Business objects LIVE OFFICE XI 3.1 FOR WINDOWS INSTALLATION GUIDE

BusinessObjects Live Office XI 3.1 User Guide

Live Office XI 3.1

windows

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2008-09-03

About this document 7Chapter 1

Who should read this document .................................................................8

How to use this document...........................................................................8

Getting Started with Live Office 11Chapter 2

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

About Live Office content ..........................................................................12

What's New in Live Office XI 3?................................................................18

Live Office toolbar .....................................................................................18

Logging on to BusinessObjects Enterprise................................................21

Live Office concepts.............................................................................13

Live Office object types .......................................................................17

Live Office architecture.........................................................................17

New Features in Live Office XI 3..........................................................18

Feature enhancements for Live Office XI 3..........................................18

Live Office ribbon menu.......................................................................21

To hide or show the Live Office toolbar................................................21

Working with Crystal Reports Content in Live Office 23Chapter 3

Overview....................................................................................................24

Inserting Crystal Reports content..............................................................24

Logging on to secured databases........................................................24

Insert Wizard: Choose Document........................................................27

Insert Wizard: Specify Parameter Values ............................................29

Insert Wizard: Choose Data.................................................................31

Insert Wizard: Set Filters......................................................................34

BusinessObjects Live Office XI 3.1 User Guide 3

Contents

Insert Wizard: Summary.......................................................................36

Summary page.....................................................................................37

Data Refresh Options................................................................................38

Additional Info.......................................................................................40

Modifying Crystal Reports content.............................................................40

Viewing and modifying general object properties.................................40

Adding custom content to Live Office objects......................................42

Modifying parameter values.................................................................42

Modifying fields ....................................................................................45

Modifying filters....................................................................................46

Working with Web Intelligence Content in Live Office 49Chapter 4

Overview....................................................................................................50

Upgrading content from the previous version......................................50

Inserting Web Intelligence content.............................................................51

Insert Wizard: Choose Document........................................................53

Insert Wizard: Specify Query Contexts................................................55

Insert Wizard: Specify Prompt Values..................................................57

Insert Wizard: Choose Data.................................................................58

Insert Wizard: Summary.......................................................................61

Summary page.....................................................................................61

Adding more Web Intelligence report parts...............................................62

Data Refresh Options................................................................................63

Additional Info.......................................................................................65

Modifying Web Intelligence content...........................................................66

Viewing and modifying general object properties.................................66

Modifying prompt values......................................................................68

Working with Queries in Live Office 71Chapter 5

Overview....................................................................................................72

4 BusinessObjects Live Office XI 3.1 User Guide

Contents

Inserting Queries.......................................................................................72

To launch the Live Office Insert Wizard................................................73

Insert Wizard: Choose Universe...........................................................75

Insert Wizard: Specify Query................................................................77

Insert Wizard: Specify Query Context..................................................87

Insert Wizard: Specify Prompt Values..................................................89

Insert Wizard: Summary.......................................................................91

Summary page.....................................................................................91

Modifying Queries......................................................................................92

Viewing and modifying general object properties.................................92

Modifying prompt values......................................................................94

Changing the universe location............................................................96

Modifying the query definition...............................................................96

Modifying a query context....................................................................97

Performing Common Tasks with Live Office Objects 99Chapter 6

Performing Common Tasks with Live Office............................................100

Modifying objects by report................................................................100

Publishing and Viewing Files..............................................................102

Saving your data locally and to the repository...................................105

Copying and pasting Live Office Objects...........................................106

Distributing objects via Outlook..........................................................108

Loading, updating, and refreshing existing content............................108

Removing Live Office objects.............................................................110

Performing Advanced Tasks 111Chapter 7

Performing Advanced Tasks....................................................................112

Managing prompt and parameter settings ........................................112

Managing global Live Office properties..............................................119

Managing document security and access .........................................125

BusinessObjects Live Office XI 3.1 User Guide 5

Contents

Troubleshooting Live Office 129Chapter 8

Enabling logging for Live Office...............................................................130

Sample Live Office log files ...............................................................130

Troubleshooting Live Office components................................................131

Problem: LiveOffice menu disappeared.............................................132

Problem: Object refresh failed............................................................132

Problem: Object sorting and filtering lost when refreshing.................133

Problem: Access denied to universe..................................................133

Live Office object size limitations.......................................................134

Reference 135Chapter 9

Reference Sections.................................................................................136

Live Office Insert Wizard....................................................................136

Options dialog box..............................................................................137

Live Office Object Properties dialog box............................................140

Backward compatibility............................................................................141

Unsupported features.........................................................................141

Get More Help 143Appendix A

Index 147

6 BusinessObjects Live Office XI 3.1 User Guide

About this document

Who should read this document

Welcome to BusinessObjects Live Office User's Guide. Live Office lets anyone, from business workers to experienced data analysts, easily retrieve business information, create queries, perform calculations, and share answers to business questions without having to understand complex database languages and structures.

Live Office helps business workers like you easily embed accurate, trustworthy up-to-date Crystal Reports or Web Intelligence information into your Microsoft® Office documents, spreadsheets, emails, and presentations. If you know how to create documents and spreadsheets, you'll have no problem learning to use Live Office.

This guide provides comprehensive information and procedures to help you to perform the following business tasks from within the Microsoft Office application environment:

• Create simple queries and summary reports based on verifiable,

• View, modify, and refresh existing queries quickly to suit your business

up-to-date, real-time information, to analyze data such as quarterly sales figures; answer important business questions; and make informed decisions.

needs.

• Share the results with your colleagues securely over the web or intranet

for collaborative, strategic decision making.

Live Office, part of the BusinessObjects XI 3.1 Productivity Pack, is one of a suite of query and analysis products provided by Business Objects.

Who should read this document

This document is intended for business users of Microsoft Office applications who want to work with Business Objects data within the Microsoft Office application environment. You must be familiar with Microsoft Office Excel, Word, Outlook, and PowerPoint, and you must have some familiarity with BusinessObjects Enterprise to understand this guide.

How to use this document

This guide covers the following topics and tasks

8 BusinessObjects Live Office XI 3.1 User Guide

About this document

How to use this document

Go to this section …To do this…

Understand key Live Office concepts and product enhancements.

Create and modify Crystal Reports documents from within your Microsoft Office applications.

Create and modify Web Intelligence documents from within your Microsoft Office applications.

Build, edit, and refresh universe queries from within your Microsoft Office applications.

Performing common tasks with Live Office objects such as saving documents and removing objects.

Perform more complex Live Office tasks such as managing prompts and configuring Single Sign On authentication.

About Live Office content on

page 12

Inserting Crystal Reports content on

page 24

Inserting Web Intelligence content on

page 51

Inserting Queries on page 72

Performing Common Tasks with Live Office on page 100

Performing Advanced Tasks on

page 112

Enable Live Office logging and troubleshoot common Live Office errors.

Review reference material including backward compatibility information and a list of unsupported and deprecated features.

BusinessObjects Live Office XI 3.1 User Guide 9

Troubleshooting Live Office on

page 129

Reference Sections on page 136

About this document

How to use this document

10 BusinessObjects Live Office XI 3.1 User Guide

Getting Started with Live Office

Overview

BusinessObjects™ Live Office (Live Office) gives you access to up-to-date information you use everyday to do your job and make important business decisions. It gives you real-time data that is verifiable and easily refreshed.

Live Office is built in to Microsoft Office applications you already use. The information you need is at your finger tips and available in a familiar, easy to use format. Live Office empowers business workers like you to easily access corporate data from within Microsoft Office Excel, Word, Outlook, and PowerPoint without depending on IT expertise to use complex business intelligence tools.

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 Excel functionality and the features of Live Office.

This document provides a high-level overview of Live Office concepts, features, and functionality, and user interface to quickly familiarize you with the product.

Related Topics

• About Live Office content on page 12

• Live Office concepts on page 13

• Live Office object types on page 17

• Live Office toolbar on page 18

• Logging on to BusinessObjects Enterprise on page 21

About Live Office content

Before you start working with Crystal Reports or Web Intelligence content in Live Office, you need to understand how Live Office content works.

Related Topics

• Live Office concepts on page 13

• Live Office object types on page 17

• Live Office architecture on page 17

12 BusinessObjects Live Office XI 3.1 User Guide

Live Office concepts

To understand how Live Office data can answer your business questions quickly and easily, you need to be familiar with the following key concepts:

• Report objects, including instances and parts

• Parameters and prompts

• Universes

• Context

Related Topics

• What are report objects, instances, and parts? on page 13

• What are parameters and prompts? on page 15

• What is a universe? on page 16

• What is a context? on page 16

What are report objects, instances, and parts?

Getting Started with Live Office

About Live Office content

When you use Live Office to insert data in a document, you can choose from Crystal Reports or Web Intelligence content stored in the BusinessObjects Enterprise repository. Reports stored in the BusinessObjects repository are called report objects.

Report objects

A report is a document you create containing information presented in tables, charts, and graphs. A report object supplies the data to the report. In Live Office, you work with report objects because they are connected to the most up-to-date content stored in databases. So, when you create a report, you'll know it will contain the latest information when people view it.

When a report object is created with the Crystal Reports or Web Intelligence designer, its information may come from various databases. The report object returns data from the underlying data source or sources, either on demand from the database or based on the refresh option chosen.

BusinessObjects Live Office XI 3.1 User Guide 13

Getting Started with Live Office

About Live Office content

Report instances

An instance is a version of that object created by BusinessObjects Enterprise when users modify the source document or schedule reports. Each instance contains data that is current at the time the source report is processed.

Essentially, a report instance is a report object that contains data that is retrieved from one or more databases. 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.

Report parts

Report parts are sections of a report that are displayed by themselves, wiithout the rest of the report page. More precisely, report parts are objects that use hyperlinks to point from a source report object to a destination Live Office object. Report parts include objects such as text or charts.

14 BusinessObjects Live Office XI 3.1 User Guide

Getting Started with Live Office

About Live Office content

The following diagram shows the relationship between report objects, report instances, and report parts in Live Office.

What are parameters and prompts?

Parameters

Parameter is a Crystal Reports term. A parameter is a question that you need to answer before generating your report. The information you enter, or the way you respond, determines the information that appears in the report. For example, in a report used by sales people, there might be a parameter that asks the user to choose a sales region. The report would return the results for the specific region, instead of returning the results for all of the regions. Parameters may be either mandatory or optional.

BusinessObjects Live Office XI 3.1 User Guide 15

Getting Started with Live Office

About Live Office content

Prompts

Prompt is a Web Intelligence term, similar to a parameter. A prompt is a dynamic filter that displays a question every time you refresh the data in a report. You respond to prompts by typing or selecting the prompt value(s) you want to view before you refresh the data. Prompts may be either mandatory or optional.

What is a universe?

A Live Office universe is an abstraction of a database and presents data in non-technical terms for business users. A universe is a collection of data objects representing the information available in a database. Business users of Web Intelligence and Crystal Reports can connect to a universe and run queries against the database. For example, a database may contain a universe for sales data, and another for customer service data. Users can perform data analysis and create reports using the objects in the universe, without seeing, or having to know anything about, the underlying data structures in the database. Universes are created by universe design specialists.

What is a context?

A universe context indicates what types of business questions are answered by the same universe objects. For example, a universe for Sales data might have a context for store sales, another for partner sales, and so on.

Because contexts may share objects that are in the same universe, specifying a universe context helps to ensure your query retrieves the right data. For example, data on expenses from an employee expense account may be stored in the same database as data on expenses from marketing a product. Choosing the right universe context will ensure you get the appropriate expense data. Therefore, when you select a universe, you may have more than one universe context to choose from.

Note:

Contexts are defined by the system administrator.

16 BusinessObjects Live Office XI 3.1 User Guide

Live Office object types

Support for different kinds of data objects has been enhanced in this version of Live Office. The following table explains how support for fields and report parts, such as charts and text, works in Live Office.

Getting Started with Live Office

About Live Office content

Live Office content type

Note:

Embedded Crystal Reports sub-reports are not supported.

Related Topics

• Live Office concepts on page 13

Live Office architecture

BusinessObjects Live Office XI 3.1 architecture, uses the reliability of BusinessObjects Enterprise XI 3.1, and Web Services to provide enhanced performance, scalability, and deployment.

Report partsFields

YesYesCrystal Reports

YesNAWeb Intelligence

NAYesQuery Panel

BusinessObjects Live Office XI 3.1 User Guide 17

Getting Started with Live Office

What's New in Live Office XI 3?

New Features in Live Office XI 3

New features for this version of Live Office include:

• Full support for Microsoft Office Outlook

• Support for Microsoft Office 2007

• Copy and paste objects across Microsoft Office applications

Feature enhancements for Live Office XI 3

Feature enhancements in this version of Live Office include:

• Support for suite-wide parameter and prompt enhancements

• Ability to view and access publication objects

• Integration of universe level security

• Business Objects Query Panel enhancements

• Support for user-specified preferred viewing locale (PVL)

• Enhanced Excel parameter binding functionality

• User experience enhancements, including a consolidated Object

Properties window, improved progress status notifications, and improved performance when refreshing or accessing data.

Customers can make the power of business intelligence available to business users inside the common Microsoft Office applications environment, with a minimum of disruption and down time, for optimized efficiency and productivity.

Live Office toolbar

The BusinessObjects Live Office toolbar provides you with quick access to some of the most common commands you will need to create and modify objects or run queries to answer your business questions.

18 BusinessObjects Live Office XI 3.1 User Guide

Getting Started with Live Office

Live Office toolbar

It provides you with quick access to the Live Office objects in your Microsoft Office Excel, PowerPoint, Outlook, or Word documents. You can:

• Insert a report object

• Refresh all report objects

• Save an object to the BusinessObjects Enterprise repository

• Navigate to the source report for your Live Office object

• Access the Help for Live Office

The toolbar contains the following buttons:

For more information

Insert Crystal Reports Content

about the objects that you can insert, see In-

serting Crystal Reports content on page 24.

For more information

Insert Web Intelligence Content

Insert Universe Query

BusinessObjects Live Office XI 3.1 User Guide 19

about the options you can use, see Inserting

Web Intelligence content on page 51

For information about the options that you can use, see Inserting

Queries on page 72

Getting Started with Live Office

Live Office toolbar

Open from Business Objects Enterprise

Save To Business Objects Enterprise

Save As New to BusinessObjects Enterprise

Opens the Repository Explorer and allows you to select published documents, Crystal Reports or Web Intelligence documents for insertion. See Insert Wizard:

Choose Document on

page 27.

For information about the options that you can use, see Publishing a

document to BusinessObjects Enterprise on

page 103.

For information about the options that you can use, see Publishing a

document to BusinessObjects Enterprise on

page 103.

Refresh All Objects

Go to Object

20 BusinessObjects Live Office XI 3.1 User Guide

Refreshes the data of all objects in the document against their source reports. For more information, see Data Refresh

Options on page 38.

Allows you to easily navigate to any Live Office object in the document.

Getting Started with Live Office

Logging on to BusinessObjects Enterprise

Help

Live Office ribbon menu

The BusinessObjects Live Office ribbon menu shown below, helps you create and modify reports or run queries to answer your business questions when using any Microsoft Office 2007 application.

To hide or show the Live Office toolbar

• Right-click the any toolbar and select BusinessObjects Live Office.

You can also Show or Hide the toolbar by navigating to View > Toolbars.

Displays the Online Help for Live Office.

The toolbar appears or disappears.

Logging on to BusinessObjects Enterprise

If you have not already logged on, you are prompted to log on to BusinessObjects Enterprise when you add or modify a Live Office object. You must also log on before you can publish a document or open a published document.

To log on to BusinessObjects Enterprise

1. Click Start > Programs > Microsoft Office, and select Microsoft Excel,

Word, or PowerPoint to launch the application.

BusinessObjects Live Office XI 3.1 User Guide 21

Getting Started with Live Office

Logging on to BusinessObjects Enterprise

2. Click LiveOffice, click Options, the "Options" dialog box appears.

3. Select the Enterprise tab, enter your BusinessObjects Enterprise logon

credentials in the following fields:

• User name

• Password

4. Verify the information in the Web Service URL and System fields to

ensure that the application is pointing to the correct Central Management System (CMS).

For example, if the Web Intelligence document you want to insert is on a CMS called businessobjects01, and the web services server is running on a server called businessobjects02, then the following information would be accurate:

businessobjects01System

Web Service URL

5. Select an authentication method from the drop-down list, click Log On

and then click OK.

Note:

The information for the System field, the Web Services URL field, and the "Authentication" drop-down list, will be provided by your system administrator.

Related Topics

• Logging on to BusinessObjects Enterprise automatically on page 126

http://businessobjects02:8080/dswsbob je/services/session

22 BusinessObjects Live Office XI 3.1 User Guide

Working with Crystal Reports Content in Live Office

Overview

With Live Office, you can leverage the power, convenience, and reliability of Crystal Reports functionality from within the Microsoft Office applications you use everyday to make better business decisions. With point and click ease, you can easily monitor regional sales trends or analyze quarterly sales figures from within Microsoft Office Excel, Word, Outlook, or PowerPoint, and share that analysis with your colleagues for improved decision making.

With Live Office, you have the comfort of knowing that the data you are accessing to make business decisions is reliable, up-to-date, and easily refreshed on demand from the database. Data accuracy is no longer a concern.

With the easy to use "Live Office Insert Wizard", you can insert Crystal Reports report parts or fields into your Microsoft Office documents.

Inserting Crystal Reports content

Crystal Reports content can be added from the Live Office menu or by using the Live Office toolbar. Both methods launch the easy to use "Live Office Insert Wizard" which easily guides you through how to choose a report, select Crystal Reports data objects, and insert them in your Microsoft Office Excel, PowerPoint, Outlook or Word applications as Live Office objects to share with your colleagues.

Logging on to secured databases

For security purposes, your system administrator may have password protected certain Crystal Reports documents and repositories. Therefore, you may be prompted for database logon credentials when accessing or refreshing certain documents.

Performing a consolidated database logon operation

1. Log on to BusinessObjects Enterprise and select LiveOffice > Insert

Crystal Reports content, or click the Insert Crystal Reports content

toolbar button, to launch the Live Office Insert Wizard.

24 BusinessObjects Live Office XI 3.1 User Guide

Working with Crystal Reports Content in Live Office

Inserting Crystal Reports content

2. Navigate to the Crystal Reports document you want to access.

3. When prompted, enter your log on information and password.

Related Topics

• Logging on to BusinessObjects Enterprise on page 21

To launch the Live Office Insert Wizard

1. Open a Microsoft Office document.

Log on to BusinessObjects Enterprise. For more information, see Logging

on to BusinessObjects Enterprise on page 21.

3. Select where you want to insert the Live Office object.

4. Select Live Office > Insert > Crystal Reports content.

Note:

In Microsoft Excel, the Wizard can also be launched from Insert > Crystal Reports content.

The "Live Office Insert Wizard" appears. If you have not already logged on to BusinessObjects Enterprise, you are prompted to do so.

The "Live Office Insert Wizard " will guide you through choosing your document, selecting report content (fields or report parts), selecting parameters if required, and inserting data into your Microsoft Office document.

Overview of the Live Office Insert Wizard for Crystal Reports content

To use Crystal Reports functionality in Live Office, you select a series of options using the "Live Office Insert Wizard". The "Live Office Insert Wizard" is composed of five pages which are explained below:

BusinessObjects Live Office XI 3.1 User Guide 25

Working with Crystal Reports Content in Live Office

Inserting Crystal Reports content

Choose Document

Specify Parameter Values

To do this taskUse this page in the wizard

•

Browse available reports.

•

Locate the report you want to use.

If the report you selected requires database logon credentials, you are again prompted to log on.

For more information, see Insert

Wizard: Choose Document on

page 27.

•

Choose parameter values from a pre-selected list of values.

•

Specify whether you are prompted each time data is refreshed.

For more information, see Insert Wiz-

ard: Specify Parameter Values on

page 29

Choose Data

26 BusinessObjects Live Office XI 3.1 User Guide

Note:

This page only appears if your report contains predefined parameters. You cannot use Live Office to introduce new parameters into a report.

Select the Crystal Reports parts or fields you want to use to create your Live Office object.

For more information, see Insert

Wizard: Choose Data on page 31.

Set Filters

Summary

Working with Crystal Reports Content in Live Office

Inserting Crystal Reports content

To do this taskUse this page in the wizard

Select filters to apply to data that you insert as fields in your Live Office documents. For more information, see Insert Wizard: Set Filters on page 34.

Note:

This page only displays if you have selected to insert data as fields.

•

Type the name of your Live Office object.

•

Verify its path in the repository before inserting it into your document.

See Insert Wizard: Summary on page 36

Insert Wizard: Choose Document

The first page of the "Live Office Insert Wizard" is the "Choose Document" page and it displays the BusinessObjects Enterprise repository explorer so that you can navigate easily to the report you want to use. The "Choose Document" page displays all Crystal Reports to which you have access, including reports contained within publications.

Tip:

You can also use the search functionality to search by title, keywords, content or all fields to locate a specific report quickly. If you are importing content to an email in Outlook, the search dialog will default to a content search based on the subject line of your email.

BusinessObjects Live Office XI 3.1 User Guide 27

Working with Crystal Reports Content in Live Office

Inserting Crystal Reports content

Note:

If the report you select requires database logon credentials, you will be prompted again for your database logon credentials. See Logging on to

secured databases on page 24.

To locate your document using the explorer

1. In the left-hand pane of the "Choose Document" page, navigate to and

double-click the folder that contains the report you want to use. Using the buttons above the left-hand pane, you can switch between Folder and Category views for easy navigating.

The folder hierarchy expands. If the report is contained within a displayed publication, select the publication instance to reveal its contents.

28 BusinessObjects Live Office XI 3.1 User Guide

Working with Crystal Reports Content in Live Office

Inserting Crystal Reports content

Note:

For a report instance to be imported, the instance must be stored somewhere on the BusinessObjects Enterprise system. Instances sent directly to an Inbox are not stored in the repository, and cannot be imported into Live Office.

2. In the right-hand pane of the "Choose Document" page, select the report

you want to use, and click Next.

Tip:

• Click a column heading, for example, Name, Owner, or Type, to sort

available reports.

• You can search for a specific report or object by title or keywords using

the search dialog above the frameset.

• If you are importing to an Outlook email, a suggestion folder will also

be available. For your convenience, this folder will contain the results of a content search based on the email's subject line.

• The "Recent" folder also contains any reports you have created or

modified most recently for ease of access.

Next Step: Insert Wizard

If the report you selected contains parameters, the next page of the "Live Office Insert Wizard" will be the "Specify Parameter Values" page. See Insert

Wizard: Specify Parameter Values on page 29.

If the report you selected does not contain parameters, the next page of the "Live Office Insert Wizard " will be the "Choose Data" page. For more information, see Insert Wizard: Choose Data on page 31.

Insert Wizard: Specify Parameter Values

The second page of the Live Office Insert Wizard is the Specify Parameter Values page. This section demonstrates the use of parameters to populate dynamic picklists. For example, in an “Activities by Location” report object that a sales manager might use to monitor regional sales activity, his report could have one parameter called “Select Region” with a value list of “East” and “West”.

BusinessObjects Live Office XI 3.1 User Guide 29

Working with Crystal Reports Content in Live Office

Inserting Crystal Reports content

To specify parameter values from a list of values

1. In the Specify Parameter Values page, select the parameter values you

want to include from the available drop down list.

2. Click Next.

Note:

You must select a value for every mandatory parameter. if the parameter is optional you may leave the value as unspecified.

You can bind this list of parameter values to particular cells in your Microsoft Office Excel spreadsheet for easy updating. For information about parameter binding and modifying parameter values, see Modifying parameter values on page 42.

30 BusinessObjects Live Office XI 3.1 User Guide

First, however, you must choose the data you want to include as report parts and insert it as a Live Office object into your Microsoft Office document. See

Insert Wizard: Choose Data on page 31.

Insert Wizard: Choose Data

The third page of the Live Office Insert Wizard is the Choose Data page which prompts you to select the Parts or Fields of the report you want to include and insert into your Microsoft Office document.

Working with Crystal Reports Content in Live Office

Inserting Crystal Reports content

Tip:

Click Switch to Fields to display the available objects as fields rather than as report parts.

BusinessObjects Live Office XI 3.1 User Guide 31

Working with Crystal Reports Content in Live Office

Inserting Crystal Reports content

Related Topics

• To select Parts as your data set on page 59

• To select Fields as your data set on page 33

To select Parts as your data set

1. Choose your preferred options for viewing report data:

•

Click the Toggle Interactive Parameters button to adjust the parameter values in the Interactive Parameters pane. Use the drop down list under each parameter in the pane to adjust the value. After you have completed your parameter value selections click Apply.

Note:

The Toggle Interactive Parameters button will not appear if your report does not contain predefined parameters or if you click Switch to Fields.

•

Click the Toggle Group Tree button to switch document view. For example, in a quarterly sales report, data could be grouped and sorted by sales person and product in document tree view for quick access.

• Click the right or left facing arrows in the toolbar to navigate to a

particular page in a report.

• Click the Search icon to search text strings in the report such as a

sales person's name.

• Choose a page magnification or zoom factor for the report from the

available drop-down list for optimal display.

2. In the document viewer, select the report parts or objects you want to

include. For example, for a quarterly sales report, you could include the name of the sales person, their product class, and their sales total by quarter.

Tip:

You can select multiple report parts to insert into your Microsoft Office application by using ALT + Click.

3. Click Next.

32 BusinessObjects Live Office XI 3.1 User Guide

Next Step: Insert Wizard

If you have inserted your data as report parts, the next page will be the Summary page. On this page you'll be able to name your Live Office object and verify its location in the repository before inserting the object in your document.

To select Fields as your data set

This topic shows you how to insert Fields as a dataset in a Microsoft Office document.

Working with Crystal Reports Content in Live Office

Inserting Crystal Reports content

Note:

The Select Fields dialog box does not appear if you have chosen to select Parts of a Crystal Report.

BusinessObjects Live Office XI 3.1 User Guide 33

Working with Crystal Reports Content in Live Office

Inserting Crystal Reports content

1. In the Choose Data page of the Live Office Insert Wizard, select the

Switch to Fields option.

2. In the Available Fields list, click a field that you want to include in the

Report object, and then click the right arrow (>).

The selected fields appear in the Selected Fields list.

3. Use the up and down arrows to change the order of the included fields,

as required.

4. Click Next.

Next Step: Insert Wizard

If you have inserted your data as fields, the next page will be the Set Filters page. See Insert Wizard: Set Filters on page 34.

Insert Wizard: Set Filters

The Set Filters page will only appear if you have inserted your data as fields. You can apply filters to all available fields in your Crystal Reports documents to restrict the data in your report, even if the fields do not appear in your document.

Note:

In Microsoft PowerPoint, the Live Office object can show only 50 rows and 50 columns of data. If you insert a Report View that contains more data than this, the data will be truncated. You can reduce the number of fields shown in the report object or add filters to reduce the data to fewer than 50 rows and columns.

34 BusinessObjects Live Office XI 3.1 User Guide

Working with Crystal Reports Content in Live Office

Inserting Crystal Reports content

To filter the data

1. In the Set Filters page of the Live Office Insert Wizard, click the field that

you want to filter.

2. Select a suitable operator from the Operators drop-down 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 Value lists. The options that you are presented with depend on the selected operator.

Note:

• 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.

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Working with Crystal Reports Content in Live Office

Inserting Crystal Reports content

• 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. Select a value from the drop-down list of values for the operator you

chose, and click Add Filter.

The filter and applicable value appear under the field to which they apply. The filter is stored as a comment or bookmark on the field that contains the filter.

4. Click Next.

Insert Wizard: Summary

36 BusinessObjects Live Office XI 3.1 User Guide

Summary page

The "Summary" page is the last screen in the "Live Office Insert Wizard" before the current object is inserted into your Microsoft Office application. Follow the instructions below to complete the process of creating your Live Office object.

1. From the "Summary" page, name your Live Office object and verify its

path in the BusinessObjects repository

2. Click Finish to insert your Live Office object into your Microsoft Office

document.

A progress bar appears as your Live Office object is inserted in your Microsoft Office document.

You can now modify object properties, modify parameter or prompt settings, configure data refresh options, or save your Office document with the embedded Live Office object.

Working with Crystal Reports Content in Live Office

Adding more Objects from the same data source

Related Topics

• Data Refresh Options on page 63

• Saving your data locally and to the repository on page 105

Adding more Objects from the same data source

You can quickly and easily add additional objects from the same data source into your Microsoft Office document.

Note:

The information in this section does not apply to Live Office objects embedded in a recieved email.

1. Select the source Live Office object.

2. Right-click, point to Live Office, and click New Object from Same Report.

The source report relaunches in the Live Office Insert Wizard.

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Working with Crystal Reports Content in Live Office

Data Refresh Options

3. Select the additional report parts you want to add and insert them using

the Live Office Insert Wizard.

Tip:

You can select multiple report parts of the same type by using ALT + Click. For example, you could select all countries in a sales report and insert them as a row set in your Microsoft Office document.

Data Refresh Options

The data that is returned when you refresh an object depends on:

• The type of object that was used as the source object.

• The data refresh option you select.

You can change the refresh behavior for the Live Office report objects from LiveOffice > Refresh Option or from the Live Office Object Properties dialog box.

To configure refresh options for your Live Office objects

1. In your Microsoft Office document, right-click the Live Office object for

which you want to change the refresh properties.

2. From the Live Office menu, click Refresh Option.

The "Refresh Options" dialog box appears.

3. Select the refresh option to use and click OK

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Working with Crystal Reports Content in Live Office

Latest Instance: From the latest instance scheduled by <user>

Data Refresh Options

DefinitionRefresh Option

Refresh the latest instance of the selected Live Office object for a specific user. Select the user whose instance you would like to use from the drop down list, the default value is the Current User based on the database credentials used to log in.

Note:

When refreshing from the latest instance of a report contained in a Publication, Live Office retrieves the report content from the latest Publication instance for the current user. The publication instance has to be published to an Enterprise location in report format. Instances set to be distributed directly to user Inbox cannot be accessed by Live Office.

On Demand: From the database

Use Report Saved Data: From saved data report

Specific Instance: From a specific instance of the report

BusinessObjects Live Office XI 3.1 User Guide 39

Refresh the data from the database. This is the default value.

Refresh the selected instance based on data saved with a published report. This option is only valid after you have published the report with saved data.

Refresh the data from the selected instance only.

Working with Crystal Reports Content in Live Office

Modifying Crystal Reports content

Additional Info

Note:

On Demand is the default option, and it will be the only available option if

the report object does not have report instances or versions, and there is no saved data with the report.

Note:

If you choose to remove data when you save the document for security reasons, anyone opening the document will see a message that data has been removed. They must refresh the objects to view the imported Live Office objects. To refresh the objects, users need to have Live Office installed and have access to the source object in BusinessObjects Enterprise. For more information about concealing data, see Managing document security and

access on page 125.

Modifying Crystal Reports content

There are many features in BusinessObjects Live Office (Live Office) that allow you to easily modify your existing Crystal Reports objects.

This section contains the following, click the appropriate link to jump to the topic:

Related Topics

• Viewing and modifying general object properties on page 40

• Adding custom content to Live Office objects on page 42

• Modifying parameter values on page 42

• Modifying fields on page 45

• Modifying filters on page 46

Viewing and modifying general object properties

You can also display and modify the properties for your Crystal Reports object. The Live Office Object Properties window allows you to view and modify all objects in the current document.

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Working with Crystal Reports Content in Live Office

To view the properties of a Live Office object

1. From within your Microsoft Office application, right-click your Live Office

object and click Properties.

The Object Properties dialog box appears.

Modifying Crystal Reports content

Note:

The properties shown and tabs available depend on the type of object selected.

2. Select the Object/Report which contains the object or objects you want

to modify.

3. Selelect one or more objects to modify the properties of.

4. Do any of the following:

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Modifying Crystal Reports content

Click the General tab to view information about the object or objects

•

and modify properties such as report location and object name.

• Click the Prompts tab to view current parameter settings and access

the Specify Parameter Values window for the selected object or objects.

• Click the Refresh tab to view and modify refresh options for the

selected object or objects.

Adding custom content to Live Office objects

Live Office objects inserted as tables are comprised of rows and columns. You can insert columns or rows, and add your own custom content to the object. The custom content will be retained when the object's data is refreshed.

1. Go to the Live Office object.

2. Select the cell, row or column adjacent to where the new column or row

will be inserted.

3. Right-click, point to Live Office, and click Insert Row or Insert Column.

One row will be inserted above, or one column will be inserted to the left of the selected cell. Repeat until the desired number of rows or columns in inserted. After inserting the first row or column, the Live Office menu will enable Remove Row or Remove Column.

To remove a row or column that has been added, you'll need to select at least one cell within the row or column. Right-click, point to Live Office, and click Remove Row or Remove Column.

Modifying parameter values

If your Live Office object is based on a report object that contains parameters, you can change the parameter values when you insert the object, or you can change the values later. If you do not specify parameter values when you insert Live Office objects into your Microsoft Office document, Live Office uses the current values.

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Modifying Crystal Reports content

Note:

If the report object contains mandatory parameters, you must specify a parameter value before inserting the object.

You can modify the Live Office properties so that you are prompted for the parameter values when you refresh the data. You can also use commands on the LiveOffice menu and the context menu to modify the parameter values and settings.

Modifying Parameter or Prompt values and settings

The Specify Parameter Values dialog box for Crystal Reports objects, or the Specify Prompt Values dialog box for Web Intelligence objects and Queries, allows you to set the values that will be used to specify what data is used for the selected Live Office object. There are two options available for all Office applications, and an additional third option in Excel. When working in Excel, you have the option to bind the values to a cell. Binding is a useful way to allow values to be updated automatically from within Excel. You can type the parameter or prompt value into the cell or, if the option is selected, you can select the value from a drop-down menu in the cell. For example, if you have an “Activities by Region” report, with a “Select Region” parameter, the binding cell might have the values “East” and “West” in the drop-down list of values. Upon selecting a value, the object's data would be updated to reflect the new selection.

1. In the Microsoft Office document, right-click the Live Office object

containing the parameter or prompt you want, then click Live Office > Prompt Setting.

The Specify Parameter (or Prompt) Values dialog box is displayed.

2. Select the parameter or prompt to modify, and choose from the following

options to specify the value:

• Select the Always ask for value option if you want the Live Office

object to prompt you for the parameter or prompt value every time it is refreshed.

• Select the Choose values list option to bind the Live Office object to

specific parameter or prompt values. Click on the browse button to launch the Specify Parameter Values dialog box. Select the parameter or prompt values from the drop down menus or add new values.

3. If you are working with an object in Microsoft Excel, the following additional

option will be available:

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Modifying Crystal Reports content

Select the Choose Excel data range option if you want to bind the

•

parameter or prompt to a range in the Excel spreadsheet.

Note:

Parameters and prompts that accept multiple discrete values can be bound to a range, or name variable, containing multiple cells.

Choose one of the below options for selecting the range:

• Open the drop-down list and select an existing name variable.

• Type the address of the range.

•

Click the specify range button to the right of the drop-down list. The "Bind Parameter" or "Bind Prompt" dialog box is displayed. Select an available range within the spreadsheet and click OK.

Note:

From the Bind Parameter or Bind Prompt dialog box, you can select a range anywhere on the current worksheet, or any other worksheet within the workbook.

Additional options available for parameters and prompts bound to ranges:

• Append parameter list to the drop down of the binding cell:

Checking this box will create a drop down in each of the selected cells with a list of all possible values for the selected parameter.

Caution:

Using this option for a parameter or prompt with a large list of values will increase the overall size of the workbook; and may decrease performance and response time when data is refreshed.

• Update parameter list upon refresh: Checking this box will

refresh the list of values available for the selected parameter.

Caution:

Using this option for a parameter or prompt with a large list of values will increase the overall size of the workbook; and may decrease performance and response time when data is refreshed.

Additional options for range type parameters and prompts:

• Include this value: Check this box to have the selected value

included in the data set.

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Modifying Crystal Reports content

• No lower/upper value: Checking this box causes the data set to

disregard the lower or upper value of the parameter range.

4. Click OK to close the Specify Parameter (or Prompt) Values dialog box.

The report data will then be refreshed automatically.

Tip:

This is the default Live Office refresh behavior, to modify this behavior click Live Office > Options, the "Options" dialog box appears. Under the General section, use the check boxes to specify the preferred refresh behavior.

To automatically refresh the data when cell binding changes

This topic is relevant if you are using Live Office objects in Microsoft Office Excel.

1. On the Live Office menu, click Options.

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

3. Select Refresh Live Office object when binding cell changes.

4. Click OK.

Note:

When you refresh any single LiveOffice object, the Specify Parameter Values dialog box opens and allows you to modify the parameter values.

Modifying fields

You can add or remove fields from a report object that is based on a Crystal Reports document or document instance.

To add or remove fields

1. Click any cell in the Live Office object that you want to modify.

2. On the LiveOffice menu, click Modify and then click Add/Remove Fields

to open the Choose Data page of the Live Office Insert Wizard.

3. Do one of the following:

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Modifying Crystal Reports content

To add a field, select it in the Available fields list; then click the right

•

arrow (>).

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

left arrow (<).

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

5. Click OK to apply the changes.

Related Topics

• To select Fields as your data set on page 33

Modifying filters

You can add, modify, and remove filters from your document. You can apply filters to any field in the source Crystal Report document, even if the field is not displayed.

To add or modify a filter

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

2. On the LiveOffice menu, click Modify,click Filter Settings, and then

click Add/Modify to open the Filter Settings page of the Live Office Insert Wizard.

Tip:

This command is also available on the LiveOffice shortcut menu.

3. In the Filter Settings page, click the field that you want to filter.

4. If you want to modify an existing filter, select 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.

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.

46 BusinessObjects Live Office XI 3.1 User Guide

Note:

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

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

• If you format individual cells in a report object and then change the

filters, the formatted cells may disappear.

6. Click Add Filter to add the filter to the field.

The filter appears under the field to which it applies.

7. Click OK to apply the changes.

To remove a filter

1. Select a cell in your document that contains the filter you want to remove.

2. On the LiveOffice menu, click Modify, click Filter Setting, and then click

Add/Modify to open the Filter Settings page of the Live Office Insert

Wizard.

Tip:

You can also right-click the Live Office object, point to Live Office, point to Filter Settings, and click Add/Modify.

Working with Crystal Reports Content in Live Office

Modifying Crystal Reports content

3. In the Filter Settings page, select the filter that you want to delete, Remove

Filter, and click OK.

Choosing specific field values as filter settings

You can also focus on or filter on a particular set of field values. to narrow down the data in your report. For example, if your report data contains information on a range of bicycles, you might have three fields containing the following information: Size, Color, and Price. The bicycles might come in four colors: red, black, blue, and green. If you want your report to display the size and price for the black bicycles only, you could use the Focus On Value filter setting to return that information. Alternatively, you can use the Exclude Value to exclude specific values.

To focus on a value

1. Click the cell containing the field value that you want to include as a filter.

For example, black bicycles.

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Modifying Crystal Reports content

2. On the LiveOffice menu, click Modify,click Filter Setting, and then click

Focus On Value.

Your report now displays size and price information for black bicycles. 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 LiveOffice menu, click Modify, click Filter Setting, and then click

Exclude Value.

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

48 BusinessObjects Live Office XI 3.1 User Guide

Working with Web Intelligence Content in Live Office

Overview

Web Intelligence provides access to business information over intranet and extranets for powerful ad hoc queries and sophisticated, easy-to-use interactive analysis.

With BusinessObjects Live Office (Live Office), you can easily and conveniently manipulate Web Intelligence data from within the Microsoft Office application environment.

You can compile, analyze, and manipulate “live” Web Intelligence data from within the Microsoft Office Excel, PowerPoint, Outlook, and Word documents that you use everyday for improved collaborative decision making.

Upgrading content from the previous version

Earlier versions of Live Office supported inserting Web Intelligence fields into Microsoft Office documents. This version is backward compatible with the earlier versions of Live Office and you can therefore upgrade Web Intelligence content.

To upgrade a Web Intelligence object from the previous version

1. Open the Microsoft Office document that contains the Web Intelligence

object from the previous version.

2. Logon to BusinessObject Enterprise and launch the Live Office Insert

Wizard.

You will be prompted to upgrade.

3. Click OK to convert the Web Intelligence document to this version of Live

Office.

4. After the upgrade process is complete, right click the object and select

Add/Remove Fields to modify the field list setting or select Refresh Object to refresh the fields.

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Working with Web Intelligence Content in Live Office

Inserting Web Intelligence content

Web Intelligence content can be added from the Live Office menu or by using the Live Office toolbar. Both methods launch the easy to use "Live Office Insert Wizard" which easily guides you through how to choose a report, select Web Intelligence data objects, and insert them in your Microsoft Office Excel, PowerPoint, Outlook or Word applications as Live Office objects to share with your colleagues.

To launch the Live Office Insert Wizard

1. Open a Microsoft Office document.

Log on to BusinessObjects Enterprise. For more information, see Logging

on to BusinessObjects Enterprise on page 21.

3. Select where you want to insert the Live Office object.

4. Select Live Office > Insert > Web Intelligence content.

Note:

In Microsoft Excel, the Wizard can also be launched from Insert > Web Intelligence content.

The "Live Office Insert Wizard" appears. If you have not already logged on to BusinessObjects Enterprise, you are prompted to do so.

The "Live Office Insert Wizard " will guide you through choosing your document, selecting report content, selecting prompt values if required, and inserting data into your Microsoft Office document.

Overview of the Live Office Insert Wizard for Web Intelligence content

To use Web Intelligence functionality in Live Office, you select a series of options using the "Live Office Insert Wizard". The "Live Office Insert Wizard" is composed of five pages which are explained below:

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Inserting Web Intelligence content

Choose Document

Specify Context

To do this taskUse this page in the wizard

•

Browse available reports.

•

Locate the report you want to use.

See Insert Wizard: Choose Docu-

ment on page 53.

If more than one context exists for the Web Intelligence data you have selected, you must specify the context you want to use. For example, Web Intelligence report parts that apply to either a Marketing or a Sales context.

See Insert Wizard: Specify Query

Contexts on page 55.

Specify Prompt Values

Choose Data

52 BusinessObjects Live Office XI 3.1 User Guide

•

Choose prompt values from a preselected list of values.

•

Specify whether you are prompted each time data is refreshed.

See Insert Wizard: Specify Prompt

Values on page 57

Select the Web Intelligence report part(s) that you want to use to create your Live Office object.

See Insert Wizard: Choose Data on page 58

Working with Web Intelligence Content in Live Office

To do this taskUse this page in the wizard

•

Summary

Insert Wizard: Choose Document

The first page of the "Live Office Insert Wizard" is the "Choose Document" page and it displays the BusinessObjects Enterprise repository explorer so that you can navigate easily to the report you want to use. The "Choose Document" page displays all Web Intelligence reports to which you have access, including reports contained within publications.

Inserting Web Intelligence content

Type the name of your Live Office object.

Verify its path in the repository before inserting it into your document.

See Insert Wizard: Summary on page 61

Tip:

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Working with Web Intelligence Content in Live Office

Inserting Web Intelligence content

To locate your document using the explorer

1. In the left-hand pane of the "Choose Document" page, navigate to and

double-click the folder that contains the report you want to use. Using the buttons above the left-hand pane, you can switch between Folder and Category views for easy navigating.

The folder hierarchy expands. If the report is contained within a displayed publication, select the publication instance to reveal its contents.

Note:

54 BusinessObjects Live Office XI 3.1 User Guide

2. In the right-hand pane of the "Choose Document" page, select the report

you want to use, and click Next.

Tip:

• Click a column heading, for example, Name, Owner, or Type, to sort

available reports.

• You can search for a specific report or object by title or keywords using

the search dialog above the frameset.

• If you are importing to an Outlook email, a suggestion folder will also

be available. For your convenience, this folder will contain the results of a content search based on the email's subject line.

• The "Recent" folder also contains any reports you have created or

modified most recently for ease of access.

Next Step: Insert Wizard

Note:

• If the report you selected has more then one context, the next page of

the "Live Office Insert Wizard" will be the "Specify Context" page. See

Insert Wizard: Specify Query Contexts on page 55.

• If the report you selected does not have more than one context, but

contains prompts, the next page of the "Live Office Insert Wizard" will be the "Specify Prompt Values" page. See Insert Wizard: Specify Prompt

Values on page 57

• If the report you selected does not contain prompts or more than one

context, the next page of the "Live Office Insert Wizard " will be the "Choose Data" page. See Insert Wizard: Choose Data on page 58.

Working with Web Intelligence Content in Live Office

Inserting Web Intelligence content

Insert Wizard: Specify Query Contexts

A context is a defined group of data objects in a universe that share a common business purpose. If the data you have selected is included in more than one context, you must specify the context you want to use.

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Inserting Web Intelligence content

To specify context

1. From the Specify Query Contexts page of the Live Office Insert Wizard,

select a context from the list.

2. Click Next.

If the Web Intelligence report you select contains prompts, the next page will be the Specify Prompt Values; if the report does not contain prompts the Choose Data page appears.

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Inserting Web Intelligence content

Insert Wizard: Specify Prompt Values

The Specify Prompt Values page will display only if prompts have been specified for the report. Prompts are either mandatory or optional. If all the prompts listed on this page are optional, you do not have to specify a prompt value at this stage, click Next and specify the prompt values when refreshing the object.

1. On the "Specify Prompt Values" page, do one of the following for each

prompt value you want to specify:

• Type a value in the search field, to search for a prompt value from a

pre-selected list of options. Click the to specify Ignore case or Case sensitive for the search string. Click > to add it to your selected values.

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Inserting Web Intelligence content

Note:

If the list of available values is empty or needs to be updated, click

the Refresh List icon .

• Double-click on a displayed value to add it to the list of selected values.

• Type a prompt value and click > to add the value to the list of values.

2. Click Next.

The Choose Data page appears.

Insert Wizard: Choose Data

The fourth page of the Live Office Insert Wizard is the Choose Data page which prompts you to select the parts of the report you want to include and insert into your Microsoft Office document.

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Inserting Web Intelligence content

To select Parts as your data set

1. Choose your preferred options for viewing report data:

•

Note:

The Toggle Interactive Parameters button will not appear if your report does not contain predefined parameters or if you click Switch to Fields.

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Inserting Web Intelligence content

•

• Click the right or left facing arrows in the toolbar to navigate to a

particular page in a report.

• Click the Search icon to search text strings in the report such as a

sales person's name.

• Choose a page magnification or zoom factor for the report from the

available drop-down list for optimal display.

2. In the document viewer, select the report parts or objects you want to

include. For example, for a quarterly sales report, you could include the name of the sales person, their product class, and their sales total by quarter.

Tip:

You can select multiple report parts to insert into your Microsoft Office application by using ALT + Click.

3. Click Next.

60 BusinessObjects Live Office XI 3.1 User Guide

Insert Wizard: Summary

Working with Web Intelligence Content in Live Office

Inserting Web Intelligence content

Summary page

1. From the "Summary" page, name your Live Office object and verify its

path in the BusinessObjects repository

2. Click Finish to insert your Live Office object into your Microsoft Office

document.

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Adding more Web Intelligence report parts

A progress bar appears as your Live Office object is inserted in your Microsoft Office document.

You can now modify object properties, modify parameter or prompt settings, configure data refresh options, or save your Office document with the embedded Live Office object.

Related Topics

• Data Refresh Options on page 63

• Saving your data locally and to the repository on page 105

Adding more Web Intelligence report parts

You can quickly and easily add additional report parts to your Live Office Web Intelligence document.

To add report parts from the same source

1. Select the source Live Office object in your Microsoft Office document.

2. Right-click, point to Live Office, and click New Object from Same Report.

The "Insert from Same Source" window appears.

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Data Refresh Options

3. Select the report parts you want to add and click the Insert button. Live

Office will insert the part(s) automatically.

When you are finished inserting additional parts from that source, click Close to return to your Office document.

Data Refresh Options

The data that is returned when you refresh an object depends on:

• The type of object that was used as the source object.

• The data refresh option you select.

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Data Refresh Options

You can change the refresh behavior for the Live Office report objects from LiveOffice > Refresh Option or from the Live Office Object Properties dialog box.

To configure refresh options for your Live Office objects

1. In your Microsoft Office document, right-click the Live Office object for

which you want to change the refresh properties.

2. From the Live Office menu, click Refresh Option.

The "Refresh Options" dialog box appears.

3. Select the refresh option to use and click OK

DefinitionRefresh Option

Latest Instance: From the latest instance scheduled by <user>

64 BusinessObjects Live Office XI 3.1 User Guide

Note:

Working with Web Intelligence Content in Live Office

Data Refresh Options

DefinitionRefresh Option

On Demand: From the database

Use Report Saved Data: From saved data report

Specific Instance: From a specific instance of the report

Additional Info

Note:

• Use Report Saved Data is the default option if the Web Intelligence report

does not have an instance and is not set as Refresh On Open by the report creator.

• On Demand is the default option if the Web Intelligence report has been

set as Refresh On Open by the report creator; and it will be the only available option if the report does not have instances, or if there is no saved data with the report.

• Latest Instance is the default option if the Web Intelligence report has

an instance that is available to the current user.

Refresh the data from the database. This is the default value.

Refresh the selected instance based on data saved with a published report. This option is only valid after you have published the report with saved data.

Refresh the data from the selected instance only.

Note:

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Modifying Web Intelligence content

information about concealing data, see Managing document security and

access on page 125.

Modifying Web Intelligence content

You can also modify existing Web Intelligence data objects. This section explains how to view and modify existing Live Office objects.

This section contains the following, click the appropriate link to jump to the topic:

Related Topics

• Viewing and modifying general object properties on page 66

• Modifying prompt values on page 68

Viewing and modifying general object properties

You can also display and modify the properties for your Web Intelligence object. The Live Office Object Properties window allows you to view and modify all objects in the current document.

To view the properties of a Live Office object

1. From within your Microsoft Office application, right-click your Live Office

object and click Properties.

The Object Properties dialog box appears.

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Modifying Web Intelligence content

Note:

The properties shown and tabs available depend on the type of object selected.

2. Select the Object/Report which contains the object or objects you want

to modify.

3. Selelect one or more objects to modify the properties of.

4. Do any of the following:

• Click the General tab to view information about the object or objects

and modify properties such as report location and object name.

• Click the Prompts tab to view current parameter settings and access

the Specify Parameter Values window for the selected object or objects.

• Click the Refresh tab to view and modify refresh options for the

selected object or objects.

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Modifying Web Intelligence content

Modifying prompt values

You can change the prompt values when you insert the Web Intelligence data object or you can change the values later. If you do not specify prompt values when you insert the object, Live Office uses the current prompt values.

Modifying Parameter or Prompt values and settings

1. In the Microsoft Office document, right-click the Live Office object

containing the parameter or prompt you want, then click Live Office > Prompt Setting.

The Specify Parameter (or Prompt) Values dialog box is displayed.

2. Select the parameter or prompt to modify, and choose from the following

options to specify the value:

• Select the Always ask for value option if you want the Live Office

object to prompt you for the parameter or prompt value every time it is refreshed.

• Select the Choose values list option to bind the Live Office object to

specific parameter or prompt values. Click on the browse button to launch the Specify Parameter Values dialog box. Select the parameter or prompt values from the drop down menus or add new values.

3. If you are working with an object in Microsoft Excel, the following additional

option will be available:

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Modifying Web Intelligence content

Select the Choose Excel data range option if you want to bind the

•

parameter or prompt to a range in the Excel spreadsheet.

Note:

Parameters and prompts that accept multiple discrete values can be bound to a range, or name variable, containing multiple cells.

Choose one of the below options for selecting the range:

• Open the drop-down list and select an existing name variable.

• Type the address of the range.

•

Click the specify range button to the right of the drop-down list. The "Bind Parameter" or "Bind Prompt" dialog box is displayed. Select an available range within the spreadsheet and click OK.

Note:

From the Bind Parameter or Bind Prompt dialog box, you can select a range anywhere on the current worksheet, or any other worksheet within the workbook.

Additional options available for parameters and prompts bound to ranges:

• Append parameter list to the drop down of the binding cell:

Checking this box will create a drop down in each of the selected cells with a list of all possible values for the selected parameter.

Caution:

Using this option for a parameter or prompt with a large list of values will increase the overall size of the workbook; and may decrease performance and response time when data is refreshed.

• Update parameter list upon refresh: Checking this box will

refresh the list of values available for the selected parameter.

Caution:

Using this option for a parameter or prompt with a large list of values will increase the overall size of the workbook; and may decrease performance and response time when data is refreshed.

Additional options for range type parameters and prompts:

• Include this value: Check this box to have the selected value

included in the data set.

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• No lower/upper value: Checking this box causes the data set to

disregard the lower or upper value of the parameter range.

4. Click OK to close the Specify Parameter (or Prompt) Values dialog box.

The report data will then be refreshed automatically.

Tip:

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Working with Queries in Live Office

Overview

A query is used to answer a business question from data stored in one or more databases. A query can be simple, such as total sales last year. Or depending on your business need, it can be more complex, such as total sales, for Product A, in the US state of California, in the first quarter of last year.

Traditionally, queries are usually sent to databases in a language called Structured Query Language (SQL) and could only be designed by an expert in IT or database languages. However, BusinessObjects Live Office (Live Office) provides the Insert Wizard that makes it easy to build queries, you don't have to know SQL to query for information using Live Office. You do not need to know complex programming languages. The Live Office Insert Wizard presents the information available in the database as objects that have familiar names and meanings. The query is then built using the objects and filters you select.

With minimal effort, you can define queries and retrieve meaningful answers to business questions such as the following:

• Get sales figures for the first three quarters of this year for all customers

in North America by region.

• Get a list of all customers worldwide who are partners.

The data is arranged in table format where you can access it from your Microsoft Office Excel, Word, Outlook or PowerPoint documents. This section contains information about creating, editing, and refreshing queries in Live Office.

Related Topics

• Inserting Queries on page 72

• Overview of the Live Office Insert Wizard for Queries on page 73

• Modifying Queries on page 92

Inserting Queries

Queries can be added from the Live Office menu or by using the Live Office toolbar. Both methods launch the easy to use "Live Office Insert Wizard" which easily guides you through how to choose a universe, select data

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Working with Queries in Live Office

objects, and insert them in your Microsoft Office Excel, PowerPoint, Outlook or Word applications as Live Office objects to share with your colleagues.

To launch the Live Office Insert Wizard

1. Open a Microsoft Office document.

Log on to BusinessObjects Enterprise. For more information, see Logging

on to BusinessObjects Enterprise on page 21.

3. Select where you want to insert the Live Office object.

4. Select Live Office > Insert > New Query.

Note:

In Microsoft Excel, the Wizard can also be launched from Insert > New Query.

The "Live Office Insert Wizard" appears. If you have not already logged on to BusinessObjects Enterprise, you are prompted to do so.

Overview of the Live Office Insert Wizard for Queries

Inserting Queries

Below is an overview of how the Live Office Insert Wizard is used to build a query. For more detailed instructions, see Inserting Queries on page 72.

To do this taskUse this page in the wizard

•

Browse available universes

•

Locate the universe you want to

Choose Universe

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use.

See Insert Wizard: Choose Uni-

verse on page 75.

Working with Queries in Live Office

Inserting Queries

Specify Query

Specify Query Context

To do this taskUse this page in the wizard

Select Universe objects from the Manager pane and drag them to the Results Objects to be displayed

or Select Universe objects from the Manager pane and drag them to the Filter Object pane to create data filters

See Insert Wizard: Specify Query on page 77.

Select a universe context for your query.

A context is a defined group of objects in a universe that share a common business purpose.

Specify Prompt Values

74 BusinessObjects Live Office XI 3.1 User Guide

See Insert Wizard: Specify Query

Context on page 87.

•

Choose a prompt value from a pre-selected list of values.

•

Specify that you are to be prompted each time data is refreshed.

See Insert Wizard: Specify Prompt

Values on page 57.

Summary

Insert Wizard: Choose Universe

The first page of the "Live Office Insert Wizard" is the "Choose Universe" page and it displays the BusinessObjects Enterprise repository explorer so that you can navigate easily to the report you want to use. The "Choose Universe" page displays all Universes to which you have access.

Working with Queries in Live Office

Inserting Queries

To do this taskUse this page in the wizard

Type the name of your Live Office object and verify its path in the repository before inserting the data into your Microsoft Office document. See Insert Wizard: Summary on page 91.

Tip:

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To select your data source

1. In the Folders pane of the "Choose Universe" page, navigate to and

double-click the folder that contains the universe you want to use. The folder hierarchy expands.

2. In the right-hand pane of the "Choose Universe" page, select the universe

you want to use, and click Next.

Tip:

• Click a column heading, for example, Title, Owner, or Date Modified,

to sort the universes within the selected folder.

• You can search for a specific universe by title, keyword or content

using the search dialog above the frameset.

76 BusinessObjects Live Office XI 3.1 User Guide

• If you are importing to an Outlook email, a suggestion folder will also

be available. For your convenience, this folder will contain the results of a content search based on the email's subject line.

• The "Recent" folder also contains any universes you have accessed

or modified most recently for ease of access.

Related Topics

• Insert Wizard: Specify Query on page 77

Insert Wizard: Specify Query

To define the data to have it answer your business questions and be inserted into your Microsoft Office Excel, PowerPoint, Outlook, or Word document, you need to build a query. The manager pane of the Specify Query page lists all the available objects defined for the selected universe.

To add Objects to your query

Working with Queries in Live Office

Inserting Queries

Building your query is as simple as dragging and dropping. You select items from the left-hand pane and drop them in either the Result Objects or Filter Objects pane.

Note:

You can also drag objects out of these areas back to the left-hand pane at any time.

1. From the left-hand pane, select and drag objects onto the Result Objects

pane.

For example, a query might include the Year, Sales Rep, Customer Name and Dollar Amount.

The objects dragged into the Result Objects pane will form the columns of your Live Office object.

2. From the left-hand pane, select and drag objects to the Filter Objects

pane.

Objects can be dragged to both the Results and Filter Objects panes. Objects dragged to the Filter pane will not appear in the Live Office object. These objects will filter the data, and limit the resulting data set to your

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Inserting Queries

specifications. Using the example in Step 1, you could drag the object Year to also act as a filter, thereby enabling you to restrict the data displayed to a selected year.

a. You can now determine what type of filter the objects in the Filter

3. You can now further define the objects selected. You can make your

business question more meaningful by ranking or sorting the data set.

a. Add ranking to your query objects

b. Sort your query objects

Objects pane will be.

Filter types include:

• Constant Value

• List of Values

• Prompt

For more information see Filtering query objects on page 83

Ranking query objects on page 81

Sorting query objects on page 82

4. Click Next to continue.

Related Topics

• Configuring query options on page 85

About the Specify Query page

This section describes features of the Specify Query page.

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Show/Hide Manager Pane button

The manager pane is the panel on the left-hand side. You can show or hide

this pane by clicking the Show/Hide manager pane button .

Show/Hide Filter pane button

Click the Show/Hide filter pane button to show or hide the Filter Objects pane.

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Show the option dialog button

Click the Show the option dialog button to display the "Options" dialog box. For more information, see Configuring query options on page 85.

Add a ranking button

Click the Add a ranking button to have the data associated with the selected object ranked by the order you select. For more information, see

Ranking query objects on page 81.

Manage Sorts

Click the Manage Sorts button to display the Sort Dialog box. From here you can manage any sorts that have been added to objects. For more information, see Sorting query objects on page 82.

Available Objects

In the manager pane, you'll see the selected universe followed by folders in a tree folder structure. Click to expand the folders to display the available data objects within. These objects can be selected as a Result or Filter object by dragging them into the desired pane. Objects can be one of the following types:

•

Dimension object

A dimension object represents data that provides the basis for analysis in a report. Dimension objects typically retrieve character-type data, for example; customer names, resort names, or dates.

•

Detail object

A detail obect provides descriptive data about a dimension. A detail is always attached to the dimension for which it provides additional information. For example, [Age] is a detail object that is associated with the [Customer] dimension.

•

Measure object

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A measure object retrieves numeric data that is the result of calculations on data in the database. For example, [Revenue] is the calculation of the number of items sold multiplied by item price.

•

Precondition objects

A precondition object is a predefined filter, and can only be placed in the Filter Objects pane. For example, [This Year] is a predefined filter to restrict the data set to the current year.

Ranking query objects

Ranking is a method of restricting the data returned by a query. In the Specify Query page of the Live Office Insert Wizard, you can add a ranking to a dimension or object based on a defined measure. For example you could set a ranking to limit the “Customer Name” dimension to the top seven results based on the “Sum of Last Year Sales”.

Working with Queries in Live Office

Inserting Queries

Note:

Not all universe objects support ranking. You cannot rank on an object whose values depend on the data order. This is because the Live Office ranking function changes the data order, which in turn changes the object data, which then requires the data order to be recalculated. The result is a circular dependency between the ranking and the object's data.

Click the Add a ranking button above the manager pane.

A filter editor is displayed in a separate pane under the Result Objects pane.

2. In the filter editor qualify the ranking by order by selecting from the

drop-down list next to the the Add a ranking icon. You choose one of the following qualifiers:

• Top

• Bottom

• % Top

• % Bottom

3. Provide a value in the box next to your selected qualifier.

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Move the displayed value up or down using the corresponding control buttons.

4. Drag and drop a dimension, measure, and object if required into the

designated fields within the filter editor .

You can drag objects directly from the manager pane, or move preselected objects from the Result Objects pane.

5. Repeat Steps 1-4 to set up another ranking or continue building your

query.

Sorting query objects

You can apply a specific sorting order to the objects included in a query. The sort order will be reflected in the retrieved results for your query. To specify a sort you need to view the "Specify Query" page in the Live Office Insert Wizard.

In the Specify Query page click the Manage sort icon .

The Sort Dialog is displayed.

2. From the Available objects list select the object to which you want to

sort.

Expand the folders and subfolders to locate your objects.

Note:

You cannot select an entire folder.

3. Use the > button to move a selected object to the Query sorts list.

To undo a selection, use the < button to return an object to the Available objects list .

4. Select an object in the Query sorts list and do any of the following:

• Specify the order of the retrieved data for the object as either

Ascending or Descending by selecting the appropraite button. A corresponding up (ascending) or down (descending) arrow is displayed next to the object. Objects are by default specified as ascending.

• Use the Move up or Move down button to move the object within the

Query sorts list . The query will reflect the order in the list.

5. Click OK.

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The Sort Dialog is closed and you return to the Specify Query page in the Live Office Insert Wizard.

Filtering query objects

When you build simple queries using the Live Office Insert Wizard, you can choose to define three types of filters

• A constant value

• A list of values

• A prompt

The rest of this section provides step-by-step instructions for defining each filter type.

Working with Queries in Live Office

Inserting Queries

Using a constant value as a filter

When an object is dropped into the Filter Objects pane, a corresponding filter editor is displayed.

1. In the filter editor, click the downward facing arrow on the right , and select

Constant.

2. Type a value in the text box provided.

The object will be set to value you enter in the text box.

Note:

The value entered the in text box is the constant value for the object when the query is run. Click the downward facing arrow on the left of the text box to select a different relationship between the specified value and the query object.

3. Click Next.

The Specify Query Contexts or Specify Prompt Values page appears.

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Using a list of values as a filter

When an object is dropped into the Filter Objects pane, a corresponding filter editor is displayed.

1. In the filter editor, click the downward facing arrow on the right , and select

List of Values.

2. From the List of Values dialog box, double-click the values you want to

include, and click OK.

For example, you could select the value Partners so that the results of your query will return a list of customers in the SC region who are Partners.

The values you chose appear in the Filter Object pane.

3. Click Next.

The Specify Query Contexts or Specify Prompts Values page appears.

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Using a prompt as a filter

When an object is dropped into the Filter Objects pane, a corresponding filter editor is displayed. You could for example add prompts for types of customers or sales prospects, such as Partners or System Integrators, or for different geographical regions.

1. In the filter editor, click the downward facing arrow on the right, and select

Prompt.

Click the Define prompt icon to the right of the text box.

The "Define a prompt" dialog box will open.

Working with Queries in Live Office

Inserting Queries

3. In the "Define a prompt" dialog box, select the prompt properties you want

and click OK. For example, you could choose Optional prompt to make the prompt optional.

4. Click Next.

If your query has more than one possible context, the next page will be the Specify Query Context page; if your query has prompts the next page will be the Specify Prompts Values page. If your query does not have possible contexts, and no prompts, the Summary page of the Insert Wizard will appear.

Configuring query options

You can configure your query options to do the following to improve performance and data quality:

• Eliminate duplicate rows in the result set

• Set a limit for the time taken to run the query

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Inserting Queries

• Set a limit to the number of rows returned in the query result set.

• Limit the returned data to a specified random sample set.

To configure query options

Click the Show the option dialog icon .

The Options dialog appears.

2. From the Options dialog configure the available options as described in

the following table, and click OK

Duplicate rows

DescriptionOption

If the user does not select this option, the duplicate rows will be removed from the query result. For example, if you ask for Year object, you'll get distinct years instead of the possible duplicated year value for each row returned by the query. Default is false.

Max. Fetched Time

Max. Row Fetched

Sample Result Set

86 BusinessObjects Live Office XI 3.1 User Guide

Maximum time in seconds allowed for the query to run. The value -1 means that there is no time limit.

Maximum number of rows to be fetched when the query is run. The value . -1 means that there is no limit.

Returns the specified number of rows as random data within the current selection criteria.

Working with Queries in Live Office

Insert Wizard: Specify Query Context

A context is a defined group of objects in a query that share a common business purpose. Contexts are used in universes to avoid ambiguous queries, queries that contain objects that return more than one kind of information. If more than one context exists for your query you must specify the context you want to use in the Specify Query Contexts page of the Live Office Insert Wizard.

Note:

You can also modify the query context on the Prompts tab of the "Live Office Object Properties" window or during a refresh operation.

To specify context

The Specify Query Contexts page displays when building a new query if the query contains multiple contexts.

Inserting Queries

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Inserting Queries

1. From the Available Contexts list select the context you want to use for

your query.

Tip:

The current context is listed under the Selected Value(s) heading.

2. Click Next to continue building your query.

If your query contains prompts, the next page will be the Specify Prompt Values page; if it does not contain prompts, the Summary page of the Live Office Insert Wizard will appear.

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Insert Wizard: Specify Prompt Values

The Specify Prompt Values page will display only if you specified prompts for the query. Prompts are either mandatory or optional. If all the prompts listed on the page are optional, you do not have to specify a prompt value at this stage, click Next and specify the prompt values when refreshing the query.

Inserting Queries

1. On the Specify Prompt Values page, do one of the following for each

prompt value you want to specify:

• In the Type a value field, enter a new value and click > to add the

value to the "Selected values". Click < to remove one value, or << to remove multiple values, from the "Selected values" list.

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• Select a displayed value and click >, or double-click, to add it to the

• To seach from a list of pre-selected values, type a value in the search

2. Click Next.

The Summary page appears.

list of "Selected values".

Note:

If the list of available values is empty or needs to be updated, click

the Refresh Values button .

field. Click the search button , and specify Ignore case or Case sensitive for the search string. Click > to add the returned value to "Selected values".

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Insert Wizard: Summary

Working with Queries in Live Office

Inserting Queries

Summary page

1. From the "Summary" page, name your Live Office object and verify its

path in the BusinessObjects repository

2. Click Finish to insert your Live Office object into your Microsoft Office

document.

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Modifying Queries

A progress bar appears as your Live Office object is inserted in your Microsoft Office document.

You can now modify object properties, modify parameter or prompt settings, configure data refresh options, or save your Office document with the embedded Live Office object.

Related Topics

• Data Refresh Options on page 63

• Saving your data locally and to the repository on page 105

Modifying Queries

You can also modify existing Query objects. This section explains how to view and modify existing Live Office objects.

This section contains the following, click the appropriate link to jump to the topic:

Related Topics

• Viewing and modifying general object properties on page 92

• Modifying prompt values on page 94

• Changing the universe location on page 96

• Modifying the query definition on page 96

• Modifying a query context on page 97

Viewing and modifying general object properties

You can also display and modify the properties for your query. The Live Office Object Properties window allows you to view and modify all objects in the current document.

To view the properties of a Live Office object

1. From within your Microsoft Office application, right-click your Live Office

object and click Properties.

The Object Properties dialog box appears.

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Modifying Queries

Note:

The properties shown and tabs available depend on the type of object selected.

2. Select the Object/Report which contains the object or objects you want

to modify.

3. Selelect one or more objects to modify the properties of.

4. Do any of the following:

• Click the General tab to view information about the object or objects

and modify properties such as report location and object name.

• Click the Prompts tab to view current parameter settings and access

the Specify Parameter Values window for the selected object or objects.

• Click the Refresh tab to view and modify refresh options for the

selected object or objects.

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Modifying Queries

Modifying prompt values

You can change the prompt values when you insert the query data object or you can change the values later. If you do not specify prompt values when you insert the object, Live Office uses the current prompt values.

Modifying Parameter or Prompt values and settings

1. In the Microsoft Office document, right-click the Live Office object

containing the parameter or prompt you want, then click Live Office > Prompt Setting.

The Specify Parameter (or Prompt) Values dialog box is displayed.

2. Select the parameter or prompt to modify, and choose from the following

options to specify the value:

• Select the Always ask for value option if you want the Live Office

object to prompt you for the parameter or prompt value every time it is refreshed.

• Select the Choose values list option to bind the Live Office object to

specific parameter or prompt values. Click on the browse button to launch the Specify Parameter Values dialog box. Select the parameter or prompt values from the drop down menus or add new values.

3. If you are working with an object in Microsoft Excel, the following additional

option will be available:

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Select the Choose Excel data range option if you want to bind the

•

parameter or prompt to a range in the Excel spreadsheet.

Note:

Parameters and prompts that accept multiple discrete values can be bound to a range, or name variable, containing multiple cells.

Choose one of the below options for selecting the range:

• Open the drop-down list and select an existing name variable.

• Type the address of the range.

•

Click the specify range button to the right of the drop-down list. The "Bind Parameter" or "Bind Prompt" dialog box is displayed. Select an available range within the spreadsheet and click OK.

Note:

From the Bind Parameter or Bind Prompt dialog box, you can select a range anywhere on the current worksheet, or any other worksheet within the workbook.

Additional options available for parameters and prompts bound to ranges:

• Append parameter list to the drop down of the binding cell:

Checking this box will create a drop down in each of the selected cells with a list of all possible values for the selected parameter.

Caution:

Using this option for a parameter or prompt with a large list of values will increase the overall size of the workbook; and may decrease performance and response time when data is refreshed.

• Update parameter list upon refresh: Checking this box will

refresh the list of values available for the selected parameter.

Caution:

Using this option for a parameter or prompt with a large list of values will increase the overall size of the workbook; and may decrease performance and response time when data is refreshed.

Additional options for range type parameters and prompts:

• Include this value: Check this box to have the selected value

included in the data set.

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Modifying Queries

• No lower/upper value: Checking this box causes the data set to

disregard the lower or upper value of the parameter range.

4. Click OK to close the Specify Parameter (or Prompt) Values dialog box.

The report data will then be refreshed automatically.

Tip:

Changing the universe location

To change the universe location for an existing query

1. From within your Microsoft Office document, right-click your existing query,

click LiveOffice > Properties.

The Live Office Object properties page appears.

2. Click the General tab to display the object definition and set universe

location properties

3. Click Choose to open the Universe Location dialog box.

4. Make the changes you want and click OK.

Modifying the query definition

To modify a query definition

1. From within your Microsoft Office document, right-click your existing query.

2. Select LiveOffice and click Edit Universe Query to run the Live Office

Insert Wizard.

The Specify Query page appears.

3. Make the changes you want to the definition of your query, and click OK.

96 BusinessObjects Live Office XI 3.1 User Guide

Modifying a query context

You can modify the context of an existing query from the Prompts tab of the Live Office Object Properties window or during a refresh operation.

To modify a query context

1. From within your Microsoft Office document, right-click your existing query,

point to LiveOffice, and click Properties.

The Live Office Object Properties dialog box appears.

2. Click the Prompts tab to display the current query context.

3. Click the Query Context button.

The "Specify Query Contexts" window is displayed.

4. Select the new context from the list under "Available Contexts".

5. Click OK to submit your change .

You are returned to the Live Office Object Properties window.

Working with Queries in Live Office

Modifying Queries

6. Click OK to return to your Microsoft Office document.

The Live Office object is refreshed and the data reflects the new query context.

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Modifying Queries

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Performing Common Tasks with Live Office Objects

Performing Common Tasks with Live Office

After inserting a Live Office object into your Microsoft Office document, you can perform a set of common tasks.

Related Topics

• Removing Live Office objects on page 110

• Loading, updating, and refreshing existing content on page 108

• Modifying objects by report on page 100

• Distributing objects via Outlook on page 108

• Copying and pasting Live Office Objects on page 106

• Connecting to a different system on page 104

• Opening a document on a local drive on page 103

• Viewing a published document on page 102

• Publishing a document to BusinessObjects Enterprise on page 103

Modifying objects by report

The Live Office Object Properties window allows you to view all reports and report objects in the current spreadsheet. You can modify individual objects, all objects by report, or global settings. The Live Office Object Properties window provides a central location for setting current Refresh and Prompt properties. Depending on the reports and objects selected, some options may not be available.

To view the properties of a Live Office object

1. From within your Microsoft Office application, right-click your Live Office

object and click Properties.

The Object Properties dialog box appears.

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Business objects LIVE OFFICE XI 3.1 FOR WINDOWS INSTALLATION GUIDE

Specifications and Main Features

Frequently Asked Questions

User Manual

Contents

About this document

Who should read this document

How to use this document

Getting Started with Live Office

Overview

About Live Office content

Live Office concepts

What are report objects, instances, and parts?

What are parameters and prompts?

What is a universe?

What is a context?

Live Office object types

Live Office architecture

What's New in Live Office XI 3?

New Features in Live Office XI 3

Feature enhancements for Live Office XI 3

Live Office toolbar

Logging on to BusinessObjects Enterprise

Live Office ribbon menu

To hide or show the Live Office toolbar

To log on to BusinessObjects Enterprise

Working with Crystal Reports Content in Live Office

Overview

Inserting Crystal Reports content

Logging on to secured databases

Performing a consolidated database logon operation

To launch the Live Office Insert Wizard

Overview of the Live Office Insert Wizard for Crystal Reports content

Insert Wizard: Choose Document

To locate your document using the explorer

Next Step: Insert Wizard

Insert Wizard: Specify Parameter Values

To specify parameter values from a list of values

Insert Wizard: Choose Data

To select Parts as your data set

Next Step: Insert Wizard

To select Fields as your data set

Next Step: Insert Wizard

Insert Wizard: Set Filters

To filter the data

Insert Wizard: Summary

Summary page

Adding more Objects from the same data source

Data Refresh Options

To configure refresh options for your Live Office objects

Modifying Crystal Reports content

Additional Info

Viewing and modifying general object properties

To view the properties of a Live Office object

Adding custom content to Live Office objects

Modifying parameter values

Modifying Parameter or Prompt values and settings

To automatically refresh the data when cell binding changes

Modifying fields

To add or remove fields

Modifying filters

To add or modify a filter

To remove a filter

Choosing specific field values as filter settings

To focus on a value

To exclude a value

Working with Web Intelligence Content in Live Office

Overview

Upgrading content from the previous version

To upgrade a Web Intelligence object from the previous version

Inserting Web Intelligence content

To launch the Live Office Insert Wizard

Overview of the Live Office Insert Wizard for Web Intelligence content

Insert Wizard: Choose Document

To locate your document using the explorer

Next Step: Insert Wizard

Insert Wizard: Specify Query Contexts

To specify context

Insert Wizard: Specify Prompt Values

Insert Wizard: Choose Data