Business objects LIVE OFFICE XI RELEASE 2 FOR WINDOWS User Manual

BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

Windows

Patents

Business Objects owns the following U.S. patents, which may cover products that are offered and sold by Business Objects: 5,555,403, 6,247,008 B1, 6,578,027 B2, 6,490,593 and 6,289,352.

Trademarks

Third-party contributors

Business Objects, the Business Objects logo, Crystal Reports, and Crystal Enterprise are trademarks or registered trademarks of Business Objects SA or its affiliated companies in the United States and other countries. All other names mentioned herein may be trademarks of their respective owners.

Business Objects products in this release may contain redistributions of software licensed from third-party contributors. Some of these individual components may also be available under alternative licenses. A partial listing of third-party contributors that have requested or permitted acknowledgments, as well as required notices, can be found at:

http://www.businessobjects.com/thirdparty

Contents

Chapter 1 Introduction to BusinessObjects Live Office 7

About this guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Who should read this guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

How to use this guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

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

Chapter 2 Getting Started with Live Office 11

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

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

Live Office concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Live Office architecture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Live Office content types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

What’s New in Live Office . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

New Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Feature enhancements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Live Office toolbar and Insert Wizard at a glance . . . . . . . . . . . . . . . . 17

Logging on to BusinessObjects Enterprise . . . . . . . . . . . . . . . . . . . . . . . . 19

Logging on to secured databases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Chapter 3 Working with Crystal Reports Content in Live Office 21

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

About Crystal Reports content in Live Office . . . . . . . . . . . . . . . . . . . . . . . 22

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

Inserting report parts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Inserting fields as a data set . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Modifying Crystal Reports content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Adding more report parts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Viewing and modifying general object properties . . . . . . . . . . . . . . . . 33

Inserting rows or columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide 3

Contents

Modifying parameter values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Modifying fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Modifying filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Removing Live Office objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Loading, updating, and refreshing existing content . . . . . . . . . . . . . . . . . . . 37

Chapter 4 Working with Web Intelligence Content in Live Office 39

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

About Web Intelligence content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Inserting Web Intelligence content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Modifying Web Intelligence content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Upgrading content from the previous version . . . . . . . . . . . . . . . . . . . . 47

Viewing and modifying general object properties . . . . . . . . . . . . . . . . . 48

Adding more Web Intelligence report parts . . . . . . . . . . . . . . . . . . . . . . 48

Modifying prompt values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Removing Live Office objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Loading, updating, and refreshing existing content . . . . . . . . . . . . . . . . . . . 50

Chapter 5 Working with Queries in Live Office 53

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Query fundamentals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

What are universes? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

What is a query context? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

About query building in Live Office . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Creating and running queries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Selecting a data source . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Building your query . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Defining your data filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Specifying context for your query . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Naming and inserting your Live Office query object . . . . . . . . . . . . . . . 60

Configuring prompt binding options for your query . . . . . . . . . . . . . . . . 61

Configuring query options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Viewing query properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

4 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

Contents

Editing queries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Changing the universe location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Modifying the query definition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Modifying a query context . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Refreshing queries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Chapter 6 Publishing and Viewing Files 65

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

Publishing a document to BusinessObjects Enterprise . . . . . . . . . . . . . . . 66

Viewing a published document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Opening a document on a local drive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Connecting to a different system . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Chapter 7 Performing Advanced Tasks 71

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

Managing prompt and parameter settings . . . . . . . . . . . . . . . . . . . . . . . . . 72

Managing global Live Office properties . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

Configuring the shortcut menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

Changing default layout, formatting, and refresh behavior . . . . . . . . . 74

Configuring default error message strings . . . . . . . . . . . . . . . . . . . . . . 75

Configuring field display settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Managing document security and access . . . . . . . . . . . . . . . . . . . . . . . . . 76

Adding security to your documents . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Logging on to BusinessObjects Enterprise automatically . . . . . . . . . . 77

Connecting to a different CMS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Saving and storing your document to a different location . . . . . . . . . . 78

Working with Smart Tags in Live Office . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Chapter 8 Troubleshooting Live Office 81

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Sample Live Office log files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Enabling logging for Live Office . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Troubleshooting Live Office components . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Problem: LiveOffice menu disappeared . . . . . . . . . . . . . . . . . . . . . . . . 84

BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide 5

Contents

Appendix A

Problem: document refresh failed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Problem: context dialog box is not displayed on refresh even if the Reset

Context on Refresh option is checked . . . . . . . . . . . . . . . . . . . . . . . . . 85

Problem: report sorting and filtering lost when refreshing . . . . . . . . . . . 85

Reference 87

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

User Interface reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

Live Office Insert Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

Options dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Properties dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

Backward compatibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Deprecated features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Unsupported features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Previous versions and other products . . . . . . . . . . . . . . . . . . . . . . . . . . 94

Live Office object size limitations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

Appendix B Business Objects Information Resources 97

Documentation and information services . . . . . . . . . . . . . . . . . . . . . . . . . . 98

Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

What’s in the documentation set? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Where is the documentation? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Send us your feedback . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

Customer support, consulting and training . . . . . . . . . . . . . . . . . . . . . . . . 100

How can we support you? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

Looking for the best deployment solution for your company? . . . . . . . 101

Looking for training options? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

Useful addresses at a glance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

Index 103

6 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

Introduction to BusinessObjects Live Office

chapter

Introduction to BusinessObjects Live Office

About this guide

Welcome to BusinessObjects™ Live Office XI Release 2 Live Office Productivity Pack User’s Guide. BusinessObjects Live Office (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, 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, up-to-

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

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

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 Release 2 Productivity Pack, is one of a suite of query and analysis products provided by Business Objects.

Who should read this guide

This guide 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, Microsoft Office Word, Microsoft Office Outlook 2003, and Microsoft Office PowerPoint, and you must have some familiarity with BusinessObjects Enterprise to understand this guide.

For more information about Live Office, consult the release notes and the installation guide that are included with theLive Office software. For more information on BusinessObjects Enterprise, see the BusinessObjects Enterprise documentation or your BusinessObjects Enterprise administrator.

8 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

How to use this guide

This guide covers the following topics and tasks.

To do this… Go to this chapter …

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.

Publish your documents to BusinessObjects Enterprise.

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

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.

Review available resources including customer support, consultation and training.

Introduction to BusinessObjects Live Office

About this guide

Chapter 2: Getting Started with Live Office

Chapter 3: Working with Crystal Reports Content in Live Office

Chapter 4: Working with Web Intelligence Content in Live Office

Chapter 5: Working with Queries in Live Office

Chapter 6: Publishing and Viewing Files

Chapter 7: Performing Advanced Tasks

Chapter 8: Troubleshooting Live Office

Appendix A: Reference

Appendix B: Business Objects Information Resources

BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide 9

Introduction to BusinessObjects Live Office

About this guide

Business Objects information resources

For more information and assistance, see Business Objects Information Resources. This appendix describes the Business Objects documentation,

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

10 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

Getting Started with Live Office

chapter

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, and PowerPoint without depending on IT expertise to use complex business intelligence tools.

Note: Live Office supports Microsoft Office Outlook with Microsoft Office

Word as editor.

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

It contains the following topics:

• About Live Office content

• What’s New in Live Office

• Logging on to BusinessObjects Enterprise

• Logging on to secured databases

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.

This section explains the following:

• Live Office concepts

• Live Office architecture

• Live Office content types

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:

12 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

This section explains each of these concepts in non-technical terms.

• What are report objects, instances, and parts?

• What are Universes?

• What are parameters and prompts

What are report objects, instances, and parts?

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.

This section explains each of these concepts

• Report objects

• Report instances

• Report parts

Report objects

A report is a document you create containing the information about your business presented in tables, charts, and graphs. A report object is what 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 is created with Crystal Reports or the Web Intelligence Report Panel, its information may come from various databases. The source report is called a report object, because it is a source data object and contains information from various data sources. The report object returns data from the underlying data source either on demand from the database or depending on the other refresh option chosen. For more information about the refresh options available in Live Office, see “Configuring data refresh options” on

page 28.

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 report 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,

BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide 13

Getting Started with Live Office

About Live Office content

and schedule another instance that contains information from another department, even though both instances originate from the same report object.

Report parts

Report objects displayed by themselves in a viewer—without the rest of the report page—are referred to as report parts. More precisely, report parts are objects that use hyperlinks to point from a source report object to a destination object. In Live Office, report parts include objects such as text or charts.

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

What are Universes?

A LiveOffice universe is an abstraction of a data source that presents data in non-technical terms for business users. Business users of Web Intelligence and Crystal Reports can connect to a universe and through it run queries against a database. They 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.

14 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

What are parameters and prompts

This section explains parameters and prompts in non-technical terms.

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 what 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. For information about working with parameters, see “Specifying parameter values” on

page 26.

Prompts

A prompt is similar to a parameter in Crystal Reports. This Web Intelligence term refers to 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 parameter value(s) you want to view before you refresh the data.

Live Office architecture

Getting Started with Live Office

About Live Office content

Live Office XI R2 has been substantially re-architected to provide a new Web Services architecture.

The new Live Office Web Services architecture, and the reliability of BusinessObjects Enterprise, offer you enhanced performance, scalability, and deployment.

Live Office content 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.

Live Office content type Fields Report parts

Crystal Reports Yes Yes

Web Intelligence NA Yes

Query Panel Yes NA

Note: Subreports are not supported.

BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide 15

Getting Started with Live Office

What’s New in Live Office

BusinessObjects Live Office XI offers significant enhancements for increased customer convenience and ease of use. This version of Live Office contains both new features and feature enhancements for business users, business decision makers, and IT professionals.

This section explains each of these concepts in non-technical terms.

• New Features

• Feature enhancements

• Live Office toolbar and Insert Wizard at a glance

New Features

New features for this version of Live Office include:

• Support for Web Intelligence report parts in Microsoft Office Excel, Word,

and PowerPoint

• Support for BusinessObjects Query Panel in Microsoft Office Excel, Word

and PowerPoint

• New terminology for Report View. The term Report View or View has

been replaced with report object or Live Office object, depending on context.

Note: For list of features that are unsupported or deprecated in this version

of Live Office, see “Backward compatibility” on page 93.

Feature enhancements

Feature enhancements in this version of Live Office include:

• Enhanced product integration including improved Crystal Reports report

part support

• Improved migration paths and support for existing customers with earlier

versions of our products such as BusinessQuery for Microsoft Excel.

• Enhanced workflows and usability including improved menus, wizards,

and error handling

• Enhanced Live Office objects management and consolidated database

logon and prompt management

• Improved logon functionality and Single Sign On support

• Enhanced performance, scalability, and deployment with Web Services

architecture

16 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

Getting Started with Live Office

Existing customers can build on the proven BusinessObjects XI release,. They can make the power of business intelligence available the business user inside the common Microsoft Office applications environment, with a minimum of disruption and down time, for optimized efficiency and productivity.

Live Office toolbar and Insert Wizard at a glance

This section provides an overview of the improvements to the Live Office toolbar and Insert Wizard.

This section explains each of these concepts in non-technical terms.

• Live Office toolbar

• Live Office Insert Wizard

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 reports or run queries to answer your business questions.

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

• Insert a report object

• Refresh all report objects

• Save an object to BusinessObjects Enterprise

• Navigate to the source report for your Live Office object

• Access the Online Help for Live Office

What’s New in Live Office



To show or hide the Business Objects Live Office toolbar

• Right-click the Live Office toolbar and deselect.BusinessObjects Live

Office.

The toolbar appears or disappears depending on your selection.

The toolbar contains the following options:

BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide 17

Getting Started with Live Office

What’s New in Live Office

Insert Crystal Reports Content

Insert Web Intelligence Content

Insert Universe Query

Save To Business Objects Enterprise

Save As New to BusinessObjects Enterprise

Refresh All Objects Refreshes the data of each View

Go to Object Allows you to easily navigate to

Help Displays the Online Help for Live

For more information about the objects that you can insert, see

“Working with Crystal Reports Content in Live Office” on page 21.

For more information about the options you can use, see

“Working with Web Intelligence Content in Live Office” on page 39.

For information about the options that you can use, see

“Working with Queries in Live Office” on page 53.

For information about the options that you can use, see

“Publishing and Viewing Files” on page 65.

For information about the options that you can use, see

“Publishing and Viewing Files” on page 65.

in the document against the source document For more information, see “Configuring

data refresh options” on page 28.

a recently accessed Live Office object to insert more content from the same source.

Office.

Live Office Insert Wizard

The Live Office Import Wizard has been renamed the Live Office Insert Wizard, and, based on customer and usability feedback, has been redesigned and simplified for a better task flow and overall user experience. For information, see “Live Office Insert Wizard” on page 88.

18 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

Getting Started with Live Office

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, point to Programs, point to Microsoft Office, and then select

the Microsoft Office Excel, Word, Outlook, or PowerPoint to launch the application.

2. Click LiveOffice, click Options, and then click Enterprise.

3. When the Options dialog box appears, enter the following information:

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

Enterprise credentials.

5. 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

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

6. 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 URLfield,

and the Authentication drop-down list, will be provided by your system administrator.

You can change your Live Office settings so that you are automatically logged on to BusinessObjects Enterprise each time you start Microsoft Office Excel, Word, or PowerPoint. For more information, see “Logging on to

BusinessObjects Enterprise automatically” on page 77.

businessobjects01, the Web Service URL should be

Logging on to secured databases

For security purposes, your system administrator may have password protected certain documents and repositories. Therefore, you may be prompted to log on credentials when accessing or refreshing certain documents.

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Getting Started with Live Office

Logging on to secured databases



1. Log on to BusinessObjects Enterprise and launch the Live Office Wizard.

2. Navigate to the Crystal Reports or Web Intelligence document you want

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

Performing a consolidated database log on operation

to access.

20 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

Working with Crystal Reports Content in Live Office

chapter

Working with Crystal Reports Content in Live Office

Overview

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

This chapter explains how to work with Crystal Reports data objects in Live Office and contains the following topics:

• About Crystal Reports content in Live Office

• Inserting Crystal Reports content

• Modifying Crystal Reports content

• Loading, updating, and refreshing existing content

About Crystal Reports content in Live Office

This section contains the following topics to familiarize you with the wizard interface in Live Office, terms you need to know, and sample data that will be used in the examples:

• The Wizard at a glance

• Key terms and conceptsKey terms and concepts

The Wizard at a glance

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

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Working with Crystal Reports Content in Live Office

About Crystal Reports content in Live Office

Use this page in the wizard To do this task

Choose Document

• Browse available reports.

• Locate the data you want to use.

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

For more information, see “Choosing your

data source” on page 25.

Specify Parameter Values

• Choose parameters from a pre-selected

list of values.

• Specify that you are to prompted each

time data is refreshed.

• Bind parameters to a specific Microsoft

Excel data range.

For more information, see “Specifying

parameter values” on page 26.

Note: This wizard page only appears if your

report contains parameters.

Choose Data Select the Crystal Reports document you

want to use from the Repository. For more information, see “Choosing and

inserting data as report parts” on page 27

and “Choosing fields as your data set” on

page 31.

Set Filters Select filters to apply to data that you insert

as fields in your Live Office documents. For more information, see “Applying filters” on

page 32.

Note: This wizard page only appears if have

selected to insert data as fields.

Summary

• Type the name of your Live Office object.

• Verify its path in the repository before

inserting it into your document.

Key terms and concepts

To use Crystal Reports functionality within Live Office to retrieve “live” data and answer your important business questions, you need to understand the following concepts.

• Report parts

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Working with Crystal Reports Content in Live Office

Inserting Crystal Reports content

• Parameters

The following table defines each of these term for you.

Term or concept Definition

Report parts

Parameters A parameter is a question that you need to

Report parts are objects, such as images or tables, that point from a source report object to a destination Live Office object.

For more information, see

inserting data as report parts” on page 27.

answer before generating your report. The information you enter, or the way you respond, determines what appears in the report. For example, in a report used by sales people, there could 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. For more information, see “Specifying parameter

values” on page 26.

Note: Parameter is a Crystal Reports term.

Prompt is a Web Intelligence term for a similar concept. For information about prompts, see “Working with Web Intelligence

Content in Live Office” on page 39.

“Choosing and

Inserting Crystal Reports content

Using the Live Office Insert Wizard you can easily choose a report, select Crystal Reports data objects, and insert them in your Microsoft Office Excel, PowerPoint, or Word applications as Live Office objects to share with your colleagues.

This section contains:

• Inserting report parts

• Inserting fields as a data set

24 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

Inserting report parts

This topic shows you how to insert and refresh report parts in a MIcrosoft Office Excel 2003 document.

This procedure contains the following steps:

• Running the Live Office Insert Wizard

• Choosing your data source

• Specifying parameter values

• Choosing and inserting data as report parts

• Configuring parameter binding options

• Configuring data refresh options

• Saving your data locally and to the repository

Running the Live Office Insert Wizard



To run the Live Office Insert Wizard

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

“Logging on to BusinessObjects Enterprise” on page 19.

2. On the Insert menu, select 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.

After you have successfully logged on to the BusinessObjects Enterprise system, the Live Office Insert Wizard guides you through from choosing your document, selecting report contents (fields or report parts), selecting parameters if required, and inserting data into your Microsoft Office document.

Working with Crystal Reports Content in Live Office

Inserting Crystal Reports content

Choosing your data source

The first page of the Live Office Insert Wizard displays the Repository Explorer so that you can navigate easily to the report you want to use.

Tip: You can also use the search functionality to search by title and keyword

to locate a specific report quickly. The Recent folder also contains any reports you have created or modified most recently for ease of access.

To locate your document using the Repository Explorer



1. In the Repository Explorer page of the Live Office Insert Wizard, navigate

to and double-click the folder that contains the report you want to use. For example, a regional sales manager might click a Demo subfolder in the Public folder.

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Working with Crystal Reports Content in Live Office

Inserting Crystal Reports content

The folder hierarchy expands.

2. In the right-hand pane of the Repository Explorer, select the report you

want to use, and click Next.

For example, a regional sales manager might select a report called “Activities by Location” to monitor regional sales figures.

Tip: Select a column name, for example, Name, Owner, or Type, to sort

available reports.

Note: If the report you selected contains parameters, the Specify

Parameter Values page appears. See “Specifying parameter values” on

page 26.

Note: If the report you selected does not contain parameters, the next

page of the Live Office Insert Wizard prompts you to select the parts of the report you want to include and insert into your Microsoft Office application. For more information, see “Choosing and inserting data as

report parts” on page 27.

Note: If the report you selected requires database logon credentials, you

are prompted again to log on. See “Logging on to secured databases” on

page 19.

Specifying parameter values

This section demonstrates use parameters and prompts to populate dynamic picklists. For example, in the “Activities by Location” report object that a sales manager might use to monitor regional sales activity, his report could have one prompt called “Select Region” with a values list of East and West.

To specify parameter values from a list of values



1. In the Specify Parameter Values page, select the prompt you want to

include from the available drop down list.

2. Click Next.

You can use this list of parameter values you created to bind parameters to particular cells in your Microsoft Office Excel spreadsheet for easy updating For information about how parameter binding works, see “Configuring

parameter binding options” on page 28

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

“Choosing and inserting data as report parts” on page 27.

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Working with Crystal Reports Content in Live Office

Choosing and inserting data as report parts

The next 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.

To select report parts



1. Choose your preferred options for viewing report data from the Live

Office Insert Wizard toolbar.

• Select the Toggle Group Tree icon 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

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

particular page in a report.

• Select the search icon to search on particular 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 use the cursor to select multiple objects at once.

Tip: Click Switch to Fields to display the available objects as fields

rather than report parts.

3. Click Next.

The Summary page appears.

4. Name your report part and verify its location in the repository.

5. Click Finish to insert the Live Office object in your application.

6. To insert additional report parts from the same source, right-click the Live

Office object you just created and select New Object from Same Report.

Tip: To copy and paste a Live Office object within your Microsoft Office

application, right-click the Live Office object you inserted, select Copy Live Object, place your cursor at the new location, and then click Paste Live Object.

Tip: You can select multiple report parts of the same type at the same time

using ALT + Click to select them. For example, you could select all countries in a sales report and insert them as a row set.

Inserting Crystal Reports content

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Working with Crystal Reports Content in Live Office

Inserting Crystal Reports content

Configuring parameter binding options

Parameter binding is a useful way to allow parameter values to be updated automatically from within a Live Office object. For example, you may have a cell that allows you to enter a Minimum Sales Value to allow you to see only customers that have greater than a certain value. Or, in terms of our “Activities by Location” report example, you could have “Select a Region" parameter with two discrete values, East and West. With cell binding, from within your Microsoft Office application, you can choose the parameter value you want (East or West) and then dynamically retrieve the latest data from the database.

To bind a parameter to a cell in your Microsoft Office Excel spreadsheet



1. Right-click the Live Office object that contains the parameter you want to

bind to a cell, point to Live Office, and click Properties.

2. From the Live Office Object Properties dialog, click Parameter Values.

3. Select Choose Excel data range from the list of options and click OK.

4. Select a parameter value from the drop-down list. For example, the value

“EAST.”

Tip: After you have inserted a binded parameter into a cell, you can copy and

paste the binded parameter to any location in your Office application.

To bind a parmeter to your Microsoft Office Word or PowerPoint



document

1. Right-click the Live Office object that contains the parameter you want to

bind to a specific location in your Microsoft Office PowerPoint or Word document, point to Live Office, and click Properties.

2. From the Live Office Object Properties dialog box, click Parameter

Values.

3. Select Choose values list from the list of options and click OK.

Configuring data refresh options

The data that gets returned when you refresh an objects depends on the type of object that was used as the source.

You can change the refresh behavior for the Live Office report objects and instances to which you have access on 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.

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Working with Crystal Reports Content in Live Office

Inserting Crystal Reports content

2. Click Live Office and click Refresh Option.

The Refresh Options dialog box appears.

3. Select the refresh option you want and click OK.

Refresh Option Definition

Latest instance Refresh the latest instance of the

selected Live Office object.

Latest instance for a specific user Refresh the latest instance of the

selected Live Office object for a specific user.

On demand Refresh the data from the database.

This is the default value.

Use report saved data Refresh the selected instance based on

data saved with a published report. You can choose to hide this data when the document is saved. The data will redisplay when you refresh the document.

Specific instance Refresh the data for the selected

instance only.

Note: “On demand” is the default option, and it will be the only active value 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 76.

Saving your data locally and to the repository

The last step is to save your work locally and to the BusinessObjects Enterprise repository.

To save your file to a local drive



1. Do one of the following to save your file locally:

• From the File menu click Save or Save As

• From the LiveOffice menu, click Create Snapshot

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Working with Crystal Reports Content in Live Office

Inserting Crystal Reports content



To save your file to the BusinessObjects Enterprise repository

• For more information about publishing your data object to your

Business Objects Repository, see “Publishing and Viewing Files” on

page 65.

The next section explains how to insert Live Office data objects as fields into your Microsoft Office documents.

Inserting fields as a data set

This topic shows you how to insert field as a dataset in a MIcrosoft Office Excel 2003 document.

Note: The Select Fields dialog box does not appear if you have chosen to

select parts of a Report.

This procedure contains the following steps:

• Running the Live Office Insert Wizard

• Choosing your data source

• Choosing fields as your data set

• Applying filters

• Configuring object properties and saving the document

Running the Live Office Wizard



To run the Live Office Insert Wizard

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

“Logging on to BusinessObjects Enterprise” on page 19.

2. Place the cursor where you want to insert your data.

3. On the Insert menu, click 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.

Choosing your data source

The first page of the Live Office Insert Wizard displays the Repository Explorer so that you can navigate easily to the report you want to use.

Tip: You can also use the search functionality to search by title and keyword

to locate a specific report quickly. The Recent folder also contains any reports you have created or modified most recently for ease of access.

30 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

Working with Crystal Reports Content in Live Office

Inserting Crystal Reports content



To locate your Crystal Reports document using the Repository Explorer

1. In the Repository Explorer page of the Live Office Insert Wizard, navigate

to and double-click the folder that contains the report you want to use. For example, a regional sales manager might click the Demo subfolder in the Public folder.

The folder hierarchy expands.

2. In the right-hand pane of the Repository Explorer, select the report you

want to use, and click Next. For example, a regional sales manager might select a report called “Activities by Location” in order to monitor regional sales figures.

Tip: Select a column name, for example, Name, Owner, or Type, to sort

available reports.

If the report you selected contains parameters, the Specify Parameter Values page appears. See Configuring parameter binding options.

If the report you selected requires database logon credentials, you are prompted again to log on. See “Logging on to secured databases” on

page 19.

3. Click OK.

The next page of the Live Office Insert Wizard prompts you to select the report fields you want to include and insert into your Microsoft Office application.

Choosing fields as your data set



To select fields

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. Do one of the following:

• Click Next to filter the data in the report object. See “Applying filters”

on page 32.

• Click Finish to verify your selections, including the name and

location of the report, and insert your Live Office object in your Microsoft Office Excel spreadsheet.

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Working with Crystal Reports Content in Live Office

Inserting Crystal Reports content

Applying filters

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.

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.

Note: If you add a filter to a calculated field, you must type in the value,

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

3. 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 and click Finish to verify your selections, including the name

and location of the report, and insert your Live Office object in your Microsoft Office application.

Configuring object properties and saving the document

1. Configure cell and parameter binding options for your Live Office data

object. For more information, see “Configuring parameter binding

options” on page 28.

2. Configure refresh options for your Live Office data object. For more

information, see “Configuring data refresh options” on page 28.

3. From the File menu, click Save or Save As to save your document

locally.

4. Save your work to your BusinessObjects Enterprise repository. For more

information about publishing your data object to your Business Objects Repository, see Publishing and Viewing Files.

32 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

Working with Crystal Reports Content in Live Office

Modifying Crystal Reports content

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

:This section contains the follow topics:

• Adding more report parts

• Viewing and modifying general object properties

• Inserting rows or columns

• Modifying parameter values

• Modifying fields

• Modifying filters

• Removing Live Office objects

Adding more report parts

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

To add report parts from the same source



1. Select the source Live Office object.

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

Report.

The source document relaunches in the Live Office Insert Wizard.

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

the Live Office Wizard.

Tip: You can select multiple report parts of the same type at the same time

using ALT + Click to select them. For example, you could select all countries in a sales report and insert them as a row set in your Microsoft Office document.

Viewing and modifying general object properties

You can also display and modify the properties for your Crystal Reports Live Office object

To view the properties of a Crystal Reports object



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

object and click Properties.

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Working with Crystal Reports Content in Live Office

Modifying Crystal Reports content

The Object Properties dialog box appears.

Note: The properties shown and tabs available depend on the type of

cell you selected.

2. Do one or more of the following:

• Click General to view and modify object properties such as location

and object name.

• Click Prompts to view and modify prompts associated with the Live

Office object you selected.

• Click Refresh tab to view and modify refresh options associated with

this Live Office object.

Inserting rows or columns



Inserting rows or columns

1. Select the source Live Office object.

2. Right-click, point to Live Office, and click Insert Rows.

3. Repeat Step 2 depending on the number of rows or columns you want to

insert.

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 Office object into your Microsoft Office document, Live Office uses the current values.

You can change the Live Office options so that you are prompted for the parameter values when you refresh the data. You can also use commands on the shortcut menu and the Navigation Bar to modify the parameters.

To automatically refresh the data when cell binding changes



1. On the Live Office menu, click Options.

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

3. Select Update object when cell binding 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.

34 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide



To modify parameter binding options

1. Right-click the LiveOffice object that contains the parameter you want to

modify and click Properties.

2. Click Prompts and click Parameter Values to open the Specify

Parameter Binding dialog box.

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

Modifying fields

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

To 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:

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

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

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

5. Click OK to apply the changes.

Related topics:

• Choosing fields as your data set

arrow (>).

left arrow (<).

Working with Crystal Reports Content in Live Office

Modifying Crystal Reports content

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 Setting, 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.

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Working with Crystal Reports Content in Live Office

Modifying Crystal Reports content

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.

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, or Update Filter to modify

the existing filter.

The filter appears under the field to which it applies.

7. Click OK to apply the changes.



To remove a filter

1. 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/Remove.

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

Remove Filter, and click OK.

Related topics:

• “Applying filters” on page 32

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

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Working with Crystal Reports Content in Live Office

Loading, updating, and refreshing existing content

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.

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.

Removing Live Office objects

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

Loading, updating, and refreshing existing content

In their everyday work, business users can make recurring updates to the same document in Live Office and distribute it colleagues.

For example, you can use Live Office to:

• Compare financial results for a particular product line by quarter in

Microsoft Office Excel

• Update a monthly management review graph in Microsoft Office

PowerPoint

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Working with Crystal Reports Content in Live Office

Loading, updating, and refreshing existing content

In each case, you are making updates to an existing document. Using Live Office, you can easily refresh your content against the data source to ensure your data always reflects the latest changes. You can also configure refresh options so that your documents are updated automatically when you exit the application.

To refresh Live Office objects in an existing Crystal Reports document



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

“Logging on to BusinessObjects Enterprise” on page 19.

2. Do one of the following to view object properties:

• From the LiveOffice menu, click Properties for All Objects.

• Right click a single Live Office object, point to LiveOffice, and click

Properties.

The Live Office properties dialog box is displayed.

3. Click the Refresh tab and ensure that both Apply report formatting

when refreshing and Refresh data on exit are selected to configure

automatic refresh behavior for the Live Office objects in your document.

Note: For information about the” Removing data on saving,” see “Adding

security to your documents” on page 76.

4. Click OK.

5. Make any changes you require to your document, and do one of the

following to refresh it:

• On the Live Office toolbar, click Refresh All Objects..

• On the LiveOffice menu, click Refresh All Objects or Refresh

Object.

• Right click the Live Office object, point to Live Office and click

Refresh Object.

Note: If an error occurs during the refresh operation, click See Details in

the error message dialog box to troubleshoot the error.

Tip: You will have to reapply Microsoft Office Excel filter and sort

operations after refreshing your Live Office object. Customized formatting operations are will also need to be reapplied.

Tip: In the unlikely event that the refresh operation fails, see “Problem:

document refresh failed” on page 85.

38 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

Working with Web Intelligence Content in Live Office

chapter

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, and Word documents that you use everyday for improved collaborative decision making.

This chapter contains the following topics:

• About Web Intelligence content

• Inserting Web Intelligence content

• Modifying Web Intelligence content

• Loading, updating, and refreshing existing content

About Web Intelligence content

This section contains the following topics to familiarize you with how to work with Web Intelligence data in the Live Office Insert Wizard.

• The Wizard at a glance

• Key terms and concepts

The Wizard at a glance

To insert Web Intelligence data into your Microsoft Office documents using Live Office, you perform a series of tasks in the Live Office Insert Wizard. The Live Office Insert Wizard has five pages which are explained in the following table.

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Working with Web Intelligence Content in Live Office

About Web Intelligence content

Use this page in the wizard To do this task

Choose Document

• Select the Web Intelligence folder or

category to retrieve the data from.

• Browse available reports.

• Locate the report you want to use.

Note: Using the s icons from within the

wizard you can switch between folder and category views of the available reports.

See “Logging on and running the Live Office

Wizard” on page 43.

Specify Context If more than one context exists for the Web

Intelligence data you have selected, you must specify the content you want to use. For example, Web Intelligence report parts that apply to either a Marketing or a Sales context.

See “Key terms and concepts” on page 41 and “Specifying a context” on page 44

Specify Prompt Values

• Specify that you are to be prompted each

time data is refreshed.

• Choose a prompt value from a pre-

selected list of values.

• Bind a prompt value to an Excel data

range

See “Specifying prompt values” on page 45.

Choose Data Select the data that you want to use to

create your Live Office object. See “Choosing report parts” on page 45.

Summary

• Type the name of your Live Office object.

• Verify its path in the repository before

inserting it into your document.

See “Creating and saving your Live Office

object” on page 45

Key terms and concepts

To insert Web Intelligence data into your Microsoft Office Excel spreadsheets, Microsoft Office PowerPoint presentations, or Microsoft Office Word documents using Live Office you need to understand the following key terms and concepts.

BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide 41

Working with Web Intelligence Content in Live Office

Inserting Web Intelligence content

• Context

• Report parts

• Prompt

The table below defines these terms.

Term Definition

Context

Report part

Prompt

A universe context indicates what types of business questions are answered by the same universe objects. For example, a universe might have a universe context for Sales, one for Marketing, and so on.

Because each type of business question may share objects that use the same database, a universe context helps to ensure you retrieve 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

For more information, see “Specifying a context” on

page 44.

Report parts are objects in a Live Office document such as charts or tables.

A prompt is similar to a parameter in Crystal Reports. This Web Intelligence term refers to a dynamic filter that displays a question every time you refresh the data in a report.

See “Specifying prompt values” on page 45.

Inserting Web Intelligence content

With this version of BusinessObjects Live Office the power and convenience of Web Intelligence functionality has been extended to the Microsoft Office application environment.

Using a convenient, easy-to-use wizard interface, business users can quickly add Web Intelligence report parts to their Microsoft Office Excel, Word, and PowerPoint documents.

42 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

Working with Web Intelligence Content in Live Office

This section describes how to insert a Web Intelligence report parts into a Microsoft Office Word document using the Live Office Insert Wizard.

The procedure contains the following steps:

• Logging on and running the Live Office Wizard

• Selecting a data source

• Specifying a context

• Specifying prompt values

• Choosing report parts

• Creating and saving your Live Office object

• Configuring data refresh options

• Configuring general object properties

• Saving your document to the repository

Logging on and running the Live Office Wizard

In order to insert objects from Web Intelligence documents, the web service that Live Office uses must be set correctly. That is, it must be set to point to the Central Management Server (CMS) that the Web Intelligence document resides on.

Inserting Web Intelligence content

To run the Live Office Insert Wizard



1. Open your Microsoft Office document.

2. Log on to BusinessOojects Enterprise.

3. Place the cursor where you want to insert your data.

4. Select where you want to insert the object.

Note: Live Office inserts Views as Microsoft Word tables.

5. Select the cell where you want to insert the object

6. Go to the slide onto which you want to insert the View.

Note: Live Office inserts objects as Microsoft PowerPoint tables. Ensure

that you click outside a text placeholder. (A text placeholder does not contain sufficient space for an object. Blank slides usually provide the best background for a View.)

7. Select where you want to insert the View.

Note: Live Office objects are inserted as Microsoft Word tables.

8. On the Insert menu, select Web Intelligence Content.

The Live Office Insert Wizard appears.

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Working with Web Intelligence Content in Live Office

Inserting Web Intelligence content

The Live Office Insert Wizard guides you through from choosing your data source, specifying a Web Intelligence context, selecting prompts if required, selecting Web Intelligence report parts, and inserting that data into your Microsoft Office document.

Selecting a data source

In the Live Office Insert Wizard, you select the Web Intelligence report that contains the data you want to view.

To select a data source



The first page of the Live Office Insert Wizard displays the Repository Explorer so that you can navigate easily to the report you want to use.

Tip: You can also use the search functionality to search by title and keyword

to locate a specific report quickly. The Recent folder also contains any reports you have created or modified most recently for ease of access.

1. Double-click the folder that contains the report you want to use. For

example, a regional sales manager might click the Demo subfolder in the Public folder.

The folder hierarchy expands.

2. From the right-hand pane of the Repository Explorer, select the report

you want to use, and click Next. For example, a regional sales manager might navigate to a Web Intelligence report called “Product Line Sales by Feature” to monitor regional annual sales figures.

Tip: Select a column name, for example, Name, Owner, or Type, to sort

available reports. Click OK and click Next.

Related topics:

• Specifying a context.

• Specifying prompt values.

Specifying a context

A context is a defined group of objects in a query that share a common business purpose. If more than one context exists in the database for Web Intelligence data you have selected, you must specify the content you want to use.

To specify context



• From the Specify Context Page of the Live Office Insert Wizard, select a

context from the available queries, and click Next.

The Specify Prompts Values page appears.

44 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

Specifying prompt values



To specify prompt values

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

prompt you want to create:

• Check the case sensitive checkbox if appropriate and type a value

in the search field, to search for a prompt value from a pre-selected list of options. Click > to add it to your selected values.

• Type a prompt value and click Add.

2. Click Next.

The Specify Prompts Values page appears.

3. Type a prompt value and click Add.

Click Next.

Choosing report parts



To select report parts

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

Web Intelligence report parts you want to include.

2. Click Next.

The Summary page appears.

The next step is to create your Live Office object and save it.

Working with Web Intelligence Content in Live Office

Inserting Web Intelligence content

Creating and saving 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 in your Microsoft Office

document.

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

3. Do one of the following:

• Click Save or Save As to name your Microsoft Office document and save

it on your local drive.

• From the LiveOffice menu, click Create Snapshot to save your work.

Tip: Right-click the Live Office object you just created and select New

Object from the Same Report to insert additional data objects from the

same report.

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Working with Web Intelligence Content in Live Office

Inserting Web Intelligence content

Configuring data refresh options

The data that gets returned when you refresh an objects depends on the type of object that was used as the source object and the refresh option you select.

You can easily configure or modify the refresh behavior for the Live Office objects and instances using the Live Office shortcut menu.

To configure refresh options for your Live Office objects



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

object for which you want to change the refresh properties.

2. Click Live Office and click Refresh Option.

The Refresh Options dialog appears.

3. Select the refresh option you want and click OK. The refresh options are

explained in the following table.

Refresh Option Definition

Latest instance Refresh the latest instance of the

Latest instance for a specific user Refresh the latest instance of the

On demand Refresh the data from the database.

Use report saved data Refresh the selected instance based on

Specific instance Refresh the data for the selected

selected Live Office object.

selected Live Office object for a specific user.

data saved with a published report.

instance only.

Note: “On demand” is the default option, and it will be the only active value if

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

Configuring general object properties

The next step is to configure Live Office object properties which include general object properties, prompt configuration options, refresh options, and formatting and display options.

To configure general object properties



1. Right-click your Live Office object, point to Live Office, and

click Properties.

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Working with Web Intelligence Content in Live Office

Modifying Web Intelligence content

2. From the Live Office Object Properties dialog box, verify the object name,

the time the object was last refreshed, and the object definition.

Related topics:

• Managing prompt and parameter settings

• Managing global Live Office properties

For more information on configuring global object properties, such as prompt consolidation, set location, or formatting and display options, see “Performing

Advanced Tasks” on page 71.

Saving your document to the repository

For information about publishing and viewing your document in your BusinessObjects Enterprise repository, see “Publishing and Viewing Files” on

page 65.

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.

It contains the following topics:

Click the appropriate link to jump to that section:

• Upgrading content from the previous version

• Viewing and modifying general object properties

• Adding more Web Intelligence report parts

• Modifying prompt values

• Removing Live Office objects

Upgrading content from the previous version

The previous version of Live Office only supported inserting Web Intelligence fields into Microsoft Office documents. This version of Live Office only supports inserting Web Intelligence report parts into Microsoft Office documents. However this version is backward compatible with the previous version of Live Office.

To upgrade a Web Intelligence document from the previous version



1. Log on to BusinessObjects Enterprise and launch the Live Office Insert

Wizard.

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Working with Web Intelligence Content in Live Office

Modifying Web Intelligence content

2. Open the Web Intelligence document from the previous version. 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.

Viewing and modifying general object properties

You can also display and modify the properties for your Web Intelligence Live Office object

To view the properties of a Web Intelligence object



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

Intelligence Live Office object and click Properties.

The Object Properties dialog box appears.

Note: The properties shown and tabs available depend on the type of

cell you selected.

2. Do one or more of the following:

• Click General to view and modify object properties such as location and

object name.

• Click Prompts to view and modify prompts associated with the Live

Office object you selected.

• Click Refresh tab to view and modify refresh options associated with this

Live Office object.

Related topics:

• Managing prompt and parameter settings

• Modifying prompt values

• Configuring data refresh options

Adding more Web Intelligence report parts

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

To add report parts from the same source



1. Select the source Live Office object.

2. Right-click, point to Live Office, and click Insert from Same Source.

48 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

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.

To modify prompt options using the shortcut menu



1. Right-click the LiveOffice object and click Properties.

2. Click Prompts and click Prompt Values to open the Specify Prompt

Values dialog box.

3. Modify the prompt options as required according to the following table

and click OK.

Prompt option Description

Always ask for value You will always be prompted for a value. This

Choose values from list This prompt type is always bound tor linked

Excel data range This prompt type is used to bind a value to a

Working with Web Intelligence Content in Live Office

Modifying Web Intelligence content

prompt type is referred to as “unbound” as it is not linked to a constant value.

to a constant value.

range of values in a Microsoft Excel spreadsheet only.

Note: When you refresh any single LiveOffice object, the Specify Prompt

Values dialog box opens and allows you to modify the prompts associated with the object.

For more information about working with prompts, see “Performing Advanced

Tasks” on page 71.

Related topics:

• Managing prompt and parameter settings

• Managing global Live Office properties

Removing Live Office objects

You can remove a Live Office object from your Microsoft Office Excel workbook. You can remove a Live Office object from the presentation. You can remove a Live Office object from the document.

You cannot undo this action. Once you have removed your data, you have to insert a new Live Office object to see the data again.

BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide 49

Working with Web Intelligence Content in Live Office

Loading, updating, and refreshing existing content



To remove a Live Office object from your Microsoft Office document

1. Right click any object in your report that you want to remove, and then

click LiveOffice.

2. On the LiveOffice shortcut menu, click Remove Object.

3. Click Yes to confirm that you want to delete the object.

Loading, updating, and refreshing existing content

In their everyday work, business users can make recurring updates to the same document in Live Office and distribute it colleagues.

For example, you can use Live Office to:

• Compare financial results for a particular product line by quarter in

Microsoft Office Excel

• Update a monthly management review graph in Microsoft Office

PowerPoint

To refresh Live Office objects in an existing Web Intelligence document



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

“Logging on to BusinessObjects Enterprise” on page 19.

2. Open a document.

3. Do one of the following to view object properties:

• From the LiveOffice menu, click Properties for All Objects.

• Right click a single Live Office object, point to LiveOffice, and click

Properties.

The Live Office properties dialog box is displayed.

4. Click the Refresh tab and ensure that both Apply report formatting

when refreshing and Refresh data on exit are selected to configure

automatic refresh behavior for the Live Office objects in your document.

5. Click OK.

6. Make any changes you require to your document, and do one of the

following to refresh it:

50 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

Working with Web Intelligence Content in Live Office

Loading, updating, and refreshing existing content

• On the Live Office toolbar, click Refresh All.

• On the LiveOffice menu, click Refresh Object to refresh a single

object or Refresh All Objects to refresh multiple objects simultaneously.

Note: If an error occurs during the refresh operation, click Detail on the

refresh dialog box to troubleshoot the error.

Note: At the time of writing, there is a known issue with aspects of formatting

being lost on refresh. For more information, see the release notes on your product CD.

Tip: You will have to reapply Microsoft Office Excel filter and sort operations

as well as other formatting operations after refreshing your Live Office object.

Related topics:

• Managing prompt and parameter settings

• Managing global Live Office properties

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Working with Web Intelligence Content in Live Office

Loading, updating, and refreshing existing content

52 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

Working with Queries in Live Office

chapter

Working with Queries in Live Office

Overview

A query is used to answer a business question from data stored in one or more databases. Traditionally, queries could only be designed by an expert in IT or database languages. However, BusinessObjects Live Office (Live Office) has a wizard that makes it easy for anyone to build queries. You do not need to know complex programming languages.

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

• Give me sales figures for the first three quarters of this year for all

• Give me 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, or PowerPoint documents.

This chapter explains how to work with queries in Live Office and contains the following topics:

• Query fundamentals

• About query building in Live Office

• Creating and running queries

• Viewing query properties

• Editing queries

• Refreshing queries

customers in North America by region.

Query fundamentals

A request can be simple, such as “give me total sales in California for the first quarter of last year.” Or, it can be more complex, depending on your business need.

Although queries are usually sent to databases in a language called SQL (Structured Query Language), you don’t have to know SQL to query for Web Intelligence information in Live Office. The Live Office Insert Wizard presents the information available in the database as objects that have familiar names and meanings.

This section explains how Live Office queries work.

• What are universes?

• What is a query context?

54 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

What are universes?

In Live Office, a universe is a representation of the information available in a database and is made to answer a certain type of business questions. For example, you may see a universe for sales data, one for marketing data, and one for customer service data. Universes are created by an IT specialist.

The universe object appears on the Manager pane to the left of the Result

Objects and Filter Objects panes in Live Office.

Note: Business users of Live Office will most likely use an existing universe

to build their queries.

Working with Queries in Live Office

Query fundamentals

For existing universes, however, you may have to specify a query context to avoid returning ambiguous data from the database.

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Working with Queries in Live Office

About query building in Live Office

What is a 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. It is possible, however, that the data you retrieve is linked to more than one query. If you were querying annual sales figures for a particular product, that information could be linked to both the Sales and Marketing databases. If more than one context exists for your data, you must specify the one you want to use.

What types of objects can you use in a query?

Objects can represent different types of information:

Object Examples Description

Dimension Retrieves the data that will provide the

Detail Provides descriptive data about a

Measure Retrieves numeric data that is the result

basis for analysis in a report. Dimension objects typically retrieve data such as customer names, line names, or dates, which provide the basis for analysis in a report.

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 Customer dimension. Address provides additional information about customers.

of calculations on data in the database. For example, Revenue is the calculation of the number of items sold multiplied by item price. Measure objects are often stored in a Measures class.

About query building in Live Office

Here is an overview of how the Live Office Insert Wizard is used to build a query. For detailed instructions, see Creating and running queries.

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Working with Queries in Live Office

Creating and running queries

Use this page in the wizard To do this task

Choose Universe

• Browse available universes

• Locate the universe you want to use.

See “Selecting a data source” on page 58.

Specify Query

• Select Universe objects from the

Manager pane and drag them to the Results Objects or Filter Object pane.

• Specify a constant value for your filter

object

• Specify a list of values for your filter

object

• Specify a prompt for your filter object

See “Building your query” on page 58 and

“Defining your data filters” on page 59.

Specify Query Context Select a query context for existing, previously

defined queries. A context is a defined group of objects in a

query that share a common business purpose.

See “Specifying context for your query” on

page 60.

Summary Type the name of your Live Office object and

verify its path in the repository before inserting the data into your Microsoft Office document.

Creating and running queries

You build a query to answer a business question that requires data from a database. From the Live Office Insert Wizard, you select the dimensions and details that represent the information that you want to retrieve, and add them to a work space called the Results Objects pane. You add one or two measure objects that represent the action that you want to perform on the information.

This procedure contains the following steps:

• Selecting a data source

• Building your query

• Defining your data filters

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Working with Queries in Live Office

Creating and running queries

• Specifying context for your query

• Naming and inserting your Live Office query object

• Configuring prompt binding options for your query

• Configuring query options

Selecting a data source



To select your data source

1. Open the Microsoft Office document you want to use, such as a Microsoft

Office Excel spreadsheet.

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

“Logging on to BusinessObjects Enterprise” on page 19.

3. From within your Microsoft Office document, click Insert and click New

Query to run the Live Office Insert Wizard.

4. From the Choose Universe page of the Live Office Insert Wizard, expand

the Universes folder and navigate to the universe you want to use.

The Specify Context page appears.

Related topics:

• Building your query

• Query fundamentals

Building your query

To define the data to have it answer your business questions and be inserted into your Microsoft Office Excel, PowerPoint, or Word document, you need to build a query.

You build a query by selecting Universe objects in the manager pane and dragging them onto the Result Objects or Filter pane. You can also remove objects from the Result Objects pane at any time.

To add Result Objects and Filter Objects to your query



1. Drag the Dimension, Detail, or Measure result object types that you want

to use from the Query Manager to the Results Objects pane.

For example, a regional sales manager who monitors monthly and quarterly sales figures regularly might build a query to include the Customer Name and Opportunity ID dimensions.

2. Drag the Filter Object you want to use in your query from the Query

manager pane to the Filter Objects pane.

58 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

For example, you could filter your query to include only sales activity from a particular region.

The next step is to define your query filters to make your business question more meaningful, and filter the data set returned from the database.

Defining your data filters

When you build simple queries using the Live Office Insert Wizard, you can choose and 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 type of filter.

To specify a constant value as a filter



In the Filter Objects pane, click the downward facing arrow, and click

Constant.

1. Type a constant in the text box.

The values you chose appear in Filter Object pane.

2. Click Next.

The Summary Page appears.

3. Name your query, and click Finish to insert the query results in your

document in table format.

Working with Queries in Live Office

Creating and running queries



To specify a list of values as a filter

1. From within the Filter Objects pane, click the downward facing arrow to

and click 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.

To specify a prompt as a filter



1. From within the Filter Objects pane, click the downward facing arrow and

click Prompts.

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Working with Queries in Live Office

Creating and running queries

2. In the Define Prompts dialog box, select the prompt properties you want

and click OK. For example, you could choose select only from list or set default value(s).

The Specify Prompt Values page appears.

3. Double-click the prompts you want to add, and click Next.

For example, you could add prompts for types of customers or sales prospects, such as Partners or System Integrators, or for different geographical regions.

The Specify Query Context page appears.

Specifying context for your query

If more than one context exist for the same query. you must specify the context you want to use. You set query context on the Prompt tab of the Properties dialog or during a refresh operation.

To specify context



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

query, point to Live Office, and click Properties.

The Live Office Object Proprerties dialog box appears.

2. Click Prompt to reset the query context.

3. From the Specify Context page of the Live Office Insert Wizard, select a

context from the available queries, and click Next.

The Summary Page appears.

Naming and inserting your Live Office query object

1. From the Summary Page, name your query, and verify its location.

2. Click Finish to insert the query results into your document as a Live

Office object in table format.

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Working with Queries in Live Office

Creating and running queries

Configuring prompt binding options for your query

Prompt binding is a useful way to allow values to be updated automatically from within a Live Office object. For example, you may have a cell that allows you to enter a Minimum Sales Value to allow you to see only customers that have greater than a certain value. Or, in terms of our “Activities by Location” report example, you could have “Select a Region" parameter with two discrete values, East and West. With cell binding, from within your Microsoft Office application, you can choose the value you want and then dynamically retrieve the latest data from the database.

To bind a prompt to a cell in your Microsoft Office document



1. Right-click the Live Office object that contains the prompt you want to

update regularly and click Properties.

2. Click Prompts and click Prompt Values to open the Specify Prompt

Values dialog box.

3. Modify the prompt options as required according to the following table

and click OK.

Prompt option Description

Always ask for value You will always be prompted for a value. This

prompt type is referred to as “unbound” as it is not linked to a constant value.

Choose values from list This prompt type is always bound tor linked

to a constant value.

Excel data range This prompt type is used to bind a value to a

range of values in a Microsoft Excel spreadsheet only.

Configuring query options

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

• Eliminate duplicate rows in the result set

• Prompt you if there is ambiguity as to query context

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

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



To configure query options

1. Click the Show the option dialog button.

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Working with Queries in Live Office

Viewing query properties

The Options dialog appears.

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

the following table, and click OK.

Option Description

Duplicate rows If the user does not select this option, the

Max. Fetched Time Maximum time in seconds allowed for the

Max. Row Fetched Maximum number of rows to be fetched

Viewing query properties

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.

query to run. The value -1 means that there is no time limit.

when the query is run. The value . -1 means that there is no limit.



To view query properties for an existing query

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

query, point to Live Office, and click Properties.

The Live Office Object properties page appears.

2. Do one of the following:

• Click the General tab to view the object definition and set location

properties

• Click Prompts and click Prompt Values to open the Specify Prompt

Values dialog box.

• Click the Refresh tab to configure object refresh behavior.

3. Make the changes you want and click OK.

Editing queries

This section explains how to modify an existing query It contains the following topics:

• Changing the universe location

62 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

• Modifying the query definition

• Modifying a query context

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, point to Live Office, and click 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 Live Office 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.

Working with Queries in Live Office

Editing queries

Modifying a query context

You can modify the context of an existing query from the Prompt tab of the Live Office Properties dialog box or during a refresh operation.

To modify a query context



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

query, point to Live Office, and click Properties.

The Live Office Object Properties dialog box appears.

2. Click the Prompt tab to display the option to reset the query context.

3. Make the change you want, and click OK.

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Working with Queries in Live Office

Refreshing queries



To refresh a Live Office object

• From within your Microsoft Office document, do one of the following:

• Right-click your existing query, select Live Office, and click Refresh

• From the LiveOffice menu, click Refresh Object or Refresh All

• From the Live Office toolbar, click Refresh All Objects.

A progress bar appears and your object refreshes.

Related topics:

Configuring data refresh options

Object to refresh the data.

Objects.

64 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

Publishing and Viewing Files

chapter

Publishing and Viewing Files

Overview

You can use BusinessObjects Live Office (Live Office) to publish documents to BusinessObjects Enterprise. To publish a document to BusinessObjects Enterprise, you must have publishing rights. To view the document, users must have viewing rights for the document.

This section contains the following topics for advanced Live Office users:

• Publishing a document to BusinessObjects Enterprise

• Viewing a published document

• Publishing a document to BusinessObjects Enterprise

Publishing a document to BusinessObjects Enterprise

When you have completed a document, you can publish it to BusinessObjects Enterprise for other users to view. You can use BusinessObjects Enterprise to manage any Microsoft Word, Microsoft Excel, and Microsoft PowerPoint documents; they do not have to contain any imported data.

To publish a document



1. On the LiveOffice menu, point to Publish to BusinessObjects

Enterprise, and click Save To BusinessObjects Enterprise or Save As New to BusinessObjects Enterprise.

Note: If you are not already logged on to BusinessObjects Enterprise,

you are prompted to log on. For more information, see “Logging on to

BusinessObjects Enterprise” on page 19.

2. In the Save As dialog box, select the folder where you want to save the

document.

3. Enter a name for the document in the File name field.

4. Click Save to publish the document.

Related topics:

• Publishing a document to BusinessObjects Enterprise

• Viewing a published document

• Publishing a document to BusinessObjects Enterprise

66 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

Viewing a published document

You can open a published document if you have viewing rights for that document in BusinessObjects Enterprise.

To view the document, you must have the Microsoft Office Word, Excel, and PowerPoint installed on your computer.

To view a published document



1. On the LiveOffice menu, point to Publish to BusinessObjects

Enterprise, and click Open From BusinessObjects Enterprise

Note: If you are not already logged on BusinessObjects Enterprise, you

are prompted to log on. For more information, see “Logging on to

BusinessObjects Enterprise” on page 19.

2. In the Open dialog box, select the document that you want to view.

Note: If an object in the document was originally based on a Crystal

Reports document or Web Intelligence document published to a different BusinessObjects Enterprise system, you will see a message informing you that the source cannot be found on the current system.

3. Click Open to display the file.

Your ability to modify the document depends on the Microsoft Office security applied to the document and on the rights applied to the document in BusinessObjects Enterprise.

Related topics:

• Publishing a document to BusinessObjects Enterprise

Publishing and Viewing Files

Viewing a published document

Opening a document on a local drive

You can open a document on your local computer without connecting to BusinessObjects Enterprise. For example, you can open a document that contains objects and choose not to connect to BusinessObjects Enterprise when prompted. However, if you do not connect to BusinessObjects Enterprise, you cannot use Live Office functionality to modify the object or refresh the data.

Note: If you conceal the data when you save the document, anyone opening

the document must refresh the objects to view the imported data. To refresh the objects, users need to have Live Office installed and have access to the source object in BusinessObjects Enterprise. For details, see “Overview” on

page 60.

BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide 67

Publishing and Viewing Files

Connecting to a different system

• Publishing a document to BusinessObjects Enterprise

• Viewing a published document

• Publishing a document to BusinessObjects Enterprise

Connecting to a different system

If there is more than one BusinessObjects Enterprise system at your site, your administrator can move the Crystal Reports or Web Intelligence data to a different CMS. If you open a document that contains objects that are connected to source objects that are located in a different BusinessObjects Enterprise system, you will see a message that informs you that the source object(s) cannot be found on your current system.

To connect the objects to the appropriate Crystal Report or Web Intelligence object on your current system, you must ensure that the objects on the current system have the same field or dimension names and table names as the original object.

For example, suppose that the New York Sales team has a document with an object that uses a Crystal report called Global Sales, and the report is published to the USA BusinessObjects Enterprise system. The London Sales team also has a version of the Global Sales Crystal Report, which they’ve named World Sales, and have published it to the UK BusinessObjects Enterprise system. If members of the London Sales team want to use the New York Sales team’s document, they must manually connect the object to the World Sales Report on their system.

To connect your data instance to a different system



1. Open the document that contains the object you want to access.

2. Log on to BusinessObjects Enterprise.

Note: If you have configured Live Office to connect automatically to

BusinessObjects Enterprise, a message informs you that the source Crystal Reports or Web Intelligence object cannot be found on the current CMS. It asks if you want to find the object manually and prompts you with the name of the original object.

3. Click Yes to search for and locate the object on your BusinessObjects

Enterprise system.

Note: If you click No, the object will remain disconnected. For more

information, see “Publishing a document to BusinessObjects Enterprise”

on page 66.

4. In the Open dialog box, locate the report object that contains the same

table and field names as the original document; then, click Open.

68 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

Publishing and Viewing Files

Connecting to a different system

5. Repeat steps 2 and 3 for each object that you want to connect.

When you save the document, the links to the new object instance are saved in the document.

To connect to a different CMS



1. On the LiveOffice menu, click Options.

The Options dialog box opens.

2. Click the Enterprise tab.

3. Edit the System and Web Service URL so that it points to the correct

Central Management System (CMS).

For example, if the Web Intelligence document you want to insert is on a CMS called follows:

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

You can change your Live Office settings so that you are automatically logged on to BusinessObjects Enterprise each time you start Microsoft Office Excel, Word, or PowerPoint.

Related topics:

businessobjects01, the Web Service URL should be as

• Publishing a document to BusinessObjects Enterprise

• Viewing a published document

• Publishing a document to BusinessObjects Enterprise

• Logging on to BusinessObjects Enterprise

BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide 69

Publishing and Viewing Files

Connecting to a different system

70 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

Performing Advanced Tasks

chapter

Performing Advanced Tasks

Overview

One of the most common Live Office usage scenarios is to have multiple Live Office objects in one Microsoft Office document. Therefore advanced Live Office users can, for example, consolidate prompts, set document appearance and format options, configure authentication and document security options, and change a document’s location in the repository.

This section contains the following topics for advanced Live Office users:

• Managing prompt and parameter settings

• Managing global Live Office properties

• Managing document security and access

• Working with Smart Tags in Live Office

Managing prompt and parameter settings

For Live Office documents that contain multiple Live Office objects and associated prompts or parameters, you can consolidate prompts of the same type for easy updating.

To consolidate prompts for easy updating



1. Right-click a Live Office object in your Microsoft Office document, point to

Live Office, and click Properties.

2. From the Live Office Object Properties dialog, click Prompt.

3. From the Prompts tab, click Prompt Values.

4. Choose from the available list of options, and click OK. For example, for

the parameter “Country,” you could choose the prompt “France” from a pre-selected list of values.

5. If your Microsoft Office document contains several prompts, at the

document level in the hierarchy, the Live Office Object Properties dialog displays a prompt consolidation option.

Select Consolidate prompts for each document type to configure this global option for all LiveOffice objects in your document. See the following image.

72 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

Performing Advanced Tasks

Managing global Live Office properties

Using the Live Office Options dialog box, you can configure certain aspects of Live Office functionality at the application-wide level. For example, you can configure the short cut menu options that appear as well as aspects of the default layout, formatting, and refresh behavior for all Live Office objects.

This section contains:

• Configuring the shortcut menu

• Changing default layout, formatting, and refresh behavior

• Configuring default error message strings

• Configuring field display settings

Configuring the shortcut menu

You can specify the shortcut menu that appears in Microsoft Office Excel, Word, or PowerPoint.

To change the shortcut menu



1. On the LiveOffice menu, click Options.

2. On the General tab, select one of the following options:

BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide 73

Performing Advanced Tasks

Managing global Live Office properties

3. Click OK.

Changing default layout, formatting, and refresh behavior

On the General tab, you can configure default layout and refresh options.

To change the default object formatting and refresh behavior



1. On the LiveOffice menu, click Options.

The Options dialog box appears.

2. Click the General tab.

3. Select from the following options:

• Autofit columns on data refresh

Automatically adjusts the column width for the new data when you refresh the data.

• Update object when binding cell changes

Automatically refreshes and updates an object when the cell binding for that object changes.

Note: On the View tab, the default setting is to insert report parts with

report formatting and to show filters and sort order as comments

4. Click OK.

74 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

Configuring default error message strings

You can change the default strings that appear in the cells of your document when there is no available data (for example, if a cell has no data, if there is an error, or if the data is concealed).

To change the default strings



1. On the LiveOffice menu, click Options.

The Options dialog box appears.

2. Click the View tab.

Performing Advanced Tasks

Managing global Live Office properties

3. Set the required defaults:

• No data

Enter the text string that you want to appear when a cell has no data. The default string is blank.

• Error

Enter the text string that you want to appear when a cell has an error. The default string is #ERR.

• Permission denied

Enter the text string that you want to appear when the user does not have the right to view a cell or manipulate the data within that cell. The default string is Denied.

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Performing Advanced Tasks

Managing document security and access

• Concealed data

Enter the text string that you want to appear in place of concealed data. The default string is Business Objects.

4. Click OK.

Configuring field display settings

You can choose to display the field names, field descriptions, or both in the inserted objects.

1. On the LiveOffice menu, click Options.

The Options dialog box appears.

1. Click the View tab.

2. Under Field display, select Name, Description, or Both.

3. Click OK.

Related topics:

• Configuring the shortcut menu

• Changing default layout, formatting, and refresh behavior

• Configuring default error message strings

Managing document security and access

When you work with Live Office objects in your everyday Microsoft Office applications, you might frequently have to conceal data in your documents for security reasons, retrieve data from different databases, or store your data in a different location. Live Office enables you to do that conveniently.

This section contains:

• Adding security to your documents

• Logging on to BusinessObjects Enterprise automatically

• Connecting to a different CMS

• Saving and storing your document to a different location

Adding security to your documents

If you save the imported data with the document, other users can potentially view the data that they are not authorized to view. To ensure that the data in your document is secure, conceal the data in the document, and then publish

76 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

Performing Advanced Tasks

Managing document security and access

the document to BusinessObjects Enterprise. By publishing your document to BusinessObjects Enterprise, you ensure that only authorized users can view the document.

To view the concealed data in the document, users must refresh the data. Users can refresh the data only if they have installed BusinessObjects Live Office (Live Office) and if they log on to BusinessObjects Enterprise.

To conceal data when saving a document



1. Right click your Live Office object and click Properties.

2. Click the Refresh tab.

3. Select Remove data on saving; refresh to redisplay and then click OK.

When you save the document, a text string replaces the data in the object. The default text string is “Business Objects”, but you can change this.

4. To restore the data, click Refresh.

Logging on to BusinessObjects Enterprise automatically

Using Single Sign On (SSO), you can access multiple applications or systems simultaneously while providing log-on credentials only once, enabling you to do your work more easily and efficiently.

You can configure Live Office to connect to BusinessObjects Enterprise automatically each time Microsoft Office Excel, PowerPoint, or Word is loaded.

Live Office has the ability to take advantage of Single Sign-on to BusinessObjects Enterprise if it has been configured. You can configure Live Office to connect to BusinessObjects Enterprise automatically each time the Microsoft Office applications that support Live Office are loaded. In this way, users will not be prompted to log on to BusinessObjects Enterprise once they have logged on to the authentication tool being used at their organization.

To set an automatic connection



1. On the LiveOffice menu, click Options.

The Options dialog box appears.

2. Click the Enterprise tab.

Note: If you have already logged on to BusinessObjects Enterprise, your

logon details appear in the appropriate fields.

3. Select Use specified logon criteria.

4. Click OK.

BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide 77

Performing Advanced Tasks

Working with Smart Tags in Live Office

Connecting to a different CMS

The Crystal Reports or Web Intelligence data you need to access, might be stored in different repositories. Using the Enterprise tab of the Live Office Options dialog box, you can easily adjust your Live Office setting to connect to a different Central Management System (CMS).

To connect to a different CMS



1. On the LiveOffice menu click Options.

The Options dialog box opens.

2. Click the Enterprise tab.

3. Edit the Web Service URL and System fields so that they point to the

correct Central Management System (CMS).

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

to BusinessObjects Enterprise each time you start Microsoft Excel.

4. Click OK.

Saving and storing your document to a different location

You can also easily save your Live Office document to a different location in BusinessObjects Enterprise.

To store your document in a different CMS



1. Right click the Live Office object for which you want to change the

location, point to Live Office, and click Properties.

2. In the Live Office Object Properties dialog box, click Choose.

3. In the Document Location dialog box, navigate to the new location for

your document, and click OK.

An error message appears.

4. Click Yes.

The new document path is displayed.

Working with Smart Tags in Live Office

You can save time by using Live Office smart tags in Microsoft Office Excel, Word or PowerPoint. Live Office smart tags make it easier for you to work with Live Office objects in your Microsoft Office applications, and provide you with more control over automatic features.

78 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

Performing Advanced Tasks

Working with Smart Tags in Live Office

When Live Office data is recognized in Microsoft Office Excel, Word, or PowerPoint applications, the data is marked with a smart tag indicator, a small red triangle.

To find out what actions you can perform with a Live Office smart tag



1. Select your Live Office object where the smart tag indicator appears.

2. Move the insertion point over the highlighted text until the Smart Tag

Actions button appears.

3. Click the Smart Tag Actions button to see a list of Live Office actions you

can perform.

When you save a document, the smart tags are embedded so that they are available to anyone who opens the document. You can, however, choose not to embed smart tags when you save a document.

BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide 79

Performing Advanced Tasks

Working with Smart Tags in Live Office

80 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

Troubleshooting Live Office

chapter

Troubleshooting Live Office

Overview

This chapter contains information on how to enable logging in Live Office and how to troubleshoot common Live Office issues. It is intended for system administrators or other IT professionals who have previous experience with configuring log files and with modifying C# .dll files.

• .Sample Live Office log files

• Enabling logging for Live Office

• Troubleshooting Live Office components

Sample Live Office log files

This section contains both a sample config.xml file and a sample log.txt output file.

• Sample LOLogger.config xml file format

• Sample log file format

Sample LOLogger.config xml file format

<?xml version="1.0" encoding="utf-8" ?> <configuration>

<section name="log4net"

type="log4net.Config.Log4NetConfigurationSectionHandler, log4net-net-1.0"

/> </configSections> <log4net> <root> <level value="Debug" /> <appender-ref ref="LogFileAppender" />

</root> <appender name="LogFileAppender"

type="log4net.Appender.FileAppender" > <param name="File" value="log-file.txt" /> <param name="AppendToFile" value="true" /> <layout type="log4net.Layout.PatternLayout"> <param name="ConversionPattern" value="%d [%t] %-5p

%m%n" />

</layout>

</appender> </log4net> </configuration>

82 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

Sample log file format

When Live Office runs, it will generate the log-file.txt. A sample .txt file is shown below.

|Date----|-------Time-----|PID |Loglevel|Log message---2006-11-03 09:19:34,877 [3084] DEBUG Enter

populateAuthComboThreadHelper

2006-11-03 09:19:34,908 [3084] DEBUG --- WebServiceURL =

http://machine name: 8080/dsws/services/session

2006-11-03 09:19:35,424 [3084] DEBUG ---- get Session =

BusinessObjects.DSWS.Session.Session

Note: You can change the name of the logging ouput file in the

LOLogger.config.xml using the

file.txt"/> parameter. For more information, see “Enabling logging for

Live Office” on page 83.

<param name="File" value="log-

Enabling logging for Live Office

Logging for Live Office is disabled by default at installation. This sections contains information on how to configure and enable registry-based logging.

Note: This section contains information about modifying the registry. Before

you modify the registry, make sure to back it up and make sure that you understand how to restore the registry if a problem occurs. If you use Registry Editor incorrectly, you may cause serious problems that may require you to reinstall your operating system. Business Objects cannot guarantee that you can solve problems that result from using Registry Editor incorrectly. Use Registry Editor at your own risk.

Troubleshooting Live Office

Enabling logging for Live Office

To configure Live Office logging



1. Create a config.xml file and save it as LOLogger.config.txt.

2. Store the file in the Live Office UI assembly directory. The default location

is C: Program Files \BusinessObjects\ BusinessObjects Enterprise

11.5\Live Office 11.7.

3. Navigate to and open the XML file in your XML editor. Change the level

value” parameter to one of the following parameters: Debug, Info, Warn, Error, or Fatal.

Note: The logger will log any system messages that meet or exceed the

parameter value you defined.

BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide 83

Troubleshooting Live Office

Troubleshooting Live Office components

4. Change or add any additional configuration parameters you want for your

Live Office logging. For example, the

value="log-file.txt"/> parameter to define the name and location

of the .txt file where you can monitor logging activity.

Tip: You can change the default time out value of 600 seconds by

modifying the string value for the following Live Office registry key: [HKEY_CURRENT_USER\Software\Business Objects\Suite 11.7\Live Office\ENTERPRISE] "DefaultTimeOut"="600"

5. Close all Microsoft Office applications Next time you launch a Microsoft

Office application, logging will be enabled.

Note: To disable Live Office logging, delete or rename the

"LOLogger.config" file.

<param name="File"

Troubleshooting Live Office components

This section describes problems that you might encounter when installing or using BusinessObjects XI R2 Live Office Productivity Pack. To view troubleshooting information, click any of the following links.

Note: If this document does not list a solution for the problem you are having,

contact Customer Support. For more information, see “Customer support,

consulting and training” on page 100.

This section contains:

• Problem: LiveOffice menu disappeared

• Problem: document refresh failed

• Problem: context dialog box is not displayed on refresh even if the Reset

Context on Refresh option is checked

• Problem: report sorting and filtering lost when refreshing

Problem: LiveOffice menu disappeared

Cause:

The Live Office add in is not properly enabled.

Solution:

You need to run the enable_addin.exe located at C:\Program Files\Business Objects\BusinessObjects Enterprise 11.5\Live Office 11.7

For more information, se the Live OfficeXI R2 Productivity Pack Installation Guide on your product CD.

84 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

Problem: document refresh failed

Cause:

By design, there are known cases where refreshing your Live Office object will fail. The most common cause for these refresh errors is that the underlying structure of the source report has changed since the Live Office object was last refreshed. By design refresh failures could occur because of any of the following.

• The type of report part has changed. For example, from a table to a chart.

• The source Web Intelligence or Crystal Reports file has been deleted

from BusinessObjects Enterprise.

• The source Universe has been changed or deleted

• SQL database table fields or restrictions have been changed or deleted.

For example, the database field type or restriction specified is invalid or unavailable.

• No instance is available

• Table structure

Solution:

An error message should appear and indicate the source of the problem. If it does not or is not helpful, check the log file, and then check to see if there have been amy recent changes in report structure.

Troubleshooting Live Office

Troubleshooting Live Office components

Problem: context dialog box is not displayed on refresh even if the Reset Context on Refresh option is checked

Cause:

This is by-design for Live Office. We stored context value with LO object and use it when refreshing.

Solution:

You can change context in Live Office Properties dialog box

Problem: report sorting and filtering lost when refreshing

Cause: Microsoft Office Excel based sort and filter operations are not fully supported by Live Office.

Solution: Reapply these operations after refreshing the Live Office object. Other report formatting is retained.

BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide 85

Troubleshooting Live Office

Troubleshooting Live Office components

86 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

Reference

appendix

Reference

Overview

This section provides references on the following topics:

• User Interface reference

• Backward compatibility

• Live Office object size limitations

User Interface reference

This section provides references on the following topics:

• Live Office Insert Wizard

• Options dialog box

• Properties dialog box

Live Office Insert Wizard

The Live Office Insert Wizard appears when you select Insert from the LiveOffice menu. The wizard helps you to select a source Crystal Report object or instance, a Web Intelligence object or instance, or a query to insert into your Microsoft Office document as a LiveOffice object.

88 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

Reference

User Interface reference

Options dialog box

The Options dialog box enables you to set the options for BusinessObjects Live Office (Live Office). These options affect all documents, not just the current document. Click Default to return to the default options.

Note: Live Office options apply only to the Microsoft Office product that you

are using. You can set different options for Microsoft Excel, Microsoft PowerPoint, and Microsoft Word.

The Options dialog box has three tabs:

• General tab

• View tab

• Enterprise tab

General tab

BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide 89

Reference

User Interface reference

The General tab contains the options for customizing the shortcut menu and the general display options.The options that you can specify in this tab vary depending on the Microsoft Office program that you are using.

Related topics:

• “Configuring the shortcut menu” on page 73

• “Changing default layout, formatting, and refresh behavior” on page 74.

View tab

The View tab contains the options for displaying fields.

90 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

User Interface reference

Related topics:

• “Configuring default error message strings” on page 75

• “Configuring field display settings” on page 76.

Reference

Enterprise tab

The Enterprise tab contains the options for connecting to BusinessObjects Enterprise.

BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide 91

Reference

User Interface reference

Related topics:

• “Configuring default error message strings” on page 75 and “Configuring

field display settings” on page 76.

• “Logging on to BusinessObjects Enterprise automatically” on page 77

Properties dialog box

The Properties dialog box displays the properties for the selected object. Live Office allows you to view and modify the appearance and refresh options of your Live Office object.

Note: The settings in this dialog apply only to the current Live Office object.

For global settings see “Options dialog box” on page 89.

There are various settings:

• On the General tab you can view the refresh status, the object

location, and the object definition including type of object such as a

chart.

• On the Refresh tab you have three editable options:

• Apply formatting when refreshing

• Remove data on saving; refresh to redisplay

92 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

• Refresh options such as “on demand” and “last instance by user”

Backward compatibility

The following sections contain backward compatibility information for Live Office XI Release 2 Productivity Suite components. This content includes information about deprecated features, unsupported features, support for previous versions of Live Office and other Business Objects products, and Live Office behavior changes between versions.

• Deprecated features

• Unsupported features

• Previous versions and other products

Deprecated features

A deprecated feature is a feature that still ships with the product and is still supported, but for which notification has been made that the feature will be unsupported in a future version.The following Live Office functionality is deprecated for this version of Live Office.

• Inserting and modifying Live Office objects based off of Business

Views. As a workaround for more advanced users, there is still the ability to insert from a Crystal Reports document based off a Business View.

• Creating a Crystal Reports report from an Excel range. Users can

create reports off an Excel range in the Crystal Reports designer. This provides more comprehensive reporting functionality.

• Inserting a rowset from a Web Intelligence data provider. Web

Intelligence report part support, introduced in this release, provides a significantly better user interface and overall result. Users can insert a table from an existing Web Intelligence report to get the same rowset.

Reference

Backward compatibility

Unsupported features

An unsupported feature is a feature that may or may not ship with the product but for which support is no longer provided. This means that technical support calls and enhancement requests relating to this feature will no longer be accepted. The following Live Office functionality is unsupported for this version of Live Office.

• In place drill functionality for both Web Intelligence and Crystal

Reports rowset and report part. Live Office object refresh behavior will reflect the last saved drill state.

BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide 93

Reference

Live Office object size limitations

• Windows NT authentication. Microsoft Corporation has replaced

Windows NT authentication with Windows Active Directory.

• OLAP Intelligence functionality. OLAP Intelligent functionality will not

be supported in this release. The OLAP Live Office objects of previous releases will not be recognized by Live Office Productivity Pack

Previous versions and other products

While the best way to minimize compatibility issues is to standardize your application environment, many organizations will need to deploy the Live Office XI R2 Productivity Pack system in a phased rollout, or will need to collaborate with colleagues using a previous version of Live Office. or other related Business Objects products.

To meet the needs of users upgrading to Live Office XI R2 Productivity Pack, this version of Live Office supports the following Business Objects products:

• BusinessObjects XI R2

• BusinessObjects XI

• Crystal Vision Server

Note: Crystal Vision is not supported.

Live Office object size limitations

For each Microsoft Office application that Live Office supports, there is a maximum number of rows and columns that can exist in a table or worksheet. This affects how much data you can insert into a object because Live Office inserts the data in the form of a table or as rows and columns in a worksheet. These limits are set by the Microsoft Office applications so it is helpful to know these limits when you plan what data you are going to create a object from.

Microsoft Word

• Maximum rows = 32767

• Maximum columns = 63

Microsoft Excel

• Maximum rows = 65536

• Maximum columns = 256

94 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

PowerPoint

• Maximum rows = 50

• Maximum columns = 25

Reference

Live Office object size limitations

BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide 95

Reference

Live Office object size limitations

96 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

Business Objects Information Resources

appendix

Business Objects Information Resources

Documentation and information services

98 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

Business Objects offers a full documentation set covering its products and their deployment. Additional support and services are also available to help maximize the return on your business intelligence investment. The following sections detail where to get Business Objects documentation and how to use the resources at Business Objects to meet your needs for technical support, education, and consulting.

This chapter explains how to work with queries in Live Office and contains the following topics:

• Documentation

• Customer support, consulting and training

• Useful addresses at a glance

Documentation

You can find answers to your questions on how to install, configure, deploy, and use Business Objects products from the documentation.

What’s in the documentation set?

Business Objects Information Resources

Documentation

View or download the Business Objects Documentation Roadmap, available with the product documentation at http://www.businessobjects.com/support/.

The Documentation Roadmap references all Business Objects guides and lets you see at a glance what information is available, from where, and in what format.

Where is the documentation?

You can access electronic documentation at any time from the product interface, the web, or from your product CD.

Documentation from the products

Online help and guides in Adobe PDF format are available from the product Help menus. Where only online help is provided, the online help file contains the entire contents of the PDF version of the guide.

Documentation on the web

The full electronic documentation set is available to customers on the web from support web site at: http://www.businessobjects.com/support/.

BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide 99

Business Objects Information Resources

Customer support, consulting and training

Documentation on the product CD

Look in the docs directory of your product CD for versions of guides in Adobe PDF format.

Send us your feedback

Do you have a suggestion on how we can improve our documentation? Is there something you particularly like or have found useful? Drop us a line, and we will do our best to ensure that your suggestion is included in the next release of our documentation: documentation@businessobjects.com.

Note: If your issue concerns a Business Objects product and not the

documentation, please contact our Customer Support experts. For information about Customer Support visit: http://www.businessobjects.com/

support/.

Customer support, consulting and training

A global network of Business Objects technology experts provides customer support, education, and consulting to ensure maximum business intelligence benefit to your business.

How can we support you?

Business Objects offers customer support plans to best suit the size and requirements of your deployment. We operate customer support centers in the following countries:

• USA

• Australia

• Canada

• United Kingdom

• Japan

Online Customer Support

The Business Objects Customer Support web site contains information about Customer Support programs and services. It also has links to a wide range of technical information including knowledgebase articles, downloads, and support forums.

http://www.businessobjects.com/support/

100 BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

Business objects LIVE OFFICE XI RELEASE 2 FOR WINDOWS User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

BusinessObjects Live Office XI Release 2 Productivity Pack User’s Guide

Introduction to BusinessObjects Live Office

About this guide

Who should read this guide

How to use this guide

Business Objects information resources

Getting Started with Live Office

Overview

About Live Office content

Live Office concepts

What are report objects, instances, and parts?

What are Universes?

What are parameters and prompts

Live Office architecture

Live Office content types

What’s New in Live Office

New Features

Feature enhancements

Live Office toolbar and Insert Wizard at a glance

Live Office toolbar

Live Office Insert Wizard

Logging on to BusinessObjects Enterprise

Logging on to secured databases

Working with Crystal Reports Content in Live Office

Overview

About Crystal Reports content in Live Office

Inserting Crystal Reports content

Inserting report parts

Running the Live Office Insert Wizard

Choosing your data source

Specifying parameter values

Choosing and inserting data as report parts

Configuring parameter binding options

Configuring data refresh options

Saving your data locally and to the repository

Inserting fields as a data set

Running the Live Office Wizard

Choosing your data source

Choosing fields as your data set

Applying filters

Configuring object properties and saving the document

Modifying Crystal Reports content

Adding more report parts

Viewing and modifying general object properties

Inserting rows or columns

Modifying parameter values

Modifying fields

Modifying filters

Choosing specific field values as filter settings

Loading, updating, and refreshing existing content

Removing Live Office objects

Working with Web Intelligence Content in Live Office

Overview

About Web Intelligence content

Inserting Web Intelligence content

Logging on and running the Live Office Wizard

Selecting a data source

Specifying a context

Specifying prompt values

Choosing report parts

Creating and saving your Live Office object

Configuring data refresh options

Configuring general object properties

Modifying Web Intelligence content

Saving your document to the repository

Upgrading content from the previous version

Viewing and modifying general object properties

Adding more Web Intelligence report parts

Modifying prompt values

Removing Live Office objects

Loading, updating, and refreshing existing content

Working with Queries in Live Office

Overview

Query fundamentals

What are universes?

About query building in Live Office