versus resource allocation. The default number of documents indexed concurrently is1.

To set the maximum number of objects indexed concurrently

1. Go to the Applicationsmanagement area of the CMC.



4. Enter the number of objects to index concurrently in theMaximum number of objectsindexed concurrently field.


After you set the maximum number of objects to index concurrently, you must restart thesearch services.


To restart the search services

Youmust restart the search servers after you change any of the properties settings of the ContentSearch application, except Reset index when the indexing program object next runs.1. Go to the Serversmanagement area of the CMC.

2. Select the Adaptive Processing Server.

3. Click Actions ➤ Restart server .

Security rights for the Content Search application

You set rights to the Content Search application object from the rights tab of the Content Searchapplication page.

Only users who have edit rights to this application canmodify the setting of the search service.

The availability of the Content Search service in InfoView to each user is determined bywhetherthe user has the right to Do a Content Search on the InfoView application.

If there is a need to selectively grant or deny the use of Content Search to a user or group, youcan grant or deny Do a Content Search rights on the InfoView application. When users whodo not have the Do a Content Search right to the InfoView application log onto InfoView, theSearch Content option is disabled.


BusinessObjects Enterprise ArchitectureBusinessObjects Enterprise architecture consists of web, management, processing, and storageservices. Understanding this architecture will help you visualize how actions performed inclient applications are processed by the services. A full deployment of BusinessObjects Enterpriseis made up of client applications, BusinessObjects Enterprise services, and the organization’srelational and/or OLAP data sources. This unit discusses the individual roles of theBusinessObjects Enterprise components and how they interact with each other and withorganizational data sources.


• Describe the overall BusinessObjects Enterprise architecture• Describe the BusinessObjects Enterprise client applications by role• Describe the BusinessObjects Enterprise service groups and servers

Describing BusinessObjects Enterprise client applications by role

BusinessObjects Enterprise includes and/or interacts with most Business Objects client tools.Depending on the job role, different client tools are used. The table below identifies somecommon roles and the client tools that may be used by users in those roles.

DescriptionToolsRole

A web-based interface thatend users access to view,BusinessObjects Enterprise

InfoViewBusiness User schedule, and keep track ofpublished reports.

A web-based tool thatprovides query, reporting,

Web IntelligenceBusiness User

and analysis functionality forrelational data sources in asingle web-based product.Web Intelligence allowsusersto create reports, performadhoc queries, analyze data,and apply report formatting.

Web Intelligence can be usedoffline as a Web IntelligenceWeb Intelligence rich clientBusiness User rich client or as a standaloneapplication



BusinessObjects Live Officeintegrateswith theMicrosoft

Live OfficeBusiness User

Office environment, allowingfor dynamicallyupdateddatato be embedded withinMicrosoft PowerPoint, Excel,and Word documents. Inaddition, you can share yourdocuments with others overthe web for collaborativedecision-making.

Query as a Web Serviceprovides new and easyways

Query as a Web ServiceBusiness User

to analyze informationthrough user-driven clientsolutions for businesses.Business Intelligence (BI)content is usually bound to aspecific user interface of BItools. Query as aWeb Servicechanges this by allowing BIcontent to be delivered to anyuser interface that canprocess web services.

Voyager is an AJAX-basedonline analytical processing

VoyagerBusiness User

(OLAP) web client designedfor business and financialanalysts. It not only providesaccess to a wide range ofOLAP databases, but alsoallows users to combineinformation from differentsystems within a singleworkspace. Voyager offers acomprehensive range ofbusiness and timecalculations, and includesfeatures such as time slidersto analyze OLAP data.



A web-based tool used tomonitor key performance

Dashboard BuilderBusiness Userindicators (KPIs) andproactively alert managersvia email and dashboardswith the information theyneed, wherever they are.

Aweb-based tool that allowsusers to track and analyze

Performance ManagerBusiness User key business metrics viamanagement dashboards,scorecards, set analysis, andalerting.

AWindows-based reportingtool that is the industry

Crystal ReportsDesigner standard. Used to create andintegrate powerful reports inBusinessObjects Enterprise.

A web-based interface toprovide query, reporting, and

Web IntelligenceDesigner

analysis functionality forrelational and OLAP datasources all within oneweb-based product. Allowsusers to create reports,perform ad hoc queries,analyze data, and applyreport formatting.

A web-based tool thatfacilitates the deployment ofDashboard ManagerDesigner powerful BusinessIntelligence (BI) dashboards.

AWindows-based reportingtool that installs withDesktop IntelligenceDesignerBusinessObjects Enterprise.Designers can create reports,



then publish them toInfoView where they can beviewed and scheduled.Userscan share and distributeDesktop Intelligencedocuments by exportingthem in different formats.

Xcelsius is an intuitiveapplication that uses a

XcelsiusDesigner

Windows interface to allowyou to build interactivemodels of data and formulasfrom Excel spreadsheets.These models can then beexported inmultiple formatsto meet your specificbusiness needs and be usedby other individuals in yourorganization.

A web-based interface thatallows you to perform user

Central ManagementConsole (CMC)Administrator

management tasks such assetting up authentication andadding users and groups. Italso allows you to publish,organize, and set securitylevels for all of yourBusinessObjects Enterprisecontent and enables you tomanage servers and createserver groups.

A Windowsserver-management tool that

Central ConfigurationManager (CCM)Administrator

allows you to configure eachof your BusinessObjectsEnterprise servercomponents.Using theCCM,you can start, stop, enable,and disable servers. It alsoallows you to view and



configure advanced serversettings.

A locally-installed Windowsapplication that enables both

Publishing WizardAdministratoradministrators and end usersto add reports toBusinessObjects Enterprise.It can be used for masspublishing of reports.

The Report Conversion ToolconvertsDesktop Intelligence

Report Conversion ToolAdministrator reports to the WebIntelligence format andpublishes the convertedreports to the CMS.

A locally-installed Windowsapplication that guides

Import WizardAdministrator

administrators through theprocess of importing users,groups, and folders intoBusinessObjects Enterprise.It also allows you to importobjects, events, servergroups, repository objects,and calendars inBusinessObjects EnterpriseXI.

The Repository DiagnosticTool (RDT) scans, diagnoses,

Repository Diagnostic ToolAdministrator

and repairs inconsistenciesthat may occur between theCentral Management Server(CMS) system database andthe File Repository Servers(FRS) filestore.



AWindows-based tool thatallows users to build

Universe DesignerData

Manager

semantic layer objects thatsimplify underlyingdatabasecomplexity, and set row- andcolumn-level security.

The objects (filters) setrow-level security. Thissemantic layer is thefoundation for empoweringend users to customize queryand analysis. It abstracts thecomplexity of data by usingbusiness language ratherthan data language to access,manipulate, and organizedata.

A Windows-based tool thatallows users to build

Business View ManagerData

Manager

semantic layer objects thatsimplify underlyingdatabasecomplexity, and set row- andcolumn-level security.

The objects (filters) setrow-level security. You cansimplify data access forreport designers byinsulating them from the rawdata structures. You canbuild connections tomultipledata sources, join tables, aliasfield names, create calculatedfields, and then utilize thissimplified structure as aBusiness View inBusinessObjects Enterprise.Report designers can thenuse the Business View as thebasis for their reports, ratherthan accessing the datadirectly and building theirown queries.



AWindows-based tool thatprovides an easy-to-use,

Data IntegratorData

Manager

graphical environment thatsimplifies and automatescomplex extract, transform,and load tasks for dataintegration.

Enterprise Infrastructure

The Enterprise Infrastructure provides the basic messaging mechanism needed forBusinessObjects Enterprise components to communicate with one another. The EnterpriseInfrastructure is a series of services that are designed to communicate via CORBA (CommonObject Request Broker Architecture), which runs over TCP/IP.

Some CORBA applications use a Name server. The Name server service is a facility of theunderlying CORBA architecture that binds the BusinessObjects Enterprise servers together.TheName server provides a directory of the servers registered in the BusinessObjects Enterpriseenvironment and helps establish connections between clients and these servers. The Nameserver service is a part of the Central Management Server.

The Enterprise Infrastructure establishes connections between clients and servers:

• It is the centerpiece of BusinessObjects Enterprise technologywhich facilitates communicationbetween servers.

• A client object can transparently make requests to server objects using the EnterpriseInfrastructure.○ A server object is a server that participates in serving requests to client objects.○ A client object is a client that makes requests to servers on the Enterprise Infrastructure.

Note: In the BusinessObjects Enterprise environment, most services act as clients and serversto each other during transactions between the servers.

When a BusinessObjects Enterprise server starts, it registers itself with the Name server in theCMS. The server provides information about itself, such as its IP address, TCP port, anddescription of the server, to the Name Server.

Each individual server polls the CMS every 60 seconds to get an updated list of available serversin the system.

BusinessObjects Enterprise service groups and servers

The BusinessObjects Enterprise system can be installed on a single machine, spread acrossdifferent machines in an intranet, or separated over a wide area network (WAN).

For learning purposes, BusinessObjects Enterprise services can be grouped as follows:


ServersService group

WebApplication Server, Business Process BIServicesWeb services

Central Management Server, Event Server,Destination Job ServerManagement services

Input File Repository Server, Output FileRepository Server, Crystal Reports CacheServer, Desktop Intelligence Cache Server

Storage services

Adaptive Processing Server, Adaptive JobServer, Program Job Server, Crystal Reports

Processing services

Job Server,Web Intelligence Job Server,WebIntelligence Processing Server, List of Values(LOV) Server, Desktop Intelligence JobServer, Desktop Intelligence ProcessingServer, Connection Server, Crystal ReportsProcessing Server, ReportApplication Server,Multi-dimensional Analysis Server (MDAS),Publication Job Server, Search Server

The service groups indicated above are logical groupings meant to facilitate learning in thiscourse by grouping servers together that share similar operating behavior. In reality,BusinessObjects Enterprise web services must interact with management and processingservices, storage servicesmust interact withmanagement and processing services, and so forth.


The BusinessObjects Enterprise Architecture

Note: You will find an interactive flash version of this architecture diagram on your resourceCD under the ..\Demonstrations\Lesson 1\BOE Architecture folder.

BusinessObjects Edge 3.0/3.1 customers


Note: BusinessObjects Edge 3.0/3.1 is a single server deployment while BusinessObjectsEnterprise can be deployed onmultiple servers. Although this is a technical difference betweenthe products, this does not affect the training as all activities within this course are performedon a single server and do not involve multi-server configurations.

Note: The architecture diagram used in the course describes information process flows usingseveral servers,whichmay appear confusing given that BusinessObjects Edge 3.0/3.1 is deployedon a single server. This diagram is for learning purposes only to describe how each serviceinteracts and processes information; however this is not a physical representation of how theproduct is deployed. In BusinessObjects Edge 3.0/3.1 these services interact on one physicalmachine.


Review: What is BusinessObjects Enterprise?1. What are the five categories that Business Objects’ products fall under?

2. Name the four BusinessObjects Enterprise service groups.

3. True or False? InfoView can be customized to suit a company’s standards.

4. What is the name of the optimized search tool that enables InfoView users to search withinthe content of objects managed by BusinessObjects Enterprise.


Lesson summaryAfter completing this lesson, you are now able to:

• Define Business Intelligence and how Business Objects provides it• Describe how BusinessObjects Enterprise fits into the Business Objects solution• Describe the responsibilities of a BusinessObjects Enterprise system administrator• Describe the functions of InfoView• Access InfoView• Differentiate BusinessObjects content types• Differentiate the various ways to access content• View and schedule objects• Personalize InfoView• Describe the purpose of the Central Management Console• Navigate in the Central Management Console• View content and properties• Set Central Management Console preferences• Describe the overall BusinessObjects Enterprise architecture• Describe the BusinessObjects Enterprise client applications by role• Describe the BusinessObjects Enterprise service groups and servers


Lesson 2Managing BusinessObjects Enterprise Content

Managing BusinessObjects Enterprise ContentAs system administrators you will be required to store and manage the BusinessObjectsEnterprise content within the central BusinessObjects Enterprise repository.

In order to make BusinessObjects Enterprise content available to the user base you will needto add objects to the repository.


• Add objects to the Repository• Manipulate objects in BusinessObjects Enterprise

37Managing BusinessObjects Enterprise Content—Learner’s Guide

Adding Objects to the RepositoryIn order tomake BusinessObjects Enterprise content available to the user base you need to addobjects to the BusinessObjects Enterprise environment.


• Describe the different methods of adding objects to the repository• Add a Crystal report• Add a Web Intelligence document• Add a Voyager workspace• Add a Desktop Intelligence document• Add objects with the Publishing Wizard• Describe other objects you can add and configure• View object properties

Methods for adding objects to the repository

You can add objects to the BusinessObjects Enterprise environment in several ways:

• The Save As Command

This is available to anyone working in Crystal Reports, Desktop Intelligence, Voyager, orWeb Intelligence who has rights to add objects to BusinessObjects Enterprise.

• The Central Management Console (CMC)

This is available to anyone with administrator rights in BusinessObjects Enterprise.

• InfoView

Some objects can be added to BusinessObjects Enterprise through InfoView. This is donethrough the InfoView interfacewhen end userswith the appropriate rights save a documentto BusinessObjects Enterprise.

Note: For more information on creating and saving documents using InfoView, refer to theInfoView User’s Guide.

• The Publishing Wizard

This is available to anyone with a locally installed copy of the Publishing Wizard and whohas rights to add objects to BusinessObjects Enterprise.

Each of these Publishing methods is described in more detail on the following pages.

There are several types of objects that you can add to the BusinessObjects Enterprise repository.They include reports (from Crystal Reports, Desktop Intelligence, and Web Intelligence),Voyager workspaces, programs, third-party objects and hyperlinks, as well as object packages,which consist of report and/or programobjects. The setting to configure for Publishing dependson the type of object you want to publish.

Once the object has been added, it appears in the folder you specified in InfoView (or otherweb desktops) and in the Objects area of the CMC.


Note: BusinessObjects Enterprise supports reports created in legacy versions. Once added toBusinessObjects Enterprise, reports are saved, processed, and displayed in XI 3.0 format. Crystalreports will be saved in Crystal Reports 2008 format.

Adding Crystal reports

For Crystal Reports files, you can publish report objects to BusinessObjects Enterprise using:

• The Save As command in Crystal Reports• The Central Management Console• The Publishing Wizard• InfoView

To add a Crystal report using Save As

If you have installed Crystal Reports, you can use the Save As command to add objects toBusinessObjects Enterprise from within the designer itself.1. In the Crystal Reports designer, open the report you want to publish.

2. In the File menu, click Save As.

3. In the Save As dialog box, click Enterprise Folders.

4. When prompted, log into the Central Management Server (CMS).

5. Specify the folder where you want to save the report, then click Save.

The report saves to the Enterprise folder you specified.


To add a Crystal report through the CMC

1. Click on Folders to display the folder tree and the objects and navigate to the desired folder.

2. ClickManage ➤ Add ➤ Crystal Reports.

Note: You can also right-click on the folder to which the Crystal Report is to be added andselectManage ➤ Add ➤ Crystal Reports from the menu.

3. Enter a title for the Crystal report and then browse the file system to select the report byclicking the Browse button next to the Filename field.

4. Select the report object and click theOpen button.

5. ClickOK to add the object to the folder.

When the object has been added to the system, the CMC displays the Properties screen. Ifnecessary, you can now modify the object’s properties, such as its title and description, thedatabase login information, scheduling information, user rights, and so on.

Adding Web Intelligence documents

Web Intelligence documents are created over theweb, through the InfoView application.WhileCrystal Reports may report from various data sources, Web Intelligence documents usuallyreport from a universe data source. They can however report from various data sources.

To add a Web Intelligence document using Save As

You can use this procedure to add a Web Intelligence document to a new folder within theBusinessObjects Enterprise system. For example you can use Save As, if you have previouslycreated a document and saved it to your Favorites folder.1. In InfoView, open the document you want to add.

Note: This procedure describes Publishing when using the Java viewer. Steps may differwhen using a different viewer.

2. ClickDocument and select Save As from the drop-down list.The Save Document dialog box appears

3. Click the Advanced button to add a description and any keywords you want to use toidentify the document.

4. Enter a name for the document.

5. Click the Refresh on Open check box if you want to refresh the report data upon opening.

6. In the Folders pane, navigate to the folder in which you want to save the document.

7. If desired, specify a category for the report from the Categories tab.

8. ClickOK.


To add a Web Intelligence document using NewYou need to be logged into InfoView with a user account that has Web Intelligence credentials.1. In InfoView, click onNew ➤ Web Intelligence Document.

2. Select the Universe you wish to use for this document.

The query report panel appears. Based on your viewer and settings, youwill have an interfacewith the option to create a query.

3. Create a query.

4. Click Run Query.The query result appears in the report panel.

5. Click Save ➤ Save as...

6. In the Folders pane, navigate to the folder in which you want to save the document.

7. Enter the name of the document in theName: field.

8. If desired, specify a category for the report from the Categories tab.

9. ClickOK.

Adding Voyager workspaces

Voyager workspaces provide an analytical, interactive interface that can be used to displaybusiness data based on multidimensional cubes. All components on a page share the sameviewpoint (orientation andmember) of anOLAP cube. By changing the view in one component,you change the view in all components on the same page. You can add Voyager workspacesto the BusinessObjects Enterprise environment by:

To add a Voyager workspace

You need to have a Voyager workspace open.1. In the Voyager Workspace, click Save ➤ Save As.

The Save Document dialog box appears.

2. Type a title, description, and any keywords you want to identify the report.

3. In the Location box, specify a location to save the report.

4. If desired, specify a category for the report from the Categories section.

Adding Desktop Intelligence documents

Desktop Intelligence is a full-client, query and analysis tool. Desktop Intelligence documentscan be created, published to BusinessObjects Enterprise, scheduled and then viewed by users.

You can publish Desktop Intelligence documents in BusinessObjects Enterprise:


• Using Export to Repository from the Desktop Intelligence application• From the Publishing Wizard

Adding Xcelsius Visualizations

Crystal Xcelsius is an intuitive application that uses aWindows interface to allow you to buildinteractive models of data and formulas from Excel spreadsheets.

Crystal Xcelsius design files (XLF) can be saved to BusinessObjects Enterprise using the SaveAs command in Crystal Xcelsius. XLF files saved to BusinessObjects Enterprise are simplystored in the system; they cannot be viewed or scheduled from within the CMC or InfoView.To provide your users the ability to interact with the visualization, youmust export the designfile to BusinessObjects Enterprise. When exported, the Crystal Xcelsius visualization is savedas a Macromedia Flash file (SWF).

Using the CMC, you can view and edit the rights of the XLF and SWF files.

To add a Crystal Xcelsius visualization to BusinessObjectsEnterprise

You need to have an Xcelsius visualization open.1. Open the Crystal Xcelsius design file (XLF) in the Crystal Xcelsius Designer.

2. Click File ➤ Export ➤ BusinessObjects Enterprise.

The XLF file is converted to a SWF file.

The Save As dialog box opens and displays the folder hierarchy of your BusinessObjectsEnterprise repository.

3. Navigate to the folder that you want to save the SWF file to.

4. Type the name of the file in the File name field and then click Save.

Object Properties

When you add any object to BusinessObjects Enterprise, it is stored in the Input FRS. Metainformation for this object—such as object properties, data source information, and selectionformulas—is also copied to the CMS system database.

Objects have the following configurable properties in the Central Management Console:

• Default Settings• Properties• Schedule• User Security• History• Limits


Default Settings

In the Default Settings section of a report object, you can specify the default values for a reportobject.

Properties

In the Properties section of a report object, you can:

• Add or change the report title• Add or change the report description• Add keywords to help when searching for the report

Schedule

In the Schedule section of a report object, you can set values such as instance title, format,destination, recurrence, notification and caching. The settings available depend on the objecttype.

User Security

In the User Security section of a report object, you can:

• Assign group-level access and rights to the object• Assign user-level access and rights to the object

History

In the History section of a report object, you can view:

• Instance Time• Title• Run By• Parameters• Format• Status

Limits

In the Limits section of a report object, you can specify how object instances will be managed.You can:

• Delete instances when there are more than N instances of an object• Delete excess for users / groups• Delete instances after N days for users / groups

To view or modify the properties of an object

You can view the properties of any object within the CMC using the following procedure. Youcan also modify the properties.1. In the Foldersmanagement area of the CMC, select an object.


2. ClickManage ➤ Properties.The Properties dialog box appears.

3. Make your modifications.

4. When you are finished, click Save & Close.

Activity: To view or modify the properties of an object

Objectives

• View an object's properties. You can use any object you wish.• Explore the different properties for different objects, for example aWeb Intelligence document

versus a Crystal report.

Adding objects with the Publishing Wizard

Aswith the CentralManagement Console, when configuring settings in the PublishingWizard,you are modifying the metadata stored by the CMS database, but you are not modifying theactual report that has been published to the Input FRS. Once the object has been published, itappears in the folder you specified in InfoView (or other web desktop) and in the Objectsmanagement area of the CMC. You can always modify the object settings in the CentralManagement Console after the object has been published.

Thewizard ismade up of a series of screens. Only the screens applicable to the objects or foldersyou are Publishing appear. For example, the settings for parameters and schedule format donot appear when you publish Voyager workspaces. The following steps are categorized bytask to describe the different options available throughout the Publishing process.

To add an object using the Publishing Wizard

1. From the BusinessObjects Enterprise XI program group, click Publishing Wizard.

The Publishing Wizard appears.


2. ClickNext.

3. In the System text box, type the name of the CMS to which you want to add objects.

4. In theUserName andPassword text boxes, type your BusinessObjects Enterprise credentials.

5. From the Authentication list, select the appropriate authentication type.

6. ClickNext.The Select Files dialog box appears.

To add objects

1. Depending on the type of object you are adding, click either Add Files or Add Folders.

2. Navigate to and select the object youwant to add. If you are adding a folder, you can chooseto also add its subfolders by selecting the Include Subfolders check box.

Tip: Ensure the appropriate file type is listed in the Files of type field; by default this valueis set to Report (*.rpt).

3. Repeat steps 1 and 2 for each of the objects you want to add.

4. ClickNext.

Tip: If the Specify Object Type dialog box appears, choose a file type for each unrecognizedobject, then click Next.

The Specify Location dialog box appears.


To create and select a folder on the CMS

To add the selected objects, youmust create or select a folder on the host CMS. Only the foldersto which you have full control access will appear.1. Click the folder you want to add the objects to, then click + to the left of the folder to view

the subfolders.To add a new folder to the CMS, select a parent folder, then clickNew Folder. The newfolder appears and can be renamed. To add a new object package to the CMS, select a parentfolder, then clickNewObject Package. The new object package appears and can be renamed.To delete a folder or object package, select the item and click Delete. From the wizard, youcan delete only new folders and object packages. (New folders are green; existing foldersare yellow.)

2. ClickNext.The Specify Folder Hierarchy dialog box appears if it is needed.

To duplicate the folder structure

If you are adding multiple objects from a directory and its subdirectories, you are asked if youwant to duplicate the existing folder hierarchy on the CMS.1. Choose a folder hierarchy option.

To place all of the objects in a single folder, select Put files in the same location.

To recreate all of the folders and subfolders on the CMS as they appear on your hard drive,selectDuplicate the folder hierarchy. Choose the topmost folder that you want to includein the folder hierarchy.

2. ClickNext.The Confirm Location dialog box appears.

To move objects between folders

1. In the Confirm Location dialog box, move objects to the desired folders by selecting eachobject, then clickingMove Up orMove Down.

Tip:

You can also add folders and object packages by selecting a parent folder and clicking theNew Folder or New Object Package button.

To delete a folder or object package, select it and click theDelete button. You candrag-and-drop objects to place themwhere you want. You can right-click objects to renamethem.

By default, objects are displayed using their titles. You can display the objects’ local filenames by clicking the Show file names button.

2. ClickNextwhen you are finished.


The Specify Categories dialog box appears.

To add objects to a category

If you want to add the selected objects to a category, you can create or select a category on thehost CMS.1. In the Specify Categories dialog box, click the category youwant to add the objects to. Click

+ to the left of the folder to view the subfolders. To add a new category to the CMS, selecta parent category, then click theNew Category button. The new category appears and canbe renamed.

2. In the File list, choose the object that you want to add to the category, then click the InsertFile button.To delete a category or to remove an object from a category, select the item and clickDelete.

3. ClickNext.

The Specify Schedule dialog box appears if it is needed.

To change scheduling options

The Specify Schedule dialog box allows you to schedule each report, program, and/or objectpackage that you are Publishing to run at specific intervals.

Note: This dialog box appears only for objects that can be scheduled.

1. Select the object you want to schedule.

2. Select one of three intervals:


• Run once only

Selecting the Run once only option provides two more sets of options:○ When finished this wizard

This option runs the object once when you’ve finished Publishing it. The object is notrun again until you reschedule it.

○ At the specified date and time

This option runs the object once at a date and time you specify. The object is not runagain until you reschedule it.

• Let users update the object

This option does not schedule the object. Instead, it leaves the task of scheduling up tothe user.

• Run on a recurring schedule

Once you have selected this option, click the Set Recurrence button to set the schedulingoptions.

The Pick a recurrence schedule dialog box appears.

The options in this dialog box allow you to choose when and how often the report runs.Select the appropriate options and click OK.

3. ClickNext after you have set the schedule for each object you are adding.The Specify Repository Refresh dialog box appears if it is needed.

To enable repository refresh

You can choose to refresh an object’s repository fields if the object references the repository.To complete this task, the PublishingWizard needs to connect to your BusinessObjects EnterpriseRepository database from the local machine.1. Select a report, then select the Use Object Repository when refreshing report check box.


Tip: Click Enable All to refresh all objects that reference the repository; clickDisable Allto refresh none of the objects.

2. ClickNextwhen you are finished.The Specify Keep Saved Data dialog box appears.

To keep a report's saved data

You can choose whether or not you want to keep a report's saved data.

Note: This dialog box appears only when you publish report objects with saved data.

1. Select a report, then select the Keep Saved data when Publishing report check box.


Note: Click the Enable All button if you want to keep saved data with all the objects youare Publishing; click theDisable All button if you don’t want to save the data of any of theobjects.

2. ClickNextwhen you are finished.The Change Default Values dialog box appears.

To add objects without making modifications

Note:

You can add objects without changing any of the default properties, or you can go through theremaining screens and make changes.

If you use the default values, your object may not schedule properly if the database logininformation is not correct, or if the parameter values are invalid.

1. Select Publish without modifying properties.

2. ClickNext through the wizard's remaining dialog boxes.

To review or modify objects before adding

1. Select Review or modify properties.

2. ClickNext.The Review Object Properties dialog box appears.


To change object properties

1. In the Review Object Properties dialog box, select the object you want to modify.

2. Enter a new title or description.

3. ClickNext.The Specify Database Credentials dialog box appears if it is needed.

To enter database login information

Some objects use data sources that require login information. If objects you are adding are ofthis type, follow these steps:1. Double-click the object, or click + to the left of the object to expose the database.

2. Select the database and change the login information in the appropriate text boxes. If thedatabase does not require a user name or password, leave the text boxes blank.

Note: Enter user name and password information carefully. If it is entered incorrectly, theobject cannot retrieve data from the database.

3. Once you have completed the login information for each object using a different database,clickNext.The Set Report Parameters dialog box appears if it is needed.

To set parameters

Some objects contain parameters for data selection. Before such an object can be scheduled,you must set the parameters in order to determine the default prompts.1. Select the object whose prompts you want to change.

The object's prompts and default values appear in a list on the right side of the screen.

2. Click Edit Prompt to change the value of a prompt.Depending on the type of parameter you have chosen, different dialog boxes appear.

3. If youwant to set the prompts to contain a null value (where possible), then clickSet Promptsto NULL.

4. ClickNext after you have finished editing the prompts for each object.The Schedule Format dialog box appears

To set the schedule format

You can choose a schedule format for each report that you publish. For some of the formats,you can customize the schedule format options.

Note: This option only applies to objects that can be scheduled: Crystal Reports,Web Intelligencedocuments, Desktop Intelligence documents, program objects, and object packages.

1. Select the object whose schedule format you want to change.


2. Select a format from the list (Crystal Report, Excel, Word, and so on). Where applicable,customize the schedule format options. For example, if you select Paginated Text, enter thenumber of lines per page.

3. ClickNext.The final dialog box appears.

To finalize the objects to be added

After you have provided all of the required information for the objects, the PublishingWizarddisplays a final list of the objects to be published.

1. After ensuring all the objects you want to publish have been added to the list, clickNext.The objects are added to the CMS, scheduled, and run as specified. When the processing isdone, you are returned to the final screen of the Publishing Wizard.

2. To view the details for an object, select it from the list.

3. Click Finish to close the wizard.

Activity: Adding objects with the Publishing Wizard

Objectives

• In this activity, you will use the Publishing Wizard to:• Add reports to the repository• Configure report properties


Instructions

1. Open the Publishing Wizard.

2. Log into your BusinessObjects Enterprise system as Administrator

3. ClickAdd Files and browse to the resource CD to locate the sales reports. From the Lesson2 folder on the resource CD, select the AP Sales.rpt from the Sales AP folder, and the EUSales.rpt from the Sales EU folder

4. Place the reports in the Sales Folder.

5. The reports do not need to be added to a category but they should be scheduled to run everyThursday night at 3:30am so the Sales team can view the reports Friday morning

6. ClickNext to accept the default settings and Finish to complete the Publishing process

7. Log into InfoView as the Administrator to view the reports in the Sales Folder. Log in asother users to test the access rights of those who can view the reports in the folder.

Adding other objects to the repository

Other objects that can be added to the repository include:

• Program objects• Third-party documents: .doc, .ppt .xls, .txt, .pdf files

Adding program objects

A program object is an object in BusinessObjects Enterprise that represents an application.Adding a program object to BusinessObjects Enterprise allows you to use BusinessObjectsEnterprise to schedule and run the program object and to manage user rights to the programobject.

Three types of applications can be added to BusinessObjects Enterprise as program objects:

• Executable

Executable programs are binary files, batch files, or shell scripts. They generally have fileextensions such as: .com, .exe, .bat, .sh. You can add any executable program that can berun from the command line on the machine that runs the Program Job Server.

• Java

You can add any Java program to BusinessObjects Enterprise as a Java program object. ForJava program objects to have access to Java SDK objects, your class must implement theIProgramBase interface from the BusinessObjects Enterprise Java SDK(com.businessobjects.sdk.plugin.desktop.program.IProgramBase).

• Script

Script program objects are JScript and VBScript scripts. They are run onWindows using anembedded COM object and can—once added— reference the BusinessObjects EnterpriseSDK objects.


You can add program objects to BusinessObjects Enterprise using:

• The Central Management Console• The Publishing Wizard

To add a program object with the CMC

1. Go to the Foldersmanagement area in the CMC.

2. Navigate to the folder to which you wish to add the program file.

3. ClickManage ➤ Add ➤ Program File.

4. Click Browse to locate the program file.

5. Specify the Program type.

6. ClickOK.

Adding third-party objects and hyperlinks

You can add .doc, .xls, .ppt, .rtf, .pdf, and .txt files to the repository using:

• the Central Management Console• the Publishing Wizard

Hyperlinks can only be added from the Central Management Console and InfoView.

As you cannot schedule hyperlinks or third-party objects, their only configuration options are:

• Properties• Categories• Rights


Adding objects with Live Office

The BusinessObjects Enterprise enables you to extend data from Crystal Reports, WebIntelligence or Business Views by usingMicrosoft Office. You can use LiveOfficewithMicrosoftExcel, PowerPoint, and Word.

Using Live Office, you can design Microsoft Office documents that combine relational datawith data from other sources. By adding these Microsoft Office documents to BusinessObjectsEnterprise, you enable authorized users to view the documents and refresh the data againstthe data source.

BusinessObjects Enterprise security protects added documents against access by unauthorizedusers.

For more information, see the Live Office User’s Guide.


Managing objects in BusinessObjects EnterpriseThere are many object types in a BOE system, including Crystal reports, Web Intelligencedocuments, programs, object packages, and also third-party objects such as Microsoft Worddocuments, or Microsoft Excel spreadsheets. Managing objects in BOE involves basic taskssuch as copying, moving and deleting objects. As system administrators, you perform thesetasks using the Central Management Console.


• Copy, move and delete objects• Create shortcuts to objects

Copying objects

One of the fundamental tasks carried out by system administrators is that of copying objects.

To copy an object in the CMC

1. Click on Folders to display the folder tree and the objects and navigate the folder tree to thedesired folder.

2. Right-click the object and selectOrganize ➤ Copy To.

Note: Use SHIFT+click or CTRL+click to select multiple folders.

3. In the Select Destination(s)window, highlight the destination folder on the left, then clickthe > button.

4. Click the Copy button to complete the process. The object will appear in the destinationfolder.

Note: The above action can also be performed using theOrganize button on the toolbar.

Moving objects

One of the fundamental tasks carried out by system administrators is that of moving objects.

To move an object in the CMC


2. Right-click the object and selectOrganize ➤ Move To.

3. In the Select Destination(s)window, highlight the destination folder on the left, then clickthe > button to add the folder to the destinations list.


4. Click theMove button to complete the process. The object will appear in the destinationfolder and will be removed from the original folder.

Note: The above action can also be performed using theOrganize button on the toolbar.

Creating shortcuts to objects

Shortcuts are useful for granting a user access to an object without giving that user access tothe entire folder in which the object is located. After you create the shortcut, users who haveaccess to the folder where the shortcut is located can access this object and its instances.

To create a shortcut to an object in the CMC


2. Right-click the object and selectOrganize ➤ Create Shortcut In.

3. In the Select Destination(s)window, highlight the destination folder on the left, then clickthe > button to add the folder to the destinations list.

4. Click the Create Shortcut button to complete the process.The object appears in the destination folder.

Deleting objects

You can delete either a single object or multiple objects within the CMC. You can also delete afolder, which deletes all of the objects and instances that are stored in that folder.

To delete an object in the CMC


2. Right-click the object and selectManage ➤ Delete.

3. ClickOK to confirm the object deletion.


Review: Managing BusinessObjects Enterprise Content1. What tool does the system administrator use tomanage BusinessObjects Enterprise content?

2. Why are shortcuts useful?

3. Name two ways of adding objects to BusinessObjects Enterprise.

4. Name the three types of applications that can be added to BusinessObjects Enterprise asprogram objects.



• Copy, move and delete objects• Create shortcuts to objects• Describe the different methods of adding objects to the Repository• Add a Crystal report• Add a Web Intelligence document• Add a Voyager workspace• Add a Desktop Intelligence document• Add objects with the Publishing Wizard• Describe other objects you can add and configure• View object properties


Lesson 3Securing BusinessObjects Enterprise Content

Securing BusinessObjects Enterprise ContentIt is essential for a systems administrator to have a fundamental understanding of security inBusinessObjects Enterprise. This includes being able to effectively organize, manage, and applysecurity to users and content.


• Create users, groups, folders and categories• Understand the BusinessObjects Enterprise security model• Describe guidelines for planning security

61Securing BusinessObjects Enterprise Content—Learner’s Guide

Creating Users, Groups, Folders and CategoriesBefore you secure your content youmust create an intuitive and logical organizational structureas this is the key to ensuring that your users can find the information they need quickly andeasily. Understanding how users, groups, and folders are created will help you manage yourBusinessObjects Enterprise deployment effectively. After completing this unit, youwill be ableto:

• List the default BusinessObjects Enterprise user and group accounts• Create users and groups• Create folders• Create categories

The default BusinessObjects Enterprise accounts

After installation, the following users exist in the BusinessObjects Enterprise system database:

• Administrator

An account with full control rights to the BusinessObjects Enterprise system. TheAdministrator password is blank by default. This is a special account that cannot be deleted.

• Guest

A default user account. The guest account is enabled with a blank password by default.

Note: Although you cannot not delete this account it is disabled by default.

By default, the following groups exist in the BusinessObjects Enterprise system database:

• Administrators

Users belonging to the Administrators group are able to perform all functions in all of theBusinessObjects Enterprise applications. This group contains the Administrator user bydefault.

• BusinessObjects NT Users

The BusinessObjects EnterpriseNT users group is createdwhen BusinessObjects Enterpriseis installed on a computer runningWindowsNTorWindows 2000. This group is also addedto BusinessObjects Enterprise. Windows NT or Windows 2000 users that belong to theBusinessObjects Enterprise NT users group can view folders and reports, providing NTauthentication has been enabled. Note: You can also map third-party users and groups intoBusinessObjects Enterprise. For more for information, refer to Lesson 6 - Authenticationand Mapping Third-Party Accounts.

• Everyone

When a user is added to BusinessObjects Enterprise, they are automaticallymade amemberof the Everyone group. Membership in the Everyone group is mandatory and cannot bechanged. The Everyone group cannot be deleted.

• Report Conversion Tool user


These users have access to the Report Conversion Tool application.

• Universe Designer users

Universe Designer users have access to the Universe Designer application.

• PMUser

This user will only appear if Performance Management is included in your installation.

To enable the Guest account

The Guest account is disabled by default to ensure that no one can log onto BusinessObjectsEnterprise with this account. This default setting also disables the anonymous single sign-onfunctionality of BusinessObjects Enterprise, so users will be unable to access InfoViewwithoutproviding a valid user name and password.1. Go to the Users and Groupsmanagement area of the CMC.

2. Click User List in the Navigation panel.

3. SelectGuest.


5. Clear the Account is disabled check box.


7. If you are prompted for confirmation, clickOK.

The Guest account is now enabled.

Creating users and groups

New users and groups are created in the CMC. When you create a new user account in theCMC, you first must specify the user’s properties, before you configure group membershipsfor the user. Groups are collections of userswho share the same account privileges. For instance,you may create groups that are based on department, role, or location. Groups enable you tochange the rights for users in one place (a group) instead of modifying the rights for each useraccount individually. Also, you can assign object rights to a group or groups.

Creating and modifying a user account

After a user account has been created, you can modify the account properties. The propertiesthat can be modified include:

• Account Name

The account name is the unique identifier for a user account and is the user name enteredwhen logging into BusinessObjects Enterprise.

• Full Name


This optional field is used to capture the user’s full name. It is recommended that you usethis field, particularly when managing many users.

• Email

This optional field is used to add the user’s email address. This is for reference only. Forexample, if the user forgets their password sometime in the future, you can get their emailaddress from this field to send them their password.

• Description

This optional field is used to add information about the user, such as their position,department, or geographic location.

• Enterprise Password Settings

User password settings allow you to change the password and password settings for theuser.

Note: Global password settings can be configured in the Authentication area of the CentralManagement Console.

• Enable Data Source Credentials for Business Objects Universes

When this check box is selected, the user must provide the logon credentials specified toaccessUniverses. The user name and password entered here can be different from the user’sBusinessObjects Enterprise credentials.

• Connection Type

This option specifies how the user connects to the BusinessObjects Enterprise system basedon the license agreement.

• Account is disabled

This check box allows the Administrator to deactivate the user account, instead ofpermanently deleting the account. This is useful when administering users who will betemporarily denied system access, such as employees taking parental leave.

Note: Select theAccount is disabled check box to disable the Guest account. This makes itunavailable for use.

• Assign Alias...

If a user has multiple accounts within BusinessObjects Enterprise, use this feature to linkthe accounts. This results in the user having multiple BusinessObjects Enterprise logincredentials that map to one BusinessObjects Enterprise account.

You can also use theNew Alias... button to create a new alias.

Note: Users can also be added to your system using authentication. This topic is covered inBusinessObjects Enterprise XI 3.0/3.1: Administering Servers - Windows.

To create users

1. In the CMC home page, click Users and Groups.


2. ClickManage ➤ New ➤ New User.TheNew User dialog box appears.

3. Select the Authentication Type.

4. Type the account name, full name, email, and description information.

Tip: Use the description area to include extra information about the user or account.

5. Specify the password information and settings.

6. Select the Connection Type.• ChooseConcurrentUser if this user belongs to a license agreement that states the number

of users allowed to be connected at one time.• ChooseNamed User if this user belongs to a license agreement that associates a specific

user with a license. Named user licenses are useful for people who require access toBusinessObjects Enterprise regardless of the number of other people who are currentlyconnected.

7. Click Create & Close.

The user is added to the system and is automatically added to the Everyone group. An inbox isautomatically created for the user, as is an Enterprise alias. You can now add the user to a groupor specify rights for the user.

To modify a user account

The user account must already exist before it can be modified.

Use this procedure to modify a user's properties or group membership.

Note: The user will be affected if they are logged on when you are making the change.


2. Select the user whose properties you want to change.

3. ClickManage ➤ Properties .The Properties dialog box for the user appears.

4. Modify the properties for the user.

In addition to all of the options that were available when you initially created the account,you now can disable the account by selecting the Account is disabled check box.

Note: Any changes youmake to the user account do not appear until the next time the userlogs on.



Creating and modifying a group account

Once a group is created, you can modify its membership to include other groups. Groups caninclude other groups as subgroups.

Note: Group names must be unique.

After a group is created, you can modify the properties. Properties can include:

• Group Name• Description• Users• Subgroups• Member of• Profiles• Rights

Note: For more information on creating group accounts, refer to the Administrator’s Guide.

To create groups


2. ClickManage ➤ New ➤ New Group.The Create New User Group dialog box appears.

3. Enter the group name and description.

4. ClickOK.

To modify a group's properties

You can modify a group's properties by making changes to any of the settings.

Note: The users who belong to the group will be affected by the modification the next timethey log on.

1. In the Users and Groupsmanagement area of the CMC, select the group.


3. Modify the properties for the group.

Click the links from the navigation list to access different dialog boxes andmodify differentproperties.• If you want to change the title or description for the group, click Properties.• If you want to modify the rights that principals have to the group, click User Security.• If you want to modify profile values for group members, click Profile Values.• If you want to add the group as a subgroup to another group, clickMember Of.


4. Click Save.

Activity: To create groups

You are required to build a security model for a company that has two divisions. All usersshould see the Company folder and then the division folder towhich they belong. For example,a user in Division A should see the Company folder, Division A folder. However the usershould not be able to see theDivision B folder. Therewill be content (report/document objects)available on the division folder level.

Note: This is the first of several instructor-led activities. You should follow the instructor ateach step. Be sure to ask the instructor to pause if you fall behind. The solution to theinstructor-led activities is contained in the Lesson 3 folder on the resource CD.

Instructions


2. ClickManage ➤ New ➤ New Group.

3. Enter the group name 'Company Group'.

4. ClickOK.

5. Create a group called 'DivA Group'.

6. Create a group called 'DivB Group'.

Creating subgroups

It is useful to create subgroupswhen you need to further classify groups of users. For example,users can be grouped on location (such as London), and then further divided according to theirdepartment (such as the London Finance Team).

To add subgroups

You can add a group to another group. When you do this, the group that you added becomesa subgroup.

Adding a subgroup is similar to specifying group membership.1. In the Users and Groupsmanagement area of the CMC, select the group that you want to

add as a subgroup to another group.

2. ClickActions ➤ Join Group.The Join Group dialog box appears.

3. Select the group that you want to add the first group to from the Available Groups list, andclick > to move it to the Destination Group(s) list.

4. ClickOK.


To specify group membership

You can make a group a member of another group. The group that becomes a member isreferred to as a subgroup. The group that you add the subgroup to is the parent group. Asubgroup inherits the rights of the parent group.1. In the Users and Groupsmanagement area of the CMC, click the group that you want to

add to another group.

2. Click Actions ➤ Member Of.TheMember Of dialog box appears.

3. Click Join Group.The Join Group dialog box appears.

4. Select the group that you want to add the first group to from the Available Groups list, andclick > to move it to the Destination Group(s) list.

Any rights associated with the parent group will be inherited by the new group you havecreated.

5. ClickOK.You return to theMemberOf dialog box, and the parent group appears in the parent groupslist.

Activity: To add subgroups

The group structure should look like this:

Instructions

1. In the Users and Groupsmanagement area of the CMC, select the 'DivA Group'.

2. ClickActions ➤ Join Group.The Join Group dialog box appears.

3. Select the 'Company Group' from the Available Groups list, and click > to move it to theDestination Group(s) list.

4. ClickOK.'DivA Group' is added to 'Company Group'.

5. Next add 'DivB Group' to 'Company Group'.


Tip: You can select both groups at once by using CTRL+SHIFT and selecting both objectsfrom the main area (this does not work from the tree list) and add them as subgroups at thesame time.

Activity: To create users

In this scenario you will create two new users: 'diva' and 'divb'.


2. ClickManage ➤ New ➤ New User.TheNew User dialog box appears.

3. Keep the defaultAuthentication Type as Enterprise.

4. Type the 'diva' in the account name field.

Normally you would enter the full name, email, and description information.

Tip: Use the description area to include extra information about the user or account.

5. Enter password in the Password: field and again in the Confirm field.

6. Deselect the User must change password at next logon field.

Note: You are deselecting this option so you do not need to change the password, as youwill later log on as this user to test your security settings.

7. Click Create.The user is added to the systemand is automatically added to the Everyone group.An inboxis automatically created for the user, as is an Enterprise alias.

8. Create a user called 'divb'.

Deleting a user or group account

Accounts that you have created in BusinessObjects Enterprise can easily be deleted from theUsers and Groups management area in the CMC.

Note:• The user might receive an error if they are logged on when their account is deleted.• When you delete an account from the system, the account is permanently removed. When

you delete a user account, the Favorites folder, personal categories, and inbox for that userare deleted as well.

• When a user is deleted, any owned recurring instances are transferred and become ownedby the administrator.

• If you think a user may need the account in the future, disable the account rather thandeleting it.

• When you delete a group, users and subgroups that are members of that group are notdeleted.


• You cannot delete the default groups Administrators and Everyone.• The users who belong to a deleted group will be affected by the change the next time they

log on.• The users who belong to the deleted group will lose any rights they inherited from the

group.

To delete a user or group

1. Go to the Users and Groupsmanagement area of the CMC.

2. Select the user or group you wish to delete.

3. ClickManage ➤ Delete.The delete confirmation dialog box appears.

4. ClickOK.The user or group is deleted.

Adding users to groups

Once you have created a group structure, you will need to add users to the groups.

You can add users to groups in the following ways:

• Select the group, and then click AddMembers to Group on the Actionsmenu.• Select the user, and then clickMember Of on the Actions menu.• Select the user, and then click Join Group on the Actions menu.• The following procedures describe how to add users to groups using these methods.

To add a user to one or more groups

All BusinessObjects Enterprise users of the system are part of the Everyone group.1. In the Users and Groupsmanagement area of the CMC, click User List to select the user

that you wish to add to a group.

2. Click Actions ➤ Join Group.The Join Group dialog box appears.

3. Select the group that you want to add the user to from the Available Groups list, and click> to move it to theDestination Group(s) list.

Tip: Use SHIFT+click or CTRL+click to select multiple groups.

4. ClickOK.

The user is added to the group(s).


To add one or more users to a group

1. In the Users and Groupsmanagement area of the CMC, select the group.

2. Click Actions ➤ AddMembers to Group .The Add dialog box appears.

3. Click User list.The Available users/groups list refreshes and displays all user accounts in the system.

4. Select the user that you want to add to the group from theAvailable users/groups list, andclick > to move it to the Selected users/groups list.

Tip:• To select multiple users, use the SHIFT+click or CTRL+click combination.• To search for a specific user, use the search field.• If there are many users on your system, click the Previous andNext buttons to navigate

through the list of users.

5. ClickOK.

The user(s) is added to the group.

Activity: To add a user to one or more groups

In this scenario you will add users diva and divb to their respective groups.

1. In the Users and Groupsmanagement area of the CMC, click User List.

2. Click 'diva'.

3. Click Actions ➤ Join Group.The Join Group dialog box appears.

4. Select the 'DivA Group' from the Available Groups list, and click > to move it to theDestination Group(s) list.

5. ClickOK.The user 'diva' is added to the 'DivA Group'.

6. Next add the user 'divb' to the 'DivB Group'.

Creating folders

To create a logical structure inwhich to store an organization's content youmust create folders.Folders store objects and are used to organize documents. You can use folders to separatecontent into logical areas. Every report or document must reside in a folder. Because you canset security at the folder level, you can use folders as a tool for controlling access to information.Object-level rights are either set explicitly for the object or inherited from the folder in whichthe object resides.


Creating andmanaging folders is typically the responsibility of the BusinessObjects Enterpriseadministrator, but end users can be given the option to create their own folders and controlthe objects within their folders in InfoView.

Managing folders in BusinessObjects Enterprise is done in the Folders management area of theCentral Management Console.

To create a folder


2. Navigate to where you want to create the folder.

3. ClickManage ➤ New ➤ Folder.

4. Enter a name for the folder and clickOK.The folder is created.

To move or copy folders

When you copy or move a folder, the objects contained within it are also copied or moved.BusinessObjects Enterprise treats the folder’s object rights differently, depending uponwhetheryou copy or move a folder.

• When you copy a folder, the newly created folder does not retain the object rights of theoriginal. Instead, the copy inherits the object rights that are set on its new parent folder.

• When you move a folder, all of the folder’s object rights are retained.


2. Select the folder you wish to move or copy.

3. ClickOrganize.

4. Click Copy to if you want to copy the folder orMove to if you want to move the folder.

5. Select the destination folder to copy or move your object.

6. Click Copy orMove to complete the task.

Activity: To create a folder structure

In this scenario you will create folders for each of the groups you created. create the folders:Company Folder, DivA Folder and DivB Folder.

The folder structure should look like this:



2. Select 'All Folders'.

3. ClickManage ➤ New ➤ Folder.

4. Name the folder 'Company Folder' and clickOK.The 'Company Folder' is created at the root of the All Folders level.

5. Create two more folders, one called 'DivA Folder', and one called 'DivB Folder'.

6. From the Foldersmanagement area, click 'DivA Folder'.

7. ClickOrganize.

8. ClickMove to.

9. Navigate to the 'Company Folder' and click >.The 'Company Folder' appears in theDestinations list.

10.ClickMove.'DivA Folder' is now located under 'Company Folder'.

11.Move the 'DivB Folder' to the 'Company Folder'.Now both the DivA Folder and DivB Folder appear as subfolders of the Company Folder.

Activity: To copy an object in the CMC

In this scenario you will add the WorldSalesReport.rpt to both the DivA Folder and DivBFolder.


2. Navigate to the folder: ../All Folders/Report Samples/Demonstration.

3. Click the World Sales Report.

4. ClickOrganize.

5. Click Copy to.

6. Navigate to ../All Folders/Company Folder/DivA Folder and click >.

7. Click Copy.

8. Click 'DivA Folder'.The report is copied to the destination folder.


9. Copy the World Sales Report to 'DivB Folder'.

Creating Categories

Like folders, categories are used for organizing documents in BusinessObjects Enterprise.Categories provide an alternate organizational structure that makes it easier for users to sortand find documents.

By creating categories, and setting appropriate rights for them, you can organize data accordingto multiple criteria and improve both security and navigation. The difference between foldersand categories is that a document always resides in a folder as a storage location, but it mayor may not be assigned to a category as a method of classification.

For example, if you currently organize your files into departmental folders, you could usecategories to create an alternate filing system that divides content according to different rolesin your organization, such as managers or VPs.

You can associate documentswithmultiple categories, and you can create subcategorieswithincategories.

BusinessObjects Enterprise provides two types of categories:• Corporate categories are created by the administrator, or other userswho have been granted

access to these categories.• Personal categories can be created by each user to organize their own personal documents.

To create a category

1. Go to the Categoriesmanagement area of the CMC.

2. ClickManage ➤ New ➤ Category.The Create Category dialog box appears.

3. Enter the name of the category in the Enter a new category name: field.

4. ClickOK.The new category is added to the system. You can now click Manage and Properties tochange settings for this category.

To assign an object to a category

1. Go to the Foldersmanagement area of the CMC.

2. Navigate to the object you would like to add to a category and select it.

3. ClickManage ➤ Properties .

4. Under Properties, in the Categories section, select the categories to which you want to addthe object.



To delete categories

When you delete a category, all subcategories within it are removed entirely from the system.Unlike folder deletion, the reports and other objects contained within the category are notdeleted from the system.1. Go to the Categoriesmanagement area of the CMC.

2. Select the category that you want to delete.

If the category you want to delete is not at the top level, locate its parent category. Thenmake your selection.

Tip: To select multiple categories, hold down the CTRL orOption key and click eachcategory, so that you can delete several categories simultaneously.

3. ClickManage ➤ Delete.

4. ClickOK to confirm that you wish to delete the category.

To move a category

When you move a category, any object assigned to the category maintains its association withit. All of the category's object rights are retained. For example, youmay have a SouthAmericanSales category that is accessible only by sales people in that region. You also have aWorld Salescategory that contains worldwide sales reports needed by all sales people. For more intuitiveorganization, youwant tomove the region categories into theWorld Sales category.When youmove the South American Sales category into the World Sales category, it retains its rightssettings and associated objects, even though it has become a subcategory of the World Salescategory.1. Go to the Categoriesmanagement area of the CMC.

2. Select the category that you want move.

If the category you want to move is not at the top level, locate its parent category. Thenmake your selection.

Tip: To select multiple categories, hold down the CTRL and click each category, so thatyou can move several categories simultaneously.

3. ClickOrganize ➤ Move To.

4. Select the Destination category and add it to theDestinations list by clicking >.

Tip: If there are many categories on your system, use the "Search title" field to search, orclick Previous, Next, and + to browse the category hierarchy.

5. ClickOK.The category you selected is moved to the new destination.


The BusinessObjects Enterprise Security ModelUnderstanding the BusinessObjects Enterprise securitymodel enables you tomap out a contentmanagement strategy for your organization. This strategy outlines the objects to be publishedto BusinessObjects Enterprise, the users and groups who have access to the objects, and thelevel of access that users need.


• Describe the Rights tab• Use the default BusinessObjects Enterprise Access Levels• Create custom Access Levels• Apply user and group rights to objects• List the inheritance rules• Troubleshoot user rights issues• Explain rights specific to particular object types• Describe the important guidelines when planning security

How rights work in BusinessObjects Enterprise

Rights are the base units for controlling user access to the objects, users, applications, servers,and other features in BusinessObjects Enterprise. They play an important role in securing thesystem by specifying the individual actions that users can perform on objects. Besides allowingyou to control access to your BusinessObjects Enterprise content, rights enable you to delegateuser and group management to different departments, and to provide your IT people withadministrative access to servers and server groups.

It is important to recognize the difference between rights set on objects or folders, and rightsset on principals (the users and groups) who access them. For example, to give a manageraccess to a particular folder, in the "Folders" area, you add the manager to the access controllist (the list of principals who have access to an object) for the folder. You cannot give themanager access by configuring the manager's rights settings in the "Users and Groups" area.The rights settings for the manager in the "Users and Groups" area are used to grant otherprincipals (such as delegated administrators) access to the manager as an object in the system.In this way, principals are themselves like objects for others with greater rights to manage.

Each right on an object can be granted, denied, or unspecified. The BusinessObjects Enterprisesecurity model is designed such that, if a right is left unspecified, the right is denied.Additionally, if settings result in a right being both granted and denied to a user or group, theright is denied.

There is an important exception to this rule. If a right is explicitly set on a child object thatcontradicts the rights inherited from the parent object, the right set on the child object overridesthe inherited rights. This exception applies to users who are members of groups as well. If auser is explicitly granted a right that the user's group is denied, the right set on the user overridesthe inherited right.

The User Security dialog for an object looks similar to this example:


• The Name column lists all users and groups who have been given rights to the object orfolder.

• The Type column shows whether the entry is a user or a group.• TheAccess columndisplays the net effect of howeach user’s or group’s rights are determined.

Access Levels

Access levels are groups of rights that users frequently need. They allow administrators to setcommon security levels quickly and uniformly rather than requiring that individual rights beset one by one.

Predefined access levels

BusinessObjects Enterprise comes with several predefined access levels. These predefinedaccess levels are based on a model of increasing rights: Beginning with View and ending withFull Control, each access level builds upon the rights granted by the previous level.

The following table summarizes the rights that each predefined access level contains.

Rights involvedDescriptionAccess level

If set on the folder level, aprincipal can view the folder,

View• View objects• Viewdocument instances

objectswithin the folder, andeach object's generatedinstances. If set at the objectlevel, a principal can viewthe object, its history, and itsgenerated instances.


Rights involvedDescriptionAccess level

View access-level rights,plus:

A principal can generateinstances by scheduling an

Schedule

object to run against a

• Schedule the document torun

specified data source once oron a recurring basis. The

• Define server groups toprocess jobs

principal can view, delete,and pause the scheduling of

• Copy objects to anotherfolder

instances that they own.They can also schedule to

• Schedule to destinations

different formats anddestinations, set parameters

• Print the report's data• Export the report's data

and database logoninformation, choose servers

• Edit objects that the userowns

to process jobs, add contentsto the folder, and copy theobject or folder.

• Delete instances that theuser owns

• Pause and resumedocument instances thatthe user owns

Schedule access-level rights,plus:

A principal can refresh dataon demand against a datasource.

View On Demand• Refresh the report's data

All available rights,including:

A principal has fulladministrative control of theobject.

Full Control

• Add objects to the folder• Edit objects• Modify rights users have

to objects• Delete objects• Delete instances

No rightsThe user or group is not ableto access the object or folder.No Access

Custom access levels

In addition to the predefined access levels, you can also create and customize your own, whichcan greatly reduce administrative and maintenance costs associated with security. Consider asituation in which an administrator must manage two groups, sales managers and sales


employees. Both groups need to access five reports in the BusinessObjects Enterprise system,but sales managers require more rights than sales employees. The predefined access levels donot meet the needs of either group. Instead of adding groups to each report as principals andmodifying their rights in five different places, the administrator can create two new accesslevels, Sales Managers and Sales Employees. The administrator then adds both groups asprincipals to the reports and assigns the groups their respective access levels.When rights needto be modified, the administrator can modify the access levels. Because the access levels applyto both groups across all five reports, the rights those groups have to the reports are quicklyupdated.

To create a new access level

1. Go to the Access Levelsmanagement area.

2. ClickManage ➤ New ➤ Create Access Level.The Create New Access Level dialog box appears.

3. Enter a title and description for your access level, and then clickOK.You return to the Access Levels area.

Activity: To create a new access level

In this scenario you will create two custom access levels: 'ViewThisLevelOnlyCAL' and'ViewScheduleCAL'.

1. Go to the Access Levelsmanagement area.


2. ClickManage ➤ New ➤ Create Access Level.The Create New Access Level dialog box appears.

3. Name the access level 'ViewThisLevelOnlyCAL' and clickOK.You return to the Access Levels area.

4. Create another access level and call it 'ViewScheduleCAL'.

To copy an existing access level

This is the best way to create an access level if you want an access level that differs slightlyfrom one of the existing access levels.1. Go to the Access Levelsmanagement area.

2. In the Details panel, select an access level.

Tip: Select an access level that contains rights that are similar to what you want for youraccess level.

3. ClickOrganize ➤ Copy.A copy of the access level you selected appears in the Details panel.

To rename an access level

Sometimes it is necessary to rename an access level, for example after copying an existing one.1. In theAccess Levelsmanagement area, in the Details panel, select the access level that you

want to rename.


3. In the Title field, enter a new name for your access level, and then clickOK.You return to the Access Levels area.

To modify rights in an access level

To set rights for an access level, you first set general global rights that apply to all objectsregardless of type, and then you specify when you want to override the general settings basedon the specific object type.1. In theAccess Levelsmanagement area, in the Details panel, select the access level that you

want to modify the rights for.

2. Click Actions ➤ Included Rights.The Included Rights dialog box appears and displays a list of effective rights.

3. Click Add/Remove Rights.

The Included Rights dialog box displays the rights collections for the access level in thenavigation list. TheGeneral Global Rights section expands by default.


4. Set your general global rights.Each right can have a status of Granted, Denied, or Not Specified. You can also choosewhether to apply that right to the object only, to apply it to sub-objects only, or both.

5. To set type-specific rights for the access level, in the navigation list, click the rights collection,and then click the subcollection that applies to the object type you want to set the rights for.

6. When you have finished, clickOK.You return to the list of effective rights.

7. Click Refresh.The list refreshes and displays the rights that you have explicitly set.

Activity: To modify rights in an access level

In this scenario you will modify the rights for the two custom access levels you created in theprevious activity.

1. In the Access Levelsmanagement area, in the Details panel, select theViewThisLevelOnlyCAL access level.


3. Click Add/Remove Rights.The Included Rights dialog box displays the rights collections for the access level in thenavigation list. TheGeneral Global Rights section is expanded by default.

4. Under general global rights, grant the View objects right. You should also clear the optionApply to SubObject.

5. ClickOK then Close.

6. In the Access Levelsmanagement area, in the Details panel, select the ViewScheduleCALaccess level.



8. Click Add/Remove Rights.

9. Under general global rights, grant the Schedule the document to run and View objectsrights. Keep the options Apply to Object and Apply to SubObject selected.

10.ClickOK then Close.

To delete an access level

1. In theAccess Levelsmanagement area, in the Details panel, select the access level that youwant to delete.

2. ClickManage ➤ Delete Access Level.

Note: You cannot delete predefined access levels.

A dialog box appears with information about the objects that this access level affects. If youdo not want to delete the access level, click Cancel to exit the dialog box.

3. ClickDelete.The access level is deleted, and you return to the Access Levelsmanagement area.

Advanced rights

To provide you with full control over object security, the CMC allows you to set advancedrights. These advanced rights provide increased flexibility as you define security levels forobjects at a granular level.

Use advanced rights settings, for instance, if you need to customize a principal's rights to aparticular object or set of objects. Most importantly, use advanced rights to explicitly deny auser or group any right that should not be permitted to change when, in the future, you makechanges to group memberships or folder security levels.

The following table summarizes the options that you have when you set advanced rights.

DescriptionRights option

The right is granted to a principal.Granted

The right is denied to a principal.Denied

The right is unspecified for a principal. Bydefault, rights set toNot Specified are denied.Not Specified


DescriptionRights option

The right applies to the object. This optionbecomes available when you click Grantedor Denied.

Apply to Object

The right applies to sub-objects. This optionbecomes available when you click Grantedor Denied.

Apply to Sub-Objects

Applying user and group rights to objects

Security in BusinessObjects Enterprise flows in the following manner:

• Top-level folder security• Folder-level security• Object-level security

Top-level folder security

Top-level folder security is the default security set for each specific object type (for exampleUniverses, Web Intelligence Application, Groups and Folders). Each object type has its owntop-level folder (root folder) that all the objects below inherit rights from.

If there are any access levels common to certain object types that apply throughout the wholesystem, set them at the top-level folder specific to each object type. For example, if the Salesgroup requires the View access level to all folders, you can set this at the root level for Folders.

To apply top-level folder rights to Folders

1. In the CMC go to the Foldersmanagement area.

2. ClickManage ➤ Security ➤ All Folders Security.The User Security: Root Folder dialog box appears and displays the access control list forthe object.

3. Click Add Principals.

4. Assign the principal(s) to the access control list for the object.

5. Click Add and Assign Security.

6. Select the access level(s) youwant to grant the principal. If necessary, assign advanced rightsto the principal.

7. ClickOK and Close to complete the process.


Activity: To apply top-level folder rights to Folders

In this scenario you will ensure that the Everyone group and its subgroups can view theTop-level folder (root folder). This is referred to as Public Folders in InfoView.

1. Log into InfoView as user diva.The Public Folders folder is not visible at this time. The diva user can only see the privatefolder and the inbox.


3. Select the top-level folder: All Folders.

4. ClickManage ➤ Security ➤ All Folders Security.The User Security: Root Folder dialog box appears and displays the access control list forthe object.

5. Click the Everyone group and then click Assign Security.The Assign Security dialog box appears.

6. Grant Everyone group the 'ViewThisLevelOnlyCAL' access level.

Note: You are granting view rights for the Everyone group on the top-level folder (PublicFolders level) but not to subfolders.

7. ClickOK and Close to complete the process.

8. Log into InfoView as user diva.The Public Folders folder is now visible to the diva user. If you login as any other divisionaluser (divb) you will be able to see the Public Folders but no folders underneath. Rememberthe 'ViewThisLevelOnlyCAL' custom access level applies to this object only but does notapply to sub objects (subfolders).

Folder-level security

Folder-level security enables you to set access-level rights for a folder and the objects containedwithin that folder.While folders inherit security from the top-level folder (root folder), subfoldersinherit the security of their parent folder. Rights set explicitly at the folder level overrideinherited rights.

To specify rights for a folder

An access control list specifies the users that are granted or denied rights on a folder. In general,you follow this workflow to assign a principal to an access control list, and to specify the rightsthat the principal has to the object.1. In the Foldersmanagement area, select the folder for which you want to specify rights for

a principal.

2. ClickManage ➤ Security ➤ User Security.The User Security dialog box appears and displays the access control list.


3. Click Add Principals.The Add Principals dialog box appears.

4. Move the users and groups you want to add as principals from the Available users/groupslist to the Selected users/groups list using the > button.

Tip: If you have many users on your system use the Look for: text box to search for aparticular account.


6. Select the access level(s) you want to grant the principal.

7. Choose whether to enable or disable folder or group inheritance.

8. ClickOK and Close.

Activity: To specify rights for a folder

In this scenario youwill ensure that theCompanyGroupusers andmembers of all theDivisionalsubgroups can see the Company Folder located underneath the top-level folder. You will alsogrant rights for the Divisional Groups to the Divisional folders.


2. Select the Company Folder.



5. Select the Company Group.


7. Add the ViewThisLevelOnlyCAL access level.

8. ClickOK and Close.

9. Log into InfoView as diva or divb user.The Company Folder should now be visible, but not the Divisional subfolders.

10.In the CMC go to the Foldersmanagement area and select DivA Folder.


11.ClickManage ➤ Security ➤ User Security.The User Security dialog box appears and displays the access control list.

12.Click Add Principals.

13.Select the DivA Group.

14.Click Add and Assign Security.

15.Add the 'ViewScheduleCAL' access level.

Note: Remember the 'ViewScheduleCAL' custom access level is applied to the divisionalfolder and to sub-objects (objects within the folder).

16.ClickOK and Close.

17.Log into InfoView as diva user.The DivA folder should now be visible. You should be able to see the documents you addedto the folder and the options to view and schedule should also be available.

18.Now grant the 'ViewScheduleCAL' custom access level to DivB Group on DivB Folder.

19.Test the security by logging into InfoView as the divb user. You should be able to see theDivB Folder. You should not be able to see the DivA folder. You should be able to see thedocuments you added to the folder and the options to view or schedule should be available.

Object-level security

Objects in BusinessObjects Enterprise inherit security from their parent folder. Rights setexplicitly at the object level override inherited rights.


To specify rights to an object

In order to specify rights for a principal to an object:1. In the Foldersmanagement area of the CMC, clickObjects List.

2. Select an object by clicking its link.



5. Move the users and groups you want to add as principals from the Available users/groupslist to the Selected users/groups list using the > button.

Tip: If you have many users on your system use the Look for: text box to search for aparticular account.


7. Select the access level(s) you want to grant the principal.

8. Choose whether to enable or disable folder or group inheritance.

9. ClickOK then Close.

To change a principal's Advanced rights

In general, it is recommended that you use access levels to assign rights to a principal. However,youmay need to override certain granular rights in an access level sometimes. Advanced rightslet you customize the rights for a principal on top of the access levels the principal already has.In general, you follow this workflow to assign advanced rights to a principal on an object.1. You assign the principal to the access control list for the object.

2. When the principal has been added, go toManage ➤ Security ➤ User Security to displaythe access control list for the object.

3. Select the principal from the access control list, and click Assign Security.The Assign Security dialog box appears.

4. Click the Advanced tab.

5. Click Add/Remove rights.

6. Modify the rights for the principal.

Activity: Use of categories

Like folders, categories are used for organizing documents in BusinessObjects Enterprise.Categories provide an alternate organizational structure that makes it easier for users to sortand find documents.


By creating categories, and setting appropriate rights for them, you can organize data accordingto multiple criteria and improve both security and navigation. The difference between foldersand categories is that a document always resides in a folder as a storage location, but it mayor may not be assigned to a category as a method of classification.

For example, if you currently organize your files into departmental folders, you could usecategories to create an alternate filing system that divides content according to different rolesin your organization, such as managers or VPs.

In this scenario you will create two categories and then use them to create an alternate filingsystemwithin the imaginary organization. The results of this activity illustrate how user rightswork when using categories.

1. Create a new folder 'Various Items Folder' on the same level asDivAFolder andDivB Folder.

2. Add an existing Crystal Reports object to the 'Various Items Folder', (for example'Comparative Income Statement' from the ../Report Samples/Demonstration folder.)

3. Give the Company Group the ViewScheduleCAL access level to theVarious Items Folder.

Note: This ensures that all members (diva, divb) from all divisions can see the documentsinside the Various Items Folder.

4. Go to the Categoriesmanagement area of the CMC.

5. ClickManage ➤ New ➤ Category.The Create Category dialog box appears.

6. Give the new category the name: 'Financial Category'.

7. ClickOK.

8. Open the DivA Folder and rename one of the existing documents 'DivAdocument'.

9. Open the DivB Folder and rename one of the existing documents 'DivBdocument'.

10.Go to the Foldersmanagement area of the CMC.

11.Select theDivAdocument from theDivA Folder.

12.ClickManage ➤ Properties .

13.Under Properties, in the Categories section, select 'Financial Category'.

14.Click Save & Close.

15.Repeat steps 10-14 forDivBdocument located in the 'DivB Folder'.

16.Repeat steps 10-14 forComparative Income Statement located in the 'Various Items Folder'.The 'Financial Category' should now contain three items.

17.Create brand new Category named 'Financial Category 2'.

18.Add the same objects to 'Financial Category 2' as you added to Financial Category.

You are doing this to prove documents can exist in only one folder but can belong to morethan one category.


Tip: To do this quickly and easily, you can right-click on the category and select the "Addto Category" option. This allows you to select multiple document to add at once.

19.Give the 'Company Group' ViewThisLevelOnlyCAL to the root level for categories.

20.Give the Company Group the ViewScheduleCAL access level to both categories (FinancialCategory and Financial Category 2).

21.Log into InfoView as diva user.

22.ClickDocument List.

23.Click the Switch to Categories button.You should be able to see Financial Category and Financial Category 2.

24.Open Financial Category.You should see the DivAdocument and Comparative Income Statement objects, but youshould not see the DivBdocument.

25.Log into InfoView as divb user.

26.ClickDocument List.

27.Click the Switch to Categories button.You should be able to see Financial Category and Financial Category 2.

28.Open Financial Category.

You should see the DivBdocument and Comparative Income Statement objects, but youshould not see the DivAdocument.

The results of this activity prove that in order to see objects belonging to categories youneed to have adequate rights to the object within the parent folder where the object resides.

Inheritance

Rights are set on an object for a principal in order to control access to the object however, it isimpractical to set the explicit value of every possible right for every principal on every object.Consider a systemwith 100 rights, 1000 users, and 10,000 objects: to set rights explicitly on eachobject would require the CMS to store billions of rights in itsmemory, and, importantly, requirethat an administrator manually set each one.

Inheritance patterns resolve this impracticality. With inheritance, the rights that users have toobjects in the system come from a combination of their memberships in different groups andsubgroups and from objects which have inherited rights from parent folders and subfolders.These users can inherit rights as the result of group membership; subgroups can inherit rightsfrom parent groups; and both users and groups can inherit rights from parent folders.

By default, users or groups who have rights to a folder inherit the same rights for any objectsthat are subsequently published to that folder. Consequently, the best strategy is to set theappropriate rights for users and groups at the folder level first, then publish objects to thatfolder.


BusinessObjects Enterprise recognizes two types of inheritance: group inheritance and folderinheritance.

Group inheritance

Group inheritance allows principals to inherit rights as the result of groupmembership. Groupinheritance proves especially useful when you organize all of your users into groups thatcoincide with your organization's current security conventions.

When group inheritance is enabled for a user who belongs to more than one group, the rightsof all parent groups are consideredwhen the system checks credentials. The user is denied anyright that is explicitly denied in any parent group, and the user is denied any right that remainscompletely not specified thus, the user is granted only those rights that are granted in one ormore groups (explicitly or through access levels) and never explicitly denied.

Folder inheritance

Folder inheritance allows principals to inherit any rights that they have been granted on anobject's parent folder. Folder inheritance proves especially useful when you organizeBusinessObjects Enterprise content into a folder hierarchy that reflects your organization'scurrent security conventions. For example, suppose that you create a folder called Sales Reports,and you provide your Sales group with View On Demand access to this folder. By default,every user that has rights to the Sales Reports folder will inherit the same rights to the reportsthat you subsequently publish to this folder. Consequently, the Sales groupwill have ViewOnDemand access to all of the reports, and you need to set the object rights only once, at the folderlevel.

Rights override

Rights override is a rights behavior in which rights that are set on child objects override therights set on parent objects. Rights override occurs under the following circumstances:

• In general, the rights that are set on child objects override the rights that are set on parentobjects.

• In general, the rights that are set on subgroups or members of groups override the rightsthat are set on groups.

You do not need to disable inheritance to set customized rights on an object. The child objectinherits the rights settings of the parent object except for the rights that are explicitly set on thechild object. Also, any changes to rights settings on the parent object apply to the child object.

Rights override lets youmakeminor adjustments to the rights settings on a child object withoutdiscarding all inherited rights settings. Consider a situation in which a sales manager needs toview confidential reports in the Confidential folder. The sales manager is part of the Salesgroup, which is denied access to the folder and its contents. The administrator grants themanager View rights on the Confidential folder and continues to deny the Sales group access.In this case, the View rights granted to the sales manager override the denied access that themanager inherits from membership in the Sales group.


Scope of rights

Scope of rights refers to the ability to limit the extent of rights inheritance. To define the scopeof a right, you decidewhether the right applies to the object, its sub-objects, or both. By default,the scope of a right extends to both objects and sub-objects.

Scope of rights can be used to protect personal content in shared locations. Consider a situationin which the finance department has a shared Expense Claims folder that contains PersonalExpense Claims subfolders for each employee. The employees want to be able to view theExpense Claims folder and add objects to it, but they also want to protect the contents of theirPersonal Expense Claims subfolders. The administrator grants all employees View and Addrights on the Expense Claims folder, and limits the scope of these rights to the Expense Claimsfolder only. Thismeans that the View andAdd rights do not apply to sub-objects in the ExpenseClaims folder. The administrator then grants employees View and Add rights on their ownPersonal Expense Claims subfolders.

Scope of rights can also limit the effective rights that a delegated administrator has. For example,a delegated administrator may have Securely Modify Rights and Edit rights on a folder, butthe scope of these rights is limited to the folder only and does not apply to its sub-objects. Thedelegated administrator cannot grant these rights to another user on one of the folder'ssub-objects.

Rights specific to object type

Different types of objects have different functionality. For example, while you can schedule aCrystal report or Web Intelligence document, you cannot schedule a hyperlink. As a result,some rights differ by object type, depending on the functionality of the object. You can setobject-specific rights to be Explicitly Granted, Explicitly Denied, or Not Specified.

Object-specific rights consist of the following:

• General rights for the object type

These rights are identical to general global rights (for example, the right to add, delete, oredit an object), but you set them on specific object types to override the general global rightssettings.

• Specific rights for the object type

These rights are available for specific object types only. For example, the right to export areport's data appears for Crystal reports but not for Word documents.

Type-specific rights are useful because they let you limit the rights of principals based on objecttype. Consider a situation in which an administrator wants employees to be able to add objectsto a folder but not create subfolders. The administrator grants Add rights at the general globallevel for the folder, and then denies Add rights for the folder object type.

Rights are divided into the following collections based on the object types they apply to:

• General

These rights affect all objects


.• Content

These rights are divided according to particular content object types. Examples of contentobject types include Crystal reports, Adobe Acrobat PDFs, and Desktop Intelligencedocuments.

• Application

These rights are divided according to which BusinessObjects Enterprise application theyaffect. Examples of applications include the Web Intelligence and Desktop Intelligence.

• System

These rights are divided according to which core system component they affect. Examplesof core system components include Calendars, Events, and Users and Groups.

Type-specific rights are in the Content, Application, and System collections. In each collection,they are further divided into categories based on object type.

Troubleshooting user rights

Troubleshooting user rights can be a laborious undertaking for a systems administrator. TheBusinessObjects Enterprise platform contains two tools which are aimed at negating thischallenge.• Permissions Explorer

The Permissions Explorer is aimed at making it easier to pinpoint the source of inheriteduser rights.

• Security Query

The Security Query tool enables an administrator to list which objects a user can access andwhy. It also enables the administrator to interactively make changes to the security settingsfrom the query result.

Viewing rights for a principal on an object

Due to the complexities inherent in a security system as complicated as BusinessObjectsEnterprise XI 3.0, systems administrators sometimes find it difficult to pinpoint from where aparticular user right is inherited. You can view the rights for a principal on an object using thePermissions Explorer tool. The Permissions Explorer saves time when trying to determinewhere inherited rights originate from in a complex security system.1. Select the object for which you want to view security settings.

2. ClickManage ➤ Security ➤ User Security to display the access control list for the object.

The User Security dialog box appears and displays the access control list for the object.

3. Select a principal from the access control list, and click View Security.


The Permissions Explorer dialog launches and displays a list of effective rights for theprincipal on the object. In addition, the Permissions Explorer lets you do the following:

• Browse for another principal whose rights you want to view.• Filter the rights displayed according to these criteria:

○ assigned rights○ granted rights○ unassigned rights○ from access level○ object type○ the name of the right

• Sort the list of rights displayed in ascending or descending order according to thesecriteria:

○ collection○ type○ right name○ right status (granted, denied, or unspecified)

Additionally, you can click one of the links in the Source column to display the source ofinherited rights.

Activity: Viewing rights for a principal on an object

Once you have set security on the existing folder structure you can test your setup by loggingin as individual users and verifying that the user can only see the content he/she is entitled tosee.


A different way to verify your security setup is to use the Permissions Explorer within theCMC. The Permissions Explorer allows you to check what rights a given principal has on agiven folder or object. The Permissions Explorer can also show you the source of inheritance.

1. Navigate to Folders ➤ Company Folder ➤ DivA Folder

2. Go toManage User Security forDivA Folder.

3. SelectDivA Group (or any other group) and click View Security.

The Permissions Explorer dialog opens.

4. Click Browse to change the principal to diva (user).

5. Click Refresh.

You can now see what specific rights the diva user has for the DivA Folder, and whetherthose rights are set explicitly on the folder or are inherited. The source of Inheritance is givenif applicable. You can also find out whether the right is applied on this object only or alsoapplied to sub objects.

6. To find out more about the specific right and its origins select a specific right and click onit to open the Security Details dialog. In this example investigate the Schedule documentsto run right.


Note: The user interface looks slightly different slightly different between 3.0 and 3.1 in theSecurity Detailswindow.

The Security Details dialog tells you that the 'Schedule document to run' right comes from'ViewScheduleCAL' (Custom Access Level). The right for user diva is inherited from theDivA Group principal. It also tells you that the DivA Group principal was given'ViewScheduleCAL' on the DivA Folder that resides in the Company Folder.

To run a security query

Security queries let you determine which objects a principal has certain rights to and enablesyou to manage user rights. For each security query, you provide the following information:

• Query Principal

You specify the user or group that you want to run the security query for. You can specifyone principal for each security query.

• Query Permission

You specify the right or rights you want to run the security query for, the status of theserights, and the object type these rights are set on. For example, you can run a security queryfor all reports that a principal can refresh, or for all reports that a principal cannot export.

• Query Context

You specify the CMC areas that you want the security query to search. For each area, youcan choose whether to include sub-objects in the security query. A security query can havea maximum of four areas.

Security queries are useful because they allow you to see the objects that a principal has certainrights to, and they provide the locations of these objects if you want to modify those rights.1. In the Users and Groups area, in theDetails panel, select the user or group that you want

to run a security query for.

2. ClickManage ➤ Tools ➤ Security Query.The "Security Query" dialog box appears.


3. Ensure that the principal in theQuery Principal area is correct.If you decide to run a security query for a different principal, you can click Browse to selectanother principal. In theBrowse forQuery Principaldialog box, expandUser List orGroupsList to browse for the principal, or search for the principal by name.When you are finished,clickOK to return to the Security Query dialog box.

4. In theQuery Permission area, click Browse.

5. Set the status of each right that you want to run the security query for, and clickOK.

6. In theQuery Context area, specify the CMC areas that you want to query.

7. Select a check box next to a list.

8. On the list, select a CMC area that you want to query.If youwant to query amore specific locationwithin an area (for example, a particular folderunder Folders andObjects), clickBrowse to open theBrowse forQueryContext dialog box.In the details pane, select the folder you want to query, and clickOK. When you return tothe Security Query dialog box, the folder you specified appears in the box under the list.

9. SelectQuery sub object.

10.Repeat the steps above for each CMC area that you want to query.

Note: You can query a maximum of four areas.

11.ClickOK.The security query runs and you are taken to theQuery Results area.

12.To view the query results, in the Tree panel, expand Security Queries and click a queryresult.

Tip: Query results are listed according to the names of principals.

The query results are displayed in theDetails panel.

The Query Results area retains all security query results from a single user session until theuser logs off. If youwant to run another security querywithin the results of your first query,click Edit Query on theActionsmenu. If youwant to keep your security query results, clickExport on the Actionsmenu to export your security query results as a CSV file.

Activity: To run a security query

Once you have set security on the existing folder structure you can test your setup by loggingin as individual users and verifying that the user can only see the content he/she is entitled tosee.

One way to verify your security setup is to use the Security Query tool within the CMC. TheSecurity Query tool allows you to check what rights a given principal has on various objects(including folders) throughout the whole system.

1. Navigate to Users and Groups ➤ diva.


2. Click diva user and navigate toManage ➤ Tools ➤ Security Query.

3. Once inside the Security Query dialog box, click Browsewithin theQuery Permissionsection. This will allow you to select which right was granted, denied or not specifiedthroughout the system for a given principal (diva user).

4. Once inside the Browse for Query Permission dialog box select theGranted option (firstcolumn) for the View objects right and clickOK.


5. Navigate to theQuery Context area. Select the option for Folder and select the option forQuery sub objects.

6. Next click Browse.

7. Once inside the Browse for Query Context dialog box select All Folders (Top level folderalso referred to as Root Folder) and clickOK.


8. ClickOK.

The query can be translated into: Show me all the folders where diva user has the right toView objects granted.

9. TheQuery Results dialog opens.


Guidelines for planning security

Summary of user rights guiding principles

When trying to understand the BusinessObjects Enterprise XI 3.0 user rights system, use thefollowing principles as a guide:

General Rules

• Each right is also referred to as anAccess Control Entry (ACE) in BusinessObjects Enterpriseand can be set to one of three states: Explicit Denial (D), Explicit Grant (G), Not Specified(NS).

• A list of all ACEs is referred to as an Access Control List (ACL).• A combination of ACEs and states (for example Right to Schedule - G, Right to View - G,

Right to Modify - D, and so on) makes up an Access Level.• In BusinessObjects Enterprise there are predefinedAccess Levels: NoAccess (Not Specified

state for all rights), Full Control, View, Schedule, View On Demand, and there are alsoCustom Access Levels that administrators can create on their own.

• Groups and users in the system are also referred to as principals. In BusinessObjectsEnterprise you give rights to principals on objects (folder, document, application).

• If a user belongs tomore than one group, and there is a conflict in rights assignments betweenthe groups to which the user belongs to, the Denied (D) right wins over a Granted (G) right,and the Granted (G) right wins over a Not Specified (NS) right (Deny > Grant > NotSpecified).

G + NS = G

G + D = D

G + D + NS = D

D + NS = D

Hierarchical Rules

• A more specific assignment typically wins over a less specific assignment, such as a userover a group, a subgroup over a parent group, and a sub-object over a parent object.

• Groupsmay contain subgroups and/or users. Subgroups and users are treated asmembersof the parent group. In otherwords, if a parent group is given an explicit Grant right to viewthe folder, the user who is a member of a subgroup of the parent group will have the rightto view the folder as well. In this case only the parent group is listed in the User Securitydialog box on the folder while the subgroup is not.

• The rights given to the group closest to the user take precedence (without breakinginheritance). In other words, if a user is a member of a subgroup and is not added to theparent group, the user's effective rights will come from the subgroup, and not from theparent group. In this case both the parent group and the subgroup are listed in the accessrights dialog box on the folder. The rights between the parent group and the subgroupmaybe the same or conflicting, but rights assigned to the subgroup will take precedence.


• If a user is added to both the subgroup and to the parent group, the calculation of effectiverights is the same as if a user belonged to two groups on the same level. Refer to the rule G+ D + NS = D.

• User rights are of explicit type on the object, but of inherited type on sub-objects.• Group rights are always of inherited type.• Explicit rights (the user's rights) on an object overwrite inherited rights (the group's rights)

on the same object.• Security rights can be overridden on lower levels in folder hierarchy without breaking

inheritance.• The administrator can combine access levels for a principal which can result in a conflict.

In these cases, refer again to the rule G + D + NS = D.

Best practices in user rights administration

Keep these considerations in mind for rights administration:• Use access levels wherever possible. These predefined sets of rights simplify administration

by grouping together rights associated with common user needs.• Set access levels for groups on folders and avoid setting specific rights for individual users

on specific objects, because this makes the security system difficult to administrate andmaintain.

• Set rights and access levels on top-level folders if possible. Inheritance allows these rightsto be passed down through the system with minimal administration.

• Avoid breaking inheritance whenever possible. By doing so, you can reduce the amount oftime it takes to administer and secure the content within the BusinessObjects Enterprisesystem.

• Organize users into groups.• Avoid setting specific rights to individual users whenever possible. Set rights for groups.• Avoid setting specific rights on individual objects whenever possible. Set rights on folders.• Set appropriate access levels for groups at the folder level first, and then add objects to that

folder. By default newly added objects will inherit rights of the parent folder. This preventsusers from viewing unwanted content while the security is still being built.

• By default, the Everyone group is granted limited rights to top-level folders inBusinessObjects Enterprise. After installation, it is recommended that you review the rightsof Everyone group members and assign security accordingly.

Activity: User rights flash scenarios

Objective

• Solve the 24 user rights flash scenarios.

Instructions

1. Open the following file: ../Lesson 3/User Rights Flash Scenarios/1.htmlClick through the first flash scenario and then solve the puzzle.


2. Using the menu in the file, solve each scenario in turn.

Activity: Security Scenario

You are tasked with building a security model for an organization called World Company.World Company has two regions of operation: Europe and Asia. There will be content(documents and reports) available at the regions level. European users belong to the groupEurope GR which is a member of the group World GR. When a European user (for examplee1) enters the system, that user should see theWorld Folder, the Europe folder underneath butnot the Asia folder. Asia users should be able to see World Folder and the contents of the AsiaFolder, but should not see the Europe folder and its contents.

Objectives

• Organize World Company's BusinessObjects Enterprise content in a structured manner.• Secure World Company's BusinessObjects Enterprise content.

Instructions

1. Create the users.(a1, e1)

2. Create the groups.(World Group, Asia Group, Europe Group)

3. Create the group structure.(World GR > Asia GR, Europe GR)

4. Add users to the groups.(Asia GR > a1, Europe GR > e1)

5. Create the folder structure.(World Folder, Europe Folder, Asia Folder)

6. Add content to the folders.(Just add Crystal report objects)

7. Create Custom Access Levels.(ViewThisLevelOnlyCAL2, ViewScheduleCAL2)

8. Assign Custom Access Levels for groups on the folders.(as you did in the demonstration)

9. Test the security system by logging into InfoView as an Asian user and a European user.

10.Use the Security Query tool to verify which folders the European user has access to.


Review: Securing BusinessObjects Enterprise Content1. Name the two default BusinessObjects Enterprise accounts.

2. The Guest account is enabled by default. True or false?

3. What are categories?

4. What is a principal?

5. What is an access level?

6. Name the five default access levels.

7. Name the two troubleshooting tools included with BusinessObjects Enterprise.



• List the default BusinessObjects Enterprise user and group accounts• Create users and groups• Create folders• Create categories• Describe the Rights tab• Use the default BusinessObjects Enterprise Access Levels• Create custom Access Levels• Apply user and group rights to objects• List the inheritance rules• Troubleshoot user rights issues• Explain rights specific to particular object types• Describe the important guidelines when planning security


Lesson 4Application Security

Application SecurityUsers need access to particular BusinessObjects applications to perform their jobs effectively.You are responsible for setting appropriate application security levels according to the needsof your organization.


• Secure BusinessObjects Enterprise applications

105Application Security—Learner’s Guide

Securing ApplicationsWhile planning the security of your BusinessObjects Enterprise system, you need to considerthe security needs for users of BusinessObjects Enterprise applications.


• Describe the concept of application security• Describe rights for applications

What is application security?

Application security is used to control the functionality that users and groups have to theBusinessObjects Enterprise applications. The Manage area of the CMC allows you to controlaccess for the following BusinessObjects Enterprise applications:

• BIWidgets• Central Management Console (CMC)• Content Search• Designer• Desktop Intelligence• Discussions• Encyclopedia• InfoView• Performance Management• Report Conversion Tool• Strategy Builder• Translation Manager• Web Intelligence

Note:• Depending on your deployment, you may not have access to all of these applications.• InfoView application rights do not apply to custom-built end-user interfaces.• User rights settings are not available for the Discussions application. However, you can set

rights on individual objects.

Applying security to applications allows system administrators to provide more systemmanagement control to different departments or business units in a way that enables systemadministrators tomaintain control of howmuch access the departments or business units have.For example, you may have a group of individuals from various departments who areresponsible for some basic administrative tasks. In order for these users to perform these basicadministrative tasks, they require access to the Central Management Console. As the systemadministrator, you can grant this group access to the Central Management Console whiledenying access to everyone else.


Applying application rights

The BusinessObjects Enterprise Applications management area of the Central ManagementConsole enables systemadministrators tomanage BusinessObjects Enterprise applications andcontrol which users have access to them.

Each BusinessObjects Enterprise application has its own set of rights that can be granted ordenied. There are no global rights or predefined access levels for BusinessObjects Enterpriseapplications.

To apply application rights

Application rights differ for each application in the system.With the exception of a few commonrights, the rights you apply to an application are unique to that particular application.

It is always recommended to create an access level first and then to apply this for principalsonto the application. This best practice makes it easier for the administrator to make changes.The procedure for applying application rights is as follows:1. Create a custom access level.

2. Select the Access level, click Actions ➤ Included Rights.

3. In the Included Rights dialog box click the Add/Remove Rights button.

4. Click the Application link and then click the relevant application.

5. Select the type specific rights for the relevant application.

6. From the Central Management Console home page, select Applications.

7. In the Applications management area, select an application by left-clicking its link.

8. ClickManage ➤ Security ➤ User Security.The User Security dialog box opens.

9. Click Add Principals.The Add Principals dialog box opens. Select users and/or groups from the list and click >to modify rights.

10.Click Add and Assign Security.The Assign Security dialog box opens.

11.Select the access level and click > to add it to Assigned Access Levels.

12.ClickOK.

Content specific security

In order to allow users to make use of applications you also need to grant security rights onthe corresponding content. This concept is best described using an example.


WebIntelligenceIn order to give a user access to the WebIntelligence application the administrator must grantrights in the following areas:

- Web Intelligence Application

- Folder

- Web Intelligence Content

- Universe

- Universe Connection

Note: It is always recommended to create custom access levels with the necessary applicationand content specific security, and then apply those to principals on folders and objects.

Activity: Setting application security for the Desktop Intelligenceapplication

You are tasked with building a content structure and setting up the security for a smallorganization. The organization uses Desktop Intelligence for reporting. You need to create anew Folder (top level folder) and to add a new Desktop Intelligence document to the newlycreated Folder. You also need to create a new Group and a new user who will be able to edit,create and refresh Desktop Intelligence documents within the Folder.

Note: You should have already created the 'ViewThisLevelOnlyCAL' custom access level inthe previous lesson. You should have already created the 'WebiCreatorCAL' custom accesslevel in the instructor led demonstration.

Objective

• Configure the system security so that a newly created Desktop Intelligence user is able toedit, refresh and add new Desktop Intelligence documents to the newly created DesktopIntelligence Folder.

Setup Content and group structure

1. Create the group.( DeskiCreator Group)

2. Create the user.( DeskiCreator)

3. Add the DeskiCreator user to the relevant groups.(DeskiCreator Group)

4. Create the new top level folder.(Deski Folder)


5. Add StoreRevenue.rep Desktop Intelligence document from the Resource CD to the DeskiFolder

Setup Custom Access Level

1. Copy existing WebiCreatorCAL.You should now have WebiCreatorCAL and WebiCreatorCAL(2) custom access levels.

2. Modify properties of the WebiCreatorCAL(2) by changing its name to DeskiCreatorCAL.Change the description of the CAL to properly reflect what the custom access level allowsyou to do.

3. Modify Included Rights for the DeskiCreatorCAL so that users granted this custom accesslevel are allowed to create, edit and refresh Desktop Intelligence documents.

Note: Since you are editing an existing access level, some of the settings might not need tobe modified.

Tip: Here are the areas of interest:

General, Application > Desktop Intelligence

System > Universe

System > Connection

Content > Desktop Intelligence

Configure Security for principal on various objects

1. Configure security on the top level folder (Root folder) for DeskiCreator Group so that themembers of this group can see the top level folder and no other folders (unless they aregiven rights on the folder below).

2. Configure security on theDeski Folder for DeskiCreator Group so that the members of thisgroup can refresh, edit and create new Desktop Intelligence documents within that folder.

3. Configure security on theDesktop Intelligence application so that the members of theDeskiCreator Group can perform all the necessary tasks within Desktop Intelligence.

4. Configure security on the Universe so that the members of the DeskiCreator Group canperform all the necessary tasks against the Universe on which the StoreRevenue.rep wasbased (efashion universe).

Tip: You might want open the StoreRevenue.rep document within Desktop Intelligenceand investigate which universe it is based on.

5. Configure security on the Connection so that the members of the DeskiCreator Group canperform all the necessary tasks within the Desktop Intelligence (efashion connection).

Tip: You might want to open the efashion universe on which the document is based andinvestigate which connection the universe uses.

6. Test the security.


You should be able to login as DeskiCreator to InfoView and see the Public Folders, DeskiFolder and all the objects within the Deski Folder. You should not be able to see any otherfolders.

You should be able to view the StoreRevenue.rep document (it has saved data). You shouldbe able to refresh and to edit the documents successfully. You should be able to add a newDesktop Intelligence document to the Deski Folder.


Review: Application Security1. What is application security?

2. Where do you apply application security?

3. There are no global rights or predefined access levels for BusinessObjects Enterpriseapplications. True or false?



• Describe the concept of application security• Describe rights for applications


Lesson 5Scheduling

Scheduling ContentScheduling ensures reports contain the most recent data and enables you to runresource-intensive reports during non-peak hours. Learning about the different schedulingoptionswill help youmaximize the business intelligence potential of BusinessObjects Enterprise.


• Schedule objects• Schedule with business calendars• Manage instances

113Scheduling—Learner’s Guide

Scheduling objectsScheduling an object lets you run it automatically at specified times. You can schedule reportobjects, programobjects, object packages, Crystal reports,Web Intelligence documents, DesktopIntelligence documents, Publications, and List of Values objects.


• Describe the benefits of scheduling reports• List scheduling options• Schedule a Web Intelligence document• Schedule a Crystal report• Schedule a Desktop Intelligence document• Schedule a Publication• Describe the benefits of scheduling program objects• Schedule a program object• Describe the benefits of scheduling object packages• Schedule an object package

Scheduling options

When a scheduled object runs successfully, an instance is created. An instance is a version ofthe object containing the data available at the time it was run—instances created later containmore recent data. Your instance uses all of the settings that you have set in the CentralManagement Console for the original object.

Scheduling provides several benefits.When you schedule Crystal Report files,Web Intelligenceand Desktop Intelligence documents, you can limit user access to the data source, as well asenable processing intensive reports to run during low traffic hours, thereby making better useof available resources. When processing volume is controlled efficiently, your system runs atits optimumperformance level. By scheduling and viewing instances, you can ensure you havethe latest information available for viewing, printing, and distributing. For example, you canschedule a report to run every night so it’s available for you first thing in the morning.

Note:• If a user creates schedules and this user is later deleted from BusinessObjects Enterprise,

the scheduled instances become owned by the administrator. As a best practice, you cancreate a specific user account in BusinessObjects Enterprise that can be used by administratorsto set up recurring schedules.

• If a user schedules a report and the report is deleted from BusinessObjects Enterprise, allinstances of the report will be deleted.

After scheduling an object, users can see a list of the object’s instances by looking at its history,and they can click the link to any historical instance. For Crystal Report files, Web IntelligenceandDesktop Intelligence documents, a userwith the necessary rights to viewobjects on demandcan view and refresh any instance to retrieve the latest data from the database.


In the CMC, you can choose from various notification, distribution, and format options, as wellas schedule objects with events or to schedule to specified users and groups. You can alsomanage an object’s historical instances and control how many instances are available for eachobject. When you specify the destination settings through the CMC, these settings are alsoreflected in the default scheduling settings for InfoView that is, if a user selects the Defaultdestination setting in InfoView, the object will be delivered to the specified destination as setthrough the CMC.

Note:• When using BusinessObjects Enterprise to schedule and run objects, your end users should

use a web-based client such as InfoView or a customweb application. InfoView is designedprimarily for scheduling instances and viewing reports (whereas the CMC enables you tomanage and administer object properties and settings in addition to scheduling and viewingreports).

• The scheduling options available depend on the type of object you are publishing.

Recurrence patterns

When scheduling an object, you choose the recurrence pattern youwant. Youmay choose froma variety of optionswhich then determine further options for configuring additional parameters.Inmany cases the same parameters appear, such as start and end dates. The recurrence optionsare:

• Now

The object runs as soon as you click Schedule.

• Once

The object runs only once. It can be run now or in the future, or when a specified event hasoccurred.

• Hourly

The object runs every hour. You specify at what time it will start, as well as a start and enddate.

• Daily

The object runs every day. It can be run once or several times a day. You can specify at whattime it will run, as well as a start and end date.

• Weekly

The object runs every week. It can be run once a week or several times a week. You canspecify on which days and at what time it will run, as well as a start and end date.

• Monthly

The object runs everymonth or every several months. You can specify on which days of themonth and at what time it will run, as well as a start and end date.

• Nth Day of Month


The object runs every month. You can specify on which day and at what time it will run aswell as a start and end date.

• 1st Monday of Month

The object runs every month on the first Monday. You can specify at what time it will runas well as a start and end date.

• Last Day of Month

The object runs everymonth on the last day. You can specify at what time it will run as wellas a start and end date.

• X Day of Nth Week of the Month

The object runs weekly on whichever day you specify. You can specify at what time it willrun as well as a start and end date.

• Calendar

The object runs on the dates specified in a calendar that has previously been created.

Each scheduling option has certain parameter fields that you should complete.

Note: Not all parameters apply in all cases, but when they apply, their function is the same.

• Number of retries allowed

This number indicates the number of times a job server attempts to process a report if thefirst attempt is not successful. By default, the number is zero.

• Retry interval in seconds

BusinessObjects Enterprise waits for the specified number of seconds to pass beforeattempting to process a report again (if the first attempt failed). The default setting is 1800seconds.

• Start Time

Applies to most, but not all recurrence patterns and Run options. The default is the currentdate and time. The system runs the object according to the schedule that you specified, assoon as it can, after the Start Time has passed. For example, if you specify a start time thatis threemonths into the future, the systemwon't run the object until the start date has passed,even if all the other criteria are met. After that, the system runs the report at the specifiedtime.

• End Time

Applies to most, but not all, recurrence patterns and Run options. The default is the currenttime and a date in the distant future, to ensure an object will be run indefinitely. Specify adifferent End Time if required. Once the End Time has passed, the system no longer runsthe object.

• X and N variables

Applies to certain Daily and Monthly recurrence patterns only. When you select a Runoption that contains these variables, the system displays their default values. You can thenchange these values as needed. For example, if you select theHourly recurrence patternand the Every N hour(s) and X minute(s) Run option, you could specify to run the report


every 4 (X) hours and 30 (N) minutes. If you don't change the X or N value, the system runsthe report every hour.

• Run Days

These options appear if you select theWeekly recurrence pattern. You can choose the daysof theweek onwhich youwant your job to run by deleting the check boxes of the appropriatedays.

To set a recurrence pattern for an object

1. In the Foldersmanagement area of the CMC, select an object.To change the default schedule settings for the object, clickDefault Settingswhen you openthe Schedule dialog box. Set the scheduling settings and click Save.

2. Click Actions ➤ Schedule.The Schedule dialog box appears, showing the default settings for the object.

3. Click Recurrence and select the recurrence pattern you want.

Notifications

You can set notifications at the object level, and you can apply it to all objects that can bescheduled in BusinessObjects Enterprise. You can select unique notification options for eachobject, sending different types of notification for different conditions.

When you schedule an object, the scheduled instance either succeeds or fails. The conditionsrequired for an instance’s success or failure depend on the type of object you schedule:

• Report objects

A report instance runs successfully if it doesn’t encounter any errors while processing thereport or accessing the database. A report instance may fail if the user does not provide thecorrect parameters or logon information.

• Program objects

For program objects, the program must run in order to succeed. If the program does notrun, the instance is considered a failure. If the program runs, but does not perform the tasksit is supposed to, it is still considered a successful instance because the program object ran.BusinessObjects Enterprise does not monitor problems with the program object’s code.

• Object packages

An object package may fail if one of its components fails. To change this setting, open theobject package'sDefault Settings from its Properties, click Component Failure, and clearthe Scheduled package fails upon individual component failure option.

You can also set scheduling options for individual objects within an object package. Youcan do this by choosing the component you want to set options for in the Componentssection of theSchedulingdialog box. You can then set the component's notification, database


logon, filters, format, print, parameters, server groups, and alert settings as applicable tothe component.

Note: You cannot set audit or email notification for object packages, but you can set anytype of notification for the individual objects in the object package. You can also scheduleobject packages with events.

Caution: If notification fails, then the object instance fails. For example, if an email notificationsends a message to an invalid email address, then the notification fails and the object instanceis recorded as a failure in the object’s history.

Notification types

You can set notification at the object level. You can select unique notification options for eachobject, sending different types of notification for different conditions. For object packages, youcan set only event notification, which triggers an event based on success or failure of the objectpackage. To monitor object successes and failures from a more general perspective, use theauditing functionality within BusinessObjects Enterprise.

You can choose to notify using:

• Audit notification

To use audit notification, youmust configure the auditing database and enable auditing forthe servers. If you use auditing tomonitor your BusinessObjects Enterprise system, you canuse audit notification. For more information about configuring the auditing database andenabling auditing, see the BusinessObjects Enterprise Auditor's Guide.

When you select audit notification, information about the scheduled object is written to theauditing database. You can choose to have a notification sent to the auditing database whenthe job runs successfully, when it fails to run, or both.

Note: Auditing is discussed in more detail in the Administering Servers course.

• Email notification

You can send an email as a notification of an object instance's success or failure. You canchoose the sender and recipients of the email message. You can send an email when theinstance fails and when it succeeds. For example, you could send your administrator anemail if the report fails, but when the report succeeds you can automatically send anotification to everyone who needs the report to let them know it is now available.

Note: To enable email notification, youmust have the Email SMTP destination enabled andconfigured on the job servers. For more information, see the BusinessObjects EnterpriseDeployment and Configuration Guide.

• Alert notification

You can choose a BusinessObjects Enterprise alert notification that triggers based on thecompletion of the object instance, if that object contains an alert. For example, alert notificationcan send an email to youwhenever a report runs and the specific value in the report exceeds$1000000.


Note: This feature does not apply to Web Intelligence or Desktop Intelligence documents.

To set notification for an instance’s success or failure

1. Select an object in the Foldersmanagement area of the CMC.

2. Click Actions ➤ Schedule ➤ Notification.

3. Click the notification type (or types) you want to use.

Note: If the notification type is already being used, it will be labelled Enabled. If not, it willbe labelledNot in use.

4. Choose specific settings for the notification and click Update.• Audit notification

○ To send a record to the auditing database when the job succeeds, select A job hasbeen run successfully.

○ To send a record when the job fails, select A job has failed to run.

• Email notification○ Choosewhether youwant to send a notificationwhen the job fails orwhen it succeeds.○ To specify the contents and recipients of the email notification, expand the notification

option(s) you have enabled, select Set the values to be used here, and provide theFrom and To email addresses, the email subject line, and the message.

Tip: Separate multiple addresses or distribution lists by using semicolons.

Note: By default, the notification is sent to the server's default email destination. For detailson how to change the default email settings, see the BusinessObjects EnterpriseDeploymentand Configuration Guide.

Alert notifications

Alerts are custom messages, created in Crystal Reports, that appear when certain conditionsare met by data in a report. Alerts may indicate actions to be taken by the user or informationabout report data. If the alert condition (as defined in Crystal Reports) is true, the alert triggersand its message displays.

In BusinessObjects Enterprise, you can choose to send alert notification when scheduling areport. If you enable alert notification, messages are sent through an SMTP server. You canconfigure email delivery options, specify the “To,”“Cc,” and “From”" fields for the email, addsubject andmessage information, set a URL for the viewer youwant the email recipient to use,and set the maximum number of alert records to send.

• The Alert Notification link is available only if the report object contains alerts.


• Alerts are triggered in the report object even if you disable alert notification.• To enable alert notification, you must have the Email SMTP destination enabled and

configured on the job servers.

To set an alert notification

1. In the Foldersmanagement area of the CMC, select a report object.

2. Click Actions ➤ Schedule ➤ Alert Notification.

3. Select the Enable alert notification check box if you want to send an alert notification.

4. Select either Use default settings or Custom settings.

If you select the first option, BusinessObjects Enterprise delivers the alert notification usingthe Job Server's default settings. You can change these settings in the Serversmanagementarea. For more information, see the BusinessObjects Enterprise Deployment andConfiguration Guide.

If you select the second option, you can specify the email settings in the software.

5. Type the URL for the viewer in which you want the email recipient to view the report.Alternatively, you can select the default viewer by clicking Use default.

The viewer URL appears in the hyperlink that is sent in the alert notification email. You canset the default URL by selecting the CMC application in theApplicationsmanagement areaof the CMC and clickingManage ➤ Properties.

Note: You must use World Wide Web Consortium (W3C) URL encoding when typing theviewer URL. For example, replace spaces in the path with %20. For more information, seehttp://www.w3.org/

6. Type the maximum number of alert records to be included in the alert notification.The hyperlink in the alert notification displays a report page that contains the records thattriggered the alert. Use this field to limit the number of records displayed.

Tip: The Alert Name and Status fields are set in Crystal Reports.

7. When you have finished setting all your scheduling options, click Schedule.

Destination

Using BusinessObjects Enterprise, you can configure an object or instance for output to adestination other than the default Output File Repository Server (FRS). When the system runsan object, it always stores the output instance on the Output FRS. Being able to choose anadditional destination gives you the flexibility to deliver instances across your enterprise systemor to destinations outside your enterprise system.

For example, you can set an object to have its output automatically delivered by email to otherusers.


Note: You can also configure object instances to print after they have been run.

When you specify a destination other than “Default”, BusinessObjects Enterprise generates aunique name for the output file or files. To generate a file name, you can use a combination ofID, name or title of the object, owner information, or the date and time information. The availabledestinations are file locations, FTP, email, and BusinessObjects Enterprise inboxes.

The following destinations are available:

• Default destination location• File Location• FTP Location• Email• Inbox

Note: You can change the destination setting for an object or instance either in the CMC or inInfoView. When you specify the destination settings through the CMC, these settings are alsoreflected in the default scheduling settings for InfoView.

Default destination support

By default, object instances are saved to the Output File Repository Server (FRS). If you wantto save instances to the FRS only and not to any other destinations, select that option.

To set your destination to default

1. In the Foldersmanagement area of the CMC, select an object.

2. Click Actions ➤ Schedule ➤ Destination.• If you are scheduling a Crystal report or object package, clickDestination.• If you are scheduling a Desktop Intelligence document, click Formats and destination.• If you are scheduling a Web Intelligence document, click Formats and Destinations.

3. Ensure that Default Enterprise Location is set in theDestination field.• If you are scheduling aCrystal report or object package, select Default Enterprise Location

from theDestination list.• If you are scheduling a Desktop Intelligence or Web Intelligence document, ensure that

no check boxes are selected underOutput Format Details.

4. Set the rest of your scheduling options and click Schedule.

File System destination support

You can specify the location where an instance will be saved when it is scheduled by you oranother user. The system saves an output instance to both the Output File Repository Serverand the specified destination.

Note:


• To use a destination, you must have the destination enabled and configured on the jobservers.

• The locationmust be a local ormapped directory on the processing server. For servers usingWindows, the location can also be a Universal Naming Convention (UNC) path.

• The processing server must have sufficient rights to the specified location.

To set your destination to file location



3. Select File location as the destination.• If you are scheduling a Desktop Intelligence or Web Intelligence document, select File

location underOutput FormatDetails and then clickDestinationOptions and Settings.• If you are scheduling a Crystal report or object package, select File System from the

Destination list.

Note: Clear the Keep an instance in the history check box if you want the system toautomatically delete the report or program instance from the Output File RepositoryServer to keep the number of instances on the server to a minimum.

4. Select or clear Use default settings.

Note: You can change the default Job Server settings in the Servers management area ofthe CMC.

You can set the following File location properties for scheduled objects:• Destination directory

Type a local location, mapped location, or a UNC path. If you are scheduling a WebIntelligence or Desktop Intelligence document and would like to create folders based onvariables such as the Title of the instance, the owner, date and time, or user names, youcan insert a variable by selecting it from the list. The variable is inserted at the end of thetext in the text box.

• File Name

To let BusinessObjects Enterprise generate a file name, select Automatically generated.

To choose a file name, select Specific name and enter the name you wish to use. If youare scheduling a Web Intelligence or Desktop Intelligence document, you can includethe same variables in the file name as you could in the destination directory. If youwouldlike to add the file extension to your indicated file name, ensure thatAdd file extensionis selected.

• User Name


Specify a user who has permission to write files to the destination directory.

• Password

Type the password for the user.

Note: You can specify a user name and password only for servers using Windows.

5. If you are scheduling a Desktop Intelligence document, select or clearDeliver objects toeach user.

6. Select or clear the Clean up instance after scheduling option.

When that option is selected, the system automatically deletes the report or program instancefrom the Output File Repository Server to keep the number of instances on the server to aminimum.

Note: These instances are needed for auditing the event, so this setting is overruled ifauditing is activated for the scheduled object.

7. Set other scheduling options as needed.

8. Click Schedule.

FTP

When scheduling objects, you can configure the objects for output to a File Transfer Protocol(FTP) server. To connect to the FTP server, youmust specify a userwho has the necessary rightsto upload files to the server. If you specify an FTP destination, the system saves an outputinstance to both the Output File Repository Server and the specified destination.

Note: To use a destination, you must have the destination enabled and configured on the jobservers. Formore information, see theBusinessObjects EnterpriseDeployment andConfigurationGuide.

To set an FTP server as the destination



3. Select FTP Server as the destination.• If you are scheduling a Desktop Intelligence or Web Intelligence document, select FTP

Server underOutput Format Details and then clickDestination Options and Settings.• If you are scheduling a Crystal report or object package, select FTP Server from the

Destination list.


4. Select or clear Use default settings.

If you select this option, BusinessObjects Enterprise schedules an object using the Job Server'sdefault settings. You can change these settings in the Serversmanagement area. For moreinformation, see the BusinessObjects Enterprise Deployment and Configuration Guide.

If you clear this option, you can set the FTP and file name properties:

• Host

Enter the FTP host information.

• Port

Enter the FTP port number (the default is 21).

• User Name

Specify a user who has the necessary rights to upload an object to the FTP server.

• Password

Enter the user's password.

• Account

Enter the FTP account information, if required.

Account is part of the standard FTP protocol, but it is rarely implemented. Provide theappropriate account only if your FTP server requires it.

• Directory

Enter the FTP directory that youwant the object to be saved to. To add a variable, choosea placeholder for a variable property from the list.

• File Name

To let BusinessObjects Enterprise generate a random file name, select Automaticallygenerated. To enter a file name, select Specific name. You can also add a variable to thefile name by choosing a placeholder for a variable property from the list. If you wouldlike to include the file extension, ensure that you select Add file extension.

5. Select or clear the Clean up instance after scheduling option.


6. Set your other scheduling options and click Schedule.

Email (SMTP)

With SimpleMail Transfer Protocol (SMTP)mail support, you can choose to send the instancesof an object, for example, a report instance, to one or more email destinations. After it has runthe object, the system sends a copy of the output instance as an attachment to the email addressesyou specified.


When you select the Email (SMTP) destination, the system saves the instance to the OutputFile Repository Server as well as emails it to the specified destinations. BusinessObjectsEnterprise supports Multipurpose Internet Mail Extensions (MIME) encoding.

Note: To use a destination, you must have the destination enabled and configured on the jobservers. Formore information, see theBusinessObjects EnterpriseDeployment andConfigurationGuide.

To send an object by email



3. Select Email Recipients as the destination.• If you are scheduling a Desktop Intelligence orWeb Intelligence document, select Email

Recipients underOutput Format Details and then clickDestination Options andSettings.

• If you are scheduling a Crystal report or object package, select Email Recipients fromtheDestination list.

4. Select or clear Use the Job Server's defaults.

If you select this option, BusinessObjects Enterprise schedules an object using the Job Server'sdefault settings. You can change these settings in the Serversmanagement area. For moreinformation, see the BusinessObjects Enterprise Deployment and Configuration Guide.

If you clear this option, you can specify the email settings and the file name properties:

• From

Type a return address.

• To

Type an address to which you want the object to be sent. If you want to send the objectto multiple addresses, use semicolons to separate them.

• Cc

Type an address to which you want to send a copy of the object. If you want to send theobject to multiple addresses, use semicolons to separate them.

• Subject

Complete the Subject field. You can choose variables to include in the Subject field bychoosing them from the list beside the text box.

• Message


Type a short message, if required. You can choose variables to include in the messageby choosing them from the list beside the text box.

• Attach object instance to email message

Select this check box if you want a copy of the instance attached to the email.

• Default File Name (randomly generated)

Select this option if youwant BusinessObjects Enterprise to generate a random file name.

• Specified File Name

Select this option if you want to enter a file name. You can choose variables to includein the Specified File Name field by choosing them from the list beside the text box. If youwould like to add the file extension, ensure that Add file extension is selected.

5. If you want, select the Clean up instance after scheduling option.When that option is selected, the system automatically deletes the report or program instancefrom the Output File Repository Server to keep the number of instances on the server to aminimum.


Inbox support

When scheduling objects, you can configure objects for output to the inboxes of users. In thiscase, the system saves the instance to both the Output File Repository Server and the inboxesyou specified. Instead of sending the actual file to the inboxes, you can choose to send a shortcut.

Note: To use a destination, you must have the destination enabled and configured on the jobservers.

To schedule an object to an inbox destination



3. Select Inbox as the destination.• If you are scheduling a Desktop Intelligence orWeb Intelligence document, select Inbox

underOutput Format Details and then clickDestination Options and Settings.• If you are scheduling aCrystal report or object package, select Inbox from theDestination

list.

4. If you want, select the Clean up instance after scheduling option.



5. Select or clear Use the Job Server's defaults.

If you select this option, BusinessObjects Enterprise schedules an object using the Job Server'sdefault settings. You can change these settings in the Servers management area.

6. If you did not selectUse the Job Server's defaults, set the following parameters. Otherwise,skip this step:• Navigate to and select the users or groups from theAvailable Recipients panel and click

> to add them to the Selected Recipients.

Note: You can click >> to add all the available recipients, and < or << to remove theselected or all recipients.

• To let BusinessObjects Enterprise generate a name for the instance file, selectAutomatically generated.

To choose a name, select Specific name and enter the name in the text box. To includevariables, select them from the list beside the box.

• To send a shortcut to the instance, select Shortcut. If you would like to send a copy ofthe instance, select Copy.


Choosing a format

For report objects only, you can select the format that a report instance will be saved in whenit is generated by BusinessObjects Enterprise. This format will be saved to the destination youhave selected for the report object and its instances.

You can select from the formats summarized in the following table.

FormatProduct

Web Intelligence

• Web Intelligence• Microsoft Excel• Adobe Acrobat• Plain text• Rich text

Desktop Intelligence• Desktop Intelligence• Microsoft Excel• Adobe Acrobat


FormatProduct

• Plain text• Rich text

Crystal Reports

• Crystal Reports• Microsoft Excel• Microsoft Excel (Data Only)• Microsoft Word (RTF)• PDF• Rich text• Microsoft Word - Editable (RTF)• Plain text• Paginated Text• Tab-separated Text• Separated Values• XML

Note:• The difference between Excel and Excel (Data only) is that Excel attempts to preserve the

look and feel of your original report, while Excel (Data only) saves only the data, with eachcell representing a field.

• The Tab-separated Values format places a tab character between values; the SeparatedValues format places a specified character between values.

• If you choose to print the report when it is scheduled (by checking the Print in CrystalReports format using the selected printer when scheduling check box on the Print Setuppage), the report instance is automatically sent to the printer in Crystal Reports format. Thisdoes not conflict with the format you select when scheduling the report.

• For Excel, Paginated Text, Tab-separated Values, and Character- separated Values, youspecify certain formatting properties for the report. For example, if you selectCharacter-separated Values, you can enter characters for the separator and delimiter youcan also select the two check boxes: Same number formats as in report and Same dateformats as in report.

To select a format for the report

1. In the Foldersmanagement area of the CMC, select an object by clicking its link.

2. Click Actions ➤ Schedule ➤ Format.• If you are scheduling a Crystal report, click Format.• If you are scheduling a Desktop Intelligence document, click Formats and destination.• If you are scheduling a Web Intelligence document, click Formats and Destinations.


3. Select the appropriate format.• If you are scheduling a Crystal report, choose the format from the list and click Switch.

SomeCrystal reports formats have other parameters that you can set when you schedulethem.

Note: For more information on formatting options for Crystal reports see "Additionalformatting options for Crystal reports" in the Administration Guide.

• If you are scheduling a Desktop Intelligence or Web Intelligence document, select yourpreferred format underOutput Format.


Caching Options

When the system runs a scheduledWeb Intelligence orDesktop Intelligence document it storesthe instance it generates on the Output File Repository Server. In addition, you can choose tohave the system cache the report on the appropriate Report Server by selecting a cache formatfor the document. If you don't select a cache format, then the systemwon't cache the documentwhen it runs the document.

Note: To select a cache option, the output format you specified for the object must be WebIntelligence or Desktop Intelligence. If you select a different format, the cache options youspecify will have no effect.

To select a cache format for Web or Desktop Intelligencedocuments

1. In the Foldersmanagement area of theCMC, select aWeb Intelligence orDesktop Intelligenceobject by clicking its link.

2. Click Actions ➤ Schedule ➤ Caching.

3. Select the format you want to preload the cache with.

4. Select the locale(s) with which to preload the cache if you are scheduling aWeb Intelligencedocument.When you schedule the Web Intelligence document, BusinessObjects Enterprise generatescached versions of the document in the locale(s) that you specify.


Scheduling an object for a user or group

The Schedule For feature allows you to generate reports that contain data for specific usersonly. It is intended to be used for either of the following types of objects:

• Crystal reports that are based on Business Views• Web Intelligence and Desktop Intelligence documents that use Universes


Using the Schedule For feature, you can schedule an object and specify for which users youwant the system to run the object. The system runs and generates individual instances of thereport, one for each user specified. Each instance contains data that is relevant to the individualuser only.

For example, you can schedule a sales report and on the Schedule For page specify the usernames for all your sales representatives. At the specified time, the system runs the report objectand generates the individual report instances. Each instance contains sales information for theindividual sales representative only.

To schedule an object for a user or group


2. Click Actions ➤ Schedule ➤ Schedule For.

3. Select who you want to schedule the object for.• Schedule only for myself• Schedule for specified users and user groups

4. If you selected Schedule for specified users and user groups, navigate to and select theusers and groups you would like to schedule for and click > to add them to the Selectedlist.

Tip: If you need to remove users or groups from the Selected list, select them and click <.


Selecting server group settings

You can indicate a specific server on which a scheduling will run. This gives you more controlover load balancing for instance, you may wish to run program jobs on a specific server groupso that they do not appropriate system resources.

You can also choose a server group for BusinessObjects Enterprise to usewhen a user refreshesa Crystal report, Web Intelligence, or Desktop Intelligence instance while viewing it. Thesesettings are accessed from the Schedule orDefault Settings dialog boxes. For Crystal reports,click Viewing Server Group. For Web Intelligence documents, clickWebi Process Settings.For Desktop Intelligence documents, clickDeski Process Settings.

To select a server for your scheduling job


2. Click Actions ➤ Schedule ➤ Scheduling Server Group.

3. Select the appropriate option:• ChooseUse the first available server to run the object as quickly as possible, regardless

of server groups.


• ChooseGive preference to servers belonging to selected group if youwould like to usea specific server group over another in the event that both are available.

• ChooseOnly use servers belonging to the selected group to ensure that the job runs onthe specified server group.

Note: If you are scheduling a program object that requires access to files stored locally ona Program Job Server, but you have multiple Program Job Servers, you must specify whichserver to use to run the program.

4. Select or clear Run at origin site to run the object where it is located.


SchedulingWeb Intelligence and Desktop Intelligence documents

The process to schedule a Web Intelligence document and a Desktop Intelligence document isthe same.

To schedule a Web Intelligence/Desktop Intelligence document


2. Click Actions ➤ Schedule.

3. Specify the name of the instance in the Instance Title section.

4. Set the recurrence pattern for the schedule in the Recurrence section.

5. Identify for whom the report will be scheduled in the Schedule For section.

6. Specify the notification parameters in theNotification section.

7. Specify the output format and destination of the report in the Format and Destinationsection.

8. Specify the formats to preload and the formatting locales in the Caching section.

9. Specify the events that the report schedule will be based upon in the Events section.

10.Specify the processing servers that will be used for scheduling in the Scheduling ServerGroup section.

11.Specify the process settings in theWebi Process Settings section.

12.Click Schedule to process the report.

Scheduling Crystal reports

The options available when you schedule a Crystal report are slightly different to those ofWebIntelligence.


To schedule a Crystal report







7. Provide the database credentials required to connect to the reporting data sourceDatabaseLogon section.

8. Insert additional record-selection or group-selection filters in the Filters section.

9. Specify the output format of the report in the Format section.

10.Specify the destination of the report objectDestination section.

11.Specify the settings required for printing the report instance in the Print Settings section.

12.Specify the events that the report schedule will be based upon in the Events section.


14.Specify the servers thatwill be used for report viewing in theViewing ServerGroup section.

15.Click Schedule to process the report.

Scheduling Publications

A Publication normally runs on a regular basis, such as daily, monthly, or quarterly. Whenscheduled, a Publication is sent to recipients who have subscribed (optional recipients) or beensubscribed (mandatory recipients) to that schedule. You can select how you want recipients toreceive instances. For example, they can receive the Publication in the format of an email,containing a link back to the report in BusinessObjects Enterprise.

Note: Publications are explained in more detail in Lesson 6 Publishing and Publications.

To schedule a Publication

1. In the Foldersmanagement area of the CMC, select a publication by clicking its link.


3. Specify the name of the instance and the recurrence pattern in theRecurrence Title section.

4. If you selected Schedule for specified users and user groups, navigate to and select theusers and groups you would like to schedule for and click > to add them to the Selectedlist.


Tip: If you need to remove users or groups from the Selected list, select them and click <.

5. Complete theDynamic Recipients section to specify recipients that are external toBusinessObjects Enterprise.

6. Complete the other relevant sections.

7. Click Schedule to process the report.

Scheduling program objects

Program objects allow you to write, publish, and schedule scripts or Java programs that runagainst BusinessObjects Enterprise, and performmaintenance tasks, such as deleting instancesfrom the history. Furthermore, you can design these scripts and Java programs to accessBusinessObjects Enterprise session information. This ensures that the scheduled programobjects retain the security rights or restrictions of the user who scheduled the job. (Your scriptsor java programs require access to the BusinessObjects Enterprise SDK. For details, see theBusinessObjects Enterprise COM SDK Guide or the BusinessObjects Enterprise Java SDKGuide.)

When you save a program object or its associated files to BusinessObjects Enterprise, they arestored in the Input File Repository Server (FRS). Each time a BusinessObjects Enterprise programruns, the programand files are passed to the Program Job Server, andBusinessObjects Enterprisestores the output of the program as an instance.

Unlike report instances, which you can view in their completed format, program instancesexist as records in the object history. BusinessObjects Enterprise stores the program’s standardout and standard error in a text output file. This file appearswhen you click a program instancein the object History.

Note: In order for a program object to be successfully scheduled and run, you must providelogon information for the account that the program object will run as.

To schedule a program object

1. In the Foldersmanagement area of the CMC, select a program object by clicking its link.




5. Identify for whom the object will be scheduled in the Schedule For section.


7. Specify the program parameters of the report in the Program Parameters section.

8. Specify the destination in theDestination section.

9. Specify the events that the program object schedulewill be based upon in the Events section.



11.Click Schedule to process the program.

Scheduling object packages

You can schedule objects in batches using the object packages feature. Object packages functionas distinct objects in BusinessObjects Enterprise. They can be composed of any combination ofreport and program objects published to the BusinessObjects Enterprise system.

Other types of objects, such as Excel,Word,Acrobat, Text, Rich Text, PowerPoint, andHyperlinkobjects, cannot be added to object packages.

Using object packages to schedule batches of objects simplifies authentication. In terms ofreports, it allows users to view synchronized data across report instances.

If multiple reports in a package have one or more parameters of the same name and type, youcan set the parameter value once while scheduling the package, and it propagates to all thosereports.

When scheduling objects in batches using the CMC, you first add an object package. Then, youcopy existing objects into the object package. Finally, you schedule the object package as youwould any object. Alternatively, you can add objects directly to an object package, then youcan schedule that object package as you would any object.

Note: You must configure the processing information of each of the components of an objectpackage individually.

To schedule an object package

1. In the Foldersmanagement area of the CMC, select an object package by clicking its link.




5. Specify the destination in theDestination section.

6. Specify the events that the object package schedulewill be based upon in the Events section.

7. Specify the processing servers that will be used for scheduling in the Scheduling ServerGroup section.


9. Click Schedule to process the package.


Scheduling with business calendarsCalendars allowyou to createmore complex processing schedules than the standard schedulingoptions, by combining unique scheduling dateswith recurring ones. Calendars are particularlyuseful when youwant to run a recurring job on an irregular schedule, or if youwant to provideusers with sets of regular scheduling dates to choose from.


• Define a business calendar• Create a business calendar• Schedule objects with a business calendar

What is a business calendar?

Calendars make it easy for you to schedule complex recurring jobs efficiently. A calendar is acustomized list of run dates for scheduled jobs. You can create calendars to provide your userswith sets of common scheduling dates. When users schedule objects, they can use calendarsto run jobs on the predefined dates.

For example, if you want a report object to run every business day except for your country’sstatutory holidays, you can create a calendar with the holidays marked as “non-run” days, onwhich the report object cannot be run. BusinessObjects Enterprise runs the job every day youhave specified as a “run” day in your calendar.

You can set up as many calendars as you want in BusinessObjects Enterprise. Calendars youcreate appear in the Calendar selection list available when you choose to schedule an objectusing a calendar. When you apply the calendar to a job, BusinessObjects Enterprise runs thejob on the run dates as scheduled.

You can apply calendars to any object that can be scheduled, including report objects, programobjects, and object packages.

To create a calendar

You create calendars through the CentralManagement Console, in the Calendarsmanagementarea.

To create a calendar, you need to provide a name and description.When the calendar is created,you can add run dates to it using the Dates tab.

Tip: It is good practice to create a calendar for users to use as a template for creating newcalendars. They can copy this template calendar and modify it as necessary. For example, youcan create a default Weekdays calendar that includes all days as run dates except weekendsand company holidays.

1. Go to the Calendarsmanagement area of the CMC.

2. ClickManage ➤ New ➤ New Calendar.

3. Type a name and description for the new calendar.


4. ClickOK.

The new calendar is added to the system. You can now use the Dates tab to add run datesto this calendar.

Calendar format options

The calendar format options are contained in the table below.

DescriptionCalendar format option

Yearly displays the calendar's run dates for the year. To change theyear displayed, you can click the Previous year andNext yearYearly buttons. To add a date from the Yearly format, click the day,weekdayheader, or week row header that you want to add.

Quarterly displays the calendar's run dates for the current calendarquarter. You can change the displayed quarter using the Previous

Quarterly quarter andNext quarter buttons. To add a date from the Quarterlyformat, click the day, weekday header, or week row header that youwant to add.

Monthly displays the calendar's run dates for the currentmonth. Youcan change the displayedmonth using thePreviousmonth andNextMonthly month buttons. To add a date from the Monthly format, click theday, weekday header, or week row header that you want to add.

Adding dates to a calendar

You can add dates to a calendar using a number of different formats. You can choose specificdates using a yearly, quarterly, or monthly view of the calendar, or you can choose recurringdates using general formats based on the day of the month or week.

Specific dates

To add a specific date to a calendar, use the Yearly, Quarterly, and Monthly formats.

The Yearly format displays the run schedule for the entire year. The Quarterly format displaysthe run dates for the current quarter. You can also view the Monthly format for the calendar,which displays the run dates for the current month. In all three formats, you can change thedisplayed time range by clicking the previous and next buttons.

You can add specific dates in any calendar format by clicking on the day you wish to add. Ifyou wish to add an entire week, click > in the row header for that week. To add run days onall of a given day of the week in a month, click the name day of the week.


For example, if your company ships products according to an irregular schedule that cannotbe defined using the daily or weekly settings, you can create a list of these dates in a "Shippingdates" calendar. The Shipping department can now check the inventory after each shipmentby scheduling a report that uses the calendar to run at the end of each shipping day.

Recurring dates

You can add recurring days based on the day of the week or the day of the month. To viewexisting run dates, you must use the Yearly, Quarterly, or Monthly format the generic formatsmust be used to add recurring dates to the calendar. To add the recurring days, click By dayof month or By day of week and select the days you wish to add.

Although you can set a recurring schedule using the standard scheduling options, calendarsallow you to specify several different recurring run patterns at once. You can also run instanceson dates that do not follow the pattern by adding individual days to a calendar.

For example, to schedule a report object to run on the first four days of every month, and onthe second and fourth Friday of every month, first create a new calendar object and name it.Then, choose to add recurring days by day of month to add the first four days of the month tothis calendar. When you update the calendar, the Yearly format appears with the new rundates.

To add every second and fourth Friday to the calendar, choose to add recurring days by dayof week and select the second and fourth Friday.

To add dates to a calendar

1. Go to the Calendarsmanagement area of the Central Management Console.

2. Select the calendar you want to change.

3. Click Actions ➤ Select Dates.

4. Click the days of the month that you want to include as run days for the calendar.To remove a run day, click the day again.

Tip: To select a week, or all of the particular weekdays in a month, you can click the rowor column header.

5. To add the new dates to the calendar, click Save.

Note: When you change an existing calendar, BusinessObjects Enterprise checks all currentlyscheduled instances in your system. Objects that use the edited calendar are automaticallyupdated to run on the revised date schedule.

Deleting calendars

When you delete a calendar, any objects that are scheduled according to the deleted calendarwill be run one more time by the system. After that, the system won't be able to schedule theobjects again, because the calendar no longer exists. To ensure the objects continue to be run,


change the scheduling information for the objects either by selecting a different calendar or adifferent recurrence pattern.

To delete a calendar

1. Go to the Calendarsmanagement area of the CMC.

2. Select the calendar you want to delete.

Tip: Select multiple calendars by holding down the CTRL or Option key and clicking onthem to delete them simultaneously.

3. ClickManage ➤ Delete. Then clickOK to confirm.

Specifying calendar rights

You can grant or deny users and groups access to calendars. Depending how you organizeyour calendars, youmay have specific sets of dates that youwant to be available only for certainemployees or departments. For example, your finance teammayuse a series of financial trackingdates that aren't useful for other departments. Users will be able to see only the calendars theyhave the rights to see, so you can use rights to hide calendars that aren't applicable to a particulargroup.

By default, calendars are based on current security settings, inheriting rights from the users'parent folders.

To grant access to a calendar

1. In the CMC select the calendar to which you wish to add a principal.

2. ClickManage ➤ Security ➤ User Security.The User Security dialog box appears and displays the access control list for the calendar.

3. Click Add Principals.

4. Assign the principal(s) to the access control list for the calendar.


6. Select the access levels you want to grant the principal. If necessary, assign advanced rightsto the principal.

7. ClickOK to complete the process.


Managing instancesAfter completing this unit, you will be able to:

• Define instance limits• Set instance limits

What is instance management?

When report objects are scheduled, they create report instances. Report instances are reportsthat contain historical data. Every time a report is scheduled, a new instance is created.BusinessObjects Enterprise enables you to set instance limits to control how many historicalinstances are kept for each object.

Limiting the number of historical instances provides several benefits:

• Improves usability by reducing the number of instances users must search through.

• Saves storage space by reducing the number of reports that must be stored.

• Simplifies backup by reducing the number of reports that you must include.

The Instance Manager lets you manage all of the instances on the system from one location.

Managing and viewing the history of instances

There are twoways tomanage instances in BusinessObjects Enterprise. The InstanceManagerlets you manage all of the instances on the system from one location.

TheHistory dialog box displays all of the instances for a selected object. You can pause, resume,reschedule, Run Now, refresh, and delete instances from both locations. Rescheduling aninstance preserves all the scheduling options for the initial scheduling job, and sets the job torun immediately by default, but allows you to edit the scheduling options and run time. RunNow preserves all of the original scheduling options and sets the job to run immediately, butdoes not allow you to edit any scheduling options.

When you reschedule completed instances, a new scheduling job is created. However, if youreschedule a pending instance, you can indicate whether youwant to initiate a new schedulingjob or update the pending job. When you use Run Now, a new scheduling job is createdregardless of the status of the instance.

TheHistory dialog box and Instance Manager display slightly different information abouteach object. On theHistory dialog box, the Instance Time column displays the time and thedate of the last update for each instance and the Title column displays the title of the instances.The Status column displays the status of each instance. The Run By column indicates whichuser scheduled the instance.

For report objects, the Format column displays which format the report is, or will be stored inand the Parameters column indicates what parameters were or will be used for each instance.For program objects, the Arguments column lists the command-line options that were or willbe passed to the command line interface for each instance.


In the InstanceManager, the Title column displays the title of the instance. The Status columndisplays whether or not the instance is pending, successful, or failed. The folder path displaysthe location of the instance. The Owner column displays the name of the user who scheduledthe object. TheCompletionTime columndisplays the date and timewhen the instance completedits run, and the Next Run Time column displays the next time the object will be run, if it is ona recurring schedule and has a status of pending. The Server column displays the server onwhich the instance was run. The Error column displays any errors that occurred during therun that caused the object to fail.

BusinessObjects Enterprise creates instances from objects. That is, a report instance is createdwhen a report object is scheduled and run by the Job Server. Essentially, a report instance is areport object that contains report data that is retrieved from one or more databases. Eachinstance contains data that is current at the time the report is processed. You can view specificreport instances on theHistory dialog box of the report object.

BusinessObjects Enterprise creates a program instance each time that a program object isscheduled and run by the Program Job Server. Unlike report instances, which can be viewedin their completed format, program instances exist as records in the object history.BusinessObjects Enterprise stores the program's standard output and standard error in a textoutput file. This file appears when you click a program instance in the objectHistory.

To manage instances using the History dialog box


2. Click Actions ➤ History.

3. Select an instance or instances.

Note: To refresh the list, clickRefresh. In this case you don't need to select an instance first.

4. Click either Run Now, Pause, Resume, Send to, Reschedule, orDelete.

If you click RunNow, the system schedules the object to be run immediately. The scheduledjob will have a status of Pending.

Instance Manager

The Instance Manager lets you view and manage all of the instances in your BusinessObjectsEnterprise deployment from one location.

The default view of the Instance Manager shows all pending instances, sorted by title. Youcan filter your view to see only relevant instances. You can filter by:

• Parent folder• Owner• Status• Object type


• Completion time• Next run time

You can multi-select instances to perform batch operations on them, such as pause, resume, ordelete. You can also use the Instance Manager to request detailed information for a singleinstance, which can be helpful when you use the Instance Manager to diagnose and resolvesystem problems that cause instances to fail.

For example, an administrator logs onto the CMC, checks the Instance Manager, and noticesthat several jobs have failed. The administrator filters the list to show only failed jobs from thelast two days, and notices that they all seem to have run on the same server. The administratorsorts the list by server and verifies that all of the failed jobs ran on the same server. The errorcode for each failure is the same. The administrator views detailed information for an instanceand discovers that a database connection has been reconfigured improperly. The administratorreconfigures the database connection correctly and returns to the Instance Manager to rerunall of the failed jobs.

Note: To viewdetailed information about an instance, select the instance and click the Instancedetails icon in the toolbar.


Several columns have been added to the Instance Manager to improve the user interface. Thefollowing columns are available in BusinessObjects Enterprise XI 3.1 Instance Manager:

• Submission Time• Duration (sec)• Start Time• Recurrence• Expiry• Error

Finding instances in the Instance Manager

You can enter filters to find specific instances in the Find instances meeting the followingcriteria section of the Instance Manager. You can base filters on the following criteria:

DescriptionCriteria

Enable this criterion and browse for a BusinessObjects Enterprise folderto list all instances that are children of the folder.Parent Folder

Enable this criterion and type a BusinessObjects Enterprise user name tolist instances scheduled by that user.Owner


DescriptionCriteria

Enable this criterion to list instances of the status you choose from thedrop-down list; you can choose to list either successful, failed, running,paused or pending instances.

Status

Enable this criterion to list instances of the object type you choose fromthe drop-down list.Object type

Enable this criterion to list instances that were completed between the“start” and “stop” date and times that you enter.

Completiontime

Enable this criterion to list instances that have their next run between the“start” and “stop” date and times that you enter.Next run time

To enable a criterion, you must ensure that the checkbox beside it is selected. When you haveentered all of the criteria, click Find. Only instances that meet all the criteria you have enabledwill be displayed.

Setting instance limits for an object

In the Limits page, you can set the limits for the selected object and its instances. You set limitsto automate regular clean-ups of old BusinessObjects Enterprise content. At the object level,you can limit the number of instances that remain on the system for the object or for each useror group you can also limit the number of days that an instance remains on the system for auser or group.

In addition to setting the limits for the objects from the Foldersmanagement area, you can alsoset limits at the folder level. When you set limits at the folder level, these limits will be in effectfor all objects that reside within the folder (including any objects found within the subfolders).

Note: When you set the limits at the object level, the object limits overrides the limits set forthe folder that is, the object will not inherit the limits of the folder.

To set limits for instances


2. Click Actions ➤ Limits.The Limits dialog box appears.

3. Make your settings according to the types of limits you want to set for your instances.

The options are as follows:

• Delete excess instances when there are more than N instances of an object


To limit the number of instances per object, select this check box. Then, type themaximumnumber of instances that you want to remain on the system. (The default value is 100.)

• Delete excess instances for the following users/groups

To limit the number of instances for users or groups, click Add in this area. Select fromthe available users and groups and click > to add them to your list. Then clickOK. Typethe maximum number of instances in the Instance Limit column. (The default value is100.)

• Delete instances after N days for the following users/groups

To limit the number of days that instances are saved for users or groups, click Add inthis area. Select from the available users and groups and click > to add them to your list.Then clickOK. Type themaximum age of instances in theMaximumDays column. (Thedefault value is 100.)

4. Click Update.


Review: Scheduling

Review: Scheduling1. What does it mean to schedule an object?

2. What is the benefit of scheduling report objects?

3. How do business calendars benefit the scheduling process?

4. Name one of the benefits of limiting the number of historical instances for an object.



• Describe the benefits of scheduling reports• List scheduling options• Schedule a Web Intelligence document• Schedule a Crystal report• Schedule a Desktop Intelligence document• Schedule a Publication• Describe the benefits of scheduling program objects• Schedule a program object• Describe the benefits of scheduling object packages• Schedule an object package• Define a business calendar• Create a business calendar• Schedule objects with a business calendar• Define instance limits• Set instance limits


Lesson 6Publishing and Publications

Publishing and PublicationsWhen you create reports in BusinessObjects Enterprise you have the ability to publishpersonalized instances of these reports to users using publications.


• Publish personalized reports and documents to multiple recipients• Describe the process of publishing personalized reports to dynamic recipients• Manage profiles

147Publishing and Publications—Learner’s Guide

Publishing and PublicationsAfter completing this unit, you will be able to:

• Describe the concepts involved in the publishing process• Define and use profiles to burst personalized data to multiple recipients• Use the publishing feature to create publications• Publish reports to BusinessObjects Enterprise and dynamic recipients

What is Publishing?

Publishing is the process of making documents such as Crystal reports, Web Intelligencedocuments, andDesktop Intelligence documents publicly available formass consumption. Thecontents of these documents can be distributed automatically via email or FTP, saved to disk,or managed through the BusinessObjects Enterprise platform for web viewing, archiving, andretrieval, and automated through the use of scheduling. From within InfoView or the CMC,you can take documents and tailor them for different users or recipients; schedule a publicationto run at specified intervals; and send it to a number of destinations, including recipients'InfoView inboxes and email addresses.

Note: Publishing is distinct from the Publishing Wizard. The Publishing Wizard is aWindows-based product that is designed to add documents to BusinessObjects Enterprise.


Note: Profiles and Publications (also referred to as Publishing) are disabled in BusinessObjectsEdge 3.0. This is enabled in BusinessObjects Edge 3.1, with a limitation of sending to 100recipients at a time. The option to send to additional recipients can be purchased as add-onfunctionality.


Publishing or report bursting is enhanced in BusinessObjects Enterprise XI 3.1. As a result theuser interface in this course will look slightly different to what you see on your systems.

What is a publication?

A publication is a collection of documents intended for distribution to a mass audience. Beforethe documents are distributed, the publisher defines the publication using a collection ofmetadata. Thismetadata includes the publication source, its recipients, and the personalizationapplied.

Publications can help you send information through your organization more efficiently:

• They allow you to easily distribute information to individuals or groups of users andpersonalize the information each user or group receives.


• They provide delivery of targeted business information to groups or individuals througha password-protected portal, across an intranet, an extranet, or the Internet.

• They minimize database access by eliminating the need for users to send process requeststhemselves.

Different types of publications can exist based on the type of dynamic content document in thepublication:

• Crystal report publication

The publication contains one or more Crystal reports.

• Desktop Intelligence document publication

The publication contains one or more Desktop Intelligence documents.

• Web Intelligence document publication

The publication contains one or more Web Intelligence documents.

Publishing multiple documents

Publications are based on documents and must include at least one Crystal report, DesktopIntelligence document, or Web Intelligence document. You can deliver multiple dynamiccontent documents and static documents as a single entity (for example, in a single email) inBusinessObjects Enterprise. You can also choose to zip the instances when they are deliveredto recipients or, in the case of Crystal reports, to merge the instances into a single PDF withnumbered pages.

If you design a publication with multiple documents in it, all dynamic content documents inthat publication must be the same object type. For example, you can publish three Crystalreports in the same publication, but you cannot publish two Crystal reports and a DesktopIntelligence document.

A publication can also include static documents stored in BusinessObjects Enterprise such asthe following:

• Microsoft Word/ Excel/ PowerPoint files• Text files• PDFs• Agnostic documents (any binary file)

Publication concepts

The following section details the concepts involved in the publishing process.

Report bursting

During Publishing, the data in documents is refreshed against data sources and personalizedbefore the publication is delivered to recipients. This combined process is known as report


bursting. Depending on the size of the publication and howmany recipients it is intended for,you have several report-bursting methods to choose from:

• One database fetch for all recipients

When you use this report-bursting method, the data is refreshed once for each documentin the publication, and the documents are personalized and delivered to each recipient.

This is the default option and is recommended if you want to minimize the impact ofPublishing on your database. This option is secure only when the source documents aredelivered as static documents. For example, a recipient who receives a Desktop Intelligencedocument in its original format canmodify the document and view the data associatedwithother recipients. However, if the Desktop Intelligence document was delivered as a PDF,the data would be more secure as it cannot be accessed.

Note:• This option is secure for most Crystal reports regardless of whether the Crystal reports

are delivered in their original format.However, Crystal reports that are based onuniversesor Business Views supportOne database fetch per recipient only to maximize security.

• The performance of this option varies depending on the number of recipients.

• One database fetch for each batch of recipients

When you use this report-bursting method, the publication is refreshed, personalized, anddelivered to recipients in batches. These batches are based on the personalization valuesyou specified for the recipients. The batch size varies depending on the specifiedpersonalization value and is non-configurable.

This option is recommended for high-volume scenarios. With this option, you can processbatches concurrently on different servers, which can greatly decrease the processing loadand time required for large publications.

Note: This option is unavailable for Web Intelligence documents.

• One database fetch per recipient

The data in a document is refreshed for every recipient. For example, if there are fiverecipients for a publication, the publication is refreshed five times.

This option is recommended if you want to maximize security for delivered publications.

Note: This feature is unavailable for Web Intelligence documents in BusinessObjectsEnterprise XI 3.0. In BusinessObjects Enterprise XI 3.1.Web Intelligence publications supportone refresh per recipient.

Delivery rules

Note: This feature is unavailable for Web Intelligence documents.

Delivery rules affect how documents in publications are processed and distributed. When youset delivery rules on documents, you indicate that the publicationwill be delivered to recipientsonly if the content in the documents meets certain conditions. There are two types of deliveryrules:


• Recipient delivery rule

If the data in the recipient's publication instance meets the delivery rule, the publication isdelivered to the recipient.

• Global delivery rule

If the data in a designated document meets the delivery rule, the publication is deliveredto all recipients.

Note: The designated document for a global delivery rule can be different from the documentor documents used in a publication. For example, you can set a global delivery rule on aDesktop Intelligence document used as a dynamic recipient source instead of a DesktopIntelligence document in the publication.

If a publication has recipient and global delivery rules, the global delivery rule is evaluatedfirst to determinewhether the publicationwill be processed. If the publicationmeets the globaldelivery rule, the system then evaluates the recipient delivery rule to determine whether toprocess and distribute the publication for each recipient.

Howyou set delivery rules depends on the document type that youwant to publish. For Crystalreports, you specify a delivery rule based on a named alert that the report designer creates inthe Crystal report. For Desktop Intelligence documents, you specify a formula expression. Youcan also set a delivery rule based on whether the personalized publication contains any data.

The diagram “Global delivery rule met” illustrates how an alert-based global delivery ruleworks.

The diagram “Recipient delivery rule unmet” illustrates how a recipient delivery rule works.The publisher sets a recipient delivery rule for the Crystal report so that the report is deliveredto recipients only if the report contains data for that recipient.


For publications that containmultiple documents and objects, each document can have its ownrecipient delivery rule. When you do this, you have the following options for processing anddelivery:

• If a document in the publication fails to meet its recipient delivery rule for a recipient, theentire publication will not be delivered for that recipient.

• If a document in the publication fails to meet its recipient delivery rule for a recipient, thatdocumentwill not be delivered, but all other documents in the publicationwill be deliveredfor that recipient.

Delivery rules are useful because they allow publications intended for a large number ofrecipients to be processed and distributed more efficiently. Consider a situation in which apublisher at an insurance company creates a publication for its clients that contains the followingobjects:

• An insurance bill (personalized Crystal report).• A monthly statement (personalized Crystal report).• A payment methods brochure (PDF).

In the insurance bill, there is an Amount Due alert for values greater than zero. The publishercreates anAmountDue delivery rule for the insurance bill so that the insurance bill is publishedand distributed only if a client owes the insurance company a payment . The publisher alsospecifies that the entire publicationwill not publish if the insurance bill fails tomeet the deliveryrule because he does not want clients to receive amonthly statement and a brochurewhen theydo not have to pay a bill. When the publication is run, the publication is processed anddistributed to clients who owe payments only.

Note: If a Crystal reports publication is scheduled to print when the publication runs, the printjob occurs regardless of whether a document in a publication fails to meet a delivery rule andis not delivered to a recipient. This is because print jobs are processed during personalization,and delivery rules are applied to publications after personalization.


Dynamic recipients

Dynamic recipients are publication recipientswho exist outside of the BusinessObjects Enterprisesystem. Dynamic recipients already have user information in an external data source, such asa database or an LDAP or AD directory, but do not have user accounts in BusinessObjectsEnterprise.

To distribute a publication to dynamic recipients, youuse a dynamic recipient source.Adynamicrecipient source is a document or custom data provider that provides information aboutpublication recipients outside of the BusinessObjects Enterprise system. Dynamic recipientsources allow you to easily maintain information for dynamic recipients by linking directly tothe external data source and retrieving themost recent data. They also decrease administrativecosts because you do not have to create BusinessObjects Enterprise user accounts for dynamicrecipients before you distribute publications to them.

Consider a situation in which a billing company distributes bills to customers who are notBusinessObjects Enterprise users. The customer information already exists in an externaldatabase. The publisher creates a document based on the external database and uses thedocument as a dynamic recipient source for a publication. The customers receive the billingpublication, and the dynamic recipient source allows the publisher and the systemadministratorto maintain up-to-date contact information.

You can do the following with a dynamic recipient source:

• Deliver a single publication to dynamic recipients and BusinessObjects Enterprise userssimultaneously.

Note: Only one dynamic recipient source can be used for each publication. Dynamicrecipients cannot unsubscribe themselves automatically from a publication.

• Preview the dynamic recipients list when you create a publication.


• Specify whether you want to deliver the publication to all dynamic recipients, or to includeor exclude certain dynamic recipients.

• Deliver publications to external destinations such as email or an FTP server.

Note: InfoView inboxes are invalid destinations for dynamic recipients because they donot have BusinessObjects Enterprise user accounts.

To use a dynamic recipient source, you specify a column for each of the following values:

• recipient ID (required)• full name of recipient• email address

The recipient ID column determines the number of dynamic recipients who will receive thepublication. It is recommended that you sort the dynamic recipient source according to recipientID.

Destinations

Destinations are locations that you deliver publications to. A destination can be theBusinessObjects Enterprise location in which a publication in stored, an InfoView inbox, anemail address, an FTP server, or a directory on the file system. You can specify multipledestinations for a publication.

If you are publishing multiple Crystal reports, you can also merge them into a single PDF ona per destination basis.

If you want to publish a publication as a single ZIP file, you can choose to zip or unzip theinstances on a per destination basis (for example, zip the instances for email recipients andleave them unzipped for InfoView inboxes).

The following table provides descriptions of each destination type:

DescriptionDestination

The publication is accessible from the folder in which it was created. Forthe default destination, you have these options:

DefaultEnterpriselocation

• Merge all PDF documents (Crystal reports only).• Package the publication as a ZIP file.

Note: If you distribute a publication to the default location or a shortcut toa recipient inbox, you must select a folder that is accessible to all recipientsas the publication’s location.

The publication is sent to the recipient's InfoView inbox. For the Inboxdestination, you have these choices:

Inbox • Deliver objects to each user.• Have the target name automatically generated, to enter a specific name

for it, or to choose from a list of placeholders.



• Have the publication sent as a shortcut or as a copy.• Merge all PDF documents (Crystal reports only).• Package the publication as a ZIP file.

The publication is sent to recipients via email. For email recipients, youneed to complete the From field. You also have these choices:

Emailrecipients

• Deliver objects to each user.• Complete the To field or enter a placeholder for the email address.• Complete the Cc field.• Enter the subject or select a placeholder to use for this field.• Enter text in theMessage field to be delivered with your publication.

You can also choose from a list of placeholders to use in theMessagefield and embed dynamic document content in the body of the email.

• Add your publication as an attachment rather than send it in the bodyof the email.

• Have the attachment name automatically generated, to enter a specificname for it, or to choose from a list of placeholders.


For FTP server, complete theHost field. If you do not complete theHostfield, the option configured for the Destination Job Server will be used. Youalso have these choices:

FTP server

• Specify a port number, a user name and password, and an account.• Enter a directory name or select a placeholder to use for this field.• Have the file name automatically generated, to enter a specific name for

it, or to choose from a list of placeholders. If Specific name is selected,you can also choose to add a file extension.


If you choose local disk as the destination, you must enter the directory foryour publication. You also have these choices:

Local disk• Deliver objects to each user.• Have the file name automatically generated, to enter a specific name for

it, or to choose from a list of placeholders. If you select a specific name,you can also choose to add a file extension.

• Enter a user name and password to access the file location.




Note: Deliver objects to each user is selected by default for all destinations. However, in somecases, you may not want to deliver objects to each user. For example, three recipients haveidentical personalization values and thus receive the same data in their publication instances.If you clearDeliver objects to each user, one publication instance is generated and deliveredto all three recipients. If you selectDeliver objects to each user, three separate publicationinstances that contain identical data are generated and delivered to their correspondingrecipients.

Formats

Formats define the file types that a publication's documents will be published in. A singledocument can be published inmultiple formats, and these instances can be delivered tomultipledestinations. For publications with multiple documents, you can specify a different format foreach. For publications that contain Desktop Intelligence or Web Intelligence documents, youcan publish the whole document or a tab within the document to different formats.

Any formats you choose for a document apply to all recipients of the publication. For example,you cannot publish a document as a Microsoft Excel file for one recipient and as a PDF foranother. If you want the recipients to receive instances in those formats, each recipient willreceive a Microsoft Excel file and a PDF.

The following table provides descriptions of each format type:

DescriptionFormatObject Type

This option publishes the document in mHTMLformat (the "m" stands for MIME). You can also

mHTMLAll documenttypes

embed a document's content as mHTML in anemail:

• ForCrystal reports, you can embed the contentof one document in an email.

• For Desktop Intelligence documents, you canembed the content of one tab or all tabs froma single document in an email.

• For Web Intelligence documents, you canembed the content of one tab in an email.

This option publishes a document as a static PDF.PDF (.pdf)



This option publishes a document as aMicrosoftExcel file and preserves as much of the originalformat of the document as possible.

Microsoft Excel file(.xls)

This option publishes a Crystal report as aMicrosoft Excel file that contains data only.

Data only MicrosoftExcel file (.xls)

Crystal reports

This option publishes a Crystal report in XMLformat.

XML

This option publishes a Crystal report in itsoriginal format.Crystal report (.rpt)

This option publishes a Crystal report as aMicrosoft Word file and preserves the original

Microsoft Word file(.doc)

formatting of the Crystal report. This option isrecommended if you expect recipients to viewthe publication without making many changesto it.

This option publishes a Crystal report as aMicrosoftWord file that you can editmore easily.Editable Microsoft

Word file (.doc) This option is recommended if you expectrecipients to view the publication and edit itscontent.

This option publishes a Crystal report in Richtext (.rtf) format.Rich text (.rtf)

This option publishes a Crystal report in plaintext format.Plain text (.txt)

This option publishes a Crystal report in plaintext format and paginates the content of thepublication.

Paginated text (.txt)



This option publishes a Crystal report in plaintext format and separates the content in eachcolumn using tabs.

Tab-separated text(.txt)

This option publishes a Crystal report as acharacter-separated values file.

Character-separatedvalues (.csv)

This option publishes a Desktop Intelligencedocument in its original format.

Desktop Intelligencedocument (.rep)

DesktopIntelligencedocuments

This option publishes a Desktop Intelligencedocument in rich text format.Rich text (.rtf)

This option publishes a Desktop Intelligencedocument in plain text format.Plain text (.rtf)

This option publishes a Web Intelligencedocument in its original format.

Web Intelligencedocument (.wid)

WebIntelligencedocuments

Personalization

Personalization is the process of filtering data in source documents so that only relevant datais displayed for publication recipients. Personalization alters the view of the data, but it doesnot necessarily change or secure the data being queried from the data source.

To personalize source documents for recipients, you can do the following:


• If the recipients are Enterprise recipients, you can apply a profile when you design thepublication.

• If the recipients are dynamic recipients, you can map a data field or column in the sourcedocument to data in the dynamic recipient source. For example, you can map a CustomerID field in a source document to the Recipient ID field in the dynamic recipient source.

For Crystal report publications, you specify the personalization that is used in thePersonalization section. If no personalization is specified and the report contains parameters,the Publishing feature uses the personalized parameter values if these personalized parametervalues do not exist, the Publishing feature uses the default parameter values. If none of thesesettings exist, personalization does not occur for a recipient.

Subscription

A subscription allows users who were not specified as recipients of a publication to receivepublication instances when the publication runs. Users can subscribe to a publication if theywant to view the latest instance, or they can unsubscribe from a publication they no longerwant to receive. If a user has the appropriate rights, the user can also subscribe and unsubscribeother users.

To subscribe to and unsubscribe from a publication, a user must have the following:

• Appropriate rights, including:

• View rights on the publication.

• Access to InfoView or the CMC.• A BusinessObjects Enterprise account.

Note: Dynamic recipients cannot subscribe and unsubscribe themselves automatically.

Publishing workflow

There are four categories of users for publications: document designers, publishers,administrators and recipients.

Document designers do the following:

• Design the document (Crystal report, Desktop Intelligence document, or Web Intelligencedocument) on which the publication is based.

• Design the document that is used as a dynamic recipient source.

• Add the document to the BusinessObjects Enterprise system.

Publishers use Publishing to:

• Create publications for distribution.

To create a publication, publishers follow a standard workflow:

• They locate the documents on which the publication will be based.• They provide information to define the publication and personalize it for recipients.• They schedule the publication to run.


• Select recipients for publications.• Apply profiles to publications to tailor the type of information each user group will see.• Schedule instances of publications that have run successfully.

Administrators have the authority to:

• Create profiles.• Manage mail server configuration.• Configure external destinations such as local disk or an FTP server.

Recipients use Publishing to:

• Receive publications.• Subscribe to and unsubscribe from publications.


Note: Profiles and Publications (also referred to as Publishing) are disabled in BusinessObjectsEdge 3.0. This is enabled in BusinessObjects Edge 3.1, with a limitation of sending to 100recipients at a time. The option to send to additional recipients can be purchased as add-onfunctionality.

Security rights required for Publishing

The following table outlines the necessary security rights required by each role in the publishingprocess:

Rights requiredTaskRole

NoneCreate the document onwhich the publication isbased

Documentdesigner

Add the document to theBusinessObjectsEnterprise system

Documentdesigner

• View and Add rights on the folder orcategory to which the document will beadded

Create a document to beused as a dynamicrecipient source

Documentdesigner

• View and Add rights on the folder orcategory to which the document will beadded

Create a publicationPublisher

• Add rights on the folder where thepublication is saved

• View rights on users and groups intendedas recipients



• View rights on the profile that is used forpersonalization

• View rights on documents and otherdocuments for the publications

• Schedule rights on the documents• Subscribe to Publications rights on the

recipients

Schedule a publicationPublisher

• View, Schedule, Add, andModifySecurity rights on the publication

• Delete Instance rights on the publication• View rights on users and groups intended

as recipients• View rights on the profile that is used for

personalization• View and Schedule rights on the

documents• View and Refresh rights on the dynamic

recipient source• View andRefresh rights on the document

on which a delivery rule is set• Data Access rights on any universes used

by the publication's objects• Data Access rights on any universe

connections used• Add and View rights on recipients'

InfoView inboxes (when you schedule toinboxes)

• Subscribe to Publications rights on therecipients

• Print rights on Crystal report sourcedocuments if the publisher wants to printpublication instances

Retry a failed publicationinstancePublisher

• Same rights required to schedule apublication

• Edit rights on the publication instance

Redistribute apublication instancePublisher • View, Schedule, Add, andModify

Security rights on the publication



• Add and View rights on recipients'InfoView inboxes

• View Instance and Edit rights on thepublication instance

View a publicationRecipient

• View rights on the publication• View Instance rights on the publication

Note: You need these rights to view apublication object in the BusinessObjectsEnterprise system. You do not need theserights to see content sent to an InfoView inbox.

Subscribe to orunsubscribe from apublication

Recipient • View rights on the publication

Managing Profiles

Profiles are objects in the BusinessObjects Enterprise system that let you classify users andgroups. They work in conjunction with publications to personalize the content that users see.Profiles link users and groups to profile values, which are values used to personalize datawithin a report. Profiles also use profile targets, which describe how a profile is applied to areport. By assigning different profile values, the data within a report can be tailored to specificusers or groups. Many different personalized versions of the report are then delivered to yourusers.

Often profiles reflect the roles of users and groups in an organizational structure. For example,you could have a Department profile that includes all employees in an organization. The usersand groups each have profile values that reflect their roles in the organization (for example,“Finance”, “Sales”, and “Marketing”). When a publisher applies the Department profile to apublication, the employees receive data that is relevant to their department.

Profiles do not control users' access to data. Profiles are used to refine or filter a document'scontent. When you use profiles to display a subset of the data to a user, it is not the same asrestricting the user from seeing that data. If users have the appropriate rights and access to thedocument in its original format, they may still see the complete data for the document byviewing it in InfoView or the CMC. Profiles filter the view of the data; they do not change orsecure the data being queried from the data source.

Note: Publications and the Publishing feature are different from the Publishing Wizard. ThePublishing feature uses publications to distribute personalized documents to a mass audience.The PublishingWizard is a BusinessObjects Enterprise component that you use to add reportsto the CMS.


Where do Profiles fit into the Publishing workflow?

The administrator and the publisher performdifferent tasks to ensure that a profile can be usedto personalize content during Publishing.

First, the administrator does the following in the Profilesmanagement area of the CMC:

1. Creates a profile

2. Adds users and groups to the profile

3. Assigns profile values to each user and group for that profile

4. Specifies a global profile target if necessary

During Publishing, the publisher does the following to use the profile to personalize apublication:

1. Adds users and groups to a publication as recipients

2. Specifies a local profile target for the profile to filter (for example, a field in a Crystal report)

3. Specifies the profile or profiles that will be used for personalization

To create a profile

1. Go to the Profilesmanagement area of the CMC.

2. ClickManage ➤ New ➤ New Profile.The Create New Profiles dialog box appears.

3. Type a name for the profile in the Title field.

4. ClickOK.

You can now use the profile to perform the following tasks:

• Use global profile targets to personalize the data on the universe and class level.• Use profile values to personalize the data on the user and group level.• Set rights on profiles.

Profile targets and profile values

To use a profile to personalize a publication, youmust set profile values and profile targets forthe profile.

What are profile targets?

Profile targets are data sources that profile values filter and interactwith to provide personalizedpublications. There are two types of profile targets:

• Local profile target

A local profile target can be a variable in aDesktop Intelligence document orWeb Intelligencedocument, or a field or parameter in a Crystal report. When you use a local profile target,


the source document that contains the local profile target is filtered for the publicationrecipients.

• Global profile target

A global profile target can be a universe. Youmust also specify an objectwithin that universe.This type of profile target can filter all source documents that use the universe.

Note: You can use global profile targets for publications that contain Desktop IntelligenceandWeb Intelligence documents. You cannot use global profile targetswith Crystal reports.

What are profile values?

Profile values are attributes detailed to specific users or groups when you assign these usersand groups to a profile.When a profile is applied to a publication, the users and groups assignedto that profile receive versions of the publication that are filtered according to the profile valuesset for them.

Note: If you assign profile values to both users and groups, note that inheritance works thesame way for profiles as it does for security settings.

Why are profile targets and profile values useful?

Profile targets and profile values enable a profile to personalize a publication for recipients.The users and groups specified for a profile receive filtered versions of the same publicationthat only display the data most relevant to them.

Consider a situation where a global sales report is distributed to a company's regional salesteams inNorthAmerica, SouthAmerica, Europe, andAsia. Each regional sales teamonlywantsto view the data that is specific to their region. The administrator creates a Regional Sales profileand adds each regional sales team to the profile as a group. The administrator assigns eachregional sales team a corresponding profile value (for example, theNorth America Sales groupis assigned “North America”). During Publishing, the publisher uses the Region field in theglobal sales report as a local profile target, and applies the profile to the report. The global salesreport is filtered according to the profile values set for each regional sales team. When theglobal sales report is distributed, each regional sales team receives a personalized version thatonly displays regional sales data.

To specify a global profile target

This task lets you specify a global profile target for a profile. Local profile targets are specifiedby the publisher during the Publishing process.1. Go to the Profilesmanagement area of the CMC.

2. Select the profile you want to specify a profile target for.

3. Click Actions ➤ Profile Targets.

4. Click Add.

5. Select a universe from the Universe Name list.


6. Enter a class name in theClass Name field, or click Select object from the universe to selecta class.

7. Enter a variable name in the Variable Name field, or click Select object from the universeto select a variable.

8. ClickOK.

Specifying profile values

You can use static values, expressions, or variables as profile values.

Static values are the most common profile value type and can be used to filter any sourcedocument type. You can also enter multiple static values for a user or group for one profile.For example, a manager interested in receiving data from several departments can have“Production”, “Design”, and “Marketing” as static profile values for a Department profile.

Note: Only data strings are supported for static values.

Expressions use syntax that is specific to certain source document types. You can use CrystalReports, Web Intelligence, and Desktop Intelligence expressions to perform more complexpersonalization and filtering. Expressions are useful if you want to filter a range of values, ora range of values greater than or less than a given value, for a user.

If you want to use user information as profile values, you can use variables for user names,full names, and email addresses. These variables are mapped to user information and act asplaceholders.When you apply the profile to a publication, the system retrieves themost recentinformation for users.

Profile value variables are useful because they decrease administrative costs and possible errorsassociated with entering information manually. Consider a situation where an administratormaps an AD user to the system and adds the user to two profiles. Instead of entering theinformation manually for each profile value and possibly making typographical errors, theadministrator can specify which variables to use for the user's data.

For third-party users, if the user's information changes in an external system, the data in theBusinessObjects Enterprise system can be updated to reflect those changes when a publicationis run.

Tip: If you have a third-party user account with data that should not be overwritten by userattributes in an external directory, open the Properties dialog box for the user object and clearthe Import full name and email address check box.

The following table summarizes the variables that can be used for the externalization of profiles.

Note: These variables can also be used for groups. You can map the Email address variable toa common email address for the entire group.When youdo this, the system resolves the variableand retrieves individual email addresses for each member of the group.

DescriptionVariable

This variable is associated with the user's account name.Title


DescriptionVariable

This variable is associated with the user's full name.User's full name

This variable is associated with the user's email address.Email address

To specify a profile value

This task lets you specify a profile value for a user or group.1. Go to the Profilesmanagement area of the CMC.

2. Select the profile you want to add a profile value to.

3. Click Actions ➤ Profile Values.The Profile Values dialog box appears.

4. Click Add.

5. Click Choose.

6. Select a user or group, or multiple users or groups, and click > to move them into the liston the right side.

7. ClickOK.

8. Enter a profile value for the selected user or group or multiple users or groups.

You can use several different types of profile values. You can enter a static profile value oran expression.

You can also specify variable profile values for third-party users and groups mapped to thesystem.

If you want to use a value:a. Click Valueb. Enter a value in theNew Value field.c. Click Add.

Tip: You can add multiple static values for a user or group.

If you want to use a filter expression:a. Click Filter Expression.b. Depending on the type of expression youwant to use, enter an expression in theDesktop

Intelligence expression field, theWeb Intelligence formula expression field, or theCrystal Reports expression field.

Note: To use aWeb Intelligence expression, youmust first specify a global profile targetfor the profile.

Tip: If you want to apply the profile to multiple document types, you can enter filterexpressions in all three fields.


9. ClickOK.

To use variables as profile values

This task lets you specify variable profile values for users when you add them to a profile. Youcan specify variable profile values for the user's full name, account name, or email address.1. Go to the Profilesmanagement area of the CMC.

2. Select the profile you want to add the user or group to.

3. Click Actions ➤ Profile Values.The Profile Values dialog box appears.

4. Click Add.

5. Click Choose.

6. Select a user or group, or multiple users or groups, and click > to move them into the liston the right side.

7. ClickOK.

8. Click Value.

9. Select a placeholder variable from the Add placeholder list, and click Add.

You can select a placeholder for the user's user name, full name, or email address.The placeholder appears in the Existing values field.

10.ClickOK.

When you use the profile to personalize a publication, the profile value for the third-partyuser updates itself with the most recent user information.

For example, if the user's email address has changed since the last time the publication wasrun, the email address used for the profile value changes the next time the publication runs.

Activity: To create a profile using variables

In this scenario a group has been created for some of the company store managers: Anderson,Barrett, and Larry. First create three new users: Anderson, Barrett and Larry. Enter the eachuser's username in the Full Name: field. Then create a new group called Managers and addthe three new users to the Managers group.You will create a profile for the Manager group using a variable in the Profile Value so theycan each receive a report with their own store details.


2. ClickManage ➤ New ➤ New Profile.The Create New Profiles dialog box appears.

3. Name the profile 'Manager Profile' in the Title field.

4. ClickOK.


You can now use the profile to perform the following tasks:

• Use global profile targets to personalize the data on the universe and class level.• Use profile values to personalize the data on the user and group level.• Set rights on profiles.

5. ClickManager Profile.


7. Click Add.

8. Select thewebi universes\ from the Universe Name list.

Caution: There are two eFashion universes in a default BusinessObjects Enterprise XI 3.0/3.1installation. Make sure you select the one under "webi universes".

9. Click Show Subfolder.

10.Select eFashion universe from the Universe Name list.

11.Click Select object from the universe to select a class.

12.Select ..Store\Store details\Name of Manager as the variable and clickOK.

13.ClickOK.

14.Click Profile Values.

15.Click Add.

16.Click Choose.

17.Select the Managers group, click > to move them into the list on the right side, and clickOK.

Note: All the members of the Managers group (Anderson, Barrett and Larry) will be usedin the bursting process.

18.Select the User full name placeholder from the Add placeholder list.A user can have multiple profile values. If you want to add a static profile value, you cantype the value directly in the new value field. Alternatively, you can add a variable value,such as User full name. However, be aware that for this feature to work, the user must havetheir account name entered in the Full Name field in the user properties.

19.Click Add.

20.ClickOK.

21.Click Close.Now that you have created the profile, specified the profile value and target, you are readyto create a publication to burst a report to the recipients.


Creating Publications

Creating a publication is a very straightforward process but configuring it ismore time intensivedue to the many different settings available.

To create a new publication

You must first have a report or document object to use as the source for your publication.1. Go to the Folders area of the CMC.

2. Browse for the folder in which you wish to create the publication.

3. Select the folder so that its contents are displayed in theDetails panel.

4. ClickManage ➤ New ➤ Publication.TheNew Publication page appears.

5. Specify a name for the publication in the Title field.

6. Click the Source Documents link.

7. Click the Add button.The Select Source Documents dialog box appears.

8. Browse for the source document/report and select it.

9. ClickOK.

On theNew Publication page, you can now specify all the information required for yourpublication, including recipients, delivery formats and destinations, and how thosedocuments are personalized.

You will need to schedule the publication once you have created it in order to burst the datato the intended recipients.

Activity: To create a publication using variables

In this scenario you will use a profile and a Web Intelligence document to create a publicationfor StoreManagers. This publicationwill send a report to eachmanagerwith information abouttheir own store sales figures (also known as "report bursting").

1. Open the 'Sales Managers' Web Intelligence document from the Resource CD and export itto Enterprise (Export to CMS).

2. Export the 'Sales Managers' Web Intelligence document to ../Public Folders/ReportSamples/Demonstration folder.


4. Under All Folders create a new folder called 'Publications'.

Tip: As a best practice, store your publications in a Publications folder.

5. Click the Publications folder and clickManage ➤ New ➤ Publication.


6. Name the publication 'Sales Manager Publication'.

7. Click Source Documents.

8. Click Add....

9. Select the ../Public Folders/Report Samples/Demonstration folder.

10.Click the Sales Managers document.

11.ClickOK.

12.Click Enterprise Recipients.Now select the recipients of the publication. In this example you will select the ManagersGroup, which contains the Store Managers as users.

13.Select theManagers group.

14.Click the > button.

15.Click Personalization.Now select personalization, which is the profile used to burst the report with personalizeddata to each user.

16.From theGlobal Profiles area, click theManager Profile list item from the EnterpriseRecipient Mapping drop-down field.

17.Click Format.Now select the format in which you want recipients to receive the report. In this case youwant the users to receive aWeb Intelligence document, which has already been selected foryou since the source document is also in Web Intelligence format.

18.ClickDestinations.Now select the destination for the report once it's scheduled.

19.Select the Inbox checkbox and select Inbox from the Show Options For drop-down box.

20.Click the Specific Name option and choose theDocument Name list item from the AddPlaceholder... field.

21.ClickOK.Now you need to schedule the Publication to burst the report. Schedule the Publication torun now; once there is a successful instance, check the inbox of each user in the Managergroup (Anderson, Barrett, Larry) to view the personalized reports (to check inboxes, go tothe Inboxes area of the CMC and select each user).

Activity: To create a profile using filter expressions

Using filter expressions in profiles are useful when you want to provide a subset of data froma report as a range of values equal to, greater than, or less than a given value.

In this scenario, some eFashion stores are under performing. It has been decided that storeswith an annual sales revenue below $2000000 require special attention. Larry is the areamanager


and requires information for under performing stores. You need to create a profile using a filterexpression so he can view the list of under performing stores only.


2. ClickManage ➤ New ➤ New Profile.

3. Name the profile 'Store Revenue' in the Title field.

4. ClickOK.

5. Click Store Revenue.


7. Click Add....

8. Select thewebi universes\ from the Universe Name list.

9. Click Show Subfolder.

10.Select eFashion universe from the Universe Name list.

11.Click Select object from the universe to select a class.

12.Select ..Measures\Sales revenue\ as the variable and clickOK.

13.ClickOK.

14.Click Profile Values.

15.Click Add.

16.Click Choose.

17.Select Larry, click > to move them into the list on the right side, and clickOK.

18.Click the Filter Expression option.

19.In theWeb Intelligence formula expression field, click Edit.

20.Click Formula Editor.

21.Select Less than or Equal to from the In List list field.

22.Click 2000000 and click >.

23.ClickOK, thenOK again, and then Close.The profile has been created and is ready to be used in a Publication.

Activity: To create a publication using filter expressions

In this scenario youwill edit a publication to use the Store Revenue profile. The profile containsa filter expression so you can burst a personalized report for Larry to only view stores with asales revenue of less than $2000000.


2. Click Sales Manager Publication.


To edit a publication, right-click on the publication itself to select Properties.

3. Click Properties.

4. Click Personalization.

5. Click the arrow beside the Enterprise Recipient Mapping field (currently displayingManagers Profile) in theGlobal Profiles section.

6. Click the Store Revenue list item.


8. To schedule the publication to run now, you right-click the publication itself and selectRunNow.

9. Go to the Inboxesmanagement area of the CMC.

10.Check Larry's inbox to see if he received the Sales Managers document.

11.Double-click the Sales Managers document.The report displays the sales revenue for all storeswith a sales revenue of less than $2000000for Larry.

12.Check Anderson's inbox to see if he received the Sales Managers document.

Note: Anderson has received a publication, because he is amember of theManagers Groupand Managers Group is specified as a recipient of the publication. Anderson can see all therecords in the document because the Sales Revenue Profile specified that the query or filtershould only apply to Larry. That is why Larry sees only the records where revenue wassmaller than 2000000, whereas Anderson sees all records.

Resolving conflicts between profiles

You may encounter conflicts between profiles when users and groups have been assignedmultiple profiles either directly or through inheritance. If a document is delivered to a userthat has two profiles that conflict, the difference must be resolved.

For example, Tony is a product manager in the Mexico office. He is assigned a profile calledRegion that personalizes his documents to show only data fromMexico. He is also assigned adifferent Management profile that personalizes the data to display data for product managers.

If a document uses both of these profiles, which data will Tony see? According to one profile,he'll see data for Mexico. According to the other profile, he should see only data for productmanagers.

BusinessObjects Enterprise can resolve this conflict in two ways:

• Do not merge

BusinessObjects Enterprise determines the different possible views of a publication thatcould be delivered and produces a unique view for each case. In the example, Tony would


receive one publication personalized to show data for Mexico, and another publication thatshows product manager data.

• Merge

With this setting, BusinessObjects Enterprise again determines the different possible viewsof the data, but this time the non-conflicting profiles are merged. This type of profileresolution is designed for role-based security. In the example, Tony would receive a singlepublication personalized to show data for Mexican product managers.

You can specify the Profile Resolution settings when you define your publications.

Conflicts between profile values

Conflicts between profile values can arisewhen a user inherits two contradictory profile valuesas a result of group membership.

For example, David belongs to the North America Sales and Canada Sales groups. The CanadaSales group is a subgroup of the North America Sales group. These groups are both added tothe Region profile. From the North America Sales group, David inherits a Region profile valueof “North America”, and from the Canada Sales group, David inherits a Region profile valueof “Canada”. In this case, the profile value that is assigned to the subgroup overrides the profilevalue that is assigned to the group, and David receives a publication with data for Canada.

Conflicts between profile values can also arise when a user is explicitly assigned a profile valuethat contradicts a profile value inherited from groupmembership. For example, Paula belongsto the North America Sales group, which has a Region profile value of “North America”. Theadministrator also assigns Paula a Region profile value of “Spain”. In this case, the profile valuethat is assigned to the member overrides the profile value that is inherited from the group, andPaula receives a publication with data for Spain.

In general, explicitly assigned profile values override profile values inherited from groupmembership. A profile value assigned to a user or a subgroup overrides the profile valueinherited from group membership.

However, sometimes a user can inherit different profile values from two different groups forone profile. Both groups are hierarchically equal; one group is not a subgroup of the othergroup, so one profile value does not override the other. In this case, both profile values arevalid and the user receives a publication instance for each profile value.

Specifying profile rights

You can grant or deny users and groups access to profiles. Depending on how you organizeyour profiles, you may have specific profiles that you want to be available only for certainemployees or departments.

Users with access to the CMC will only be able to see profiles they have the rights to see, soyou can use rights to hide profiles that aren't applicable to a particular group. For example, bygranting only the ITadmin group access to IT-related profiles, those profiles won't appear for


a user from the HRadmin group this makes the profile list easier for the HRadmin group tonavigate.

Activity: Publishing to Enterprise Recipients


Note: This topic does not apply to BusinessObjects Edge 3.0 so you do not need to performthis activity. Use this time to review other sections of the course to get further practice withthe product. BusinessObjects Edge 3.1 customers should perform this activity as Profiles andPublications are enabled.

Note: The solution to this activity is contained in a BIAR file (ActivityPublication.biar) in theLesson 6 folder on the resource CD.

Objectives

• Create three users and add them to a group.• Create and configure a profile.• Burst a Web Intelligence document to several users based on the profile.

Create three users and add them to a group

1. Create three users (User a, User b, User c).

2. Create a Team Lead group and add the three users to it.

Create and configure a profile

1. Build a profile using the three users you created.

2. Add a global profile target based on the eFashion universe object Store.State.

3. Add the three users to the profile.

4. Add the following profile values to the three users in the profile.

Profile ValueUser

"New York" and "California"User a

"DC"User b

"Florida"User c

Burst a Web Intelligence document to several users based on the profile

1. Build a publication based on the webi document: 'Quantity Sold by State'.

2. Select the group you built under Enterprise Recipients.

3. Burst the Web Intelligence document to the users based on the profile.


Review: Publishing and Publications

Review: Publishing and Publications1. What is a publication?

2. Name the three types of report bursting.

3. Name the two types of delivery rule.

4. What are dynamic recipients?

5. What are profiles?



• Describe the concepts involved in the publishing process• Define and use profiles to burst personalized data to multiple recipients• Use the publishing feature to create publications• Publish reports to BusinessObjects Enterprise and dynamic recipients


Answer Key

This section contains the answers to the reviews and/or activities for the applicable lessons.

177Answer Key—Learner’s Guide

Review: What is BusinessObjects Enterprise?Page 35

1. What are the five categories that Business Objects’ products fall under?

Answer:

Reporting, Query and Analysis, Performance Management, Business Intelligence Platformand Enterprise Information Management.

2. Name the four BusinessObjects Enterprise service groups.

Answer:

Web services, Management services, Storage services, Processing services.

3. True or False? InfoView can be customized to suit a company’s standards.

Answer:

True.

4. What is the name of the optimized search tool that enables InfoView users to search withinthe content of objects managed by BusinessObjects Enterprise.

Answer:

Enterprise Content Search.


Review: Managing BusinessObjects EnterpriseContentPage 58

1. What tool does the system administrator use tomanage BusinessObjects Enterprise content?

Answer: The Central Management Console (CMC).

2. Why are shortcuts useful?

Answer: Shortcuts are useful for granting a user access to an object without giving thatuser access to the entire folder in which the object is located.

3. Name two ways of adding objects to BusinessObjects Enterprise.

Answer: Save As command, CMC, InfoView, Publishing Wizard.

4. Name the three types of applications that can be added to BusinessObjects Enterprise asprogram objects.

Answer: Executable, Java, Script.


Review: Securing BusinessObjects EnterpriseContentPage 103

1. Name the two default BusinessObjects Enterprise accounts.

Answer: Administrator, Guest.

2. The Guest account is enabled by default. True or false?

Answer: False

3. What are categories?

Answer: Like folders, categories are used for organizing documents in BusinessObjectsEnterprise. Categories provide an alternative organizational structure that makes it easierfor users to sort and find documents.

4. What is a principal?

Answer: A principal is a user or a group.

5. What is an access level?

Answer: Access levels are groups of rights that users frequently need. They allowadministrators to set common security levels quickly and uniformly rather than requiringthat individual rights be set one by one.

6. Name the five default access levels.

Answer: View, Schedule, View On Demand, Full Control, No Access.

7. Name the two troubleshooting tools included with BusinessObjects Enterprise.

Answer: Permissions Explorer, Security Query.


Review: Application SecurityPage 111

1. What is application security?

Answer:Application security is used to control the functionality that users and groups haveto the BusinessObjects Enterprise applications.

2. Where do you apply application security?

Answer: You apply it in the applications management area of the CMC.

3. There are no global rights or predefined access levels for BusinessObjects Enterpriseapplications. True or false?

Answer: True.


Review: SchedulingPage 144

1. What does it mean to schedule an object?

Answer: Scheduling an object allows a user to create an instance of a report which containsa copy of the data at the time the report was run. Report instances can be delivered indifferent file formats and to different destinations.

2. What is the benefit of scheduling report objects?

Answer:Creating one ormore schedules for a report object is recommendedwhen the reportwill generate a large amount of data. By setting large reports to run on specific servers atoff-peak hours, you can reduce the impact that report processing has on your system’sresources.

3. How do business calendars benefit the scheduling process?

Answer: Business calendars can be created to set a time series of run dates to schedule anobject.

4. Name one of the benefits of limiting the number of historical instances for an object.

Answer: Improves usability by reducing the number of instances usersmust search through.

Answer: Saves storage space by reducing the number of reports that must be stored.

Answer: Simplifies backup by reducing the number of reports that you must include.


Review: Publishing and PublicationsPage 175

1. What is a publication?

Answer: A publication is a collection of documents intended for distribution to a massaudience. Before the documents are distributed, the publisher defines the publication usinga collection of metadata. This metadata includes the publication source, its recipients, andthe personalization applied.

2. Name the three types of report bursting.

Answer: One database fetch for all recipients, One database fetch for each batch of recipients,One database fetch per recipient .

3. Name the two types of delivery rule.

Answer: Recipient delivery rule, Global delivery rule.

4. What are dynamic recipients?

Answer: Dynamic recipients are publication recipients who exist outside of theBusinessObjects Enterprise system. Dynamic recipients already have user information inan external data source, such as a database or an LDAP or AD directory, but do not haveuser accounts in BusinessObjects Enterprise.

5. What are profiles?

Answer: Profiles are objects in the BusinessObjects Enterprise system that let you classifyusers and groups. They work in conjunction with publications to personalize the contentthat users see. Profiles link users and groups to profile values, which are values used topersonalize data within a report. Profiles also use profile targets, which describe how aprofile is applied to a report. By assigning different profile values, the data within a reportcan be tailored to specific users or groups.Many different personalized versions of the reportare then delivered to your users.


boe310 en col91 fv part ltr

Documents

central management console

alternate organizational structure

alternate filing system

central management server

predefined access levels

expense claims folder

businessobjects enterprise fits

custom access levels