Business objects ENTERPRISE XI 4.0 LIVE OFFICE User Manual

BusinessObjects Enterprise XI Live Office User’s Guide

BusinessObjects Live Office

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 the United States and other countries. All other names mentioned herein may be trademarks of their respective owners.

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 are report objects and report instances? . . . . . . . . . . . . . . . . . . . . . 18

Inserting Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Live Office Import Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Inserting a Report View from a Crystal report . . . . . . . . . . . . . . . . . . . . . . 20

Inserting a Cube View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

From an OLAP report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

From an OLAP data source . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Creating a Crystal report from Microsoft Excel data . . . . . . . . . . . . . . . . . 33

Chapter 4 Modifying a Report View 37

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Understanding the Report View layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Modifying a Report View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Changing the data source . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Viewing the original report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Modifying parameter values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

BusinessObjects Enterprise 11 Live Office User’s Guide 3

Contents

Modifying fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Working with filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Refreshing data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Removing a Report View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Viewing properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Chapter 5 Reorienting a Cube View 47

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Swapping dimensions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Swapping dimensions containing sorts and filters . . . . . . . . . . . . . . . . 49

Stacking dimensions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Removing a stacked dimension . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Changing the order of stacked dimensions . . . . . . . . . . . . . . . . . . . . . . 50

Selecting row and column members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Using the Member Selector toolbar commands . . . . . . . . . . . . . . . . . . 52

Using the Member Selector shortcut menu . . . . . . . . . . . . . . . . . . . . . . 53

Displaying a hierarchical or a flat view . . . . . . . . . . . . . . . . . . . . . . . . . 54

Switching between dimension hierarchies . . . . . . . . . . . . . . . . . . . . . . 55

Using the Favorites folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Searching for members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Changing the slice of data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Selecting the default member . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Hiding dimensions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Reactivating a hidden dimension . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Setting the slice member for a hidden dimension . . . . . . . . . . . . . . . . . 61

Reordering members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Reordering large dimensions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Changing member captions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Renaming a member . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Displaying member captions or names . . . . . . . . . . . . . . . . . . . . . . . . . 63

Drilling down . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Expanding a parent member . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Focusing on child members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

4 BusinessObjects Enterprise 11 Live Office User’s Guide

Contents

Using asymmetry in your view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Creating asymmetry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Restoring symmetry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Working with asymmetry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Formatting data in your document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Viewing cell and member properties . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Filtering data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Filtering by actual value . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Filtering by ranking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

Filtering by contribution (Pareto analysis) . . . . . . . . . . . . . . . . . . . . . . 73

Changing a filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Removing a filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Swapping dimensions containing filters . . . . . . . . . . . . . . . . . . . . . . . . 74

Filtering when Filter Null Values is also set . . . . . . . . . . . . . . . . . . . . . 74

Excluding null values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Sorting data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Sorting on a member . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Swapping sorted dimensions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Preserving and breaking hierarchies . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Changing the sort order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Sorting multiple members in a dimension . . . . . . . . . . . . . . . . . . . . . . 77

Highlighting Exceptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Applying global highlighting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Highlighting high or low absolute values . . . . . . . . . . . . . . . . . . . . . . . 78

Highlighting exceptions compared with other members . . . . . . . . . . . 79

Highlighting exceptions based on a calculation result . . . . . . . . . . . . . 80

Editing highlighting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Removing highlighting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Using other formats to highlight exceptions . . . . . . . . . . . . . . . . . . . . . 83

Adding Calculated Members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Adding Automatic Totals to rows and columns . . . . . . . . . . . . . . . . . . 85

Adding calculated members to the Cube View . . . . . . . . . . . . . . . . . . 86

Adding calculated members showing contribution . . . . . . . . . . . . . . . . 88

BusinessObjects Enterprise 11 Live Office User’s Guide 5

Contents

Adding calculated members showing growth . . . . . . . . . . . . . . . . . . . . 89

Adding calculated members showing ranking . . . . . . . . . . . . . . . . . . . . 89

Adding calculated members showing variance . . . . . . . . . . . . . . . . . . . 91

Adding data analysis calculations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

Adding a trend line calculation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

Adding a moving average calculation . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Adding a linear regression calculation . . . . . . . . . . . . . . . . . . . . . . . . . 94

Using calculation definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

Editing calculated members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

Removing calculated members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

Switching between types of calculated member . . . . . . . . . . . . . . . . . . 98

Chapter 6 Modifying a Cube View 101

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

Understanding the Cube View layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

Modifying a Cube View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103

Refreshing the data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103

Editing the MDX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103

Removing a Cube View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103

Formatting and Layout Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

Viewing Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

Chapter 7 Publishing and Viewing Files 107

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

Publishing a document to BusinessObjects Enterprise . . . . . . . . . . . . . . . 108

Viewing a published document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

Opening a document on a local drive . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109

Connecting Views to a different system . . . . . . . . . . . . . . . . . . . . . . . . . . 109

Chapter 8 Customizing BusinessObjects Live Office 111

Adding security to your document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

Changing default data strings in a View . . . . . . . . . . . . . . . . . . . . . . . . . . 112

Customizing the shortcut menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

Changing general display settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115

6 BusinessObjects Enterprise 11 Live Office User’s Guide

Contents

Automatically connecting to BusinessObjects Enterprise . . . . . . . . . . . . 116

Single Sign-on . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

Changing the field display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

Appendix A References 119

Options dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120

Properties dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

Report View Expert . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

Report Viewer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

Appendix B Business Objects Information Resources 123

Documentation and information services . . . . . . . . . . . . . . . . . . . . . . . . . 124

Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

What’s in the documentation set? . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

Where is the documentation? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

Send us your feedback . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125

Customer support, consulting and training . . . . . . . . . . . . . . . . . . . . . . . . 125

How can we support you? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125

Looking for the best deployment solution for your company? . . . . . . 126

Looking for training options? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126

Useful addresses at a glance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126

Index 127

BusinessObjects Enterprise 11 Live Office User’s Guide 7

Contents

8 BusinessObjects Enterprise 11 Live Office User’s Guide

Introduction to BusinessObjects Live Office

chapter

Introduction to BusinessObjects Live Office

About this guide

BusinessObjects Live Office (Live Office) enables you to extend data from Crystal reports, Business Views, or OLAP reports by using Microsoft Office. You can use Live Office with Microsoft Excel, Microsoft PowerPoint, Microsoft Word, and Microsoft Outlook.

Using Live Office, you can design Microsoft Office documents that combine relational and cube data with data from other sources. By publishing these Microsoft Office documents to BusinessObjects Enterprise, you enable authorized users to view the documents and refresh the data against the data source. BusinessObjects Enterprise security protects published documents against access by unauthorized users.

This guide explains the basic concepts of Live Office. It provides you with information and procedures on how to import data from Crystal reports, Business Views, and OLAP reports. It also describes how to manipulate that data within , and publish your BusinessObjects Enterprise.

Who should read this guide

This guide is intended for users who want to work with Business Objects data within a environment. You must be familiar with and have some familiarity with BusinessObjects Enterprise to understand this guide.

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

Business Objects information resources

For more information and assistance, see Appendix B: Business Objects

Information Resources. This appendix describes the Business Objects

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

10 BusinessObjects Enterprise XI Live Office User’s Guide

Getting Started

chapter

Getting Started

Overview

BusinessObjects Live Office (Live Office) enables you to import data from Crystal reports, OLAP reports, and Business Views into Microsoft Office. This process is known as inserting a View.

The source Crystal reports, OLAP reports, and Business Views must already be published to BusinessObjects Enterprise. To import data, you must 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 Office functionality and the features of Live Office.

Using BusinessObjects Enterprise

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

• View objects

• Edit objects

• View document instances (Crystal reports only)

• Refresh the report’s 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 Enterprise when you add or modify a View, unless you are already logged on. You must also log on before you can publish a document or open a published document.

To log on to BusinessObjects Enterprise



1. In , 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” on page 17.

12 BusinessObjects Enterprise XI Live Office User’s Guide

Getting Started

Using the Business Objects Live Office toolbar

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

For instructions on how to refresh a View, see “Modifying a Report

View” on page 37 and “Modifying a Cube View” on page 101.

• Open a published document that contains a View.

For instructions on how to view published documents in BusinessObjects Enterprise, see “Publishing and Viewing Files” on page 107.

2. When the Log On to BusinessObjects Enterprise dialog box appears, type

the name of your BusinessObjects Enterprise system in the System field.

Note:

• This is the name of the CMS (Central Management Server) for your

BusinessObjects Enterprise system.

• If there is more than one BusinessObjects Enterprise system at your

site, make sure that you log on to the system that contains the Crystal reports, OLAP reports, or Business Views that you want to use.

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

Enterprise 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 more information, see “Automatically connecting to BusinessObjects Enterprise” on page 116.

For more information about logging on to BusinessObjects Enterprise, see the BusinessObjects Enterprise documentation, or contact your BusinessObjects Enterprise administrator.

Using the Business Objects Live Office toolbar

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

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

BusinessObjects Enterprise XI Live Office User’s Guide 13

Getting Started

Using the Business Objects Live Office toolbar

Note: You cannot set parameter values for report instances. For details, see

“What are report objects and report instances?” on page 18.

To show or hide the Business Objects Live Office toolbar



• On the View menu, point to Toolbar s, and then click Business Objects

Live Office.

The toolbar contains the following options:

New Allows you to import data into the document.

View Provides options for modifying the objects

Refresh All Data Refreshes the data of each View in the

Options Allows you to customize the properties of

Help Displays help for Live Office.

You can choose to insert one of the following objects:

• A New Report View.

• A New Cube View.

For more information about the objects that you can insert, see “Importing Data” on page 17.

that you inserted. For information about the options that you

can use, see “Modifying a Report View” on page 37 and “Modifying a Cube View” on page 101.

document against the source Crystal report, OLAP report, or Business View. For more information, see “Refreshing data” on page 44.

Live Office. For more information, see

“Customizing BusinessObjects Live Office”

on page 111“Customizing BusinessObjects

Live Office” on page 111

14 BusinessObjects Enterprise XI Live Office User’s Guide

Getting Started

Using the Business Objects Live Office toolbar

Refresh Refreshes the current View against the data

source.

Note: If the Refresh button is not on the

toolbar, you cannot refresh the View. This can occur if you have logged on to the wrong BusinessObjects Enterprise system, or if you do not have the appropriate rights for the source Crystal report, OLAP report, or Business View. For more information, see

“Refreshing data” on page 44.

View list Allows you to go to a different View in the

document.

Note: The brackets show the Connection ID

and the View ID of each VIew. For details, see “Viewing properties” on page 45.

Parameter name Allows you to modify the parameter value(s)

of the inserted View.

Note: For more information, see “Modifying

parameter values” on page 40.

BusinessObjects Enterprise XI Live Office User’s Guide 15

Getting Started

Using the Business Objects Live Office toolbar

16 BusinessObjects Enterprise XI Live Office User’s Guide

Importing Data

chapter

Importing Data

Overview

BusinessObjects Live Office (Live Office) enables you to import data from Crystal reports, OLAP reports, and Business Views into Microsoft Office. This process is known as inserting a View.

What are report objects and report instances?

When you import data from a Crystal report, you can choose to import data from report objects or report instances. This section explains the difference between importing data from Crystal report objects and Crystal report instances.

A report object is an object that is created with a Crystal report designer (for example, a report created in Crystal Reports or RAS). A report instance is an instance of the object that BusinessObjects Enterprise generates when users schedule the report.

Report objects contain information from various data sources, such as databases or Business Views. When a user publishes a report object, BusinessObjects Enterprise saves only the structure of the report; that is, the published report object contains no saved data. The report object returns data from the underlying data source on demand.

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

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

Note: There are no instances of OLAP reports and Business Views; OLAP

reports and Business Views always return the latest data from the underlying database(s).

Inserting Views

To insert a View, you must have the appropriate rights for the source Crystal report object or instance, OLAP report, or Business View.

To insert a View



1. Open a document.

18 BusinessObjects Enterprise XI Live Office User’s Guide

2. Select where you want to insert the View.

3. On the Business Objects menu, select New.

4. Click New View if you want to insert data from a Crystal report, Business

View, OLAP report, or directly from an OLAP data source.

The Live Office Import Wizard appears. For information about the Wizard, see “Live Office Import Wizard” on page 19.

If you have not already logged on to BusinessObjects Enterprise, you are prompted to do so. For more information, see “Logging on to

BusinessObjects Enterprise” on page 12.

Live Office Import Wizard

The Live Office Import Wizard appears when you select New View from the Business Objects menu.

Importing Data

Inserting Views

The Wizard helps you to select a source report object, report instance, Business View, or OLAP object, and then set parameters for the View if needed. You can then choose to select the fields of the item that you want to include in your document and apply filters to the data.

Alternatively, you can select parts of the Crystal report directly from a Report Viewer. (For more information about Report Viewers, see “Selecting parts of

the report” on page 25.)

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

BusinessObjects Enterprise XI Live Office User’s Guide 19

Importing Data

Inserting a Report View from a Crystal report

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

Selecting a data source

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

To select a data source for the Report View



1. From the Business Objects menu, click New View.

The Live Office Import Wizard appears.

2. In the Live Office Import Wizard, expand a BusinessObjects Enterprise

folder to see a list of Crystal reports or Business Views in that folder.

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

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 can

insert a Report View based on the report object only if you have refresh rights on the report. If you do not have the right to refresh a report, 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 the

same data, unless you base the Report View on the latest instance. If you want the Report View to show the current data in the underlying database, select the report object rather than an instance.

20 BusinessObjects Enterprise XI Live Office User’s Guide

Importing Data

Inserting a Report View from a Crystal report

Tip:

• Click the plus sign (+) beside the History folder to insert a new Report

View that is based on a data source that you have selected recently.

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

• Click the plus sign (+) beside the Current Connections folder to show

the connections to data sources for the Report Views in the document.

If you select a current connection, the Live Office Import Wizard does not insert a new Report View but instead modifies the corresponding Report View in the document.

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

report 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 next step is “Specifying parameter values” on page 21.

If you selected a report object, a report instance, or a Business View that does not contain parameters, the next step is “Logging on to the database” on page 22.

Specifying parameter values

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

A parameter is a special type of field that prompts users for a value. In Crystal reports, parameter fields can be added for report title CREATION, record selection, sorting, and a variety of other uses. With parameter fields, users can 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 users to choose a sales region. The report will then return the results for the specific region, rather than all regions.

Note: You cannot specify parameter values for a Report View that is based

on a report instance. Instances use the parameter values that were set when the report was created or scheduled.

BusinessObjects Enterprise XI Live Office User’s Guide 21

Importing Data

Inserting a Report View from a Crystal report



To specify a parameter value

1. In the Specify Parameter Values screen of the Live Office Import

Wizard, select a parameter from the Parameters list.

2. Enter the parameter value. If you want to modify an existing value, select

the value, and then enter the new parameter value:

• Select a discrete value from the Discrete values list, and then click

Add or Update. If null values are allowed, you can set a parameter to null by clicking Update when there is no value in the list.

• Alternatively, select a range of values from the Range from and

Range to lists, and then click Add or Update.

Note: If a parameter has no current value, you must enter a value for

that parameter before you proceed to the next screen.

3. Click Next.

If the database on which the report or Business View is based requires logon details, you are prompted to log on. See “Logging on to the database” on page 22.

Logging on to the database

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

If you selected a report object or report instance, the next step is “Specifying a

data selection method” on page 22.

If you selected a Business View, the next step is “Selecting fields” on page 23.

Specifying a data selection method

If 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 fields

from the report. See “Selecting fields” on page 23.

• Click Select parts of the report if you want to select items from a view of

the whole report. Using the Report Viewer, you can select individual items of data or areas of the report. You can also select charts and pictures. See “Selecting parts of the report” on page 25.

22 BusinessObjects Enterprise XI Live Office User’s Guide

Selecting fields

This screen does not appear if you have chosen to select parts of a report.

Select the fields that you want to display in the Report View. You can change the fields later. For details, see “Modifying fields” on page 41.

Here are some things to know about field selection:

• You can select any combination of available fields and groups for your

• If you select fields from a grouped report but do not select a group, the

• Group and summary information is included in the Available fields list

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

Importing Data

Inserting a Report View from a Crystal report

Report View.

fields still appear in the grouped order in the Report View.

Note: The names of the fields come from the underlying database, not

from the source Crystal report or Business View.

(see To select fields for the Report View) and maintains the order that is found in the source report or Business View. For example, if you select a group that is sorted in ascending order, the fields are sorted in ascending order in the Report View.

details, see “Changing the field display” on page 117.

Grouping data

To select fields for the Report View



1. In the Available fields list, click a field that you want to include in the

Report 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” on

page 24.

• Click Finish to insert the Report View.

You can group on all available fields in the Crystal Report or Business View, even if the fields doe not appear in the Report View.

BusinessObjects Enterprise XI Live Office User’s Guide 23

Importing Data

Inserting a Report View from a Crystal report



To group the data

1. In the Grouping screen of the Live Office Import Wizard, click the field

that you want to group the data by; then click the right arrow button (>). The field appears in the Included fields list.

Note: You can select more than one field to group on. Click the Select All

button (>>) to include all the fields or hold down SHIFT or CTRL and then click the left mouse button to select multiple fields.

2. Use the up and down arrows to change the order of the included groups,

as required.

3. Do one of the following:

• Click Next to filter the data in the Report View. See “Filtering data” on

page 24.

• Click Finish to insert the Report View.

Filtering data

This screen does not appear if you have chosen to select parts of a report.

You can apply filters to all available fields in the Crystal report or Business View 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 source Crystal report or Business View.

To filter the data



1. In the Filter Data screen of the Live Office Import Wizard, click the field

that 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. You can further qualify your operator with values from the Values lists. The options 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 NOT NULL” operators in combination with other operators. The “is not equal to” 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 calculated values 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.

24 BusinessObjects Enterprise XI Live Office User’s Guide

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

Live Office also uses comments for the context of report parts. See “Selecting

parts of the report” on page 25.

You can change the filters on the Report View. For more information, see

“Working with filters” on page 42.

Selecting parts of the report

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

Opening the Report Viewer

When you click “Select parts of the report”, and then click “Finish“ in the Live Office Import Wizard, the Report Viewer appears. In the Report Viewer, you can select individual items of data or areas of the report, including charts and picture.

Note: 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. If required, you can use the Report Viewer to add other parts of the report to the document without opening the Live Office Import Wizard.

Importing Data

Inserting a Report View from a Crystal report

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 select the areas that are shaded in red.

Note: If you select an item from a Details section of the report, all the

details in the same section are automatically selected.

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

selected 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 selected

items as a table in the document. The resulting table looks like a Report View that has been created from fields of a report. The Report Viewer remains 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.

BusinessObjects Enterprise XI Live Office User’s Guide 25

Importing Data

Inserting a Report View from a Crystal report

Viewing the data

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

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

Live Office stores the context of the report part as a comment on the Report View. The context tells you what part of the report a field comes from and whether or not is a summary. The cell containing the filter is highlighted. You must ensure that you do not remove the report context, otherwise the data will become static and you will not be able to update it. If you select several items and insert them as a table, the inserted data shares the same context. Comments are also used to display filter information. See “Filtering data” on page 24.

To hide all comments in the document, click Options on the Tools menu and then 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 what the data is intended to show. You can use the Edit Formula command to give more information about a cell of data. For example, if a cell contains data that shows “This Year’s Sales of Carrots,” you can add that text to the page.

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 the

following:

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%} is

the value shown in the cell.

4. Click OK.

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

26 BusinessObjects Enterprise XI Live Office User’s Guide

Inserting a Cube View

Live Office allows you to insert data from an OLAP data source by using data from an existing OLAP report or by connecting directly to a cube.

For information about inserting data from an existing OLAP report, see “From

an OLAP report” on page 27. For information about how to connect directly to

an OLAP cube, see “From an OLAP data source” on page 29.

From an OLAP report

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

Selecting a data source

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

Importing Data

Inserting a Cube View

To select a data source for the Cube View



1. In the Live Office Import Wizard, expand the BusinessObjects Enterprise

folder 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 Live Office, see “Using BusinessObjects Enterprise” on page 12.

2. Click an OLAP report to insert a Cube View that is based on that report

and then click Next.

Note: Because the OLAP report contains no saved data, you can insert

a Cube View only if you have refresh rights on the report.

Tip:

• Click the plus sign (+) beside the History folder to insert a new Cube

View based on a data source that you have selected recently.

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

• Click the plus sign (+) beside the Current Connections folder to show

the connections to the data sources for the Cube Views in the current document.

BusinessObjects Enterprise XI Live Office User’s Guide 27

Importing Data

Inserting a Cube View

If you select a current connection, the Live Office Import Wizard does not insert a new Cube View but instead modifies the corresponding Cube View in the document.

• Click Details to display the current parameter values only for Crystal

reports and instances. OLAP report parameters are not displayed in this dialog box.

3. Click Next.

If your OLAP report has a data source requiring logon credentials that have not been saved in BusinessObjects Enterprise, the next step is “Logging on to

the data source” on page 28.

Logging on to the data source

If your data source requires logon credentials that you have not saved in BusinessObjects 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 to

Logon with specific credentials in the Central Management Console (CMC) of BusinessObjects Enterprise.

If your OLAP report contains parameters, the next step is “Specifying

parameter values” on page 28.

If your OLAP report does not contain parameters, the next step is “Choosing a

worksheet page” on page 29.

Specifying parameter values

If the Cube View is based on an OLAP report that contains parameters, you can 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 the need to construct multiple reports.

You can use parameters to specify the cube, to set the slice member of a dimension, to specify the active members of row or column dimensions, and to 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 Required

tab.

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

28 BusinessObjects Enterprise XI Live Office User’s Guide

3. If more than one parameter exists, repeat steps 1and 2 for each

parameter, and then click OK.

Choosing a worksheet page

The “Choose a worksheet page” screen in the Live Office Import Wizard allows 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 click Next.

Reorienting the cube view

The “Reorient the cube view” screen allows you to manipulate the OLAP data in your Cube View the same way you would within OLAP Intelligence. You can swap dimensions, apply filters, change the formatting, and add calculated members directly from within your document.

For more information on how to reorient your Cube View, see “Reorienting a

Cube View” on page 47.

From an OLAP data source

Importing Data

Inserting a Cube View

Live Office allows you to choose a connection to an OLAP cube directly from the Live Office Import Wizard, to create a viewpoint directly within your .

You can insert OLAP data as a table with limited editing capabilities once it has been inserted into your . You can also insert the data so that you have the ability to modify the view of the data just as you would in OLAP Intelligence.

Live Office offers full OLAP Intelligence functionality within your Office documents. For more information on how to modify a Cube View, see “Modifying

a Report View” on page 37 and “Modifying a Cube View” on page 101.

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.

If no OLAP servers are listed, click Add Server to add one. For information on how to add an OLAP server, see “Adding OLAP Servers” on page 30.

3. Select a cube and click Next.

4. Make any required changes to the Cube View in the Reorient Cube View

screen that appears, and then click Finish. For information about modifications you can make, see “Reorienting a Cube View” on page 47.

BusinessObjects Enterprise XI Live Office User’s Guide 29

Importing Data

Inserting a Cube View

Adding OLAP Servers

Live Office allows you to make a direct connection to an OLAP server from your document. This connection allows you to collect current cube data without leaving your document.

Connecting to a Microsoft OLAP data source

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

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

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

For more information, see Microsoft’s documentation for Analysis Services, which is available either as part of your Microsoft OLAP installation, or on the MSDN Website at http://msdn.microsoft.com/library. The relevant section is called “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 Add

Server. The Connection Properties dialog box opens.

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

Services, or Microsoft OLE DB Provider for OLAP Services 8.0.

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

OLAP Server The cube is held on an Analysis Server.

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

Local Cube file (.CUB)

HTTP Cube Sometimes referred to as an iCube, this type of cube is held

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.

30 BusinessObjects Enterprise XI Live Office User’s Guide

The cube is stored as a CUB file on the local computer. Browse to the location of the CUB file.

on an Analysis Server that is accessible through HTTP. type the URL, User Name, and Password in the boxes.

Importing Data

Inserting a Cube View

Connecting to a Holos data source

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

• Using Open OLAP—the Holos server has been registered with a name

service, and is available for stand-alone use. For more information about Open OLAP, see the Holos Integration Guide, which is supplied with Holos 9.

• Using BusinessObjects Enterprise—the Holos server is registered with

BusinessObjects Enterprise. For more information about BusinessObjects Enterprise, see the BusinessObjects Enterprise Administrator’s 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 Add

Server. 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 is

running the name service. Ask your system administrator if you are not sure what to enter here.

5. In the Name Service Port box, enter the number of the TCP/IP port that

the name service is running on. Again, you may need to ask your system administrator what to type.

6. Click OK.

BusinessObjects Enterprise XI Live Office User’s Guide 31

Importing Data

Inserting a Cube View

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

8. Click either Use Enterprise authentication or Use system

authentication.

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

10. In the Password box, type your password.

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

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

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 Add

Server.

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 running

BusinessObjects Enterprise. Ask your system administrator if you are not sure what to type here. If

BusinessObjects Enterprise does not use the default port number, type the port number in the Port box.

5. Click OK.

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

7. Click either Use Enterprise authentication or Use system

authentication.

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

9. In the Password box, type your password.

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

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

12. Click OK.

Connecting to an Essbase or DB2 data source

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

32 BusinessObjects Enterprise XI Live Office User’s Guide

Importing Data

Creating a Crystal report from Microsoft Excel data



To connect to an Essbase or DB2 data source

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

Server.

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.

• Click Hyperion Essbase (Local client) for Essbase data.

6. In the Server box, type the name of the server.

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

8. In the Password box, type your password.

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

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

11. Click OK.

Creating a Crystal report from Microsoft

BusinessObjects Enterprise XI Live Office User’s Guide 33

Importing Data

Creating a Crystal report from Microsoft Excel data

Excel data

Live Office allows you to create a Crystal report from existing Excel spreadsheets. The Crystal Report Wizard offers familiar report design capabilities directly within Excel—you can create a Crystal report from your data without leaving Excel.

The method for creating a Crystal report with the Crystal Report Wizard is as follows:

• Open Microsoft Excel.

• Select a spreadsheet (or selected cells) and launch the Crystal Report

Wizard.

• Use the Crystal Report Wizard to create a report to your specifications.

Note: The Crystal Report Wizard works with the Office XP, Office 2000, and

Office 2003 versions of Excel.

Choose an entire data range in a spreadsheet, or select certain cells to create a Crystal report. The report you create is linked to your Excel spreadsheet and can be refreshed to show changes made to the spreadsheet data.

Excel reports are updated when you refresh their data in Crystal Reports if you have:

• Added a row to the selected spreadsheet range (but not pre-appended or

appended a row).

• Deleted a row from the selected spreadsheet range.

• Modified a cell within the selected spreadsheet range.

After you create a report using the Crystal Report Wizard, you can preview it using the default ActiveX viewer or you can launch Crystal Reports to modify it.

Note: When you create a report from an Excel spreadsheet, Live Office creates

a database file (.mdb). This file, the Excel spreadsheet file (.xls), and the report file itself (.rpt) cannot be moved or you’ll lose the links between them and won’t be able to refresh your report data later. If you want to change the spreadsheet data source for your report, use the Set Datasource Location option. For more information, search for this topic in the Crystal Reports Online Help.

To create a report in Excel using the Crystal Report Wizard



1. On the BusinessObjects menu in Excel, click New and then click

Create Crystal Report.....

Tip: Another way to open the Crystal Report Wizard is to click the New

button.

If your spreadsheet has unsaved data, Excel warns you to save before running the Wizard.

34 BusinessObjects Enterprise XI Live Office User’s Guide

Importing Data

Creating a Crystal report from Microsoft Excel data

2. With a data range selected, click Create Report.

The Crystal Report Wizard appears.

Note: As you design your report, the program creates a database file

(.mdb). The database file, the spreadsheet file (.xls), and the resulting report file (.rpt) cannot be moved or you won’t be able to refresh your report data later. If you want to change the spreadsheet data source for your report, use the Set Datasource Location option. For more information, search for this topic in the Crystal Reports Online Help.

3. Add the database fields you want to appear in your report to the Fields to

Display list.

The arrow buttons on this dialog box enable you to move fields from one list to the other. Single arrows move only the selected field; double arrows move all fields at the same time.

4. Click Next to choose fields to group on.

5. Add the database fields you want to group on to the Group By box.

When a group field is selected, you can choose a sorting order from the Sort Order list.

6. Click Next to choose fields to summarize on.

7. Add the database fields you want to total on to the Summarized Fields

list.

Summarized fields apply to the group specified in the “For the Group” list. You can use the same fields in each of several different groups.

When a summary field is selected, you can choose a summary type for it and add a grand total.

8. Click Next to sort groups on their summarized totals.

You can select Sort All Groups, or you can specify a Top or Bottom N.

9. Add the database fields you’ll use to filter your report to the Filtered

Fields list.

Define your record selection by selecting from the box of limiting operators and entering the appropriate field value.

10. Click Next to select a report style.

11. Click Next to choose what to do with the new Crystal report and then click

Finish.

If you choose Preview, the ActiveX viewer opens. You can view, print, and refresh the report in the viewer.

If you choose Save the report, the Save As dialog box appears and you can choose a name for the report and location to save it.

BusinessObjects Enterprise XI Live Office User’s Guide 35

Importing Data

Creating a Crystal report from Microsoft Excel data

If you choose Edit with Crystal Report Designer, Crystal Reports opens after you save the report. You can now view, print, refresh, and modify the report while using all the capabilities of the Report Designer.

Now that your report has been created, you can use it and modify it as you would any other report in Crystal Reports. It remains linked to your Excel spreadsheet so if you refresh the report after altering the spreadsheet, your changed data is displayed.

For details on modifying the Crystal report, see the Crystal Reports User Guide.

36 BusinessObjects Enterprise XI Live Office User’s Guide

Modifying a Report View

chapter

Modifying a Report View

Overview

BusinessObjects Live Office (Live Office) has many features that allow you to modify and format the Report Views.

Note: If you use Microsoft Office functionality to modify a Report View, Live

Office can overwrite these changes when you refresh the View.You can have many Report Views in a document, including several different Views of the same data. You can refresh each Report View individually, or refresh all Report Views at once.

For more information on refreshing Report Views, see “Refreshing data” on page 44.

Understanding the Report View layout

When you insert a Report View, cells containing data have a yellow background by default. You can change the colors and fonts in the View using the standard Microsoft Office commands.

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

Note: We recommend that you use Live Office functionality to modify the

Report 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 any cell in the row of the Report View immediately below where you

want the new row.

2. On the Business Objects 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 the selected cell.

• By default, the Business Objects shortcut menu replaces the

Microsoft Office shortcut menu when you right-click a Report View. For details about how to change this, see “Customizing the shortcut

menu” on page 114.

38 BusinessObjects Enterprise XI Live Office User’s Guide

Modifying a Report View

Changing the data source

If a Report View is based on a report object, you can change the data source to base it on a specific instance of the same report. Similarly, if a Report View is based on a specific report instance, you can change the data source to base 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 displays the 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 have the right to view.)

3. Select the report object or a report instance.

Tip:

• If you select “Latest instance”, the Report View displays the data

from the latest instance to which the user has access.

• Click Details to display the current parameter values for the report

object or the selected instance.

4. Click OK.

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

parameter values” on page 40.

5. If necessary, change the parameter values and click OK.

Modifying a Report View

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 Business

View.

BusinessObjects Enterprise XI Live Office User’s Guide 39

Modifying a Report View

Modifying parameter values

If the Report View is based on a report object or Business View that contains parameters, you can specify the parameter values used in the Report View. You cannot specify parameter values for a Report View that is based on a report instance. You can change the parameter values when you insert the Report View but you can also change the values later. If you do not specify the parameter values, Live Office uses the current values.

You can change the Live Office options so that you are prompted for the parameter 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 report

instance contains the parameter values that were specified when the instance was scheduled.

To modify parameter values on refresh



1. On the Business Objects 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 the data, the “Specify Parameter Values” screen of the Report View Expert appears.

For more information about setting parameter values, see the following procedure.



To modify parameter values

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

2. If you want to modify several parameter values, right-click the Report

View, click View and then Add/Modify Parameters on the shortcut menu.

This opens the “Specify Parameter Values” screen of the Report View Expert.

Tip: If you want to modify a specific parameter value, click the parameter

in the Navigation Bar.

3. Enter the parameter value. If you want to modify an existing value, select

the value, and then enter the new parameter value:

• Select a discrete value from the Discrete values list, and then click

Add or Update. If null values are allowed, you can set a parameter to null by clicking Update when there is no value in the list.

40 BusinessObjects Enterprise XI Live Office User’s Guide

Modifying a Report View

• Alternatively, select a range of values from the Range from and

Range to lists, and then click Add or Update.

To access the calendar for a date parameter, click the drop-down arrow beside the date. If the date parameter can take only discrete values, then you must select a date from the list.

4. Click OK.

5. If the source database requires logon details, enter the logon details and

click OK.

To remove a parameter value



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

2. If you want to remove a specific parameter value, click the parameter in

the Navigation Bar.

The “Specify Parameter Values” screen of the Report View Expert opens.

Tip: If you want to remove several parameter values, right-click the

Report View, click View and then Add/Modify Parameters on the shortcut menu.

3. Select a parameter from the Parameters list and expand the parameter

to display the parameter value; then, click the value.

4. Click Remove.

5. Click OK to close the dialog box.

Modifying fields

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

Use the Report Viewer to modify a Report View that is based on parts of a report. See “Selecting parts of the report” on page 25 for details.

To modify fields in a Report View



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

2. On the Business Objects 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 right

• To remove a field, select it in the Included fields list; then click the

arrow (>).

left arrow (<).

BusinessObjects Enterprise XI Live Office User’s Guide 41

Modifying a Report View

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

5. Click OK to apply the changes.



To remove a field from a Report View

1. In the Report View, click any cell in the field or column that you want to

remove.

2. On the Business Objects menu, click Report View > Field > Remove.

Working with filters

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

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

To add or modify a filter



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

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

Modify.

Tip: This command is also available on the Business Objects shortcut

menu 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. You can further qualify your operator using the values lists. The options that you are given depend on the selected operator.

Note:

• If you add a filter to a calculated field, you must type in the values

• If you format individual cells in a Report View and then change the

6. Click Add Filter to add the filter to the field, or Update Filter to modify

the existing filter.

rather than selecting from the lists. Live Office cannot retrieve the calculated values from the underlying database.

filters, the formatted cells may disappear from the amended view.

42 BusinessObjects Enterprise XI Live Office User’s Guide

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 Business Objects menu, click Report View > Filter > Add/

Modify.

Tip: This command is also available on the Business Objects shortcut

menu 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 Business Objects menu, click Report View > Filter > Remove.

Note: This removes all the filters from the selected field. It does not

remove 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 View Expert. For example, if the Report View contains information on a range of hats, you might have three fields containing the following information: Size, Color, and Price. The hats might come in four colors: red, black, blue, and green. If you want the Report View to display the size and price for the black hats only, you could use the Focus On Value command to return that information. Alternatively, you can use the Exclude Value command to exclude specific values.

Modifying a Report View

To focus on a value



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

2. On the Business Objects menu, click Report View > Filter > Focus On

Val ue.

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 Business Objects menu, click Report View > Filter > Exclude

Val ue.

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

BusinessObjects Enterprise XI Live Office User’s Guide 43

Modifying a Report View

Refreshing data

You can refresh the data in a Report View against the source Crystal report or Business View.

The source Crystal report can be a report object, a specific instance of the report, or the latest report instance to which you have access. For more information about instances, see “What are report objects and report

instances?” on page 18.

Note: There are no instances of Business Views; Business Views always

return the latest data from the underlying databases.

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

When you refresh a Report View against a specific instance, Live Office returns the data contained in the instance, not necessarily the latest data.

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

You can change the Live Office options so that you are prompted for parameter values when you refresh the data. This occurs only for a source report object or Business View that contains parameters. See “Modifying

parameter values” on page 40.

To refresh a single Report View



1. Click any cell in the Report View.

2. Do one of the following:

• On the Business Objects menu, click Report View > View >

Refresh.

• Click the Refresh button on the Live Office Navigation Bar.

3. If the Report View uses parameters, Live Office prompts you to specify

the parameter values.

To refresh all Report Views in the



Do one of the following:

document

• On the Business Objects menu, click Refresh All Data.

• Click the Refresh All Data button on the Business Objects Live Office

toolbar.

If a Report View uses parameters, Live Office prompts you to specify the parameter values.

44 BusinessObjects Enterprise XI Live Office User’s Guide

Removing a Report View

You can remove a Report View from the document. Note that you cannot undo this action. Once you have removed a Report View, you have to insert a new Report View to see the data again.

Modifying a Report View

To remove a Report View from the



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

2. On the Business Objects menu, click Report View > View > Remove.

Viewing 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 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 the type of cell you selected.

• System

The name of your BusinessObjects Enterprise system.

• User Name

The name of the user who published the Crystal report or Business View.

• 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 the Report 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 Details section.

• 1 - The data is based on fields.

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

document

BusinessObjects Enterprise XI Live Office User’s Guide 45

Modifying a Report View

• 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 the context of the data in the source report. For example, if the group path shows

/Country[USA]/Region[CA], this means that Report View shows

part of the report in which the

Region field is set to “CA”.

• Data Context

If the Report View shows part of a report, this shows the context of the data in the source report. For example, if the group path shows

/Country[USA]/Region[CA], this means that Report View shows

part of the report in which the

Region 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.

• Type

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

3. Click OK.

Country field is set to “USA” and the

46 BusinessObjects Enterprise XI Live Office User’s Guide

Reorienting a Cube View

chapter

Reorienting a Cube View

Overview

BusinessObjects Live Office (Live Office) has many features that allow you to modify and format your Cube View.

You can modify a Cube View before or after you insert it into a your document by using the functionality of the Reorient cube view screen in the Live Office Import Wizard.

To access the Reorient cube view screen from your Cube View



• Right-click a member and select Change View on the shortcut menu.

If you use Microsoft Office functionality to modify a Cube View, Live Office can overwrite these changes when you refresh the View.

You can have many Cube Views in a document, including several different Views of the same data.

This chapter focusses on the functionality found in the Reorient Cube View screen. For information on modifying your Cube View, see “Modifying a Cube

View” on page 101.

Swapping dimensions

You can swap dimensions with others to reorient the view of data in the Cube View. You can drag and drop dimensions to swap them or use the commands on the shortcut menu.

You can swap a row or column dimension with one of the slice dimensions, or with another row or column.

To swap rows with columns



1. Right-click a row or column dimension and then click Change View to

open the Reorient cube view dialog box.

2. Right-click a row or column dimension and click Swap Rows with

Columns on the shortcut menu.

The data in the Cube View updates to show the new orientation.

3. Click OK.

The document now shows the new orientation.

48 BusinessObjects Enterprise XI Live Office User’s Guide

Reorienting a Cube View



To swap two dimensions

1. Right-click a row or column dimension and then click Change View to

open the Reorient cube view dialog box.

2. Point to the dimension that you want to move, and drag it to the

dimension that you want to swap.

3. When the cursor changes to the swap symbol, release the mouse button

to swap the two dimensions:

Tip: You can also right-click the dimension you want to move, and click

Swap With on the shortcut menu.

The data in the OLAP Viewer updates to show the new orientation.

4. Click OK.

The document shows the new orientation.

Swapping dimensions containing sorts and filters

If you sort or filter a row dimension, and then swap the row with a column dimension, the filter moves with the dimension. The filter also moves with the dimension if you change a column to a row.

See “Sorting data” on page 75 and “Filtering data” on page 71 for more information on sorting and filtering.

Stacking dimensions

Displaying two or more dimensions in a particular row or column in the OLAP View is known as stacking dimensions. When you stack dimensions, the one nearest the cells is called the inner dimension, and any others are called the outer dimensions.

You can stack dimensions using the following commands from the shortcut menu:

Move To Choose Row, Column or Slice from the submenu to move

the selected dimension.

Add Before Choose a dimension member from this submenu. The

dimension you are moving is inserted before this dimension.

Add After Choose a dimension member from this submenu. The

dimension you are moving is inserted after this dimension.

BusinessObjects Enterprise XI Live Office User’s Guide 49

Reorienting a Cube View

Stacking dimensions

Alternatively, you can use the drag-and-drop method.

To stack dimensions



1. Point to the dimension that you want to move and drag it to a row or column.

You can place a dimension over a row or column, or over a slice at the bottom of the OLAP Viewer or in the Slice Navigator. There must always be at least one dimension left in a row or column.

2. When the cursor changes to an arrow symbol, release the mouse button:

The arrow symbol indicates where the dimension appears: you can add the dimension above or below a column dimension, or on the left or right of a row dimension.

The data in the OLAP Viewer updates to show the new orientation.

3. Click OK.

The document shows the new orientation.

When moving a dimension to the slice dimension area at the bottom of the OLAP Viewer or to the Slice Navigator, you can set the slice member by dragging the appropriate row or column member heading. See “Changing the slice of data” on page 59 for more information on altering the active slice member.

Note: You can only apply sorting, filtering, and exception highlighting to inner

dimensions on stacked dimensions.

Removing a stacked dimension

If you no longer want to display a dimension as a stacked row or column, drag the dimension to the slice dimension area at the bottom of the OLAP Viewer.

Changing the order of stacked dimensions

You can change the order of the dimensions in a row or column by swapping the dimensions.

50 BusinessObjects Enterprise XI Live Office User’s Guide

Selecting row and column members

You can use the Member Selector to set the active members for your row and column dimensions. If you are only interested in a subset of your business data, use the Member Selector to display only those members.

To set row and column members



1. Right-click a member and select Change View from the submenu.

2. Click the down-arrow button beside the dimension name to open the

Member Selector.

The member list is automatically expanded to display all of the members that are currently displayed in the Cube View.

Reorienting a Cube View

3. Select the check boxes for each of the members that you want to see in

your Cube View.

• Expand hierarchies by clicking the plus symbol, if required.

• Glance down the levels to make sure that only the members you want

are selected. If a parent member is not selected, this does not necessarily mean that child members are not selected. Child members can still be selected, even if the parent member is not selected.

• Use the Member Selector commands to help you pick the members you

want more quickly. The following section describes these commands.

4. Close the Member Selector when you have completed your selection.

BusinessObjects Enterprise XI Live Office User’s Guide 51

Reorienting a Cube View

Selecting row and column members

Using the Member Selector toolbar commands

The toolbar contains a number of commands to help you select members quickly.

Toolbar

The Member Selector toolbar contains the following commands:

Selection menu Change the selected members. See “Select

menu” on page 52.

Select Display Mode

Select Hierarchy Display a list of hierarchies (if more than one

New Favorite Group

Display Members Using

Search Search for members.

Select from the following: Hierarchy, Sort Ascending, and Sort Descending.

See “Sorting data” on page 75.

hierarchy is available from the cube).

Add a new favorite group to the Favorites folder of the associated dimension.

Select Caption, Name, or Caption : Name to specify the member display mode for the Member Selector.

Select menu

The following commands are available from the Select menu on the Member Selector toolbar. Click the down-arrow button next to Select to display these commands.

Select All Members

Select None Clears all selections.

Invert Selection Selects the members not selected, and clears the

Select All Top Members

Selects all the members in the dimension. This is useful if you want to select the majority of members. After you select all members, clear the members you don’t want.

members that were selected.

Selects the members in the top level.

52 BusinessObjects Enterprise XI Live Office User’s Guide

Reorienting a Cube View

Selecting row and column members

Select All Members at Level x

Select All Base Members

Move Selection Down One Level

Move Selection Up One Level

Save As Favorite Creates a new favorite group containing the selected

Note: After you have used one of these commands, its symbol appears on

the Select button on the toolbar so that you can choose it quickly.

Selects all members at a certain level. Select the level you want from the Level Selector window. To select multiple levels, hold down SHIFT or CTRL and select the member levels you want.

Selects all members at the lowest level.

Moves the selection from the parent member to the children.

Moves the selection from the child member to the parent.

members. You can select more than one member by holding down

the SHIFT or CTRL key.

Using the Member Selector shortcut menu

You can use the Member Selector shortcut menu to make selections quickly.

To display this menu, right-click a member in the Member Selector. The following commands are available:

Select All Members at This Level

Add Parent to Selection

BusinessObjects Enterprise XI Live Office User’s Guide 53

Selects all the members on this level of the hierarchy.

Adds parent members to the selection. You can choose from:

• One level: Adds the immediate parents of the

members you have selected.

• All levels: Adds all parents of the members you

have selected.

• Custom: Displays the Level Selector. Select the

level or levels of parent members you want to add. Use CTRL and SHIFT to select multiple levels.

Reorienting a Cube View

Selecting row and column members

Add Children to Selection

Adds child members to the selection. You can choose from:

• One level: Adds the immediate children of the

members you have selected.

• All levels: Adds all children of the members you

have selected.

• Custom: Displays the Level Selector. Select the

level or levels of child members you want to add. Use CTRL and SHIFT to select multiple levels.

Add To

Adds your selections to your favorite groups. You can choose to:

• Create a favorite group.

• Add the selections to an existing favorite group.

You can select more than one member by holding down the SHIFT or CTRL key.

Displaying a hierarchical or a flat view

If a dimension contains a hierarchy, the Member Selector can either show the hierarchy, with its structure of groups and totals, or show all the members in the dimension. Displaying all members of a dimension is known as a flat view. The flat view is displayed alphabetically and can be shown in descending or ascending order.

To display a dimension in flat view



1. Right-click a member and select Change View from the shortcut menu.

2. Click the down-arrow button next to the dimension name to display the

Member Selector.

3. Click Select Display Mode.

4. Select Sort Ascending from the menu to arrange the members into

ascending alphabetical order. Select Sort Descending to reverse the order.

The hierarchy is shown flattened—that is, with all the members in the dimension displayed at the same level.

54 BusinessObjects Enterprise XI Live Office User’s Guide

Selecting row and column members



To display a dimension in hierarchical view

1. Right-click a member and select Change View from the shortcut menu.

2. Click the down-arrow button next to the dimension name to display the

Member Selector.

3. Click Select Display Mode.

4. Select Hierarchy from the menu to display all the hierarchy levels.

If a member is part of a hierarchy and its dimension is displayed in hierarchical view, a drill symbol appears next to the member name. A plus symbol enables you to expand the hierarchy under the member. A minus symbol enables you to collapse the hierarchy.

Switching between dimension hierarchies

Some cubes have more than one hierarchy. If this is the case, the Select Hierarchy button in the Member Selector is available.

If the cube has more than one hierarchy, click the select hierarchy button to switch between hierarchies:

Then select the hierarchy you want from the list.

Reorienting a Cube View

Using the Favorites folder

If a dimension contains a large hierarchy with several levels, it can take time to find the members you want. If you use these members frequently, it saves time and effort to make a shortcut to them in the Favorites folder.

All dimensions have a Favorites folder. This folder can only contain members from the dimension associated with the folder. For information on creating a favorite, see “Working with favorite groups” on page 56.

You can use favorites in two ways:

• As a shortcut to groups of members you often use.

• As a tool to place members into organized groups.

Favorite members

A favorite is a member that you choose from the Member Selector and add to the Favorites folder.

You cannot select an individual member from within a favorite group, you can only select the group itself. Selecting a favorite group also selects all the members in the group.

BusinessObjects Enterprise XI Live Office User’s Guide 55

Reorienting a Cube View

Selecting row and column members

Favorite group

A favorite group is a selection of members that you can create and modify. Use it to quickly select a group of members you use on a regular basis. You can add and remove members from the favorite group, or create several favorite groups. Once you create a favorite group you can select it from the Favorites folder in the Member Selector.

There is no limit to the number of favorite groups you can create. There is no limit to the number of members you put into an individual favorite group.

Static and server favorite groups

There are two types of favorite groups:static and server.

Server favorite groups are created and maintained on the server. You can access and use these favorite groups from OLAP Intelligence, but you cannot create, edit, or delete them. If you want to create or change these groups, you must do so within the server environment.

You can only create and edit static groups using OLAP Intelligence.

Working with favorite groups



To create a favorite group

1. Right-click a member and select Change View from the shortcut menu.

2. Click the down-arrow button next to the dimension name to open the

Member Selector.

3. Click the New Favorite Group button.

4. Open the Favorites folder, the group you created is called New Group.

5. Drag the members that you want into the favorite group.

6. Rename the favorite group.

56 BusinessObjects Enterprise XI Live Office User’s Guide

To do this, right-click the group name and click Rename on the shortcut menu. Enter the new name.

To add a member to a favorite group



1. Select the favorite group using the Member Selector.

2. Find and select the member you want.

3. Drag the member into the favorite group.



To delete a member from a favorite group

1. Select the favorite group from the Member Selector and expand it.

2. Right-click the member, and click Delete on the shortcut menu.

Searching for members

The Member Selector allows you to search for members based on their properties.

To search for a member



1. Right-click a member and select Change View from the shortcut menu.

2. In the Member Selector, click the Search button.

The Search dialog box appears.

3. On the Property list, click a property:

Reorienting a Cube View

Selecting row and column members

Member Caption The caption of the member that you want to find.

Member Name The name of the member that you want to find.

Member Unique Name

Level The level in the hierarchy that you want to search.

Member Property The property that you want to base the search on.

4. On the Condition list, click a condition:

= Equal to The search engine tries to find an exact match.

<> Not equal to The search engine tries to find all members that

5. In the Value box, type the text that you want to base the search on, or

select a level or property from the list.

The unique name of the member that you want to find.

This Property is only available if the data source has member properties associated with it.

do not fulfil your criteria.

BusinessObjects Enterprise XI Live Office User’s Guide 57

Reorienting a Cube View

Selecting row and column members

6. Click Search.

7. Click New Search.

8. When you are satisfied with the results of your search, click one of the

The results appear in a copy of the Member Selector. The members located by the search are selected in the hierarchy.

When you have defined a search, you can also use the Search within Results and Add to Search commands.

To search within the results of your search, redefine the criteria, click Search and then Search within Results.

To add to the results of a previous search, redefine the criteria, click Search then click Add to Search.

following:

Add to Selection

Replace Selection

Add the search results to an existing selection of members.

Replace your current selection of members with the results of your search

Using the advanced search options

Use this feature if the standard search is not able to locate the members you want.

1. In the Member Selector, click the Search button.

2. Click the Advanced tab to set the criteria for an advanced search.

3. Set your search criteria.

From left to right:

• The first cell sets a bracket on the left of your search string.

• The next cell sets the property you search on: Member Caption,

Member Unique Name, or Level in the hierarchy.

• The next cell sets the operator; = (equal to) or <> (not equal to).

• The next cell is empty, use it to enter your search condition.

• The next cell is blank by default, you can use it to place a bracket on

the right of your search string.

• The final cell in the row has an OR, AND setting. If you select one of

these, a row of cells appears below the first row. You can use this second row of cells to enter another set of search criteria. The options are identical to the first row. Enter as many search criteria rows as you want.

58 BusinessObjects Enterprise XI Live Office User’s Guide

Note: Do not forget to select the closing bracket when you finish your search

string. With long search strings that extend over several rows, it is easy to forget to place a bracket at the end to complete the equation.

Changing the slice of data

Slice dimensions have an active slice member that determines the current view. To alter the active slice member, use the Member Selector on the corresponding dimension.

The slice Member Selector is similar to the Member Selector for row and column dimensions, but you can only select one slice member at a time.

To select a member from a slice



1. Right-click a member and select Change View from the shortcut menu.

2. Click the down-arrow button on the slice dimension.

3. In the Member Selector, select a member from the list.

The data in the Cube View updates to show the view for the new slice.

Alternatively, you can right-click the dimension to Drill Up, Drill Down, Drill Left, or Drill Right.

When a dimension is moved to the slice dimension area at the bottom of the OLAP Viewer or to the Slice Navigator, it returns to the last-selected slice member, or to the default member if the original setting has not been altered.

If you drag a dimension heading from a row or column to the slice dimension area at the bottom of the OLAP Viewer or to the Slice Navigator, the OLAP Viewer automatically selects a slice member. To change this default behavior, drag the column or row heading of the member you want to set as the slice member. This member is automatically set as the active member for the dimension.

Note: If you select multiple members, the member that has the focus is used

to set the active slice.

See also “Using the Member Selector toolbar commands” on page 52 for more information on selecting members.

Reorienting a Cube View

Changing the slice of data

Selecting the default member

The default member is the default active slice member. It is the member that the OLAP Viewer selects when the dimension is moved to the slice dimension area at the bottom of the OLAP Viewer or to the Slice Navigator. Default members are set by the administrator and may be different for individual users.

A dimension may display a different default member for each person who connects to the cube.

BusinessObjects Enterprise XI Live Office User’s Guide 59

Reorienting a Cube View

Hiding dimensions

For example, you can use the default member when you want to distribute an OLAP report to managers who occupy different regions. The managers have their own regions set as their default members, so when they open the shared report they immediately view the data relevant to their areas.

If you change the active slice member and save the OLAP report, this member, not the default member, is viewed by every user who opens the report.

To revert to the default member



• Right-click the relevant slice dimension and click Set to Default Member.

This slice member returns to the default member set by your administrator.

Note: Special Members appear in the Special Members folder of the Member

Selector along with parameters. You cannot access the Special Members folder from a locked OLAP report.

Hiding dimensions

A hidden dimension is a slice dimension that is hidden from end users. You can hide some slice dimensions to simplify the OLAP report, so you only give users the functionality they require. End users cannot see, change, or move the hidden slice dimensions.

Hidden dimensions appear grayed out on the OLAP Viewer and in the Slice Navigator:

To hide a dimension



1. Right-click a member and select Change View from the shortcut menu.

2. Right-click the slice dimension that you want to reactivate.

3. Point to Dimension State and click Hidden.

Alternatively, you can drag a dimension into the hidden dimension area:

Note: When you click Edit MDX on the shortcut menu, all hidden dimensions

are reactivated. Use the MDX Editor before hiding dimensions.

Reactivating a hidden dimension

You can reactivate a hidden dimension from the OLAP Viewer in Live Office.



To reactivate a hidden dimension

1. Right-click the Cube View and select Change View from the shortcut

menu.

2. Right-click the slice dimension that you want to reactivate.

60 BusinessObjects Enterprise XI Live Office User’s Guide

3. Point to Dimension State and click Active.

Alternatively, you can drag the hidden dimension from the hidden dimension area into the slice dimension area, or onto a row or column.

Setting the slice member for a hidden dimension

You can set the slice member for a hidden dimension in exactly the same way as an active dimension. See “Changing the slice of data” on page 59 for more details.

Reordering members

The default order for a dimension’s displayed set of members is dictated by the data source. This is usually an alphabetical order that takes into consideration the hierarchical relationship between members. You can alter this arrangement by manually reordering the members within each dimension.

Note: Once you have reordered your members, you cannot return to the

server-defined default order. This is not the case for Microsoft OLAP data: once the order has been redefined, any action you perform that causes the set of displayed members to change will result in a return to the serverdefined default order.

Reorienting a Cube View

Reordering members

To reorder members



1. Right-click a member of the dimension that you want to reorder and click

Reorder Dimension Members.

2. Use the mouse to drag members, or use the arrow buttons to move the

members up or down the list.

BusinessObjects Enterprise XI Live Office User’s Guide 61

Reorienting a Cube View

Changing member captions

If a row or column member contains a sort or filter, any reordering on the opposite row or column will not be displayed. The selected order will become apparent once the relevant sorts and filters have been removed.

Reordering large dimensions

Attempting to invoke the Reorder Members dialog box for a dimension that has an extremely large number of members can result in unstable system behavior. This may arise because your computer does not have enough memory to handle such large member sets. The following error message may appear:

Reordering a large dimension may cause unstable system behavior

Click Cancel to return to the Cube View. Click OK if you want to continue the operation—this may cause unpredictable results.

To try and reduce the memory allocation required to deal with extremely large member sets, you can remove some of the members from the view before you reorder the members. Use the Member Selector to make sure you have only selected only the members that you want to reorder. For more Member Selector information, see “Selecting row and column members” on page 51.

Changing member captions

Members have names and captions. Names are defined by the server and cannot be modified in OLAP Intelligence. Captions are descriptions that can be modified in OLAP Intelligence.

You can rename a member in OLAP Intelligence by changing its caption. Alternatively, you can display member names instead of captions, or both names and captions.

Renaming a member

1. Right-click the member heading that you want to rename and click

Change Caption.

62 BusinessObjects Enterprise XI Live Office User’s Guide

2. Enter the new caption for the member and click OK.

To return to the original member caption, click Default.

Changing the caption of a member does not change the name of the member at the data source.

Displaying member captions or names

There are three ways to display the names of members in Live Office: member captions only, member names only, and both member names and member captions.

Note: For some cubes, the member names and member captions are the

same.

To override the default for an individual dimension



1. Right-click the dimension name.

2. On the shortcut menu, point to Display Members Using, and then click

one of the display options:

• Caption

• Name

• Caption: Name

This sets the display option for the selected dimension only.

Reorienting a Cube View

Drilling down

Members in a dimension can be organized in a hierarchy of different levels (groups and subgroups, or parent and child members). For example, a dimension called region could have a member for Europe that is the total of UK, France, and Spain. UK could be the total of Scotland, England, Wales, and Northern Ireland, and so on. A plus symbol beside the description of a member indicates that there are child members beneath it.

Often you want to explore data in a hierarchical dimension more closely to find reasons for a performance that is unexpected. In the OLAP View, you can expand a member to show its constituent child members. This is called drilling down.

Moving back up to the parent member in a group is known as drilling up.

BusinessObjects Enterprise XI Live Office User’s Guide 63

Reorienting a Cube View

Drilling down

There are two methods of drilling down: expanded and focused. For example, drilling down on the member Wine and Spirits using the expanded method displays the member and its children:

The focused method displays only the children of the member:

Expanding a parent member



To drill down a level

• Click the plus symbol next to the member name to display its child members:

You can continue drilling down into lower levels as long as a plus symbol appears beside the member name (indicating that there are lower levels).

Alternatively, right-click the member, point to Drill on the shortcut menu, and click Down.

To drill up a level



• Click the minus symbol next to the member name.

The children no longer appear in the view and the minus symbol changes to a plus symbol.

Alternatively, right-click the member, point to Drill on the shortcut menu, and click Up.

Focusing on child members



To drill down a level

• Double-click the member you want to drill down.

The child members replace their parent.

Alternatively, right-click the member, point to Drill on the shortcut menu, and click Focused down.

64 BusinessObjects Enterprise XI Live Office User’s Guide



To drill up a level

• Hold down SHIFT and double-click the member you want to drill up.

The parent member replaces its child members.

Alternatively, right-click the member, point to Drill on the shortcut menu, and click Focused up.

Using asymmetry in your view

The Member Selector provides an easy and intuitive control to manipulate the view of data, but it works on individual dimensions, not on the row or column. If you have stacked dimensions on the row or column, the asymmetry commands provide more control over your view of data.

The asymmetry controls are available from the shortcut menu on the OLAP Viewer. Right-click a member on the OLAP Viewer to access the commands Hide and Show. These commands allow you to remove members from the current view without using the Member Selector, and also allow you to display an asymmetrical view of your data.

What is an asymmetrical view?

When you stack dimensions on a row or column, the view shows an instance of each inner dimension member for every outer dimension member. For example:

Reorienting a Cube View

Using asymmetry in your view

Actual, Budget, and Variance members appear for each member of Year.

Using an asymmetric view, you can display different inner dimension members. For example:

BusinessObjects Enterprise XI Live Office User’s Guide 65

Reorienting a Cube View

Using asymmetry in your view

In this example, there are no Actual figures for Next Year, and no Budget figures for Last Year. You can hide these members to simplify the view of the data.

This is an asymmetrical view. You must use the commands on the OLAP Viewer shortcut menu to hide individual member instances from the view. You cannot create asymmetrical views using the Member Selector.

Creating asymmetry

You can only create asymmetry on stacked dimensions. There are two shortcut menu commands that can create asymmetry:

Hide Selected Member

Show Selected Member

To remove an instance of a member



1. Right-click the member.

2. Point to Hide on the shortcut menu, and click Selected Member.

The member instance that you clicked on is removed from the view. All other instances of the member remain as they were.

To remove all instances of a member except the selected instance



1. Right-click the member.

2. Point to Hide on the shortcut menu, and click Selected Member.

The instances of the member are removed from the view, except for the selected instance which is retained.

Removes the selected member instance from the current view.

This is not the same as deselecting a member in the Member Selector—that would remove all instances of a member from the view.

For example, you could use Hide Selected Member to hide the Budget figures for Last Year.

Hides all instances of a member, except for the selected member instance.

For example, you could use Show Selected Member to show Budget figures for Next Year and hide the Budget figures for This Year and Last Year.

66 BusinessObjects Enterprise XI Live Office User’s Guide

Restoring symmetry

You can restore symmetry with the Member Selector by clearing and then selecting a member check box. You can also restore symmetry using the following shortcut menu commands:

Reorienting a Cube View

Using asymmetry in your view

Hide All Occurrences

Show All Occurrences

To remove all instances of a member



1. Right-click the member.

2. Point to Hide on the shortcut menu, and click All Occurrences.

All instances of the member are removed from the view. You must use the Member Selector to redisplay the member.



To show all instances of a member

1. Right-click the member.

2. Point to Show on the shortcut menu, and click All Occurrences.

Any hidden instances of the member are restored. All other members are hidden.

Hides all instances of a member from the current view. This is the same as clearing a member in the Member Selector.

Shows all instances of a member in the current view, and hides all other members. This restores symmetry to the view and displays any hidden instances, but also hides all other members on the dimension.

Working with asymmetry

Reorienting dimensions

You can have asymmetry only on stacked dimensions, so reorienting dimensions with asymmetry can result in symmetry being restored. Expect the following behavior:

• Swapping rows with columns preserves asymmetry.

• Moving an asymmetric dimension to the slice dimension area removes

asymmetry.

• Removing the outer dimension from an asymmetric row or column

removes asymmetry.

BusinessObjects Enterprise XI Live Office User’s Guide 67

Reorienting a Cube View

Formatting data in your document

Asymmetry and hierarchical dimensions

If you drill down on a member in an asymmetric row or column, the child members inherit the asymmetry from the parent.

For example, if you have two column dimensions, and set up asymmetry so that only This Year and Next Year are visible for the member Meat:.

Drilling down on the Meat member shows that Meat has two child members: Poultry and Red Meat. They inherit the asymmetry from Meat, and display only This Year and Next Year.

Formatting data in your document

You can choose different formats for data that meets specific conditions, but you can also set font formats unconditionally. For details, see “Highlighting

Exceptions” on page 77.

To set the format of displayed data



1. Right-click a row or column member, point to Format, and click Add.

68 BusinessObjects Enterprise XI Live Office User’s Guide

Reorienting a Cube View

Formatting data in your document

2. On the Type list, click the number format that you want to use.

The number format can consist of the following:

• The number of decimal places, the decimal point character and the

thousands separator character.

• The option to show values as a percentage of the total (Number).

• The scale of the numbers. You can express numbers as Billions,

Millions, Thousands, Thousandths, or Millionths (Number, Currency and Accounting).

• The currency symbol (Currency).

• The option to use a plus character for positive numbers and brackets

for negative numbers (Accounting).

3. Click the Font tab.

4. Set the font formatting.

Foreground is the color of the text itself and Background is the color of

the cell.

Notes on formatting

When you apply different formatting to columns and rows, there can be conflicts where columns and rows intersect. Such conflicts are resolved as follows:

• The last formatting applied takes precedence.

BusinessObjects Enterprise XI Live Office User’s Guide 69

Reorienting a Cube View

Formatting data in your document

• Font attributes are additive, so, for example, Italic set in columns and

Bold set in rows results in Bold Italic at the intersection.

• Where you don’t want the column font and colors to overwrite those you

set for rows, leave the color and font boxes blank in the columns format dialog box.

Formatting only changes the view of the data, not the value of the data itself. Displayed data may be rounded off. To see the real value of the data in a cell (usually to many decimal places), right-click the cell and click Show Cell Properties. See “Viewing cell and member properties” on page 70 for more information.

Viewing cell and member properties

The data you see in a Cube View cell is usually rounded up or formatted in some other way. You can view the original value held in the cube by using the

Cell Properties commands.

Note: Filtering is performed on the original, unformatted values. This can

lead to apparent small discrepancies in excluding or including cells. For example, a value displayed as 100.00 would be excluded after a filter has been applied excluding only numbers greater than 100, if its original value were 100.005. For details, see “Filtering data” on page 71.

You can also view additional information for a specific member. The information includes its name, caption, unique name, and position in the hierarchy.

To view cell properties



• Right-click a cell and click Show Cell Properties.

A dialog box appears revealing the cell properties.

In this example the displayed data contains thousands separators, is rounded to two decimal places, and displays the “£” currency symbol.

See also “Applying global highlighting” on page 78.

70 BusinessObjects Enterprise XI Live Office User’s Guide



To view member properties

• Right-click a row or column member and click Show Member Properties.

A dialog box appears revealing the member properties.

Filtering data

You can apply filters to the data displayed in your Cube View, using a number of different criteria to exclude members from or include members in the view. This helps you suppress data so that you can work only with the information that is important to you.

You can use the following criteria:

• Actual values

• Top / bottom n based on ranking

• Top / bottom n based on contribution.

If you specify a filter for a column member, any data value that satisfies the condition is affected, together with the rest of its row.

If you specify a filter for a row member, any data value that satisfies the condition is affected, together with the rest of its column.

If you have stacked dimensions in a row or column, you can only filter on the inner dimension members.

Note: Filtering is performed on the original, unformatted values of cells. For

details, see “Viewing cell and member properties” on page 70. This can lead to apparent small discrepancies in excluding or including cells. For example, a value displayed as 100.00 would be excluded after a filter has been applied excluding only numbers greater than 100, if its original value were 100.005.

Reorienting a Cube View

Filtering data

Examples of filtering

You can define filters to display:

• Products with Sales volumes of greater than 1000 units only. For details,

see “Filtering by actual value” on page 72.

BusinessObjects Enterprise XI Live Office User’s Guide 71

Reorienting a Cube View

Filtering data

• The ten most profitable products in absolute terms. For details, see

“Filtering by ranking” on page 73.

• The products that make up the top 10% of sales. For details, see

“Filtering by contribution (Pareto analysis)” on page 73.

The following sections tell you how to define such filters.

Filtering by actual value

You can apply, to a member, filters that are based on the actual cell values with which the member is associated; in other words, no comparisons are made with other members.

The conditions you can use are the following:

• equal to

• not equal to

• less than

• less than or equal to

• greater than

• greater than or equal to

• between two numbers

• outside two numbers

• missing.

To filter based on a value



For example, display Products with Sales volumes greater than 1000 units.

1. Right-click the row or column member, point to Filter, and click Add.

72 BusinessObjects Enterprise XI Live Office User’s Guide

2. On the Filter Type list, click Actual values.

3. Click the show or hide option.

4. On the Cell value is list, click the required filter (for example is greater

than).

5. Enter the filter value in the box.

6. Click OK.

A cross symbol appears next to the member name to show that it has a filter.

Filtering by ranking

You can choose to hide or only show the top or bottom n members in a dimension.

To filter based on ranking



Display the ten top-selling products:

1. Right-click the row or column dimension, point to Filter, and click Add.

2. On the Filter Type list, click Top / bottom n.

3. Click the show or hide option.

4. Click top or bottom.

Reorienting a Cube View

Filtering data

5. Type the number of members to exclude or display.

6. Click OK.

A cross symbol appears next to the member name to show that it has a filter.

Filtering by contribution (Pareto analysis)

You can choose to hide or only show the top or bottom n percent of members in a dimension.

This function calculates the top or bottom n percent of a range, then ranks the members in order and shows (or hides) the members that make up that percentage.

To filter based on contribution



Display the products which make up the top 10% of sales:

1. Right-click the row or column dimension, point to Filter, and click Add.

2. Click the show or hide option.

BusinessObjects Enterprise XI Live Office User’s Guide 73

Reorienting a Cube View

Filtering data

Changing a filter

Removing a filter

3. Click top or bottom.

4. Type the percentage you want the filter to apply to.

5. Click OK.

A cross symbol appears next to the member name to show that it has a filter.



To change a filter

1. Select the member that has the filter.

2. Right-click the member that has the filter, point to Filter, and click Edit.

3. Modify the filter settings.

1. Select the member that has the filter.

2. Right-click the member that has the filter, point to Filter, and click Remove.

Swapping dimensions containing filters

If you specify a filter for a row, and then swap dimensions so that the row appears as a column, the filter moves with the dimension. The same occurs if you move a filtered column to a row. This only applies if you have a single dimension on the row and column axes.

If you swap a row or column dimension with a slice, however, the filter is lost.

Adding or removing dimensions on the row or column axes will remove any filters that have been added.

Filtering when Filter Null Values is also set

Filtering is applied to the underlying data, rather than the displayed data. Hence, if Filter Null Values is set, null values, even if not displayed, will still be taken into account when the bottom values are determined. This may mean that fewer of the values than you would expect are filtered. See

“Filtering data” on page 71 for further details.

74 BusinessObjects Enterprise XI Live Office User’s Guide

Excluding null values

By default, null values are indicated in the cube view by the word Null.

To exclude null values



• Right-click top left corner of the Reorient Cube View screen and click

Filter Null Values.

This only applies to a complete row or column of null values.

Sorting data

You can use sorting to order the data in your Cube View. This can be useful, for example, if you want to rank sales regions according to their revenue. Once sorting is applied, it is easy to see which sales region is the most successful.

Sorting on a member

When you sort a row member, the data values are sorted, together with their column headings. When you sort a column member, the data values are sorted, together with their row headings.

Reorienting a Cube View

Sorting data

To sort the data values in a row or column



• Right-click a member, point to Sort, and click Add First Sort/Ascending

or Add First Sort/Descending.

The data values are sorted into ascending or descending numerical order, together with their column or row headings.

An arrow symbol on the member indicates sorted data—the arrow symbol points in the direction of decreasing value.

The hierarchy of the data is preserved—parent members are sorted in order, and child members below the parents are sorted in their own order. This is only possible if one sort is applied.

BusinessObjects Enterprise XI Live Office User’s Guide 75

Reorienting a Cube View

Sorting data

Cells that are uninitialized (null) or invalid are ranked in value below any other cells; they appear last in a descending and first in an ascending sort. They are shown as



Null in the Cube View.

To remove a sort

• Right-click the member, point to Sort, and click Remove.

Restrictions on sorting

If you have stacked dimensions in a row or column, you can only sort on the inner dimension or dimensions.

Only displayed members are sorted within each hierarchical group: if you required all the members in a dimension to be sorted on the same basis, you must show all members then choose a Break Hierarchies sort option.

Swapping sorted dimensions

If you sort a row, and then swap dimensions so that the row appears as a column, the sort moves with the dimension. The same applies if you move a sorted column to a row.

If you swap a row or column dimension with a slice, however, the sort is lost.

Preserving and breaking hierarchies

The option Add First/Ascending (or Descending) will preserve a data hierarchy on one sort only. See “Sorting on a member” on page 75.

Any subsequent sorts added to a OLAP View are not able to preserve a hierarchy: only the options Ascending/Descending, Breaks Hierarchies are available for subsequent sorts.

You can choose Add First Sort/Ascending (or Descending) for a subsequent sort, but this automatically removes all other sorts.

Similarly, if you clear Break Hierarchies on a sort, any other sorts are removed.

Changing the sort order

Click the arrow symbol next to the dimension or member name, or right-click the member and choose Change Direction from the Sort submenu.

The members or data values are sorted again, together with their rows or columns. The arrow symbol changes to show the direction of the sort—the arrow symbol points in the direction of decreasing value.

76 BusinessObjects Enterprise XI Live Office User’s Guide

Sorting multiple members in a dimension

You can apply multiple sorts to the data in the Cube View. The second sort will only order numbers that are still equal after the first sort.

For example, if you were analyzing the results of a soccer competition, and found after sorting on points scored that there was a tie for first place, you could apply a second sort on goal difference to determine the overall winner.

You can have up to three sorts on a row or column. These are referred to as the first, second, and third sorts. The sorts are applied in the order in which they are specified.

Multiple sorts are indicated by the numbers one to three.

If you delete the first sort on a row or column, the second sort becomes the first sort, and so on.

Highlighting Exceptions

You can apply conditions to the data in a OLAP View to highlight important differences or unexpected results.

Reorienting a Cube View

Highlighting Exceptions

For example, the data might be above or below a predetermined value, or above or below budget. The Cube View provides several types of exception reporting:

• Highlighting high or low absolute values.

• Highlighting exceptions compared with other members.

• Highlighting exceptions based on a calculation result.

The attribute settings are stored when you save the view, so the OLAP View looks the same when you reload it.

BusinessObjects Enterprise XI Live Office User’s Guide 77

Reorienting a Cube View

Highlighting Exceptions

By default, values above the upper limit are displayed with a green background, those below the lower limit with a red background, and intermediate values with a yellow background. To change these colors, see

“Using other formats to highlight exceptions” on page 83.

Highlighting Exceptions colors all cells in a row or column. If you add other conditions to the OLAP View affecting the same members, the last condition applied is used.

Applying global highlighting

Usually highlighting is applied to individual row or column members, but you can also apply highlighting to the whole OLAP View.

To apply global highlighting



1. Right-click the top left corner of the Reorient Cube View screen and click

Global Highlighting Exceptions on the shortcut menu.

2. Move the Tol erance sliders to set the upper and lower tolerance values.

Alternatively, type the tolerance values in the boxes.

3. Click Formatting for more formatting options.

See “Using other formats to highlight exceptions” on page 83 for more details.

4. Click OK.

For information on changing the cell format unconditionally, see “Formatting

data in your document” on page 68.

Highlighting high or low absolute values

You can color code data in the Cube View according to its absolute value. This allows you to easily pick out numbers with exceptionally high or low values.

You must specify the high and low exception values. Live Office colors the cells based on the exception values you provide. By default, the Cube View uses red, yellow and green to color cells:

• Cells below the low value are colored red.

• Cells between the two values are colored yellow.

• Cells above the high value are colored green.

To change these colors or use other formatting parameters to highlight exceptions, see “Using other formats to highlight exceptions” on page 83.

78 BusinessObjects Enterprise XI Live Office User’s Guide

Reorienting a Cube View

Highlighting Exceptions



To highlight high or low absolute values

1. Right-click a row or column member, point to Highlight Exceptions, and

click Add.

2. On the Highlighting Method list, click Data Cell Value.

3. Click Using the value displayed in each data cell.

4. Move the Tolerance sliders to set the upper and lower tolerance values.

Alternatively, type the tolerance values in the boxes.

5. Click Formatting for more formatting options.

See “Using other formats to highlight exceptions” on page 83 for more details.

6. Click OK.

Highlighting exceptions compared with other members

As well as highlighting exceptional absolute values, you can also draw attention to unusual relationships with other dimension members.

For example, you could highlight Sales variances between two Products by coloring variances of $10,000 or more in green; Variances of less than $10,000 but more than -$10,000 in yellow; and Variances of -$10,000 or greater in red.

Note: This option is not available when applying Global highlighting.

BusinessObjects Enterprise XI Live Office User’s Guide 79

Reorienting a Cube View

Highlighting Exceptions



To highlight exceptions compared with other members

1. Right-click a row or column member, point to Highlight Exceptions, and

click Add.

2. On the Highlighting Method list, click Data Cell Value.

3. Click Compared to another dimension member.

4. Click Choose.

5. Using the Member Selector, select a member for comparison.

6. Click OK.

7. Move the Tol erance sliders to set the values above and below the

comparison member. Alternatively, type the tolerance values in the boxes.

For example, if you consider 10,000 above and 10,000 below the base member to be exceptional, set the sliders to 10000 and -10000.

8. Click Formatting for more formatting options.

See “Using other formats to highlight exceptions” on page 83 for more details.

9. Click OK.

Highlighting exceptions based on a calculation result

You can highlight exceptions from expected data once a calculation on the member has been performed.

Note: This option is not available when applying Global highlighting.

For example, you could use a calculation to determine the Budget variance of a product, then color code the results in three bands: 5% or more above Budget, less than 5% above but more than 5% below, and 5% or more below.

80 BusinessObjects Enterprise XI Live Office User’s Guide

Reorienting a Cube View

Highlighting Exceptions



To highlight exceptions using the result of a calculation

1. Right-click a row or column member, point to Highlight Exceptions, and

click Add.

2. On the Highlighting Method list, click Data Cell Value.

3. Click Use the result of a calculation.

4. Click Define to display the Calculated Members dialog box.

5. Set up the calculation using the Calculation Expert, Data Analysis Expert,

or as a calculation definition.

See “Adding Calculated Members” on page 85 for more information on defining calculations.

6. Move the Tolera nce sliders to set the values above and below the result

of the calculation. Alternatively, type the tolerance values in the boxes.

BusinessObjects Enterprise XI Live Office User’s Guide 81

Reorienting a Cube View

Highlighting Exceptions

7. Click OK.

Editing highlighting

For example, if you consider 5 above and 5 below to be exceptional, set the sliders to 5 and -5:

You can change the condition and highlighting format at any time using the Edit Highlighting command.

1. Right-click the member whose highlighting you want to edit, point to

Highlight Exceptions, and click Edit.

2. In the Highlight Exceptions dialog box, make changes to the conditions

and formatting.

Removing highlighting

You can remove exception highlighting at any time using the Remove Highlighting command.

• Right-click the member whose highlighting you want to remove, point to

Highlight Exceptions, and click Remove.

82 BusinessObjects Enterprise XI Live Office User’s Guide

Using other formats to highlight exceptions

By default, exceptions are highlighted using green, yellow, and red cell backgrounds. You can change the colors and fonts in which cells are displayed.

When you apply formatting to dimension members, the formatting moves with the dimensions.

To change the formatting



1. Right-click the row or column member, point to Highlight Exceptions,

and click Add or Edit.

2. Click Formatting to display the formatting options.

Reorienting a Cube View

Highlighting Exceptions

3. Click Format for the range that you want to edit.

4. Click the Number tab.

5. On the Type list, click the number format that you want to use.

BusinessObjects Enterprise XI Live Office User’s Guide 83

Reorienting a Cube View

Highlighting Exceptions

The formatting options depend on the type that you selected:

Server Defined You cannot specify the number format.

Number You can set the number of decimal places, change the

thousands separator, show values as percentages, or scale values down.

Currency You can set the number of decimal places, change the

thousands separator, choose a currency symbol, or scale values down.

Accounting You can set the number of decimal places, change the

thousands separator, use a plus symbol for positive values and brackets for negative values, or scale values down.

Scientific You can set the number of decimal places, change the

thousands separator, or use scientific notation.

• The number of decimal places, the decimal point character and the

thousands separator character.

• The option to show values as a percentage of the total (Number)

• The scale of the numbers. You can express numbers as Billions, Millions,

Thousands or Hundreds (Number, Currency and Accounting).

• The currency symbol (Currency).

• The option to use a plus character for positive numbers and brackets

for negative numbers (Accounting).

6. Click the Font tab.

7. Change the font settings.

84 BusinessObjects Enterprise XI Live Office User’s Guide

8. Click OK.

Notes on formatting

Foreground is the color of the text and Background is the color of the cell.

When you apply different formatting to columns and rows, there can be conflicts where columns and rows intersect. Such conflicts are resolved as follows:

• Column formatting generally takes precedence over row formatting.

• Font attributes are additive. For example, Italic set in columns and Bold

set in rows results in Bold Italic at the intersection.

• Where you don’t want the column font and colors to overwrite those you

set for rows, leave the color and font boxes blank in the columns format dialog box.

Formatting only changes the view of the data, not the value of the data itself. However, your formatting may result in displayed data being rounded off. To see the real value of the data in a cell (usually to many decimal places), rightclick the cell and click Show Cell Properties. See “Viewing cell and member

properties” on page 70 for more information.

Adding Calculated Members

Reorienting a Cube View

Adding Calculated Members

Adding Automatic Totals to rows and columns

You can insert a column or row into your view to display the sum of the data values for the corresponding row or column on the OLAP View.

To add automatic totals



1. Right-click a member heading.

2. Point to Automatic Totals, and click one of the following:

• Rows (Across)

• Columns (Down)

• Both

• No Totals

BusinessObjects Enterprise XI Live Office User’s Guide 85

Reorienting a Cube View

Adding Calculated Members

Selecting Both adds totals to both the rows and columns:

Adding calculated members to the Cube View

You can add calculated members to your Cube View using the following calculation experts:

• Contribution (%)

• Growth

• Ranking

• Variance

You can have several calculated members in an OLAP View. They are calculated in the order in which they were added to the OLAP View. This is important if one calculation uses the results of a previous one.

To add a calculated member using an Expert



1. Right-click the member, point to Calculated Member, and click Add.

86 BusinessObjects Enterprise XI Live Office User’s Guide

Reorienting a Cube View

Adding Calculated Members

2. Click the Calculation Expert tab.

3. On the Calculation Type list, click the type of calculation that you want:

Contribution (%)

Growth Calculates how a value has grown from one point in time

Calculates the percentage contribution by each member in a hierarchical dimension. See “Adding calculated

members showing contribution” on page 88.

to another. The growth is expressed either in absolute or percentage terms. See “Adding calculated members

showing growth” on page 89.

BusinessObjects Enterprise XI Live Office User’s Guide 87

Reorienting a Cube View

Adding Calculated Members

Ranking Ranks the members of a dimension according to specific

criteria. See “Adding calculated members showing ranking” on page 89.

Variance Compares the value of one dimension member with a target

value; the resulting variance can be expressed as an absolute value or a percentage variance. See “Adding calculated

members showing variance” on page 91.

Adding calculated members showing contribution

For example, to add a member showing the percentage contribution of the Bakery member to the overall total.

To add a calculated member showing Contribution



1. Right-click the member, point to Calculated Member, and click Add.

2. Click the Calculation Expert tab.

3. On the Calculation Type list, click Contribution%.

4. Click Calculate contribution to the overall total or Calculate

contribution to each level.

5. On the Member Selector, right-click the member whose contribution you

are calculating.

6. On the shortcut menu, click Add to ‘Contribution of’ field.

You can click the Calculation tab now to see the calculation definition.

7. Click OK.

88 BusinessObjects Enterprise XI Live Office User’s Guide

Adding calculated members showing growth

For example, to add a member showing how much the Bakery group has grown from one time period to another.

To add a calculated member showing Growth



1. Right-click the member, point to Calculated Member, and click Add.

2. Click the Calculation Expert tab.

3. On the Calculation Type list, click Growth.

Reorienting a Cube View

Adding Calculated Members

4. If you want to show the result as a percentage, select Calculate growth

as a percentage.

5. On the Member Selector, right-click the member you are calculating the

growth for.

6. On the shortcut menu, click Add to ‘Calculate Growth of’ field.

7. On the Time Dimension list, click the dimension that you want to

calculate the growth against.

You can click the Calculation tab now to see the calculation definition.

8. Click OK.

Adding calculated members showing ranking

For example, to rank the sub-categories of the All Products member to detect which products are the most popular.

BusinessObjects Enterprise XI Live Office User’s Guide 89

Reorienting a Cube View

Adding Calculated Members



To add a calculated member showing Ranking

1. Right-click the member, point to Calculated Member, and click Add.

2. Click the Calculation Expert tab.

3. On the Calculation Type list, click Ranking.

4. Click the option specifying how you want to calculate the rank:

Calculate rank across the dimension

Calculate rank within each level

Calculate rank within siblings

5. On the Member Selector, right-click the member that you want to rank.

6. On the shortcut menu, click Add to ‘Rank based on’ field.

7. Select the dimension that you want to calculate the rank against.

You can click the Calculation tab now to see the calculation definition.

8. Click OK.

90 BusinessObjects Enterprise XI Live Office User’s Guide

Calculate the rank for each member over the whole dimension.

Calculate the rank for each member according to the level that it is part of. This option breaks the hierarchical structure.

Calculate the rank for each member in a sibling group. That is, those members related by a common parent member.

Reversing the order of ranking

The ranking expert automatically arranges members into a descending order, with the greatest value receiving the highest rank. To change the arrangement to an ascending order, you can alter the calculation in the Calculation Definition box.

To reverse the order of ranking



1. Right-click the member, point to Calculated Member, and click Edit.

2. Click the Calculation tab.

3. In the Calculation Definition box, edit the calculation string.

Use

BASC to specify ascending, and BDESC to specify descending order.

4. Click OK.

Adding calculated members showing variance

For example, to add a member showing the variance between Budget and Actual sales.

To add a calculated member showing Variance



1. Right-click the member, point to Calculated Member, and click Add.

2. Click the Calculation Expert tab.

3. On the Calculation Type list, click Var ian ce:

Reorienting a Cube View

Adding Calculated Members

BusinessObjects Enterprise XI Live Office User’s Guide 91

Reorienting a Cube View

Adding Calculated Members

4. On the Member Selector, right-click the member to compare against the

target member (in this case, Actual.)

5. On the shortcut menu, click Add to ‘Compare’ field.

6. On the Member Selector, right-click the target member for calculating the

variance (in this case, Budget.)

7. On the shortcut menu click Add to ‘To target of’ field.

8. Click Values less than the target are good or Values less than the

target are bad.

In this example, values less than Budget are bad.

9. Click Calculate variance as a percentage if required.

You can click the Calculation tab now to see the calculation definition.

10. Click OK.

Adding data analysis calculations

In addition to the standard calculated members, you can also add three types of data analysis calculations. These are available from the Data Analysis Expert tab in the Calculated Member dialog box. Use this tab to choose one of these predefined calculations:

• Trend Line

• Moving Average

• Linear Regression (X and Y)

You can also use the Calculation tab to define a Custom Data Analysis calculation. This might be a modification of one of the predefined calculations, or you could define a completely new data analysis calculation.

Adding a trend line calculation

For example, to add a member showing the straight line trend of sales over the last twelve months.

To add a trend line calculation



1. Right-click the member, point to Data Analysis, and click Add Calculation

This opens the Calculated Members dialog box on the Data Analysis Expert tab.

92 BusinessObjects Enterprise XI Live Office User’s Guide

2. On the Calculation Type list click Trend Line.

Reorienting a Cube View

Adding Calculated Members

3. On the Member Selector, right-click the member for which you want to

calculate the trend line.

4. On the shortcut menu, click Add to ‘Trend of’ field.

5. On the Series Dimension list, click the dimension that you want to

calculate the trend against.

You can click the Calculation tab now to see the calculation definition.

6. Click OK.

Adding a moving average calculation

For example, to add a member showing a centered average of sales over a three month period.

To add a moving average calculation



1. Right-click the member, point to Data Analysis, and click Add

Calculation.

This opens the Calculated Members dialog box on the Data Analysis Expert tab.

BusinessObjects Enterprise XI Live Office User’s Guide 93

Reorienting a Cube View

Adding Calculated Members

2. On the Calculation Type list, click Moving Average:

3. On the Member Selector, right-click the member whose moving average

you want to calculate.

4. On the shortcut menu, click Add to ‘Moving average of’ field.

5. On the Series Dimension list, click the dimension to calculate the

moving average against.

6. In the Periodicity box, type or select the periodicity value (the number of

values on which the moving average is calculated).

The minimum permitted value is 2, the maximum is 50.

You can click the Calculation tab now to see the calculation definition.

7. Click OK.

Adding a linear regression calculation

For example, to add a member showing expected store sales based on the statistical relationship between store sales and store size.

To add a linear regression calculation



1. Right-click the member, point to Data Analysis, and click Add Calculation.

94 BusinessObjects Enterprise XI Live Office User’s Guide

Reorienting a Cube View

Adding Calculated Members

This opens the Calculated Members dialog box on the Data Analysis Expert tab.

2. On the Calculation Type list, click Linear Regression (X and Y).

3. On the Member Selector, right-click the member you want to use for the Y

values in the regression calculation (in this case, Store Sales).

4. On the shortcut menu, click Add to ‘Y Values’ field.

5. On the Member Selector, right-click the member you want to use for the X

values in the regression (in this case, Store Size).

6. On the shortcut menu click Add to ‘X Values’ field.

You can click the Calculation tab now to see the calculation definition.

7. Click OK.

Using calculation definitions

Calculations are defined in the OLAP Intelligence Query Language. For Microsoft Analysis Services, calculations are defined in the MDX query language.

You can create a custom calculation by typing in a calculation definition, or change an existing calculation by editing a calculation definition.

BusinessObjects Enterprise XI Live Office User’s Guide 95

Reorienting a Cube View

Adding Calculated Members

Adding a custom calculation using a calculation definition

You can add a custom calculation by typing a calculation definition.

To add a calculated member



1. Right-click the member, point to Calculated Member, and click Add

2. In the Calculated Members dialog box, click the Calculation tab.

The Calculation tab consists of three areas:

• A Calculation Definition box where you define the calculation by using

the OLAP Intelligence Query Language or MDX query language.

• A name box for the name of the new calculated member.

• Tools to help you define the calculation (a Member Selector, keypad

and Function button).

3. Check that you have the right dimension for the calculated member.

4. Define the calculation.

Use the Member Selector to pick members that you want to use in the calculation. Right-clicking the member allows you to add it to the calculation. You can use all of the members in the specified dimension, including any calculated members that have been created.

96 BusinessObjects Enterprise XI Live Office User’s Guide

Adding Calculated Members

Note: The calculation uses the unique name of a member rather than its

caption. The Member Selector displays member captions.

You can also use functions in your definition.See “Adding functions to a

calculation definition or MDX Query” on page 97 for information on

adding functions from the library

5. In the Calculation Name box, type a name for the calculated member.

6. Click OK.

Adding functions to a calculation definition or MDX Query

You can either type in a function, or select one from the Function Library dialog box.

Reorienting a Cube View

OLAP Intelligence Query Language

The OLAP Intelligence Query Language provides a range of functions for defining your calculated members. The functions are divided into the following functional categories:

• Dimension Functions

• Level Functions

• Logical Functions

• Member Functions

• Numeric Functions

• Set Functions

• Tuple Functions

BusinessObjects Enterprise XI Live Office User’s Guide 97

Reorienting a Cube View

Adding Calculated Members

MDX Query functions

You can add the standard range of functions to an MDX Query in a calculation. These are listed below:

• Array Functions

• Dimension Functions

• Hierarchy Functions

• Level Functions

• Logical Functions

• Member Functions

• Numeric Functions

• Set Functions

• String Functions

• Tuple Functions

For more information on the use of these functions, see the Microsoft SQL Server OLAP Services documentation.

Editing calculated members

1. Right-click the member, point to Data Analysis and click Edit

Calculation, or point to Calculated Member and click Edit.

2. In the Calculated Members dialog box, edit the calculation.

Removing calculated members

• Right-click the member, point to Calculated Member, and click Remove.

Switching between types of calculated member

You can switch between types of calculated member by clicking the appropriate tab in the Calculated Members dialog box.

You can replace a data analysis calculation with a standard calculated member, or replace a standard calculated member with a data analysis calculation.

To change to a standard calculated member



1. From the Data Analysis Expert tab or the Calculation tab, click the

Calculation Expert tab.

2. On the Calculation Type list, click the calculation you want.

98 BusinessObjects Enterprise XI Live Office User’s Guide

Reorienting a Cube View

Adding Calculated Members

3. Change the caption of the calculated member in the Calculation Name

box as appropriate.

4. Click OK.

To change to a data analysis calculation



1. From the Calculation Expert tab or the Calculation tab, click the Data

Analysis Expert tab.

2. On the Calculation Type list, click the data analysis calculation you want.

3. Change the caption of the data analysis calculation in the Calculation

Name box as appropriate.

4. Click OK.

BusinessObjects Enterprise XI Live Office User’s Guide 99

Reorienting a Cube View

Adding Calculated Members

100 BusinessObjects Enterprise XI Live Office User’s Guide

Business objects ENTERPRISE XI 4.0 LIVE OFFICE User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Introduction to BusinessObjects Live Office

About this guide

Who should read this guide

Business Objects information resources

Getting Started

Overview

Using BusinessObjects Enterprise

Logging on to BusinessObjects Enterprise

Using the Business Objects Live Office toolbar

Importing Data

Overview

What are report objects and report instances?

Inserting Views

Live Office Import Wizard

Inserting a Report View from a Crystal report

Selecting a data source

Specifying parameter values

Logging on to the database

Specifying a data selection method

Selecting fields

Grouping data

Filtering data

Selecting parts of the report

Editing a formula

Inserting a Cube View

From an OLAP report

Selecting a data source

Logging on to the data source

Specifying parameter values

Choosing a worksheet page

Reorienting the cube view

From an OLAP data source

Adding OLAP Servers

Creating a Crystal report from Microsoft Excel data

Modifying a Report View

Overview

Understanding the Report View layout

Modifying a Report View

Changing the data source

Viewing the original report

Modifying parameter values

Modifying fields

Working with filters

Focusing on and excluding field values

Refreshing data

Removing a Report View

Viewing properties

Reorienting a Cube View

Overview

Swapping dimensions

Swapping dimensions containing sorts and filters

Stacking dimensions

Removing a stacked dimension

Changing the order of stacked dimensions

Selecting row and column members

Using the Member Selector toolbar commands

Using the Member Selector shortcut menu

Displaying a hierarchical or a flat view

Switching between dimension hierarchies

Using the Favorites folder

Working with favorite groups

Searching for members

Using the advanced search options

Changing the slice of data

Selecting the default member

Hiding dimensions

Reactivating a hidden dimension

Setting the slice member for a hidden dimension

Reordering members

Changing member captions

Reordering large dimensions

Renaming a member

Displaying member captions or names

Drilling down

Expanding a parent member

Focusing on child members