Page 1
Portal Integration Kit User’s Guide
for Microsoft SharePoint
BusinessObjects Enterprise XI 3.1
windows
Page 2
Copyright
© 2008 Business Objects, an SAP company. All rights reserved. Business Objects
owns the following U.S. patents, which may cover products that are offered and
licensed by Business Objects: 5,295,243; 5,339,390; 5,555,403; 5,590,250;
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7,194,465; 7,222,130; 7,299,419; 7,320,122 and 7,356,779. Business Objects and
its logos, BusinessObjects, Business Objects Crystal Vision, Business Process
On Demand, BusinessQuery, Cartesis, Crystal Analysis, Crystal Applications,
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of Business Objects and/or affiliated companies. SAP is the trademark or registered
trademark of SAP AG in Germany and in several other countries. 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
2008-09-03
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Contents
Chapter 1
Welcome to the BusinessObjects Enterprise XI Portal Integration Kit
7
About this guide...........................................................................................8
Who should read this guide....................................................................8
Business Objects information resources................................................8
Using the Document List Web Part 9Chapter 2
Overview....................................................................................................10
Web part features......................................................................................10
Toolbar..................................................................................................11
Header..................................................................................................12
Working with document lists......................................................................16
Navigation............................................................................................17
Personalization.....................................................................................19
Accessing Documents...............................................................................20
Type......................................................................................................21
Availability............................................................................................21
Troubleshooting.........................................................................................23
Web part help.......................................................................................23
Document List......................................................................................23
Error Messages....................................................................................23
Configuring the Document List Web Part 27Chapter 3
Overview....................................................................................................28
To add the Document List web part to a web page...................................28
Configuring the web part............................................................................29
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Contents
Web part menu.....................................................................................30
Properties pane....................................................................................31
To access the Connections menu........................................................41
Troubleshooting.........................................................................................43
Error messages....................................................................................43
Using the Crystal Report View Web Part 45Chapter 4
Overview....................................................................................................46
Web Part Features.....................................................................................46
Toolbar..................................................................................................47
Standard...............................................................................................47
Full report only......................................................................................49
Parameters...........................................................................................51
Viewing Reports.........................................................................................53
To select a report in the Crystal Report View web part........................53
Paging..................................................................................................54
Searching.............................................................................................55
Drilling down.........................................................................................56
Alternative formats.....................................................................................56
Real-time or scheduled reports............................................................57
Preserving the reports displayed...............................................................57
Troubleshooting.........................................................................................58
Configuring the Crystal Report View Web Part 63Chapter 5
Overview....................................................................................................64
To add the Crystal Report View web part to a web page...........................64
To create a personal zone....................................................................65
Configuring the web part............................................................................66
Web part menu.....................................................................................67
Properties pane....................................................................................68
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Contents
Crystal Report View properties.............................................................68
Verifying the setup................................................................................84
To access the Connections menu........................................................85
Troubleshooting.........................................................................................87
Using the Document View Web Part 93Chapter 6
Overview....................................................................................................94
Web Part Features.....................................................................................94
To view a document in the Document View web part...........................94
Configuring the Document View Web Part 97Chapter 7
Overview....................................................................................................98
To add the Document View web part to a web page.................................98
Configuring the Web Part..........................................................................99
Web part menu.....................................................................................99
To access the Properties pane...........................................................100
Document View properties.................................................................101
To access the Connections menu......................................................102
To remove a connection.....................................................................104
Troubleshooting.......................................................................................104
Creating Applications with the Web Parts 105Chapter 8
Overview..................................................................................................106
Web part arrangement.............................................................................106
Within a page.....................................................................................106
Across Multiple Pages........................................................................113
Query string parameter for URLs.......................................................120
Get More Help 123Appendix A
Portal Integration Kit User’s Guide for Microsoft SharePoint 5
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Contents
6 Portal Integration Kit User’s Guide for Microsoft SharePoint
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Welcome to the BusinessObjects Enterprise XI Portal Integration Kit
1
Page 8
Welcome to the BusinessObjects Enterprise XI Portal Integration Kit
1
About this guide
About this guide
This guide provides information about the web parts from the BusinessObjects
Enterprise XI 3.1 Portal Integration Kit that allow you to access and view the
documents from within your SharePoint system: Document List, Crystal
Report View, and Document View.
Who should read this guide
This guide is intended for two audiences: Information Consumers and Web
Site Creators.
Information Consumers want to know how to organize their documents and
view their reports by using the integrated web parts, and Web Site Creators
want to know how to set up and customize the web parts for the Information
Consumers. Familiarity with Windows SharePoint Services and/or Office
SharePoint Portal Server 2003 is beneficial, as is a working knowledge of
both Crystal Reports and BusinessObjects Enterprise.
For more information about the BusinessObjects Enterprise XI 3.1 Portal
Integration Kit, consult the BusinessObjects Enterprise XI 3.1 Portal
Integration Kit Installation Guide and the BusinessObjects Enterprise XI 3.1
Portal Integration Kit Administrator’s Guide, visit http://help.sap.com/.
Business Objects information resources
For more information and assistance, see "Appendix A: Get More Help". This
appendix describes Business Objects documentation, customer support,
training, and consulting services, with links to online resources.
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Using the Document List Web Part
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Using the Document List Web Part
2
Overview
Overview
You can use the features of the Document List web part to browse your list
of documents, navigate to folders and categories, and access the content
directly from your system. If you are enabled by your Web Site Creator, you
can also create a personalized list that contains only the documents that you
want to view.
Web part features
The Document List web part comes with a viewer that displays your document
lists in a tabular layout. The web part can be configured to display or hide
the following features:
• Toolbar
The toolbar contains options that you can use to go to other locations
within your system and specify the documents that you want to add to
your personalized list.
• Header
The header contains columns that display the information about the
documents that are in a list.
While the Document List web part is typically deployed by the Web Site
Creator, the features of the web part depend on configurations that are set
by both the Web Site Creator and the BusinessObjects Enterprise
administrator. The BusinessObjects Enterprise administrator must enable
certain options to allow the Web Site Creator to enable the features of the
web part. As well, the settings that are specified by the BusinessObjects
Enterprise administrator override the settings that are specified by the Web
Site Creator.
For information about the availability of the features in the Document List
web part, contact both your Web Site Creator and your BusinessObjects
Enterprise administrator.
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Toolbar
Using the Document List Web Part
Web part features
The toolbar contains options that you can use to go to other locations within
your system and specify the documents that you want to add to your
personalized list.
DescriptionOptions
Select a document, and click the
Subscribe button to add it to your
personalized document list. To remove a document from your personalized document list, select the docu-
Subscribe/Unsubscribe
ment, and click the Unsubscribe
button.
Note:
For more information about creating
your own personalized document list,
see Personalization on page 19.
2
Page
The Page feature displays the current
page number and the total number
of pages. You can select a page from
the list, or in the go to page box, type
a page number to jump directly to a
page, or type a +n or a -n to advance
n number of pages at a time.
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Using the Document List Web Part
2
Web part features
Search
Show
DescriptionOptions
You can search for content by name
in the current location and any sublocations. In the search field, type the
text to search for and click the
Search button.
Note:
To refine your search, on the results
page from the previous search, type
new search criteria and click Search.
The Show list displays the name of
the folder that you are currently
viewing. Your Web Site Creator can
configure the list to display the toplevel folders in your system, as well
as the path to your current location.
Note:
For more information about how to
use the Show list to access folders
in your system, see Navigation on
page 17.
These options depend on the configurations that are set by both the Web
Site Creator and the BusinessObjects Enterprise administrator. For
information about the availability of these options, contact both your Web
Site Creator and your BusinessObjects Enterprise administrator.
Header
The header columns display the information about the documents that are
in a list.
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Using the Document List Web Part
Note:
Not all header columns are available for all views.
DescriptionColumn
The Select column allows you to select the documents in the list.
Web part features
2
Select (check box)
Unread (icon)
Alert (icon)
Type
Note:
To select all of the documents, click
the check box on the header.
The Unread column displays an unopened envelope icon for unread
mail, and an open envelope icon for
read mail.
Note:
This option is available in the My Inbox view only.
The Alert column displays a flag icon
when a scheduled Crystal Report has
a valid alert.
The Type column icons identify the
format of the documents that are in
the list.
Note:
For more information about the different types of documents that you can
access from the Document List web
part, see Type on page 21.
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Using the Document List Web Part
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Web part features
DescriptionColumn
The Name column displays the
names of the objects that are in the
list.
Name
Sent
From
Updated
Note:
Move your mouse over the name of
an object to view a description of the
object.
The Sent column displays the date
an object was sent.
Note:
his option is available in the My Inbox
view only.
This option displays the name of the
person who sent the document.
Note:
This option is available in the My Inbox view only.
The Updated column displays the
dates and times the documents in the
list were last updated and saved.
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Availability
Using the Document List Web Part
Web part features
DescriptionColumn
The Availability column contains information about how regularly the documents in the list are updated. The
column is empty for object types that
cannot be scheduled. For types that
can be scheduled, the column displays one of the following values:
• Unavailable
• Always
• Daily
• Hourly
• Weekly
• Monthly
• Custom time plan (displays the
name of the customer calendar)
Note:
This column applies only to documents that can be scheduled (updated) on a regular, recurring basis. For
more information about these types
of documents, see Availability on
page 21.
2
Keyword
Author
The Keywords column contains additional classification for the object.
The Author column displays the
name of the person who created the
document, not the BusinessObjects
Enterprise XI Administrator.
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Using the Document List Web Part
2
Working with document lists
DescriptionColumn
The Folder column displays the folder
that the object belongs to.
Folder
Category
These columns depend on the configurations that are set by both the Web
Site Creator and the BusinessObjects Enterprise administrator. For
information about the availability of these columns, contact both your Web
Site Creator and your BusinessObjects Enterprise administrator.
Note:
The Folder is available in My Inbox,
Personal and Corporate categories,
and Search results view.
The Category column displays the
categories that the object belongs to.
Note:
The Category column is not available
in the Personal or Corporate categories views.
Working with document lists
When you access a web page that contains the Document List web part, the
web part loads a default location, which is set by your Web Site Creator. The
default location may be one of the following items:
• Public Folders
Public Folders contains a list of all the documents that are available to
you. (Some of these documents may be located within sub-locations.)
Select documents from the public folders and subscribe to them to add
the documents to your personalized list.
Note:
The documents that appear in the Public Folders folder depend on your
access rights. As a result, you may find that other people in your
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Using the Document List Web Part
Working with document lists
organization have a different set of documents in their Public Folders
folder. For more information about your access rights, contact your
BusinessObjects Enterprise administrator.
• My Favourites
My Favorites contains your personalized list of documents. Any documents
and/or sub-locations to which you subscribe are added to this folder.
• My Inbox
My Inbox contains documents that are sent to you by other BI Portal
users. There are no sub-locations or categories in My Inbox; all the
documents are listed on one level.
Note:
When a document is marked as read in My Inbox, it will also be marked
read in the inbox in BusinessObjects Enterprise InfoView.
• Personal Categories and Corporate Categories
Personal Categories contains the personal categories that you set up in
InfoView, and Corporate Categories contain categories that have been
set up by your BusinessObjects Enterprise Administrator.
2
Navigation
For more information on creating personal categories, talk to your
BusinessObjects Enterprise Administrator or see the BusinessObjects
Enterprise XI InfoView User’s Guide.
• Custom sub-location
The Web Site Creator may also choose a specific sub-location within
Shared documents to be the default location that displays on the web
part.
Use folders and subfolders to organize the documents in your system.
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Using the Document List Web Part
2
Working with document lists
To navigate between the top-level locations
By default, the Document List web part allows you to access the following
top-level locations:
• My Inbox
• My Favourites
• Public Folders
• Personal Categories
• Corporate Categories
1. In the document list, move your mouse over a sub-location. The row and
hyperlink of the sub-location change color as the mouse passes over
them.
2. Click the link for the sub-location. The contents of the sub-location are
displayed.
Note:
• If your BusinessObjects Enterprise administrator disabled My Favorites
or My Inbox, it will not be present in the Show list.
• If the Show list is not present in your deployment, you may navigate
only to the sub-locations within your current location. For information
on how to navigate within a location, see "To navigate with
sub-locations".
To navigate to sub-locations
The location that is displayed may contain sub-locations that you also want
to view:
1. In the document list, move your mouse over a sub-location.
The row and hyperlink of the sub-location change color as the mouse
passes over them.
2. Click the link for the sub-location.
The contents of the sub-location are displayed.
When you navigate to a sub-location, the Show list displays the name of the
sub-location that you are viewing. (This situation applies only if the Show list
is present in your deployment.)
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Using the Document List Web Part
Working with document lists
Example:
For example, if you are currently viewing a folder called General Business,
the Show list displays General Business. If you expand the list, you may
see a broken line, and below the broken line a list of names. The last item
in the list will be the name of the folder you are currently viewing, and the
names above it will be the parent folders of that folder. For example, Report
Samples is the parent folder for General Business.
Accessible top-level locations are displayed above the broken line.
Use the Show list to access any of the locations that are on the list.
Note:
If the default location is a custom location and the top-level location has
been turned off in edit mode, you will not see the path to the top level. Also,
the top-level location will not be present in the list.
2
Personalization
The toolbar may include the Subscribe feature, which allows you to create
a customized document list.
When you subscribe to a document, you add it to the document list in the
My Favorites location, which eliminates the need to navigate to various folders
and categories to access your documents.
To add documents to the My Favorites folder
1. Use the Show list to go to one of the top-level locations such as Public
Folders or Corporate Categories.
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Using the Document List Web Part
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Accessing Documents
2. Select the check boxes of the documents and categories that you want
to add to your personalized list.
3. On the web part toolbar, click Subscribe.
The web part displays the My Favorites folder and arranges the items in
the list by name in alphabetical order.
Note:
If you attempt to subscribe to a document or folder that is already in your
personalized list, the web part remains in the current location and a
message appears that states you have already subscribed to the
document or folder.
To remove documents from the My Favorites folder
1. Use the Show list to go to the My Favorites folder.
2. Select the check boxes of the documents and/or subfolders that you want
to remove from your personalized list.
3. On the web part toolbar, click Unsubscribe.
The web part reloads the My Favorites folder and arranges the items in
the list by name in alphabetical order.
Accessing Documents
To view a document, click the link of the document that you want to view.
Typically, when you click the link, the document opens in the program that
corresponds to its format. (For example, a .xls file opens in Microsoft Excel.)
However, if you choose to view any document type, the document will open
in one of the following places:
• The main window of your web browser.
• A new browser window.
• Another web part.
Where the report opens depends on how your Web Site Creator configured
the Document List web part. Contact your Web Site Creator or your
SharePoint administrator for more information.
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Type
The Document List web part allows you to access the document types that
BusinessObjects Enterprise supports including Crystal Reports, Adobe
Acrobat PDFs, Microsoft Excel files, and so on. The web part also supports
other object types such as hyperlinks, programs, and object packages (which
consist of Crystal Reports and/or programs).
By default, programs and object packages are not set to display on the web
part list. Contact your BusinessObjects Enterprise administrator or your
SharePoint administrator for more information about these object types.
To determine the type of an object in your list, click the link for the object.
(The object opens in the program that corresponds to its format.) Alternatively,
if your Web Site Creator enabled the Type column, you will see icons and
tooltips that identify the types of objects in the list.
Availability
Using the Document List Web Part
Accessing Documents
2
The Availability column in the Document List web part displays the schedule
for the documents that are updated (or can be updated) on a regular, recurring
basis. These documents are typically Crystal reports or OLAP Intelligence
reports.
Note:
Programs and object packages are object types that can also be updated
on a set schedule. However, these objects are available only if the SharePoint
administrator has enabled them to be visible in the Document List web part.
For more information, see Type on page 21.
By default, when you view a report, the most recently saved version of the
report is displayed. If a saved version of the report is unavailable, then the
web part attempts to retrieve and display the most current information from
the data source for the report. (You need to have the necessary access rights
to obtain up-to-date information from the data source for the report. For
information about your access rights, contact your BusinessObjects Enterprise
administrator.)
To determine whether the information is from a previously saved version of
the report or from a “live? version of the report, look at the information in
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Using the Document List Web Part
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Accessing Documents
the Availability column. For every document on the list, the Availability column
can have one of the following values:
(Blank)
Always
DescriptionValue
This document type cannot be scheduled (updated) on a regular, recurring
basis; therefore, the document does
not have Availability information.
This document can be viewed at any
time, because it has an available saved
version, or you have the necessary
rights to obtain information directly from
the document’s data source.
Hourly
Daily
Weekly
Monthly
Custom Time Plan
Unavailable
This document updates every sixty
minutes.
This document updates every twentyfour hours.
This document updates every seven
days.
This document updates once every
thirty-one days.
This document updates on a customized schedule, which is set according to the calendars in the Central
Management Console by your BusinessObjects Enterprise administrator.
This document is inaccessible because a saved version is unavailable,
and you do not have the necessary
rights to retrieve information on demand.
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After you identify the availability of the report, you can compare the schedule
to the information in the Updated column to determine how current the
information is, and when the information will next be updated.
Troubleshooting
This section provides information about specific issues that may occur when
you use the Document List web part.
Web part help
If you want to view the online help for the Document List web part, click the
Web Part Menu arrow (on the upper-right corner of the web part) and select
Help.
The online help contains all of the information that is in this guide.
Using the Document List Web Part
Troubleshooting
2
Document List
If the content of a folder updates while you are viewing the folder (for example,
if your BusinessObjects Enterprise administrator adds new documents), the
Document List web part does not automatically refresh to display the new
content.
To view the updated document list, go to another folder, and then return to
the folder that you were previously viewing.
Error Messages
When you view a web page that contains the Document List web part, you
may encounter the following error messages:
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Using the Document List Web Part
2
Troubleshooting
Unable to access the BusinessObjects Enterprise infrastructure at
servername for username. Contact
your reporting administrator for assistance.
Unable to access the BusinessObjects Enterprise infrastructure at
“servername“ for “username“. The
infrastructure may not be accessible,
or you have not been granted access
using automatic sign-on with “authentication“. Contact your reporting administrator for further details on
availability.
DescriptionMessage
This message means that you are
unable to access the BusinessObjects Enterprise CMS; as a result, the
Document List web part is unable to
function properly. Contact your
SharePoint administrator and your
BusinessObjects Enterprise administrator to resolve the issue.
This message means that the single
sign-on feature has not been enabled
for your account. Contact your
SharePoint administrator and your
BusinessObjects Enterprise administrator to resolve the issue.
Unable to access the BusinessObjects Enterprise infrastructure at
“servername“ for “username“. The
infrastructure may not be accessible,
or you have not been granted access
as “username“ with “authentication“.
Contact your reporting administrator
for further details on availability.
To view documents in favorites, subscribe to shared documents.
24 Portal Integration Kit User’s Guide for Microsoft SharePoint
This message means that you do not
have the necessary authentication/access rights (or the system does not
recognize your authentication\access
rights). Contact your SharePoint administrator and your BusinessObjects
Enterprise administrator to resolve
the issue.
This message appears in the My Favorites folder if you have not subscribed to any documents (that is, the
folder is empty). For information
about subscribing to documents, see
Personalization on page 19.
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Using the Document List Web Part
Troubleshooting
DescriptionMessage
2
No documents available. Contact
your BusinessObjects Enterprise
administrator for further details on
availability.
The message means that the folder
that you are viewing does not contain
any available documents.
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Using the Document List Web Part
Troubleshooting
2
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Configuring the Document List Web Part
3
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Configuring the Document List Web Part
3
Overview
Overview
The Document List web part lets Information Consumers view the lists of
documents that are available to them. If the web part is enabled, it may also
let Information Consumers create and manage their own personalized
document list.
When you define the properties of the web part, you need to consider a few
things:
• The number and type(s) of documents that Information Consumers will
access through the web part.
• The document information (for example, availability or update information)
that needs to be displayed on the web part.
• The interaction that occurs among the various web parts in the SharePoint
system.
• The level of technical knowledge that the Information Consumers possess.
• The functionality that you need to make available for the Information
Consumers.
To add the Document List web part to a web page
As the Web Site Creator, you can modify the appearance and functionality
of a web page in your SharePoint system by adding web parts. If you want
to provide Information Consumers with access to their shared documents in
BusinessObjects Enterprise, you need to add the Document List web part
to a shared page in the SharePoint portal.
Note:
You can also add the web part to a personal page instead of a shared page.
However, if you add the web part to a personal page, only the Information
Consumer to whom the page belongs can see the web part.
1. Open your web browser and go to the page in the SharePoint portal where
you want to add the web part.
2. In the Actions area of the page, click Edit Page.
The page reloads in Edit mode.
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3. On the upper-right corner of the page, click Modify > Shared Page >
Add Web Parts > Browse .
The Add Web Parts pane appears on the right side of the page.
4. From the list of galleries, select Virtual Server Gallery.
The Web Part List displays the available web parts in the Virtual Server
Gallery.
5. From the Web Part List, select Document List.
6. At the bottom of the pane, select the zone where you want to add the
Document List web part, then click Add.
Tip:
You can also drag the web part to the zone where you want it to appear.
The Document List web part is now added to the web page.
To close the Add Web Parts pane, click Close on the top-right corner of the
pane.
Configuring the web part
Configuring the Document List Web Part
Configuring the web part
3
As the Web Site Creator, you can also modify the features of the Document
List web part. To make changes to the appearance and/or functionality of
the web part, see the following sections:
•
Web part menu on page 30
•
Properties pane on page 31
•
To access the Connections menu on page 41
Note:
By default, the BusinessObjects Enterprise XI Portal Integration Kit installs
sample web parts that you can use as models of a configured Document List
web part. These sample web parts—General Business, Shared Documents,
and My Favorites—are located in the Virtual Server Gallery, along with the
Document List web part. For more information about the sample web parts,
contact your SharePoint administrator.
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Configuring the Document List Web Part
3
Configuring the web part
Web part menu
The Web Part menu contains options to modify the entire web part. To access
the menu, click the arrow on the upper-right corner of the Document List web
part.
In addition to Help, which is typically the only function that is available to
Information Consumers, the web part menu includes the following options
for Web Site Creators:
Minimize/Restore
DescriptionOption
Click Minimize to hide the contents
of the web part. If you want to see
the contents of a minimized web part,
click Restore (which appears in place
of Minimize) from the Web Part
menu.
Close
Modify Shared Web Part
30 Portal Integration Kit User’s Guide for Microsoft SharePoint
Click Close to remove the web part
from the page.
Click Modify Shared Web Part to
access the Properties pane and the
Connections menu.
Note:
• For information about the web
part Properties pane, see Proper-
ties pane on page 31.
• For information about the web
part Connections menu, see To
access the Connections menu on
page 41.
Page 31
Export
Help
Configuring the Document List Web Part
Configuring the web part
DescriptionOption
Click Export to save the web part
(and its current settings) as a .dwp
file that you can install and deploy on
another SharePoint system.
Click Help to access the help for the
Document List web part.
The web part help is a compiled set
of HTML files. If you want to modify
the URL of the help, expand the Advanced node in the Properties pane.
The URL of the help is located in the
Help Link field.
Note:
For information about the web part
Properties pane, see Properties pane
on page 31.
3
Properties pane
The Properties pane allows you to customize the features of the Document
List web part. The settings that you specify in this pane determine what
Information Consumers can see and do when they use the web part.
To access the Properties pane
1. In the Actions area of the page, click Edit Page.
The page reloads in Edit mode.
2. On the upper-right corner of the web part, click the Web Part Menu arrow.
The web part menu appears.
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Page 32
Configuring the Document List Web Part
3
Configuring the web part
3. Select Modify Shared Web Part.
The Properties pane opens on the right side of the page.
4. Expand the various nodes and specify the properties of the web part.
Note:
For specific information about the properties that you can modify, see
Document List properties on page 32.
5. Click Apply.
6. After you have made all of the changes, click OK.
Document List properties
By default, the SharePoint system offers three categories of properties that
you can modify to customize the features of a web part:
• Appearance
• Layout
• Advanced
These categories are available in all web parts. (For information about
modifying the properties in these categories, refer to your SharePoint
documentation.)
The Document List web part has the following additional categories:
• Custom Appearance
• Columns
• Navigation
Custom Appearance
Custom Appearance contains the properties that determine how a document
list is displayed to the Information Consumers.
32 Portal Integration Kit User’s Guide for Microsoft SharePoint
Page 33
Allow Subscription
Configuring the Document List Web Part
Configuring the web part
DescriptionOption
This option shows/hides the Subscribe button, which allows Informa-
tion Consumers to add documents to
their personalized document list.
Note:
If you disable the Subscribe button,
the check boxes on the document list
disappear as well.
3
Allow Delete
This option shows/hides the Delete
button, which allows Information
Consumers to remove objects.
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Configuring the Document List Web Part
3
Configuring the web part
Allow Paging
DescriptionOption
This option shows/hides the number
of pages as well as the go to page
box and button.
If the total number of pages is unknown, a plus sign displays beside
the total page count.
The go to page box allows the Information Consumers to specify which
page to display.
Note:
When Allow Paging is turned off, all
documents in the current location will
be displayed, no matter what value
is set in the Page Size box. For example, the Page Size value is 50, but
there are 1000 documents. All 1000
documents will be displayed.
Allow Searching
Show Navigation List
34 Portal Integration Kit User’s Guide for Microsoft SharePoint
This option shows/hides the search box
and button.
This option shows/hides the Show
list, which displays the current folder
that the Information Consumers are
viewing. The list may also display the
top-level folders that they can access
and the path of folders that lead from
the top-level folder to the current
folder.
Note:
For more information about the Show
list, see Navigation on page 17
Page 35
Show Unavailable Documents
Configuring the Document List Web Part
Configuring the web part
DescriptionOption
This option lets Information Consumers see the documents that they
are not able to access.
Note:
A document is inaccessible in one of
the following situations:
• No previously saved versions of
the document are available and if
the Information Consumer does
not have the rights to view the
document on demand.
• The processing server is down.
• The document link is an orphaned
shortcut.
For more information, see Availability
on page 21 or contact your BusinessObjects Enterprise administrator.
3
Show Footer Toolbar
Page Size
Alternating Row Style
Portal Integration Kit User’s Guide for Microsoft SharePoint 35
This option shows/hides the toolbar
in the Documents for You web part
footer.
This option allows you to specify how
many records to show per page.
This option shows/hides the lines that
visually separate the documents on
the list. The row style options are as
follows:
• None
• Lines
• Alternating
Page 36
Configuring the Document List Web Part
3
Configuring the web part
Note:
The web part toolbar disappears when you disable all of the following options:
• Allow Subscription
• Allow paging
• Allow search
• Show navigation list
Columns
Columns lists the properties that determine which columns of data displays
to the Information Consumers.
DescriptionOption
This option displays an open enve-
Show Read
Show Type
36 Portal Integration Kit User’s Guide for Microsoft SharePoint
lope icon when the item is read.
This option is available in the Inbox
view only.
This option displays the icon that
represents the type of document.
Page 37
Configuring the Document List Web Part
Configuring the web part
DescriptionOption
3
Show Updated
Show Sent
Show From
Show Availability
Show Alert
This option displays the date and
time the document was last updated.
This option displays the date and
time the document was sent.
This option is available in the Inbox
view only.
This option displays the name of the
person who sent the document.
Note:
This option is available in the Inbox
view only.
This option displays the document
schedule plan and availability.
This option displays an alert if a
Crystal Report that is scheduled on
a recurring basis has generated an
alert.
Show Author
This option displays keywordsShow Keyword
This option displays the name of the
person who created the document,
not the BusinessObjects Enterprise
XI Administrator.
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Configuring the Document List Web Part
3
Configuring the web part
Show Folder
DescriptionOption
This option displays the folder that
the object belongs to.
Note:
Show Folder is available from only the
Inbox and the Search results locations.
This option displays the category that
the object belongs to.
Navigation
Show Category
Navigation properties affect which locations Information Consumers can
access through the web part.
Note:
Show Category is available from only
the Inbox and the Search results locations.
38 Portal Integration Kit User’s Guide for Microsoft SharePoint
Page 39
Configuring the Document List Web Part
Configuring the web part
DescriptionOption
3
Show Inbox
Show My Favourites
Show Public Folders
Show Personal Categories
Show Corporate Categories
This option determines if the Inbox
entry should appear in the Show list.
This option determines if the My Favorites entry should appear in the
Show list.
This option determines if the Public
Folders entry should appear in the
Show list.
This option determines if the Personal Categories entry should appear in
the Show list.
This option determines if the Corporate Categories entry should appear
in the Show list.
This option sets the initial location
that the web part displays when Information Consumers access the web
page
Default Location
The list provides the option to choose
a customized sub-location instead of
the typical locations such as Public
Folders, Inbox, and so on. Select
Custom sublocation from the list,
and in the Custom sub-location box,
type the default location for the web
part.
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Configuring the Document List Web Part
3
Configuring the web part
Custom Sub-Location
DescriptionOption
This option allows you to specify a
sub-location as the initial location that
the web part displays when Information Consumers access the web
page.
Note:
• Select Custom sub-location in the
Default Location property before
you specify a sub-location in this
box.
• You can type the full name or partial
name of a sublocation. If you type
a partial name, the web part specifies the closest available match that
it can find. (For example, if you type
Business, and the “Business? in
its name is “General Business?,
then the web part specifies “General Business? as the default custom sub-location.)
This option shows the last visited lo-
Remember Active Location
40 Portal Integration Kit User’s Guide for Microsoft SharePoint
cation when the Information Consumer returns for a subsequent session.
Page 41
Alternative Report View Url
Open Document in New Window
Configuring the Document List Web Part
Configuring the web part
DescriptionOption
In this box, you can specify the URL
of a web page that contains a web
part capable of displaying reports (for
example, a Report for You web part).
When Information Consumers click
to view a report from the document
list, the report displays on the web
part in the URL that you specified.
For more information about this
property, see Overview on page 106.
This option opens a document in a
new browser window instead of replacing the current web page with the
document.
3
Accept Location by Url
To access the Connections menu
The Connections menu allows you to establish communication and interaction
among the web parts in a web page.
1. In the Actions area of the page, click Edit Page.
Portal Integration Kit User’s Guide for Microsoft SharePoint 41
This option enables the web part to
receive folder information from another Document List web part (or any
other web part that is capable of
sending BusinessObjects Enterprise
folder information) or static hyperlink
in another web page.
For more information about this
property, see Overview on page 106.
Page 42
Configuring the Document List Web Part
3
Configuring the web part
The page reloads in Edit mode.
2. On the upper-right corner of the web part, click the Web Part Menu arrow
The Web Part menu appears.
3. Select Modify Shared Web Part.
The Document List web part is outlined with a broken yellow line.
4. Click the Web Part Menu arrow again.
The Web Part menu appears with two new options: Delete and
Connections.
5. Select Connections.
The menu expands and displays three options which are the options of
the web part Connections menu. These options allow you to configure
the Document List web part to send or receive information to or from other
web parts on the same web page.
DescriptionOption
This option allows you to send the
document list that is currently displayed on the web part to another
Send Folder
Receive Folder
42 Portal Integration Kit User’s Guide for Microsoft SharePoint
Document List web part (or any
other web part that can display
BusinessObjects Enterprise folder
information) on the web page.
This option enables the web part to
receive and display the document
list that is sent by another Document List web part (or any other
web part that is able to send BusinessObjects Enterprise folder information). This option corresponds
to the Send Folder option.
Page 43
Send Document
For more information and specific examples of how to use the Connections
menu in the Document List web part, see Overview on page 106.
Troubleshooting
This section provides information about specific issues that may occur when
you configure the Document List web part.
Configuring the Document List Web Part
Troubleshooting
DescriptionOption
This option allows you to specify
the web part(s) that display the reports that Information Consumers
view. You can also send documents
to any web parts that can receive
and display Crystal Reports.
3
Error messages
When you view a web page that contains the Document List web part, you
may encounter the following error messages:
Unable to access the BusinessObjects Enterprise infrastructure at
servername for username. Contact
your reporting administrator for assistance.
DescriptionMessage
This message means that you are
unable to access the BusinessObjects Enterprise CMS; as a result, the
Document List web part is unable to
function properly. Contact your
SharePoint administrator and your
BusinessObjects Enterprise administrator to resolve the issue.
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Configuring the Document List Web Part
3
Troubleshooting
DescriptionMessage
Unable to access the BusinessObjects Enterprise infrastructure at
servername for username. The infrastructure may not be accessible,
or you have not been granted access
using automatic sign-on with authen
tication. Contact your reporting
administrator for further details on
availability.
Unable to access the BusinessObjects Enterprise infrastructure at
servername for username. The infrastructure may not be accessible,
or you have not been granted access
as username with authentica
tion. Contact your reporting administrator for further details on availability.
To view documents in favorites, subscribe to shared documents.
This message means that the single
signon feature has not been enabled
for your account.
Contact your SharePoint administrator and your BusinessObjects Enterprise administrator to resolve the issue.
This message means that you do not
have the necessary authentication/access rights (or the system does not
recognize them).
Contact your SharePoint administrator and your BusinessObjects Enterprise administrator to resolve the issue.
This message appears in the My Favorites folder if you have not subscribed to any documents (that is, the
folder is empty).
For information about subscribing to
documents, see Personalization on
page 19.
No documents available. Contact
your BusinessObjects Enterprise
administrator for further details on
availability.
44 Portal Integration Kit User’s Guide for Microsoft SharePoint
The message means that the folder
that you are viewing does not contain
any available documents.
Page 45
Using the Crystal Report View Web Part
4
Page 46
Using the Crystal Report View Web Part
4
Overview
Overview
Depending on how your Web Site Creator has configured the web parts in
your system, the reports that you choose to view may open in three possible
places:
• The main window of your web browser.
• A new browser window.
• Another web part.
If the report opens in a browser window, then the viewer that is used is the
standalone web Crystal Report viewer. (For more information about the web
Crystal report viewer, contact your BusinessObjects Enterprise administrator.)
However, if the report opens within another web part, then that web part is
an example of a Crystal Report View web part deployment.
Note:
The reports that appear in the Crystal Report View web part are in .rpt (Crystal
report) format. If you choose to view a document that is in a different format
(for example, a Word document or a PDF), then that document will open
inside its corresponding program (Microsoft Word and Adobe Acrobat).
Web Part Features
The Crystal Report View web part enables you to view the information in a
Crystal Report from within your SharePoint portal. The web part comes with
a viewer and a built-in toolbar that you can use to do a number of
report-viewing activities, such as navigating pages, drilling down charts and
summarized data, selecting parameter values, and so on.
46 Portal Integration Kit User’s Guide for Microsoft SharePoint
Page 47
Using the Crystal Report View Web Part
Web Part Features
While the Crystal Report View web part is typically deployed by the Web Site
Creator, the features of the web part depend on configurations set by both
the Web Site Creator and the BusinessObjects Enterprise administrator. The
BusinessObjects Enterprise administrator must enable certain options in the
Central Management Console (CMC) to allow the Web Site Creator to enable
features in the web part. As well, the settings that are specified by the
BusinessObjects Enterprise administrator override the settings that are
specified by the Web Site Creator.
4
Toolbar
Standard
For this reason, if you have questions about the availability of the features
in the Crystal Report View web part, contact both your Web Site Creator and
your BusinessObjects Enterprise administrator.
The web part toolbar provides options that allow you to search easily and
work with the data in your report.
The standard toolbar contains options that may be enabled regardless of
the way that the report is displayed on the web part; that is, these options
may be available whether the web part displays the full report or only the
report summaries.
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Using the Crystal Report View Web Part
4
Web Part Features
Note:
For information about toolbar options that are available only if the full report
is displayed, see Full report only on page 49.
Crystal Reports viewing
Microsoft Excel viewing
Microsoft Word viewing
DescriptionOption
Click the Crystal Reports viewing
button to view the report in the web
Crystal report viewer.
Click the Microsoft Excel viewing
button to view the report in .xls (Excel
spreadsheet) format.
Click the Microsoft Word viewing
button to view the report in .doc
(Word document) format.
Click the Adobe Acrobat viewing
Adobe Acrobat viewing
Note:
• If you move your mouse over the various viewing buttons, the button
tooltips may display a date and time. The date and time on a tooltip
indicate which saved version of the report is displayed when you click the
viewing button. (For more information about saved versions of reports,
see Availability on page 21.)
If the tool tip does not display a date and time, then the report that is
displayed when you click the button is the most up-to-date version from
the report’s data source.
• When you choose to view the report in a format other than Crystal Reports,
the program attempts to preserve the design of the report. However,
depending on the format that you choose, you may loose some or all of
the structure and design that appears in the original report.
48 Portal Integration Kit User’s Guide for Microsoft SharePoint
button to view the report in .pdf (Acrobat PDF) format.
Page 49
Refresh
Zoom
Using the Crystal Report View Web Part
Web Part Features
DescriptionOption
Click Refresh to obtain the most upto-date data from the report’s data
source.
Select a magnification factor from the
dropdown list to zoom in or out on a
report.
Use the Show list to view or return to
the report sections from which you
drilled down.
4
Show
All of the toolbar options described are set by both the Web Site Creator and
the BusinessObjects Enterprise administrator. In particular, the four viewing
buttons and the Refresh option require that certain rights be enabled by the
BusinessObjects Enterprise administrator, or they will not appear on the
toolbar regardless of the configuration set by the Web Site Creator.
For more information about the availability of these options, contact both
your Web Site Creator and your BusinessObjects Enterprise administrator.
Full report only
If your web part is configured to display full reports instead of report
summaries (or if the report itself does not contain summaries), you may find
additional options on the web part toolbar.
Note:
For information about drilling down
report data, see Drilling down on
page 56.
Portal Integration Kit User’s Guide for Microsoft SharePoint 49
Page 50
Using the Crystal Report View Web Part
4
Web Part Features
DescriptionOption
Click Print to print a copy of the report directly from the web part.
Print
Toggle Report Map
Page
Note:
This option may require you to
download a small ActiveX component.
Click Toggle Report Map to
show/hide the Report Map. (You use
the Report Map to navigate to different sections of the report.)
Note:
If the report does not contain multiple
sections, clicking this button does not
display anything.
Use the Page list to go to the different
pages in the report.
Note:
For more information about using the
Page list, see Paging on page 54.
Type a page number in the field (beside the page count area) and click
the Go to Page button to view that
page.
Go to Page
50 Portal Integration Kit User’s Guide for Microsoft SharePoint
Note:
For more information about using the
Go to Page button, see Paging on
page 54.
Page 51
Parameters
Using the Crystal Report View Web Part
Web Part Features
DescriptionOption
Type words in the search field and
Search Page
All of the toolbar options are set by both the Web Site Creator and the
BusinessObjects Enterprise administrator. In particular, the Print option
requires that certain rights be enabled by the BusinessObjects Enterprise
administrator, or it will not appear on the toolbar regardless of the
configuration set by the Web Site Creator.
For information about the availability of these options, contact both your Web
Site Creator and your BusinessObjects Enterprise administrator.
click the Search Page button to locate the first occurrence of the text
in the report.
4
The reports that you choose to view may contain parameters, which prompt
you to enter information. The information that you enter or the way that you
respond to the prompts determines what appears in the report.
For example, a report may contain a parameter, which prompts you to choose
which view of the report to display. You may choose to display a view that
contains data for the current month or a view that contains data for the entire
year. By specifying a value for the parameter, you decide which view of the
report is displayed on the web part.
Prompt types
Depending on how a report is designed, the parameters may prompt you to
provide your own values or select from a given set of values. You may find
parameter prompts on the web part toolbar or in separate areas underneath
the toolbar.
The following list provides examples of the different types of parameter
prompts that you may see in a report:
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Using the Crystal Report View Web Part
4
Web Part Features
• Selection List
In a selection list prompt, you are required to choose a value for the
parameter from a predefined list of values.
• Input Field
In an input field prompt, you are required to enter a value in a field for the
parameter. The report is displayed based on the value that you provide.
• Adjustable Selection List
In an adjustable selection list prompt, you have two options: you can
choose a value from a predefined list, or you can enter a value of your
choice. This prompt type combines the features of the selection list and
the input field prompts.
• Calendar
In a calendar prompt, you are required to choose a value from a calendar.
This type of parameter prompt is usually present in reports that contain
date-related information.
• Range
In a range prompt, you are required to provide values for a specific range
of data in the report. Depending on how the parameter is configured, you
may select values from a list or enter values based on your preference.
Note:
The web part toolbar is configured to display range parameters that ask
you to specify only a single range; that is, it cannot display parameters
that require you to provide values for more than one range.
As a result, when you view a report that contains multi-range parameters,
you will be prompted to provide range values from within the report viewer
rather than the toolbar.
The ability to use parameters depends on a report’s design and the
configurations set by both the Web Site Creator and the BusinessObjects
Enterprise administrator. If you have questions about working with parameters
in your report, contact your Web Site Creator and your BusinessObjects
Enterprise administrator.
52 Portal Integration Kit User’s Guide for Microsoft SharePoint
Page 53
Preserving parameter values
Your Web Site Creator may have configured the Crystal Report View web
part to preserve parameter values. In this situation, when you view a report,
the parameter values that you choose are “remembered? by the web part.
As a result, the next time that you view the report, the parameter values that
you had previously selected are specified as the default parameter values
for the report.
For more information about preserving your parameter values, contact your
Web Site Creator or your SharePoint administrator.
Viewing Reports
The way that you view a report usually depends on your personal preferences;
whether you choose to use the Report Map, for example, or prefer to "jump"
to specific pages, you determine which method works best for you. However,
certain factors, such as the report’s design or the report’s length, affect how
efficiently you can obtain the information that you need.
Using the Crystal Report View Web Part
Viewing Reports
4
The three methods that are most commonly used to view reports are paging,
searching, and drilling down. Each method has its own uses and advantages,
which are described in the sections that follow. From the information that is
provided, you can determine which method best fits your report-viewing
needs.
Before you can view a report in the Crystal Report View web part, you must
select the report from the list of available reports.
To select a report in the Crystal Report View web part
1. On the upper-right corner of the Crystal Report View web part, click the
Web Part Menu arrow.
The Web Part menu appears.
2. Select Modify Shared Web Part.
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Using the Crystal Report View Web Part
4
Viewing Reports
The Crystal Report View properties pane appears. (The properties pane
is also referred to as the Tool Pane.)
3. In the properties pane, click the Browse button.
A list of folders or reports is displayed in the Crystal Report View web
part.
Note:
If you have not subscribed to documents in the Document List web part,
you will not see any reports listed. Click Public Folders to search for a
report.
4. Select the report that you would like to view.
The name of the report is placed in the Default Report field in the
properties pane.
5. Click Apply to view the report.
The report appears in the Crystal Report View web part.
Paging
You can page through the data in a report by using the page navigation
options on the web part toolbar.
Page list
Expand the Page list to view and navigate the pages of a report.
For scalability reasons, the total number of pages in a report may not always
be immediately known. A plus symbol is appended to the page count area
of the toolbar to indicate an unidentified total. (If all of the pages are known,
then the overall total is shown.)
You may select and view any of the known pages from the Page list. However,
to select pages from a report with an unknown page total, you are required
to use the Go to Page button.
54 Portal Integration Kit User’s Guide for Microsoft SharePoint
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Using the Crystal Report View Web Part
Viewing Reports
Go to Page button
In the field beside the page count area, type the number of the page that
you want to view, then click the Go to Page button to view that page.
If you type a page number that exceeds the overall page total of the report,
the web part automatically displays the last page of the report. This feature
is extremely useful for identifying how many pages are in a report with an
unknown page total.
After you have identified the total number of pages in the report, you may
then use the Page list to navigate through the pages.
Plus/Minus notation
The plus/minus notation is a feature of the Go to Page option that allows you
to cycle through pages in a report.
In the field beside the page count area, type + followed by a number (for
example, +2), and then click the Go to Page button to jump two pages ahead
of the page that you are currently viewing. Similarly, you can type - followed
by a number (for example, -2), and click the Go to Page button to jump two
pages backwards. Because the web part remembers the value that you enter
in the field, you can continue to click the Go to Page button until you reach
the last (or first) page of the report.
4
Searching
Note:
The paging options are set by both the Web Site Creator and the
BusinessObjects Enterprise administrator. For information about the
availability of these options, contact both your Web Site Creator and your
BusinessObjects Enterprise administrator.
You can also navigate through a report by locating text.
The Crystal Report View web part toolbar includes a search option that allows
you to locate the first occurrence of text in a report. For example, if you type
the word Total in the search field and click the Search Page button, the web
part viewer will automatically display the first page in the report where the
word Total appears.
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Using the Crystal Report View Web Part
4
Alternative formats
Note:
The search option is set by both the Web Site Creator and the
BusinessObjects Enterprise administrator. For information about the
availability of this option, contact both your Web Site Creator and your
BusinessObjects Enterprise administrator.
Drilling down
Depending on how a report is designed, it may include sections or objects
that allow you to drill down.
Drilling down refers to the action of clicking on a particular section/object in
a report to obtain more detailed information. For example, a report may
contain a pie chart that displays sales divided by region. When you click on
a region in the chart, the report may drill down to display specific sales
information, such as dates, prices, and products sold for the region that you
selected.
Use the Show list on the Crystal Report View web part toolbar to return to
the sections from which you drilled down.
Note:
The availability of the Show list on the web part toolbar depends on
configurations set by the report designer and the Web Site Creator. Contact
the report designer and the Web Site Creator for more information.
Alternative formats
The BusinessObjects Enterprise XI Portal Integration Kit allows you to view
your Crystal Reports in different formats. If the necessary options are enabled
by your Web Site Creator and your BusinessObjects Enterprise administrator,
you can view your reports in the following formats:
• As a Crystal report.
• As a Microsoft Excel spreadsheet.
• As a Microsoft Word document.
• As an Adobe Acrobat PDF.
You can view a report in these formats by clicking the corresponding buttons
that are on the Crystal Report View web part toolbar.
56 Portal Integration Kit User’s Guide for Microsoft SharePoint
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Real-time or scheduled reports
The reports that you choose to view in alternative formats can be one of two
types:
• A real-time version
When you click to view the report, the SharePoint system communicates
with BusinessObjects Enterprise to retrieve and display the most up-todate
information from the report’s data source.
• A previously saved version
When you click to view the report, the SharePoint system displays the
most recently saved version of the report in BusinessObjects Enterprise.
This version contains information that was retrieved from the report’s data
source at an earlier scheduled time.
To identify which type of report is displayed when you click an alternative
format viewing button, move your cursor over the button and view the tooltip.
• If the tooltip displays the name of the alternative format, then clicking the
button will display a real-time version of the report.
• If the tooltip displays date and time information, along with the name of
the alternative format, then clicking the button will display a previously
saved version of the report. (The date and time on the tooltip indicate
when the report was last saved in the format that you selected.)
Using the Crystal Report View Web Part
Preserving the reports displayed
4
Preserving the reports displayed
Your Web Site Creator may also have configured the Crystal Report View
web part to preserve the reports that you view. In this situation, when you
click to view a report (from a document list in another web part or from a web
page hyperlink that leads to a report), the report that you choose is
remembered by the web part. As a result, the next time that you access the
web page that contains the Crystal Report View web part, the report that you
had previously viewed is automatically displayed on the web part.
For more information about preserving the reports displayed on a Crystal
Report View web part, contact your Web Site Creator and your SharePoint
administrator.
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Using the Crystal Report View Web Part
4
Troubleshooting
Troubleshooting
This section provides information about specific issues that may occur
whenyou use the Crystal Report View web part.
Web part help
If you want to view the online help for the Document List web part, click the
Web Part Menu arrow (on the upper-right corner of the web part) and, on
the menu that appears, select Help.
The online help contains all of the information that is in this guide.
Report viewer
If you click to view a report and the web part that is supposed to display the
report does not display anything, then the RAS and Page servers that handle
report processes in the background may not be working.
In this situation, you are able to see the toolbar for the report, but not the
report itself. You need to inform your BusinessObjects Enterprise
administrator about the situation as soon as possible.
Updated reports
If the layout, design, or physical structure of a report is modified while you
are viewing the report (for example, if the BusinessObjects Enterprise
administrator replaces the report with a version that includes new headings
and fields), clicking Refresh will display the updated data source information,
but not the updated report structure.
To view the report with the updated structure, you need to view another
report, and then return to the report that you were previously viewing.
Alternatively, you can close the browser, open it, and access the report once
again.
Parameters
If you are viewing a report that contains parameters and you find that you
are unable to enter/select values for the parameters, then your
BusinessObjects Enterprise administrator may have neglected to specify the
necessary settings to enable parameter selection.
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Using the Crystal Report View Web Part
Troubleshooting
You need to inform your BusinessObjects Enterprise administrator about the
situation as soon as possible.
Error Messages
When you view a web page that contains the Crystal Report View web part,
you may encounter the following error messages:
DescriptionMessage
This message means that you are
unable to access the BusinessObUnable to access the BusinessObjects Enterprise infrastructure at
servername for username. Contact
your reporting administrator for assistance.
jects Enterprise CMS; as a result,
the Crystal Report View web part is
not able to function properly. You
need to contact your SharePoint ad-
ministrator and your BusinessObjects
Enterprise administrator to resolve
the issue.
4
Unable to access the BusinessObjects Enterprise infrastructure at
servername for username. The infrastructure may not be accessible,
or you have not been granted access
using automatic sign-on with authen
tication. Contact your reporting
administrator for further details on
availability.
Unable to access the BusinessObjects Enterprise infrastructure at
servername for username. The infrastructure may not be accessible,
or you have not been granted access
as username with authentica
tion. Contact your reporting administrator for further details on availability.
Portal Integration Kit User’s Guide for Microsoft SharePoint 59
This message means that the single
signon feature has not been enabled
for your account. You need to contact
your SharePoint administrator and
your BusinessObjects Enterprise ad-
ministrator to resolve the issue.
This message means that you do not
have the necessary authentication
/access rights (or the system does
not recognize them). You need to
contact your SharePoint administrator
and your BusinessObjects Enterprise
administrator to resolve the issue.
Page 60
Using the Crystal Report View Web Part
4
Troubleshooting
No report available. To display a report, perform an operation in web
part, such as selecting a report.
This reportname cannot be found.
Contact your BusinessObjects Enterprise administrator for further details
on availability.
DescriptionMessage
This message means that the Crystal
Report View web part needs to re-
ceive instructions from the webpart
before it can display a report. (For
example, if webpart contains a
document list, then you need to se-
lect a report from the list. The report
that you choose is what will then be
displayed in the Crystal Report View
web part.)
This message means that the report
that the web part is trying to display
cannot be found. You need to contact
your Web Site Creator and your
BusinessObjects Enterprise adminis-
trator to resolve the issue.
This message means that the report
that the web part is trying to display
reportname is currently unavailable
to username. Contact your BusinessObjects Enterprise administrator for
further details on availability, or for
rights to view this report as a realtime refresh.
60 Portal Integration Kit User’s Guide for Microsoft SharePoint
is unavailable to you. You need to
contact your BusinessObjects Enter-
prise administrator to resolve the is-
sue.
Note:
For information about report availabil-
ity, see Availability on page 21.
Page 61
reportname summary view is currently unavailable. You do not have
sufficient privileges to view the summary of this report. Contact your
BusinessObjects Enterprise administrator for further details on availability
and for rights to edit objects.
Using the Crystal Report View Web Part
Troubleshooting
DescriptionMessage
This message means that the Crystal
Report View web part is unable to
display the report because the Busi-
nessObjects Enterprise administrator
has not granted you the necessary
rights to view report summaries. You
need to contact your BusinessOb-
jects Enterprise administrator to re-
solve the issue.
4
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Using the Crystal Report View Web Part
Troubleshooting
4
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Configuring the Crystal Report View Web Part
5
Page 64
Configuring the Crystal Report View Web Part
5
Overview
Overview
The Crystal Report View web part allows Information Consumers to view
Crystal reports from within the SharePoint portal. For this reason, when you
define the properties of the web part, you need to consider a few things:
• The design, the structure, and the type of reports that the web part will
display.
• The level of technical knowledge that the Information Consumers possess.
• The functionality that you need to make available to the Information
Consumers.
• The interaction that occurs among the various web parts in the SharePoint
system.
Keeping these points in mind will help you create the web part configuration
that best fits the needs of your Information Consumers.
To add the Crystal Report View web part to a web page
As the Web Site Creator, you can modify the appearance and functionality
of a web page in your SharePoint system by adding web parts. If you want
to provide Information Consumers with the ability to view Crystal reports from
within the SharePoint portal, you need to add the Crystal Report View web
part to a shared page.
Note:
You can also add the web part to a personal page instead of a shared page.
However, if you add the web part to a personal page, only the Information
Consumer to whom the page belongs will be able to see the web part.
1. Open your web browser and go to the page in the SharePoint portal where
you want to add the web part.
2. In the Actions area of the page, click Edit Page.
The page reloads in Edit mode.
3. O n the upper-right corner of the page, click Modify Shared Page > Add
Web Parts > Browse .
The Add Web Parts pane appears on the right side of the page.
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Configuring the Crystal Report View Web Part
To add the Crystal Report View web part to a web page
4. From the list of galleries, select Virtual Server Gallery.
The Web Part List displays the available web parts in the Virtual Server
Gallery.
5. From the Web Part List, select Crystal Report View.
6. At the bottom of the pane, select the zone where you want to add the
Crystal Report View web part, then click Add.
Tip:
You can also drag the web part to the zone where you want it to appear.
The Crystal Report View web part is now added to the web page. To close
the Add Web Parts pane, click Close on the top-right corner of the pane.
Note:
When you add a Crystal Report View web part to a web page, you need to
check with your BusinessObjects Enterprise administrator to see if the
BusinessObjects Enterprise RAS and/or Page servers are running and
configured according to the specifications in the BusinessObjects Enterprise
XI Portal Integration Kit Administrator’s Guide. If you add the web part and
neither of the servers is working/configured properly, then the Information
Consumers will be not be able to view reports on the web part. For more
information, see Troubleshooting on page 58.
5
To create a personal zone
Depending on the personalization features that you want to enable in the
web part, you may need to add the Crystal Report View web part to a personal
zone on the web page.
A personal zone functions similarly to a regular zone on the web page: you
add your web parts to it. However, unlike regular zones, personal zones
allow Information Consumers to personalize the web part that is in the zone.
Two features of the Crystal Report View web part—Remember report for
user and Remember for user—require that you add the web part to a personal
zone. If you add the web part to a regular zone, you will not be able to select
these properties on the Properties pane. (For more information about the
Properties pane, see Properties pane on page 68.)
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Configuring the Crystal Report View Web Part
5
Configuring the web part
1. Launch Microsoft Frontpage 2003 and open the web page where you
want to add the web part.
Note:
If you do not have Microsoft Frontpage 2003 installed on your system or
if you prefer to modify the page by using HTML, see the end of this section.
2. On the web page, right-click a regular zone.
A shortcut menu appears.
3. Select Web Part Zone Properties.
The Web Part Zone Properties dialog box appears.
4. Select the Allow users to change personal Web Part settings check
box.
5. Click OK.
The zone on the web page is now a personal zone.
If you are familiar with HTML, you can also modify the HTML code for the
web page directly. You need to change the AllowPersonalization attribute of
the related WebPartPages:WebPartZone from false to true.
Configuring the web part
As the Web Site Creator, you can also modify the features of the Crystal
Report View web part. To make changes to the appearance and/or
functionality of the web part, see the following sections:
•
Web part menu on page 67
•
Properties pane on page 68
•
To access the Connections menu on page 85
Note:
By default, the BusinessObjects Enterprise XI Portal Integration Kit installs
sample web parts that you can use as models of a configured Crystal Report
View web part. These sample web parts—Aruba Sports to Coastal,
Consolidated Income, and World Sales—are located in the Virtual Server
Gallery, along with the Crystal Report View web part. For more information
about the sample web parts, contact your SharePoint administrator.
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Web part menu
The Web Part menu contains options that you can use to modify the entire
web part. To access the menu, click the arrow on the upper-right corner of
the Crystal Report View web part.
In addition to Help, which is typically the only function that is available to
Information Consumers, the web part menu includes the following options
for Web Site Creators:
Minimize/Restore
Configuring the Crystal Report View Web Part
Configuring the web part
DescriptionOption
Click Minimize to hide the contents
of the web part. If you want to see
the contents of a minimized web part,
select Restore (which appears in
place of Minimize) from the Web Part
menu.
5
Close
Modify Shared Web Part
Portal Integration Kit User’s Guide for Microsoft SharePoint 67
Click Close to remove the web part
from the page.
Click Modify Shared Web Part to
access the Properties pane and the
Connections menu.
Note:
• For information about the web
part Properties pane, see Proper-
ties pane on page 68.
• For information about the web
part Connections menu, see To
access the Connections menu on
page 85.
Page 68
Configuring the Crystal Report View Web Part
5
Configuring the web part
Export
Help
DescriptionOption
Click Export to save the web part
(and its current settings) as a .dwp
file that you can install and deploy on
another SharePoint system.
Click Help to access the help for the
Crystal Report View web part.
The web part help is a compiled set
of HTML files. If you want to modify
the URL of the help, expand the Advanced node in the Properties pane.
The URL of the help is located in the
Help Link field.
Note:
For information about the web part
Properties pane, see Properties pane
on page 68.
Properties pane
The Properties pane allows you to customize the features of the Crystal
Report View web part. The settings that you specify in this pane determine
what Information Consumers are able to see and do when they use the web
part.
Crystal Report View properties
By default, the SharePoint system offers three categories of properties that
you can modify to customize the features of a web part: Appearance, Layout,
and Advanced. These categories are present in all web parts. (For information
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about modifying the properties in these categories, refer to your SharePoint
documentation.)
Report Appearance, Report Behavior, Toolbar, Toolbar (Full Report Only),
and Prompts are additional categories that are specific to the Crystal Report
View web part.
Report Appearance
Report Appearance contains the properties that determine how the reports
are displayed to the Information Consumers.
Configuring the Crystal Report View Web Part
Configuring the web part
5
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Configuring the Crystal Report View Web Part
5
Configuring the web part
DescriptionOption
"Default Reoprt "
"Show Full
Report"
The report that you specify in this field is automatically displayed on the web part when Information Consumers access
the web page. You can click the Use Current button to set
the current report as the default report, or click the Browse
button to search for a report.
Note:
You can type the full name, ID, or CUID of a report in this
field. If you type the partial name of a report, the web part
displays the closest available match in your system. For instructions on how to obtain the CUID of specific reports, see
Configuring your “BusinessObjects Enterprise deployment”
in the BusinessObjects Enterprise XI Portal Integration Kit
Administrator’s Guide, or contact your BusinessObjects
Enterprise administrator.
By default, if a report contains a summary, then the Crystal
Report View web part displays the summary of the report.
The Show Full Report option forces the web part to display
the full view of the report.
Note:
This option applies only to reports that contain summaries.
If a report does not contain a summary, then the web part
will display the full report regardless of whether you select
this option or not.
"Show Report
Name"
"Show Report
Map"
70 Portal Integration Kit User’s Guide for Microsoft SharePoint
This option shows/hides the report’s name on the web part
title bar.
This option specifies whether or not the map of a report is
shown automatically when the report is displayed in the
Crystal Report View web part.
Note:
If the report does not contain multiple sections, clicking this
button does not display anything.
Page 71
Report Behaviour
Report Behavior properties specify how reports are handled by the various
web part processes.
Configuring the Crystal Report View Web Part
Configuring the web part
5
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Configuring the Crystal Report View Web Part
5
Configuring the web part
DescriptionOption
"Remember Report for User"
"Accept Url
Properties"
This option enables the web part to remember the last report that is viewed by an Information Consumer. The next
time that the Information Consumer accesses the web
page, the web part automatically displays the last report
that he/she viewed.
Note:
• This option is applicable only to reports that are sent to
the Crystal Report View web part from another web
part. For more information, see Overview on page 106.
• This option is available only if the Crystal Report View
web part is located in a personal zone. For more information about personal zones, see To create a personal
zone on page 65.
This option enables the Crystal Report View web part to
display reports that are sent by a Document List web part
(or any other web part that is capable of sending BusinessObjects Enterprise folder information) or static hyperlink
from another web page.
Note:
This option corresponds to the Alternative Report view Url
option that is set in the Document List web part. For more
information, see Overview on page 106.
"Alternative Formats"
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Configuring the Crystal Report View Web Part
Configuring the web part
DescriptionOption
This option allows you to set what version of a report is
displayed when Information Consumers click one of the
alternative format viewing buttons to view a report.
PreferSavedFormats
If a saved version of the report is available, then the web
part will display the most recent saved version. If a saved
version is not available, then the web part will attempt to
obtain and display the most up-to-date information from
the report’s data source.
Note:
If a saved version is not available and the Information
Consumer does not have the necessary rights to access
the report’s data source, then the report will be inaccessible. Contact your BusinessObjects Enterprise administrator
for information about access rights.
5
AlwaysRealTimeRefresh
Select AlwaysRealTimeRefresh to configure the web
part to obtain and display the most up-to-date information
for every report that is viewed. For this setting, you need
to ensure that your Information Consumers have the necessary rights to access the data sources of the reports.
Contact your BusinessObjects Enterprise administrator for
information about access rights.
Note:
This option may consume a significant amount of your
server resources.
SavedFormatsOnly
Select SavedFormatsOnly to configure the web part to
display only the saved versions of reports. The web part
never generates a report on demand.
Note:
If a saved version of a report is not available, then the In-
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Configuring the Crystal Report View Web Part
5
Configuring the web part
DescriptionOption
formation Consumers will not be able to access the report.
Contact your BusinessObjects Enterprise administrator for
information about creating saved versions of reports.
"Print Mode"
When you set the Alternative Formats property to PreferSavedFormats or
AlwaysRealTimeRefresh, you need to ensure that certain requirements are
met in order for the viewing options to be available on the toolbar:
• For the reports that do not have previously saved versions available, the
BusinessObjects Enterprise administrator must grant on-demand viewing
rights and export rights to the Information Consumers.
• You need to enable the viewing options that you want to make available.
When you set the Alternative Formats property in the web part to SavedFor
matsOnly, you need to ensure that certain requirements are met in order for
the viewing options to be available on the toolbar:
• The BusinessObjects Enterprise administrator must grant export rights
to the Information Consumers.
• You need to enable the viewing options that you want to make available.
You can use either the ActiveX or the Acrobat Reader
printing controls to print Crystal Report View reports from
the Internet Explorer browser.
Note:
You must use the Acrobat Reader printing control with the
Firefox browser because Firefox does not support ActiveX.
Toolbar
Toolbar properties specify which functions are available in the web part’s
Standard toolbar.
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Configuring the Crystal Report View Web Part
Configuring the web part
DescriptionOption
5
"Allow Full Report Viewing "
"Allow Excel
Viewing"
"Allow Word
Viewing"
"Allow Acrobat
Viewing"
"Allow real-time
refresh"
This option shows/hides the Crystal Reports viewing button, which allows Information Consumers to view the report in a Crystal report viewer.
This option shows/hides the Microsoft Excel viewing button,which allows Information Consumers to view the report
in Excel spreadsheet (.xls) format.
This option shows/hides the Microsoft Word viewing button, which allows Information Consumers to view the report in Word document (.doc) format.
This option shows/hides the Adobe Acrobat viewing button, which allows Information Consumers to view the report in Adobe Acrobat (.pdf) format.
This option shows/hides the Refresh button, which allows
Information Consumers to obtain the most up-to-date report information from the report’s data source.
Note:
• This option also governs the real-time availability of
reports. That is, you need to enable this option to allow
Information Consumers to select Real time from the
"Availability" prompt. For information about the "Availability" prompt, see Prompts on page 77.
• This option also requires the BusinessObjects Enter-
prise administrator to grant on-demand viewing rights
to the Information Consumers. Otherwise, they will not
be able to see the Refresh button on the toolbar or
select Real time from the Availability prompt regardless of the configuration set by the Web Site Creator.
"Allow Zoom"
This option shows/hides the zoom list on the web part
toolbar.
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Configuring the Crystal Report View Web Part
5
Configuring the web part
To allow Information Consumers to view reports in Excel, Word and PDF
formats, BusinessObjects Enterprise must be configured to provide the
necessary rights and capabilities to the Information Consumers. The
BusinessObjects Enterprise administrator must consider two things:
• Whether or not to allow Information Consumers to view reports on
demand.
• Whether or not to schedule reports to run in BusinessObjects Enterprise.
After the BusinessObjects Enterprise system is configured, the Web Site
Creator must then configure the Crystal Report View web part to allow
the Information Consumers to view the reports in alternative formats.
To see how the BusinessObjects Enterprise configuration and the Crystal
Report View web part configuration interact to allow Excel, Word, and PDF
viewing, see Verifying the setup on page 84.
Note:
• The settings that are specified by the BusinessObjects Enterprise
administrator override the settings that are specified by the Web Site
Creator. If you enable the viewing options but the administrator does not
grant the necessary rights, the Information Consumers will not be able
to see the viewing buttons on the toolbar.
• All of the toolbar options described are set by both the Web Site Creator
and the BusinessObjects Enterprise administrator. The four viewing
buttons and the Refresh option require that certain rights are enabled by
the BusinessObjects Enterprise administrator, or they will not appear on
the toolbar regardless of the configuration that you set.
Toolbar (Full Report Only)
Toolbar (Full Report Only) specifies which functions are available in the
Crystal Report View web part toolbar when the full report is displayed. (These
options are not available if the web part displays a report summary.)
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Configuring the Crystal Report View Web Part
Configuring the web part
DescriptionOption
5
"Allow Printing"
"Allow Report
Map Toggle"
"Allow Page
Navigation"
This option shows/hides the Print button, which allows Information Consumers to print reports directly from the web
part.
Note:
This option requires the BusinessObjects Enterprise administrator to grant print rights to the Information Consumers.
Otherwise, they will not be able to see the Print button on
the toolbar regardless of the configuration set by the Web
Site Creator.
This option shows/hides the Toggle Report Map button,
which allows Information Consumers to display the map of
a report.
This option shows/hides the Page list and the Go to Page
button, both of which allow Information Consumers to
navigate the pages of a report
Note:
For more information about page navigation options, see
Paging on page 54.
Prompts
"Allow Searching"
On the Properties pane, you can also modify the appearance and availability
of prompts for the Information Consumers. Prompts refer to the report
parameters, which ask Information Consumers to provide information. The
information that they enter or the way that they respond to the prompts
determines what appears in the report. (For more information about
parameters, see Parameters on page 51).
This option shows/hides the Search button, which allows
Information Consumers to search for specific text in the
report.
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Configuring the Crystal Report View Web Part
5
Configuring the web part
Availability Prompt
The Availability prompt allows Information Consumers to select which version
of a report is displayed on the web part. Depending on the design of the
report and the configuration of the web part, Information Consumers may be
able to select from a list of previously saved versions or choose to view a
report with the most up-to-date information on demand.
In the Availability section of the Prompts area, you can specify the following
options:
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Configuring the Crystal Report View Web Part
Configuring the web part
DescriptionOption
5
"Visible"
"Filter"
This option determines whether or not the Availability prompt
appears on the web part. If it does appear, you can also
specify where it is to be located.
• Select None to hide the prompt.
• Select Standard to include the prompt on the Standard
web part toolbar.
• Select Promptx to display the prompt x levels below the
Standard toolbar.
This option determines which saved versions of a report are
available for Information Consumers to access. Because
saved versions of reports are typically created on a regular
basis, a significant number of versions may be available
overall. The value that you specify in this field limits the
number of saved versions that Information Consumers will
be able to access through the "Availability" prompt.
By default, the filter is set to one month, which means that
only the saved versions that were created in the last thirtyone days are displayed in the "Availability" prompt. You can
replace the entry in this field with the following values:
• 1 minute or x minutes
• 1 hour or x hours
• 1 day or x days
• 1 week or x weeks
• 1 month or x months
• 1 quarter or x quarters
• 1 year or x years
"Remember
for User"
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Configuring the Crystal Report View Web Part
5
Configuring the web part
"Other
Prompts "
DescriptionOption
This option enables the web part to remember the value that
Information Consumers choose for the Availability prompt
in a report. As a result, the next time that they view the report, the prompt value that they previously selected becomes
the default selected value for the prompt.
Note:
For this option to work, the web part must be deployed in a
personal zone. For information about personal zones, see
To create a personal zone on page 65.
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Configuring the Crystal Report View Web Part
Configuring the web part
DescriptionOption
If a report contains parameters, you can modify the options
for each parameter’s prompt underneath the Availability
prompt section.
Depending on how the parameters in the report were designed, the options that you can specify may be different for
each one.
The following list provides examples of the different types
of parameter prompts that you may see in a report:
Selection list
In a selection list prompt, you are required to choose a value for the parameter from a predefined list of values.
This list is configured by the report designer.
Input field
In an input field prompt, you are required to enter a value in a field for the
parameter. The report is displayed
based on the value that you provide.
Adjustable selection list
In an adjustable selection list prompt,
you have two options: you may choose
a value from a predefined list, or you
may enter a value of your choice. This
prompt type combines the features of
the selection list and the input field
prompts.
Calendar
In a calendar prompt, you are required
to choose a value from a calendar. This
type of parameter prompt is usually
present in reports that contain date-related information.
5
"Range"
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Configuring the Crystal Report View Web Part
5
Configuring the web part
As the Web Site Creator, you can specify the visibility of prompts, as well as
their default selected value. You can also specify whether or not to allow the
web part to remember the values that Information Consumers choose.
DescriptionOption
In a range prompt, you are required to provide values for a
specific range of data in the report. Depending on how the
parameter is configured, the values may either be selected
from a list or entered based on your preference.
Note:
The web part toolbar is configured to display range prompts
that ask Information Consumers to specify only a single
range; that is, you cannot enable the Visibility of prompts
that require input for more than one range. When Information
Consumers try to view a report that contains multi-range
prompts, they are prompted to provide range values from
within the report viewer rather than on the toolbar.
Binding prompt
In addition to Visible and Remember for user (which function as described
in the Availability Prompt on page 78), other parameter prompts typically
offer the Binding option.
Typically, binding is used to determine what value appears as the default
value for a parameter prompt. (The default value is the value that is
automatically specified and used for the parameter unless you specify a
different value.)
For example, if your report contains a Day of the Week parameter and the
binding is set to the custom default value Wednesday, then Wednesday will
automatically be specified in the prompt when you view the report. You may
use this value to run your report, or you may specify a different value.
Web Site Creators can modify the binding of a report parameter to use one
of the following values:
• The default value that was specified by the report writer.
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Page 83
• A custom value of their choice (for example, Wednesday).
• An empty custom value, which enables the parameter to receive prompt
values that are sent to it from another web part.
To set the binding of a report parameter
1. In the Actions area of the page, click Edit Page.
The page reloads in Edit mode.
2. On the upper-right corner of the web part, click the Web Part Menu arrow.
The "Web Part menu" appears.
3. Select Modify Shared Web Part.
The "Properties" pane opens on the right side of the page.
4. In the Prompts section, specify the binding of the report parameters by
choosing a value from the Binding list.
If your system is a Windows SharePoint Services deployment, the
parameter binding options that are available to you are Report Default
and Custom Default:
• Select Report Default to specify the default value that was originally
set by the report writer.
• Select Custom Default and specify your own values in the value fields
underneath the Binding list, or leave the value fields empty to allow
the parameter to receive prompt values.
Configuring the Crystal Report View Web Part
Configuring the web part
5
Note:
• If the web part is configured to receive prompt values and you specify
Custom Default values, then the prompt values that are sent to the
web part will override the values that you set.
• If you select the Remember for user check box, the value that the
users enter for the parameter becomes the default value for the
parameter.
If you have an Office SharePoint Portal Server 2003 deployment, you
may be able to select additional binding options. As a result of the
extended features of Office SharePoint Portal Server 2003, you can bind
your report parameters to the profile properties of your Information
Consumers. For example, you may bind parameters to user names so
that the parameters in the report change depending on the user name of
the person who views the report.
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Configuring the Crystal Report View Web Part
5
Configuring the web part
5. Click OK.
Note:
You cannot use the additional binding features for report parameters that
use multiple values. For example, you cannot bind the FirstName option to
a range parameter (which typically requires two values).
For more information about the additional binding features in Office
SharePoint Portal Server 2003, contact your SharePoint system administrator.
Verifying the setup
As a best practice for Web Site Creators, you should always check to see
whether or not the settings that you specified in the Crystal Report View web
part correspond to the settings that are specified in BusinessObjects
Enterprise. If the Crystal Report View web part settings do not correspond
to the BusinessObjects Enterprise settings, the Information Consumers may
not be able to view their reports in alternative formats.
Example:
Suppose that you specify AlwaysRealTime as the value for the Alternative
Formats property, but the BusinessObjects Enterprise administrator does
not grant the Information Consumers export rights or ondemand viewing
rights. The Information Consumers will not be able to view their reports in
alternative formats.
Example:
Similarly, if you specify SavedFormatsOnly for the Alternative Formats
property, but the BusinessObjects Enterprise administrator does not
configure BusinessObjects Enterprise to generate and save versions of the
reports, then the Information Consumers will not be able to use the
alternative format viewing functions on the Crystal Report View web part
toolbar.
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Configuring the Crystal Report View Web Part
To access the Connections menu
The Connections menu allows you to establish communication and interaction
among the web parts in a web page.
1. In the Actions area of the page, click Edit Page.
The page reloads in Edit mode.
2. On the upper-right corner of the web part, click the Web Part Menu arrow.
The" Web Part menu" appears.
3. Select Modify Shared Web Part.
The Crystal Report View web part is outlined with a broken yellow line.
4. Click the Web Part Menu arrow again.
The Web Part menu appears with two new options: Delete and
Connections.
Configuring the web part
5
5. Click Connections.The menu expands and displays four options.
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Configuring the Crystal Report View Web Part
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Configuring the web part
DescriptionOption
Send Prompt
Values
Receive
Prompt Values
Send Document
This option allows you to send the parameter values that
you select in one report to a report that is displayed in
another Report for You web part (or any other web part
that is capable of receiving prompt values and displaying
reports) on the web page.
This option enables the web part to receive parameter
values that are sent from a report in another Report for
You web part (or any other web part that is capable of
displaying reports and sending prompt values) on the web
page.
To enable specific parameters in a report to receive the
prompt values that are sent to it, access the Properties
pane of the web part and, for the prompts in the Prompt
area, select Custom Default from the Binding list and
leave the Value field blank. If you do not select Custom
Default from the Binding list and leave the Value field
blank for a parameter, it will not be able to receive the
prompt values that are sent to it.
This option allows you to send the report that is displayed
on the web part to another Crystal Report View web part
(or any other web part that is capable of receiving Crystal
reports) on the web page.
Receive Document
For more information and specific examples of how to use the Connections
menu in the Crystal Report View web part, see Overview on page 106.
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This option enables the web part to receive and display
the report that is sent from another Report for You web
part (or any other web part that is capable of sending
Crystal reports) on the web page.
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Troubleshooting
This section provides information about specific issues that may occur when
you configure the Crystal Report View web part.
Report Summaries
If you configure the Crystal Report View web part to display report summaries
(that is, you do not select the Show Full Report option in the web part
"Properties" pane), you must check with your BusinessObjects Enterprise
administrator to see if the BusinessObjects Enterprise Page server is used
to display the reports. If the Page server is used to display the reports, the
BusinessObjects Enterprise administrator needs to grant the Information
Consumers edit rights so that they can view the report summaries properly.
Otherwise, they will see an error message.
Parameters
If you configure the Crystal Report View web part to display reports that
contain parameters, you need to check if your BusinessObjects Enterprise
administrator has made the necessary changes in the Central Management
Console to enable parameter selection. Otherwise, when Information
Consumers attempt to view the reports, they will not be able to select/enter
values for the parameters.
Configuring the Crystal Report View Web Part
Troubleshooting
5
Alternative Formats
If you want to allow Information Consumers to view the most up-to-date
version of the reports in alternative formats (for example, as Word documents
or Excel spreadsheets), you need to set the following options on the web
part "Properties" pane:
• The viewing buttons for the alternative formats that you want to make
available.
• The Alternative Formats option to AlwaysRealTime.
As well, the BusinessObjects Enterprise administrator must grant export
rights to the Information Consumers.
Note:
In this situation, for every time that an Information Consumer views a report
in an alternative format, the web part retrieves the most up-to-date information
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Configuring the Crystal Report View Web Part
5
Troubleshooting
from the report’s database. If your system is used by numerous Information
Consumers at the same time, performance issues may occur. As a result, it
is recommended that you set the Alternative Formats option on the
"Properties" pane to PreferSavedFormats (rather than AlwaysRealTime)
or limit the number of Information Consumers who can view reports in
alternative format on demand. For more information, see Report Behaviour
on page 71 or contact your BusinessObjects Enterprise and SharePoint
administrators.
Error Messages
When you view a web page that contains the Crystal Report View web part,
you may encounter the following error messages:
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Troubleshooting
DescriptionOption
5
Unable to access the BusinessObjects Enterprise infrastructure at
servername for username. Contact
your reporting administrator for assistance.
Unable to access the BusinessObjects Enterprise infrastructure at
servername for username. The infrastructure may not be accessible,
or you have not been granted access
using automatic sign-on with authen
tication. Contact your reporting
administrator for further details on
availability.
Unable to access the BusinessObjects Enterprise infrastructure at
servername for username. The infrastructure may not be accessible,
or you have not been granted access
as username with authentica
tion. Contact your reporting administrator for further details on availability.
This message means that you are
unable to access the BusinessObjects Enterprise CMS; as a result, the
Crystal Report View web part is not
able to function properly. You need
to contact your SharePoint administrator and your BusinessObjects Enterprise administrator to resolve the
issue.
This message means that the single
sign-on feature has not been enabled
for your account. You need to contact
your SharePoint administrator and
your BusinessObjects Enterprise administrator to resolve the issue.
This message means that you do not
have the necessary authentication
/access rights (or the system does
not recognize them). You need to
contact your SharePoint administrator
and your BusinessObjects Enterprise
administrator to resolve the issue.
No report available. To display a report, perform an operation in web
part, such as selecting a report.
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Configuring the Crystal Report View Web Part
5
Troubleshooting
DescriptionOption
This message means that the Crystal
Report View web part needs to receive instructions from the webpart
before it can display a report. (For
example, if webpart contains a
document list, then you need to select a report from the list. The report
that you choose is what will be displayed in the Crystal Report View
web part.)
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Configuring the Crystal Report View Web Part
Troubleshooting
DescriptionOption
5
This reportname cannot be found.
Contact your BusinessObjects Enterprise administrator for further details
on availability.
reportname is currently unavailable
to username.
Contact your BusinessObjects Enterprise administrator for further details
on availability, or for rights to view
this report as a real-time refresh.
reportname summary view is currently unavailable. You do not have
sufficient privileges to view the summary of this report.
Contact your BusinessObjects Enterprise administrator for further details
on availability and for rights to edit
objects.
This message means that the report
that the web part is trying to display
cannot be found.
You need to contact your Web Site
Creator and your BusinessObjects
Enterprise administrator to resolve
the issue.
This message means that the report
that the web part is trying to display
is unavailable to you. You need to
contact your BusinessObjects Enterprise administrator to resolve the issue.
Note:
For information about report availability, see Availability on page 21.
This message means that the Crystal
Report View web part is unable to
display the report because the BusinessObjects Enterprise administrator
has not granted the necessary rights
to view report summaries. You need
to contact your BusinessObjects Enterprise administrator to resolve the
issue.
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Configuring the Crystal Report View Web Part
Troubleshooting
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Using the Document View Web Part
6
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Using the Document View Web Part
6
Overview
Overview
Depending on how your Web Site Creator has configured the web parts in
your system, the documents that you choose to view may open in two
possible places:
• The main window of your web browser.
• A new browser window.
If the document is a Crystal report and it opens in a browser window, then
the viewer that is used is the standalone web Crystal report viewer. (For
more information about the web Crystal report viewer, contact your
BusinessObjects Enterprise administrator.)
Note:
The reports that appear in the Document View web part are in .rpt (Crystal
report) format. If you choose to view a document that is in a different format
(for example, a Word document or a PDF), then that document opens inside
its corresponding program (Microsoft Word and Adobe Acrobat) in the
Document View web part.
Web Part Features
The Document View web part enables you to view the information in any
supported document type from within your SharePoint portal. When you
select a document, the web part uses the default viewer for that type of
document to display it.
To view a document in the Document View web part
Before you can view a document in the Document View web part, you must
select the document from the list of available documents.
1. On the upper-right corner of the Document View web part, click the Web
Part Menu arrow.
The Web Part menu appears.
2. Select Modify Shared Web Part.
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Using the Document View Web Part
Web Part Features
The Document View properties pane appears. (The properties pane is
also referred to as the Tool Pane.)
3. In the properties pane, click the Browse button.
A list of folders or documents is displayed in the Document View web
part.
Note:
If you have not subscribed to documents in the Document List web part,
you will not see any documents listed. Click Public Folders to search for
a document.
4. Select the document that you would like to view.
The name of the document is placed in the Default Document field in the
properties pane.
5. Click Apply to view the document.
The document appears in the Document View web part.
Note:
The way that you view a document depends on your personal preferences
and the type of document. For example, you can view Crystal reports, PDF
files, and Word documents. When you view a PDF file, Acrobat Reader
launches in the Document View web part.
6
When the document is a Crystal report, you may be prompted to log on to
Infoview before you can view the report. The report appears in the standalone
web Crystal report viewer. (For more information about the web Crystal report
viewer, contact your BusinessObjects Enterprise administrator.) If you have
already viewed Crystal reports in the Document View web part, the Crystal
report viewer displays the report in the web part.
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Using the Document View Web Part
Web Part Features
6
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Configuring the Document View Web Part
7
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Configuring the Document View Web Part
7
Overview
Overview
The Document View web part lets Information Consumers view objects such
as Crystal reports and PDF files from within the SharePoint portal. When
you define the properties of the web part, you need to consider a few things:
• The design, the structure, and the type of objects that the web part will
display.
• The level of technical knowledge that the Information Consumers possess.
• The functionality that you need to make available to the Information
Consumers.
• The interaction that occurs among the various web parts in the SharePoint
system.
To add the Document View web part to a web page
As the Web Site Creator, you can modify the appearance and functionality
of a web page in your SharePoint system by adding web parts. If you want
to provide Information Consumers with access to their shared documents in
BusinessObjects Enterprise, you need to add the Document View web part
to a shared page in the SharePoint portal.
Note:
You can also add the web part to a personal page instead of a shared page.
However, if you add the web part to a personal page, only the Information
Consumer to whom the page belongs can see the web part.
1. Open your web browser and go to the page in the SharePoint portal where
you want to add the web part.
2. In the Actions area of the page, click Edit Page.
The page reloads in Edit mode.
3. On the upper-right corner of the page, click Modify Shared Page > Add
Web Parts > Browse .
The Add Web Parts pane appears on the right side of the page.
4. From the list of galleries, select Virtual Server Gallery.
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The Web Part List displays the available web parts in the Virtual Server
Gallery.
5. From the Web Part List, select Document View.
6. At the bottom of the pane, select the zone where you want to add the
Document View web part, then click Add.
Tip:
You can also drag the web part to the zone where you want it to appear.
The Document View web part is now added to the web page. To close the
Add Web Parts pane, click Close on the top-right corner of the pane.
Configuring the Web Part
As the Web Site Creator, you can also modify the features of the Document
View web part. To make changes to the appearance and/or functionality of
the web part, see the following sections:
•
Web part menu on page 67
•
Properties pane on page 68
•
To access the Connections menu on page 85
Configuring the Document View Web Part
Configuring the Web Part
7
Note:
By default, the BusinessObjects Enterprise XI Portal Integration Kit installs
sample web parts that you can use as models of a configured Document
View web part. These sample web parts—Shared Documents, and My
Favorites—are located in the Virtual Server Gallery, along with the Document
View web part. For more information about the sample web parts, contact
your SharePoint administrator.
Web part menu
The Web Part menu contains options to modify the entire web part. To access
the menu, click the arrow on the upper-right corner of the Document View
web part.
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Configuring the Web Part
DescriptionOptions
Minimize/Restore
Close
Modify Shared
Web Part
Export
Help
Click Minimize to hide the contents of the web part. If you
want to see the contents of a minimized web part, select
Restore (which appears in place of Minimize) from the Web
Part menu.
Click Close to remove the web part from the page.
Click Modify Shared Web Part to access the Properties
pane and the Connections menu.
Note:
• For information about the web part Properties pane, see
Properties pane on page 68.
• For information about the web part Connections menu,
see To access the Connections menu on page 85.
Click Export to save the web part (and its current settings)
as a .dwp file that you can install and deploy on another
SharePoint system.
Click Help to access the help for the Document View web
part. The web part help is a compiled set of HTML files. If
you want to modify the URL of the help, expand the Advanced node in the Properties pane. The URL of the help
is located in the Help Link field.
Note:
For information about the web part
Properties pane, see Properties pane on page 68.
To access the Properties pane
The Properties pane allows you to customize the features of the Document
View web part. The settings that you specify in this pane determine what
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