business objects user guide

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BusinessObjects Live Office XI Release 2

Users Guide

BusinessObjects Live Office XI Release 2

Windows


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Patents Business Objects owns the following U.S. patents, which may cover products that are offered

and sold by Business Objects: 5,555,403, 6,247,008 B1, 6,578,027 B2, 6,490,593 and

6,289,352.

Trademarks Business Objects, the Business Objects logo, Crystal Reports, and Crystal Enterprise are

trademarks or registered trademarks of Business Objects SA or its affiliated companies in theUnited States and other countries. All other names mentioned herein may be trademarks of

their respective owners.

Copyright Copyright 2004 Business Objects. All rights reserved.


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BusinessObjects Live Office XI Release 2 Users Guide 3

Contents

Chapter 1 Introduction to BusinessObjects Live Office 9

About this guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Who should read this guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Business Objects information resources . . . . . . . . . . . . . . . . . . . . . . . 10

Chapter 2 Getting Started 11

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Using BusinessObjects Enterprise . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Logging on to BusinessObjects Enterprise . . . . . . . . . . . . . . . . . . . . . 12

Using the Business Objects Live Office toolbar . . . . . . . . . . . . . . . . . . . . . 13

Chapter 3 Importing Data 17

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

What objects from a report or document can be inserted into a View? . . . 18

Size Limits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

What are report objects and report instances? . . . . . . . . . . . . . . . . . . . . . 19

Inserting Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Live Office Import Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Inserting a Report View from a Crystal report . . . . . . . . . . . . . . . . . . . . . . 21

Inserting a View from a Web Intelligence document . . . . . . . . . . . . . . . . . 30

Inserting a Cube View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

From an OLAP report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

From an OLAP data source . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Chapter 4 Modifying a Report View 43

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Understanding the Report View layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Modifying a Report View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Changing the data source . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45


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4 BusinessObjects Live Office XI Release 2 Users Guide

Viewing the original report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Smart Tags . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46Modifying parameter values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Modifying fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Working with filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Refreshing data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Removing a Report View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Viewing report view properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

View Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Chart drill-down . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Chapter 5 Modifying a Cube View 57

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Understanding the Cube View layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Modifying a Cube View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Refreshing the data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Editing the MDX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Modifying Parameter Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Removing a Cube View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Formatting and Layout Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61Viewing cube view properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Chapter 6 Reorienting a Cube View 65

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Swapping dimensions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Swapping dimensions containing sorts and filters . . . . . . . . . . . . . . . . 67

Stacking dimensions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Removing a stacked dimension . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Changing the order of stacked dimensions . . . . . . . . . . . . . . . . . . . . . . 68

Selecting row and column members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Using the Member Selector toolbar commands . . . . . . . . . . . . . . . . . . 69

Using the Member Selector shortcut menu . . . . . . . . . . . . . . . . . . . . . . 71

Displaying a hierarchical or a flat view . . . . . . . . . . . . . . . . . . . . . . . . . 72


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Using the Favorites folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

Searching for members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75Changing the slice of data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Selecting the default member . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Hiding dimensions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Reordering members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Changing member captions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Drilling down . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Using asymmetry in your view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Creating asymmetry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Restoring symmetry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Working with asymmetry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Formatting data in your file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

Viewing cell and member properties . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Filtering and sorting data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Filtering data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Sorting data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

Highlighting Exceptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

Applying global highlighting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

Highlighting high or low absolute values . . . . . . . . . . . . . . . . . . . . . . . 97

Highlighting exceptions compared with other members . . . . . . . . . . . 98

Highlighting exceptions based on a calculation result . . . . . . . . . . . . . 99

Editing highlighting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

Removing highlighting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

Using other formats to highlight exceptions . . . . . . . . . . . . . . . . . . . . 101

Adding Calculated Members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

Adding Automatic Totals to rows and columns . . . . . . . . . . . . . . . . . 104

Adding calculated members to the Cube View . . . . . . . . . . . . . . . . . 105Different types of calculated members . . . . . . . . . . . . . . . . . . . . . . . . 107

Using calculation definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115

Editing calculated members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118

Removing calculated members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118

Switching between types of calculated member . . . . . . . . . . . . . . . . 118


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Appendix A Modifying a Web Intelligence View 121

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122Modifying a Web Intelligence view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

Refreshing data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

Modifying fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

Viewing web intelligence view properties . . . . . . . . . . . . . . . . . . . . . . 124

Removing a View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .125

Modifying prompt values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126

View options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127

Chapter 7 Publishing and Viewing Files 129Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130

Publishing a document to BusinessObjects Enterprise . . . . . . . . . . . . . . . 130

Viewing a published document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130

Opening a document on a local drive . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131

Connecting Views to a different system . . . . . . . . . . . . . . . . . . . . . . . . . . 131

Chapter 8 Customizing BusinessObjects Live Office 133

Adding security to your document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

Changing default data strings in a View . . . . . . . . . . . . . . . . . . . . . . . . . . 134Customizing the shortcut menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

Changing general display settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137

Automatically connecting to BusinessObjects Enterprise . . . . . . . . . . . . . 138

Single Sign-on . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139

Changing the field display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139

Customizing report view formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140

Appendix B Creating Report Views from Unmanaged Reports 141

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142Creating a report View from an unmanaged report . . . . . . . . . . . . . . . . . . 142

Selecting a data source . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142

Identifying an unmanaged report view . . . . . . . . . . . . . . . . . . . . . . . . 143


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Setting the location of an unmanaged report view . . . . . . . . . . . . . . . 144

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146

Appendix C References 147

Options dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148

Properties dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151

Report View Expert . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151

Report Viewer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151

Appendix D Business Objects Information Resources 153

Documentation and information services . . . . . . . . . . . . . . . . . . . . . . . . . 154

Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154

Whats in the documentation set? . . . . . . . . . . . . . . . . . . . . . . . . . . . 154

Where is the documentation? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154

Send us your feedback . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155

Customer support, consulting and training . . . . . . . . . . . . . . . . . . . . . . . . 155

How can we support you? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155

Looking for the best deployment solution for your company? . . . . . . 156

Looking for training options? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156

Useful addresses at a glance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157

Index 159


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c h a p t e r

Introduction to

BusinessObjects Live Office


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Introduction to BusinessObjects Live Office

About this guide1

10 Live Office XI Release 2 Users Guide

About this guide

With BusinessObjects Live Office XI Release 2 (Live Office), you can extend

data from Crystal reports, Business Views, or OLAP Intelligence reports byusing Microsoft Office. You can use Live Office with Microsoft Excel, MicrosoftPowerPoint, Microsoft Word, and Microsoft Outlook.

Using Live Office, you can design Microsoft Office documents that combinerelational and cube data with data from other sources. By publishing theseMicrosoft Office documents to BusinessObjects Enterprise, you enableauthorized users to view the documents and refresh the data against the datasource. BusinessObjects Enterprise security protects published documentsagainst access by unauthorized users.

This guide explains the basic concepts of Live Office. It provides you withinformation and procedures on how to import data from Crystal reports,Business Views, and OLAP Intelligence reports. It also describes how tomanipulate that data within Microsoft Office, and publish your documents toBusinessObjects Enterprise.

Who should read this guide

This guide is intended for Microsoft Office users who want to work withBusiness Objects data within a Microsoft Office environment. You must befamiliar with Microsoft Office and have some familiarity with BusinessObjectsEnterprise to understand this guide.

For more information about Live Office, consult the release notes and theinstallation document that are included on the Live Office disc. For moreinformation on BusinessObjects Enterprise and Business Views, consult theBusinessObjects Enterprise documentation or your BusinessObjectsEnterprise administrator.

Business Objects information resources

For more information and assistance, see Appendix 14: Business ObjectsInformation Resources. This appendix describes the Business Objects

documentation, customer support, training, and consulting services, with linksto online resources.


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Getting Started


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Getting Started

Overview2


Overview

With BusinessObjects Live Office XI Release 2 (Live Office) you can import

data from Crystal reports, OLAP reports, and Business Views into MicrosoftOffice.

This process is known as inserting a View.

The source Crystal reports, OLAP Intelligence reports, and Business Viewsmust already be published to BusinessObjects Enterprise. To import data, youmust have the appropriate rights for the published objects.

Note: If you are not sure whether or not you have the appropriate rights,contact your BusinessObjects Enterprise administrator.

You can format the imported data by using standard Microsoft Officefunctionality and the features of Live Office.

Using BusinessObjects Enterprise

Before you can use Live Office to import data, you need to log on toBusinessObjects Enterprise. You must also have the following rights for thesource Crystal reports, OLAP reports, and Business Views:

View objects Edit objects View document instances (Crystal reports only)

Refresh the reports data (Crystal reports only)

Note: If you are not sure whether or not you have the appropriate rights,contact your BusinessObjects Enterprise administrator.

Logging on to BusinessObjects Enterprise

In Microsoft Office, you are prompted to log on to BusinessObjects Enterprisewhen you add or modify a View, unless you are already logged on. You mustalso log on before you can publish a document or open a publisheddocument.

To log on to BusinessObjects Enterprise

1. In Microsoft Office, do one of the following actions:

Create a new document and insert a View.

For instructions on how to insert a View, see Importing Data onpage 17.


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Getting Started

Using the Business Objects Live Office toolbar 2

Live Office XI Release 2 Users Guide 13

Open a local document that contains a View, and refresh the View.

For instructions on how to refresh a View, see Modifying a ReportView on page 43 and Modifying a Cube View on page 57.

Open a published document that contains a View.For instructions on how to view published documents inBusinessObjects Enterprise, see Publishing and Viewing Files onpage 129.

2. When the Log On to BusinessObjects Enterprise dialog box appears,type the name of your BusinessObjects Enterprise system in the Systemfield.

Note:

This is the name of the CMS (Central Management Server) for yourBusinessObjects Enterprise system.

If there is more than one BusinessObjects Enterprise system at yoursite, make sure that you log on to the system that contains theCrystal reports, OLAP reports, or Business Views that you want touse.

3. In the User name and Password fields, type your BusinessObjectsEnterprise credentials.

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

5. Click OK.

Tip: You can customize Live Office so that it automatically logs you on to

BusinessObjects Enterprise each time you start Microsoft Office. For moreinformation, see Automatically connecting to BusinessObjects Enterprise onpage 138.

For more information about logging on to BusinessObjects Enterprise, seethe BusinessObjects Enterprise documentation, or contact yourBusinessObjects Enterprise administrator.

Using the Business Objects Live Officetoolbar

The Business Objects Live Office toolbar provides you with quick access tosome of the most common commands. It provides you with quick access tothe Views in a document. You can insert a View, refresh a View, go to adifferent View, change the Options in a View, and change the values of anyparameters that have been specified for the View.


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Getting Started

Using the Business Objects Live Office toolbar2


The Refresh command is also available from the View submenu on theBusiness Objects menu and from the Business Objects shortcut menu. Thiscommand becomes available as soon as the document contains a View.

Note: You cannot set parameter values for report instances. For details, seeWhat are report objects and report instances? on page 19.

To show or hide the Business Objects Live Office toolbar

On the View menu, point to Toolbars, and then click Business ObjectsLive Office.

The toolbar contains the following options:

Live OfficeReport View

Allows you to import data into the document.You can choose to insert one of thefollowing objects:

A New Report View. A New Cube View.

For more information about the objects thatyou can insert, see Importing Data onpage 17.

View Provides options for modifying the objectsthat you inserted.

For information about the options that you

can use, see Modifying a Report View onpage 43 and Modifying a Cube View onpage 57.

Refresh All Data Refreshes the data of each View in thedocument against the source Crystal report,OLAP report, or Business View. For moreinformation, see Refreshing data onpage 50.

Options Allows you to customize the properties ofLive Office. For more information, seeCustomizing BusinessObjects Live Office

on page 133.Help Displays help for Live Office.


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Getting Started

Using the Business Objects Live Office toolbar 2


Refresh Refreshes the current View against the datasource.

Note: If the Refresh button is not on the

toolbar, you cannot refresh the View. Thiscan occur if you have logged on to the wrongBusinessObjects Enterprise system, or ifyou do not have the appropriate rights forthe source Crystal report, OLAP report, orBusiness View. For more information, seeRefreshing data on page 50.

View list Allows you to go to a different View in thedocument.

Note: The brackets show the Connection IDand the View ID of each VIew. For details,

see Viewing report view properties onpage 52.

Parameter name Allows you to modify the parameter value(s)of the inserted View.

Note: For more information, see Modifyingparameter values on page 46.


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Getting Started

Using the Business Objects Live Office toolbar2



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Importing Data


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Importing Data

Overview3


Overview

With BusinessObjects Live Office (Live Office), you can import data from

Crystal reports, OLAP reports, Business Views, and Web Intelligence reportsinto Microsoft Office. This process is known as inserting a View.

What objects from a report or document canbe inserted into a View?

In order to plan the reports or report parts to use when creating a View, youmust understand what parts of a Crystal report, OLAP report, or WebIntelligence report are supported with Live Office.

The following objects can be inserted from a Crystal report into a View: Fields (database, formula, parameter) Summary fields Text objects Charts Pictures

Note: Sub-reports and cross-tabs are not supported in Live Office. If youattempt to insert data from a sub-report or cross-tab, you will receive an errormessage.

At this time, only fields can be inserted from an OLAP report or WebIntelligence report.

Size Limits

For each Microsoft Office application that Live Office supports, there is amaximum number of rows and columns that can exist in a table or worksheet.This affects how much data you can insert into a view because Live Officeinserts the data in the form of a table or as rows and columns in a worksheet.These limits are set by the Microsoft Office applications so it is helpful to know

these limits when you plan what data you are going to create a View from.

Microsoft Word

Maximum rows = 32767 Maximum columns = 63

Microsoft Excel


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Importing Data

What are report objects and report instances? 3



PowerPoint


What are report objects and report instances?

When you import data from a Crystal reports or Web Intelligence reports, youcan choose to import data from objects or instances. This section explains thedifference between importing data from objects and importing data frominstances.

A report object is an object that is created with a Crystal report designer (forexample, a report created in Crystal Reports or RAS) or with the WebIntelligence report panel. An instance is an instance of the object thatBusinessObjects Enterprise generates when users schedule the report.

Report objects contain information from various data sources, such asdatabases, Business Views, or universes. When a user publishes a reportobject, BusinessObjects Enterprise saves only the structure of the report; thatis, the published report object contains no saved data. The report objectreturns data from the underlying data source on demand.

When users schedule a report, BusinessObjects Enterprise generates aninstance of the object. A report instance contains saved data from a datasource. Each instance contains data that is current at the time the report isprocessed.

Typically, report objects are designed such that users can schedule severalinstances with varying characteristics. For example, if users run a reportobject containing parameters, they can schedule one instance that containsreport data from a particular department, and schedule another instance thatcontains information from another department, even though both instancesoriginate from the same report object.

Note: There are no instances of OLAP reports and Business Views; OLAPreports and Business Views always return the latest data from the underlying

database(s).


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Importing Data

Inserting Views3


Inserting Views

To insert a View, you must have the appropriate rights for the source Crystal

report object or instance, Web Intelligence report object or instance, OLAPreport, or Business View.

To insert a View

1. Open a document.

2. Select where you want to insert the View.

3. On the BusinessObjectsmenu, select New.

4. Click Report View if you want to insert data from a Crystal report, WebIntelligence report, Business View, OLAP report, or directly from anOLAP data source.

The Live Office Import Wizard appears. For information about the Wizard,see Live Office Import Wizard on page 20.

If you have not already logged on to BusinessObjects Enterprise, you areprompted to do so. For more information, see Logging on toBusinessObjects Enterprise on page 12.

Live Office Import Wizard

The Live Office Import Wizard appears when you select Report View from theBusinessObjects menu.


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The Wizard helps you to select a source Crystal report object, Crystal reportinstance, Web Intelligence report object, Web Intelligence report instance,Business View, or OLAP object, and then set parameters for the View ifneeded. To help you quickly find the file you want to create a View from, use

the Search feature.

To use the Search feature

1. Log on to BusinessObjects Enterprise and select a folder. The Search byTitle text box becomes activated.

2. Type the key word or words that you would like to search on.

3. Click the Search button.

Live Office searches in the folder you selected for any file with a titlecontaining the word(s) you specified.

You can then choose to select the fields of the item that you want to include inyour document and apply filters to the data.

Alternatively, you can select parts of the Crystal report directly from a ReportViewer. (For more information about Report Viewers, see Selecting parts ofthe report on page 28.)

You can add several Views in a document, including different Views that usethe same data source.

Inserting a Report View from a Crystal report

You can insert data from an existing Crystal report object, instance, orBusiness View. The list of options contains managed reports and BusinessViews only. That is, reports and Business Views that are published inBusinessObjects Enterprise.

Selecting a data source

The first step is to select the report object, report instance, or Business Viewthat contains the data that you want to view.

To select a data source for the Report View

1. From the BusinessObjects menu, click Report View.

The Live Office Import Wizard appears.

2. In the Live Office Import Wizard, expand a BusinessObjects Enterprisefolder to see a list of Crystal reports or Business Views in that folder.

Crystal reports are located in the Reports folder and Business Views arelocated in the Application Objects folder.


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Note: The list contains only the objects that you have the right to view.For more information about the rights that you need to use Live Office,see Using BusinessObjects Enterprise on page 12.

3. Expand a report object to see its report instances.

4. Do one of the following, and then click Next.

Click a Business View to insert a View based on a Business View. Click a report object to insert a Report View that shows the data in

the underlying data source.

Note: Because the report object contains no saved data, you caninsert a Report View based on the report object only if you haverefresh rights on the report. If you do not have the right to refresh areport, you can base the Report View on instances.

Select from the list of instances below the report object to base a

Report View on a specific instance.Note: A Report View based on an instance will always show thesame data, unless you base the Report View on the latest instance.If you want the Report View to show the current data in theunderlying database, select the report object rather than an instance.

Tip:

Click the plus sign (+) beside the History folder to insert a newReport View that is based on a data source that you have selectedrecently.

The list shows the last 10 data sources that you have selected fromthe current CMS. Live Office maintains separate lists for MicrosoftExcel, Microsoft PowerPoint, and Microsoft Word.

Click the plus sign (+) beside the Current Connections folder to showthe connections to data sources for the Report Views in thedocument.

If you select a current connection, the Live Office Import Wizard doesnot insert a new Report View but instead modifies the correspondingReport View in the document.

5. Click Details to display the current parameter values for reports andreport instances.

Note: Business View parameters are not displayed in this dialog box.

6. Click Next.

If you selected a report or Business View that contains parameters, the nextstep is Specifying parameter values on page 24.


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Note: If the report with parameters contains default parameter values in theCentral Manage Console, no parameter prompt occurs. In this case the nextstep is Logging on to the database on page 26.

If you selected a report object, a report instance, or a Business View thatdoes not contain parameters, the next step is Logging on to the database onpage 26.

Specifying parameter binding

Live Office allows you to take advantage of the cell binding capabilities inMicrosoft Excel. Parameter binding is a useful way to allow parameter valuesto be updated from within a Report View. The parameter is bound to aparticular cell in Excel so that its value can be modified without having torefresh the dataset and modify the parameter in the Specify Parameter Valuesdialog box.

Note: You cannot bind parameters with cascading lists of prompts.

To bind a parameter

1. On the Specify Parameter Binding dialog box, click Binded as discretevalues or click Bind as range value.

Note: If the parameter is discrete, then the Binded as discrete valuesoption is active. If the parameter is a range, then the Bind as range valueoption is active.


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2. Click the Bind Parameterbutton to open the Bind Parameter dialog box.

3. Click the cell on the Excel worksheet that you would like to bind theparameter to or type in the value of the cell.

For example, if you want to bind the parameter to the third row of columnB, type $B$3.

4. If you are binding a discrete parameter, go to step 5. If you are binding a

range parameter, repeat steps 2 and 3 for the second parameter value inthe range.

5. Click OK and then click Next. The Specify Parameter Values dialog boxopens.

Now you can use the list in the binded cell to change the parameter valuewithin your spreadsheet.

Tip: After you have inserted a binded parameter, you can copy and paste thebinded field to any location in your Office application.

Specifying parameter values

If the Report View is based on a report object or Business View that containsparameters, you can specify the parameter values that are used in the ReportView.

A parameter is a special type of field that prompts users for a value. In Crystalreports, parameter fields can be added for report title CREATION, recordselection, sorting, and a variety of other uses. With parameter fields, userscan create a single report that can be modified to suit many needs.

For example, in a report used by sales people, a parameter can prompt usersto choose a sales region. The report will then return the results for the specificregion, rather than all regions.

A parameter may have a cascading prompt. That is, a prompt whose finalvalue is determined through a sequence of choices. For example, you mightfirst be prompted to pick a country before the choices for region appear. Youmight then need to pick a region before the choices for city appear, and so on.


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Note: You cannotspecify parameter values for a Report View that is basedon a report instance. Instances use the parameter values that were set whenthe report was created or scheduled.

To specify a parameter value1. In the Specify Parameter Values screen of the Live Office Import

Wizard, select the parameter you want to specify and enter the parametervalue or values in the fields that appear. If null values are allowed, youcan set a parameter to null by clicking OK when there is no value in thelist.

If the parameter contains a cascading list of values as described at thebeginning of this section, you may have to enter several values to reachthe single desired value for use in the Report View.


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For example, if the parameter prompts you for the city that a productsupplier is located in, you may first need to select the country and regionthat the city is located in. This example is illustrated in the followingimage.

Note: If a parameter has no current value, you must enter a value forthat parameter before you proceed to the next screen.

2. Click OK.

If the database on which the report or Business View is based requires logondetails, you are prompted to log on. See Logging on to the database on

page 26.

Logging on to the database

If the report or Business View uses more than one database, you may need toenter the logon details for each database in turn. The logon details requesteddepend on the type of database.

If you selected a report object or report instance, the next step is Specifying adata selection method on page 26.

If you selected a Business View, the next step is Selecting fields on page 27.

Specifying a data selection methodIf you insert a Report View based on a Crystal report object or report instance,you can choose how to select the data:

Click Select fields from the report if you want to include specific fieldsfrom the report. See Selecting fields on page 27.


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Click Select parts of the report if you want to select items from a view ofthe whole report. Using the Report Viewer, you can select individualitems of data or areas of the report. You can also select charts andpictures. See Selecting parts of the report on page 28.

Selecting fields

The Select Fields dialog box does not appear if you have chosen to selectparts of a report.

Select the fields that you want to display in the Report View. You can changethe fields later. For details, see Modifying fields on page 48.

Here are some things to know about field selection:

You can select any combination of available fields and groups for yourReport View.

If you select fields from a grouped report but do not select a group, thefields still appear in the grouped order in the Report View.

Note: The names of the fields come from the underlying database, notfrom the source Crystal report or Business View.

Group and summary information is included in the Available fields list(see To select fields for the Report View) and maintains the order that isfound in the source report or Business View. For example, if you select agroup that is sorted in ascending order, the fields are sorted in ascendingorder in the Report View.

You can choose to display the names or the descriptions of the fields. For

details, see Changing the field display on page 139.

To select fields for the Report View

1. In the Available fields list, click a field that you want to include in theReport View, and then click the right arrow button (>).

The field appears in the Included fields list. Click the Select All button(>>) to include all the fields.

2. Use the up and down arrows to change the order of the included fields,as required.

3. Do one of the following:

Click Next to filter the data in the Report View. See Filtering data onpage 27.

Click Finish to insert the Report View.

Filtering data

This screen does not appear if you have chosen to select parts of a report.
http://-/?-http://-/?-


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You can apply filters to all available fields in the Crystal report or BusinessView to restrict the data, even if the fields do not appear in the Report View.

You can apply filters only if you have refresh and edit rights for the sourceCrystal report or Business View.

To filter the data

1. In the Filter Data screen of the Live Office Import Wizard, click the fieldthat you want to filter.

2. Select a suitable operator from the Operators list on the right.

There are many different types of operators that you can choose. Youcan further qualify your operator with values from the Values lists. Theoptions that you are presented with depend on the selected operator.

If you want to filter out null values, you can use the is NULL and is NOTNULL operators in combination with other operators. The is not equalto operator also filters out null values.

Note: If you add a filter to a calculated field, you must type in the value,rather than select from the lists. Live Office cannot retrieve the calculatedvalues from the underlying database.

3. Click Add Filter.

The filter appears under the field to which it applies.

4. To remove a filter, click the filter, and then click Remove Filter.

5. Click Finish to insert the Report View.

The filter is stored as a comment or bookmark on the field that contains thefilter.

Live Office also uses comments for the context of report parts. See Selectingparts of the report on page 28.

You can change the filters on the Report View. For more information, seeWorking with filters on page 48.

Selecting parts of the report

You can use the Report Viewer to select parts of a report or to view a selectedView in the original report.

Opening the Report Viewer

When you click Select parts of the report, and then click Finish in the LiveOffice Import Wizard, the Report Viewer appears. In the Report Viewer, youcan select individual items of data or areas of the report, including charts andpicture.


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Note: If you select View Report Source from the shortcut menu on a ReportView, the Report Viewer displays the source report. If the Report Viewcontains part of a report, the Report Viewer highlights the selected part. Ifrequired, you can use the Report Viewer to add other parts of the report to the

document without opening the Live Office Import Wizard.

Drilling down

Double-click a chart or table to drill down on group or summary information.

Inserting items from the report

1. Drag a selection box over an area of the report, or use SHIFT and CTRL,to select multiple items.

Use the CTRL key to remove items from the selection. You cannot selectthe areas that are shaded in red.

Note: If you select an item from a Details section of the report, all thedetails in the same section are automatically selected.

2. In the Microsoft Office document, click where you want to insert theselected data items.

3. To insert the items into the Microsoft Office document, click Insert.

4. If you select the As table check box, Live Office displays the selecteditems as a table in the document. The resulting table looks like a ReportView that has been created from fields of a report. The Report Viewerremains open until you click Close.

If you choose to select report parts from a different report, the Report

Viewer updates to display the new report.

Viewing the data

Individual parts of the report are inserted before Details sections. The Detailssections are inserted according to their order in the report. Parts of the reportare separated from their Details sections, so that users can group parts of thereport together into one table.

If you select several items in the report, each item is placed in a single cell ofa table. If you select one item only, Live Office displays the item at its full sizein the document.

Live Office stores the context of the report part as a comment on the ReportView. The context tells you what part of the report a field comes from andwhether or not is a summary. The cell containing the filter is highlighted. Youmust ensure that you do not remove the report context, otherwise the data willbecome static and you will not be able to update it. If you select several items


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and insert them as a table, the inserted data shares the same context.Comments are also used to display filter information. See Filtering data onpage 27.

To hide all comments in the document, click Options on the Tools menu andthen click the View tab. Under Comments, click None.

Editing a formula

If you insert a single cell of data into the document, it is easy to forget whatthe data is intended to show. When you insert report parts, you can use theEdit Formula command to give more information about a cell of data. Forexample, if a cell contains data that shows This Years Sales of Carrots, youcan add that text to the page.

Note: This command is only available when you select parts of a report tocreate a View. It is not available when you select fields from a report to create

a View. To add text to a cell of data

1. Right-click the cell that you want to modify and click Edit Formula.

2. Type the text that you want to display in the cell. For example, type thefollowing:

This Year's Sales of Carrots

3. Click Insert Value.

The formula is now as follows:

This Year's Sales of Carrots {%value%}, where {%value%} isthe value shown in the cell.

4. Click OK.

5. Refresh the Report View to display the text and the value.

Inserting a View from a Web Intelligencedocument

You can insert data from an existing Web Intelligence document or instance.

Setting the Web Service

In order to insert views from Web Intelligence documents, the web servicethat Live Office uses must be set correctly. That is, it must be set to point tothe Central Management Server (CMS) that the Web Intelligence documentresides on.


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To set the Web Service

1. On the BusinessObjects menu click Options.

The Options dialog box opens.

2. Click the WebService tab.3. Edit the Web Service URL so that it points to the correct CMS.

For example, if the Web Intelligence document you want to insert is on aCMS called businessobjects01, the Web Service URL should be

http://businessobjects01:8080/dswsbobje/services/session


In the Live Office Import Wizard, you select the Web Intelligence report thatcontains the data you want to view.

To select a data source for the View

1. From the BusinessObjects menu click New and then click Report View.

The Live Office Import Wizard appears.

2. In the Live Office Import Wizard, expand the BusinessObjects Enterprisefolder to see a list of Web Intelligence documents.

Note: The list contains only the objects that you have rights to view. Formore information about the rights that you must have to use Live Office,see Using BusinessObjects Enterprise on page 12.

3. Expand a document to see its instances.

4. Do one of the following, and then click Next.

Click a document to insert a View that shows the data in theunderlying data source or data sources.

Note: Because the document contains no saved data, you caninsert a View based on the document only if you have refresh rightson the data. If you do not have the right to refresh a document, youcan base the View on instances.

Select from the list of instances below the document to base a Viewon a specific instance.

Note: A View based on an instance will always show the same data,unless you base the Report View on the latest instance. If you wantthe Report View to show the current data in the underlying database,select the document rather than an instance.

5. Click Next.

If you selected a document that contains context, the next step is SpecifyingContext on page 32.


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If you selected a document that does not contain context, the next step isSelecting Fields on page 34.

If you selected a document that does not contain context or prompts, the nextstep is Selecting Fields on page 34.

Specifying Context

If context exists in the data source, you must specify the one you want to usefor the Web Intelligence View.

Note: If you selected an instance as your data source, you cannot specifycontext.

A context is a defined group of objects in a query that share a commonbusiness purpose. Contexts are used in universes to avoid ambiguousqueries. An ambiguous query is a query that contains objects that can return

more than one kind of information.For more information about context, refer to the guide Building Reports Usingthe Web Intelligence Report PanelorBuilding Queries Using WebIntelligence Query - HTML.

To specify context

1. In the Data Source screen, select the data source.

2. In the Values window underQuery Context Values, click the contextyou want to use for your View.

3. Click Next.


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If you selected a document that contains a prompt or prompts, the next step isSpecifying parameter values on page 24.

If you selected a document that does not contain prompts, the next step isSelecting Fields on page 34.

Specifying prompt binding

Live Office allows you to take advantage of the cell binding capabilities inMicrosoft Excel. Prompt binding is a useful way to allow prompt values to beupdated from within a web intelligence view. The prompt is bound to aparticular cell in Excel so that its value can be modified without having torefresh the dataset and modify the prompt in the Specify Prompt Valuesdialog box.

To bind a prompt

1. On the Specify Prompt Binding dialog box, click Binded as discretevalues or click Bind as range value.

Note: If the prompt is discrete, then the Binded as discrete values optionis active. If the prompt is a range, then the Bind as range value option isactive.

2. Click the Bind Parameterbutton to open the Bind Prompt dialog box.

3. Click the cell on the Excel worksheet that you would like to bind theprompt to or type in the value of the cell.


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4. If you are binding a discrete prompt, go to step 5. If you are binding arange prompt, repeat steps 2 and 3 for the second prompt value in therange.

5. Click OK and then click Next. The Specify Prompt Values dialog boxopens.

Now you can use the list in the binded cell to change the prompt value withinyour spreadsheet.

Selecting Fields

At this point you are prompted to select fields from the Data Provider(s) orQuery(ies) in the report. Select the fields you would like in the View.

Note:

You can select any combination of available fields and groups for

your Web Intelligence View. You can select fields from multiple data providers for a single view. If you select fields from multiple data providers, they will be inserted

as separate data sets. That is, the fields from each data provider willbe inserted as a separate data set.

The Live Office Import Wizard does not indicate whether the field is adimension, measure type, or other type of field.

You can choose to display the names or the descriptions of the fields.For details, see Changing the field display on page 139.

To select fields for the View

1. In the Available fields list, click a field that you want to include in theView, and then click the right arrow button (>).

2. Repeat step 1 for each field you want to add.

The field appears in the Included fields list. Click the Select All button(>>) to include all the fields.

3. To change the order of the included fields, use the up and down arrows.

4. Click Finish.

Inserting a Cube ViewWith Live Office, you can insert data from an OLAP data source by using datafrom an existing OLAP report or by connecting directly to a cube.


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For information about inserting data from an existing OLAP report, see Froman OLAP report on page 35. For information about how to connect directly toan OLAP cube, see From an OLAP data source on page 37.

From an OLAP report

This method allows you to insert data from an existing OLAP Intelligencereport. The list of options contains only managed reports; that is, reports thatare published in BusinessObjects Enterprise.


In the Live Office Import Wizard, you select the OLAP report that contains thedata you want to view in a cube.

To select a data source for the Cube View

1. In the Live Office Import Wizard, expand the BusinessObjects Enterprisefolder to see a list of OLAP reports.

Note: The list contains only the objects that you have the right to view.For more information about the rights that you must have to use LiveOffice, see Using BusinessObjects Enterprise on page 12.

2. Click an OLAP report to insert a Cube View that is based on that reportand then click Next.

Note: Because the OLAP report contains no saved data, you can inserta Cube View only if you have refresh rights on the report.

Tip:

Click the plus sign (+) beside the History folder to insert a new CubeView based on a data source that you have selected recently.

The list shows the last 10 data sources that you have selected fromthe current Central Management Server (CMS). Live Officemaintains separate lists for Microsoft Excel, Microsoft PowerPoint,and Microsoft Word.

Click the plus sign (+) beside the Current Connections folder to showthe connections to the data sources for the Cube Views in the currentdocument.

If you select a current connection, the Live Office Import Wizard doesnot insert a new Cube View but instead modifies the correspondingCube View in the document.

Click Details to display the current parameter values only for Crystalreports and instances. OLAP report parameters are not displayed inthis dialog box.


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3. Click Next.

If your OLAP report has a data source requiring logon credentials that havenot been saved in BusinessObjects Enterprise, the next step is Logging on tothe data source on page 36.

Logging on to the data source

If your data source requires logon credentials that you have not saved inBusinessObjects Enterprise, the Logon to Data Source dialog box appears.

To log on to the data source

type your user name and password, and then click OK.

Note: This prompt appears only if the Data Source Logon option is set toLogon with specific credentials in the Central Management Console (CMC) ofBusinessObjects Enterprise.

If your OLAP report contains parameters, the next step is Specifyingparameter values on page 36.

If your OLAP report does not contain parameters, the next step is Choosing aworksheet page on page 37.

Specifying parameter values

If the Cube View is based on an OLAP report that contains parameters, youcan specify the parameter values.

Parameters enable you to pass information into an OLAP report. With

parameters, you can customize OLAP reports for individual users without theneed to construct multiple reports.

You can use parameters to specify the cube, to set the slice member of adimension, to specify the active members of row or column dimensions, andto specify the opening page of the OLAP report.

To specify a parameter value

1. In the Set Parameters dialog box, select a parameter from the Requiredtab.

2. Select a value for the parameter and click OK.

3. If more than one parameter exists, repeat steps 1 and 2 for eachparameter, and then click OK.

Related topics:

Modifying Parameter Values on page 59


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For information about parameter binding, see Specifying parameter bindingon page 23.

Choosing a worksheet page

The Choose a worksheet page screen in the Live Office Import Wizardallows you to select which worksheet you want to base your Cube View on.

You can choose only one worksheet for each Cube View.

To choose a worksheet page

Click the worksheet that you want to base your Cube View on and clickNext.

Reorienting the cube view

The Reorient the cube view screen allows you to manipulate the OLAP datain your Cube View the same way you would within OLAP Intelligence. Youcan swap dimensions, apply filters, change the formatting, and add calculatedmembers directly from within your document.

For more information on how to reorient your Cube View, see Reorienting aCube View on page 65.

From an OLAP data source

Live Office allows you to choose a connection to an OLAP cube directly fromthe Live Office Import Wizard, to create a viewpoint directly within yourdocument.

You can insert OLAP data as a table with limited editing capabilities once ithas been inserted into your document. You can also insert the data so thatyou have the ability to modify the view of the data just as you would in OLAPIntelligence.

Live Office offers full OLAP Intelligence functionality within your Officedocuments. For more information on how to modify a Cube View, seeModifying a Report View on page 43 and Modifying a Cube View onpage 57.

To create a Cube View with the Live Office Import Wizard

1. Expand the Direct OLAP Connections folder.

2. Expand the OLAP server that you want to use to create your Cube View.


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If no OLAP servers are listed, click Add Server to add one. Forinformation on how to add an OLAP server, see Adding OLAP Serverson page 38.

3. Select a cube and click Next.

4. Make any required changes to the Cube View in the Reorient Cube Viewscreen that appears, and then click Finish. For information aboutmodifications you can make, see Reorienting a Cube View on page 65.

Adding OLAP Servers

Live Office allows you to make a direct connection to an OLAP server fromyour document. This connection allows you to collect current cube datawithout leaving your document.

Connecting to a Microsoft OLAP data source

You can use a local cube (CUB) file, or a server that provides Microsoft SQLServer OLAP Services or Microsoft SQL Server 2000 Analysis Services.

To establish a valid connection to an HTTP Cube server you must specify thefull URL, including the http or https prefix. Even if the URL is invalid, the newserver appears in the list of available servers on the Data Source screen inthe Live Office Import Wizard.

For HTTP cubes, the server checks the authentication of the user whorequests the connection. If the password or user name is wrong, then theserver defines how an anonymous user is logged on. This is also the casewhen a password or user name is blank.

For more information, see Microsofts documentation for Analysis Services,which is available either as part of your Microsoft OLAP installation, or on theMSDN Website at http://msdn.microsoft.com/library. The relevant section iscalled Connected to Analysis Services.

To connect to a Microsoft OLAP data source

1. On the Data Source screen of the Live Office Import Wizard, click AddServer. The Connection Properties dialog box opens.

2. On the Server Type list, click either Microsoft OLE DB Provider for OLAPServices, or Microsoft OLE DB Provider for OLAP Services 8.0.


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3. In the Server Options area, click the type of OLAP cube that you want:

4. Click Test Connection to check that your connection details are valid.

5. In the Caption box, type a name or description for your cube connection.

6. Click OK.

Connecting to a Holos data source

You can access Holos servers that have been configured in one of two ways:

Using Open OLAPthe Holos server has been registered with a nameservice, and is available for stand-alone use. For more information aboutOpen OLAP, see the Holos Integration Guide, which is supplied withHolos 9.

Using BusinessObjects Enterprisethe Holos server is registered withBusinessObjects Enterprise. For more information about

BusinessObjects Enterprise, see the BusinessObjects EnterpriseAdministrators Guide.

Connecting to Holos servers using Open OLAP

To connect to Holos servers with Open OLAP

1. On the Data Source screen of the Live Office Import Wizard, click AddServer. The Connection Properties dialog box opens.

2. Click Advanced.

3. Click Using Open OLAP.

4. In the Name Service Host box, type the name of the computer that isrunning the name service. Ask your system administrator if you are notsure what to enter here.

5. In the Name Service Port box, enter the number of the TCP/IP port thatthe name service is running on. Again, you may need to ask your systemadministrator what to type.

OLAP Server The cube is held on an Analysis Server.

type the Server Name, User Name, and Password in theboxes.

Local Cubefile (.CUB)

The cube is stored as a CUB file on the local computer.

Browse to the location of the CUB file.

HTTP Cube Sometimes referred to as an iCube, this type of cube isheld on an Analysis Server that is accessible throughHTTP.

type the URL, User Name, and Password in the boxes.


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6. Click OK.

7. On the Server Name list, click the Holos server you want.

8. Click eitherUse Enterprise authentication orUse systemauthentication.

9. In the User Name box, type your user name.

10. In the Password box, type your password.



13. Click OK.

Connecting to Holos servers using BusinessObjects Enterprise

To connect to Holos servers with BusinessObjects Enterprise

1. On the Data Source screen of the Live Office Import Wizard, click AddServer.

The Connection Properties dialog box opens.

2. Click Advanced.

3. Click Using BusinessObjects Enterprise.

4. In the System box, type the name of the computer that is runningBusinessObjects Enterprise.


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Ask your system administrator if you are not sure what to type here. IfBusinessObjects Enterprise does not use the default port number, typethe port number in the Port box.

5. Click OK.

6. On the Server Name list, click the Holos server that you want to connectto.

7. Click eitherUse Enterprise authentication orUse systemauthentication.





12. Click OK.

Connecting to an Essbase or DB2 data source

You must have a Hyperion Essbase client installed to connect to an Essbaseor DB2 server. You only need the Runtime Client. You must also have thecorrect version of the driver installed for the client that you are using. See theOLAP Intelligence Installation Guide for more details.

To connect to an Essbase or DB2 data source

1. On the Data Source screen of the Live Office Import Wizard, click AddServer.

The Connection Properties dialog box opens.

2. Click Advanced.

3. Click Direct to OLAP server.

4. Click OK.

5. On the Server Type list, do the following:

Click IBM DB2 OLAP Server (Local client) for DB2 data.


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Click Hyperion Essbase (Local client) for Essbase data.

6. In the Serverbox, type the name of the server.





11. Click OK.


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Modifying a Report View


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Overview

Many features in BusinessObjects Live Office (Live Office) allow you to

modify and format the Report Views.If you use Microsoft Office functionality to modify a Report View, Live Officecan overwrite these changes when you refresh the View.

You can have many Report Views in a document, including several differentViews of the same data. You can refresh each Report View individually, orrefresh all Report Views at once.

For more information on refreshing Report Views, see Refreshing data onpage 50.

Understanding the Report View layoutThe formatting of a Report View depends on how the data is inserted into anOffice application. When you insert report fields to create a Report View , cellscontaining data have a yellow background by default. If you insert report partsto create a Report View, the view retains the original reports formatting

You can change the colors and fonts in the View using the standard MicrosoftOffice commands.

When you refresh the Report View, Live Office recreates the entire View toensure that the data remains synchronized with the source Crystal report or

Business View.Note: We recommend that you use Live Office functionality to modify theReport View. If you use Microsoft Office functionality to modify a Report View,Live Office can overwrite these changes when you refresh the Report View.

To insert a row or column into a Report View

1. Click a cell in the row of the view immediately below where you want thenew row.

2. On the BusinessObjects menu, click Report View > Insert > Row.

The row is added above the selected cell.

Note: The procedure is the same for inserting a column, except that you

point to Insert, and then Column. Columns are added to the left of theselected cell.


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Modifying a Report View 4


By default, the Business Objects shortcut menu replaces theMicrosoft Office shortcut menu when you right-click a Report View.For details about how to change this, see Customizing the shortcutmenu on page 136.


Changing the data source

If a Report View is based on a report object, you can change the data sourceto base it on a specific instance of the same report. Similarly, if a Report Viewis based on a specific report instance, you can change the data source tobase it on a report object.

To change the data source of a Report View

1. Right-click the Report View.

2. On the shortcut menu that appears, select View, and then Data Source.

The Select Data Source dialog box appears. This dialog box displaysthe following information:

The name of the report object. A list of report instances, along with the times that the instances were

scheduled. (The list contains only the report instances that you havethe right to view.)

3. Select the report object or a report instance.

Tip:

If you select Latest instance, the Report View displays the datafrom the latest instance to which the user has access.

Click Details to display the current parameter values for the reportobject or the selected instance.

4. Click OK.

If you change to a report object that uses parameters, Live Officeprompts you to specify the parameter values. For details, see Modifying

parameter values on page 46.5. If necessary, change the parameter values and click OK.


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Modifying a Report View4


Viewing the original report

If you select View Report Source from the shortcut menu on a Report View,the Report Viewer displays the source report. If the Report View contains part

of a report, the Report Viewer highlights the selected part.

Note: This option is not available if the Report View is based on a BusinessView.

Smart Tags

Live Office supports Microsoft Office Smart Tags in Microsoft Excel 2003.Smart Tags allow you to view the Report View source in InfoView.

To navigate to the source object

1. Click a heading in the report view and you will see the Smart Tag iconappear.

2. Move your mouse over the icon until an arrow appears.

3. Click the arrow to reveal the submenu.

4. Click Live Office and then click Navigate to Object.

InfoView opens and displays the source report. If the report contains anyparameters that require user input, you will be prompted for this informationbefore the report is displayed.

Modifying parameter valuesIf the Report View is based on a report object or Business View that containsparameters, you can specify the parameter values used in the Report View.You can change the parameter values when you insert the Report View oryou can change the values later if the parameter does not have a cascadingprompt. You cannot modify a parameter with a cascading prompt after it hasbeen added .If you do not specify parameter values when you insert the View,Live Office uses the current parameter values.

You can change the Live Office options so that you are prompted for theparameter values when you refresh the data. You can also use commands on

the shortcut menu and the Navigation Bar to modify the parameters.

Note: You cannot specify parameter values for a report instance. A reportinstance contains the parameter values that were specified when the instancewas scheduled.


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To modify parameter values each time a report view is refreshed fromthe Live Office Navigation bar

1. On the BusinessObjects menu, click Options.

2. In the Options dialog box, click the General tab.

3. Select Prompt for parameters on data refresh.

4. Click OK.

When you refresh any report view using the refresh button on the Live OfficeNavigation bar, the Specify Parameter Values dialog box opens and allowsyou to modify the parameter values.

For more information about setting parameter values, see the followingprocedure.

Note: You cannot modify parameters with cascading lists of prompts.

To modify parameter values for a specific viewNote: If the parameter has a cascading prompt, you cannot modify onceit has been inserted into the report view.

1. Right-click the report view and click Refresh.

2. Click Refresh with new prompt values...

The Specify Parameter Values dialog box opens.

3. Change the parameter value as required and click OK.

To access the calendar for a date parameter, click the drop-down arrowbeside the date. If the date parameter can take only discrete values, then

you must select a date from the list.4. If the source database requires logon details, enter the logon details and

click OK.

To remove a parameter value

1. Right-click the Report View and click Refresh with new prompt values.

The Specify Parameter Values dialog box opens.

Tip: If you want to remove a specific parameter value, click theparameter in the Navigation Bar.

2. Select the parameter values that you want to remove and click Remove.

To modify parameter binding options

1. Right-click the report view and click View.

2. Click Modify Parameters to open the Specify Parameter Binding dialogbox.

3. Modify the parameter binding as required and click OK.


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To remove parameter binding

1. In the Report View, right-click the cell that contains the binded parameter.

2. Click View and then click Modify Parameters...

The Specify Parameter Binding dialog box opens.3. Click Unbinded and then click OK.

Modifying fields

You can add or remove fields from a Report View that is based on a Crystalreport, a report instance, or a Business View.

Use the Report Viewer to modify a Report View that is based on parts of areport. See Selecting parts of the report on page 28 for details.

To modify fields in a Report View1. Click any cell in the Report View that you want to modify.

2. On the BusinessObjects menu, click Report View > Field > Add/Modify to open the Report View Expert.

3. Do one of the following:

To add a field, select it in the Available fields list; then click the rightarrow (>).

To remove a field, select it in the Included fields list; then click theleft arrow ( Field > Remove.

Working with filters

You can add, modify, and remove filters from a Report View. You can applyfilters to any field in the source Crystal report or Business View, even if thefield is not displayed in the Report View.

You can add or modify filters only if you have refresh and edit rights on thesource Crystal report or Business View.


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To add or modify a filter

1. Click a cell in the Report View that you want to modify.

2. On the BusinessObjects menu, click Report View > Filter> Add/

Modify.Tip: This command is also available on the BusinessObjects shortcutmenu and the Report View submenu of the Live Office toolbar.

3. In the Report View Expert, click the field that you want to filter.

4. If you want to modify an existing filter, click the filter.

5. Select a suitable operator from the Operators list on the right.

There are many different types of operators that you can choose. Youcan further qualify your operator using the values lists. The options thatyou are given depend on the selected operator.

If you want to filter out null values, you can use the is NULL and is NOTNULL operators in combination with other operators. The is not equalto operator also filters out null values.

Note:

If you add a filter to a calculated field, you must type in the valuesrather than selecting from the lists. Live Office cannot retrieve thecalculated values from the underlying database.

If you format individual cells in a Report View and then change thefilters, the formatted cells may disappear from the amended view.

6. Click Add Filterto add the filter to the field, orUpdate Filterto modify

the existing filter.

The filter appears under the field to which it applies.

7. Click OK to apply the changes.

To remove a filter

1. Click a cell in the Report View that you want to modify.

2. On the BusinessObjects menu, click Report View > Filter> Add/Modify.

Tip: This command is also available on the Business Objects shortcutmenu and the Report View submenu of the Live Office toolbar.

3. In the Report View Expert, click the filter that you want to delete.

4. Click Remove Filter, and then click OK.

To remove all filters on a selected field

1. In the Report View, click any cell in the field that contains the filters.

2. On the BusinessObjects menu, click Report View > Filter> Remove.


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Note: This removes all the filters from the selected field. It does notremove all the filters from the Report View.

Focusing on and excluding field values

You can focus on one field value without having to use the Report ViewExpert. For example, if the Report View contains information on a range ofhats, you might have three fields containing the following information: Size,Color, and Price. The hats might come in four colors: red, black, blue, andgreen. If you want the Report View to display the size and price for the blackhats only, you could use the Focus On Value command to return thatinformation. Alternatively, you can use the Exclude Value command toexclude specific values.

To focus on a value

1. Click the cell containing the value that you want to focus on.

2. On the BusinessObjects menu, click Report View > Filter> Focus OnValue.

The Report View now displays size and price information for black hats.To restore the default view, remove the filter.

To exclude a value

1. Click the cell containing the value that you want to exclude.

2. On the BusinessObjects menu, click Report View > Filter> ExcludeValue.

Live Office removes from the Report View the rows in that field containingthe selected value. In this example, all red hats disappear from the field.To restore the default view, remove the filter.

Refreshing data

You can refresh the data in a Report View against the data source. Thisallows you to keep the most up to date data in your view.

The source Crystal report can be a report object, a specific instance of thereport, or the latest report instance to which you have access. For more

information about instances, see What are report objects and reportinstances? on page 19.

Methods of refreshing data

There are two methods of refreshing data in Live Office.


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You can refresh the view by clicking the refresh button on the Live Officetool bar, the view is refreshed using the parameter prompt option that isset in the Options dialog box. For information about this option, seeChanging general display settings on page 137.

You can also refresh the view by clicking View and then Refresh on theBusinessObjects menu. From here you can choose whether or not to beprompted for new parameter values, see Modifying parameter valueson page 46.

Note: There are no instances of Business Views; Business Views alwaysreturn the latest data from the underlying databases.

Refreshing a single Report View

There are two ways to refresh a single report view within an Officeapplication.

Refreshing from the toolbar

1. Click any cell in the Report View.

2. Click the Refresh button on the Live Office toolbar.

For more details about this option see Using the Business Objects LiveOffice toolbar on page 13.

If parameters exist in the view, you will only be prompted for new values ifthe Options dialog box has the option Prompt for parameters on datarefresh selected.

Refreshing from the BusinessObjects menu1. On the BusinessObjects menu click View and then click Refresh.

2. Click Refresh with current prompt values orRefresh with newprompt values depending on whether or not you want to modify theparameter values.

Refreshing all Report Views

If there is more than one view in your Office application and you want torefresh them all simultaneously, click the Refresh all data button on the LiveOffice toolbar.

If parameters exist in the view, you will only be prompted for new values if theOptions dialog box has the option Prompt for parameters on data refreshselected.


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Results of refreshing data

The data that gets returned when you refresh a view depends on the type ofobject that was used as the source of the view.

When you refresh a Report View that is based on a report object, Live Officereturns the latest data from the underlying database or databases.

When you refresh a Report View against a specific instance, Live Officereturns the data contained in the instance, notnecessarily the latest data.

When you refresh a Report View against the latest instance, Live Officereturns the data contained in the latest instance to which you have access.

You can change the Live Office options so that you are prompted forparameter values when you refresh the data. This occurs only for a sourcereport object or Business View that contains parameters. See Modifyingparameter values on page 46.

Removing a Report View

You can remove a Report View from the document. Note that you cannotundo this action. Once you have removed a Report View, you have to insert anew Report View to see the data again.

To remove a Report View from the document

1. Click any cell in the Report View that you want to remove.

2. On the BusinessObjects menu, click Report View > View > Remove.

Viewing report view properties

You can display the properties for the Report View and the selected cell.

To view the properties of a Report View

1. Right-click a cell or section in the Report View to open the shortcut menu.

2. Point to View, and then click Properties.

The Properties dialog box appears. The properties shown depend on thetype of cell you selected.

SystemThe name of your BusinessObjects Enterprise system.

User Name

The name of the user who published the Crystal report or BusinessView.


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Report

The name of the source Crystal report.

Business View

The name of the source Business View. Connection Id

The identifier for the connection.

Note: Several items in the document can use the same connection.

The Connection Id and View Id are shown in brackets next to theReport View name in the Navigation Bar.

View Id

The View Id shows the type of data displayed in the Report View:

0 - The data is based on part of a report that is not a Detailssection.

1 - The data is based on fields.

2 - The data is based on a Details section of a report.

Field

Shows the source field for the selected cell of data.

Group Path

If the Report View shows a group of data, the group path shows thecontext of the data in the source report. For example, if the grouppath shows/Country[USA]/Region[CA], this means that Report View showspart of the report in which the Countryfield is set to USA and theRegion field is set to CA.

Data Context

If the Report View shows part of a report, this shows the context ofthe data in the source report. For example, if the group path shows/Country[USA]/Region[CA], this means that Report View showspart of the report in which the Countryfield is set to USA and theRegion field is set to CA.

Latest Instance

Whether the Report View is based on the latest instance.

Instance Time

The time the instance was created.

Value

The information displayed in the selected cell.


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Type

The type of information in the selected cell. For example, date,string, or integer.

3. Click OK.4. View Options

View Options

Live Office allows you to view and modify the appearance and refresh optionsof your Report View

To view and modify the view options of a Report View, go to View > View >Options on the BusinessObjects menu. The View Options dialog box opens.

Note: The settings in this dialog apply only to the current View. For global

settings see Options dialog box on page 148.

There are various settings:

Conceal data when saving Latest instance

This shows the latest instance data regardless of the user thatscheduled it

Latest instance by user

This shows the latest instance data based on the user that scheduledit or the user that it was scheduled On behalf of. For example, if the

administrator schedules a report on behalf of User1, the instance hasthe ScheduledBy property of User1not the administrator.

Keep user format when refreshing

This option maintains the formatting applied to the Report View orCube View after it was inserted using report parts. If a view isinserted by selecting fields from a report, user formatting is alwayskept.

Use report format

This option is available if the View is inserted from report parts. If it isselected, the report formatting will be applied from the original reportand any user formatting that is added to the View will be lost.

Note: For Cube Views, the data grid formatting is reapplied from theoriginal report but the slice view and other regions in the Cube Vieware not reformatted from the original repo

business objects user guide

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