BusinessObjects Enterprise InfoView
User's Guide
BusinessObjects Enterprise 3.0
Copyright
© 2008 Business Objects. All rights reserved. Business Objects owns the following
U.S. patents, which may cover products that are offered and licensed by Business
Objects: 5,555,403; 5,857,205; 6,289,352; 6,247,008; 6,490,593; 6,578,027;
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logo, BusinessObjects, Business Objects Crystal Vision, Business Process On
Demand, BusinessQuery, Crystal Analysis, Crystal Applications, Crystal Decisions,
Crystal Enterprise, Crystal Insider, Crystal Reports, Desktop Intelligence, Inxight,
the Inxight Logo, LinguistX, Star Tree, Table Lens, ThingFinder, Timewall, Let
there be light, Metify, NSite, Rapid Marts, RapidMarts, the Spectrum Design, Web
Intelligence, Workmail and Xcelsius are trademarks or registered trademarks in
the United States and/or other countries of Business Objects and/or affiliated
companies. All other names mentioned herein may be trademarks of their respective
owners.
Third-party
Contributors
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
2008-02-19
Contents
Welcome to BusinessObjects Enterprise 13Chapter 1
About this documentation..........................................................................14
Who should use this documentation?........................................................14
Getting Started 15Chapter 2
Overview....................................................................................................16
What's new in BusinessObjects Enterprise XI 3.0?...................................17
Logging on to InfoView..............................................................................18
InfoView.....................................................................................................20
Recommended reading.............................................................................25
Crystal Reports Server recommended reading.........................................26
To log on to InfoView............................................................................19
Header panel........................................................................................22
Workspace panel..................................................................................23
Document List......................................................................................23
InfoView Workspace toolbar.................................................................23
Tree panel............................................................................................25
Details panel.........................................................................................25
Viewing objects....................................................................................25
Publishing and managing objects........................................................26
How to access InfoView.......................................................................27
How to view files...................................................................................27
How to schedule files...........................................................................27
How to organize files............................................................................28
How to use Discussions.......................................................................28
BusinessObjects Enterprise InfoView User's Guide 3
Contents
Setting Preferences 29Chapter 3
Overview....................................................................................................30
General preferences..................................................................................30
To set general preferences...................................................................30
Web Intelligence preferences....................................................................32
Selecting Web Intelligence viewing preferences..................................32
Selecting a creation/editing tool...........................................................34
Selecting a default universe.................................................................35
Selecting your drill options...................................................................36
Selecting an MS Excel format..............................................................39
Desktop Intelligence preferences..............................................................40
To set Desktop Intelligence viewing preferences.................................40
Crystal Reports preferences......................................................................41
Selecting your Crystal report viewer....................................................41
Description of the Crystal report viewers.............................................42
Dashboard and analytics preferences.......................................................47
To set dashboards and analytics preferences......................................47
Changing your password...........................................................................48
To change your password....................................................................49
Working with Objects 51Chapter 4
Overview....................................................................................................52
Navigating through folders or categories...................................................52
To navigate through folders or categories............................................53
Accessing objects in your personal folders or inbox............................53
Viewing objects..........................................................................................54
Selecting which objects to display........................................................54
Opening objects for viewing.................................................................54
Changing viewers.................................................................................55
4 BusinessObjects Enterprise InfoView User's Guide
Contents
Searching in InfoView................................................................................55
Searching for objects............................................................................56
Performing advanced searches...........................................................57
Content Search....................................................................................59
Organizing objects.....................................................................................66
Creating folders or categories..............................................................66
Setting the properties of a folder or category.......................................67
Adding objects to a folder.....................................................................68
Assigning objects to a category............................................................68
Sorting objects......................................................................................69
Scheduling objects.....................................................................................69
To schedule an object...........................................................................70
Setting the instance title.......................................................................71
Choose a recurrence pattern................................................................71
Enabling notification.............................................................................73
Specifying database logon information................................................74
Specifying an instance format..............................................................74
Specifying an instance destination.......................................................84
Applying record selection formulas......................................................91
Printing an instance..............................................................................91
Scheduling with events.........................................................................93
Choosing a server to run a scheduling job...........................................93
Scheduling an object with Prompts or Parameters..............................94
Caching Web Intelligence and Desktop Intelligence documents.........95
Pausing or resuming an instance.........................................................96
Scheduling an object package ............................................................97
Viewing object history................................................................................98
Viewing instances of objects................................................................98
Deleting an instance...........................................................................100
Sending objects or instances...................................................................100
To view the latest instance of an object..............................................100
BusinessObjects Enterprise InfoView User's Guide 5
Contents
Creating new objects in InfoView.............................................................101
Adding objects to InfoView......................................................................102
To add a Crystal report to InfoView....................................................102
To add a document from your computer to InfoView..........................103
Copying objects.......................................................................................103
To copy an object...............................................................................103
Moving objects.........................................................................................104
To move an object..............................................................................104
Deleting objects.......................................................................................105
To delete an object.............................................................................105
Creating shortcuts....................................................................................105
To create a shortcut to an object........................................................105
Creating hyperlinks..................................................................................106
To create a hyperlink..........................................................................106
Setting object properties..........................................................................106
To set the object properties ...............................................................107
My InfoView 109Chapter 5
Overview..................................................................................................110
Using My InfoView...................................................................................110
To define My InfoView content...........................................................110
Editing My InfoView.................................................................................112
To edit My InfoView and custom page layouts...................................112
Using Discussions 113Chapter 6
Overview..................................................................................................114
Using the Discussions panel...................................................................114
Accessing the Discussions panel.......................................................116
Creating a note...................................................................................116
Replying to a note..............................................................................116
6 BusinessObjects Enterprise InfoView User's Guide
Contents
Editing a note.....................................................................................117
Deleting a note...................................................................................117
Using Encyclopedia 119Chapter 7
Overview..................................................................................................120
Accessing Encyclopedia..........................................................................120
Creating and maintaining Encyclopedia information...............................121
Overview tab......................................................................................121
Business questions............................................................................123
Glossary terms...................................................................................127
Guided analysis..................................................................................131
Working with Crystal Reports 137Chapter 8
Overview..................................................................................................138
Viewing Crystal reports............................................................................138
Crystal Reports viewer toolbar...........................................................138
Drilling reports..........................................................................................140
To drill down Crystal reports...............................................................140
Looking at alerts......................................................................................140
To view alerts in Crystal reports.........................................................141
Parameters..............................................................................................141
To view and edit the parameters of Crystal reports in the Web viewer.142
Distributing reports...................................................................................143
Printing reports...................................................................................143
Exporting reports................................................................................144
Interactive Sorting....................................................................................146
To sort data interactively.....................................................................146
Crystal Reports Viewer............................................................................146
Installing the Crystal Reports Viewer.................................................148
Launching the Crystal Reports Viewer...............................................148
BusinessObjects Enterprise InfoView User's Guide 7
Contents
Working with Web Intelligence Documents 149Chapter 9
Overview..................................................................................................150
Viewing Web Intelligence documents......................................................150
Web Intelligence toolbar.....................................................................150
Displaying the navigation map...........................................................153
Displaying user prompts.....................................................................153
Finding text in documents..................................................................153
Drilling documents .............................................................................154
Creating Web Intelligence documents.....................................................155
Selecting a universe for a new document..........................................155
Editing queries in existing documents................................................157
Data tracking............................................................................................157
Tracking changes in your data...........................................................157
Working with Voyager Workspaces 159Chapter 10
Overview..................................................................................................160
Terminology.............................................................................................160
Overview of member selection................................................................162
Selecting individual members from a list of all members...................163
Selecting members by searching.......................................................165
Selecting all members at a particular level in the dimension.............167
Selecting parent, child, or sibling members.......................................168
Hiding members from view.................................................................169
Sorting data columns or rows..................................................................169
To sort data columns or rows in ascending order...............................170
To sort data columns or rows in descending order.............................171
To reverse the sort direction...............................................................171
Removing a sort.................................................................................172
Filtering the data in crosstabs and charts................................................172
8 BusinessObjects Enterprise InfoView User's Guide
Contents
To apply a new filter............................................................................173
Adding a second filter.........................................................................173
To modify an existing filter..................................................................173
Removing a filter................................................................................174
Ranking the data in the crosstab.............................................................175
To add a rank......................................................................................176
To modify an existing rank..................................................................176
Adding a second rank.........................................................................177
Removing a rank................................................................................177
Rank button........................................................................................178
Rank Editor dialog box.......................................................................178
Displaying sorts, filters, and ranks applied to the query..........................179
Hidden sorts, filters, and ranks................................................................179
Combining a sort and filter.......................................................................180
Combining a sort and rank......................................................................180
Combining a filter and rank......................................................................180
Drilling down and drilling up.....................................................................180
To expand-drill down a level in a crosstab.........................................182
To expand-drill up a level in a crosstab..............................................182
To expand-drill down a level in a chart...............................................182
To expand-drill up a level in a chart....................................................183
To focus-drill down a level in a crosstab.............................................183
To focus-drill up a level in a crosstab.................................................183
To focus-drill down a level in a chart..................................................184
To focus-drill up a level in a chart.......................................................184
Overview of exception highlighting..........................................................185
Applying exception highlighting..........................................................185
Removing exception highlighting.......................................................186
Visual totals.............................................................................................186
To add the default totals.....................................................................188
BusinessObjects Enterprise InfoView User's Guide 9
Contents
To add commonly used visual totals (Aggregate, Sum, Average, and
Count).................................................................................................189
To add other visual totals....................................................................189
Changing to a different visual total.....................................................189
Removing visual totals.......................................................................190
Visual totals on charts........................................................................191
Basic calculations....................................................................................191
Adding a basic calculation..................................................................192
To edit a calculation............................................................................192
To delete a calculation........................................................................193
Creating Voyager workspaces.................................................................193
To create a Voyager workspace.........................................................193
Exporting data from Voyager...................................................................194
Exporting data from Voyager to Excel................................................194
Exporting data from Voyager to comma-separated-values (.csv) files.195
Printing Voyager workspaces..................................................................196
Print a crosstab as it appears on the screen......................................197
Print a chart as it appears on the screen...........................................198
Print raw data.....................................................................................199
Working with Desktop Intelligence documents 201Chapter 11
Overview..................................................................................................202
Viewing Desktop Intelligence documents................................................202
Desktop Intelligence viewer toolbar...................................................203
Navigating documents.............................................................................204
To navigate through a Desktop Intelligence document......................205
Entering User Prompt values...................................................................205
To edit and view user prompts............................................................205
Finding text..............................................................................................206
To find text in a Desktop Intelligence document.................................206
Refreshing data.......................................................................................206
10 BusinessObjects Enterprise InfoView User's Guide
Contents
To refresh data...................................................................................206
Saving Desktop Intelligence documents..................................................207
To save Desktop Intelligence documents...........................................207
To save changes as a new Desktop Intelligence document...............207
To save Desktop Intelligence documents to your local computer......208
Printing Desktop Intelligence documents................................................208
To print Desktop Intelligence documents...........................................208
Editing Desktop Intelligence documents..................................................208
To edit Desktop Intelligence documents.............................................209
Working with Dashboard and Analytics 211Chapter 12
Overview..................................................................................................212
To access Dashboard Builder..................................................................213
Working with Publishing 215Chapter 13
Overview..................................................................................................216
About Publishing......................................................................................216
What is a publication?..............................................................................216
Publishing concepts.................................................................................217
Delivery rules......................................................................................217
Formats..............................................................................................220
Destinations........................................................................................223
Subscription.............................................................................................227
To create a new publication in InfoView...................................................227
Get More Help 229Appendix A
Index 233
BusinessObjects Enterprise InfoView User's Guide 11
Contents
12 BusinessObjects Enterprise InfoView User's Guide
Welcome to BusinessObjects Enterprise
1
Welcome to BusinessObjects Enterprise
1
About this documentation
About this documentation
This help provides you with information and procedures for using
BusinessObjects Enterprise and InfoView.
InfoView runs within your web browser and is your main interface for working
with objects in BusinessObjects Enterprise. Your BusinessObjects Enterprise
administrator may deploy different types of objects, such as Crystal reports,
Voyager workspaces, Web Intelligence documents, Desktop Intelligence
documents, and other objects that are created from BusinessObjects
Enterprise plug-in components. InfoView allows you to view these objects,
organize them, and work with them to suit your needs.
Note: Because the appearance and functionality of InfoView can be
customized, your desktop may be different from the one that is described in
this help. However, you can still apply many of the procedures that are
described in the sections that follow.
Who should use this documentation?
This help is intended for users who work with objects over the web through
BusinessObjects Enterprise and InfoView.
For more information about the product, consult the BusinessObjects
Enterprise Administrator's Guide, the BusinessObjects Enterprise Getting
Started Guide, and the BusinessObjects Enterprise Installation Guide. Online
versions of these guides are included in the docs directory of your product
distribution.
14 BusinessObjects Enterprise InfoView User's Guide
Getting Started
2
Getting Started
2
Overview
Overview
BusinessObjects Enterprise comes with InfoView, a web desktop that acts
as a window to a broad range of useful business information about your
company. From InfoView, you can access Crystal reports, Voyager
workspaces, Web Intelligence documents, Desktop Intelligence documents,
and other objects, and organize them to suit your preferences.
The features that are available in InfoView vary by content type, but in
general, you can view information in your web browser, export it to other
business applications (such as Microsoft Excel), and save it to a specified
location. BusinessObjects Enterprise also provides access to a range of
analytic tools to help you explore information in more detail.
The following additional features are available with InfoView:
• Discussions
This feature enables you to create and share notes about reports,
documents, and other objects in InfoView.
• Encyclopedia
This feature provides you with key information about reports and
documents to facilitate the analysis of business intelligence.
• Publisher
This feature lets you deliver information in a customized format by
providing a secure environment in which to share information in a
personalized way. For more information, see the BusinessObjects
Enterprise Publisher's Guide.
The following additional features are available with InfoView when you have
the appropriate license(s):
• Voyager
This feature allows you to create customized Voyager workspaces based
on multi-dimensional data sources.
• Process Tracker
This feature enables users to map, track, and communicate business
processes through a set of activities, associated reports, and analytics.
16 BusinessObjects Enterprise InfoView User's Guide
Getting Started
What's new in BusinessObjects Enterprise XI 3.0?
For more information, see the Process Tracker Installation and User's
Guide.
For information about the availability of these features in your deployment,
contact your BusinessObjects Enterprise administrator.
Related Topics
• Using Discussions on page 113
• Using Encyclopedia on page 119
• Working with Voyager Workspaces on page 159
• Working with Publishing on page 215
What's new in BusinessObjects Enterprise
XI 3.0?
This version of BusinessObjects Enterprise introduces many new features
and enhancements.
2
Enhanced user interface
Enhanced user interface: InfoView's user interface has been revamped so
that it is easier to use and more intuitive. New user interface features include:
• The new InfoView home page, from which you can directly access areas
of InfoView such as your inbox, the "Document List", your "Favorites",
and your "Preferences".
• You can access the list of all folders, categories, and objects in
BusinessObjects Enterprise from any location in InfoView by clicking on
the Document List button.
• Double-click the title of an object to access default actions while browsing
in BusinessObjects Enterprise. For example, to open a Crystal report
while navigating through folders, double-click the title of the report.
• Click the title of an object to select it while browsing in BusinessObjects
Enterprise.
• Right-click the title of an object to access all of the actions that you can
perform on the object while browsing in BusinessObjects Enterprise.
• Menus in InfoView are now context aware: only actions that you can
perform on the object(s) that you are currently interacting with are available
for you to choose.
BusinessObjects Enterprise InfoView User's Guide 17
Getting Started
2
Logging on to InfoView
Publishing
This version of BusinessObjects Enterprise features many enhancements
to the Publishing feature, including support for Crystal reports and Web
Intelligence documents, new processing capabilities, the ability to publish to
multiple formats and destinations and enhanced PDF, support for customized
processing extensions, dynamic recipients, and delivery rules. Fore more
information about Publishing, see the Overview on page 216 of the “Working
with Publishing” chapter.
Content Search
This version of BusinessObjects Enterprise includes Content Search, an
optimized search tool that enables you to search within the content of objects
managed by BusinessObjects Enterprise. These objects include Crystal
reports, Web Intelligence and Desktop Intelligence documents, as well as
Microsoft Word and Excel documents. Content Search also allows you to
take advantage of features such as search result grouping, matched word
highlighting, suggested searches, and multilingual searching, and search
techniques. For more information, see Content Search on page 59.
Online documentation library
A completely new interface to the full documentation set now has guides for
all Business Objects products. The new online documentation library has
the most up-to-date version of the Business Objects product documentation,
posted upon publication and updated regularly. You can browse the library
contents, run full-text searches, read guides on line, and download PDFs.
http://support.businessobjects.com/documentation/product_guides/default.asp
Logging on to InfoView
To use InfoView, you must have one of the following web browsers installed
on your machine:
• Microsoft Internet Explorer
• Firefox
• Safari (for Macintosh users)
18 BusinessObjects Enterprise InfoView User's Guide
For more information on the platforms that BusinessObjects Enterprise
supports, please see the Products Availability Report (PAR) at http://sup
port.businessobjects.com/documentation/supported_platforms/default.asp
Note: To use the advanced features of BusinessObjects Enterprise and
InfoView, it is recommended that you use Internet Explorer.
To log on to InfoView
1. Open your web browser.
2.
Go to http:// webserver : portnumber /InfoViewApp/
Replace webserver with the name of the web server and portnumber with
the port number that is set up for BusinessObjects Enterprise. You may
need to ask your administrator for the name of the web server, the port
number, or the exact URL to enter.
Tip: If you have any BusinessObjects Enterprise client tools installed on
Windows, you can also click Start > Programs > BusinessObjects XI
3.0 > BusinessObjects Enterprise > BusinessObjects Enterprise
Java InfoView.
Getting Started
Logging on to InfoView
2
The "Log On to InfoView" page appears.
BusinessObjects Enterprise InfoView User's Guide 19
Getting Started
2
InfoView
3. By default, you will not be asked to supply a system name. However, if
you are asked to supply one, type the name of your Central Management
Server (CMS) In the System field.
4. In the User name and Password fields, type your logon credentials.
5. By default, you will not be asked to choose an authentication type.
However, if you are asked to supply one, select Enterprise, LDAP,
Windows AD, or Windows NT from the Authentication list.
• Enterprise authentication requires a user name and password that are
recognized by BusinessObjects Enterprise.
• LDAP authentication requires a user name and password that are
recognized by an LDAP directory server.
• Windows AD authentication requires a user name and password that
are recognized by Windows AD.
• Windows NT authentication requires a user name and password that
are recognized by Windows NT.
Enterprise authentication is the default authentication method. LDAP,
Windows AD, Windows NT, and other third-party authentication types
require special setup. For more information, see the BusinessObjects
Enterprise Administrator's Guide.
6. Click Log On.
The" InfoView home page" appears.
InfoView
If you successfully logged on, InfoView appears in your web browser.
20 BusinessObjects Enterprise InfoView User's Guide
You can change your initial view in your preferences.
Getting Started
InfoView
2
The folders and objects that you can see in the Document List, the rights
that you have to schedule, the viewer that you see, and so on, are dependent
on the account with which you log on, the rights that are granted to you by
your BusinessObjects Enterprise administrator, and the settings that both
you and your administrator enable.
InfoView is divided into two panels. For information about each panel, see
the following sections:
• 1: Header panel
• 2: Workspace panel
Note: You must not use the back button of your web browser to navigate
within InfoView or any portion of BusinessObjects Enterprise.
Related Topics
• General preferences on page 30
• Header panel on page 22
• Workspace panel on page 23
BusinessObjects Enterprise InfoView User's Guide 21
Getting Started
2
InfoView
Header panel
The Header panel displays the logo and the user name of the account that
you used to log on to InfoView. It contains the InfoView toolbar that you can
use to perform the following actions:
DescriptionOption
Home
Document List
Open
Send To
Dashboards
Log Out
Preferences
About
Displays the InfoView home page.
Shows the Document List.
Opens components of InfoView such as the Encyclopedia.
Sends an object or instance to a destination.
Allows you to access dashboards and analytics.
Logs the user out.
Allows you to set how information is displayed.
Displays product and sales information about InfoView.
Help
Related Topics
• Document List on page 23
22 BusinessObjects Enterprise InfoView User's Guide
Displays the online help for InfoView.
Workspace panel
The Workspace panel displays InfoView content. It is in this panel that you
do activities such as viewing, scheduling, and modifying objects, setting your
InfoView preferences, browsing the Document List and so on. The toolbars
and other features of the Workspace panel change according to your current
task.
Document List
The Document List displays the files, folders, and categories in InfoView.
It allows you to edit them using the actions in the InfoView Workspace
toolbar, view them, organize them, and navigate them. It contains the and
the Tree panel and the Details panel.
Related Topics
• Tree panel on page 25
• Details panel on page 25
Getting Started
InfoView
2
InfoView Workspace toolbar
The InfoView Workspace toolbar is displayed when viewing the Document
List. It allows you to perform the following actions on objects, categories,
and folders in the Document List.
BusinessObjects Enterprise InfoView User's Guide 23
Getting Started
2
InfoView
DescriptionOption
Shows folders in the Tree panel.
Switch to Folders
Shows categories in the Tree panel.
Switch to Categories
Refreshes the view of the Document List.
Refresh
New
Add
Organize
Actions
Search
Allows you to create new objects within InfoView.
Allows you to add existing objects to InfoView.
Allows you to organize the selected object.
Allows you to perform actions on the selected
object.
Allows you to search for objects.
Allows you to navigate between pages in the
Document List.
24 BusinessObjects Enterprise InfoView User's Guide
Tree panel
The Tree panel is visible when you view the Document List. It displays the
folders and categories in BusinessObjects Enterprise in a hierarchical
structure, allowing you to navigate through them. When you select a folder
or category in the "Tree" panel, its contents appear in the Details panel .
Note: Object packages also appear in the "Tree" panel and behave like
folders. Selecting an object package causes its contents to appear in the
Details panel.
Details panel
The Details panel is visible when you view the Document List. It displays
the contents of folders, categories, and objects packages in BusinessObjects
Enterprise. You can filter and sort the objects displayed in the Details panel,
and choose to modify, view, organize, or schedule them if you have the
necessary rights.
Getting Started
Recommended reading
2
Recommended reading
Depending on how you use BusinessObjects Enterprise and InfoView, you
may want to focus on specific sections of this document.
Viewing objects
If you use BusinessObjects Enterprise to view objects such as reports, you
do not need to read about the advanced features of InfoView. It is
recommended that you read only the following sections:
•
Getting Started on page 15
•
Setting Preferences on page 29
•
Working with Objects on page 51
BusinessObjects Enterprise InfoView User's Guide 25
Getting Started
2
Crystal Reports Server recommended reading
Publishing and managing objects
For advanced users who publish and organize objects for other users to
view, it is recommended that you read the following sections:
•
Getting Started on page 15
•
Setting Preferences on page 29
•
Working with Objects on page 51
•
My InfoView on page 109
•
Using Discussions on page 113
•
Using Encyclopedia on page 119
Depending on the types of objects that you create and/or publish, you may
also want to review the following sections:
•
Working with Crystal Reports on page 137
•
Working with Voyager Workspaces on page 159
•
Working with Web Intelligence Documents on page 149
•
Working with Desktop Intelligence documents on page 201
Note:
• If you will also be publishing objects to BusinessObjects Enterprise, you
should refer to the BusinessObjects Publisher User's Guide.
•
If you work with Web Intelligence documents, also refer to Building Reports
with the Web Intelligence Report Panel, which appears when you click
help while you view a Web Intelligence document.
Crystal Reports Server recommended
reading
This section outlines the topics in the BusinessObjects Enterprise InfoView
User's Guide that will be of most use to you if you are using Crystal Reports
Server.
26 BusinessObjects Enterprise InfoView User's Guide
How to access InfoView
For information about accessing InfoView, go to the following sections:
•
Logging on to InfoView on page 18
•
InfoView on page 20
How to view files
For information about viewing files inside InfoView go to the following sections:
•
Viewing objects on page 54
•
Opening objects for viewing on page 54
•
Changing viewers on page 55
Getting Started
Crystal Reports Server recommended reading
2
How to schedule files
For information about scheduling files inside InfoView go to the following
sections:
•
Scheduling objects on page 69
•
Setting the instance title on page 71
•
Choose a recurrence pattern on page 71
•
Enabling notification on page 73
•
Specifying database logon information on page 74
•
Applying record selection formulas on page 91
•
Available formats on page 75
•
Destination locations on page 85
•
Printing an instance on page 91
•
Scheduling with events on page 93
•
Choosing a server to run a scheduling job on page 93
BusinessObjects Enterprise InfoView User's Guide 27
Getting Started
2
Crystal Reports Server recommended reading
•
Parameters on page 141
•
Pausing or resuming an instance on page 96
•
Viewing instances of objects on page 98
•
Deleting an instance on page 100
How to organize files
For information about organizing your content in InfoView go to the following
sections:
•
Organizing objects on page 66
•
Creating folders or categories on page 66
•
Adding objects to a folder on page 68
•
Assigning objects to a category on page 68
•
Sorting objects on page 69
•
Copying objects on page 103
•
Creating shortcuts on page 105
•
Moving objects on page 104
•
Deleting objects on page 105
How to use Discussions
For information about how to use Discussions go to Using Discussions on
page 113.
28 BusinessObjects Enterprise InfoView User's Guide
Setting Preferences
3
Setting Preferences
3
Overview
Overview
Preferences determine how you log on to InfoView and what view is displayed
when you do. They also determine specific settings for the various objects
that you view, such as viewers for Crystal reports and view formats for Web
Intelligence and Desktop Intelligence documents.
Note: As a best practice, you should set your preferences before you begin
to work with objects in InfoView. However, depending on your deployment,
your BusinessObjects Enterprise administrator may configure your system
to use predetermined settings by default.
Related Topics
• Web Intelligence preferences on page 32
• Desktop Intelligence preferences on page 40
• Crystal Reports preferences on page 41
• Dashboard and analytics preferences on page 47
General preferences
This section describes how to set your general viewing preferences for
InfoView.
To set general preferences
1. Log on to InfoView.
2. On the InfoView toolbar, click Preferences.
The "Preferences" page appears.
30 BusinessObjects Enterprise InfoView User's Guide
Setting Preferences
General preferences
3
3. In the "InfoView Start Page" area, select the option that you want to set
as your initial view.
For example, if you choose Favorites, then the Favorites folder is
automatically selected in the Document List the next time you log on.
Tip: You can also customize an InfoView page layout to be your start
page, or use a dashboard. For details, see Using My InfoView on page
110 and Overview on page 212.
4. In the "Document Navigation View" area, select Folder or Category.
The option that you choose determines whether the Tree panel displays
the objects in InfoView by the folders in which they are located or the
categories to which they are assigned.
5. In the "Set the number of objects (max.) per page" area, specify the
maximum number of objects that you want to see displayed per page
when you view lists of objects.
6. In the "Document List Display" area, select the summary information that
you want to see in the Details panel for each object:
• Description
BusinessObjects Enterprise InfoView User's Guide 31
Setting Preferences
3
Web Intelligence preferences
7. In the "Document Viewing" area, select how you want to view your
8. In the "Product Locale" area, select your current language.
9. In the "Current Time Zone" area, select the appropriate time zone.
10. In the "Preferred Viewing Locale" area, select the locale that uses the
11. Click OK.
• Owner
• Date
• Instance Count
documents.
This setting determines the language set that is used by InfoView.
Note: It is important that you check this setting before you schedule any
objects to run. The default time zone is local to the web server that is
running BusinessObjects Enterprise, not the Central Management Server
(CMS) machine(s) to which each user connects. By properly setting your
time zone, you ensure that your scheduled objects are processed in
accordance with the time zone in which you are working.
formatting conventions for dates, numbers, and time that you would like
to use while viewing objects.
Web Intelligence preferences
Before you access Web Intelligence documents through InfoView, it is
recommended that you set the Web Intelligence preferences to suit your
query and reporting needs.
Note: The functionality described in this section is available through InfoView
if you have appropriate Web Intelligence licenses. For information about
licensing, contact your sales representative.
Selecting Web Intelligence viewing preferences
You can choose a different view format and formatting locale to correspond
with how you interact with information in Web Intelligence documents through
InfoView.
32 BusinessObjects Enterprise InfoView User's Guide
Setting Preferences
Web Intelligence preferences
To select a view format for Web Intelligence documents
1. Log on to InfoView.
2. On the InfoView toolbar, click Preferences.
The "Preferences" page appears.
3. Click the Web Intelligence section.
4. In the "Select a default view format" area, select the format that you want
to use when you view your Web Intelligence documents:
• Choose Web if you want to be able to view and print documents,
respond to prompts, and/or perform drill analysis. You can also track
data changes in the Web viewer if you have the necessary rights.
• Choose Interactive if you want to be able to view and print documents,
apply filters to the documents, do sorts and calculations, modify the
format of the data in tables and charts, respond to prompts, and/or
perform drill analysis.
Note:
3
• This option is available only if you have Web Intelligence deployed
in JSP mode.
• To be able to use Query-HTML (the Interactive editing tool) to
create documents and/or edit queries, it is recommended that you
select this option. If you do not select the Interactive view format,
you can still use the Query-HTML to define your documents, but
you will not be able to format them.
• Choose PDF (Adobe Acrobat Reader required) if you want to be
able to respond to prompts, view and print documents directly in PDF
format. Depending on how your BusinessObjects Enterprise
administrator configures your system, you may view a PDF of the
entire document, or of the default tab. If you view a PDF of the default
tab, you can create PDFs of the other tabs of the report by clicking
the links at the bottom of your screen.
5. Click OK.
To select a formatting locale for Web Intelligence documents
1. Log on to InfoView.
BusinessObjects Enterprise InfoView User's Guide 33
Setting Preferences
3
Web Intelligence preferences
2. On the InfoView toolbar, click Preferences.
The "Preferences" page appears.
3. Click the Web Intelligence section.
4. In the "When viewing a document" area, select the locale you would like
to use. The format in which numbers, times, and dates are displayed in
the locale you choose will be used to display numbers, times, and dates
in the Web Intelligence documents:
• Choose Use the document locale to format the data to maintain
the locale used to format the data when the document was created.
• Choose Use my Preferred Viewing Locale to format the data with
the locale you have listed under General Preferences as your Preferred
Viewing Locale.
5. Click OK.
Selecting a creation/editing tool
The creation/editing tools enable you to create and/or edit Web Intelligence
documents. Depending on how your system is configured or how you want
to interact with Web Intelligence documents, a specific report panel format
may be more suited to your needs.
To select a default creation/editing tool
1. Log on to InfoView.
2. On the InfoView toolbar, click Preferences.
The "Preferences" page appears.
3. Click the Web Intelligence section.
4. In the "Select a default creation/editing tool" area, select the tool that you
want to use when you create or edit Web Intelligence documents:
Note that the following options are available only if your administrator has
deployed Web Intelligence in JSP mode.
• If you want to use a graphical editor to build formulas, then choose
Advanced.
34 BusinessObjects Enterprise InfoView User's Guide
Setting Preferences
Web Intelligence preferences
The Advanced editing tool, called the Java Report Panel, allows you
to define the content of documents from multiple data sources and
create and or modify the queries on which new or existing documents
are based. You can also create subqueries, combined queries, and
rank data.
Note: You must use a browser that supports the Java Virtual Machine
and install a Java applet to use the Interactive editing tool.
• If you want to work with queries in an HTML environment, then choose
Interactive.
The Interactive editing tool, called Query-HTML, allows you to define
the content of documents from multiple data sources. You can use
the Interactive editing tool to create new documents or modify the
queries on which existing Web Intelligence documents are based.
• If you want to open Web Intelligence Offline and edit or create your
Web Intelligence documents there, choose desktop.
Note: Web Intelligence Offline must be installed on your computer to
use this option.
3
• If you want to use a wizard-like interface to build your documents, then
choose Web Accessibility.
The Web Accessibility editing tool, called the HTML Report Panel,
allows you to build query and report features through a simple interface.
Each document that you create is based on a single data source and
can contain multiple reports that display different subsets of
information. The Web Accessibility tool can be customized for special
deployments.
5. Click OK.
Selecting a default universe
You can specify a universe to be used as the default data source for your
Web Intelligence documents.
BusinessObjects Enterprise InfoView User's Guide 35
Setting Preferences
3
Web Intelligence preferences
To select a universe
1. Log on to InfoView.
2. On the InfoView toolbar, click Preferences.
The "Preferences" page appears.
3. Click the Web Intelligence section.
4. In the "Select a default Universe" area, click Browse, and choose one of
the following options:
• If you want to select a default universe for Web Intelligence to use
when you create documents, then select a universe from the list.
• If you do not want to set a default universe, then choose No default
universe.
5. Click OK.
Selecting your drill options
Before you begin a drill session, you must specify how your Web Intelligence
documents change when you perform a drill. When you drill, you make your
view of data more or less detailed. For example, you can drill-down on data
grouped by country to view it grouped by region, or drill-up data grouped by
city to view it grouped by country.
To set your drill options
1. Log on to InfoView.
2. On the InfoView toolbar, click Preferences.
The "Preferences" page appears.
3. Click the Web Intelligence Preferences section.
4. In the "Select a view format" area, ensure that either Web or Interactive
is selected.
5. In the "Drill options" area, select the general options that you want to
apply to your drill sessions:
36 BusinessObjects Enterprise InfoView User's Guide
Setting Preferences
Web Intelligence preferences
If you want Web Intelligence to prompt you whenever a drill action
•
requires a new query to add more data to the document, then select
Prompt when drill requires additional data.
For example, when you drill the results that are displayed on a Web
Intelligence document, you may want to drill to higher or lower-level
information that is not included in the scope of analysis for the
document. In this situation, Web Intelligence needs to run a new query
to retrieve additional data from the data source. You can choose to
be prompted with a message whenever a new query is needed.
The prompt message asks you to decide whether or not you want to
run the additional query. In addition, the prompt may allow you to apply
filters to the extra dimensions that you include in the new query. As a
result, you can restrict the size of the query to just the data that is
necessary for your analysis. Note, however, that you need permission
from your administrator to drill out of the scope of analysis during a
drill session.
• If you want Web Intelligence to synchronize drilling on all report blocks,
then select Synchronize drill on report blocks.
3
Each table, chart, or free-standing cell in a report represents a specific
block of data. There are two ways to drill on a report with multiple
report blocks:
• Synchronize drill on report blocks.
• Drill on only the selected block.
The following examples show how each option affects a report as you
drill down on a table to analyze detailed results per service line.
In the first example, Synchronize drill on report blocks is selected,
so both the table and the chart display the drilled values:
BusinessObjects Enterprise InfoView User's Guide 37
Setting Preferences
3
Web Intelligence preferences
In the second example, Synchronize drill on report blocks is not
selected. The drill is only performed on the selected block, and only
the table displays the drilled values:
• If you want Web Intelligence to hide the Drill toolbar when you switch
to drill mode, then select Hide drill toolbar.
When you start drill mode, the Drill toolbar automatically appears at
the top of the drilled report. The toolbar displays the value(s) on which
you drilled. These values filter the results that are displayed on the
drilled report.
For example, if you drill on year 2001, the results that are displayed
on the drilled table are the Q1, Q2, Q3, and Q4 for year 2001. This
means that the quarterly values to which you drilled to are filtered by
38 BusinessObjects Enterprise InfoView User's Guide
Setting Preferences
Web Intelligence preferences
2001. The Drill toolbar displays “2001”, the value that filters the drilled
results.
The Drill toolbar allows you to select other values to filter the results
differently. For example, if you use the Drill toolbar to select “2002”,
then the results that are displayed on the drilled table will be Q1, Q2,
Q3, and Q4 for year 2002.
If the drilled report includes dimensions from multiple queries, a tooltip
appears when you rest your cursor on the value that is displayed on
the filter. The tooltip displays the name of the query and the dimension
for the value.
You can choose to hide the Drill toolbar when you start drill mode.
This is useful if you do not want to select filters during your drill session.
6. In the "Start drill session" area, select the option that you want to apply
to your drill sessions:
• If you want to retain a copy of the original document so that you can
compare the drilled results to the data in the original document, then
choose On duplicate report.
3
Web Intelligence creates a duplicate of the original report. When you
end drill mode, both the original report and the drilled report remain
in the document for you to view.
• If you want to drill on the report so that the report is modified by your
drill actions, then choose On existing report.
When you end drill mode, the report displays the drilled values.
7. Click OK.
Selecting an MS Excel format
This option determines the appearance of the data in instances of Web
Intelligence documents if you schedule or export the documents to MS Excel
format.
BusinessObjects Enterprise InfoView User's Guide 39
Setting Preferences
3
Desktop Intelligence preferences
To select an MS Excel format
1. Log on to InfoView.
2. On the InfoView toolbar, click Preferences.
The "Preferences" page appears.
3. Click the Web Intelligence tab.
4. In the "Select the priority option for saving a MS Excel" area, select the
option that best fits your needs:
• If you want to display the data in a format that is similar to working in
Web Intelligence, then choose Prioritize the formatting of the
documents.
• If you want to display the data in a text format, then choose Prioritize
easy data processing in Excel.
5. Click OK.
Desktop Intelligence preferences
Before you view Desktop Intelligence documents in InfoView, it is
recommended that you set the Desktop Intelligence preferences to suit your
viewing needs.
To set Desktop Intelligence viewing preferences
1. Log on to InfoView.
2. On the InfoView toolbar, click Preferences.
The "Preferences" page appears.
3. Click Desktop Intelligence.
4. In the "Select a default view format" area, select the format in which you
would like to view Desktop Intelligence documents:
• Web
40 BusinessObjects Enterprise InfoView User's Guide
Setting Preferences
Crystal Reports preferences
Using the web view format displays Desktop Intelligence documents
in a web-based viewer in HTML format, from which you can do some
on-report analysis.
• PDF
Using the PDF view format displays Desktop Intelligence documents
in PDF format. You can then print the document or save the PDF
version. Depending on how your BusinessObjects Enterprise
administrator configures your system, you may view a PDF of the
entire document, or of the default tab. If you view a PDF of the default
tab, you can create PDFs of the other tabs of the report by clicking
the links at the bottom of your screen.
• Desktop Intelligence format (Windows Only)
Using the Desktop Intelligence view format displays documents in the
Desktop Intelligence client. You must have the Desktop Intelligence
client installed on your computer to use this option
5. Click OK.
3
Crystal Reports preferences
Before you work with Crystal reports in InfoView, it is recommended that you
set the Crystal Reports preferences to suit your reporting needs.
Selecting your Crystal report viewer
To select a Crystal report viewer
1. Log on to InfoView.
2. On the InfoView toolbar, click Preferences.
The "Preferences" page appears.
3. Click the Crystal Reports Preferences section.
4. In the "Select a default view format" area, select the viewer that you want
to use when you view your Crystal reports:
• Web
BusinessObjects Enterprise InfoView User's Guide 41
Setting Preferences
3
Crystal Reports preferences
The Web viewer does not require any downloading, and will work
without Java or ActiveX. For more information, see Web viewer on
page 43.
• Web ActiveX
The ActiveX viewer is enabled if you use a version of Microsoft Internet
Explorer that supports ActiveX controls. For more information, see
Web ActiveX viewer on page 44.
• Web Java
The Java viewer is designed for web browsers that support the Java
Virtual Machine. For more information, see Web Java viewer on
page 46.
5. If you select the Web viewer, in the "Select printing control" area, choose
PDF or ActiveX one click printing.
If you choose PDF the viewer exports the report to PDF format when you
click Print. You can then print the PDF.
If you choose ActiveX one click printing, you can print the report directly
from the Crystal report viewer.
Note: This option requires the installation of a small ActiveX component,
and that you use a version of Microsoft Internet Explorer that supports
ActiveX controls.
6. If you selected the Web viewer, you must choose the resolution that you
want to use in the "Select a rendering resolution" area.
7. In the "Select a default measuring unit" is area, select inches or
millimeters.
8. Click OK.
Description of the Crystal report viewers
The Crystal report viewers allow you to view reports, navigate through multiple
pages, refresh data, drill down to see details behind charts and summarized
data, select parameters, and so on. They also have powerful printing and
exporting capabilities.
42 BusinessObjects Enterprise InfoView User's Guide
Web viewer
Setting Preferences
Crystal Reports preferences
The online Crystal report viewers support ActiveX, Java, and a
no-downloading web alternative. Typically, your BusinessObjects Enterprise
administrator selects the viewer type that is best suited to your company's
needs. However, you can also manually select your preferred viewer type
through the Crystal Reports preferences page. (For more information, see
Crystal Reports preferences on page 41.)
You can also view your reports when you are not connected to
BusinessObjects Enterprise. For more information, see the Crystal Reports
Viewer on page 146.
Note: Some features of the Crystal report viewers may be disabled by your
BusinessObjects Enterprise administrator. Contact your administrator for
more information.
The Web viewer can be accessed using your browser without downloading
a plugin. You can view, refresh, and print your reports, edit parameters, and
export reports to a variety of formats.
3
In addition to the functions that are provided on the browser's standard
toolbar, the Web viewer has extra functions on its custom toolbar:
BusinessObjects Enterprise InfoView User's Guide 43
Setting Preferences
3
Crystal Reports preferences
• Export report
• Print report
• Show/Hide Parameter Panel
• Show/Hide group tree
• Go to first page
• Go to previous page
• Go to page
• Go to next page
• Go to last page
• Refresh page
• Zoom
• Search for text
Note: The Web viewer is the only Crystal reports viewer that allows you to
access the Parameter Panel.
Related Topics
• Viewing Crystal reports on page 138
Web ActiveX viewer
The Web ActiveX viewer can be used with Microsoft Internet Explorer versions
that support ActiveX controls. It requires you to download and install an
ActiveX component. You can view, refresh, and print your reports and export
them to a variety of formats.
44 BusinessObjects Enterprise InfoView User's Guide
Setting Preferences
Crystal Reports preferences
In addition to the functions that are provided on the browser's standard
toolbar, the Web ActiveX viewer has extra functions on its custom toolbar:
• Export report
3
• Print report
• Toggle group tree
• Go to first page
• Go to previous page
• Go to next page
• Go to last page
• Go to page
• Stop loading
• Refresh
• Search text
• Zoom
• Close current view
Related Topics
• Viewing Crystal reports on page 138
BusinessObjects Enterprise InfoView User's Guide 45
Setting Preferences
3
Crystal Reports preferences
Web Java viewer
The Web Java viewer can be accessed by using a web browser that supports
the Java Virtual Machine. You can view, refresh, and print your reports and
export them to a variety of formats.
In addition to the functions that are provided on the browser's standard
toolbar, the Web Java viewer has extra functions on its custom toolbar:
• Export report
• Print report
• Show/Hide group tree
• Stop
• Refresh data
• Go to first page
• Go to previous page
• Go to next page
46 BusinessObjects Enterprise InfoView User's Guide
Setting Preferences
Dashboard and analytics preferences
• Go to last page
• Current and last page numbers
• Search for text
• Magnification factor
When you place the mouse pointer over a button on the custom toolbar, the
associated description appears in the bottom left-hand side of the browser's
status bar.
Note: You may experience minor problems when you scroll through reports
in the Java viewer. These problems are the result of the implementation of
the Java Virtual Machine in certain web browsers. If you experience such
problems, click repeatedly on the scroll buttons to scroll. Do not hold the
scroll buttons down.
Related Topics
• Viewing Crystal reports on page 138
3
Dashboard and analytics preferences
Before you work with dashboards and analytics or Dashboard Builder in
InfoView, it is recommended that you set the Dashboard and Analytics
preferences to suit your needs.
To set dashboards and analytics preferences
1. Log on to InfoView.
2. On the InfoView toolbar, click Preferences.
The "Preferences" page appears.
3. Click the Dashboards and Analytics section.
4. In the "Select a default style to use when creating a new page" area,
select the visual style you would like to use for new dashboards.
5. In the "Define grid properties" area, indicate whether or not you would
like draggable elements on your dashboard to automatically align
themselves with gridlines when you work in freeform layout mode.
BusinessObjects Enterprise InfoView User's Guide 47
Setting Preferences
3
Changing your password
6. In the "Gridline" area, select the type of grid you would like to see while
editing dashboards in freeform layout mode:
• None
• Small
• Medium
• Large
7. In the "Default Browsing" area, indicate whether you would like to browse
by folder or category from within Dashboard Builder.
8. In the "Accessibility Option" area, indicate whether you want to view and
edit analytics in a web-based environment which is compliant with Section
508 accessibility standards when applicable.
9. In the "Rich Client Option" area, indicate whether you would like to use
Adobe Flash versions of analytics when possible.
10. In the "Dashboard View Option" area, indicate whether you would like to
view dashboards in full view, without the InfoView toolbar, or within the
workspace in default view.
11. In the "Display scroll bars for dashboard contents" area, indicate whether
or not you would like to display scroll bars on overflowing content.
Disabling this option may hide some of the dashboard's content.
12. In the "Change initialization logon user" area, you can indicate a different
user name and password with which to initialize the Dashboards and
Analytics servers. You only need to edit this setting if you are unable to
connect to Dashboards and Analytics, and must contact your system
administrator before doing so. For more information, see the Dashboard
and Analytics Setup Guide.
13. In the "Enable Client Tracing" area, indicate whether or not you would
like to be able to view all client-server activity in Dashboard and Analytics.
14. Click OK.
Changing your password
You can change the password that you use to log on to InfoView.
48 BusinessObjects Enterprise InfoView User's Guide
To change your password
1. Log on to InfoView.
2. On the InfoView toolbar, click Preferences.
3. Click the Change Password section.
4. Type your old password in the Old Password field.
5. Type your new password in the New Password field, confirm it in the
Confirm New Password field, and then click Submit.
You must use the new password the next time that you log on to InfoView.
Setting Preferences
Changing your password
3
BusinessObjects Enterprise InfoView User's Guide 49
Setting Preferences
Changing your password
3
50 BusinessObjects Enterprise InfoView User's Guide
Working with Objects
4
Working with Objects
4
Overview
Overview
This section describes how to access, organize, and work with objects in
InfoView. It also contains information on how to search for objects and how
to schedule them, so that they will collect new data at a specified time.
Objects are all of the documents and files in your BusinessObjects Enterprise
system. Hyperlinks, shortcuts, custom My InfoView page layouts, Crystal
reports, Web Intelligence documents, Voyager workspaces, and Desktop
Intelligence documents are all examples of objects that might be in your
BusinessObjects Enterprise system for you to access and use.
There are two ways in which objects are organized in BusinessObjects
Enterprise: by folders and categories. Objects must belong to a folder, and
they can only belong to one. Categories are an alternate method of organizing
objects; objects do not need to be assigned to a category, and can be
assigned to several categories.
Folders and categories can be public (or corporate) or personal. Public or
corporate folders/categories can be seen by any InfoView user who has the
necessary rights, and you can only add or edit objects in them if you have
the necessary rights to do so. Personal categories or you're my Favorites
folders are for your use; you can create new folders and categories and
arrange objects within them as you wish. These are private and cannot be
seen or altered by other InfoView users, although your BusinessObjects
Enterprise administrator can edit them if need be.
BusinessObjects Enterprise also includes a messaging system which allows
you to send objects or instances (or shortcuts to objects/instances) to other
users. You can send objects from the document list as you browse, or
instances from the "History" page. To view objects that have been sent to
you, go to the Document List and click My Inbox.
Tip: Right-click the title of an object to access all of the actions that you can
perform on the object. For example, to view the history of an object, right-click
the object, and select History.
Navigating through folders or categories
Folders and categories are used to organize objects in InfoView.
52 BusinessObjects Enterprise InfoView User's Guide
Navigating through folders or categories
Note: You must not use the back button of your web browser to navigate
within InfoView or any portion of BusinessObjects Enterprise.
To navigate through folders or categories
1. In the InfoView toolbar, click Document List.
2.
folders/categories that are available to you in InfoView.
3. Expand a folder/category to view any subfolders/subcategories.
Tip: To expand a folder/category, click the plus symbol beside the
folder/category name.
4. In the Tree panel, click a folder/category to view the objects that are in
the folder or assigned to the category.
The objects appear in the Details panel.
Related Topics
• Organizing objects on page 66
Click Switch to Folders or Switch to Categories to view the
Working with Objects
4
Accessing objects in your personal folders or inbox
To access your folders or your Inbox
1. On the InfoView toolbar, click Document List.
2.
3. Click My Favorites or Inbox.
Click Switch to Folders.
InfoView folders are displayed in the "Tree" panel. By default, My
Favorites, Inbox, and Public Folders are displayed.
BusinessObjects Enterprise InfoView User's Guide 53
Working with Objects
4
Viewing objects
Viewing objects
Selecting which objects to display
By default, when you view the contents of a folder or category, InfoView
shows you all of the objects that you have the rights to see. If you want to
limit the type of objects that are displayed to make a search easier, then you
can choose to display only objects of a specific type. Object types include
Crystal reports, Web Intelligence documents, Excel spreadsheets, PowerPoint
presentations, program objects, text files, and many others.
To select the type of objects that are displayed
1. In the Details panel, click Type.
2. Select the type(s) of object that you want to see.
Tip: To see all of the objects again, select All Types from the Type list.
3. Click OK.
Only objects of the type(s) you selected are displayed in the Details
panel.
Opening objects for viewing
When you view a Crystal report, Desktop Intelligence document, or Web
Intelligence document in InfoView, your user rights and the default settings
chosen by your administrator determine the data that you see. You may view
the report with data directly from the data source, the latest instance of the
object, or its saved data. If you have the necessary rights, you may also be
able to refresh the report or document with new data from its data source.
Note: Refreshing an object may use a considerable amount of system
resources. Refresh an object only when you think it is likely that the data has
changed.
54 BusinessObjects Enterprise InfoView User's Guide
To view an object
1. Navigate to an object and double-click its title to open it.
The object is now open for viewing.
2. To view the object on demand, click Refresh in the object viewer. To
view an older instance, select the object in the Details panel, click Actions
and choose History in the InfoView Workspace toolbar. Then
double-click the instance that you want to view.
Note: If these options are not enabled, you do not have the necessary
rights to access them for the object.
Related Topics
• Scheduling objects on page 69
• Viewing object history on page 98
Changing viewers
Working with Objects
Searching in InfoView
4
Depending on the objects that you want to view, several viewers may be
available for you to use.
Related Topics
• Setting Preferences on page 29
Searching in InfoView
This section explains searching in InfoView. You can complete simple
searches, which will match your search input to the keyword, title, description,
and owner information about objects.
After you perform a simple search, it is displayed in the "Tree" panel. This
enables you to search within your search results and refer back to them
during your InfoView session.
You can also perform advanced searches. An advanced search works the
same way as a simple search, except that you can indicate that all search
results must meet other requirements. Advanced searches can enable you
BusinessObjects Enterprise InfoView User's Guide 55
Working with Objects
4
Searching in InfoView
to search several top-level areas at once, and can be used to search all
objects in InfoView.
If you need to search the text within certain types of objects, you can do so
using Content Search. Content Search looks for your search input in the
fields that are searched during a simple or advanced search, as well as within
the text and other information in certain types of objects. It also enables you
to use more powerful search techniques. For more information, see Content
Search on page 59.
Note: Simple searches are executed on all the objects in the folder or
category that you have selected in the Tree panel, including all child objects
and folders/categories. You cannot perform a simple search on public
folders/categories and personal folders/categories at the same time.
Searching for objects
You can do a structured search to find objects in InfoView. This is the simplest
kind of search, in which the text string you enter is matched to text strings
in the specified field(s) of each object's properties.
Note: Simple searches are executed on all the objects in the folder or
category that you have selected in the Tree panel, including all child objects
and folders/categories. You cannot perform a simple search on public
folders/categories and personal folders/categories at the same time.
To search for an object
1. In the Document List, navigate to the folder you would like to search.
Note:
Simple searches are executed on all the objects in the folder or category
that you have selected in the "Tree" panel, including all child objects and
folders/categories. You cannot perform a simple search on public
folders/categories and personal folders/categories at the same time.
2. Type the word(s) that you want to locate in the Search field.
3. Click the list beside the search field to specify your search parameters
with the following criteria:
• Search all fields
56 BusinessObjects Enterprise InfoView User's Guide
Working with Objects
Searching in InfoView
• title
• keyword
You can also click Advanced Search to see additional options that allow
you to search for objects by location, description, owner, type, and the
time when an object was last modified. For more information, see
Performing advanced searches on page 57.
If you have the necessary rights and your administrator has enabled
Content Search, you can also search the content within objects. For more
information, see Content Search on page 59.
4. Click Search.
A list of objects that match your search parameters appears.
Note: Until you navigate away from your search results, subsequent
searches will be executed on your search results.
Note: Your search results are saved as a node in the Tree panel. Until
you log off of InfoView, you can navigate back to the results of your simple
search.
4
Performing advanced searches
You can perform an advanced search on all documents in InfoView. Advanced
searches allow you to perform more specific searches for objects based on
their keywords, title, description, owner, type, or last modification time. You
can combine these fields in any combination to create more complex searches
that will return more useful information.
For example, you may work in finance. You know you've read a sales report
for the last year, but you can't remember where you saw it. You think it was
in a public folder or your BusinessObjects Enterprise inbox, and you know
that it was uploaded by your manager sometime between the end of the last
fiscal year and the end of the first month of this fiscal year. You remember
that it was a Web Intelligence document. To find the report, you can indicate
all of the above search parameters using advanced search, and only
documents that meet all of the requirements will be returned.
BusinessObjects Enterprise InfoView User's Guide 57
Working with Objects
4
Searching in InfoView
To perform an advanced search
1. In the Document List, choose Advanced Search from the menu beside
the search field.
The "Advanced Search" page appears.
2. Select the locations in which you'd like to search:
• Public Folder: Searches objects in all public folders.
• Private Folder: Searches objects in all of your my Favorites folders.
• Inbox Folder: Searches objects in your BusinessObjects Enterprise
inbox.
• Corporate Categories: Searches objects that have been assigned
to one or more corporate categories.
• Personal Categories: Searches objects that have been assigned to
one of more of your personal categories.
You can select more that one location in which to search. To search all
objects, you must select Public Folder, Private Folder, and Inbox
Folder. The folder or category that you were viewing or was selected
when you navigated to the "Advanced Search" page will not affect the
folders and categories searched.
3. Type keywords you wish to search for in the Keyword field.
4. Type words or a text string that should appear in the title of result objects
in the Title field.
5. Type words or a text string that should appear in the description of result
objects in the Description field.
6. Type the name of the user who added the object in the Owner field.
7. Choose the type of object you are searching for from the Type list.
8. If you would like to indicate a time range for the last modification date of
all returned objects, select Search by last modification time. Indicate
the Start and End times in the appropriate fields.
If you do not wish to search by last modification time, ensure that Don't
search by time is selected.
9. Click Search.
A list of objects that match your search input appears.
58 BusinessObjects Enterprise InfoView User's Guide
Content Search
Content Search is an optimized search tool that enables you to search within
the content of objects managed by BusinessObjects Enterprise. These objects
include Crystal reports, Web Intelligence and Desktop Intelligence documents,
Microsoft Word, and Excel documents, RTF, PDF, and TXT files.
Content Search also allows you to take advantage of several other features
to make finding information easier, such as search result grouping, matched
word highlighting, suggested searches, and multilingual searching. For more
information and information on other features, see Content Search features
on page 60. You can also use search techniques to make your search string
return better results. For more information, see Search techniques on
page 64.
Searching within objects
In addition to the options for search including Search keyword, Search title,
and Search all fields, and Advanced search, you can now search for objects
by using the Search content option in InfoView.
Working with Objects
Searching in InfoView
4
Content searches are performed on all objects in InfoView, unless they have
been expressly excluded from Content Search by a user with the necessary
rights.
To search within the content of objects
1. On the InfoView toolbar, click Document List.
2. On the InfoView Workspace toolbar, type the word(s) that you want to
locate in the Search field. See Search techniques on page 64 for more
information about how to input your search terms.
3. Click the list beside the search field and choose Search Content
4.
Click Execute search.
A list of objects that match your search parameters appears.
5. Double-click on a document link to view its content.
If you double-click on a Web Intelligence or Crystal report, the viewer will
scroll to the place in the report where the first match of the search word
occurs.
BusinessObjects Enterprise InfoView User's Guide 59
Working with Objects
4
Searching in InfoView
Note: This feature only works for HTML viewer, and not for Java and
ActiveX viewer.
Content Search features
Below is a list of new functions which comprise Content Search:
Search content
You can search within the content of objects by selecting the Search content
option in InfoView.
Search within mixed-language objects
You can search within a mixed-language object by entering a search input
which consists of multiple languages. The following are several examples
of searches with more than one language. Results will be produced if the
words in both languages are found in a document.
Search techniques
You can search using techniques similar to those used in other search
engines.
60 BusinessObjects Enterprise InfoView User's Guide
Working with Objects
Searching in InfoView
Suggestions for alternate spelling
The system suggests up to five alternate spelling suggestions if a search
input is misspelled or yields no results. The suggestion is made by substituting
words in the original input with words from the system that are similar in
spelling to the original one. For example, if you search for “Euroe sales trent”,
the system recognizes the misspelled words and provides a suggestion of
“Europe sales trend”.
Note:
• An alternate suggestion is made only if the original search input produced
no results and the suggested search term will result in successful matches.
• This functionality does not apply to text in Chinese, Japanese or Korean.
Suggested query
When a search is executed, the system automatically generates suggested
new documents based on your search input. When you execute your search,
you may realize that none of the result documents contain the information
you wanted to find, or that there were no results. In this case, suggested
documents generated by the system may answer your questions instead.
4
Suggested documents are created by interpreting the search input and
comparing it to the structure of the universes and data in existing documents.
For example, if you search for “Mexico sales 2006”, Content Search may
see that “sales” is a measure in a universe that houses all sales data for your
company. It may also see that in another document, the field “country” was
equal to “Mexico”, and use this to filter your data accordingly. It may also
see that “2006” is a predefined filter. It will then create a document using the
data from the universe, and the filters it identified. You can then view and
edit the new document.
You can click on the link “Run Query” to view this generated document and
save it if desired. Clicking on “Edit Query” will open the document for editing,
so that you can make further refine the query as needed.
Note: In this release of Content Search, suggested new documents will only
be in the format of a Web Intelligence report.
Matched word highlighting
When the text you are searching for matches the words in an object’s title
or description, the matched words will be highlighted in yellow.
BusinessObjects Enterprise InfoView User's Guide 61
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4
Searching in InfoView
Search result grouping
Some searches may return too many results to look at all of them easily.
Content Search uses information in and about the results to classify them
into groups, or facets. The various facets that search results can be classified
by include document type, public category, data in reports, and aspects of
the report content. You can select a group, and see the search results that
are part of that group.
For example, you may search for “2006 sales by employee”. The public
category facet could include “HR Reports”, “Legal Documents” and “Sales
reports”, because each of these categories has objects assigned to it that
appear in your search results. You were looking for a sales report, so you
click on “Sales report” to see only search results assigned to that category.
Facets that are based on report content use fields or variables that exist in
many documents to create the facets. For example, the variable “Product”
might be used in many sale reports, and Content Search creates a facet for
it. You would then be able to refine your search by product name to see only
results related to that product.
After you have refined your search, you can either close the refinement to
return to the full list of results, or refine the list further by selecting options
from other facets. All refinements currently in effect are displayed at the top
of the search refinement panel.
Note: Facet grouping by fields in report content is only available for Crystal
reports and Web Intelligence documents.
Search result ranking
Each object on the search result page is assigned a score ranging from 1 to
5 bars depending on its relevance to the search input. A score of 5 bars
indicates the object is a strong match, while a score of 1 bar indicates a weak
match.
Related Topics
• Searching within objects on page 59
• What gets searched with Content Search on page 63
• Search techniques on page 64
62 BusinessObjects Enterprise InfoView User's Guide
What gets searched with Content Search
The table below outlines the main content that gets searched when using
Content Search in the following objects:
What gets searchedObject type
Title, description, selection formula, saved data, text
fields in any section, parameter values, and subreports (for saved data reports), and text in the title
Crystal reports
Web Intelligence and
Desktop Intelligence
documents
and axis of charts.
Both reports with and without saved data are
searchable.
Title, description, name of the Universe filters used
in the report, constants in the filter condition locally
defined in the report, name of the Universe measures used in the report, name of the Universe objects used in the report, data in record set, and
static text in cells.
Working with Objects
Searching in InfoView
4
Microsoft Excel documents
Both reports with and without saved data are
searchable.
Data in cells, fields on the Summary page of the
document properties (title, subject, author, manager,
company, category, keywords and comments), and
text in document headers and footers.
For cells that use calculations or formulas, the value
after the evaluation is searchable.
BusinessObjects Enterprise InfoView User's Guide 63
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Searching in InfoView
Microsoft Word documents
What gets searchedObject type
Text in all paragraphs and tables, fields on the
Summary page of the document properties (title,
subject, author, manager, company, category, keywords and comments), text in document headers
and footers, and numerical text.
RTF, PDF and TXT
Files
Note:
Search for the following objects remains unchanged. You can search for the
keyword, title, or description of these objects.
• Hyperlink
• Program
• Object Package
• Publication
• Single dashboard (My InfoView)
• EPM dashboard
• EPM analytics
Search techniques
Content Search is an optimized search tool which allows you to execute a
search by using techniques similar to that used in other search engines. The
table below outlines the different ways a search can be executed using the
Search content option.
All text in these files is searchable.
Note: Search content is NOT case sensitive. Entering a search term report
will produce the same results as the term REPORT.
64 BusinessObjects Enterprise InfoView User's Guide
Separating search
terms with spaces
finance report
Working with Objects
Searching in InfoView
DescriptionExampleTechnique
Search results will be produced
only when all the words are found
in the document.
Note: Separating search terms with
a space implies an AND separation.
4
Enclosing search
input in quotations
Preceding search
terms with a +
Preceding search
terms with a -
Separating search
terms with a capitalized OR
“total sales growth”
episode +I
Europe sales -revenue
bug OR defect
count report
Search results will be produced
only when the exact phrase is
found in a document.
Search results will be produced
only when all the words are found
in the document. This technique is
useful to search for words that are
typically filtered out during search
process. For example; a, for, by,
is, the.
Search results will be produced
only if the word immediately after
the - sign is NOT found, and all
other words are found.
Search results will be produced if
any of the words used with OR are
found in the document.
BusinessObjects Enterprise InfoView User's Guide 65
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4
Organizing objects
Combining different search techniques
Organizing objects
This section explains how to organize objects in InfoView, including how to
create folders and categories, set the properties of folders and categories,
add objects to folders and categories, and sort objects.
marketing OR sales
-finance “increase
OR decrease trend”
DescriptionExampleTechnique
This example will produce results
if a document contains the word
marketing or the word sales, and
contains the phrase increase or
decrease trend, but does not contain the word finance.
Creating folders or categories
Folders and categories that are accessible to all users are typically created
for you by your BusinessObjects Enterprise administrator. However, if you
have the necessary rights, you can also create folders and/or categories for
you to use in InfoView.
BusinessObjects Enterprise includes two types of folders:
• My Favorites
You can create any number of My Favorites folders to organize your
objects in InfoView. The folders that you create appear under My Favorites
in the "Tree" panel. You can add objects to you're my Favorites folders,
as well as create shortcuts to or copies of objects in public folders. You
can also create new objects in you're my Favorites folders. You are the
only user who has access to you're my Favorites folders in InfoView,
though administrator can manage them.
• Public Folders
66 BusinessObjects Enterprise InfoView User's Guide
Public folders are typically created by the administrator or the users who
have been granted the necessary rights. If you have the appropriate rights,
you can create public folders to contain objects viewable to other users,
if they have the necessary rights.
BusinessObjects Enterprise includes two types of categories:
• Personal categories
You can create any number of personal categories to organize your
objects. The categories that you create appear under Personal
Categories in the "Tree" panel.
• Corporate categories
Corporate categories are typically created by the administrator or the
users who have been granted the necessary rights. If you have the
appropriate rights, you can create corporate categories.
To create a folder or category
1. In the InfoView toolbar, click Document List.
2.
3. Go to the folder/category where you want to add a new folder/category.
4. Click New and select Folder or Category.
5. When prompted, type a name for the new folder/category.
6. Click OK.
Click Switch to Folders or Switch to Categories.
Working with Objects
Organizing objects
4
Setting the properties of a folder or category
You can edit the properties of folders or categories that you have created or
to which you have the necessary rights. This enables you to change the
name, description, and keywords of the folder or category. Keywords can
be used to search for folders and categories.
To set the properties of a folder or category
1. In the InfoView toolbar, click Document List.
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4
Organizing objects
2.
3. Go to the folder/category that contains the folder/category you want to
edit and select it.
4. Click Actions and select Properties.
5. Edit the information on the properties page.
6. Click OK.
Click Switch to Folders or Switch to Categories.
Adding objects to a folder
If you have the necessary rights, you can add objects to a folder by adding
new objects to InfoView, or add multiple objects to BusinessObjects Enterprise
using the Publishing Wizard. For details, see Adding objects to InfoView on
page 102 and the Publishing Wizard section in the BusinessObjects Enterprise
Administrator's Guide.
You can also create new objects in InfoView if you have the necessary rights.
For more information, see Creating new objects in InfoView on page 101.
Assigning objects to a category
Like folders, categories can be used to organize objects. You can assign
objects to one or more categories, and you can create subcategories within
categories.
BusinessObjects Enterprise includes two types of categories:
• Personal categories
You can create any number of personal categories to organize your
objects in InfoView. The categories that you create appear under Personal
Categories in the Tree panel.
• Corporate categories
Corporate categories are typically created by the administrator or the
users who have been granted the necessary rights. If you have the
appropriate rights, you can create corporate categories.
68 BusinessObjects Enterprise InfoView User's Guide
To assign an object to a category
1. Go to the folder that contains the object that you want to assign to a
category.
2. Select the object, click Actions and choose Properties.
The "Properties" page appears.
3. In the General Properties section, under “Categories”, select the
categories you want to assign the object to.
Tip: To expand a category, click the plus symbol beside the category
name.
4. Click OK.
Sorting objects
By default, objects are sorted alphabetically by title. You can reverse this
order, or you can sort the object by last run date, type, or owner.
Working with Objects
Scheduling objects
4
To sort objects, click the heading of the column by which you want to sort.
For example, to sort the objects by title, click the Title column heading. To
sort the objects by owner, click the Owner column heading. You can also
sort objects by Last Run, Type, and Owner.
When you click the column heading, the system sorts the objects in ascending
order. If you click the column heading again, it sorts the objects in descending
order.
Scheduling objects
Scheduling an object allows you to run it automatically at specified times.
When a scheduled object runs successfully, an instance is created. An
instance is a version of the object that contains data from the time that the
object was run.
You can see a list of instances by looking at an object's history, and you can
view any of the instances. If you have the rights to view objects on demand,
BusinessObjects Enterprise InfoView User's Guide 69
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4
Scheduling objects
you can view and refresh any instance to retrieve the latest data from the
data source.
By scheduling and viewing instances, you can ensure that the objects have
the most up-to-date information available for viewing, printing, and distributing.
Note: Before you schedule objects, be sure to check your time zone setting
on the Preferences page in InfoView. The default time zone is local to the
web server that runs BusinessObjects Enterprise, not the CMS to which
users connect. Set the time zone to ensure that your scheduled objects are
processed in accordance with the time zone in which you are working.
Related Topics
• Setting Preferences on page 29
To schedule an object
1. Go to the folder that contains the object that you want to schedule, select
the object, click Actions and Schedule.
The "Schedule" page appears.
2. Specify the scheduling options that you want to use.
For more information about each option, see the following sections:
•
Instance Title: Setting the instance title on page 71
•
Recurrence: Choose a recurrence pattern on page 71
•
Notification: Enabling notification on page 73
70 BusinessObjects Enterprise InfoView User's Guide
Working with Objects
Scheduling objects
•
Database logon information: Specifying database logon information
on page 74
•
Formats: Specifying an instance format on page 74
•
Destinations: Destination locations on page 85
•
Filters: Applying record selection formulas on page 91
•
Print: Printing an instance on page 91
•
Caching: Caching Web Intelligence and Desktop Intelligence
documents on page 95
•
Events: Scheduling with events on page 93
•
Server Group: Choosing a server to run a scheduling job on page 93
•
Parameters / Prompts: Scheduling an object with Prompts or
Parameters on page 94
Note: For some scheduling options, the settings that the administrator
has specified for the object are already selected when you choose that
option. You can schedule an object with these options or choose your
own options.
4
3. Click Schedule.
Setting the instance title
You can type a name to be used for each scheduled instance. Type the
name in the Instance Title field.
Choose a recurrence pattern
This option specifies a schedule for running an object. Each parameter in
the Run object list has its own specific data entry requirements.
The following parameters are available:
• Now
When you click Schedule, the object runs once (immediately).
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Scheduling objects
• Once
This option requires a start and end time parameter. The object runs once
at the time that you specify. If you schedule the object with events, the
object will run once if the event is triggered between the start and end
times.
• Hourly
This option requires information in hours and/or minutes for how frequently
the object is run. Instances are created regularly to match the parameters
that you enter. The first instance is created at the start time that you
specify, and the object will cease to run on its hourly schedule at the end
time that you specify.
• Daily
This option requires a start and end time parameter. The object runs once
every N days at the time that you specify. It will not be run after the end
time that you specify.
• Weekly
This option requires a start and end time parameter. Each week, the
object runs on the selected days at the time that you specify. It will not
be run after the end time that you specify.
• Monthly
This option requires a start date and time, along with a recurrence interval
in months. The object runs on the specified date and time every N months.
It will not be run after the end time that you specify.
• Nth Day of Month
This option requires a day of the month on which the object is run.
Instances are created regularly each month on the day that you enter at
the start time that you specify. The object will not be run after the end
time that you specify.
• 1st Monday of Month
This option requires a start and end time parameter. An instance is created
on the first Monday of each month at the time that you specify. The object
will not be run after the end time that you specify.
• Last Day of Month
72 BusinessObjects Enterprise InfoView User's Guide
Working with Objects
Scheduling objects
This option requires a start and end time parameter. An instance is created
on the last day of each month at the time that you specify. The object will
not be run after the end time that you specify.
• X Day of Nth Week of the Month
This option requires a start and end time parameter. An instance is created
monthly on a day of a week that you specify. The object will not be run
after the end time that you specify.
• Calendar
This option allows you to select a calendar of dates. (Calendars are
customized lists of schedule dates that are created by the BusinessObjects
Enterprise administrator.) An instance is created on each day that is
indicated in the calendar, beginning at the start time that you specify and
continuing until the end time that you specify.
You can set how many times the server should attempt to run the job if it
fails in the Number of retries allowed field. You can also set the amount
of time the server should wait before retrying in the Retry interval in seconds
field.
4
Enabling notification
Email notification allows you to send an email to an address you supply when
your scheduled object has run successfully or if it has failed to run.
You can also enable audit notification to log the success or failure of a
scheduling job in the auditing database. Administrators use this information
to monitor BusinessObjects Enterprise.
To enable audit notification
1. On the "Schedule" page, click Notification.
2. Click Audit Notification.
3. Select the checkboxes for when you want to audit—if your job runs
successfully, if it fails to run, or both.
4. Set any other scheduling parameters as required, and then click
Schedule.
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Scheduling objects
To enable email notification
1. On the "Schedule" page, click Notification.
2. Click Email Notification.
3. Select the checkboxes for when you want to be notified—if your job runs
successfully, if it fails to run, or both.
4. Expand the section(s) for the outcome(s) in which you want to be notified.
5. Enter the information about where you want the email to be sent.
• If you select the Use the Job Server's defaults option, the notification
is emailed to the email recipients that are configured on the job server.
• If you do not select the Use the Job Server's defaults option, you
can specify the recipients to whom you want to email copies of the
notification. Separate multiple emails with semicolons.
6. Set other scheduling parameters as required, and then click Schedule.
Specifying database logon information
Some objects require you to log on to a database before you can successfully
schedule them. You can do this on the "Schedule" page if you have
credentials for the object's data source.
To schedule an object with database logon information
1. On the "Schedule" page, click Database Logon.
2. If necessary, change the logon information for the object's data source.
3. Set any other scheduling parameters as required, and then click
Schedule.
Specifying an instance format
Depending on the type of object that you choose to schedule, you can select
the format in which the object's instance is saved when it is generated by
BusinessObjects Enterprise.
74 BusinessObjects Enterprise InfoView User's Guide
Available formats
The following are the formats to which specific object types can be sent or
scheduled.
Crystal report formats
For Crystal reports, you can select from the following formats:
• Crystal Reports
• Microsoft Excel (97-2003)
• Microsoft Excel (97-2003) (Data Only)
• Microsoft Word (97-2003)
• PDF
• Rich Text Format (RTF)
• Microsoft Word (97-2003) — Editable (RTF)
Working with Objects
Scheduling objects
4
• Plain Text
• Paginated Text
• Tab Separated Text (TTX)
• Separated Values (CSV)
• XML
Note:
• When you select a file format other than Crystal Reports, the program
preserves as much of the formatting as the export format allows. However,
you may lose some or all of the formatting that appears in the report.
• The difference between Excel and Excel (Data only) is that the Excel
option preserves the look and feel of your original report, while the Excel
(Data only) focuses on preserving data and does not merge cells.
• The Tab Separated Text format places a tab character between values
and attempts to preserve the formatting of the report; the Separated
Values format places a specified character between values and does not
attempt to preserve formatting.
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Scheduling objects
• The Microsoft Word (97-2003) format maintains as much formatting as
possible, including graphics. Each object appears in an individual text
field. Microsoft Word (97-2003) — Editable format does not preserve as
much formatting; text is displayed in lines and images are placed in line
with the text. Rich Text Format is similar to Microsoft Word (97-2003).
For more information about the options you must set to schedule a Crystal
report to a specific format, please see Additional formatting options for Crystal
reports on page 77 and the section on Exporting in the Crystal Reports User's
Guide.
Desktop Intelligence document formats
For Desktop Intelligence documents, you can select from the following
formats:
• Desktop Intelligence
• Microsoft Excel
• PDF
• Plain Text
• Rich Text
Publications formats
For more information about possible publication formats, see Possible formats
on page 221 in the Working with Publishing chapter.
Web Intelligence document formats
For Web Intelligence documents, you can select from the following formats:
• Web Intelligence
• Microsoft Excel
• PDF
To specify an instance format
1. On the Schedule page, click Formats and Destinations.
2. Select the format you wish to schedule to.
76 BusinessObjects Enterprise InfoView User's Guide
For a Web Intelligence or Desktop Intelligence document, select the
•
format.
• For a Crystal report, select the format from the Format Options list
and click Switch.
3. Select additional formatting options as required.
Some Crystal Reports format options require you to specify additional
formatting options. These options vary, depending on the format that you
selected.
4. Set other scheduling parameters as required, and then click Schedule.
Related Topics
• Additional formatting options for Crystal reports on page 77
Additional formatting options for Crystal reports
When you schedule a Crystal report to some formats, you may be required
to set additional options. This topic details the additional options for each
format to which they apply:
•
Table 4-3: Microsoft Excel (97-2003) on page 78
•
Table 4-4: Microsoft Excel (97-2003) (Data Only) on page 79
•
Table 4-5: Microsoft Word (97-2003) on page 80
•
Table 4-6: PDF on page 81
•
Table 4-7: Rich Text Format (RTF) on page 81
•
Table 4-8: Microsoft Word - Editable (RTF) on page 82
•
Table 4-9: Plain Text on page 82
•
Table 4-10: Paginated Text on page 83
•
Table 4-11: Separated Values (CSV) on page 83
•
Table 4-12: XML on page 84
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4
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Scheduling objects
Table 4-3: Microsoft Excel (97-2003)
DescriptionOption
Use the export
options defined in this
report
Set Column
Width
Export page
header and
page footer
Create page
breaks for
each page
To use the export options already defined in the report,
select this option. You will not be able to set any of the
other additional formatting options.
•
To set the widths of Excel columns based on objects
in the report, select Column with based on objects
in the report and choose a report area from which to
take the column widths.
•
To set a constant column width, select Constant col-
umn width (in points) and type the width.
•
To include the page headers and footers in your instance, choose whether you would like to export them
Once Per Report, or On Each Page.
•
To exclude the page headers and footers from your
instance, choose None.
Select this option to create page breaks.
Convert date
values to
strings
Show gridlines
78 BusinessObjects Enterprise InfoView User's Guide
Select this option to export date values as text strings.
Select this option to see gridlines in your exported document.
DescriptionOption
•
To include all pages of the report, select All.
•
Page range
Table 4-4: Microsoft Excel (97-2003) (Data Only)
To include a page range, select from: and type the
first page you want to include, and type the last page
you want to include in the to: field.
DescriptionOption
Working with Objects
Scheduling objects
4
Use the export
options defined in this report
Set Column
Width
Export object
formatting
Use worksheet
functions for
summaries
To use the export options already defined in the report,
select this option. You will not be able to set any of the
other additional formatting options.
•
To set the widths of Excel columns based on objects
in the report, select Column with based on objects
in the: and choose a report area from which to take
the column widths.
•
To set a constant column width, select Constant col-
umn width (in points) and type the width.
Select this option if you wish to preserve the object formatting.
Select this option to export the images in your report.Export images
Select this option to use summaries in the report to create
worksheet functions in Excel.
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Scheduling objects
DescriptionOption
Maintain relative object position
Maintain column alignment
Export page
header and
page footer
Simplify page
headers
Show group
outlines
Table 4-5: Microsoft Word (97-2003)
Select this option to maintain the positioning of objects
relative to one another.
Select this option to preserve the alignment of text within
columns of your report.
Select this option to include the header and footer in your
instance.
Select this option to simplify page headers.
Select this option to show group outlines.
DescriptionOption
•
To include all pages of the report, select All.
•
Page Range
80 BusinessObjects Enterprise InfoView User's Guide
To include a page range, select from: and type the
first page you want to include, and type the last page
you want to include in the to: field.
Table 4-6: PDF
Working with Objects
Scheduling objects
DescriptionOption
4
Use the export
options defined in this
report
Page Range
Create bookmarks from
group tree
Table 4-7: Rich Text Format (RTF)
Use the export
options defined in this
report
To use the export options already defined in the report,
select this option. You will not be able to set any of the
other additional formatting options.
•
To include all pages of the report, select All.
•
To include a page range, select from: and type the
first page you want to include, and type the last page
you want to include in the to: field.
Select this option to create bookmarks in your PDF file
based on the tree structure of the report. This will make
the report easier to navigate.
DescriptionOption
To use the export options already defined in the report,
select this option. You will not be able to set any of the
other additional formatting options.
Page Range
•
To include all pages of the report, select All.
•
To include a page range, select from: and type the
first page you want to include, and type the last page
you want to include in the to: field.
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Table 4-8: Microsoft Word - Editable (RTF)
DescriptionOption
Use the export
options defined in this
report
Page Range
Insert page
break after
each report
page
Table 4-9: Plain Text
Number of
characters per
inch
To use the export options already defined in the report,
select this option. You will not be able to set any of the
other additional formatting options.
•
To include all pages of the report, select All.
•
To include a page range, select from: and type the
first page you want to include, and type the last page
you want to include in the to: field.
Select this option to insert page breaks in your RTF file
after each page of the report.
DescriptionOption
Type a value between 8 and 16 for the number of characters to include per inch. This setting controls how the text
file is displayed and formatted.
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Table 4-10: Paginated Text
DescriptionOption
Working with Objects
Scheduling objects
4
Use the export
options defined in this
report
Number of
lines per page
Number of
characters per
inch
Table 4-11: Separated Values (CSV)
Use the export
options defined in this
report
To use the export options already defined in the report,
select this option. You will not be able to set any of the
other additional formatting options.
Type the number of lines of text to include between page
breaks.
Type a value between 8 and 16 for the number of characters to include per inch. This setting controls how the text
file is displayed and formatted.
DescriptionOption
To use the export options already defined in the report,
select this option. You will not be able to set any of the
other additional formatting options.
Mode
Type the character you want to use as the delimiter.Delimiter
Type a character to use to separate values, or select Tab.Separator
Select either standard or legacy mode. In standard mode,
you can choose report, page, and group sections to include
in your instance. In legacy mode, you cannot set those
options.
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DescriptionOption
Report and
page sections
Group sections
Table 4-12: XML
XML Exporting formats
If you selected standard mode, indicate whether you want
to export report and page sections, and if so, whether or
not your want to isolate them.
If you selected standard mode, indicate whether you want
to export group sections, and if so, whether or not your
want to isolate them.
DescriptionOption
Select the XML exporting format you wish to use.
Specifying an instance destination
You can schedule an object instance to be sent to a specific destination on
your computer, on a network, a default file location, email, or FTP. If your
administrator has specified a particular destination for the object, this
destination option is displayed. You may be able to update the fields for this
destination, or select a different destination. For many of these destinations,
you must provide additional information.
To specify a destination
1. On the Schedule page, click Formats and Destinations, Formats and
destination, or Destination.
2. In the Output format and Destination area, select the destination after
you have selected the format you want to schedule to.
Note:
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• If you are scheduling a Crystal report, you do not need to choose a
format before you choose a destination.
• If you want to use the default destination, leave the destination settings
blank.
3. Click Destinations Options and Settings or Destination, and select
Use the Job Server's defaults if you wish to use the default settings for
that location.
For example, if you do not select the Use the Job Server's defaults option
for Inbox, then you have to specify the user or user group to whom you
want to send the instance of the object that you are scheduling.
4. Select Clean up instance after scheduling if the instance can be deleted
from the server after it runs and is sent to any destinations.
5. Set other scheduling parameters as required, and then click Schedule.
Related Topics
• Destination options on page 86
• Specifying an instance format on page 74
4
Destination locations
You can schedule, send, or publish objects and publications in
BusinessObjects Enterprise to the following destination locations:
• Default Enterprise location
If you select this option, the instance is saved to the default
BusinessObjects Enterprise location (the Output File Repository Server).
• Inbox
This option saves the instance to the Output File Repository Server and
to inboxes as specified:
• If you select the Use the Job Server's defaults option, copies of the
instance are saved to the inboxes that are configured on the job server.
• If you do not select Use the Job Server's defaults option, you can
specify the inboxes where you want to save the instance.
• File location
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This option saves the instance to the Output File Repository Server and
to the specified file location:
• If you select the Use the Job Server's defaults option, copies of the
instance are saved to the unmanaged disk location that is configured
on the job server.
• If you do not select Use the Job Server's defaults option, a copy of
the instance is saved to the file location that you specify.
• FTP server
This option saves the instance to the Output File Repository Server and
to the specified FTP server:
• If you select the Use the Job Server's defaults option, a copy of the
instance is saved to the FTP server that configured on the job server.
• If you do not select the Use the Job Server's defaults option, you can
specify the FTP server where you want to save the instance.
• Email recipients
This option saves the instance to the Output File Repository Server and
to the specified email recipients:
• If you select the Use the Job Server's defaults option, copies of the
instance are emailed to the email recipients that are configured on the
job server.
• If you do not select the Use the Job Server's defaults option, you can
specify the recipients to whom you want to email copies of the instance.
Note: If you select any option other than “Default Enterprise Location” and
choose to use the job server's default option, then the location must already
be configured on the appropriate job server by your administrator. For more
information, see the BusinessObjects Enterprise Administrator's Guide.
Destination options
If you wish to specify options for an object that you are scheduling to a
destination (for example, the names of users who should receive the instance
in their inbox; the addresses of email recipients, or an FTP server to which
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you want the instance uploaded), you must enter some destination information
that will differ depending on the destination you have chosen.
Note: These destinations must be configured on the servers that run
scheduling jobs. To find out if they are configured on your deployment, contact
your BusinessObjects Enterprise administrator.
•
Table 4-13: Inbox on page 87
•
Table 4-14: File Location on page 88
•
Table 4-15: FTP Server on page 88
•
Table 4-16: Email recipients on page 89
Table 4-13: Inbox
DescriptionOption
Select Users or Groups from the Choose list and select
the recipients to whom you wish to send the instance from
Selected Recipients
the list of "Available Recipients".
Click > to add users or groups to the "Selected recipients"
list.
4
Target Name
Send As
•
To let BusinessObjects Enterprise generate a name for
the instance, select Automatically generated.
•
To use a specific file name, type it in the Specific name
field.
Note: You can select variables to be included in the subject
from the list beside the field. The variable is added to the end
of the text in the box. The variables you can add include the
object's title, ID, owner, the date and time, your email address,
and your name.
•
To send a shortcut to the instance to your recipients,
select Shortcut.
•
To send a copy of the instance to your recipients, select
Copy.
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Table 4-14: File Location
DescriptionOption
Directory
File Name
Table 4-15: FTP Server
Type the path to the directory you would like to send the
instance to.
•
•
Note: You can select variables to be included in the file name
from the list beside the field. The variable is added to the end
of the text in the box. The variables you can add include the
object's title, ID, owner, the date and time, your email address,
and your name.
Type the user name required to access the file location.User name
Type the password required to access the file location.Password
To let BusinessObjects Enterprise generate a name for
the instance, select Automatically generated.
To use a specific file name, type it in the Specific name
field. Indicate whether or not to include the file extension
by selecting or deselecting Add file extension.
DescriptionOption
Type the FTP server.Host
Port
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Type the port used to access FTP. The default port number
is 21.
Type the user name required to access the FTP server.User name
Working with Objects
Scheduling objects
DescriptionOption
Type the password required to access the FTP server.Password
4
Account
Directory
File Name
Table 4-16: Email recipients
Type the account required to access the FTP server, if applicable.
Enter the path to the directory you would like to send the
instance to.
•
To let BusinessObjects Enterprise generate a name for
the instance, select Automatically generated.
•
To use a specific file name, type it in the Specific name
field. Indicate whether or not to include the file extension
by selecting or deselecting Add file extension.
Note: You can select variables to be included in the file name
from the list beside the field. The variable is added to the end
of the text in the box. The variables you can add include the
object's title, ID, owner, the date and time, your email address,
and your name.
DescriptionOption
To
Type a return email address.From
Type the email addresses to which you would like to send
the instance. Separate multiple email addresses with semicolons.
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Cc
Subject
DescriptionOption
Type the email addresses to which you would like to send
copies of the instance. Separate multiple email addresses
with semicolons.
Type the subject line of the email.
Note: You can select variables to be included in the subject
from the list beside the field. The variable is added to the end
of the text in the box. The variables you can add include the
object's title, ID, owner, the date and time, your email address,
and your name.
Add attachment
Attachment
Select this checkbox to add the instance to the email as an
attachment.
If you selected to add an attachment, you can control the
name of the attachment.
•
To let BusinessObjects Enterprise generate a name for
the instance, select Automatically generated.
•
To use a specific file name, type it in the Specific name
field. Indicate whether or not to include the file extension
by selecting or deselecting Add file extension.
Note: You can select variables to be included in the file name
from the list beside the field. The variable is added to the end
of the text in the box. The variables you can add include the
object's title, ID, owner, the date and time, your email address,
and your name.
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DescriptionOption
Type the message that will appear in the body of the email.
Note: You can select variables to be included in the body from
Message
the list beside the field. The variable is added to the end of the
text in the box. The variables you can add include the object's
title, ID, owner, the date and time, your email address, and
your name.
Applying record selection formulas
If an object includes a record or group selection formula, you can modify it
before you schedule it. Selection formulas help determine what data appears
in a report and may improve performance by eliminating unwanted records.
For more information about record selection formulas, see the Crystal Reports
User's Guide.
Working with Objects
Scheduling objects
4
To apply a record selection formula
1. On the Schedule page, click Filters.
2. Change the record or group selection formula as necessary.
3. Set other scheduling parameters as required, and then click Schedule.
Printing an instance
When you schedule a Crystal report or a Desktop Intelligence document,
you can choose to print the object instance once it has been generated.
To set the print settings for a Crystal report
1. On the Schedule page, click Print Settings.
2. To print the report, select Print a copy of the report in Crystal Reports
format when scheduling. If you do not want the report to be printed,
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ensure that the Print a copy of the report in Crystal Reports format
when scheduling is not selected.
3. To use the default printer, select Default printer. To use another printer,
select Specify the printer and provide the appropriate printer information
accordingly.
4. Type the number of copies you wish to print in the Number of Copies
field.
5. Under Print Range, select All if you wish to print all pages of the report
or select Pages and type the first and last of the pages you with to print.
6. Select whether or not you wish to collate the printed copies of the instance
from the Set collate option to list.
7. Indicate your scaling preferences in the Page Scaling list.
8. If you wish to center each page, select Center the page.
9. If you wish to force horizontal pages to fit the paper, select Fit horizontal
pages into one page.
10. Under Set the report's page layout, indicate the layout you want to use.
If you select Specify printer settings, indicate the printer whose settings
you wish to use.
If you select Custom settings, indicate whether you would like to use
standard layout settings or custom layout settings. If you selected Use
custom layout settings, indicate the orientation and paper size you wish
to use.
11. Set other scheduling parameters as required, and then click Schedule.
To set the print settings for a Desktop Intelligence document
1. On the Schedule page, click Print.
2. Select the Enabled option if you want to enable the settings that you
specify (in step 3).
3. Select the Default Printer option to specify your system's default printer,
or select Specify the Printer and provide the appropriate printer
information.
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Scheduling with events
Event-based scheduling provides you with additional control when you
schedule objects: you can configure the system so that objects are run only
after a specified event occurs. Working with events consists of two steps:
creating an event and scheduling an object. That is, once you create an
event, you can select it as a dependency when you schedule an object. The
scheduled job is then processed only when that event occurs.
You create events in Central Management Console (CMC), and then select
the events in InfoView when you schedule objects. For more information
about creating events and the CMC, see the BusinessObjects Enterprise
Administrator's Guide.
To schedule an object with events
1. On the Schedule page, click Events.
2. To specify an event that will trigger the scheduled object, select the event
in the "Available Events" pane and click >.
3. To specify another event that will be triggered on the completion of this
scheduling job, click the schedule event in the "Available Schedule Events"
pane, and then click >.
4. Set other scheduling options as required and click Schedule.
For more information on scheduling with events, see the “Scheduling
Objects” chapter in the BusinessObjects Enterprise Administrator's Guide
Working with Objects
Scheduling objects
4
Choosing a server to run a scheduling job
When you schedule an object, you can select the server group that the
system uses to run the object.
To set the scheduling server group settings
1. On the Schedule page, click Scheduling Server Group.
2. Select the scheduling server group option you want:
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Use the first available server•
This is the default option. BusinessObjects Enterprise uses the server
that has the most resources free at the time of scheduling.
• Give preference to servers belonging to the selected group
Select a server group from the list. This option attempts to process
the object from the servers that are found within your server group. If
the specified servers are not available, then the object is processed
on the next available server.
• Only use servers belonging to the selected group
This option ensures that BusinessObjects Enterprise uses only the
specified servers that are found within the selected server group. If all
of the servers in the server group are unavailable, then the object is
not processed.
3. If your deployment of BusinessObjects Enterprise uses federation and
you wish to run the object at the federation site on which the object is
located, select Run at origin site.
4. Set other scheduling parameters as required, and then click Schedule.
Scheduling an object with Prompts or Parameters
Some objects make use of the parameters feature. Parameters prompt the
user to enter information. For report objects, this information may determine
what data appears in the report. For example, in a report that is used by
sales, there may be a parameter that asks the user to choose a region. When
the user chooses a region, the report displays the results for that specific
region only.
Note: In Web Intelligence documents, parameters are called prompts.
You can set parameters on the "Schedule" page. If the object that you
schedule does not contain parameters, then the Parameter option does not
appear on the "Schedule" page.
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To schedule an object with parameters
1. On the Schedule page, click Parameters or Prompts.
Note: The appearance of the parameter prompts on the "Schedule" page
may differ from object to object, depending on how the parameter field
was created. Program objects may provide an Argument field instead.
2. Click on the value of a parameter to change it. If you are scheduling a
Web Intelligence document, click Modify to edit prompt values.
3. Set scheduling parameters as required, and then click Schedule.
Caching Web Intelligence and Desktop Intelligence documents
When the system runs a scheduled Web Intelligence or Desktop Intelligence
document it stores the instance it generates on the Output File Repository
Server. You can also have the system cache the report on the appropriate
Report Server by selecting a cache format for the document. If you don't
select a cache format, the system won't cache the document.
4
Note: To select a cache option, the output format you specified for the object
must be Web Intelligence or Desktop Intelligence. If you select a different
format, the cache options you specify will have no effect.
To select a cache format for Web or Desktop Intelligence documents
1. In the Document List, select a Web Intelligence or Desktop Intelligence
object.
2. Ensure that the format you are scheduling to is native to the object you
are scheduling.
• If you are scheduling a Web Intelligence document, ensure that you
are scheduling to Web Intelligence format.
• If you are scheduling a Desktop Intelligence document, ensure that
you are scheduling to Desktop Intelligence format.
3. Click Actions, choose Schedule, and click Caching.
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4. Select the format you want to pre-load the cache with.
5. Select the locale(s) with which to pre-load the cache if you are scheduling
a Web Intelligence document.
When you schedule the Web Intelligence document, BusinessObjects
Enterprise generates cached versions of the document in the locale(s)
that you specify.
6. Set the rest of your scheduling options and click Schedule.
Pausing or resuming an instance
You can pause and resume an object's instance as needed. For example,
if a BusinessObjects Enterprise job server is down for maintenance reasons,
you may want to pause a scheduled instance to prevent the system from
running the object, because scheduling jobs fail when the job server is not
running. When the job server is running again, you can resume the scheduled
object.
Note: Pause and resume can be applied only to scheduled instances; that
is, they can be applied only to objects that have a status of Pending or
Recurring.
To pause an instance
1. Go to the folder that contains the object for the instance you want to
pause, select it, click Actions and choose History.
The "History" page appears.
2. Select the scheduled instance that you want to pause.
3. Click Pause.
To resume an instance after pausing it
1. Go to the folder that contains the object for the instance you want to
resume, select it, click Actions and choose History.
The "History" page appears.
2. Select the paused instance you want to resume.
96 BusinessObjects Enterprise InfoView User's Guide
3. Click Resume.
Scheduling an object package
An object package is a type of object that acts as a container for subobjects
or components. They can only be created or edited in the CMC, and can
contain any object type that can be scheduled. To add objects to an object
package, a user with the necessary access rights must copy the object and
paste it into the object package in the CMC. Objects in an object package
are then distinct from the object they were copied from and are instead
components of the object package. When you schedule an object package,
instances are created for each component, allowing you to schedule several
objects simultaneously. You cannot schedule a component of an object
package on its own.
Scheduling an object package is slightly different from scheduling an
individual object, because some scheduling options must be set on an object
package level. These scheduling options are recurrence, destinations, events,
and server group settings. Other scheduling options are set for each
component of the object package. These scheduling options are notification,
database logon settings, filters (if applicable), format, print settings, and
parameters, prompts, or arguments (if applicable).
Working with Objects
Scheduling objects
4
To schedule an object package
1. Select the object package, click Actions, and choose Schedule.
2. Set the instance title, recurrence, destination, events, and sever group
settings as you would for any object.
For more information on these settings, see the following sections:
•
Setting the instance title on page 71
•
Choose a recurrence pattern on page 71
•
Destination locations on page 85
•
Scheduling with events on page 93
•
Choosing a server to run a scheduling job on page 93
3. Click Components.
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4. Click on the name of each component to set the notification, database
logon, filters, format, print, cache, and parameters / prompts settings as
applicable to each component.
For more information on these settings, see the following sections:
•
Enabling notification on page 73
•
Specifying database logon information on page 74
•
Applying record selection formulas on page 91
•
Available formats on page 75
•
Printing an instance on page 91
•
Caching Web Intelligence and Desktop Intelligence documents on
page 95
•
Scheduling an object with Prompts or Parameters on page 94
When you have finished setting the scheduling parameters for a
component, click OK to return to the scheduling page for the object
package and set the remaining scheduling parameters.
Viewing object history
Viewing instances of objects
You can view the instances of objects such as Crystal reports, Web
Intelligence documents, Desktop Intelligence documents, publications, and
object packages.
To view the latest instance of an object
1. Go to the folder that contains the object that you want to view.
2. Select the object, click Actions, and choose View latest instance.
The latest instance of the object appears in its associated viewer.
3.
If you have the necessary rights in BusinessObjects Enterprise, you
can click Refresh in the report/document viewer toolbar to refresh the
report/document with the latest data from its data source.
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Viewing historical instances
BusinessObjects Enterprise saves a history of object instances for scheduled
objects that have been run. The history list is arranged chronologically (with
the most recent instances listed first) and can contain the following
information:
• Instance Time
• Title
• Run By
• Parameters
• Format
• Status
• Reschedule
Note: The information that is available depends on the type of object that
you are viewing. For example, the history page for Desktop Intelligence
documents includes Arguments instead of Parameters, and the history page
for object packages includes fewer columns.
Working with Objects
Viewing object history
4
To view the history of an object
1. Go to the folder that contains the object, select it, click Actions and select
History.
The "History" page appears.
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Sending objects or instances
You can choose to display all of the available instances or only the
instances that you own by selecting the appropriate option from the check
boxes on the upper left corner.
2. Double-click a link under the Instance Time column to view an object
instance.
Tip: Sort instances chronologically by clicking the Instance Time column
heading. Click the column heading again to reverse the sort order. You
can also sort the instances by owner and status by clicking the appropriate
column headings.
When you double-click to view an object instance, the instance opens in a
viewer that corresponds to the object type.
Deleting an instance
You can delete the instances of any object as needed.
To delete an instance
1. Go to the folder that contains the parent object of the instance you want
to delete, select it, click Actions and choose History.
The "History" page appears.
2. Select the instances that you want to delete.
3. Click Delete.
Sending objects or instances
You can use the Send feature to send existing objects or instances of objects
to different locations. You can also send copies of the object/instance or
shortcuts to the object/instance.
To view the latest instance of an object
1. Go to the folder that contains the object that you want to view.
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