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BusinessObjects User's Guide: Reporting Techniques and Formatting

1. FY95Bahamas Beach 34 FY95French Riviera 23 FY95Hawaiian Club 43 You can display a calculation on data in a chart in the following way 1 Insert a cell in the section where you want the calculation to appear 2 Type an equal to sign 3 If you are using a variable to make the calculation type aless than sign lt the name of the variable a greater than sign gt For example to display the Revenue variable in the cell type lt Revenue gt 4 Ifyou are using a formula to make the calculation type the formula after the equal sign 5 Press Enter to view the result of the calculation TIP You can also drag a calculation from a table or a crosstab and drop it in the section where the chart appears For more on calculations see BusinessObjects User s Guide Accessing Data and Data Analysis Chapter 14 Creating Calculations Displaying a calculation on data in charts _ BusinessObjects User s Guide Reporting Techniques and Formatting L Working with and Formatting Charts Including Graphics and Other 4 Objects in Reports BusinessObjects User s Guide Reporting Techniques and Formatting Overview BusinessObjects works with data from and in other applications This means that you can bring in data and pictures from other Windows applications and display these in BusinessObjects reports You can also transfer data from BusinessObject
2. 200 0c eee eee eee eee eee 105 Sharing documents 200020 cece eee eee eee eee 127 Scheduling documents 200 0c eee eee eee eee 139 Printing documents 0 0 c eee tee 143 Chapter3 Exporting Data from BusinessObjects 155 What external formats are available 20 0 0005 157 Exporting data from BusinessObjects 200 200055 158 Part Ill Report Set Up and Creation Chapter4 Templates and Standard Report Styles 165 What are templates and standard report styles 167 Customizing standard report styles 20020000200 eee 171 Using templates 00 cece ees 180 Chapter5 Setting Up Master Detail Reports 185 What are master detail reports 200200 eee ee eeee 187 Structuring a master detail report 2002000 02ers 188 Re organizing a master detail report 0 0 0 es 192 Managing sections in a master detail report 0000 06 193 Undoing a master detail report 00000 02 ee eee eee 194 Chapter6 Setting Up Report Layout 197 Multi page reports 0 cee ee tees 199 Page setup lt i22isssinusiasaunusdsiwddeed inane eienededaus 206 Using page numbers times and dates 000 cece eeee 209 Inserting document information 200200 eee eee 212 Using outline view 0 0 eee 214 L Contents Chapter 7 Chapter 8 Chapter
3. Section Quepter gt Deleting the master Select the master cell 2 From the Edit menu click Delete The following message displays gt BusinessObjects x A You want to delete the section s master cell Do you want to delete the section Quarter too Undoing a master detail report BusinessObjects User s Guide Reporting Techniques and Formatting TIP You can also remove a master cell by dragging it into the Report Manager window gt Clearing the master cell 1 Click the master cell 2 Select Clear from the Edit menu The data from the master cell disappears but the master cell remains L Setting Up Master Detail Reports Setting Up Report Layout lt q BusinessObjects User s Guide Reporting Techniques and Formatting Overview This chapter describes how to set up your report layout You learn how to set up and manage multi page reports set margins headers and footers control exactly what appears on each page of the report manage tables that extend over several pages using running headers and footers for calculations over page breaks enhance your report by adding document and tracking information such as author page numbers date and time prepare a report for viewing L Setting Up Report Layout BusinessObjects User s Guide Reporting Techniques and Formatting Multi page reports When your report contains several pages there are a number of opti
4. Daily Sales Report Last refreshed 3 299 The date on which the report was last updated is inserted in the report This date is updated each time you refresh the report Changing how the date and time displays When you click Date and Time from the Insert menu the date is inserted by default To re format the cell to display the time or to reformat the display 1 2 3 Right click the cell and click Format Cell from the menu Click the Numbers tab on the Cell Format dialog box Click Date and Time in the Category list The display options are shown in the Formats box Click a format in the Formats box An example of how the date or time will appear is shown in the Properties box L Setting Up Report Layout BusinessObjects User s Guide Reporting Techniques and Formatting TIP If you see a cell that displays 4 it means that the textis to long to be fully displayed in the current cell size To fix the problem double click the cell border to re size it and correctly display the text gt Inserting the date and time If you want to insert both the date and time insert two cells using the Insert Special Field Date and Time command and re format one to display the time Using page numbers times and dates _ BusinessObjects User s Guide Reporting Techniques and Formatting Inserting document information For tracking purposes you may want to display information about the query y
5. a1 Accommodation Revenue Accommodation 50 520 Food amp Drinks 7 765 8 800 to this 2 Drag the cell and drop it on the other cell The contents are swapped and the section levels are changed gt Sorting ranking and filters You can sort filter and rank data in master detail reports You can sort filter and rank the values in the master cells and or the data in the tables and crosstabs in the sections For more information on sorting ranking and filtering data see BusinessObjects User s Guide Accessing Data and Data Analysis Chapter 11 Filtering and Ranking Data L Setting Up Master Detail Reports BusinessObjects User s Guide Reporting Techniques and Formatting Managing sections in a master detail report When you create a section it covers the entire width of the report Whatever you add or change in one section is added or changed in all the other sections created by the same master gt Displaying section delimiters Section delimiters are graphical markings that show you where sections begin and end Each section is named Showing these delimiters helps you organize and structure your sections To display the section delimiters 1 From the View menu click Section Delimiters A check mark displays next to the command showing that it is active 2 Click once on the report window 3 The section delimiters display Section Quarter gt Scaling charts in master det
6. A recap amount from the previous RunningSum lt Revenue gt page that is the sum of all the data in Sum lt Revenue gt the table up to and including the previous page The percentage of data displayed in Sum lt Revenue gt In CurrentPage the current page against all data Sum lt Revenue gt In Block displayed in the table NOTE For information on writing formulas see BusinessObjects User s Guide Accessing Data and Data Analysis Chapter 17 Formulas Local Variables and Functions You can also use Input Output and Reset contexts as well as the keyword arguments ForEach and ForAll in the page break header and footer cells For information on using this extended syntax see BusinessObjects User s Guide Accessing Data and Data Analysis Chapter 15 Calculation Context and Extended Extended Syntax gt Formatting page break headers and footers You can change the font number color and other attributes for the text and numbers displayed in the page break header and footer cells See Formatting cells on page 298 for information on how to do this Multi page reports BusinessObjects User s Guide Reporting Techniques and Formatting Page setup This section describes how to set up report page margins and how to use and format page headers and page footers For more information on printing your report see Printing documents on page 143 Setting margins When setting margins t
7. L Index creating blank reports 48 corporate categories 97 personal categories 89 reports 48 creating calculations see also BusinessObjects User s Guide Accessing Data and Data Analysis 266 crosstabs across edge 244 across edge display 297 adding cells columns rows to 259 body illustrated 244 building using drag and drop 250 copying 260 deleting 260 displaying charts as 325 down edge 244 down edge display 297 editing 256 formatting corners 290 hiding 229 illustrated 244 insert wizard 253 inserting 250 positioning 221 repeat on every page 199 selecting 257 setting standard report style 174 showing headers and footers 294 starting on new page 199 currency default format and regional settings 43 style 301 custom breaks 276 customer support 13 customizing block background shading 337 breaks on data 276 standard report styles 171 BusinessObjects User s Guide Reporting Techniques and Formatting D data accessing see also BusinessObjects User s Guide Accessing Data and Data Analysis 159 adding to tables 248 DDE see dynamic data exchange dragging and dropping 252 moving from axis to axis on charts 331 pivoting on charts 327 removing from chart display 332 data labels changing 356 deleting 356 displaying on chart 355 formatting 355 356 data providers updating 120 data series defined 340 formatting on charts 340 Data tab Report Manager 44 dates applying formats to cell contents 301 custom for
8. L Saving Refreshing Sharing and Printing Documents BusinessObjects User s Guide Reporting Techniques and Formatting To print your report without changing the current Page Setup options 1 Select from the following options in the Print dialog box Dialog section Option name Does what Printer Name Displays the available printers in a drop down list The printer properties display under the name Properties Displays the advanced document properties and options for the printer you select Print Range All total pages Prints all the pages in the currently pages selected report s Pages From begin Prints only the range of pages you page number to enter for the selected report s end page number Current Page Prints only the currently displayed page Copies Number of copies Allows you to specify the number of copies Use the up or down arrow to increase or decrease the number or enter a number in the text box The default value is 1 Collate Allows you to print the same pages together to collate multi copy print jobs Print What Selected reports Allows you to print only the currently selected reports All reports Allows you to print all the reports in the document using the Page Setup options of the report you selected Page Number Number across Adjusts the page numbers to consider selected reports the current print job if your reports contains the Page variable
9. Quarter Revenue 224 881 The first table shows the revenue per resort per quarter Since each resort per quarter is unique it does not make a difference if duplicate row aggregation is used or not The second table shows what happens when the Resort column is removed The revenue column shows a sum of all resorts for each quarter Since there are only four quarters there are only four rows in the table The third table shows the effect of using the Avoid Duplicate Rows Aggregation option on the second table Here the original number of rows is retained even though the table shows duplicate rows based on the dimension shown Quarter L Formatting Sections Tables and Cells gt Crosstabs BusinessObjects User s Guide Reporting Techniques and Formatting Crosstab Format Displays or hides a footer on the down edge of the crosstab Displays or hides a footer on the across edge of the crosstab gt Showing additional header information When you display data in a crosstab the headers show the values of the variables placed in the header row and column If you click the Show Variable Header check box you can display the name of the variable as well as the values and also show what the figures in the body cells refer to This gives additional information to help interpret the data in the crosstab Here is an example of how this works Here the values
10. some printers may not print it correctly To ensure that the Euro prints select Download as Softfont for the True Type Font setting under Graphic in the Advanced Options HP LaserJet 4000 Series PS Advanced Options 2 x ER HP Laserdet 4000 Series PS Advanced Document Settings 3g Paper Output Paper Size A4 Copy Count 1 Copy E n Graphic Resolution 600 Scaling 85 TrueType Font ike Document Options Metafile Spooling Disabled 4 PostScript Options Halftone Color Adjustment H a Printer Features If your report displays the Euro currency symbol on screen but does not print it you may not have a compatible printer driver Known printers that require changing the setting as shown above are HP LaserJet 4 4M Plus postscript driver HP LaserJet5si post script driver When you set advanced printer options then save your document these advanced settings only apply if you print to the same printer Due to the complexity of the various printers Business Objects cannot test therefore support all the advanced printer options Printing documents _ BusinessObjects User s Guide Reporting Techniques and Formatting L Saving Refreshing Sharing and Printing Documents Exporting Data from BusinessObjects chapter BusinessObjects User s Guide Reporting Techniques and Formatting Overview You can export data from BusinessObjects to use in other appl
11. 36 43 28 76 If you set the position of the chart in relation to the actual position of the table the chart is always under the table with the space that has been set Using relative positioning is particularly important if you are setting conditions to determine whether a table or chart for example is displayed or not If you do not position components in relation to one another you could end up with overlapping components or with big gaps between them Positioning report components _ BusinessObjects User s Guide Reporting Techniques and Formatting gt To position a block in relation to another report component 1 Right click on the block or cell and click Format Chart or Format Table from the menu The Format dialog box opens 2 Click the Appearance tab Chart Format p foot 3 In the Horizontal Position Relative to box click the marker you want to use to position the block or cell horizontally 4 Enter a number positive or negative in the Left field to set how much space you want to have between the marker and the selected block 5 In the Vertical Position Relative to box click the marker you want to use to position the block or cell vertically Top Margin Bottom Margir L Formatting Page Layout BusinessObjects User s Guide Reporting Techniques and Formatting When you select Top Margin under Vertical Position Relative to the table is displayed acco
12. 2 Click Browse to locate the file 3 Define the name of the server where the file will be located not the absolute path Click the Delete the file each time the task starts option if you want Broadcast Agent to watch for the file every time it processes the document Using this option enables report chaining whereby the file that triggers processing has to be present every time the document is due Scheduling documents _ BusinessObjects User s Guide Reporting Techniques and Formatting TIP You can combine the Time Schedule and File Watcher options Setting up files for the File Watcher and determining what Broadcast Agent should do if it cannot find the file are administrative functions that are explained in the Broadcast Agent User s Guide You may prefer to consult with your administrator if you want to set this up 4 Click OK to send the document or click a different tab to select more options EXAMPLE Processing a document when your database back up is complete System administrators may want to be certain that the database has been backed up before Broadcast Agent processes any documents If Broadcast Agent attempts to process a document during back up the task will fail systematically However you can use a feature called File Watcher to avoid this problem Configure your system so that a text file is sent to a given location when the back up process is complete Then 1 In the Scheduling tab click F
13. BusinessObjects User s Guide Reporting Techniques and Formatting L Breaking Up Tables 3 Click the Value Based Break check box When you click this check box Values becomes available Click Values The list of values box opens displaying a list of all the values of the Resort dimension Value Based Break x Values Bahamas Beach I Select All Values IV Show All Values Cancel Help Select French Riviera from the list and click OK Click OK again to close the Breaks dialog box Right click the Revenue column and select Calculations then Sum The calculation result adds the French Riviera section and the entire table as shown above NOTE Using value based breaks successfully depends on having the data available If the break is based on data that is not in your report the value based break cannot work Organizing multiple breaks You can insert up to nine breaks on a table or crosstab When you have more than one break in a table or crosstab the breaks are assigned levels BusinessObjects assigns the name level 1 to the first break level 2 to the second and so on You can rearrange these levels in the Breaks dialog box You can also set different options for the different breaks BusinessObjects User s Guide Rep orting Techniques and Formatting In the illustration below there are two breaks on the data one on the Resort dimension and one on the Quarter dimension The d
14. BusinessObjects User s Guide Reporting Techniques and Formatting Opening and viewing documents in BusinessObjects This section details procedures for opening documents in BusinessObjects 2 tier client server mode and in BusinessObjects web 3 tier mode via InfoView This section only applies if you are working with BusinessObjects online that is you have not clicked the Use in Offline mode check box Once your document is open you can perform most of the same reporting and formatting techniques The following table shows some of the reporting and formatting techniques you can use in 2 tier or 3 tier deployments of BusinessObjects If you want to possible in 2 tier possible in 3 tier deployment deployment Format a table with custom formats yes yes Apply a template yes yes Create complex calculation yes yes Create user objects and variables yes yes Use VBA macros and Add ins in a yes no BusinessObjects documents Access data using free hand SQL yes no Add a different data provider yes yes Use OLAP data provider yes with an OLAP yes with access pack WeblIntelligence for OLAP Use XML data yes yes Publish a document to Corporate yes if connected yes documents to a repository Send a document to Personal yes if connected yes documents and users to a repository Send a document to users via email yes yes Opening and viewing documents in BusinessObjects Busin
15. 1 Click Page Layout from the View menu 2 Display the first page of your document on screen L Formatting Page Layout BusinessObjects User s Guide Reporting Techniques and Formatting 3 Add a special field containing the page number in the right hand side of the page header area Page 1 of T 4 Right click on the page number cell and click Format Cell from the menu The Format Cell dialog box is displayed 5 Click the Appearance tab Cell Format x Number Alignment Font Border Shading Appearance You can name the selected cell You can change the size and position and set a displayed Type a name for the cell here The name helps you to 7 identify the cell in the Report Map list condition to determine Name fod pages whether the cell is hidden or m Position Horizontal Position Relative to Upper Section Vertical Position Relative to Upper Section 7 E 1 16th Inch Let ll 3 m Size Width fis 1 16th Inch Height E 1 16th Inch M Hide Cell Even Page Edit Formula Cancel Epp Help 6 Click the Hide Cell check box and type the following formula in the Hide Cell text box Even Page TIP Use the formula Even Page tohi report de all components on even pages in your 7 Click OK to close the Cell Format dialog box Follow this same procedure to e add the document title to
16. 1 Inthe Report toolbar click Page Layout You can only see the header and footer sections in Page Layout View 2 Click inside the header or footer then click Cell from the Insert menu The cursor changes to the Insert Cell cursor 3 Click where you want your cell to appear and click the mouse and drag to draw a cell Year Service Line Revenue Pe 4 Release the mouse A cell appears in the area and the flashing cursor indicates you can enter text 5 Type your text or formula in the cell and press Enter gt Applying shading to a header or footer You can apply different color shades and patterns to a header or footer Here is how 1 Click Page Layout from the View menu 2 Click inside the header or footer then select the Page Header or Page Footer from the Format menu The Page Header Format dialog box or the Page Footer dialog box appears Each dialog box contains the Shading tab only 3 Select the fill foreground color and background color 4 Click OK to apply the changes Page setup BusinessObjects User s Guide Reporting Techniques and Formatting Resizing headers footers and margins You can decrease or increase the height of headers and footers and the width of margins by dragging the mouse el 1 Click to activate Page Layout from the View menu Resize cursor 2 Position the pointer over the element you want to resize 3 When the pointer changes to the resize cursor click the mo
17. 1 600 000 1 400 000 1 200 000 1 000 000 800 000 600 000 400 000 200 000 0 Bahamas Beachi CY Revenue French Riviera Hawaiian Club Structuring a master detail report BusinessObjects User s Guide Reporting Techniques and Formatting 4 Drop the variable in the report above the block A section is created for each value of the variable Esama Piah Pm hnanan Building a master master detail report A master master detail report has sections within sections You create this type of report in the same way you create a master detail report by dragging a value out of a table or crosstab or from the Report Manager and creating a second section You can create up to nine sections in a report by adding master cells above or below the current master cells EXAMPLE Making a report with a year and a quarter section In this example you have a report with a Quarter section You want to add a year section so each financial year section displays the data for the four quarters in that year To do this e Drag the Year variable from Report Manager and drop in the report to create a new master cell L Setting Up Master Detail Reports BusinessObjects User s Guide Reporting Techniques and Formatting Report Manager an Sein ee ee 4 Variables b Quarter Resort Revenue Resort Bahamas Beach 224 881 z ae i cS Frenc
18. Report Sorts C Charts Document Exchange Alignment Formula Visual Basic Structure lt x M Show Tooltips 2 Click the toolbars you want to display and clear the ones you want to hide 3 Click Close to close the toolbar window TIP You can also display and hide toolbars by right clicking on any toolbar that is docked and clicking its name on the shortcut menu If you click the Toolbars command on the context sensitive menu the Toolbars dialog box displays as shown above A BusinessObjects Documenti Standard fie Edt view Inset Format Toole Data Analysis Window Help toolbar Qeus t eere Ata AR araa Eao 4 Docked Report area e E 2 E ae l Aa ie See toolbars toolbar A DDD MAR S Floating toolbars Three of the eleven toolbars are shown above Hover the mouse over the icon to display the short description or name L Report Basics and Report Manager BusinessObjects User s Guide Reporting Techniques and Formatting Displaying tooltips and keyboard shortcuts To activate the display of tooltips and keyboard shortcuts 1 There are two ways to display the Toolbars dialog box Click Toolbars from the View menu or Right click a docked toolbar and click the Toolbars command The list of toolbars displays as shown below Toolbars C Structure _ Borders V Sta
19. T wi Add Delete L Templates and Standard Report Styles crosstabs General settings include whether to display headers and footers and how page breaks are handled To edit the settings for the different elements that make up a crosstab click on the plus sign next to the crosstab icon You can set styles for headers and footers for the body cells of the crosstab and for the four corners of a crosstab You can edit the settings for breaks you insert in tables and crosstabs You can define up to nine different break levels with different attributes set for each level Standard Report Styles Click on the Breaks icon to edit settings that will apply to all breaks in the report Click on the Level n icon to edit settings that will apply to all level n breaks in the report Open the Level n folder and click on Down or Across to edit settings that apply only to the selected item For more information on formatting breaks see Formatting breaks on page 269 BusinessObjects User s Guide Reporting Techniques and Formatting gt Adding and deleting break levels When you add a new break level BusinessObjects inserts the new level below the level selected when you click Add The newly inserted break level has the same style settings as the break level under which it is inserted To add a break level 1 Select the Break level under which you want to add a break 2 Click Add A new break level is added to the list
20. To delete a break level 1 Select the break level you want to delete in the list 2 Click Delete gt Sections You can set different attributes for up to nine different sections in a report You can set attributes for the cells that are displayed at the top of each section and that contain the master value and for the background shading of the section Standard Report Styles Report Components H P Tables ah Crosstabs H 3 Breaks Click on the Section icon to edit settings that apply to all the section levels in your report ress To edit settings for a particular section click on the Level z Mana ca n icon and make the required changes 5 Section Area E s Level 2 To edit the settings for the different elements that make O Master Cell i gt E Section Area up a section click on the plus sign next to the Level n HE Page icon to open up the section list O Free standing Cell Click on Master Cell to edit settings for the master cell Click on Section Area to edit the background shading for the selected section For more information on formatting sections see Formatting sections on page 285 gt Adding and deleting sections When you add a new section level BusinessObjects inserts the new level below the level selected when you click Add The newly inserted section level has the same style settings as the section level under which it is inserted Customizing standard report styles _
21. 171019 5 28009 9 5247 6 47435 4 3 Click the data provider you want to refresh in the Data Providers list 4 Click Refresh 5 Click OK Saving documents _ BusinessObjects User s Guide Reporting Techniques and Formatting Refreshing a document with a prompt A prompt is a dialog box that asks you to choose which data you want to retrieve and display in your report This allows you to focus your analysis on a particular year or particular product line for example If a report has been set up with a prompt BusinessObjects shows this dialog box when you click Refresh The way a prompt dialog looks depends on how the person who created the report set it up In the example below the custom prompt dialog box asks you to choose a product line before refreshing the report Choose Product x Display Choose a Product Line City Skirts City Trousers Dresses Jackets Leather Outerwear Overcoats Shirt Waist Sweat T Shirts This prompt was customized to include the product line photos Automatically refreshing a document There are a number of options you can set to refresh your documents on a regular basis or at a set time gt Automatically refresh data providers on opening a document You can set BusinessObjects to automatically refresh all data providers in a document each time you open it To do this 1 Open your document 2 From the Tools menu click Options The Options di
22. 357 170 Hawaiian Club Q2 341 760 Bahamas Beach 971 444 Resort Quarter Revenue Hawaiian Club Q1 357 170 Hawaiian Club Q3 395 150 Hawaiian Club Q2 341 780 Hawaiian Club 385 560 Sum 3 286 524 Hawaiian Club Q3 395 150 Hawaiian Club Q4 385 560 Hawaiian Club Sum 1 479 660 Sum 3 286 524 Inserting and removing breaks Insert Break L Breaking Up Tables You can insert and remove breaks with a simple mouse click The Insert Break icon in the Report toolbar is a toggle button that inserts and removes breaks on data gt Inserting a break To insert a break 1 Click the column or row where you want to insert a break 2 In the Report toolbar click Insert Break The data in the table is broken up and Insert Break dims gt Removing a break To remove a break 1 Click where you inserted the break In the Report toolbar the Insert Break dims showing that the break has been applied to the selection 2 In the Report toolbar click Insert Break The Break is removed from the table or crosstab BusinessObjects User s Guide Reporting Techniques and Formatting You can only insert breaks on tables or crosstabs not on data in charts Formatting breaks When you first insert a break on data certain formatting and display options are applied by default You can edit these settings and set other options in the Breaks dialog box To disp
23. 99520 Bahamas Beach Q1 Bahamas Beach Q2 Bahamas Beach Q3 Bahamas Beach Q4 mae T French Riviera Sum 635 420 Quarter Revenue 224 581 237 872 263 422 245 269 971 444 Break footer tamaan Club displays the Ferain cwe 2 seo M lt io fr C cub oa E each section S 904 79 680 S 98 286 524 Break header Hawaiian Club 395 150 Hawaiian Club Q4 385 560 HawaiianClub Sum 1 479 660 This table displays a break footer only a table header and footer and a sum calculation PT Sum 3 286 524 _ Table footer displays the total for the table This table displays a break header and footer a table footer and a sum calculation gt Folding breaks You can also choose to display only the break headers and footers in a table as shown in the illustration below The other rows in the table are hidden Resort Quarter Revenue French Riviera Sum 835 420 Resort Quarter Revenue Bahamas Beach Sum 971 444 Resort Quarter Revenue Hawaiian Club Sum 1 479 660 3 206 528 L Breaking Up Tables BusinessObjects User s Guide Reporting Techniques and Formatting To do this e Click the Fold check box in the Breaks dialog box Break Definition M Break Header M Break Footer I Remove Duplicates I Center Value Across Break Merging cells When you insert a break on a row or column several columns or rows may display the sa
24. Address 227 hitp Infoview wisp scripts login webiHome jsp page options ML jspcmdBlock allter X Go Back Q Links oe GE Home My InfoView Options Logout Personal Documents BUSINESS OBJECTS Corporate Documents a Access documents available to you and other users Advanced Access the documents you saved for your personal use as well as the documents other users have sent to you Boor New Document Tutorial Lesson1 Lesson2 Lesson Top Managment CEO COO YPs Others a Create a new document using BusinessObjects You can also Add document to your portal from your computer Products Shoes Trousers Glasses n Human Ressources Processes New faces Head count Sales Geography Forecast 90 99 Q1 Q2 North America Oceania Scheduled Documents a3 a Europe View the scheduled list of documents and check their status Corporate Documents Personal Documents New Document Scheduled Documents xl al paj Local intranet 7 1 Click a link to the category list or document list on the InfoView Home page 2 Click a document link BusinessObjects starts and your document displays in a separate window L Report Basics and Report Manager BusinessObjects User s Guide Reporting Techniques and Formatting The first time you start BusinessObjects a minimum check is performed to detect if the necessary files are installed on your machine If not the
25. BusinessObjects User s Guide Reporting Techniques and Formatting gt Two dimensional and three dimensional pie 2001 22 25 2002 36 36 2003 41 39 2003 gt XY Scatter chart 6 000 000 4 5 000 000 4 000 000 3 000 000 T 2 000 000 1 000 000 e 0 L Working with and Formatting Charts BusinessObjects User s Guide Reporting Techniques and Formatting Creating a chart There are several ways to create a chart You can e use the Insert Chart wizard e turn an existing table or crosstab into a chart e copy and paste an existing table or crosstab and then turn it into chart To create a chart you need to use at least one measure object and one dimension or detail object Creating a chart using the New Chart Wizard You can use the New Chart Wizard to insert a chart in a report The following i procedure shows you one way to create a chart using existing data 1 Click Insert Chart on the Report toolbar or Click Chart on the Insert menu The cursor changes to the insert chart icon 2 Click in an empty section of the report and drag the cursor to draw a box An around the area where you want the chart to display insert chart ico A The size of the box you draw determines the size of the chart Insert Chart Creating a chart _ BusinessObjects User s Guide Reporting Techniques and Formatting 3 Releas
26. Formatting chart axes and axis labels Helping users to read your chart 2 Using different chart types on one chart Deleting charts 0 eee eee Displaying a calculation on data in charts Including Graphics and Other Objects in Reports Using data and pictures from other applications Using pictures in reports 0 0 eee Index 315 317 321 327 333 335 340 341 346 352 359 366 367 369 371 376 379 BusinessObjects User s Guide Reporting Techniques and Formatting Examples Inserting a Special Field using keyboard shortcuts 37 Accessing options by right clicking on a table icon in the Report Manager 47 Publishing a document with summary information and finding it later 72 Refreshing your document before saving it via Broadcast Agent 136 Faster Corporate document viewing over the web 137 Processing a document when your database back up is complete 142 Accommodating international audiences with Page Setup 152 Copying and pasting from BusinessObjects to Microsoft Word 162 Always displaying your company s logo in the header of your reports 168 Making a report with a year and a quarter section 190 How can display page totals and recap amounts in a multi page report 203 How do know when the data in my r
27. In addition to all the necessary program files a local copy of the online help is downloaded to your machine when you first install BusinessObjects When you open online guides however they are on the Business Objects server If you decide you want to view the online guides from your local machine or update your local online help you can install them while you are online 1 Click Install Help Files from the Help menu 2 Select Online Guides or Online Help The Windows Installer launches and the files are installed to your machine fe Please wait while Windows configures BusinessObjects Gathering required information L Report Basics and Report Manager BusinessObjects User s Guide Reporting Techniques and Formatting BusinessObjects workspace The BusinessObjects workspace is illustrated below BusinessObjects has three main parts e the menus and toolbars e the Report Manager window e the report window The document name displays in the title bar Menu bar Find in Report Toolbars T MEE la File Edt View Insert Format Tools Data Ahalysis Window Help la x teels i m ezslat mnnera ano 4 I cH eed id e ey ee ae Se A eS eee g Data FE Map E 4 Variables Category City Discount R e p ort City Revenue B cunentmonth Manager cunentquater currentweek A Lines window miei Quarter Region Report Store nam
28. Region Store name Year Sales revenue 38 Formulas 1 200 000 1 000 000 800 000 600 000 400 000 2001 200 000 2002 0 2003 Sweat T Shirts Accessories Shirt Waist Po CTA E Sales analysis Q Sales analysis 1 i Last Exec 5 23 2002 04 30 PM f I 4 L Report Basics and Report Manager BusinessObjects User s Guide Reporting Techniques and Formatting Retrieving BusinessObjects documents Depending on how BusinessObjects is set up in your company you may be able to access the Document Exchange functions BusinessObjects and InfoView are your entry points to retrieve documents from other users and from the corporate documents repository This section relates to BusinessObjects and includes these chapter headings e Retrieving documents from Users e Retrieving documents from Broadcast Agent e Retrieving documents from Corporate Documents Accessing documents from InfoView For more information on accessing and viewing BusinessObjects documents from InfoView see Viewing BusinessObjects documents via InfoView on page 59 Retrieving documents from Users The Retrieve From Users command on the File menu allows you to quickly retrieve documents that other users in the repository send you You usually receive a notification when you logon to BusinessObjects that you have documents to retrieve Retrieving BusinessObjects documents _ BusinessObjects User s Guide Reporting Techn
29. TIP You can also use the keyboard shortcut Ctrl Shift Y Copying cell formats You can copy and paste the formatting only of a cell To do this Select the cell from which you want to copy the formatting mx 2 in the Standard toolbar click Copy Paste Format 3 Select the cell to which you want to paste the formatting 4 Inthe Standard toolbar click Paste Format The formatting is copied but the contents remain unchanged Formatting cells _ BusinessObjects User s Guide Reporting Techniques and Formatting TIP You can also use the keyboard shortcut Ctrl Shift V to paste the formatting only Formatting text You can format text in cells in the following ways e change the font and font size e apply color e apply bold italics and underline You can apply some of these text formatting features using the Formatting toolbar Arial Jho J Bru A f a b c d e a Font b Font size c Bold d Italics e Underline f Text color To apply text formatting 1 Select the cell s row s or column s that contain the text you want to format 2 Use the Formatting toolbar to apply formatting gt Using the Cell Format dialog box to format text To use the Cell Format dialog box to format text 1 Select the cell s row s or column s that contain the text that you want to format 2 Click Cell from the Format menu or right click and select Format Cell from the menu The Cell Format dia
30. if your report is five pages long the first page indicates Page 5 5 then Page 6 5 Page 7 5 and so on 8 Select one of the Page order options if your report is several pages wide and several pages long Click the Over then down option to print the horizontal pages then the next vertical page Click the Down then over option to print vertically before horizontally 9 Click OK or Cancel OK saves your changes and closes the dialog box Cancel discards your changes and closes the dialog box 10 Click Printer to select the printer source from the Page Setup dialog box Page Setup 2 x Printer Name SHP4000TN amp 4 Propetties Status Ready Type HP Laseret 4000 Series PS Where 5A Floor Corridor Comment Network Cancel L Saving Refreshing Sharing and Printing Documents BusinessObjects User s Guide Reporting Techniques and Formatting 11 Click the Network button to connect to another printer on your network Printer Shared Printers I Expand by Default A Microsoft Windows Network Printer Information Comment Status Documents Waiting Cancel 12 Specify the name of the printer to use in the Printer text box by typing the full printer name or by browsing for the printer after expanding the network list 13 Click OK or Cancel OK saves your changes and closes the dialog box Cancel discards your changes and closes the dialog box
31. lt Year gt 2001 Click OK The table data for 2001 no longer appears and the other tables appear relative to the top of the page Since you oriented the block to the top of the page the block covers the other break space Your report page looks normal but when you click Print Preview from the File menu your results look like this SKUnumber us 16256 Sales revenue 19 733 Report Title These results are unacceptable let s go back and remove the Report Title L Formatting Sections Tables and Cells BusinessObjects User s Guide Reporting Techniques and Formatting P BusinessObjects app posT op rep e_user oberstenfeld ioi x it Page Setup Next Page Prev Page One Page Zoom In Zoom Gut ja E m a e E e 3 rm 3 _ E m m O 2 0 an ym r e a gt re sea t m y MEL aaj 97 an gt a Sa Pae1 3 i i tee 7 209 OF S T e Also note that there is an empty space under the table This corresponds to the space normally reserved for the title Because the table position has shifted to the top margin the table size does not recalculate to fit on the entire page Resizing columns rows and cells You can resize cells rows and columns gt Resizing using the mouse To change the width 1 Click the right border of the selection 2 Click the mouse and drag th
32. space The clipboard contents are pasted into the Word document L Exporting Data from BusinessObjects Report Set Up and creatio a part Templates and Standard Report lt 4 Styles BusinessObjects User s Guide Reporting Techniques and Formatting Overview This chapter describes how to set up templates and how to customize the standard report styles used to create standard reports Using templates saves you time if you regularly use the same structure and formating for your reports You make the settings once and then re use them in all your reports Customizing standard report styles allows you to change the default shading fonts and other formatting that BusinessObjects uses by default each time you create a standard report or insert a new table cell break or other component in an existing report Who should read this chapter Most of the information in this chapter concerns those users in your company who are designing templates and styles If you are not designing templates and styles all you need to know is how to e apply a template to your report e use a template when you create a new document apply standard report styles to a report L Templates and Standard Report Styles BusinessObjects User s Guide Reporting Techniques and Formatting What are templates and standard report styles When you create a new document in BusinessObjects you choose in what type of re
33. u RME Fie L Secondary Y Axis ks XY Scatter 3 D Area 3 D Column xl Overlap DH avew Gap Gap Width fo Labels Cancel Amy He 2 Click on the Series tab By default a chart has only one group 3 Click Add to add a new group A new group is added 4 Right click on the Groups and Data Series pane and select Variables from the menu _ Working with and Formatting Charts BusinessObjects User s Guide Reporting Techniques and Formatting Groups And Data Series EL Primary Y Axis all Group 1 Revenue re I Add Remove 5 Click or create the variable you want to add then click Insert The new variable appears in the group folder 6 To view the variables now in the group click the plus sign TIP If the variable you want to use in the group is already displayed in the Series tab you can drag it to the new group 7 Select the new group and click a chart type and subtype 8 Click OK to close the dialog box and display the result on your chart gt Choosing the type of chart When you choose a chart type for a group certain charts have sub types from which you can choose Also bear in mind the types of charts you want to combine as some combinations give better results than others The table below gives you some recommendations The Group Type offers only one possibility if you selected a scatter chart or a pie chart If you selected an area column or line c
34. 1 In the Chart Depth box type a value between 20 and 2000 The value you type determines the depth of the chart floor The higher the value the deeper the floor 2 Inthe Gap Width box type a value between 0 and 500 This value determines the distance in depth between the data series displayed in the chart This feature is not available for pie charts Formatting each chart type _ BusinessObjects User s Guide Reporting Techniques and Formatting Formatting chart axes and axis labels The horizontal and vertical axes of a chart are called the X axis and the Y axis respectively 200 000 00 Y axis 100 000 001 ro cr rE lt z Axis labels l L X axis Tick mark You can work on chart axes and axis labels in the following ways e format the text numbers or dates of the axis labels e change the orientation of the axis labels horizontally vertically etc e apply different axis styles and colors e display tick marks and change their style e change the scale of the Y axis Matrix charts contain a third axis the Z axis Axis labels 1 Right click on the axis 2 The illustration below shows a chart with the Y axis selected 3 Click Format Axis Label from the menu L Working with and Formatting Charts BusinessObjects User s Guide Reporting Techniques and Formatting The Axis Format dialog box opens If you selected the Y axis the dialog box contains five tabs as shown below If y
35. 2 Click OK or Cancel OK prints the selected report s to the printer specified Cancel closes the Print dialog box without printing your report s Printing documents BusinessObjects User s Guide Reporting Techniques and Formatting Using Page Setup The options you set in the Page Setup dialog boxes are saved with your report You can change the page setup options for each report in your document To specify how you want the printed page to be set up 1 Click Page Setup from the Print Preview window The Page Setup dialog box appears Page Setup 2 x r Orientation bs Margins ei C Landscape Page Number P ii Printer Size Ad X Source Automatically Select Fit to Print Adjustto 100 normal size C Fit to fi page s tall by fi wide Print Print Preview Cancel 2 Enter the options you require for paper Orientation Portrait or Landscape paper Size and Source print size scaling under Fit to Print TIP The scaling option reduces or enlarges the printed size of your report To change the scale of your printed report use this option only rather than the scaling option found in the advanced printer options 3 Click Margins to set the margin sizes L Saving Refreshing Sharing and Printing Documents BusinessObjects User s Guide Reporting Techniques and Formatting 4 Enter the margin size for all sides of the pr
36. 3 095 814 2000 2000 13 232 246 2001 2001 15 059 143 From this To this 4 Continue to press Ctrl and release the mouse The row or column copies to the new position gt Keeping source formatting When you swap move or copy rows and columns you may only want to move the data and not the particular formatting You can also copy the formatting along with the values In the example below the values in the Year column appear ina larger font size than the other columns To keep this formatting on the Year column when you move it to a different position in the table e Press Alt as you drop the column or row into its new position Quantity yasr Sales Quantity Sales Year Quantity Sales sold revenue sold revenue sold revenue 53 078 1999 8 095 814 1999 53078 8 095 814 79 855 2000 13 232 246 2000 79 855 13 232 246 90 296 2001 15 059 143 90 296 15 059 143 2001 90 296 15 059 143 Press Alt and the format stays on middle column copies to the new position Swap columns only and formatting Adding more data to a table You can add more data to your table by dragging variables from the Report Manager and inserting new columns or rows in your table To insert a row or column in a table Sales revenue Year Quantity sold Sales revenue 1999 8 095 814 1999 53 078 3 095 814 2000 DEEN 13 232 246 2000 79 855 13 232 246 2001 15 059 143 Insert highlighting l 1 In the Report Manager click
37. 3 tier deployment of BusinessObjects installs on your machine See Installing BusinessObjects from InfoView on page 27 for detailed information For more information on viewing searching creating documents via InfoView see the InfoView User s Guide Displaying BusinessObjects document information When you open a BusinessObjects document you can obtain information that is embedded with the document You can also add document information in the editable fields To display the summary information 1 Click Properties from the File menu The Summary Info dialog box displays It contains the following information EFASHION rep Folder C Documents and Settings evarin My Documents My Creation Date 2 4 1999 03 57 35 PM Modification Date 12 20 2002 01 56 48 PM Last Print Date Language English en Title EFashon Subject Revenue tracking and anasis Author Business Objects 0 Keywords Fegion Year Margin Analysis Variance Product Analysi Comments Cancel Help The Summary Info dialog box displays useful document information Opening and viewing documents in BusinessObjects BusinessObjects User s Guide Reporting Techniques and Formatting The following summary information is embedded within the document Information Description Folder Displays the file path to the folder where you saved the document NOTE You can select this non editable field to display the ent
38. Actions Export to Local exports the data to one of these 1 Select the file type in File Format formats the Format list box e text file txt 2 Click Browse to Microsoft Excel file xIs specify the file name dBASE file dbf and location 3 If you are exporting the data to a text file you can Change the delimiter by typing a different character in the Delimiter box e eXtensible Markup Language file xml Click the DOS Format check box 4 Click OK Export to RDBMS exports the data and creates a 1 Select the relational table in the database connection or click This feature enables you and Connection to the universe designer to create a new one lt extracta subset of data from 2 Click OK a very large table e access the data directly by using free hand SQL e export the result to your RDBMS e build a new universe or edit an existing universe map to the data Copy to dynamic copies the data to the clipboard Click OK data exchange e This feature enables you to DDE paste the data into another Windows application such as Microsoft Word L Exporting Data from BusinessObjects BusinessObjects User s Guide Reporting Techniques and Formatting TIP Click the Delete Spaces option to remove blanks from the data you export 3 Click OK to export the data You can now use the data from BusinessObjects in the applications that support the external
39. Business Objects server e retrieve documents from and send documents to users or groups in the repository e retrieve documents from and publish documents to Corporate Documents e create queries or refresh documents If you are using BusinessObjects in 3 tier mode offline you can e continue to work on documents stored locally e work on the formatting of your reports e analyze data in existing reports and work with the data contained in the document to build new reports L Report Basics and Report Manager BusinessObjects User s Guide Reporting Techniques and Formatting If you do not see the option to work offline your Business Objects supervisor or system administrator has not given you this option You can request that they change your user profile to be able to work offline Logging into BusinessObjects via InfoView If your company uses InfoView and has 3 tier deployment of BusinessObjects you can log in to BusinessObjects via InfoView on the web Before you can start BusinessObjects you first need to log into InfoView via the web For more information on getting up and running in InfoView please see the nfoView User s Guide With a 3 tier deployment of BusinessObjects most of the software you need to run BusinessObjects and connect to your data sources is installed on a remote server The following section explains how to define your options and start BusinessObjects once you are logged into InfoView g
40. BusinessObjects Getting Started rep Jol x Fie Edit View Insert Format Tools Data Analysis Window Help ROR De mln reexame le coo etna e E a en bk S Ale a Me xl iii 08 Product Sales Austin salesrevenue a Data Map Revenue Year 2001 Revenue by City Margin Analysis 5 Quarterly Variance Product Analysis Austin Boston Chicago Colorado Springs Dallas Houston Los Angeles Miami New York San Francisco Washington margin Quarter J E Revenue Year 2001 E Revenue by City E Margin Analysis Ba Last Exec 2 9 99 06 08 PM WA Click here to fold or unfold all sections L Setting Up Report Layout BusinessObjects User s Guide Reporting Techniques and Formatting If you click S the main section is folded to display only the title and logo If you click the 1 all section 1 City sections are folded to display only the section title the name of the city and the section totals To view a report in outline view 1 Click the Report Manager Map tab This gives you a list of the sections in the report N BusinessObjects Getting Started rep iof x l Ej Fie Edit View Insert Format Tools Data Analysis Window Help l x Demean texa n ReAl A A o al K Data R Map Revenue Year 2001 E Revenue by City Margin Analysis B Quarterly Varian
41. Click inside the cell Click Picture from the Insert menu The Open dialog box appears 3 Select the picture s file 4 Click Open The picture appears in the cell ay TIP You can insert a picture by double clicking inside a cell and typing the picture s path and file name for example c pictures picture bmp Click inside the cell and select Cell from the Format menu In the Number tab of the Cell Format dialog box select the Image category and Bitmap or TIFF format When you click OK or Apply the picture appears in the cell L Including Graphics and Other Objects in Reports BusinessObjects User s Guide Reporting Techniques and Formatting Using prompts in reports You can include other types of information in your BusinessObjects report that provides additional information to that in your report sections This example tells you how to insert an ActiveX prompt that takes advantage of internet technology EXAMPLE Inserting an active X ticker in your BusinessObjects report You want to insert a cell that displays the stock quotes live You know one by Microsoft called MoneyCentral Quotes at this web address http moneycentral msn com investor home asp To insert the object in your report 1 Insert a large cell in your report in the place where you want the ticker to display 2 Enter the following code inside the cell not in the formula editor lt OBJECT type application x oleobject classid
42. Format Export to Local File Format Name C Documents and Settings go My Document Browse Format Text Files asc prn txt csv M DOS Format ZA Microsoft Excel Files xls Delimiter dBASE Files dbf Microsoft Excel 97 Files xls Export to RDBM Connection Connection Copy to DDE IV Delete Spaces Cancel Help What external formats are available _ BusinessObjects User s Guide Reporting Techniques and Formatting Exporting data from BusinessObjects This section explains how to export data from BusinessObjects to the format you need Here s how to do it 1 Open the report containing the data you want to export 2 Click View Data on the Data menu The Data Manager appears 3 In Data Providers box click the icon of the data provider containing the data you want to export Data Manager x Data Providers Query 1 with BSMDEMLE Gender Marital status Marital status No of children o No of children Female Married 24 Occupation Female Married 1 Home owner Male Married 0 Monthly disposable Male Married 0 Credit limit Male Widowed o8 A Female Married 1A Has savings accoun Male Married 1A Has checking accor Female Married 2 tt Status of credit acco Female Married 0 Single 1 M Married 1 Married 1 Married 2 gt 4 L Exporting Data from BusinessObjects BusinessObjects User s
43. Formatting Sections Tables and Cells BusinessObjects User s Guide Reporting Techniques and Formatting In the example below the Number of guests label is much longer than any of the figures displayed under it and this column is taking up unnecessary space in the table By wrapping the cell contents and then resizing the column you can get round this problem Number of Revenue Number of guests Revenue guests Bahamas Beach French Riviera 835 420 Hawaiian Club 1 479 660 Sum 3 286 524 00 446 Bahamas Beach 565 540 French Riviera 446 Hawaiian Club 540 Sum s ma _ To do this 1 Right click on the Number of guests cell and click Format Cell from the menu The Cell Format dialog box opens 2 Click the Alignment tab 3 In the Settings section click the Wrap Text check box TIP If you have column labels on two or more lines click Bottom in the Vertical section of the Alignment tab to align all labels along the last line of text To automatically align rows of wrapped text click Row by Row Auto Fit The size of the highest cell in the row is taken as default Please note that if you manually adjust the size of the row the auto fit feature is deactivated Row by Row Auto Fit To automatically adjust the height of cells use the Row by Row Auto Fit option This allows you to reduce or enlarge cell contents to fit within the row size automatically To use
44. Guide Reporting Techniques and Formatting 4 Click Export The Export to External Format dialog box appears Export To External Format You can select the format and the location for the data you want to Format Text Files asc pr tst csv M DOS Format Delimiter Tabulation z E Export to RDBMS Connection j z Donnection C Copy to DDE I Delete Spaces Cancel Help 5 Click the option under Format for your data export You can choose to Export to a Local File Format including text Microsoft Excel dBASE and XML files Export to RDBMS Copy to DDE 6 Use the table below as a guideline to select how you want to export the data Exporting to RDBMS is disabled while you are working with BusinessObjects in 3 tier mode For security reasons it is not possible to create personal connections to the database You can only create secure connections for BusinessObjects in 2 tier mode with Designer or via the free hand SQL data provider For more information on creating personal and secure connections see BusinessObjects User s Guide Accessing Data and Data Analysis Chapter 4 Building Queries with Other Types of Data Providers or see your BusinessObjects administrator Exporting data from BusinessObjects _ BusinessObjects User s Guide Reporting Techniques and Formatting The following table describes the options available and the actions required Option Description
45. Location list options 6 6 6 lXt General Save Display Drill File Locations New Document Macros 4 You can select default folders directories where you want to store the files you BV use in the application User Documents C Documents and Settings evarin My Documents My Business User Templates C Documents and Settings evarn My Documents My Busine Universes C Documents and Settings evarin Application Data Business 0 Add Ins C Documents and Settings evarin My Documents My Business BusinessQuery Files C Documents and Settings evarin My Documents My Business XML Sources C Documents and Settings evarin My Documents My Business XML Filters C Documents and Settings evarin Application Data Business 0 Change Changing default file locations _ BusinessObjects User s Guide Reporting Techniques and Formatting L Report Basics and Report Manager Report Distribution part Saving Refreshing Sharing and 4 Printing Documents BusinessObjects User s Guide Reporting Techniques and Formatting Overview This chapter covers all that you need to know to save refresh send schedule publish and print your BusinessObjects documents Depending on how your company has set up your deployment of BusinessObjects 6 5 you may have the ability to schedule the documents you want to send to other users in the repository this is a powerful feature of Bu
46. Reporting Techniques and Formatting Chart elements and how to format them The illustration below shows the elements of a chart and what you can do to FY1998 D e E F9 Fy2000 Chart element You can a plot area Change the color border and shade Hawaiian Club format them a f g b c h i d i g f 5 D gt a ir F3 2 G E c 2 G m B b Y axis labels Apply text number and date formats c Y axis numeric data Change the scale and style of the d X axis Change the style e X axis labels Apply text and date formats f chart title Change the color border and shade g chart block Display and format h data series Change the color border and shade i tick marks on X axis Display hide change the style and color j legend key Apply text background and border formats Chart elements and how to format them _ BusinessObjects User s Guide Reporting Techniques and Formatting Selecting chart elements You set the formatting attributes for chart elements on the Format dialog box There are different ways in which you can open this dialog box You can 1 Right click on the chart element and select Format chart element from the menu This command chart element is dynamic it refers to the chart element that you selected For example if you right click on the chart axis the menu command is Format Axis Label 2 Double cli
47. You can use the shortcuts by pressing Alt and the underlined letter that appears on the menu command Watch the status bar for reminders on these shortcuts L Report Basics and Report Manager BusinessObjects User s Guide Reporting Techniques and Formatting EXAMPLE Inserting a Special Field using keyboard shortcuts You want to quickly insert the last refresh date in a report Press Alt I i to access the Insert menu Press F to select the Special Field command Press Enter to display the secondary menu Press D to select the Date and Time command Press R to select Last Refresh Date command The date displays in your report 2 ee BusinessObjects workspace _ BusinessObjects User s Guide Reporting Techniques and Formatting Customizing your workspace This section describes the options you can set to customize the look of your BusinessObjects workspace Setting the display size You can magnify the display to see it close up or reduce it to see more of your report in the report window To change the size of the display either e click the drop down arrow in the zoom control box on the Standard toolbar and select a value from the list or e type a value directly into the zoom control box between 10 and 400 Setting Windows display properties Business Objects advises you to avoid working with the large fonts that you can set in the Windows Display properties If you use this setting certain me
48. and maintain the dialog box open 4 Click OK to save all the changes and close the dialog box The new formats appear in the legend text Resizing the legend 1 Select the Legend A hatched border with handles appears around it 2 Use the handles to re size the legend box Deleting the legend e Right click on the legend and select Delete from the menu Data labels appear next to a chart s data series for example next to each slice of a pie chart They indicate the exact values or percentages of the data series In the pie chart illustrated below the data labels show revenue share per resort Bahamas Beach 29 56 French Riviera 25 42 Hawaiian Club 45 02 gt Displaying data labels 1 Right click the data series for example a slice of a pie chart and select Helping users to read your chart _ BusinessObjects User s Guide Reporting Techniques and Formatting Insert Data Labels from the menu The Data Labels dialog box appears m Data Labels am OK Cancel C Show Value a m Apply b Show Percent Help c Show Label d Show Label and Percent a Displays the exact value for example 10 235 b Displays the percentage of each data series c Displays the name of the data series for example Revenue d Displays the name and the percentage of each data series 2 Click the data label type you want and click OK gt For
49. any other report component and can be moved and formatted individually Free standing cells have many uses in BusinessObjects reports They are used to contain text calculations or graphics and among other things for report titles for adding comments and for displaying page numbers Inserting a free standing cell To insert a free standing cell 1 Click inside a blank space in the report to make sure no other report component is selected ci 2 In the Report toolbar click Insert Cell Insert Cell The cursor changes to the Insert Cell cursor 3 Click where you want your cell to appear and drag to draw a cell Insert Cell cursor A cell appears in the area you draw when you release the mouse A flashing cursor appears inside the cell to indicate that the cell is active TIP Another way to insert a free standing cell is to copy and paste an existing cell from the report To do this Select the cell Click and hold the mouse Press Ctrl and drag the mouse When you release the mouse a copy of the cell appears Dragging a cell out of a table You can drag a cell out of a table to display the data contained in it in a free standing cell To do this 1 Select the cell 2 Click in the cell again then drag and drop the cell out of the table to a blank space in the report L Displaying Data in Tables BusinessObjects User s Guide Reporting Techniques and Formatting If you drag a cell containing a dimensio
50. bar at the bottom of the BusinessObjects window displays status and help messages BusinessObjects workspace _ BusinessObjects User s Guide Reporting Techniques and Formatting The status messages provide information such as e the time the data in the report was last updated e information on what BusinessObjects is currently doing connecting to the database for example or loading a document ol 8 C TE E Report 1 B Reporti 1 f keep source Drop to swap contents use Alt to swap and keep source formats Ctrl to copy or Shift to move The help messages provide information such as e a brief description of menu commands as you highlight them with your mouse e instructions when you are carrying out certain actions to remind you of the options you have available Right click menus A quick and convenient way to access commonly used options is through context sensitive menus Right click on the area that you want to work to display the context sensitive menu The options in the menu only apply to the area you clicked 3 PRE 52A Cut Ctrl x Copy Ctrl C amp Paste Curley _ When you right click on a free v Clear D standing cell only the options that Delte apply to that cell type display in the Format Cell menu Apply Standard Style Variables Keyboard shortcuts You can use the keyboard shortcuts to access the various commands on the menus and dialog boxes and some tooltips
51. be to the power of 10 If you enter a value to a different power it will be rounded up to the nearest power of 10 Scaling charts in Master Detail reports In a Master Detail report a chart is displayed for each value of the master in a separate section The range of values may be different in each section You can use different scaling for each chart or for each section so that the values on the chart display differently Formatting chart axes and axis labels BusinessObjects User s Guide Reporting Techniques and Formatting To do this 1 Right click on one of the charts in the Master Detail report 2 Click Format Chart from the menu 3 Click the General tab Chart Format Series Pivot Border Shading Appearance Chart 1 Vv I Lett Well I igor 4 Click the Adjust Scale to Value Range check box L Working with and Formatting Charts BusinessObjects User s Guide Reporting Techniques and Formatting EXAMPLE Adjusting scaling in a master detail report This report shows revenue per service line for each country The range of values is quite different for France and the US and with Adjust Scale to Value Range turned on the range of values displayed on the Y axis is different for the two charts Fane J es US 600 000 1 800 0005 1 600 000 a al 1 400 000 400 000 1 200 000 1 000 000 300 000 pcan 200 000 600 000 400 000 100 000 ia een 0 1
52. box e From the Tools menu click Standard Report Styles Standard Report Styles x Report Components General Page Layout Border Shading You can name the selected block and set how headers footers rows and columns are displayed E Crosstabs Breaks 5 Sections e e Page oaa E Free standing Cell m Headers and Footers Orientation I Show Header i Down I Show Footer IT Fold E C Across p Display I Avoid Duplicate Rows Aggregation arable Header Columns Columns fi H Spacing Sf 716th Inch The Standard Report Styles dialog box has two parts e Report Components Displays a list of the components that make up a report on the left hand side of the dialog box This includes tables crosstabs and cells as well as breaks sections and page Each component in the list is identified by an icon Settings tabs Displays the formatting options that can be set for the selected component When you click on an icon in the list the tabs on the right hand side of the dialog box change according to the options These are the same tabs used on the format dialog boxes such as General Page Layout Border and Shading You can expand the list by clicking on the icons that have a plus sign next to them Customizing standard report styles _ BusinessObjects User s Guide Reporting Techniques and Formatting Editing standard report styles What you can change depends o
53. box to temporarily hide a report component e set up a condition to determine when the report component is hidden or displayed This section describes how to hide and display report components using both methods and provides a number of illustrated examples Showing and hiding report components You can temporarily hide a report component from the report page TIP This may be useful if you want to hide a cell containing a comment before you print out a report To hide a report component 1 Right click on the report component 2 Click Format Cell Section Table Crosstab Chart depending on the type of report component from the menu The Format dialog box appears Hiding and displaying report components _ BusinessObjects User s Guide Reporting Techniques and Formatting 3 The next step depends on the type of component you want to hide if you selected a section click the General tab if you selected a table crosstab cell or chart click the Appearance tab Check this box to hide the selected component 4 Click the Hide box and click OK The component disappears from the report page and the component name displays in italics in the Map list Ea The comment cell is in italics to indicate that it is currently Margin Analysis hidden Quarterly Variance Product Analysis Actual v Budget L Formatting Page Layout BusinessObjects User s Guide Reporting Techniqu
54. clsid 52ADE293 85E8 11D2 BB22 00104B0EA281 Codebase http fdl msn com public investor v7 ticker cab version 7 1999 1104 1 width 100 height 34 gt lt param name ServerRoot value http moneycentral msn com gt lt param name NewsTarget value _newstop gt lt param name DefaultCategories value Commerce gt lt param name SpecialsServerURL value http ads msn com ads invtic specials txt gt lt param name InvestorHeadlines value http moneycentral msn com articles data InvHead asp gt lt OBJECT gt This code displays the ticker at http moneycentral msn com investor home asp 3 Click Yes to install the ticker on your browser if a dialog box appears asking if you want to install the MSN Investor Right click on the cell and select Format cell from the menu Click the Number tab and click the Read as HTML check box Select Save as HTML from the File menu Enter a name for the file and save it in your User Docs folder From your browser window open the HTML report The ticker displays the stock quotes a Using pictures in reports _ BusinessObjects User s Guide Reporting Techniques and Formatting L Including Graphics and Other Objects in Reports Index Symbols 2000 year 43 2 D charts formatting line charts 340 using Z axis 328 2 tier mode starting BusinessObjects 21 3 340 3 D charts formatting walls and floor 343 using Z axis 329 343 3 D view formatting 34
55. column charts 341 P page layout options 201 layout viewing 39 margins see margins numbers inserting 209 setup 206 totals and subtotals displaying 203 page backgrounds 238 editing 239 inserting 238 pasting 239 removing 239 setting standard report style 176 page break footer 202 footer before page break 203 header 202 header after page break 203 page breaks and charts 335 managing 200 page layout different for odd and even pages 234 passwords for launching BusinessObjects 22 protecting documents 108 pasting formats 299 page backgrounds 239 patterns applying to chart walls 343 PDF saving BusinessObjects documents as 113 percent style 301 personal categories creating 89 managing 89 personal documents list viewing in BusinessObjects 83 retrieving 82 saving on server 85 send to 85 using with BusinessObjects 81 using with InfoView 81 pictures Bitmap format Cell Format dialog box 376 editing page backgrounds 239 inserting in cells 376 page backgrounds 238 pasting page backgrounds 239 removing page backgrounds 239 using in reports 239 376 pie charts formatting 340 pivoting data hiding data 332 on charts 327 plot area formatting 339 illustrated 339 resizing 338 positioning blocks 221 cells 221 charts 221 crosstabs 221 report components 221 tables 221 primary Y axis 362 printing documents 143 page setup 145 setting up the page 143 prompts and refreshing documents 124 inser
56. data from a table You can remove a row or column of data from a table by dragging it back into the Report Manager window To do this 1 Click any cell in the row or column other than the header cell 2 Click the same row or column again 3 Click the mouse and drag the cursor into the Report Manager window Report Manager A Data Map i Sales revenue sa Variables C 737 914 Category City Lines Quarter lk Region Store name Year Margin Margin as revenue Quantity sold Sales revenue Ss Formulas Sales revenue 4 599 556 2000 7 486 227 8 187 981 To this York 3 151 022 From this 4 Release the mouse The column or row of data disappears from the table Inserting a crosstab You can create a crosstab by dragging variables from the Report Manager to the report to create a table and then re organize the table into a crosstab To create a crosstab you need at least two dimensions details and one measure object L Displaying Data in Tables TR Turn to Crosstab cursor BusinessObjects User s Guide Reporting Techniques and Formatting Turn a table into a crosstab as shown below 1 910 247 Accessories 798 263 Accessories 1 688 991 602 589 285 956 Shirt Waist 404 664 Shirt Waist 448 781 2001 Sweat T Shirts 688 454 737 639 1 910 247 Accessories 798 263 1 686 991 602 589 Shirt Waist 285 956 404 664 448 781
57. displays and she thinks this must be it because 4 the date looks appropriate Before deciding to retrieve it however she wants to make sure She selects it then clicks the Properties button The Data Provider and Document properties show that this is the document she needs REYENUE Document Properties Data Provider Document Owner Size Last Exported 4 14 2003 05 09 13 PM Last Print Date Categories E 124928 Sales Top Management Rows Duration Pattial rest Duration 5 E Query 1 with efashion 5 23 2002 04 3 3860 Finding documents _ BusinessObjects User s Guide Reporting Techniques and Formatting REVENUE Document Properties xi Data Provider Document Title Sales Analysis by Region Subject Sales Keywords Sales Regions East Midwest South West Comments This is the most up to date annual report that allows you to drill down to see the reason for the drop in Accessories 6 She clicks OK to close the dialog box then the Retrieve button The document displays on her screen because she clicked the Open on Retrieval check box HL BusinessObjects REVENUE Fp SS T le eat view Insert Format Tools Data Analysis Window Help 15 x Jos eSB tee xe as o gt 8 eRe la fo oJ Daa E Ma Sales Analysis Eisai Variable Savais SAS EEES City Lines Ci 4 Quarter ic
58. do in BusinessObjects You avoid this issue if you change the chart format to two dimensions gt How to save your document as an Excel file To save a BusinessObjects document in Excel format 1 Open the BusinessObjects document 2 Click Save As from the File menu 3 Enter a name for the file and click the drop down arrow to select Microsoft Excel Worksheet xls from the Save as type list 4 Click the User Documents shortcut on the left pane of the Save As dialog box to save the Excel file in yourMy Documents BusinessObjects Documents UserDocs folder Saving documents _ BusinessObjects User s Guide Reporting Techniques and Formatting Save As 2 x Seen etd sl BE File name Sales by Region xls Save Save as type Microsoft Excel Worksheet xIs 7 Cancel Options 5 Click Save The file saves with the xls file extension in the folder you specified BusinessObjects saves the chart legend in a default position in the top right area close to the chart To change the legend s position in Excel use the Format Legent options Saving BusinessObjects Add Ins You can save BusinessObjects documents that contain macros as BusinessObjects Add Ins rea files You can have several macros in an Add In document Add Ins provide the Visual Basic interface to the BusinessObjects reporting tool For more information on running add ins see Appendix 2 in the BusinessObjects User s Gui
59. document 1 Click the Scheduling tab in Send Document to Broadcast Agent dialog box The default schedule in the Time Schedule box shows the current date Send Document to Broadcast Agent 02 16 99 08 06 AM 02 16 00 08 06 AM 2 Click Change to change the current schedule The Change Schedule dialog box appears Change Schedule pa ZEE EEE 3 Click an option under Run then change the settings under Start At L Saving Refreshing Sharing and Printing Documents BusinessObjects User s Guide Reporting Techniques and Formatting The options in the Start At box change according to the Run option you select For example if you click Monthly in the Run box the Start At options let you select the day s of the month check boxes for Broadcast Agent to process the document gt Start At Day s of the month Hour hh mm fiis40 am 4 Click OK to return to the Scheduling tab 5 Specify the date and time you want Broadcast Agent to start processing the document by entering values in the Start date and Expiration date fields 6 Click OK to send the document to Broadcast Agent If OK is grayed you first need to set the general options in the General tab gt Scheduling with File Watcher Use File Watcher if you want Broadcast Agent to process the document based on the existence of another file 1 On the Send Document to Broadcast Agent dialog box check File Watcher
60. gt For example if the report you copied is named Sales the new report is named Sales 1 TIP You can also click Duplicate Report from the Edit menu When you copy a report you do not copy the data in the query Therefore if you make changes to the query the changes apply to all the reports you copied If you want to create a new query you need insert a new report then insert a table crosstab or chart Managing reports within a document BusinessObjects User s Guide Reporting Techniques and Formatting Displaying renaming and deleting a report One document can contain many reports Each report has a tab which appears at the bottom of the document window gt To switch from one report to another e Click the tab of the report you want to display TIP You can select several reports by pressing Control and clicking the reports You can then Print only these reports For more information see Printing documents on page 143 gt To rename a report 1 Right click the report tab 2 Click Rename Report 3 Type the name for the report up to 277 characters in the text box 4 Click OK The name you typed appears in the report tab The Rename Report command is also available on the Format menu gt To delete a report You can delete a report from a document if the document contains more than one report 1 Right click the report tab 2 Click Delete Report A dialog box appears 3 Click Delet
61. language TIP You are prompted to save your current document before you change the language setting Your document closes before the selected interface language appears Customizing your workspace _ BusinessObjects User s Guide Reporting Techniques and Formatting To change your language setting 1 Click Options from the Tools menu 2 Click the General tab 3 Click one of the available languages from the Language list and click OK General Save Display Drill File Locations New Document Macros amp Here you set options that control what happens when you start the AY application Some options only take effect when you restart the application r Start Up Options M Show Welcome Wizard IV Notify Document Reception gt Reopen Last Open Documents Settings I Automatically Import Universes MV Show Recently Used File List P Print As BusinessObjects 4 1 5 Entries IV Always ask before opening documents with macros Picture Editor Amspaint exe Browse Language j French he The Language drop down list contains your available interface languages If only one language appears in the Language list this means that you have not installed additional languages See your administrator or run the Setup utility from the BusinessObjects CD You may also be able to run the Setup utility by clicking Add Remove Programs from the Windows Control Panel Click Change once you highlight Busines
62. list and then a style for that chart type 3 Click OK The new chart type displays in the report If you click Apply before OK the new chart format may disappear from the report until you close the dialog box The chart reappears once you click OK gt To change the chart colors You can format every element of your chart and customize how it appears on the report For more information on the different chart elements and how to format them see Chart elements and how to format them on page 333 L Working with and Formatting Charts BusinessObjects User s Guide Reporting Techniques and Formatting Organizing chart data In all chart types except pie charts data is plotted on axes Charts have two or three axes Measure objects are always plotted on the Y axis and dimension or detail objects are plotted on the X axis or the Z axis To organize how your data displays use the Pivot tab on the Format Chart dialog box The pivot tab allows you to e move data from one axis to another e re distribute data between the axes add or remove data e temporarily hide data from your chart e change the order in which the variable displays on the axis if you have more than one variable on an axis Y axis Z axis g measures dimensions or details X axis dimensions or details ra Matrix charts A matrix chart has at least one variable on each of the three axes When you select a ta
63. location it automatically aligns with the nearest line on the grid L Formatting Page Layout BusinessObjects User s Guide Reporting Techniques and Formatting Displaying the grid can slow down the document display considerably The speed depends on how small the grid increments are the zoom display size and the speed of your machine To position a component Click inside the cell click and hold the mouse then drag Release the mouse when you reach the new position for the block or cell In master detail reports you can drag a block between sections When you do this the data in the block is re calculated You can also move blocks between sections using the Report Manager 1 Select the block s or cell s you want to position ate 2 Hold the cursor over the hatched border of the block 3 When the cursor changes to the Move arrow click your mouse and drag Move arrow 4 5 Positioning report components _ BusinessObjects User s Guide Reporting Techniques and Formatting Using Report Manager to structure report layout Report Manager You can use the Map tab of the Report Manager to work on the structure layout and formatting of your report In particular the Map tab in structure view allows you to manage reports which contain hidden cells sections and blocks To display Report Manager in structure view 1 In the Standard toolbar click the Report Manager 2 Click the Map tab 3 Click the Str
64. master detail 188 updating 120 using pictures in 239 376 working on structure of 226 resizing blocks 337 cells 293 chart blocks 337 charts 337 columns 293 columns and rows 259 footers 208 header 208 margins 208 plot area 338 rows 293 retrieving personal documents 82 personal documents from BusinessObjects 82 personal documents from InfoView 82 BusinessObjects User s Guide Reporting Techniques and Formatting retrieving documents about 64 revenue and quantity sold comparing on chart 363 rich text format saving documents in 111 rotating tables 246 rotation setting on 3 D charts 344 rows adding to tables crosstabs 259 inserting 259 262 naming 259 resizing 259 293 selecting 258 selecting in tables and crosstabs 257 258 table and crosstab deleting 250 table and crosstab swapping 246 247 RTF see rich text format 111 running headers and footers 202 S saving adding summary info 109 reports in HTML 3 2 116 reports in HTML 4 0 116 summary information 63 saving documents and reports 105 as BusinessQuery files 117 118 as Excel spreadsheet 118 as html files 115 as PDF files 113 as templates 111 as text files 111 automatically 108 in html format 115 in PDF format 113 in rich text format 111 Save for all users option 107 to personal documents 85 scale adjust scale to value range 350 adjusting in master detail reports 349 defining display on a chart 349 logarithmic 349 using decimal on a chart 349 sc
65. may run over several pages you need to decide how it should appear once printed Additional information on setting up your report to display data over several pages is available in the chapter on Formatting Sections Tables and Cells gt How do you want the data to display If you have a multi page report that is data spreads over several pages you can decide in what order you want the data to appear in your printed pages 1 Click Print Preview 2 Click Page Setup in the print preview screen 3 Click Page Number from the Page Setup Another Page Setup dialog box appears 4 Enter the number you want to appear on the first page in the First page number box under Page Number 5 Click Over then down if you want to print the data in your reports from left to right and top to bottom 6 Click Down then over if you want to print the data in your reports from top to bottom left to top to bottom right 7 Click OK The dialog box closes and you return to the first Page Setup dialog box EXAMPLE Accommodating international audiences with Page Setup If you are working in the United States and sending your document to users in France select the A4 size paper in the Page Setup dialog box so that the European page size standard is saved with your document L Saving Refreshing Sharing and Printing Documents BusinessObjects User s Guide Reporting Techniques and Formatting TIP If your report uses the Euro character
66. measure The measure is placed in the body of the crosstab The crosstab illustrated below displays sales revenue per year for the top three selling product lines The Year variable is displayed in the top row This is the Down Edge of the crosstab The Line 1 2000 2001 Sum variable is Sweat T Shirts 688 454 737 639 1 910 247 3 336 340 displays inthe POES 798 263 1 688 991 602 589 3 089 844 left column Shirt Waist 285 956 404 664 448 781 1 139 402 This is the Sum Across Edge The Sales Revenue Row and column totals of the display in the two footers variable appears in the crosstab body with a grand total in the bottom right hand cell lt Year gt Sum lt Lines gt lt Sales revenue gt Sum lt Sales revenue gt Sim sum lt Sales revenue gt Sum lt Sales revenue gt The same crosstab in Structure View shows the placement of the variables in the crosstab L Displaying Data in Tables BusinessObjects User s Guide Reporting Techniques and Formatting Creating tables This section covers inserting tables in reports that already contain data that is the variables appear in the Report Manager There are several ways to insert a new table in a report You can e Drag and drop variables from the Report Manager list to a blank space in the report The data displays in a table You can then add other columns as required rotate the table move it turn it into a crossta
67. page 14 gt Documentation Roadmap The Documentation Roadmap references all Business Objects guides and multimedia and lets you see at a glance what information is available from where and in what format View or download the Business Objects Documentation Roadmap at www businessobjects com services documentation htm gt Documentation from the products You can access electronic documentation at any time from the product you are using Online help multimedia and guides in Adobe PDF format are available from the product Help menus gt Documentation on the web The full electronic documentation set is available to customers with a valid maintenance agreement on the Online Customer Support OCS website at www businessobjects com services support htm gt Buy printed documentation You can order printed documentation through your local sales office or from the online Business Objects Documentation Supply Store at www businessobjects com services documentation htm gt Search the Documentation CD Search across the entire documentation set on the Business Objects Documentation CD shipped with our products This CD brings together the full set of documentation plus tips tricks multimedia tutorials and demo materials Order the Documentation CD online from the Business Objects Documentation Supply Store or from your local sales office Information resources _ BusinessObjects User s Guide Reporting Techniques and
68. properties and the Summary Info available for documents see Displaying BusinessObjects document information on page 61 and Adding document properties to your open BusinessObjects documents on page 62 You can add properties for any type of document but you can only add corporate categories for Corporate documents gt Changing the default folder To specify a different folder than the default folder 1 Right click the selected documents W nschedie Properties Sort Categories V Open on Retrieval Properties Delete Find gt gt Close Help 2 Click Retrieve Into from the menu The Retrieve to dialog box appears Retrieve document to the following folder EADocuments and Settings evarin My Documents My Business Object Browse Cancel 3 Enter the directory or click Browse to search for the directory to which you want to download 4 Click OK L Report Basics and Report Manager BusinessObjects User s Guide Reporting Techniques and Formatting Refining your search Your repository might have too many documents or you may want only a specific group of documents You can further refine your search by using any of the options in the Find Documents box described below gt Using the Look For option The Look for option allows you to refine your search for documents by limiting it to certain types of documents Find Documents Look for eau Documents gt z in lt All D
69. r nu Sales revenu lies SiS dollars sures i Accessories 6 581 70 Eur 5 923 53 City Skirts 705 40 Eur 634 86 City Trousers 4 909 20 Eur 4 418 28 Dresses 29 357 00 Eur 26 421 30 Jackets 696 00 Eur 626 40 Leather 1 773 10 Eur 1 595 79 Overcoats 1 614 00 Eur 1 452 60 Shirt Waist 51 327 50 Eur 46 194 75 Sweaters 4 877 10 Eur 4 389 39 Sweat T Shirts 54 971 20 Eur 49 474 08 Trousers 906 50 Eur 815 85 Total 157 718 70 Eur 141 946 83 European cities Sales revenue Total 1 003 070 70 US cities e One table named Dollars has sales revenue in US dollars only You set a condition to hide this table for all cities in Europe The syntax is lt Currency region gt InList Europe Table Format x Make sure you set the table position in relation to the left edge of the report The condition tells BusinessObjects to hide this table if the city belongs to the group Europe General Page Layout Pivot Border Shading Appearance is hidden or displayed g You can position the selected block and set a condition to determine whether the block r Position Horizontal Position Relative to Upper Section Vertical Position Relative to Upper Section Left z 2 1 6hinch Top z fe H41716th Inch M Hide Block _ ae fr lt Currency tegion gt nList E urope Edit Formula Cancel Apply Help The other table named euros displays sales rev
70. recognizes the key string www as part of a web address and formats the string in blue underline If you move your mouse over the address the cursor changes to the hand icon to show it is a hyperlink 5 Click the link 6 If you have Internet access the BusinessObjects web site opens in your Internet browser www businessobjects com http www businessobjects com gt Defining the hyperlink text BusinessObjects also recognizes lt a href syntax which allows you to define exactly what will be visible in the hyperlink and to define relative paths to files In the example syntax below the hyperlink takes you directly to the Tips amp Tricks page on the Business Objects web site but you only see BusinessObjects Tips amp Tricks displayed in your report lt a href http www businessobjects com services infocenter tips start starthome htm gt BusinessObjects Tips amp Tricks lt a gt If you move the mouse cursor over the address a tooltip appears displaying the web address syntax cee Tips amp Tricks http www businessobjects com services infocenter tips start starthame htm Editing a hyperlink You can edit a cell containing a hyperlink either directly in the cell or by using the Formula Bar Formatting cells _ BusinessObjects User s Guide Reporting Techniques and Formatting gt Using the Formula Bar 1 Open the Formula Bar by clicking Formula Bar from the View menu 2 Select th
71. special field 209 tables 245 time 209 tracking information 209 inserting new data see also BusinessObjects User s Guide Accessing Data and Data Analysis 245 installing online guides 30 online help 30 IsNull function 237 using to hide empty sections 237 K keyboard shortcuts 36 Knowledge Base 14 L labels changing on charts 356 languages changing during session 41 saving templates 111 layout multi column or multi row 295 odd and even pages 234 page 201 report 226 legend displaying on chart 353 formatting 353 formatting key 354 line charts showing drop lines 342 showing high low lines 342 showing multiple lines 329 showing up down bars 342 line styles applying to cell borders 312 applying to chart axes 348 logarithmic scale on charts 349 logging in to BusinessObjects 25 logging on 2 tier or 3 tier mode 21 mailto using hyperlinks 305 main section 283 managing 269 breaks 269 corporate categories 95 personal categories 89 Map tab Report Manager 44 227 margins aligning blocks and cells with 224 resizing 208 setting 206 master cells 187 Index _ 388 L Index master detail reports building master master detail reports 190 clearing master cell 196 illustrated 187 moving blocks between sections 225 placing master in table or crosstab 194 scaling on charts 349 structuring existing reports as 188 undoing 194 matrix charts 327 maximum report sections 190 menus context sensitive 36
72. tables including crosstabs that you can use in BusinessObjects e how to create tables and how to organize the way your data is displayed in them e how to insert and display data in free standing cells For information on e displaying your data in charts see Creating a chart on page 321 of this guide formatting tables and cells that is working with colors font and number styles see Chapter 10 Formatting Sections Tables and Cells on page 281 e breaking up the data in tables to display calculations see Chapter 9 Breaking Up Tables on page 265 L Displaying Data in Tables BusinessObjects User s Guide Reporting Techniques and Formatting What types of tables Tables BusinessObjects has three types of tables Two basic table types display data in a list and in crosstabs which are a special kind of table that allow you to summarize data The different table types are described below BusinessObjects tables display data in either rows or in columns and contain a header and a footer e the header displays information about the row or column for example a label or the name of the variable e the footer displays calculations on the values that appear in the columns or rows You can display the variable labels along the top row of the table so that you read the data down the columns as shown below The names of the variables display at the top of the table Sales revenue 737 914 1 150 659 1 134 085 1 211 3
73. the break To activate the Values first click the Value Based Break check box 7 You can control the way a break is managed over page breaks in the Break and Pages box These attributes are described on page 279 8 Clicking Edit allows you to apply the selected break on a different variable or on more than one variable If the report contains at least two breaks on different levels you change the break level RE et L Breaking Up Tables BusinessObjects User s Guide Reporting Techniques and Formatting Showing headers and footers When you insert a break a mini table is created for each value of the variable You can choose whether or not you want to display a header and or footer in each mini table To do this e To display a break header or footer click the box next to Break Header or Break Footer in the Breaks dialog box Tohide a break header or footer clear the box next to Break Header or Break Footer in the Breaks dialog box Break Definition MV Break Header M Break Footer I Remove Duplicates I Center Value Across Break I Fold I Value Based Break Working with breaks BusinessObjects User s Guide Reporting Techniques and Formatting The illustration below shows two examples of using break headers and footers with a sum calculation on the Revenue column Resort Quarter Revenue A a Resort Quarter Revenue French Riera J3 f s251 French Rivera Jo s1553 P Sm
74. the page footer e seta condition to hide it on even numbered pages Hiding and displaying report components _ BusinessObjects User s Guide Reporting Techniques and Formatting Layout for even numbered pages To set up the even numbered pages 1 Add a special field containing the page number in the left hand side of the page header area 2 Right click the page number cell and click Format Cell from the menu The Format Cell dialog box appears 3 Click the Appearance tab 4 Click the Hide Cell check box and type the following formula in the Hide Cell text box Odd Page TIP Use the formula 0dd Page to hide all components that you do not want to be shown on odd pages in your report 5 Click OK to close the Cell Format dialog box This cell is hidden on all odd numbered pages Odd page numbers appear at the top right hand side of the odd pages only and the even page numbers appear at the top left hand side of the page The document title appears on the odd pages only Hiding an empty section in a report When you create or refresh a master detail report empty sections may appear as shown in the example below LEE E ea contains an empty Australia master cell Resort Year Revenue Australian Reef aan nee There is no data for Us revenue in Australia and the US for the Resort Year Revenue unidentified year Royal Caribbean This may happen for tw
75. to create the object supports OLE 2 the application appears in the cell you select The application becomes active and replaces BusinessObjects in the title bar If the application does not support OLE 2 the object opens on top of the BusinessObjects window 6 Create the object in the remote application 7 Return to BusinessObjects If the remote application supports OLE 2 you simply have to click outside it If the application does not support OLE 2 select Exit The object appears in the cell you selected L Including Graphics and Other Objects in Reports BusinessObjects User s Guide Reporting Techniques and Formatting To insert an existing object 1 Select the cell where the object will appear then select Object from the Insert menu 2 Inthe Insert Object dialog box click Create from File Insert Object MEI C Create New File Cancel Create from File EAMercury CERE un Tl Display As Icon Result Inserts the contents of the file as an object into P A your document so that you may activate it using lake the program which created it 3 Locate the file object you want to insert by entering a path in the File text box or click Browse to select the file 4 Click Link if you want to link the object If you do not click Link you embed the object in the report 5 Click OK to close the dialog box The object appears in the cell you selected If you do not
76. top of the table crosstab on the new page You can insert a formula in this header to allow you to display a recap amount from the previous page for example e Before a table crosstab goes over onto a new page a page break footer is displayed You can insert a formula in this footer to allow you to display a running total for example f Page break options for the across edge of a crosstab Running headers and footers in tables When a table extends over more than one page you can insert a recap header on certain calculated amounts to make the table easier to follow You do this by e inserting conditional headers and footers in your table e inserting the text and the formula for the information you want to display into these header and footer cells The headers and footers display only if there is a page break in your table The example below shows how this works for a multi page bank statement L Setting Up Report Layout BusinessObjects User s Guide Reporting Techniques and Formatting EXAMPLE How can I display page totals and recap amounts in a multi page report The example below shows a two page bank statement To help the bank s client follow this two page statement the account status after the list of credits and debits is displayed at the bottom of the first page This sum is then repeated at the top of the second page before the list of debits and credits continues These two sums are only displayed if a page
77. view a list of all the reports in your document is displayed For the report currently displayed on your screen section names are also displayed If you click on an item in the list in the Report Manager the corresponding report or section is displayed in the report window If you right click on a report in the list a menu is displayed which allows you to rename duplicate or delete the selected report apply a template or standard styles to the selected report insert a new report Structuring and formatting reports In structure view the Map tab displays a list of all the reports in the document and a list of all the components in the selected report L Report Basics and Report Manager BusinessObjects User s Guide Reporting Techniques and Formatting Each report component header section cell table chart etc is represented by an icon and a name The names of components hidden in the report are displayed in italics Report Manager g Data E Map Revenue 2000 5 Yearly variance H Page Header General Section H H General Section Header O Cell O Cell O Cell amp S City Section O Cell lia revenue and margin E Table F General Section Footer F Page Footer O Cell E Product line revenue reports report components Structure view Report Manager Ay 08 Revenue 2000 5 s Yearly variance General S
78. window 2 Follow the prompts in the New Report Wizard to create a new report Creating BusinessObjects documents _ BusinessObjects User s Guide Reporting Techniques and Formatting The first time you start BusinessObjects a minimum check is performed to detect if the necessary files are installed on your machine If not you are prompted to install 3 tier BusinessObjects to your machine See Installing BusinessObjects from InfoView on page 27 For more information on using templates or standard reports see Templates and Standard Report Styles on page 165 For more information on how to access your data source see BusinessObjects User s Guide Accessing Data and Data Analysis Part Il Accessing Data Creating BusinessObjects reports when BusinessObjects is running E Once you are running BusinessObjects you can e create a new report inside a BusinessObjects document by clicking New New Report Wizard in the Standard toolbar Report Wizard ON ae e create a new report inside a document by clicking New in the Standard toolbar See Inserting a blank report on page 48 For more information on e Using templates or standard reports see Templates and Standard Report Styles on page 165 e How to access your data see BusinessObjects User s Guide Accessing Data and Data Analysis Part Il Accessing Data e Managing your reports see Managing reports within a document on page 48 L Report Basics and Report Manager
79. you are working in BusinessObjects in offline mode you can send documents to other users via email If you are working in BusinessObjects in 2 tier or 3 tier mode and have access to a repository you can e publish a document to Corporate Documents InfoView users Save a document to Corporate Documents e send a document to another user via email e send a document to your Personal Documents folder on the Business Objects server InfoView users send a document to the Inbox send a document to other users or groups in the repository e send a document to Broadcast Agent When you send a document if your Business Objects supervisor has given you the rights you can also e define conditions on when the document is refreshed e schedule BusinessObjects documents to be refreshed and sent to the recipients you have defined through a Broadcast Agent Please refer to the InfoView User s Guide for more information on InfoView Publishing to Corporate Documents When you are working with a repository you can make documents available to all users who have access to the repository and to the corporate categories by using the Publish to Corporate Documents command Sharing documents _ BusinessObjects User s Guide Reporting Techniques and Formatting To publish documents to Corporate Documents 1 Click Publish To then Corporate Documents from the File menu Publish to The Send dialog box appears Corporate Documents You us
80. your chart _ BusinessObjects User s Guide Reporting Techniques and Formatting Axes and Gridlines Eg You use this dialog box to display axes and gridlines in the chart Gridlines al T Category Axis Gridlines d MV Primary Y Axis T Primary Y Axis Gridlines e b gt Secondary M Avis E Seconda Aves Griditftes f C _ T Value Z Axis T Series Z Axis Gridlines g Cancel Epa Help a These options are checked by default Click a check box to hide an axis b Only available if you have created a group and associated a secondary axis to it c This option is checked by default in 3 D matrix charts illustrated on page 343 Click the check box to hide the Z axis d Displays gridlines that extend vertically from the X axis e Displays gridlines that extend horizontally from the Y axis f Refer to above g Only available in 3 D matrix charts this option displays gridlines that extend horizontally from the Z axis across the chart s floor gt Formatting gridlines You can format gridlines by changing their color and line style 1 Right click on the axis or gridline and select Format Axis Label from the menu The Axis Label Format dialog box appears 2 Click the Pattern tab For information on how to use this tab refer to page 348 You can only format one axis and its associated gridlines at a time For example if you click an X axis gridline t
81. 09 The values appear underneath 1 990 449 the column headings 2 246 198 9 982 637 0 1 581 616 0 1 656 676 9 Ol 1 667 696 NewYork 2 2 763 503 Calculation totals display in the table footer NI SHININISHININISIN Sum 20 273 765 You can also display the variable labels along the left edge of the table so that you read the data across the rows as shown below This table format is typically used in financial reports such as balance sheets City Chicago Houston Los Angeles Sales revenue 3 022 658 5 447 957 4 220 929 7 582 221 Quantity sold 17 976 32 904 26 244 46 358 Margin 1 254 093 2 221 906 1 668 395 3 072 744 Margin as revenue 41 49 40 78 39 53 40 53 The names of the Calculation totals variables display down The values are listed along the display in the table the left edge of the table rows after the row headings footer What types of tables _ BusinessObjects User s Guide Reporting Techniques and Formatting Crosstab tables A crosstab is a particular kind of table where data appears in columns and in rows Corresponding data appears at the intersection of the columns and rows this part of the crosstab is called the body The body typically displays numerical data A crosstab can display both row totals and column totals as well as a grand total You need at least three variables to display data in a crosstab including one
82. 1 Either select a column and drag it to the upper right corner of the table or Drag a variable from the Report Manager window to the upper right corner of the table 2 When the cursor changes to the Turn to Crosstab cursor and the status bar displays the message Drop to turn to crosstab release the mouse The table becomes a crosstab gt Re organizing crosstabs You can re organize a crosstab by swapping or replacing the variables in the headers or by replacing the variable displayed in the body The example below shows how to swap two headers RSS Saas SONNY N Sweat T Shirts 658 454 737 639 1 910 247 Accessories g 798 263 1 688 991 602 589 Shirt Waist 285 956 404 664 448 781 Sweat T Shirts Accessories Shirt Waist 688 454 798 263 285 956 737 639 1 688 991 404 664 1 910 247 602 589 448 781 1 Click in the Year header 2 Click the Year header again 3 Click and drag the cursor over the Resort header The Resort header highlights the cursor changes to the swap cursor and the status bar reads Drop to swap Creating tables BusinessObjects User s Guide Reporting Techniques and Formatting 4 Release the mouse The headers display in the new positions Turning a crosstab to a table You can rearrange the columns and rows in a crosstab into a table To do this 1 R 2 Turn to Table cursor 3 Click inside the header row of the crosstab Click in t
83. 14 Click OK again in the Page Setup dialog box to save these options for the current report Printing documents BusinessObjects User s Guide Reporting Techniques and Formatting If you click Printer Properties and Advanced and change the settings these settings only apply to the current print job for the current printer selection If you change the printer and print again the advanced settings are reset to the defaults for the current printer Advanced printer options apply for the current print job Whenever possible avoid relying on the advanced options unless you are certain that the document will always print to the same printer i Graphic Layout Paper Quality HP LaserJet 4000 Series PS Advanced Options 2 x ER HP Laseret 4000 Series PS Advanced Document Settings 3g Paper Output Paper Size Copy Count 1 Copy Resolution 600 Scaling 100 TrueType Font Substitute with Device Font os ile Document Options r Orientation Landscape C Rotated Landscape r Print on Both Sides Duplex None Flip on Short Edge Flip on Long Edge Advanced Cancel Clicking Advanced opens the Advanced Options for your printer Using Print Preview Print preview allows you to view the reports before you print You can access Print Preview in two ways e Click the Print Preview button from the Print Setup dialog b
84. 34 setting chart type 361 switching between chart types 325 turning into a table 324 turning to tables crosstabs 325 types illustrated 317 using groups 360 using New Chart Wizard 321 using preset formats 326 walls 340 what elements make a chart 333 XY scatter 340 Z axis 343 master cells in master detail reports 196 connection 23 applying to cell backgrounds 313 applying to cell borders 312 applying to charts 340 Index _ BusinessObjects User s Guide Reporting Techniques and Formatting column charts displaying negative values 341 formatting columns 340 setting column overlap 341 setting gap between columns 341 columns adding to tables crosstabs 259 gap setting 341 inserting 259 262 naming 259 resizing 259 293 selecting 258 selecting in tables and crosstabs 257 table and crosstab copying 247 table and crosstab deleting 250 table and crosstab swapping 246 conditional formatting 229 conditions using to hide report components 231 connection client server 23 web 23 consultants Business Objects 13 Copy All command Edit menu 162 copying and pasting data from BusinessObjects 161 and pasting data to an Office application 161 cell formatting 248 data to other applications 160 tables and crosstabs 260 corporate categories about 91 assigning 92 creating 97 managing 95 refreshing 94 viewing document properties 67 corporate documents finding 69 viewing corporate categories 67 viewing properties 67
85. 4 3 tier mode installing help files 30 starting BusinessObjects 21 A accelerator keys 36 across edge of crosstab 244 297 across tabs defining breaks 270 actions adding 134 Broadcast Agent 134 printing document 134 refreshing document 134 removing 135 running VBA macros 134 saving as Excel 134 saving as PDF file 134 saving as RTF 134 saving as text file 134 BusinessObjects User s Guide Reporting Techniques and Formatting adding breaks 269 columns to tables crosstabs 259 rows to crosstabs 259 summary information 63 adding data to reports see also BusinessObjects User s Guide Accessing Data and Data Analysis 245 Adjust Scale to Value Range option 350 aligning axis labels 347 blocks 223 cell contents 308 cells 223 and date 209 Apply Standard Style command 177 applying Broadcast Agent actions 134 standard report styles 177 value based breaks 276 area charts formatting 340 assigning corporate categories 92 AutoFormats for charts 326 autoscale setting on 3 D charts 344 Avoid Duplicate Rows Aggregation table option 296 axes formatting 346 formatting numbers on 347 hiding 357 Index _ BusinessObjects User s Guide Reporting Techniques and Formatting L Index axis labels applying line styles 348 applying text formats 347 applying tick marks 348 changing orientation 347 defining scale 348 formatting 348 illustrated 346 B back wall on 3 D chart formatting 343 background color setti
86. 5 Sum 835 420 Quarter Revenue Q1 224 881 Q2 237 872 Q3 263 422 Q4 245 269 Sum 971 444 Quarter Revenue Q1 357 170 Q2 341 780 Q3 395 150 Q4 385 560 Sum 1 479 660 Sum 3 286 524 Type a character in this cell and setthe font color to white French Riviera Quarter Revenue 208 565 242 165 226 125 158 565 Sa 985 420 Quarter Revenue 224 881 Q2 237 872 Bahamas Beach aa 263 422 Q4 245 269 Sum 971 444 Hawaiian Club Quarter Sum Revenue 357 170 341 780 395 150 385 560 1 479 660 3 286 524 Working with breaks BusinessObjects User s Guide Reporting Techniques and Formatting Making a value based break You can choose to apply a break only on certain values in your table In the illustration below instead of inserting a break on the whole resort column the break is inserted on the resort French Riviera only This breaks up the table to show a revenue subtotal for French resorts as illustrated below Resort Quarter Revenue a3 226 125 Q4 158 565 French Riviera Sum 835 420 The break footer displays the subtotal Bahamas Beach Q1 224 881 on the value based 2 237 872 break a3 263 422 Q4 245 269 Hawaiian Club Q1 357 170 This table footer displays the total for the entire table not he retaining Sec sions Here the Break Footer Remove Duplicate
87. 8PM 46 0KB Marketing Y Regional trend Busin 2 16 00 5 27 18 PM_ 57 5KB Trends A Sales analysis Busin 2716700 5 18 22 PM_ 174 0 Sales Yearly growth Busin 2 16 00 5 30 27 PM_ 130 0 Trends File name Daily position rep Save Save as type Business0 bjects Document rep z Cancel Categories Set categories for the document 5 Options T Save for all us omm y o Glan document Using corporate document folders on page 91 5 Click the check box next to the categories you want to assign to the The personal categories apply to your personal document only and do not carry over to the corporate documents For information on corporate categories see 7 Click OK your Personal Document folder Categories box and saves the document 6 Clear the check box for any categories you wish to delete The selected categories display in the Categories box 8 Click Save to save the document with the assigned personal categories to When you are saving a document to which you have already assigned categories BusinessObjects displays lt Keep existing categories gt in the L Report Basics and Report Manager BusinessObjects User s Guide Reporting Techniques and Formatting Deleting a document from your Personal Documents folder If you want to delete documents from Personal Documents you have to use the personal document list in InfoView For complete information on viewi
88. 9 Chapter 10 BusinessObjects User s Guide Reporting Techniques and Formatting Part IV Formatting Report Components Formatting Page Layout Positioning report components 000000 0c eee eee eee Using Report Manager to structure report layout 05 Hiding and displaying report components 222005 Working with the Displaying Data page background 0000 cece ee eeeee in Tables What types of tables 00 0000 cece eee Creating tables Guided table insertion 1 0 0 0 0 0 0 00 cc eee Editing tables Free standing cel IS Me ee A EERE Leek BS PARR oe Eh Se Breaking Up Tables Working with breaks 0 0 2 2 0 00 eee Formatting Sections Tables and Cells Formatting sections 000 00 Formatting tables Formatting cells 219 221 226 229 238 241 243 245 253 256 262 265 267 Contents _ BusinessObjects User s Guide Reporting Techniques and Formatting Chapter 11 Chapter 12 L Contents Working with and Formatting Charts Chart types 0 0c c eee eee Creating a chart 0 0 0 0 ccc cee eens Organizing chart data 0 0 cc cece eee ee Chart elements and how to format them Formatting the chart block 2 222005 Formatting the data series 000000005 Formatting each chart type 0 0 2 eee ee eee
89. BusinessObjects User s Guide Reporting Techniques and Formatting BusinessObjects 6 5 Windows BusinessObjects User s Guide Reporting Techniques and Formatting Copyright Trademarks Use restrictions Patents Part Number Copyright 2004 Business Objects All rights reserved If you find any problems with this documentation please report them to Business Objects in writing at documentation businessobjects com Business Objects the Business Objects logo Crystal Reports and Crystal Enterprise are trademarks or registered trademarks of Business Objects SA or its affiliated companies in the United States and other countries All other names mentioned herein may be trademarks of their respective owners This software and documentation is commercial computer software under Federal Acquisition regulations and is provided only under the Restricted Rights of the Federal Acquisition Regulations applicable to commercial computer software provided at private expense The use duplication or disclosure by the U S Government is subject to restrictions set forth in subdivision c 1 ii of the Rights in Technical Data and Computer Software clause at 252 227 7013 Business Objects owns the following U S patents which may cover products that are offered and sold by Business Objects 5 555 403 6 247 008 B1 6 578 027 B2 6 490 593 and 6 289 352 370 10 650 01 BusinessObjects User s Guide Reporting Techniques an
90. BusinessObjects User s Guide Reporting Techniques and Formatting To add a section 1 Select the Section level under which you want to add a section 2 Click Add A new section is added to the list To delete a section 1 Select the section you want to delete in the list 2 Click Delete gt Pages You can edit the background shading for the report page You can either set the same shading for the whole page or set the shading for the page header page body and page footer separately Report Components H P Tables Hh Crosstabs H 3 Breaks Select the Page icon to set the same shading for all HE Sections three page elements ae pag a oe To edit the settings for the different elements that make F Footer up a page click on the plus sign next to the page icon O Free standing Cell You can set different shading for the page header the main section the page body and the page footer Add gt Free standing cells Click on the cell icon to edit settings for free standing cells For more information on formatting cells see Formatting cells on page 298 Applying standard report styles You can create a new standard report using your custom standard report style settings or you can apply your custom styles to existing reports You can apply your custom standard report styles to the whole report or to a selected item L Templates and Standard Report Styles BusinessObjects User s Guide Reportin
91. Formatting gt Multimedia Are you new to Business Objects Are you upgrading from a previous release or expanding for example from our desktop to our web solution Would you like to see a demonstration that shows how to use some of our more complicated or advanced features Access our multimedia Quick Tours or Getting Started tutorials from the product the Online Customer Support OCS website or the Documentation CD How can get the most recent documentation You can get our most up to date documentation via the web Regularly check the sites listed below for the latest documentation samples and tips gt Tips amp Tricks Open to everyone this is a regularly updated source of creative solutions to any number of business questions You can even contribute by sending us your own tips www businessobjects com forms tipsandtricks_login asp gt Product documentation We regularly update and expand our documentation and multimedia offerings With a valid maintenance agreement you can get the latest documentation in seven languages on the Online Customer Support OCS website gt Developer Suite Online Developer Suite Online provides documentation samples and tips to those customers with a valid maintenance agreement and a Developer Suite license via the Online Customer Support OCS website Send us your feedback Do you have a suggestion on how we can improve our documentation Is there something you particul
92. Guide Reporting Techniques and Formatting Overview Charts are the graphic equivalent of tables and crosstabs BusinessObjects has avery powerful and easy to use charting feature You can produce sophisticated and visually appealing charts to display a simple summary of your data or complex relationships in it This chapter describes e How to display data in charts in BusinessObjects reports and how to organize the way the data is displayed on the chart How to add and format the different elements legends titles grid lines to your charts to obtain professional looking results L Working with and Formatting Charts BusinessObjects User s Guide Reporting Techniques and Formatting Chart types BusinessObjects has several basic chart types some with two dimensional and some with three dimensional views Here are examples of the available chart types gt Two dimensional and three dimensional column 600 000 500 000 400 000 300 000 200 000 100 000 s 600 000 500 000 400 000 300 000 4a 200 000 FY1998 100 000 Bahamas Beach French Riviera Hawaiian Club Bahamas Beach French Riviera Hawaiian Club gt Two dimensional and three dimensional horizontal column Hawaiian Club French Riviera Hawaiian Club Bahamas Beach French Riviera Bahamas Beach 100000 00 200000 00 300000 00 400000 00 500000 00 600000 00 o B Cha
93. HTML Save options are detailed below Select LK Current Report save only the current report All Reports in Document save all the reports in the document Select Reports save the report s you select in the report list BusinessObjects save the report in BusinessObjects and HTML Document format This means that the HTML version of the file contains a link to download the BusinessObjects document The first three options are option buttons and the last option is a check box The available HTML Format options under Format are This check box Enables you to Display Charts and display the charts and pictures in the HTML file Pictures Use Frame use the frame structure Borders include borders See note below Background Colors include colors Text Colors include text colors Fonts include the fonts used in the BusinessObjects document Free form Layout use table structure without frames Automatic Reload Every reloads the HTML report every period of minutes X minutes you set HTML 3 2 Format saves your report in HTML version 3 2 instead of the default version 4 0 L Saving Refreshing Sharing and Printing Documents BusinessObjects User s Guide Reporting Techniques and Formatting The cell border format information for example size type color number of borders is lost if you click the HTML 3 2 check box If you want to save your cell formatting clea
94. In the above illustration the regional settings have been set to United States English This means BusinessObjects will use US conventions for numbers dates and times and will use the dollar sign as the default currency sign gt Date settings and the 21st Century Business Objects advises you to set a four digit year style on the Date tab of the Regional Settings Properties dialog box This ensures that you save the century as well as the year when exporting data from BusinessObjects to a text file Customizing your workspace _ BusinessObjects User s Guide Reporting Techniques and Formatting Report Manager The Report Manager is a key part of the BusinessObjects workspace from which you can manage many different aspects of your work gt Displaying the Report Manager fe You can show or hide the Report Manager window by clicking Report Manager on the Standard toolbar e Inthe Standard toolbar click Report Manager to display or hide the Report Manager window Report Manager Report Manager A Data Map 43 Variables Category City Lines Quarter Region Store name Year Margin Margin as revenue Quantity sold Sales revenue a Formulas The Report Manager has two tabs Each tab is used to manage a different aspect of your work in BusinessObjects e The Data tab allows you to manage the variables and formulas contained in a BusinessObjects document e The Map tab allows you to navigate thro
95. L ad e 2 gt Dope t 25D EetE 2 ppg x 0 x 0 pee EEG RSE EE GR SEE ES oD te 4c te eo gt t e o Bey oe Ser woe Seu 82 CURSES OM Us a on 5 2 5 ps 5 2 a 6 a 5 S 8 R R R both dimensions are on the X axis Accessories City Trousers Dresses Overcoats f Sweaters Sweat T Shirts Trousers the Year dimension is on the Z axis EXAMPLE Re organizing data on chart axes in three dimensional charts In the illustration below the first chart shows the Quarter variable plotted on the Z axis and the Service Line variable on the X axis In the second chart these two variables have been swapped We did this by dragging Quarter into the X axis Organizing chart data _ BusinessObjects User s Guide Reporting Techniques and Formatting folder on the Pivot tab of the Chart Format dialog and dragging Service Line into the Z axis folder The second chart shows Quarter plotted on the X axis and Service Line on the Z axis 600 000 500 000 400 000 300 000 200 000 100 000 0 200 000 Locman H Food amp Drinks 100 000 AEE 2 A A JA G 0 H H N oF G G G Accommodation Food amp Drinks Recreation L Working with and Formatting Charts BusinessObjects User s Guide Reporting Techniques and Formatting Reorganizing chart data To reorganize the data in a chart 1 Right click on the chart and select Format Chart from the menu The Chart Format di
96. Locale the language of the application that created your document Saving documents _ BusinessObjects User s Guide Reporting Techniques and Formatting You can add to the information by entering properties for the Title Subject Author Keywords Comments You can display and edit this information via the Summary Info dialog box To access the Summary Info dialog box 1 Open your document 2 Click Properties from the File menu while your document is open 3 Enter the properties in the available text boxes x locde rep Folder Documents My Business Objects Documents userD ocs Creation Date 10 4 2003 20 25 23 Modification Date 11 4 2003 13 16 04 Last Print Date Locale Deutsch de Title PO Subject PO Author USER Keywords aaaeaii Comments Cancel Help 4 Click OK 5 Click Save on the Standard toolbar to save the properties with your document For more information on the information displayed here see Displaying BusinessObjects document information on page 61 L Saving Refreshing Sharing and Printing Documents BusinessObjects User s Guide Reporting Techniques and Formatting Saving a document template You can save any BusinessObjects document as a template Unless you purge the data source the data from the document is saved in the template For more information on creating and using templates see Chapter 4 Templates and Standard Report Styles To save a docume
97. MyBQY 3 Click BusinessQuery files bqy in the Save as type list box 4 Type a different name in the File name box then click OK If you do not want to change the name click OK 5 For information on working with the query in BusinessQuery refer to the BusinessQuery User s Guide If you have opened a BusinessQuery document in BusinessObjects you can save it as a BusinessQuery document or as a BusinessObjects document Whether you save the document in BusinessQuery or BusinessObjects format you will be able to continue to work with it in both applications Saving a document as an Excel file Perhaps not all the people who need to receive your BusinessObjects reports have access to BusinessObjects or to InfoView or perhaps some people need to perform further calculations to data that is not included in BusinessObjects BusinessObjects now enables you to save documents as Microsoft Excel files gt What exactly saves in Excel When you save a BusinessObjects document as a Microsoft Excel file all the reports maintain their appearance that is each report appears as a separate tab in an Excel file Tables and graphs appear as they do in BusinessObjects Numbers and text maintain their numeric and text format This table describes the behavior of a BusinessObjects document when you save as a Microsoft Excel file If you see this in BusinessObjects You see this in Microsoft Excel Free form cell containing text Single cell containing
98. T i 04 T 1 Food amp Drinks Recreation Accommodation Food amp Drinks Recreation Accommodation Formatting chart axes and axis labels BusinessObjects User s Guide Reporting Techniques and Formatting Helping users to read your chart You can make your charts easier for your audience to read and interpret by adding information for example a chart title or a legend These are described in the following section Title Gridlines Revenue Bahamas Beach Revenue French Riviera Legend Revenue Hawaiian Club FY 1998 FY1999 FY2000 Chart title A chart title is a cell in which text is displayed You can edit and format the text as well as move the title and format the cell Adding a chart title 1 Right click anywhere inside the chart and select Insert Title from the menu 2 Double click the chart title The default title is highlighted 3 Type in the name and press Enter Positioning the chart title e Click inside the chart title and drag it with your mouse to the required position L Working with and Formatting Charts BusinessObjects User s Guide Reporting Techniques and Formatting Formatting the chart title You can apply custom formats to the chart title 1 Right click inside the chart title 2 Click Format Title from the menu The Title Format dialog box appears 3 Make your changes on the four tabs Number Alignment Font and Pattern 4 Cl
99. Using hyperlinks in BusinessObjects reports You can easily add hyperlinks such as email addresses and web site addresses to your reports BusinessObjects automatically recognizes certain keywords or symbols included in the address adds any extra syntax and formats the address as a hyperlink Hyperlinks you add to a BusinessObjects report are retained when you save the report in PDF or in HTML format BusinessObjects automatically recognizes the keywords syntax and symbols listed in the table below and transforms them into hyperlinks Keyword or syntax Automatically recognized and formatted as HTTP or www HyperText Transfer Protocol MAILTO or Electronic Mail FILE Host specific Files lt a href gt specified in the HTML code FTP File Transfer Protocol NEWS Usenet news TELNET Telnet Protocol for Interactive Sessions GOPHER Gopher and Gopher Protocols Formatting cells BusinessObjects User s Guide Reporting Techniques and Formatting Keyword or syntax Automatically recognized and formatted as WAIS Wide Area Information Servers Protocol PROSPERO Prospero Directory Service NNTP Usenet news using NNTP access gt How are hyperlinks formatted If you have Microsoft Internet Explorer installed hyperlinks in BusinessObjects reports are formatted according to your Internet Explorer settings If Internet Explorer is not installed on your computer hyperlinks are formatted in b
100. XAMPLE Correctly formatting crosstab corners When you apply shading to a section and then insert a crosstab the corner cells of the crosstab may be incorrectly shaded or formatted as shown in the example below In this example you want the top left hand corner be shaded as the section shading France 208 565 242 165 226 125 158 565 US 582 051 579 652 658 572 630 829 There are two things you have to check e the cell shading is set to transparent e the crosstab shading is set to transparent To do this 1 Right click on the top left hand cell and select Format Cell from the menu The Cell Format dialog box opens 2 Click the Shading tab 3 On the Shading tab click None under Fill Fill o Custom The cell becomes transparent allowing the section shading to show through Q1 Q2 Q3 Q4 France 208 565 00 242 165 00 226 125 00 158 565 00 US 562 051 00 579 652 00 658 572 00 630 629 00 TIP If this has not solved the problem repeat the procedure above This time click Crosstab from the Format menu L Formatting Sections Tables and Cells BusinessObjects User s Guide Reporting Techniques and Formatting Formatting Appearance You can change the position of a block on the page by selecting the position and editing the display criteria The Appearance tab allows you to position blocks relative to sections margins or the page both vertically and horizontally You can also set a
101. a Blank Document Prompts you to select Invoke the New Report Wizard with the following settings the type of report layout you want to create p Report Layout p Data Access Prompt User Prompt User Displays a screen that C Select a Template Select a Universe allows you to select a Use a Default Template Use the Default Universe template Always uses the Table Master Detail z z template you to select C Use a Standard Report C Use a Different Data Provider in this list box Always creates a standard report OK Cancel What are templates and standard report styles _ BusinessObjects User s Guide Reporting Techniques and Formatting TIP If you have set a default universe and template you can create documents without using the New Report Wizard When you click New or click New from the File menu the Query Panel appears The Classes and Objects list presents the classes and objects of the default universe When you build the query the data appears in the layout provided by the default template you set L Templates and Standard Report Styles BusinessObjects User s Guide Reporting Techniques and Formatting Customizing standard report styles You customize standard report styles in the Standard Report Styles dialog box You can open the Standard Report Styles dialog box with or without a BusinessObjects document open To open the Standard Report Styles dialog
102. ace the logo in the header of a template then use the template when creating or formatting reports Templates contain a report structure and styles You can either use a template when you create a report or you can apply a template to an existing report L Templates and Standard Report Styles BusinessObjects User s Guide Reporting Techniques and Formatting gt Structure The structure of a report defines how the data is presented Your data can be presented in a crosstab a column chart or it can have a master detail structure When you use a template the data displays in the structure and uses the formatting that is defined in the template gt Styles The styles contained in a template define the report page background and the style of the headers and footers Setting a default report layout You can set default options for the layout you want to use when you create new reports with the New Report wizard This allows you to always use the same template or to always create a standard report To do this 1 From the Tools menu click Options The Options dialog box opens 2 Click the New Document tab 3 Set the required options under Report Layout Options x General Save Display Drill File Locations New Document Macros 4 You can set options to customize the way you create new reports These options affect the File New command When invoking this command you can Systematically Create
103. ail reports If you have a master detail report that contains charts you can use different scaling for the charts in the different sections See Scaling charts in Master Detail reports on page 349 for information on how to do this gt Formatting sections in master detail reports You can format the sections in a report by applying shading to the background If you have set up a report with several sections you can apply a different type of shading to each section in the report This can allow you to easily distinguish between the different sections For information on formatting sections see Formatting sections on page 285 gt Hiding sections in master detail reports You can hide sections in master detail reports so that only the sections you are interested in are displayed For information on how to do this see Showing and hiding report components on page 229 Managing sections in a master detail report BusinessObjects User s Guide Reporting Techniques and Formatting Undoing a master detail report You can undo a master detail report in the following ways e by placing the master in the table or crosstab by removing the master from the report e by removing the data from the master cell but leaving the cell in the report gt Placing the master in a table or a crosstab You can remove a master cell by adding it to a table or crosstab in the section The cell is inserted as an extra column or row of data 1 Cli
104. al section of this chapter describes all you need to know about converting currencies to and from euros in BusinessObjects L Breaking Up Tables The following chapters in BusinessObjects User s Guide Accessing Data and Data Analysis give further information on using calculations in BusinessObjects Chapter 14 Creating Calculations steps you through how to create a calculation Chapter 15 Calculation Contexts and Extended Syntax explains the more sophisticated aspects of writing formulas and gives some background about how the BusinessObjects calculation engine works Chapter 16 Calculation Troubleshooting explains the error messages and other problems you may encounter when inserting formulas and calculations in your reports and explains how to fix these problems Chapter 17 Formulas Local Variables amp Functions explains how you can use the power of the BusinessObjects formula editor to write your own calculations For information on using calculations in charts see Displaying a calculation on data in charts on page 367 in this guide BusinessObjects User s Guide Reporting Techniques and Formatting Working with breaks This section explains how to break up data in tables and crosstabs and describes the different options available to format and manage these breaks What is a break A break does what its name implies It breaks up the data in a table or crosstab by grouping the data according to a selected val
105. al tab The options you can set are described below L Formatting Sections Tables and Cells gt BusinessObjects User s Guide Reporting Techniques and Formatting Tables Table Format x General Page Layout Pivot Border Shading Appearance Displays a displayed Name Revenue per country m Headers and Footers header and m7 M Show Header footer on the table Displays a table in multiple columns or rows The options available here T Show Footer I Fold You can name the selected block and set how headers footers rows and columns are Display I Avoid Duplicate Rows Aggregation in Show Vareble Header Orientation sets the type of table displayed Down displays the data in columns with the header in the top row Across displays the data in rows with the header down the left hand Columns Columns fi Spacing depend on what table orientation is set fo 1 16th Inch side Cancel Amy _ Hep EXAMPLE Displaying tables in a multi column layout You can set up a multi column or multi row page layout to fit more information on a page The example below shows how this works Kamata Restaurant Oneda Poolside Bar Hotel Room Kamimura Bungalow Reinman Hotel Suite Restaurant Kamimura Excursion Reinman Sports Hotel Suite Bungalow Schiller Activities Poolside Bar Excursion Schiller H
106. alog box appears 2 Click the Pivot tab Chart Format Ea General Series Pivot Border Shading Appearance adm You can pivot data by placing variables on the X axis the Y axis or the Z axis You can drag a Hiji variable from one folder to another Available Variables Used Variables Customer Resort Resort In two dimensional Service 5 6 Z Axis Year Year charts the variables Number of guests Bela SE Y Aris appear in the X axis Revenue Number of guests A Age PUE and Y axis folders Hidi Numeric data appears in the Y ee axis folder In matrix charts there is at least one variable in each of the three folders T Unused Variables Only The Pivot tab shows a representation of the data in the chart The Available Variables box displays a list of the variables you can display in the chart The Used Variables box displays three folders These folders show the variables that are already displayed on the X axis the Y axis and the Z axis 3 Add variables by clicking the variables under Available Variables then click Add 4 Remove variables by clicking the variables under Used Variables then click Remove 5 Click Apply to display the changes on your chart 6 Click OK to close the Chart Format dialog box and save your changes Moving Data While you display the Pivot tab of the Chart Format dialog box you can move data from one axis to another e Drag
107. alog box opens 3 Click the Save tab 4 Check Refresh Document When Opening then click OK L Saving Refreshing Sharing and Printing Documents BusinessObjects User s Guide Reporting Techniques and Formatting gt Refresh a data provider once at a set time If you know the database is to be updated at a certain time on a given date you can specify that your data provider s be automatically refreshed at this point in time To do this 4 2 Open your document From the Data menu click View Data The Data Manager dialog box opens Click the Definition tab Select the data Data Providers Results Definition provider from p General IV Automatic Refresh this list f budget Name Evey Once sales data ZJ Shu Max Duration Max Rows From Date m d yy i ti I Editable 11727739 automallg VAR P hable Time hh A AM PM refresh iv H K s SSi eee z options here Universe 11 00 20 PM EFASHION By time Rows Duration 05 34 46 PM 1031 T 05 21 14 PM 131 20 Edit Delete In Data Providers box click the data provider on which you want to work Check Automatic Refresh then Once Click an item from the list box On date at time Use this option to refresh the data provider at a given time on a given day On date from time Use this option to refresh the data provider after a given time on a set day 7 Enter a date and a time from the respective list boxes th
108. ame color Sections in a Master Detail report If you have set up a report with sections you can apply a different type of shading to each section in the report This allows you to easily distinguish between the different sections The sections you create remain in the main section and a main section header displays at the beginning of the report A main section footer displays at the end of the report You can hide the main section header or the main section footer or both of them if you wish EXAMPLE Using shading to distinguish between sections In the illustration below the report contains two sections the main section anda Resort section The Resort section has three values Bahamas Beach French Riviera and Hawaiian Club The main section is shaded blue and the Resort Formatting sections _ BusinessObjects User s Guide Reporting Techniques and Formatting section yellow which allows you to clearly see where the sections begin and end As you can see from the illustration the Resort section is contained within the main section BusinessObjects Annual_rep x T Eie Edt view Insert Format Tools Data Anaysis Window Help _a x OSE skn inex m R ORAA main section header Resort section main section footer gt Pae A tee g L Formatting Sections Tables and Cells BusinessObjects User s Guide Reporting Techniques and Formatting Formatting sections 1 Right click
109. aming components makes it easier for you and others to find your way to the different parts of the report With one click you can go directly to the part of the report that interests you More importantly however naming components is a good idea if you are hiding report components on certain pages To do this 1 Click Structure from the View menu 2 From the Report Manager Map tab click once on a component name and then click again The name highlights 3 Enter the new name 4 Press Enter or click outside of the text box TIP You can also name components in the Format Block dialog boxes on the General tab or on the Appearance tab L Formatting Page Layout BusinessObjects User s Guide Reporting Techniques and Formatting Hiding and displaying report components BusinessObjects allows you to create and format report components tables crosstabs charts cells and sections and then select which components you want to display on a given page or in a given set of circumstances This is called conditional formatting Conditional formatting allows you to set up reports that display different information and different formatting on different pages For example you can e use a different table format for customer payment records depending on whether the customer is up to date on payments e create a different page layout for your odd and even pages You can hide and display report components in two ways e click a check
110. and click Retrieve from Users from the File menu again L Report Basics and Report Manager BusinessObjects User s Guide Reporting Techniques and Formatting Retrieving documents from Broadcast Agent The Retrieve From Broadcast Agent command allows you to quickly retrieve scheduled documents from Broadcast Agent To retrieve a document from Broadcast Agent Retrieve From 4 Ch f the th Broadcast oose one of the three ways Agent Click Retrieve From then Broadcast Agent from the File menu Click Retrieve from Broadcast Agent on the Document Exchange toolbar Use the keyboard shortcuts Alt F R d 2 Follow the same procedure to find and select processed documents 1 Retrieving documents from Corporate Documents The Retrieve From Corporate Documents command allows you to quickly Retr a om retrieve documents from the corporate documents in the corporate repository or Corporate the Business Objects server Documents 1 Open the Retrieve dialog box in one of the three ways Click the Retrieve From then Corporate Documents from the File menu Click Retrieve from Corporate Documents on the Document Exchange toolbar Use the keyboard shortcuts Alt F R C The Retrieve dialog box appears 2 Click the categories under Browse Categories to display corporate documents in those categories 3 Click Uncategorized to display corporate documents that do not belong to any category a You use this dialog box to ret
111. applied to empty cells 6 Click Add The new format appears in the Format list under the Number category and the Custom category Number Alignment Font Border Shading Appearance Category The four properties for the new format appear in the 0 000 0 000 0 000 0 000 Currency Date Time Scientific Format list Percentage Condition Boolean Image An example of pei he f t Positive Negative Equal to Zero Undefined the forma foo jooo fo 000 jooo appears below 13345476 12345 679 0 000 o o00 each field Add Remove T Read As HTML 7 Click Apply or OK The new number format is available for use L Formatting Sections Tables and Cells BusinessObjects User s Guide Reporting Techniques and Formatting gt Applying colors to text You can apply a color to number formats that you create For example if you want negative values to appear in red type Red after the number format in the Negative field Properties Positive Negative Equal to Zero Undefined fo coa fo coo r ed fo o00 fo 000 12345 679 12345 679 0 000 0 000 gt To delete number and date formats that you have created You can delete number and date formats that you or other users have created 1 Inthe Number tab of the Cell Format dialog box click the Category where you created the format you want to delete 2 Select the format s that you wish to delete 3 Click Remove then click OK
112. arly like or have found useful Drop us a line and we will do our best to ensure that your suggestion is included in the next release of our documentation documentation businessobjects com If your issue concerns a Business Objects product and not the documentation please contact our Customer Support experts For information about Customer Support visit www businessobjects com services support htm L Maximizing Your Information Resources BusinessObjects User s Guide Reporting Techniques and Formatting Services A global network of Business Objects technology experts provides customer support education and consulting to ensure maximum business intelligence benefit to your business How Business Objects can support you Business Objects offers customer support plans to best suit the size and requirements of your deployment Business Objects operate three global customer support centers e Americas San Jose California and Atlanta Georgia e Europe Maidenhead United Kingdom e Asia Tokyo Japan and Sydney Australia gt Online Customer Support Our Customer Support website is open to all direct customers with a current maintenance agreement and provides the most up to date Business Objects product and technical information You can log update and track cases from this site using the Business Objects Knowledge Base Having an issue with the product Have you exhausted the troubleshooting resources at your disposa
113. ata is broken up first by Resort then by quarter You can change this organization at any time and add and remove breaks in the Breaks dialog box Service Line Revenue Down Edge Food amp Drinks Recreation E In this tab you columns List of breaks 24 Resort Quarted Food amp Drinks Recreation 2 inserted in the selected table and s19 the order in which they French Riviera Sum are applied Add Remove BahamasBeach 224 881 Sum To reorganize the order in which breaks are applied 1 Right click on a column or row that contains a brea Breaks from the menu The Breaks dialog box opens Click the break name in the list and click Edit Set the order you want the break to be applied and 2 3 Managing breaks over multiple pages When a table spans more than one page there are ce to make sure that tables are not split incoherently so that certain elements such as column and row headers are repeated on the new page You can set the following options in the Break and Pages section of the Breaks dialog box To open the Breaks dialog box Right click on a row or column that contains a brea Breaks from the menu Break on level 2 Select the Variable s M Quarter D tegi I Service Line Sets the order the break is applied k and select Format click OK rtain options you can set k an
114. ate The category list is held in the lsi file For better performance a local cache provides the category list until you click Refresh Categories L Report Basics and Report Manager BusinessObjects User s Guide Reporting Techniques and Formatting Managing corporate categories A category is a keyword or phrase you can assign to a document or documents when you publish them to corporate documents send them to users groups or Broadcast Agent Other users can filter document searches to find only documents or available documents corresponding to selected categories no categories or all categories See Using the Find Documents command on page 65 For example you are in the marketing department so you may want to search for documents that have been assigned the Marketing category You and other marketing personnel can search the repository by this category to find documents concerning you quickly Categories exist per repository may contain subcategories are assigned to one or several documents at a time are not required on documents serve as a filtering mechanism only and do not serve to restrict a user or group s access to documents based on the categories to which they are associated can be assigned to a document by anyone with access to the repository Managing corporate categories _ BusinessObjects User s Guide Reporting Techniques and Formatting Obtaining rights to manage corporate catego
115. ats 180 applying 181 changing the default folder 178 defined 168 replacing variables 182 saving as 111 setting default 170 setting up 180 structure 169 style 169 style and structure 182 upgrading 183 using language folders 111 BusinessObjects User s Guide Reporting Techniques and Formatting text applying text formats to axis labels 347 formatting 300 wrapping cell contents 310 tick marks displaying on chart axes 348 illustrated 346 time inserting 209 tips on dragging and dropping data 252 Tips amp Tricks 12 title displaying on chart 352 toolbars alignment 223 borders toolbar illustrated 312 displaying 188 formatting 299 formatting illustrated 300 hiding and displaying 31 structure 204 totals page displaying 203 tracking inserting document information 209 212 training on Business Objects products 13 transparent background shading setting 337 turn to chart command 324 TXT exporting data as 157 TXT file display and BusinessObjects version 161 double quotes 161 U undo an action 51 undoing master detail reports 194 clearing master cell 196 placing master in table or crosstab 194 Index _ BusinessObjects User s Guide Reporting Techniques and Formatting universes setting a default 170 updating data 120 documents 120 viewing BusinessObjects 4 1 documents 40 viewing BusinessObjects 5 1 documents 40 up down bars showing on line charts 342 upgrading and templates 183 User 69 user documen
116. atter charts formatting data series 340 scheduling documents File Watcher 139 141 142 report chaining 141 setting start and stop dates 141 search documentation 11 searching corporate documents 69 secondary Y axis 362 sections creating in reports 187 displaying delimiters 193 224 folding in outline view 214 formatting 283 formatting borders 288 hiding 229 hiding and displaying 287 hiding when empty 236 main 283 maximum in a report 190 moving blocks between sections 225 setting standard report styles 175 starting on new page 199 security domain choosing 22 connecting to 22 selecting cells 258 chart elements 334 columns 258 columns in tables and crosstabs 257 rows 258 rows and columns 258 rows in tables and crosstabs 257 tables crosstabs 257 two or more blocks 257 366 Index _ sending documents to Broadcast Agent 132 documents to personal documents 85 reports via email 127 sending documents to Broadcast Agent File Watcher 141 File Watcher example 142 report chaining 141 setting start and stop dates 141 set as master in master detail reports 188 setting date format 161 shading applying to cell backgrounds 313 background creating custom colors 337 headers and footers 207 setting background color 337 setting foreground color 337 shortcut buttons using 57 shortcuts keyboard 36 Show Variable Header crosstab option 297 side wall on 3 D chart formatting 343 Snap to Grid command 224 263 sorting see B
117. b and rename the data labels e Use the Insert Table or Insert Crosstab wizards e Copy an existing table and then replace the variables and delete or add columns and rows as required To bring new data into your report see BusinessObjects User s Guide Accessing Data and Data Analysis Chapter 1 Introduction to Accessing Data with BusinessObjects Inserting a table from Report Manager A quick and convenient method to insert a table is to drag and drop the variables you want to use from the Report Manager into your report Here s how to do it 1 Click Report Manager on the Standard toolbar to open the Report Manager window Report Manager 2 Click the Data tab of the Report Manager The data you can use in your report displays under the Variables folder 3 Select the variables you want to use in your table in the Report Manager Use Ctrl to select more than one variable Report Manager A Data Map 4 Variables my Category City Create table cursor Lines Quarter Region Store name awe Quantity sold Year Sales revenue Margin 53 078 1999 8 095 614 Margin as revenue 79 855 2000 13 232 246 90 296 2001 15 059 143 Creating tables _ BusinessObjects User s Guide Reporting Techniques and Formatting 4 Click the mouse and drag the variables to the report from the Report Manager The cursor changes to the Create Table cursor and the status bar displays the
118. ble 3 Press Ctrl click the component you want to align with the first 4 Click one of the alignment options then click OK The selected report components align Displaying delimiters H Snap to Grid When you are working on your page layout and aligning components it may be useful to turn on the delimiters Delimiters are non printing dotted lines There are three types of delimiters that you can turn on and off This delimiter Shows cell the outline a cell margin the size of page margins you can only turn margin delimiters on if you are in Page Layout view section where a section begins and ends To turn cell and section delimiters on e From the View menu click Cell Delimiters or Section Delimiters cell delimiters section Section Quarter eee delimiters 7 Year No of guests ountry evenue FY93 127 208 565 BaD BI To turn margin delimiters on 1 From the View menu click Page Layout 2 To display the margins click Page Margins from the View menu Manually positioning components using the grid You can manually drag report components and place them as required on the report page To help place components accurately you can turn on a page grid To display the grid e From the View menu click Grid You can use the grid to automatically align the selection as you drag it To do this e Click Snap to Grid on the Alignment toolbar When you drop a component in a new
119. ble and turn it into a chart the data distributes over two axes When you select a crosstab and turn it into a chart the data automatically distributes over three axes The example below shows how you achieve a different view on a column chart by re distributing the data over three axes Organizing chart data _ BusinessObjects User s Guide Reporting Techniques and Formatting EXAMPLE Re organizing data in two dimensional charts The following charts represent revenue per quarter for the top three lines in the eFashion industry by region In both charts the measure variable Revenue is placed on the Y axis In the first chart the variables Quarter and Lines are on the X axis This produces a horizontal column chart where all the columns have the same color since they all show Revenue In the second chart the variables have been re arranged to produce a matrix chart Quarter has been placed on the Z axis The columns are now grouped by Lines and Quarter is represented by a different color column Q1 Sweaters Q2 Sweaters Q3 Sweaters E a4 Sweaters at Accessories Q2 Accessories Q3 Accessories Q4 Accessories Q1 Swest T Shirts Q2 Swest T Shirts Q3 Swest T Shirts Q4 Sweat T Shirts Sweaters Accessories Sweat T Shirts Chart Format x General Series Pivot Border Shading Appearance g You can pivot data by placing variables on the X axis
120. break occurs Page 1 2 Date Identifier Debit Credit Starting Account Amount 22 000 01 01 98 XXXXX 250 02 01 98 XXXXX 300 04 01 98 XXXXX 10 000 06 01 98 XXXXX 677 07 01 98 XXXXX 90 Page break footer This line only displays if there is a page break in Account Status 30 683 the table Page break occurs Page 2 2 here Date Identifier Debit Credit Page break header Recap from previous page 30 683 an 01 01 98 XXXXX 165 This line displays only if 09 01 98 XXXXX 89 there is a page break in 10 01 98 XXXXX 900 the table 11 01 98 XXXXX 1 200 12 01 98 XXXXX 200 i Final Account Status 28 459 _ Table footer Displays at the end of the table gt To set up a report with running headers and footers First you have to activate the option To do this 1 Right click on the table 2 Click Format Table from the menu The Format Table dialog box opens 3 Click the Page Layout tab 4 Check Page break header after page break and Page break footer before page break 5 Click OK to save and close the dialog box Page Layout Next you need to enter the formula To do this 1 In the Report toolbar click Page Layout You can only see page break headers and footers when you are in page Multi page reports _ BusinessObjects User s Guide Reporting Techniques and Formatting layout mode and when the table extends over to the next page 2 In the Report toolbar cl
121. ce 2 Product Analysis Austin Boston Chicago Colorado Springs Dallas Houston Los Angeles Miami New York San Francisco Washington Product Sales by City for year 2001 Austin salesrevenue 1 135 479 10 oe 424 790 00 salesrevenue 887 169 20 a 336 574 10 Chicago salesrevenue 1 134 085 40 meran 439 865 00 Colorado Springs salesrevenue 843 584 20 margin 309 966 00 z my IE Revenue Year 2001 J Revenue by City J E Margin Analysis J 2 Quarterly Varia Last Exec 2 9 99 06 08 PM I 2 Click the section you want to view in the Report Manager Map list The high level information for this section displays in the Report window 3 Click the arrow next to the section name in the Outline bar The selected section opens up and you can view the details for that section Using outline view _ BusinessObjects User s Guide Reporting Techniques and Formatting L Setting Up Report Layout Formatting Report Comp I part Formatting Page Layout chapter BusinessObjects User s Guide Reporting Techniques and Formatting Overview This chapter describes how to lay out the different report components on a page to obtain a clear professional look to your reports You learn how to L Formatting Page Layout position blocks tables crosstabs and charts and cells relative to one another align blocks with one another set conditions to hi
122. ce and help you to easily find and retrieve a document For information on searching for documents via InfoView see the Info View User s Guide L Report Basics and Report Manager BusinessObjects User s Guide Reporting Techniques and Formatting Using the Find Documents command To find documents in the repository and download them to your machine use Find Documents command To find all the of documents in the repository 1 From the File menu click Retrieve From then Find Documents The Find documents dialog box appears i You use this dialog box to search for documents Right click on document s for additional commands r Browse Categories User documents A Uncategorized C Category 1 C Category 2 C Category 3 E C Geography Name Owner Sc Submission Date Size Type Doman r Find Documents Look for lt All Documents gt hed in lt All Domains gt x Where lt No property gt bd v No documents were found f New Search You can also click the Find Documents icon in the Document Exchange toolbar or use the keyboard shortcuts by pressing Alt F R F 2 Click the drop down arrow in the Look for list box then select the type of document See Refining your search on page 69 for more information 3 Click the drop down arrow in the Where list box then select the conditional property and complete any other conditions in the space provided See Using the Where opt
123. cessing Data and Data Analysis 192 finding documents about 64 corporate documents 69 processed documents 69 user documents 69 using shortcut buttons 57 where option 70 floor formatting on 3 D chart 343 on 3 D chart formatting 343 folding breaks 273 sections 214 footer applying shading to 207 break 271 inserting a cell in 207 page 207 page break 202 resizing 208 running in tables 202 showing in tables and crosstabs 294 table 243 foreground color setting 337 formatting blocks 283 cells and their contents 314 cells borders 312 chart floor 343 chart legend 353 chart plot area 339 chart walls 340 columns 341 conditional 229 231 copying and pasting 299 copying column and row 248 crosstab borders 288 crosstab corners 290 data labels 356 data series 340 footers 206 headers 206 numbers and dates 301 305 repeating cell formats 299 section borders 288 sections 283 table borders 288 text 300 toolbars 299 formulas in page break headers and footers 204 in running headers and footers 204 see also BusinessObjects User s Guide Accessing Data and Data Analysis 266 free standing cells hiding 229 inserting 262 setting standard report style 176 FTP 305 functions Even 234 IsNull 237 Odd 234 see also BusinessObjects User s Guide Accessing Data and Data Analysis 266 Index _ BusinessObjects User s Guide Reporting Techniques and Formatting L Index G gap setting on column charts 341 width s
124. chart and selecting Chart Auto Format If you click Apply before OK the new chart format may disappear from the report until you close the dialog box Switching between chart types You can easily switch from one type of chart to another There are two ways to change a chart type The first method allows you to change from one chart to another The second method allows you to apply a predefined chart style to the selected chart type gt To change chart type only 1 Select the chart 2 Inthe Report toolbar click the drop down arrow in the Chart Types list box 3 Click the new chart type from the menu The data displays using the new chart type Creating a chart _ BusinessObjects User s Guide Reporting Techniques and Formatting gt To change chart type and style 1 Right click on the chart and select Chart AutoFormat from the menu The Chart AutoFormat dialog box appears Chart AutoFormat xi lal Here you can select a chart type and a chart style First select a chart type from the list on the left The styles for the selected type appear on the right Chart Types Styles for the Selected Chart Type W Area lail Column EX Line Pie ks Scatter Horizontal Area F Horizontal Column Standard 3 D column chart with X and Z axis gridlines displayed orizontal Line of gt M Default Settings inal i Cancel Apply Help 2 Click a chart type from the
125. ck the chart element that you want to format 3 Click a chart element such as the slice of a pie chart then click the chart element command on the Format menu TIP The dialog box displays for the relevant menu command The name and tabs depend on the chart element that you first select _ Working with and Formatting Charts BusinessObjects User s Guide Reporting Techniques and Formatting Formatting the chart block This section describes general formatting options Choosing chart elements to display You can display and hide axes walls a legend or a title on your chart To do this 1 Right click on the chart and select Format Chart from the menu The Chart Format dialog box opens 2 Click the General tab 3 Set the required options as described below General Series Pivot Border Shading Appearance Click the check box next to the uf You can name the chart set what is displayed on it and manage page breaks element you Type in a name i yp C CC want to display for the chart ee on the chart F Asis T Back Wall T Legend Not all options VM ZAsis M Left Wall I Title are available M Primary Y Axis I Floor M Secondary Y Axis for all chart l types Place the chart E nat yp on a new page T Start on a new page I Repeat on new page Avoid page break in block Begins a new R tih page for charts epea 5 IT Adjust plot area to chart size I Adjust Scale
126. ck the master cell 2 Click the master cell again and click the mouse drag the cell to the edge of the column or row where you want to insert it 3 When the edge of the column or row highlights with a gray hatched border and the status bar displays the message Drop to copy contents release the mouse Revenue Bahamas Beach 224 881 French Riviera 4 208 565 357 170 4 The following message displays BusinessObjects Eg AN You want to delete the section s master cell Do you want to delete the section Quarter too L Setting Up Master Detail Reports BusinessObjects User s Guide Reporting Techniques and Formatting 5 Either e Click Yes to remove the data the master cell and the section from the report A new column or row is added to display the data and the section is deleted from the report as shown below Resort Quarter Revenue Bahamas Beach Q1 224 881 French Riviera Q1 208 565 1 Hawaiian Club 357 170 Bahamas Beach 237 B72 French Riviera 242 165 Hawaiian Club 341 780 Bahamas Beach 263 422 French Riviera 226 125 Hawaiian Club 395 150 Bahamas Beach Q4 245 269 French Riviera Q4 158 565 Hawaiian Club Q4 385 560 e Or click No to remove the data and the master cell but to leave the section in the report A new column or row is added to display the data and the section remains in the report as shown below Section Quepter
127. click a cell before selecting Object from the Insert menu BusinessObjects invites you to create a new cell in which the object will appear TIP Avoid saving reports as PDF documents that contain OLE 2 objects as you may encounter problems viewing the OLE 2 objects If you encounter problems viewing OLE 2 objects in reports that have been shared this may be because they have been shared via Enterprise Server products installed on UNIX You should contact your Weblntelligence or Broadcast Agent administrator To insert a logo or other image in a report and save the report as a PDF document or share it via Enterprise Server products installed on UNIX save the image as a bitmap bmp You can do this in Microsoft Paint or a similar application Using data and pictures from other applications _ BusinessObjects User s Guide Reporting Techniques and Formatting Editing inserted OLE 2 objects Once you have inserted an object in a BusinessObjects report you can edit the object You can edit the e object itself by calling the application in which it was created You can then work on the object s file then save it The new version of the object is displayed in BusinessObjects e link between BusinessObjects and the object s source file This is the case for objects that you insert with a link rather than objects that you embed TIP If you move the object s file to a different location you should edit the link If you d
128. condition to display or hide the block if a certain condition is met EXAMPLE Aligning a block position and creating a condition to hide a block The following example shows you how to select the vertical position of the block and how to hide a block that fits a particular condition The procedure is the same for a crosstab or a chart block 1 Create a report The example uses the eFashion universe using the Lines SKU number Year and Sales Revenue objects 2 Create a break on year TIP To learn how to create a break see Inserting and removing breaks on page 268 3 Select a block on the report 4 Click Table from the Format menu Click Crosstab or Chart from the Format menu if your block applies to one Formatting tables _ BusinessObjects User s Guide Reporting Techniques and Formatting oo N S e The Table Format dialog box appears Table Format x General Page Layout Pivot Border Shading Appearance You can position the selected block and set a condition to determine whether the block is hidden or displayed r Position Horizontal Position Relative to Left Upper Section x fe 1 16th Inch Vertical Position Relative to Top LE E 1 16thInch i Hide Block Yean 2001 Edit Cancel Apply Help Click the Appearance tab Under Vertical Position Relative to select Top Margin from the list Click the Hide Block check box and enter the formula
129. cursor changes to the Set as Master cursor Set as Master cursor i Quarter Resort Revenue a French Riviera Bahamas Beach a Hawaiian Club French Riviera each ub era each ub French Riviera Bahamas Beach Hawaiian C 385 560 3 286 524 3 Release the mouse in a blank space above the table or crosstab The column or row of data you clicked is removed from the table or crosstab For each of its values a section is created Each section contains a master cell which displays one value atable or crosstab L Setting Up Master Detail Reports TIP BusinessObjects User s Guide Reporting Techniques and Formatting You can also right click on the row or column of data you want to set as master and click Set As Master from the menu From the Report Manager If your report contains a chart or the variable you want to set as master but it is not currently in the table or crosstab you can add a master cell from the Report Manager window To do this 1 If Report Manager is not open click Report Manager from the View menu 2 In the Report Manager Data tab click the variable you want to use as a master 3 Drag the variable from the Report Manager window into the Report window The pointer changes to the insert cell cursor and the status bar displays Drop to create section Report Manager a Data Man E4 Variables Quarter Resort Service D Service Line Year Revenue m a Formulas G gt
130. d r Group Type lal Column bx Pie Es XY Scatter 3 D Area 3 D Column E 3D Line sA T Drop Lines T High Low Lines M Up Down Bars 6 Click OK to close the dialog box and see the result 4 500 000 005 4 000 000 00 3 500 000 004 3 000 000 00 The Primary Y axis displays the values in dollars for projected and actual revenue shown in the 2 500 000 005 2 000 000 005 1 500 000 005 4 000 000 005 00 000 004 Projected Sales Revenue MM Selesrevenue Quantity sold r30 000 125 000 120 000 115 000 The Secondary Y axis displays the values for Quantity sold shown in the line 0 000 f5 000 column chart om m y y o p amp 3 S amp 4 chart Revenue and Quantity sold display on different chart types The difference between actual and projected revenue and the accompanying progression in quantity of units sold is more clear To further enhance your chart set an overlap for the two columns and format the Primary Y axis labels to display the dollar symbol Using different chart types on one chart BusinessObjects User s Guide Reporting Techniques and Formatting Deleting charts gt First select the chart before deleting 1 Click a blank space outside the chart to select it The chart is only partially selected if you see black points on part of the chart Only this part of the chart deletes unless you rese
131. d Formatting Contents Examples 7 Preface Maximizing Your Information Resources 9 Information reSOUrceS 0 0 0 eee eee eee 11 Services nannu nananana eee eee eee eens 13 Useful addresses ata glance 000 cece eee eee eee 14 About this guide 0 eee 16 Part Report Basics Chapter1 Report Basics and Report Manager 19 Starting BusinessObjects 2 20 02000 c eee eee eee 21 BusinessObjects workspace 220 ee cece eee eee eres 31 Customizing your workspace 2 2000 cece eee eee ee eee 38 Report Manager 0 00 e a A ete es 44 Managing reports within a document 0 00 eee eee eee 48 Creating BusinessObjects documents 220 000 e000 53 Opening and viewing documents in BusinessObjects 55 Finding documents 00 0 eee eee 64 Retrieving BusinessObjects documents 20 e00055 77 Using personal document folders 200200 eee eeeeee 81 Managing personal document categories 2 0 cee 89 Using corporate document folders 0 2002e eee eeeee 91 Managing corporate categories 0 eee ee 95 Changing default file locations 0000 00 e eee eee 99 Contents _ BusinessObjects User s Guide Reporting Techniques and Formatting Part Il Report Distribution Chapter 2 Saving Refreshing Sharing and Printing Documents 103 Saving documents
132. d select Format Working with breaks BusinessObjects User s Guide Reporting Techniques and Formatting L Breaking Up Tables Check this option Avoid Page Break a Ke Keep each break section of the table or crosstab on the same page where possible Start a New Page Display each part of the table or crosstab created by a break on a separate page Repeat the Header on the New Page Repeat the header on each new page if a table or crosstab extends over more than one page Repeat Break Value on New Page Repeat the current break value on the new page Formatting Sections Tables and 4 Cells chapter BusinessObjects User s Guide Reporting Techniques and Formatting Overview This chapter describes how to format sections in a report and how to format the cells rows and columns that make up tables and crosstabs Chapter headings include e Formatting sections e Formatting tables e Formatting cells L Formatting Sections Tables and Cells BusinessObjects User s Guide Reporting Techniques and Formatting Formatting sections You can format the sections in a report by applying shading to the background What are sections There are two section types in a BusinessObjects report Main Section If you have not created any sections the main section is the only section in the report and when you apply shading the whole report except margins becomes the s
133. d to the selection Creating your own number and date formats You can create your own number and date formats based on standard formats To illustrate the procedure that you must follow to create your own format the steps described in this section are based on an example EXAMPLE Creating a number format with three decimal places The format can be applied to positive and negative values as well as to zero values and empty cells 1 Inthe Number tab of the Cell Format dialog box click the Number category from the Category list The corresponding number formats appear in the Format list 2 Click the number format with two decimal points 0 00 The effect that this format has on positive values appears below the Positive Formatting cells _ BusinessObjects User s Guide Reporting Techniques and Formatting field 3 Click inside the Positive field then add a zero in third decimal place You have now created a format that will display positive values with three decimal places If you do not wish to enter formats in the remaining fields Negative Equal to Zero and Undefined go to step 6 4 Click inside the Negative field then enter the format 0 000 Negative values will display with three decimal points 5 Enter 0 000 in the Equal to Zero and Undefined fields These fields correspond to null values zero and empty cells respectively In cells that contain null values 0 000 will be displayed The format is also
134. dard toolbar The Find dialog box appears Findwhet ff y T Match Whole Word Only rad __ Cancel _ I Match Case e Down 3 Enter the character string you want to search in the Find What combo box 4 Select from the options described in the table below This Does this Match Whole Word Only check box finds the whole word followed by a space Match Case check box finds the string exactly as you enter it Direction Up searches above the current position in the report Direction Down searches below the current position in the report 5 Click Find Next to find character string 6 Click Find Next to find the next occurrence of the character string 7 Click Cancel to close the Find dialog box a co You can search for the last text you entered after you close the Find dialog by clicking Find Again on the Standard toolbar L Report Basics and Report Manager BusinessObjects User s Guide Reporting Techniques and Formatting Creating BusinessObjects documents This section provides basic information for how to create BusinessObjects documents via InfoView and via the Windows Start menu For complete information on how to create documents in BusinessObjects using universes and other data providers see BusinessObjects User s Guide Accessing Data and Data Analysis Creating BusinessObjects documents from InfoView When you are logged into InfoView and before you start BusinessObjects you click a link in
135. de Accessing Data and Data Analysis L Saving Refreshing Sharing and Printing Documents BusinessObjects User s Guide Reporting Techniques and Formatting Refreshing BusinessObjects documents A document generated at a given point in time reflects the data as it existed at that time but it may be inaccurate now In BusinessObjects you can update the data in a document while keeping the same presentation and formatting When you update a document BusinessObjects reconnects to the database or file and retrieves the updated data This is called refreshing a document Refreshing a document ensures that the data is kept up to date with changes in the database or personal data file You can update the data displayed in a BusinessObjects document if you have a connection to the data source TIP If your document contains data retrieved using a web connection as well as data retrieved using a client server connection you will not be able to refresh both data providers at the same time You will have to connect to the web connection to refresh one set of data and then connect to the client server connection to refresh the other set of data gt Different ways of refreshing documents BusinessObjects allows you to refresh documents in the following ways e manually e automatically at specific times or intervals e by sending the document to Broadcast Agent the BusinessObjects product that manages the scheduled processing of doc
136. de and display blocks so that you can have different page layouts on different pages use page backgrounds BusinessObjects User s Guide Reporting Techniques and Formatting Positioning report components This section describes how to position and align the different components that make up your report Relative positioning Relative positioning means positioning a selected block in relation to markers such as page margins or other blocks If these markers change in size or position the block is re positioned accordingly The example below demonstrates why relative positioning is important EXAMPLE Why is relative positioning important You have a table and a chart positioned on a report page The table is five lines long You refresh your report to update it with new data and your table is now 10 lines long If you do not set the position of the chart in relation to the actual position of the table the new table will overlap the chart as shown in the first illustration below Country of origin Age group Number of guests Country of origin Age group Number of guests Germany 18 30 136 Germany 18 30 136 Germany 30 60 137 Germany 30 60 137 Germany Over 60 197 Germany Over 60 197 Japan 18 30 151 Japan 18 30 151 Japan 30 60 146 Japan 30 60 146 Japan Over 60 202 Japan Over 60 202 US 18 30 164 US 18 30 164 US 30 60 169 US 30 60 169 US Over 60 249 US Over 60 249 28 76 _ amp 34 82
137. dialog box Open 71x Look in a My Business Objects Documents e ex Ea addins templates userBOY userDocs userLibs xmlS ources Files of type BusinessObjects Documents rep z Cancel E My Folders I Open as read only BusinessObjects shortcut buttons Using the shortcut buttons allows you to save BusinessObjects documents to the default locations on your hard drive The default location root directory is C Documents and Settings user name My Documents My BusinessObjects Documents Three sub folders exist for different types of BusinessObjects documents and files Shortcut Shortcut name Indicates User Documents UserDocs for BusinessObjects reports with the rep extension VBA Add Ins MyScripts for BusinessObjects Add in files with the rea extension BusinessQuery MyBQY for BusinessQuery files with the bqy extension Opening and viewing documents in BusinessObjects BusinessObjects User s Guide Reporting Techniques and Formatting My Folders Shortcut The My Folders shortcut buttons bring you to Shortcut Displays My Documents all the sub folders under My Documents folder on the desktop My Computer the drives currently mapped on your Explorer My Network Places the network drives that you commonly access gt Opening several documents at once Opening several documents at once is useful if you have complex docume
138. documents As with previous versions of BusinessObjects you can assign categories to your Corporate documents The latest release of BusinessObjects also enables you to use hierarchical corporate categories This functionality allows e greater control when distributing and managing your documents e greater flexibility because you can construct the categories with several levels The Corporate documents E Corporate document m Corporate documents that category is the highest level G Uncategorized have not been assigned from which all other levels C Category 1 any category appear in E Category 2 p are based c Uncategorized ategory 3 H E Geography Retrieving a corporate document from InfoView See Viewing BusinessObjects documents via InfoView on page 59 For more detailed information please see the InfoView User s Guide Retrieving corporate documents from BusinessObjects If you are connected to the Business Objects server and running BusinessObjects you can retrieve documents from Corporate Documents See Retrieving documents from Corporate Documents on page 79 Using categories to display a corporate document Documents can be assigned to filtering mechanisms called categories The Business Objects supervisor sets your user profile to be able to use and manage corporate categories The document list filters the list according to the categories Documents without a category assigned appear in an uncat
139. e Week window B Wekt B Yea YearDiscount Product Line Revenue 2001 eFashion retail Refresh to select another line Product Line A ies Line revenue 6 Accessories 1 900 316 8 3m 34 Year Line revenue YearRevenue B Year_month Report Cost of goods Cost of goods 2001 Manager Discount Discount as margin border B Discount se Discount per unit Discount rank Margin Margin 2001 Margin as Revenue all Vertical Margin as Revenue Y2 margin growth scroll bar stagger Margin rank Overall Margin per unit w of ag CTF P 2 Daily Position Line revenue 3 years weekly activity JIQ Month analysis Month perfomance S Avenue by City Last Exec 10 8 02 02 21 PM IEZI The name of the report Status Bar Horizontal scroll bar displays on the report tab Menus and toolbars The menus contain all the commands for the tasks you need to carry out in BusinessObjects Many of these commands also have buttons on one of the BusinessObjects toolbars BusinessObjects workspace _ BusinessObjects User s Guide Reporting Techniques and Formatting gt Toolbars You can hide and display the toolbars as needed 1 From the View menu click Toolbars The Toolbars dialog box displays as shown below Toolbars x Toolbars Borders Standard Help Formatting
140. e 9 Quantity sold Year Sales revenue Quantity sold Sales revenue 53 076 1999 8 095 814 8 095 814 79 855 2000 13 232 246 79 855 13 232 246 15 059 143 15 059 143 From this To this gt Moving columns and rows To move a column or row to a different position in the table 1 Click any cell in the row or column other than the header cell 2 Click on the same row or column again 3 Click the mouse and drag your cursor to where you want to place the row or column The cursor changes to the move cursor and the status bar reads Drop to move contents 4 Release the mouse The row or column moves to the new position es revenue 8 095 814 From this 13 232 246 15 059 143 Year Quantity sold Margin Sales revenue cate 1999 53 078 3 731 971 6 095 814 2000 79 855 5 187 885 13 232 246 2001 90 296 5 667 084 15 059 143 gt Copying columns and rows To copy a column or row 1 Click any cell in the row or column other than the header cell 2 Click on the same row or column again and click the mouse drag your cursor to where you want to place the row or column 3 Press the Ctrl key on the keyboard Creating tables _ BusinessObjects User s Guide Reporting Techniques and Formatting The cursor changes to the copy cursor and the status bar reads Drop to copy contents Margin Sales revenue Year Sales revenue 9 095 814 13 232 246 15 059 143 1999 1999
141. e WAAPLALILLLLELELLELELELTEL ES o o t A A A WAOLEELELELLELELELLELELELELEWOLELTELELELTELELEL TELL EL ED TAHA 2 Move the cursor over a handle When the cursor changes to a double headed arrow click the handle 4 Drag the handle until the chart s height or width reaches the required size To adjust the height and width simultaneously drag a handle on a corner of the chart 5 Release the mouse 6 Repeat these steps to make further adjustments Formatting the chart block _ BusinessObjects User s Guide Reporting Techniques and Formatting gt Enlarging the plot area to the size of the chart block When you enlarge the size of the chart block the plot area does not enlarge with the block proportionately When you reduce the size of the chart block however the chart s plot area reduces proportionately To keep the plot area proportionate to the chart s size when you enlarge the chart block 1 Enlarge the chart 2 Right click on the chart and select Format Chart from the menu The Chart Format dialog box appears 3 Click the General tab 4 Click Adjust Plot Area to Chart Size check box and click OK The plot area increases in proportion to the size of the chart EXAMPLE Adjusting the plot area to the chart size before and after The first illustration shows the chart has been enlarged The second illustration shows the result when you click Adjust Plot Area to Chart S
142. e folder This becomes the default location for your templates If you have changed the default location of your User Templates in your BusinessObjects options make sure the default ret file is in this folder gt Changing the location of the template folder To change the location of your template folder 1 Click Options from the Tools menu The Options dialog box appears Click the File Locations tab Click User Templates from the File Types list Click Change Browse to the new location of the template folder Click OK Do not click the language subdirectory for your template folder when you change the default location The default location takes into consideration your default language This allows you to change languages dynamically and get access to the appropriate language templates without having to change the default location oar oN L Templates and Standard Report Styles BusinessObjects User s Guide Reporting Techniques and Formatting Modifying the standard report styles template To make sure that the standard styles you want to use are saved in a template apply the styles to a report before saving it as a template 1 Click Standard Report Styles in the Tools menu 2 Make all the formatting settings in the Standard Report Styles window and click OK to save your changes 3 You can create a new Standard report using these settings or apply the new standard styles to an existing report 4 Setup t
143. e then click Add Standard actions Option description Refresh refreshes the document e refreshes all the data providers in the document e refreshes the document with your user profile Print prints the document on your default printer e you select to print to the default printer of the machine that will process the task by clicking the Action and then Properties Use custom macros runs a VBA macro when processing the document e opens the Macros dialog box where you select or create a macro to attach to your document Save as RTF e saves the document in rich text format e you select the folder on the server for the output rtf file by clicking the Action and then Properties Save as text e saves the document as a text file you select the folder for the output text file by clicking the Action and then Properties Save as PDF e saves the document as a PDF file e you select the folder for the output file by clicking the Action and then Properties Save as Excel e saves the document as an Microsoft Excel xls file e you select the folder for the output file by clicking the Action and then Properties Save as XML e saves the document as an Extensible Markup Language XML file e you select the folder for the output file by clicking the Action and then Properties L Saving Refreshing Sharing and Printing Documents BusinessObjects User s Guide Reporting Techniques and Formatt
144. e border until the selection reaches the width you want To change the height of the selection 1 Click the top border of the selection 2 Click the mouse and drag the border until the selection reaches the height you want Formatting tables BusinessObjects User s Guide Reporting Techniques and Formatting gt Resizing using a menu 1 Select the cells columns or rows you want to resize 2 Click Cell Height and Width from the Format menu The Cell Height and Width dialog box appears Width Height Fixed Width E 5 1 16th Inch AutoFit Type an exact value or use the arrows to increase or decrease the width that is shown Click AutoFit to adjust the width of the selected cells to the width of their contents Cancel Apply Help 3 Set the width on the Width tab Click the Height tab and set the height 5 Click OK The dialog box closes and the selection is resized according to the settings you entered gt Showing headers and footers You can choose whether you want to display headers or footers or not on a table and specify how rows and columns are managed For crosstabs the header rows are always displayed but you can choose to display or hide the footer row and columns and also choose to display additional information in the header To set these options 1 Right click on the table or crosstab and select Format Table or Format Crosstab from the menu 2 Click on the Gener
145. e categories pane in the Send dialog box 7 You click OK again to publish the document to corporate documents 8 You send an email to top management and sales to tell them you have made the BusinessObjects document available The sales manager in the Midwest region decides to look for the document but she doesn t know the name of the file 1 The sales manager logs in to BusinessObjects and clicks Retrieve from then Find Documents from the File menu 2 From the Find dialog box she specifies the criteria she thinks that apply to the document Corporate documents where keywords contain Midwest then clicks Find L Report Basics and Report Manager BusinessObjects User s Guide Reporting Techniques and Formatting Find documents a You use this dialog box to search for documents Right click on document s for additional commands r Browse Categories User documents Uncategorized C Geography C Human Resources C Products Sales C Top Management C Tutorial TREVENUE tep evarin No Refresh Categories JV Open on Retrieval Owner Sc Submission Date Size Type Domain Properties Retrieve Delete 4 14 2003 05 124928 Corporate Document r Find Documents Look for Corporate documents j Where Keywords z contains z 1 document found in fean Domains gt E Midwest 4 j New Search Close Help 3 The Revenu rep document
146. e cell containing the hyperlink you want to edit The full hyperlink syntax displays in the Formula Bar window Formula x Pea fe A lt a href http www businessobjects com services infocenter tips start sta 3 Make the required changes in the Formula Bar window and press Enter The hyperlink is updated gt Editing directly in the cell Double click the cell containing the hyperlink you want to edit The hyperlink becomes editable 2 Make the required changes and press Enter The hyperlink is updated _ Aligning cell contents Aligning contents means positioning the data in a cell relative to the borders of the cell For example you can align data against the left border of its cell You can use the Formatting toolbar to align cell contents a Left align b Center c Right align d Justify If your table contains a cell with text in courier font and you click to center align the column the text may be cut off on some lines Business Objects recommends that you use another non True Type font for large table cells To align cell contents 1 Select the cell s row s or column s whose contents you want to align 2 Click one of the alignment buttons L Formatting Sections Tables and Cells BusinessObjects User s Guide Reporting Techniques and Formatting You can also use the alignment features in the Cell Format dialog box To do so 1 Select the cell s row s or column s whose contents you
147. e in the Delete a report dialog box to confirm your decision gt To delete more than one report Press Shift click the tab of each report you want to delete The text of the selected report tabs change to bold 2 With your mouse on one of the report tabs right click and click Delete Report from the menu L Report Basics and Report Manager BusinessObjects User s Guide Reporting Techniques and Formatting The Delete Report command is also available on the Edit menu You cannot undo once you have deleted a report Undoing actions K Ca If you make a mistake or want to undo something you can use Undo on the Standard toolbar Undo Redo Undo lets you undo up to ten successive actions e Redo lets you redo up to ten previously undone actions To undo actions you can also use the keyboard shortcut Ctrl Z Managing reports within a document BusinessObjects User s Guide Reporting Techniques and Formatting Finding text in your BusinessObjects report C Find in Report Find Again BusinessObjects version 6 1 introduces a time saving feature that allows you to find information in your reports Like many BusinessObjects users you depend on BusinessObjects to help manage your increasing amount of data If you are accustomed to working with large reports you might appreciate the new Find in Report tool To use the tool 1 Open your BusinessObjects report 2 Click Find in Report from the Stan
148. e or more categories from the list Press Shift and select adjacent categories Press Ctrl and select non adjacent categories Retrieve Personal Document xi Only show categories Y Select filtering categories X FA Efashionrep Busin Ba a Margin analysi Busin Product line rep Busin Regional trend Busin Sales analysis Busin Yearly qrowth Busin File name rep Files of type Busine If you select lt No Category gt BusinessObjects filters the personal document list to display those documents to which no category has been assigned 3 Click OK The list displays the documents that are assigned to the selected category Only show categories krae S ff 1 Efashion rep Busin 2 16 005 17 23PM 174 0 Sales A Margin analysi Busin 2 16700 5 28 47 PM 83 0KB Sales A Sales analysis Busin 2 16 00 5 18 22 PM_ 174 0 Sales File name frrep Files of type Business0 bjects Documents rep z Cancel I Open as read only L Report Basics and Report Manager BusinessObjects User s Guide Reporting Techniques and Formatting Saving a document in your Personal Documents folder You can send a document to your personal documents folder if you are connected to a Business Objects server or have access to your corporate SS repository To save a document in your personal documents folder Send to Personal Documents 1 From the File me
149. e this dialog box to send documents to the repository L Domain r Send to Ta T i Business Objects m Document s to Send m Categories Keep existing categories This Send dialog box indicates that your document State revenues will be sent to your corporate document repository Business Objects 2 Click any of the following option buttons to Add an open document Browse for another unopened document Remove the selected document HTML Options to create an HTML version of the document with specific options Schedule the document s Assign Corporate Categories Clear the existing categories or those you assigned 3 Click OK to send the document to the Corporate document repository on the Business Objects server L Saving Refreshing Sharing and Printing Documents BusinessObjects User s Guide Reporting Techniques and Formatting Send to Mail If you have email facilities on your machine such as Microsoft Outlook you can send your BusinessObjects document to other users who are not registered in the repository via email To do this gl 1 Click Send To then Mail from the File menu Your default email application opens a new email message and adds the BusinessObjects document as an attachment 2 Enter the email address for the recipient s and enter your message 3 Send the email message If you do not save your document for all users before sending it via ema
150. e your mouse when you reach the size you want The New Chart wizard appears New Chart Wizard 4 Click the first option Use existing data from the document then click Begin L Working with and Formatting Charts BusinessObjects User s Guide Reporting Techniques and Formatting The choices are New Chart Wizard Option Allows you to Use existing date from the Choose the variables that appear in the document current document for your chart Build a new query on the universe Choose the variables that appear in the currently in use current universe for your chart Access new data in a different way Access other data sources such as corporate data universes or personal files Use an existing query to build a Select an existing query from your report new one and build a new one The graph is independent of your first query You can modify it without modifying the query on which it is based For more information on the choices described in the table below see BusinessObjects User s Guide Accessing Data and Data Analysis Chapter 6 Combining Data from Different Sources and Chapter 12 Customizing Queries on Universes 5 6 7 If you check Generate a Default Chart BusinessObjects automatically creates the default chart best suited to the number of variables you have selected in the list If you check this option the Chart Autoformat dialog box does not appear Si
151. ection H H General Section Header oe F General amp Cut Cex E Product line reve 421 Copy Ctrl C O Cell O Cell O Cell S City Section O Cell laa revenue and margin X Delete Rotate Table Turn to Chart T Format Table Apply Standard Style Reset Block Format Breaks Format Filters Format Sorts When you click on an icon in the Report Manager window the corresponding section or component displays in the main report window If you right click on an icon a context sensitive menu displays EXAMPLE Accessing options by right clicking on a table icon in the Report Manager Here are the options available from the context menu for table e format the table e turn the table to a chart format any breaks sorts or filters applied to the selected table e apply the standard report style e copy cut or delete the table Report Manager _ BusinessObjects User s Guide Reporting Techniques and Formatting Managing reports within a document This section describes how to manage reports inside a BusinessObjects document Inserting a blank report Before you display any data you begin with a blank report that you design For example you create the report s title or apply a page background first then build a query or other data providers to display data in the report gt To insert a blank report inside an existing document e Click Report from the Insert menu A new bla
152. ectories scripts commands and files for UNIX Some code Placed at the end of a line of code the symbol 9 more code indicates that the next line should be entered continuously with no carriage return DIRECTORYPATHNAME The path to a directory in the Business Objects installation configuration directory structure For example e INSTALLDIR refers to the Business Objects installation directory e LOCDATADIR refers to a subdirectory of the BusinessObjects installation directory called locData L Maximizing Your Information Resources Report Basics part Report Basics and Report lt q Manager BusinessObjects User s Guide Reporting Techniques and Formatting Overview This chapter provides basic information so that you can work with BusinessObjects The chapter headings include e Starting BusinessObjects e BusinessObjects workspace e Customizing your workspace e Report Manager e Managing reports within a document e Creating BusinessObjects documents e Opening and viewing documents in BusinessObjects e Finding text in your BusinessObjects report e Finding documents e Retrieving BusinessObjects documents e Using personal document folders e Managing personal document categories e Using corporate document folders e Managing corporate categories e Changing default file locations L Report Basics and Report Manager BusinessObjects User s Guide Repor
153. ects server You may have to enter a user name and password and you may have to choose a security domain If this is the case the user name password and security domain are assigned by your Business Objects supervisor or system administrator To start BusinessObjects 1 Click the BusinessObjects program icon in the BusinessObjects group in the Programs menu Starting BusinessObjects _ BusinessObjects User s Guide Reporting Techniques and Formatting The User Identification dialog box appears User Identification x 2 a J BUSINESS OBJECTS Enter your name and password to log in User Name X Password E gg Security Domain BD bomain z I Use in Offline Mode Cancel Help 2 Enter your User Name and Password 3 Choose your Security Domain if applicable See Choosing a security domain below for information on the different security domains 4 Click OK The User Identification box closes and BusinessObjects starts In some configurations such as those using only one security domain the User Identification dialog box does not appear when you start BusinessObjects Choosing a security domain If your company has set up BusinessObjects with more than one Business Objects server you have to choose your security domain The features available to you in BusinessObjects change according to the security domain you use Here are few examples of features that change from one security do
154. egorized folder For how to find a document using the category filter see Using the Find Documents command on page 65 Using corporate document folders BusinessObjects User s Guide Reporting Techniques and Formatting Using corporate categories You can use the corporate categories feature if you have e access to a corporate repository Business Objects server or InfoView e rights to send to users receive from users and publish to corporate documents You can manage categories if you have ownership rights on your categories e supervisor rights for BusinessObjects The Business Objects supervisor gives you rights to manage corporate categories For more information on how to get ownership of a category please see your Business Objects supervisor The following section explains how to use assign and manage corporate categories in your BusinessObjects document that you Publish to or Retrieve from Corporate Documents You first need access to the Send To and Publish To commands from the File menu Assigning corporate categories to your document You can assign corporate categories to a BusinessObjects document that is already open before you e send it to users e send it to Broadcast Agent e publish it to corporate documents You can also assign the same categories to several documents at once by adding documents to the list of documents to send in the Send dialog box To assign corporate categories to an open documen
155. eived new documents If you receive new documents from users during your session you will not see the red star appear until you log out and log in again Technically you also have an inbox for documents sent to you by other users in the BusinessObjects repository instead of clicking Inbox under Personal Documents you click Retrieve From Users from the File menu You also receive a message when you start BusinessObjects if any users sent you documents Personal Documents f Access the documents you saved for your personal use as well as the documents other users have sent to you a Inbox In InfoView you access documents sent to you by users via the Inbox link Retrieve From J A Personal Documents 3J Eind Documents c Wi Broadcast Agent 7 Corporate Documents In BusinessObjects you access documents sent to you by users via the File menu Using personal document folders _ BusinessObjects User s Guide Reporting Techniques and Formatting Accessing a personal document from InfoView See Viewing BusinessObjects documents via InfoView on page 59 or for more detailed information see the nfoView User s Guide Retrieving a personal document from BusinessObjects If you are connected to the Business Objects server and running BusinessObjects in 3 tier mode you can retrieve documents that you saved in your personal documents folder S To retrieve a document saved in your personal docum
156. en click OK gt Regularly refresh a data provider If you know the database is updated every day at a certain time for example midnight you can specify to automatically refresh your data provider s at 1 a m every day Saving documents _ BusinessObjects User s Guide Reporting Techniques and Formatting To do this 1 From the Data menu click View Data The Data Manager dialog box opens 2 Click the Definition tab Data Manager x Select the data Data Providers Results Definition provider from General A Automatic Refresh this list M budoet Name C Eyey C Once te ee ETEN Set automatic T Editable m7277 H ara options IV Refreshable Time hh mm ss AM PM Universe 11 00 20 PM Erason SC 05 34 46 PM 1031 1 05 21 14 PM 131 20 Edt Delete Cancel Hep 3 In Data Providers box click the data provider on which you want to work 4 Select Automatic Refresh check box then Every option button 5 Set the intervals at which you want to refresh the data provider by entering a value in the box and selecting Hour s or Minute s from the list box 6 Enter the start date and time in the From Date and Time boxes 7 Click OK L Saving Refreshing Sharing and Printing Documents BusinessObjects User s Guide Reporting Techniques and Formatting Sharing documents You can share BusinessObjects documents with other users If
157. ents folder Retrieve from 1 From the File menu click Retrieve From then Personal Documents Personal The Retrieve Personal Document dialog box opens Documents Only show categories Y lt All Categories N Name Type Modified Size Categories A Efashion rep Busin 2716 02 5 17 23PM_ 174 0 Sales A Margin analysi Busin 2 16 02 5 28 47 PM 83 0KB Sales Product line rep Busin 2 1 8 PM Marketing a Regional trend Busin 2716 02 5 27 18 PM_ 57 5KB Trends M Sales analysis Busin 2716702 5 18 22 PM_ 174 0 Sales Yearly growth Busin 2716702 5 30 27 PM 130 0 Trends File name Product line rep Files of type Business0 bjects Documents rep 7 Cancel T Open as read only 2 Select the file you want to open from the list and click Open You can only retrieve one file at a time A copy of the document downloads to your computer and opens When you open a BusinessObjects document from Personal Documents BusinessObjects copies the document locally If you work on this document save itin Personal Documents and then retrieve the same document during a different work session BusinessObjects displays a message that a document with the same name already exists on your computer BusinessObjects x 2 The file Margin analysis rep already exists locally Do you want to retrieve it anyway and overwrite your local version L Report Basics and Report Manager Bus
158. enu Report Manager g Data FE Map Revenue Year 2001 S Main Section rume d Cut Ctrl x Ea Copy Ctrl C Apr Paste Ctrley 5 g E 5 F k E F f3 Format Cell Apply Standard Style Variables CR Gs 3 Right click again and click Paste from the menu This is a quick and easy way to copy a component and then work on it in the report window Moving report components You can also drag a component from a position in the list and drop it in the new position To do this 1 Click on the icon of the component you want to move 2 Click on the icon again and click the mouse drag the icon to the new position in the list 3 Release your mouse The icon displays in the new position in the list and the component displays in the new position in the report window Using Report Manager to structure report layout BusinessObjects User s Guide Reporting Techniques and Formatting Formatting components in Report Manager You can format the components in your report from the Report Manager Map tab You can format tables crosstabs charts cells and sections as well as work on the format of filters sorts and breaks To do this e Right click on the component icon in the Map list and select the relevant option from the menu Naming components in Report Manager You name tables crosstabs cells and charts These names appear in the Report Manager Map list in structure mode N
159. enue in US dollars and in Hiding and displaying report components _ BusinessObjects User s Guide Reporting Techniques and Formatting euros You set a condition to hide this table for all US cities The syntax is lt Currency region gt InList US Report Manager g Data E Map Europe 6 8 us e S Main Section E E Main Section Header Both tables are shown O Cell TOE H E City Section in italics in the Report C Cell Map list because both B Palas are hidden in certain E Ewros F Main Section Footer sections of the report E Worldwide It s important to position both tables in relation to the left edge of the report page when you set up two table formats with conditions that specify to hide one or the other When one table is hidden the other will be re positioned accordingly For more details on relative positioning see Relative positioning on page 221 EXAMPLE Setting up a different page layout for odd and even pages You are setting up a report that will be printed and bound so you need a different layout for the odd and even pages The layout will e display odd page numbers in the top right hand corner of the page and the document name in the page footer e display even page numbers in the top left hand corner of the page Here s how to do it Layout for odd numbered pages You are going to place the page numbers in the page header area and the document title in the page footer area
160. eport Styles the format applies when you create a new report or when you insert a new component in a report such as a break or a crosstab The settings that define the styles used to create a standard report are contained in a file called default ret This file is stored in the BusinessObjects demo templates folder Since the settings used to create a standard report are contained in one file you can customize these settings once and then distribute this file to all users in the company Every time a user creates a standard report the corporate formatting will be used A standard report does not contain information on page setup such as margin sizes and page orientation If you want to include this information when you create a new report use a template See Modifying the standard report styles template on page 179 for more information What is a template A template is a special BusinessObjects document that contains pre defined styles and a structure that you use as a foundation to create reports BusinessObjects installs several templates for you to use and you can also create your own A standard report does not contain information on page setup or include custom elements such as graphics A BusinessObjects template allows you to do this EXAMPLE Always displaying your company s logo in the header of your reports When you create and use your own templates you apply customized styles and structure to your reports You can pl
161. eport was last updated 210 Inserting a query prompt in a report 0 000 eee 213 Why is relative positioning important 220 005 221 Displaying different table formats for European and US currencies 232 Setting up a different page layout for odd and even pages 234 How can show revenue subtotals for each resort ina table 267 Centering the Resort value in a column 20 000 274 Using shading to distinguish between sections 0 283 Applying shading and borders to tables 0000000 0s 289 Correctly formatting crosstab CornerS 000 cece eee eee eee 290 Aligning a block position and creating a condition to hide a block 291 Displaying tables in a multi column layout 200000 295 Displaying duplicate rows in a table 20 0 0 cee eee 296 Creating a number format with three decimal places 303 Adding a link to a web site ina report 0 0 0 eee eee 306 Re organizing data in two dimensional charts 00 328 Showing multiple lines on a line chart 220 0005 329 Re organizing data on chart axes in three dimensional charts 329 Adjusting the plot area to the chart size before and after 338 Examples _ BusinessObjects User s Guide Reporting Techniques and Formatting Adjusting scaling in a master detail
162. es and Formatting To display the report component Since the report component is no longer displayed on the report page you use the list in the Report Manager Map tab to display the component again To do this 1 2 3 4 Right click on the component name in the Report Manager window Click Format Cell Section Table Crosstab Chart depending on the type of report component from the menu Click the Appearance or General tab Clear the Hide box and click OK Setting a condition to hide a component You can also use the BusinessObjects Formula Editor to set a condition to hide or display a report component To do this 1 2 Right click on the report component Click Format Cell Section Table Crosstab Chart depending on the type of report component from the menu The Format dialog appears The next step depends on the type of component you want to hide if you selected a section click the General tab if you selected a table crosstab cell or chart click the Appearance tab Click the Hide check box You can then click Edit Formula to open the Formula Editor to write your formula or type in your formula directly in the formula box Hiding and displaying report components _ BusinessObjects User s Guide Reporting Techniques and Formatting General Page Layout Pivot Border Shading Appearance g You can position the selected block and set a condition to determine whether
163. essObjects User s Guide Reporting Techniques and Formatting Opening documents in BusinessObjects 2 tier mode You are running BusinessObjects in 2 tier mode if you start BusinessObjects from the Windows Start menu and select a 2 tier client server connection security domain BusinessObjects 6 1 is compatible with e All documents created in BusinessObjects 5 1 and 5 0 e BusinessQuery documents e WeblIntelligence documents This section describes how to open these documents gt Restrictions on BusinessQuery documents BusinessQuery documents that you open in BusinessObjects appear with the standard BusinessObjects document template Formatting applied in BusinessQuery is lost gt Opening a document If the document is stored locally on your computer 1 Click Open on the Standard toolbar The Open dialog box appears Click the type of document you want to open from the Files of type list 3 Browse to locate the document you want to open and click OK i Open N TIP BusinessObjects keeps track of the last documents opened Click one of the recently opened files named on the list at the bottom of the File menu L Report Basics and Report Manager BusinessObjects User s Guide Reporting Techniques and Formatting gt Finding documents using shortcut buttons The latest version of BusinessObjects makes it easier to find documents Several shortcuts to common document types and categories appear in the Open
164. etting on 3 D charts 345 Global Filters 212 GOPHER 305 grid 224 263 gridlines displaying 357 formatting 358 illustrated 352 on charts defined 357 groups on charts 360 on charts illustrated example 363 H header additional information in crosstabs 297 applying shading to 207 break 271 inserting a cell in 207 page 207 page break 202 resizing 208 running in tables 202 showing in tables and crosstabs 294 table 243 help accessing 34 accessing in another language 41 messages in status bar 35 hiding cells 229 chart axes 357 charts 229 crosstabs 229 data in charts 332 data labels on charts 356 empty sections 236 gridlines 357 report components 229 section header and footer 287 sections 229 tables 229 toolbars 31 high low lines showing on line charts 342 html saving documents in 115 HTML 4 0 format options 116 HTTP 305 hyperlinks adding to reports 305 editing 307 indenting cell content 309 InfoView personal documents 81 starting BusinessObjects from 25 BusinessObjects User s Guide Reporting Techniques and Formatting inserting breaks 270 calculations on data in charts 367 cells 259 262 columns 259 262 crosstabs 250 current date and time 209 data in tables 248 drill filters 212 free standing cells 262 global filters 212 last refresh date 209 last save date 209 page 209 page of 209 page backgrounds 238 page numbers 209 pictures in cells 376 print date 209 query prompt 212 rows 259 262
165. ey will be able to unfold the data that is hidden gt Viewing a document created in BusinessObjects 5 1 You can display and print data created in BusinessObjects 5 1 in BusinessObjects 6 1 Your documents retain the same look Keep in mind that once you save your document in version 6 1 you can no longer open it in version 5 1 gt Viewing a document created in BusinessObjects 4 1 Business Objects no longer supports BusinessObjects 4 1 however you may still come across documents created in this version If you are using documents created in BusinessObjects 4 1 you can display and print data with the fonts used in BusinessObjects 4 1 so that your documents retain the same look L Report Basics and Report Manager BusinessObjects User s Guide Reporting Techniques and Formatting To do this 1 From the Tools menu click Options The Options dialog box displays 2 Click the General tab 3 Click the Print as BusinessObjects 4 1 option When you click or clear this option you may need to minimize and then maximize the BusinessObjects document window for the change to take effect on screen Changing the language setting Now BusinessObjects in 2 tier mode allows you to dynamically change the interface language With previous versions you had to quit and restart BusinessObjects for the language setting to take effect In addition to the application interface all documentation and online help appear in the selected
166. following procedure shows how to do this for a table The procedure is the same for a crosstab or a chart block 1 Right click on the table and select Format Table from the menu The Table Format dialog box opens 2 Click the Border tab General Page Layout Pivot Border Shading Appearance m Presets r Style Cancel Amy _ Hep 3 Click a line style under the Style section 4 To change the border color click the color box next to Custom then select a color from the color palette that opens L Formatting Sections Tables and Cells 9 BusinessObjects User s Guide Reporting Techniques and Formatting Click OK to close the palette Set which sides of the block you want to format You can Click one or more borders in the Borders box or Click Box to put a border on all four sides of the table Click Apply Click the Shading tab and make the required settings See page 285 for more on the available options on the Shading tab Click OK to close the dialog box EXAMPLE Applying shading and borders to tables In the examples below the table has been shaded yellow In the first table all four sides have a double line border In the second table a thick border has been applied to the top and bottom sides only m Border m Border Formatting tables BusinessObjects User s Guide Reporting Techniques and Formatting E
167. format BusinessObjects Efashion tep janis casa SEE M Fie Edit View Insert Format Tools Data Analysis Window Help 18 x Product Sales by City Revenue Year 2001 S for yar 300 I Revenue by Region Oshiro 2 Margin Analysis i i 2 Quarterly Variance Austin s 1 135 479 10 lai 2 Product Analysis i Original Austin i 424 790 00 BusinessObjects nm document Coloiado Spinge Quarter Actual Lines Quantity sold Margin Sales revenue Dallas Accessories 174 8 919 00 27 958 60 Houston city Skirts 6 688 20 1 532 30 Los Angeles City Trousers 25 120 80 2 576 00 Miami Dresses 177 9 002 20 25 029 00 Sener Jackets 66 4 252 60 10 739 00 AD HEME Leather 11 497 50 1 790 00 e Washington lat Outerwear 5 47 00 566 00 E Actual v Budget Overcoats 20 283 80 2 567 20 Shirt Waist 211 13 608 50 37 394 70 Sweaters 200 8 800 20 28 009 90 Sweat T Shirts 987 70 142 60 171 019 50 Trousers 29 1 603 80 5 247 60 lat Sum 4 891 117 872 20 344 429 80 gt Ci ca E Revenue by Region E Margin Analysis Quarterly Variance o Last Exec 2 23 99 01 53PM maj j A Saving documents _ BusinessObjects User s Guide Reporting Techniques and Formatting Click here to view a report Click here to go to a section in a report H Adobe Acrobat Efashion pdf LOL x T File Edit Document Tools View Window Help lj x N GBASGE Koo gt DOA A Ado Bookmarks I gt Revenue Yea
168. format you selected gt Date settings for the 21st century Business Objects strongly advises you to set a four digit year style on the Date tab of the Windows Regional Settings Properties dialog box before exporting This ensures that you will not lose century information if you are exporting data from BusinessObjects to text files gt Displaying text files with earlier versions of BusinessObjects When you export data to text txt files in versions prior to BusinessObjects 4 1 character strings are surrounded by double quotes in addition to being set off by your selected delimiter BusinessObjects 4 1 and later does not add double quotes to the character strings For example in BusinessObjects 4 1 and later a character string such as jean y 55 becomes jean y 55 gt Exporting text files changes the numeric format When you export data to text txt files integers are changed to decimals Two decimal places are added to integers For example if a number in the BusinessObjects report displays an integer such as 435 the text file you export displays 435 00 Copying and pasting from BusinessObjects to another application You can copy objects such as tables and charts in BusinessObjects or copy the whole report contents and then paste them into a Microsoft Office applications such as Word To copy and paste an object 1 Press Alt and click the table you want to copy 2 Press Ctrl C 3 Move to the
169. g Techniques and Formatting gt Applying standard report styles to the report e From the Format menu click Report and then Apply Standard Style gt Applying standard report styles to a selected component You may want to only apply a standard report style to a selected table crosstab or cell for example When you apply a standard report style to a selected component only the formatting attributes are applied The pagination and break settings are ignored so that your report layout is not disorganized 1 Open the Report Manager window 2 Click the Map tab 3 Click Structure The list of report components displays 4 Right click the component on which you want to apply the standard report style 5 Click Apply Standard Style from the menu TIP For a section or cell you can right click on the component you want to apply the standard report style to and click Apply Standard Style from the menu Making sure everyone uses the same standard report styles Any changes you make to the standard report style settings are saved in the default ret file This allows you to customize the standard report styles once using your corporate formatting and then distribute the default ret file to all users in a company via the repository To do this 1 Edit and save the standard report styles on your computer 2 Distribute the default ret file to all users in a company via the repository See Sharing documents on page 127 3 Make s
170. ged on in online mode an error message appears Starting BusinessObjects _ BusinessObjects User s Guide Reporting Techniques and Formatting gt Why use offline mode You may not have a remote connection for example while traveling on an airplane but you want to continue to work on your BusinessObjects documents What you can do once you have opened BusinessObjects in offline mode depends on the type of connection you chose to use in offline mode If BusinessObjects cannot establish the connection you requested with the BusinessObjects server you may receive a message asking you if you want to start BusinessObjects in offline mode gt Running BusinessObjects in 2 tier mode offline If you are using BusinessObjects in 2 tier mode offline and not connected to a repository you can e work with documents and universes stored locally on your computer e create and refresh documents if you have a connection to the database and the database connection and security information is stored on your computer gt Running BusinessObjects in 3 tier mode offline When you launch BusinessObjects from the Start menu and select a 3 tier web connection you may have the choice to log in offline Since all the database and connection information is stored on the Business Objects server if you are using BusinessObjects in 3 tier mode offline you cannot e retrieve documents from and send documents to Personal Document folders on the
171. gt Using the Cell Format dialog box to format borders You can also use the Cell Format dialog box to apply lines and colors to cell borders To do this 1 Select the cell s row s or column s that you want to format 2 Select Cell from the Format menu or right click and select Format Cell from the menu The Cell Format dialog box appears L Formatting Sections Tables and Cells BusinessObjects User s Guide Reporting Techniques and Formatting 3 Click the Border tab to display the border formatting features Cell Format x Number Alignment Font Border Shading m Presets p Style Clear the style __ _ E elect the line style from all borders B B None Box m Apply the style to outer borders p Border Select the a borders you want to format per EN Sannin Click to open the Custom a color palette 4 Click a line style under Style 5 Tochange the border color click the color box next to the Custom option then select a color from the color palette 6 Click OK to close the palette 7 Select the border s you want to format You can select them individually or to select the outer borders click Box Click Apply or OK The border line styles and color are applied to the borders you selected co Formatting cell backgrounds You can format the background of cells in the following ways e change the color apply a pattern c
172. h Riviera 208 565 m s me Hawaiian Club 357 170 Revenue Section Quarter _ Ga Formulas Revenue Bahamas Beach 237 872 French Riviera 242 165 Hawaiian Club 341 780 Section Quarter as Resort Revenue Bahamas Beach 263 422 French Riviera 226 125 a Drag the Year variable from the Report Manager window and drop in the area above the Q1 master cell to create a new section Hawaiian Club 395 150 and new master cell Section Quarter b If you want the new section under the Quarter section drop the new variable under Resort Revenue the Q1 cell Bahamas Beach 245 269 French Riviera 158 565 Hawaiian Club 385 560 Structuring a master detail report BusinessObjects User s Guide Reporting Techniques and Formatting Re organizing a master detail report You can re organize the section levels in a master detail report or change the master to get a different view of your data gt Replace a master with a new variable Drag a new variable from the table or crosstab or from the Report Manager window and drop it into the master cell gt Change the order in a master master detail 1 Click on one of the master cells Q1 m 5 Accommodation Revenue Accommodation 50 520 7 765 From this Food amp Drinks Recreation Section Resort Bahamas Beach Section Quarter
173. hart two dimensional 2 D or three dimensional 3 D you can choose between a standard chart a stacked chart or a 100 stacked chart Chart Type PNET Ele Molelel avg 1 1 Area line column Standard stacked chart or 100 stacked area line or column chart respectively Scatter Standard scatter Pie Standard pie Using different chart types on one chart BusinessObjects User s Guide Reporting Techniques and Formatting The following table shows the chart combinations that give the best results Group 1 chart type Group 2 chart type Column Line Column Area 3 D Column 3 D Line 3 D Column 3 D Area Scatter Scatter Pie Not possible Using a secondary Y axis If you have two measures on a chart you can use a secondary Y axis This allows you to display different values on each of the axes and different scales which can make your chart more readable The primary axis is displayed on the left the secondary axis on the right You can display all the groups in a chart on the primary axis or all on the secondary axis However you will often obtain the best result by placing one group on the primary axis and one group on the secondary axis L Working with and Formatting Charts BusinessObjects User s Guide Reporting Techniques and Formatting EXAMPLE Comparing revenue and quantity sold in a chart In this chart a clear and effective visual comparison is made by s
174. he date on which the data in the report was last refreshed with the most up to date data from the database automatically updated The mouse cursor turns to the Insert Cell cursor Click once in the area of the report where you want your page numbers to Insert Cell cursor appear A cell displaying the page number inserts in the section A Using page numbers times and dates _ BusinessObjects User s Guide Reporting Techniques and Formatting gt Formatting the cell When you insert a cell it has the default formatting To change the formatting you use the same procedure you use for formatting any other type of cell 1 2 3 Right click on the page number Click Format Cell from the menu The Cell Format dialog box opens Change the formatting as required and then click OK to close the dialog box EXAMPLE How do I know when the data in my report was last updated In many companies it is essential to know the exact date or time the report data is updated In BusinessObjects you can display the last refresh date in a special field The date automatically updates each time you refresh your report To do this 1 2 Add a caption cell at the top of your report and enter Last refreshed for example From the Insert menu click Special Field then Date and Time then Last Refresh Date The cursor changes to the Insert Cell cursor Click once next to the Last Refreshed caption
175. he formats you select in the Axis Label Format dialog box apply to the X axis and its gridlines only L Working with and Formatting Charts BusinessObjects User s Guide Reporting Techniques and Formatting Using different chart types on one chart A useful feature in BusinessObjects is that you can display data in more than one way on the same chart For example you can display some data in a line and other data in columns in the same chart as shown below This allows you to make a distinctive visual comparison between data 6 000 000 5 000 000 4 000 000 3 000 000 2 000 000 1 000 000 0 East Midwest South West Using different chart types on one chart BusinessObjects User s Guide Reporting Techniques and Formatting Using groups on charts In order to use different chart types BusinessObjects uses groups You add the variables you want to display on the chart to the different groups and then assign different chart types to different groups To do this 1 Right click on the chart and select Format Chart from the menu The Chart Format dialog box opens Chart Format General Series Pivot Border Shading Appearance Here you can create and edit groups of data Groups enable you to display data in different formats on the same chart Groups And Data Series m Group Type cL Primary Y Axis Area a ai Group 1 lal Revenue KX Line
176. he minimum margins size depends on the printer TIP You may be tempted to reduce the margins as much as possible to fit everything on the printed page Bear in mind however that reports are often bound or stored in binders and you need to allow an adequate margin for this To set margins 1 From the File menu click Page Setup The Page Setup dialog box opens 2 Click Margins to open the Margins dialog box Page Setup 1 1x m Margins inches Lett a 787 Top o 7e7 Right 0 787 Bottom 0 787 3 Enter sizes for the Left Right Top and Bottom margins 4 Click OK to close the Page Setup margins dialog box 5 Click OK again to close the Page Setup dialog box The options in Page Setup except the Advanced printer options are saved with your document Keep this in mind when you are sharing documents Other users may not have the same page setup standards such as paper size or source L Setting Up Report Layout BusinessObjects User s Guide Reporting Techniques and Formatting Using headers and footers Q Page Layout The Header and Footer sections of the page are most frequently used to display information that you want to repeat on every page such as page numbers author name and creation date gt Inserting a cell in a page header or footer If you want to display information text pictures variables in a header or footer you must first insert a cell Here is how to do it
177. he report page layout margins and add any other elements you want to include in the template 5 Click Save As and select BusinessObjects Templates ret from the drop down list 6 Browse to the folder where your BusinessObjects templates are located 7 Enter a File name for the template and click Save 8 To apply the formats from this template the next time you create a new report click Select a template in the New Report Wizard dialog box 9 Click Begin and click your template from the list of Available Templates The standard report styles saved with this template are the ones set at the time of creating the template This means that if at a later date you change settings in the Standard Report Styles window the styles saved in the template will not be the same Customizing standard report styles _ BusinessObjects User s Guide Reporting Techniques and Formatting Using templates You can use a template in the following situations When creating a report The New Report Wizard includes a dialog box that enables you to view and select the template you want to use The styles and structure of the template are applied to the new report When formatting an existing report When you apply a template you can click to apply the template styles only or to apply the styles and the structure If you click to apply the styles and the structure you can also manually replace certain variables in the template with certai
178. he same row again and hold the mouse then drag the cursor towards the left border of the crosstab When a horizontal line appears above the cursor release the mouse OE AAA AAA N N 999 Sweat T Shirts 688 454 737 639 1910 247 Accessories its 798 263 1 688 991 602 589 Shirt Waist 285 956 404 664 448 781 Tips on and dropping data Undo Carefully select the data you want to move Watch how the cursor changes shape as it moves over different parts of the table and how the highlighting on the table changes This gives you an indication of what will happen when you release the mouse Watch the status bar messages for instructions on what keyboard shortcuts you can use and for indications on what happens when you release the mouse 9 8 C 1A f Report 1 Report 1 l 5 keep source Drop to swap contents use Alt to swap and keep source formats Ctrl to copy or Shift to move In the Standard toolbar click Undo or Ctr Z to undo up to ten actions L Displaying Data in Tables BusinessObjects User s Guide Reporting Techniques and Formatting Guided table insertion You can also insert tables and crosstabs using the New Table Wizard or the New Crosstab Wizard that guide you through the steps to insert a new table or crosstab in your report The following procedure describes how to insert a table or crosstab in a report using existing data from the document If you want to insert a table o
179. hese document lists from the InfoView Home page Clicking the document list Brings you to Corporate Documents a list of available documents in the Corporate Documents page Personal Documents a list of available documents in your Personal Documents page Your personal documents are saved ina folder on the Business Objects server Inbox documents a list of available documents sent to documents from users you or your group by other users identified in the repository on the Business Objects server Scheduled Documents a list of documents that have been sent to Broadcast Agent Opening and viewing documents in BusinessObjects BusinessObjects User s Guide Reporting Techniques and Formatting gt What type of document do you want to view If you click You open A document link from the Corporate Documents page A specific corporate document in the format specified in your view options You can also click a corporate category link under Corporate Documents to display only the documents in a selected category A document link from the Personal Documents page The personal document you saved in the format specified in your view options Inbox link then one of the documents in your inbox list A document from another user in the format specified in your view options BusinessObjects InfoView Microsoft Internet Explorer File Edit View Favorites Tools Help
180. howing the difference in a column chart between projected and actual revenue and then using a line chart to compare quantity sold rojected Sales Revenue Sales revenue Quantity sold 4 500 000 0 000 4 000 000 26 000 3 500 000 3 000 000 20 000 2 500 000 16 000 2 000 000 1 500 000 10 000 1 000 000 000 500 000 w 5 8 3 3 To create this type of chart Use the Insert Chart wizard to select the variables The chart has four variables Quarter Projected Sales Revenue Sales revenue and Quantity sold Choose a simple column style from the wizard 4 500 000 00 4 000 000 00 3 500 000 00 3 000 000 00 2 500 000 00 2 000 000 00 1 500 000 00 4 000 000 00 500 000 00 0 00 5 3 3 3 A different colored column represents each measure You want to represent the different units of measure since revenue is calculated in dollars and quantity sold in number of units The default values that display on the Y axis represent dollars so you cannot even see the Quantity sold column on the chart Using different chart types on one chart BusinessObjects User s Guide Reporting Techniques and Formatting You can improve this chart in two ways use a different chart type for quantity sold and for revenue e display data on two axes one axis with values in dollars and the other with number of units To make these improvements 1 Right click on the chart and select Format Chart from the menu 2 Click
181. ian Club RE 395 150 Q4 365 560 Hawaiian Club Sum 1 479 660 Sum 3 286 524 Here the Remove Duplicates and Center Value Across Break options are turned on The resort name displays once and centered over the rows it describes In the Formatting toolbar click Center Across Break to remove duplicate Break describes EXAMPLE Centering the Resort value in a column Center Across values merge the cells and center the value over the rows or columns it If the Resort column footer cell is empty when you center the resort value across the break all rows including the footer row are merged as shown in the table on the left below L Breaking Up Tables BusinessObjects User s Guide Reporting Techniques and Formatting If you do not want an empty footer cell to be merged 1 Type a character in the empty resort footer cell 2 Right click on the footer cell and select Format Cell from the menu The Format Cell dialog box opens 3 Click the Font tab 4 Set the font color to the same color as the cell background in this example to white and click OK 5 Click the Center Values Across Break check box in the Breaks dialog box The empty cells for each value of resort are merged and the footer cells are untouched as shown in the table on the right below Resort French Riviera Resort Bahamas Beach Resort Hawaiian Club Quarter Revenue Q1 208 565 Q2 242 165 Q3 226 125 Q4 158 56
182. ications This chapter describes e how to save the result of a data provider in a format that is recognized by the application you want to use e what external formats are available e how to export data from BusinessObjects L Exporting Data from BusinessObjects BusinessObjects User s Guide Reporting Techniques and Formatting What external formats are available You can export data from BusinessObjects to the following local file formats Text Files You can open the text file in many different applications and on platforms other than Windows Macintosh OS 2 or UNIX for example dBASE Files You can create a separate dbf file that can be distributed and shared with other databases Spreadsheet format Microsoft Excel 97 and Microsoft Excel When you view the exported data in the spreadsheet application each value appears in a separate cell TIP You can now save your BusinessObjects document containing multiple reports and graphs directly as Microsoft Excel files For more information see Saving a document as an Excel file on page 118 XML Files You can export the data from your data provider to the XML format so it can be read by other applications XML files may also be used as data providers see the BusinessObjects User s Guide Accessing Data and Data Analysis for more information Export To external format E Si You can select the format and the location for the data you want to export m
183. ick OK Resizing the chart title If the text in the chart title does not fit in the title cell you can resize it 1 Click the title A hatched border with handles appear around it 2 Use the handles to re size the cell If you drag the title cell s border beyond a chart boundary BusinessObjects automatically enlarges the chart accordingly Deleting the chart title e Right click on the chart title and select Delete from the menu Chart legend The chart legend explains what the data in the chart represents It is a rectangular box containing the names of the variables the legend text and their corresponding color shade and border the legend key Legend key Revenue Bungalow Legend text Revenue Hotel Room Oo Revenue Hotel Suite Displaying a chart legend e Right click on the chart and select Insert Legend from the menu Helping users to read your chart _ BusinessObjects User s Guide Reporting Techniques and Formatting Formatting and moving the legend You can format the legend by changing its border color and shade You can also move the legend to a different place in the chart To do so 1 Click the border of the legend 2 Click Legend from the Format menu The Legend Format dialog box appears Legend Format Lx Alignment Font Placement Patter Bight C Left Cancel Apply Help 3 Click the Placement tab and select an option to reposition the legend within the chart area 4 Cl
184. ick OK The Send dialog box displays the users you selected under Send to Ca You use this dialog box to send documents to other users L Domain Document m Document s to Send Add Browse Remove HTML Options Schedule r Categories Keep existing categories Categories Clear Cancel Help You can also select users by typing their names in the text box This text box is case sensitive The name and a corresponding user icon appear in the Send To box The name of the active document appears in the Document s to Send box 8 Select other documents to send by clicking Add to add other open BusinessObjects documents Browse to select documents that are not open in BusinessObjects or to select other types of files 9 Click OK Sharing documents _ BusinessObjects User s Guide Reporting Techniques and Formatting You can remove any documents that you had previously selected by clicking Remove You can also press Delete to remove selected documents gt Setting HTML options Documents that you send using the Send To Users command in the File menu are available to BusinessObjects and InfoView users The HTML Options lets you set options for the HTML version of the document which InfoView users will view in their web browser For details on the available HTML Options see Saving a document in HTML format on page 115 gt Select
185. ick Structure 3 Click the header footer cell and type in the formula Some formula samples appear in the table below 4 Press Enter The formula result displays in the cell 5 Click in an adjacent cell and enter text to describe what the amount represents gt To add columns and rows to a running header or footer By default a page break header or footer has one column or row You can add as many columns or rows as you need for the information you want to display The size of the table is adjusted so that all the page break header and footer columns and rows fit onto the page 1 Click Page Layout from the View menu to go to the page layout view 2 Select the page break header or footer in the table 3 Use the Structure toolbar buttons to insert the required columns and rows Structure 4 Insert the required formulas in the page break header and footer gt Running header and footer examples Here are some examples of formulas used in page break headers and footers where the measure object to calculate is lt Revenue gt RATELE ale e LES ES Type the following formula A subtotal for the current page Sum lt Revenue gt L Setting Up Report Layout BusinessObjects User s Guide Reporting Techniques and Formatting To calculate and display Type the following formula A running total that is the sum of all the RunningSum lt Revenue gt data displayed in the table up to and including the current page
186. ick the Pattern tab and select the border style and color and the pattern and color 5 Click the Alignment tab and select the alignment of the legend text Click the Font tab and select the font for the legend text 7 Click OK or Apply The modified legend appears in its new position with its new formats o TIP You can also move the chart legend by clicking it and dragging it Formatting the legend key You can change the border shade and color of the legend key The formats that you apply are immediately visible in the chart s data series For example if you change the color of a square in the legend from yellow to red the corresponding data in the chart is also changed to red e Right click the legend key and select Legend Key from the menu The Legend Key Format dialog box appears It contains the Pattern tab _ Working with and Formatting Charts Data labels BusinessObjects User s Guide Reporting Techniques and Formatting Formatting the legend text You can change the font attributes or format the legend text by for example font font size and by realigning it The formats that you apply only appear in the legend text not in the text of the chart s axis labels 1 Right click the legend text and select Format Legend Text from the menu The Legend Text Format dialog box appears It contains Alignment and a Font tab 2 Make the required settings 3 Click Apply to apply the changes on each tab
187. ick the category you want to change 3 Click Edit The text box becomes active 4 Enter the changes to the category name 5 Click OK The category list updates TIP If you do not want to save your changes simply click Cancel before you click OK Deleting corporate categories If you have rights to manage corporate categories you can delete the categories that no longer apply There are two ways to delete corporate categories e Select the category and click Delete in the Categories dialog box e Right click the category then select Delete from the menu To delete a category 1 Click Manage from the Select categories dialog box 2 Click the category you want to delete 3 Click Delete The category disappears from the list 4 Click OK to confirm TIP If you do not want to save your changes simply click Cancel before you click OK L Report Basics and Report Manager BusinessObjects User s Guide Reporting Techniques and Formatting Changing default file locations When you click Open the Open dialog box opens by default in the UserDocs folder in the BusinessObjects You can change this setting To do this 1 From the Tools menu click Options The Options dialog box opens 2 Click the File Locations tab 3 Click the File Type in the list then click Change The Browse for Folder dialog box opens 4 Locate and open the folder you want to set as the default and click OK The new folder and path displays in the
188. il the recipient will not be able to open the document For more information on saving for all users see Saving a document for all users on page 107 Send to Mail Send to Personal Documents S Sending to Personal Documents is explained under Saving a document in your Personal Documents folder on page 85 Send to Personal Documents Sharing documents _ BusinessObjects User s Guide Reporting Techniques and Formatting Send to Users The Send to Users command in the File menu is active when you are working in BusinessObjects To send BusinessObjects documents to other users in your repository 1 In the Document Exchange toolbar click Send to Users 2 Select a document domain for the documents you are sending Send to Users 3 In the Send to dialog box click To The Select Users and Groups dialog box opens Select Users and Groups x ia Select the user s you want to send your document to Document Recipients da amp _user F Rachael dh Richard Sullivan dh Sara Dietel da Sarah ad da User dha Walter dh e_user dh sacco x I View users in my groups only Cancel Help 4 Select the user s or groups who you want to be able to retrieve the document 5 Click Add 6 Repeat this process until all the users or groups appear under Document L Saving Refreshing Sharing and Printing Documents BusinessObjects User s Guide Reporting Techniques and Formatting Recipients 7 Cl
189. ile Watcher 2 Specify the path to the file in the File to watch for field Broadcast Agent will only process the document when the file is present in the specified location See the Broadcast Agent Administrator s Guide or your administrator for more information on File Watcher L Saving Refreshing Sharing and Printing Documents BusinessObjects User s Guide Reporting Techniques and Formatting Printing documents This section takes you through the basic techniques to get the best results possible on paper You will also learn some tips to extend the printing possibilities of your reports You can print your report in several ways Click Print from the File menu Click Print Setup from the File menu then Print Click Print Preview from the File menu then Print Click the Print button on the Standard toolbar Press Control P on your keyboard to display the Print dialog box Before you print Before deciding how to print first select the reports you want to print gt 1 2 If your document contains more than one report Open your document Press the Control key while you select and highlight the report tabs of the reports you want to print E Revenue Year 2003 Revenue by Region Margin Analysis Quarterly Variance Product Analysis Actual v Budget T L The first four reports were selected by pressing the Control key while clicking the report tab TIP It is important to co
190. in the section you want to format and select Format Section from the menu 2 Click the Shading tab Click None if you do not want to apply shading to the section Click the pattern or shade from the list If you click Clear you apply the Background color only If you click Solid you apply the Dark Horizontal Dark Vertical Dark Diagonal low Z Dark Diagonal high General Shading m Fill r Foreground Color mC None Custom C Automatic Shading Custom Click here to select a color you want to the foreground Click here to select the color you want to apply to the background This box displays a preview of the EES Dark Grid Foreground Dark Mesh hal shading that will be color only applied to the The other section settings mix the oK face Apply Help a Lok _cewst tow ter 3 Change the settings as required and click OK gt To hide the main section header of footer 1 Right click in the main section header or footer area and select Format section Formatting sections _ BusinessObjects User s Guide Reporting Techniques and Formatting 2 Click the General tab Section Format 3 Click the Hide Section Footer or Hide Section Header check box A section header or footer that is hidden appears in italics in the Report Manager Map list For more information on hiding and displaying report components
191. inessObjects User s Guide Reporting Techniques and Formatting If you know that you saved the latest copy of this document in Personal Documents you can overwrite the local copy If you are not sure click No or Cancel Save your local copy with a different name and start the process again Organizing your personal documents To help you organize and find your personal documents more easily in BusinessObjects you can use filtering mechanisms called categories Categories help you sort and find documents in your personal documents list by filtering the list to display only documents belonging to the selected category For more information see e Creating a new personal category on page 89 e Renaming a personal category on page 89 e Deleting a personal category on page 90 You are the only person who can create delete and modify your personal categories You can view the documents saved in Personal Documents from BusinessObjects or from InfoView Using categories to retrieve personal documents Once you have assigned categories to your personal documents finding and sorting them becomes easier To filter the document list by category 1 Click the drop down arrow to the right of All Categories The Categories box opens If you have not created any categories this list has one entry only lt No Category gt Using personal document folders _ BusinessObjects User s Guide Reporting Techniques and Formatting 2 Select on
192. ing gt Removing Broadcast Agent actions To remove an action Click the action then click Remove gt Determining the order of Broadcast Agent actions When you select more than one action you can define the order in which Broadcast Agent performs the actions For example do you want to print the document before or after refreshing it To determine the order for your actions 1 2 You can print a document on different printers by double clicking Print in the Available actions box then double clicking again Two Print actions appear in the Selected Actions box Use Properties to select a different printer for each Print action Click the action under Selected Actions that you want to change Click Move Up if you want the action to move to the beginning of the Selected Actions for processing first Click Move Down if you want the action to move to the end of the Selected Actions list Click OK when you have finished determining the order of the Actions Click OK to close the dialog box The document is sent to Broadcast Agent TIP Sharing documents _ BusinessObjects User s Guide Reporting Techniques and Formatting EXAMPLE Refreshing your document before saving it via Broadcast Agent The illustration below shows how to refresh a document before saving it You click Refresh then click Move Up Refresh appears at the top of the Selected Actions list and will be processed first Send Document to Broadca
193. ing Object from the Insert menu The Insert Object dialog box appears and enables you to e click the file that corresponds to the object that you want to insert e start a remote application for example Microsoft Word in which you can create an object to insert Using data and pictures from other applications _ BusinessObjects User s Guide Reporting Techniques and Formatting To insert an object in a report you must first select a cell In any case BusinessObjects prompts you to insert a cell in the active section and displays the object in the cell To create and insert a new object 1 Click the cell where you want the object to appear 2 Click Object from the Insert menu The Insert Object dialog box that appears 3 Click Create New 4 Click the type of object you want to create from the Object type list as shown Insert Object ixi BusinessObjects 4 0 Document Document Microsoft Word 6 0 Image Microsoft Word 6 0 Media Center Image Media Clip Microsoft Draw Microsoft Excel 5 0 Chart xl Create New Click Display Icon to display the object as an icon in the report You open the object by double clicking its icon C Create from File Result Information on the object type you select appears here Inserts a new Bitmap Image object into your p document 5 Click OK Depending on the type of object you want to create one of two things occurs If the application you use
194. ing corporate categories You can apply Corporate categories to documents that you send to users When you select categories you help users to understand the type of document and which audience can view the document You can also clear the categories that are currently associated to the document by clicking Clear in the Categories box For details on corporate categories see Assigning corporate categories to your document on page 92 Send to Broadcast Agent You can send a BusinessObjects document to Broadcast Agent if you are working in BusinessObjects and you have a Broadcast Agent set up in your company If you do not have the right to schedule documents or access the Broadcast Agent this option is hidden For more detailed information on setting up and using Broadcast Agent please refer to the Broadcast Agent Administrator s Guide Broadcast Agent allows you to e Schedule the time you send the document e Define where to distribute the document such as a web server the file system or specific users in the repository e Decide several actions to perform on the document before it is published such as refresh run macros print save as a different format setup conditions to be evaluated each time the document is processed e Specify the actions that you want Broadcast Agent to perform for example refresh then print the document L Saving Refreshing Sharing and Printing Documents BusinessObjects User s Guide Reporti
195. ing documents _ BusinessObjects User s Guide Reporting Techniques and Formatting You can also access other folders on your machine by clicking My Folders bar and navigating to other locations 2 x Save in fa My Documents ae Adobe Messenger Service Received Files My Business Objects Documents My eBooks My Pictures My Webs gt E BusinessObjects Documents en ef aa I Saye for all users Options gt Saving a document To save your document i 1 Click Save on the Standard toolbar The first time you save the Save As dialog box appears By default the UserDocs folder is active and the file name is Untitled The default file extension for BusinessObjects documents is rep When you click Save for subsequent saves of the same document the Save As dialog box does not appear Your document saves in the background Save 2 Enter the file name in the File name box The name of the file appears in the File Name box The name you give the document appears in the title bar of the application window 3 Click Save The Save As dialog box closes TIP You can also click Save on the File menu or press Control S from the keyboard to save your document L Saving Refreshing Sharing and Printing Documents BusinessObjects User s Guide Reporting Techniques and Formatting gt Changing a document s name and or folder To save a BusinessObjects document with a different
196. ins these options Select this property To find documents lt No property gt e inthe repository this selection does not limit the search results Categories e that either belong or do not belong to categories that you select Comments e whose comments include a character string that you specify comments are properties that you set by clicking Properties from the File menu Data provider name containing a data provider whose name includes a character string that you specify Document e that may contain document properties e Use this option if you want to find documents saved with versions previous to BusinessObjects 5 0 Previous versions documents do not have properties e Click has properties to search for documents after version 5 0 or has no properties to search for documents before version 5 0 Keywords e whose keywords include a character string that you specify e keywords are properties that you set by clicking Properties in the File menu Name e whose name contains a character string that you specify for example Revenue rep Size e ofa particular byte size for example 73000 Source e containing data from a source that you specify Subject e whose subject includes a character string that you specify e the subject of a document is an attribute that you set by clicking Properties from the File menu Finding documents _ BusinessObjects User s Guide Reporting Techn
197. inted area Page Setup _ x m Margins inches Left fi Top 41 25 Bi ft Bottom fi Coree As you change the margins the layout display changes The printer prints within the dotted border indicating the margins TIP If you want to set your margins to the minimum values by entering zeros Business Objects recommends that you verify the minimum margin accepted by your printer driver Some drivers automatically redefine the margin size you entered to the minimum accepted margin but others do not You risk losing information if the border of the printed document is cut 5 Click OK or Cancel OK saves your changes and closes the dialog box Cancel discards your changes and closes the dialog box 6 Click Page Number to access the page numbering Page Setup dialog box Page Setup x Number First page number fi Page Order Over then down HA C Down then over Cancel Help 7 Enter the page number in the First page number text box under Page Number for the first page of the report This page number appears on the first page of the report if you insert page numbers Printing documents BusinessObjects User s Guide Reporting Techniques and Formatting If you select to print Page Total Pages and you entered 5 in the First page number text box the total page numbers take into consideration the total number of pages in that report For example
198. ion on page 70 for more information 4 Click Find After searching the documents appear in the results pane Finding documents _ BusinessObjects User s Guide Reporting Techniques and Formatting gt Understanding the Find documents dialog box columns Information about the documents that you can retrieve is displayed in the columns described below Column title Provides Name the name of the document Categories the categories associated to the document Owner the name of the user who sent or published the document Schedule the time the document will be sent to Broadcast Agent Date the date the document was sent or published Size the size of the document in Kilobytes Type the type of each document in the list The documents types include e Corporate documents e User Documents e Processed Documents are processed and distributed with Broadcast Agent Domain the document domain to which the user sent or published the document 5 Click the top of each column to sort in descending order 6 Click the Open on Retrieval check box if you want to open the document at the same time you download it to your machine gt Getting information about the documents you found Now that you found some documents you can get additional information on them 1 Click one document in the list then click Properties to display the Document Properties dialog box L Report Basics and Report Manager BusinessObjects User
199. iques and Formatting Select this property To find documents Submission date e that were submitted before or after a date and time that you specify e you enter the date by clicking before or after then the ellipses to the right of the text box Title e whose title includes a character string that you specify e the document title is an attribute you set by clicking Properties from the File menu Total of categories that belong to a given number of categories Total of rows by the number of rows of data that the documents contain Total duration by the length of time that the documents last took to refresh 1 Click the property on which you want to search and specify the appropriate values 2 Click Find The results display in the document list 3 Click New Search to return to the default selections 4 Click Close when you are done searching and retrieving the documents you need EXAMPLE Publishing a document with summary information and finding it later You have just created a report to analyze the drop in sales in the accessories line shown in eFashion universe You need to send this document to top management and to the sales staff of the region To make it easy for them to find L Report Basics and Report Manager BusinessObjects User s Guide Reporting Techniques and Formatting the document you decide to save it with document properties and categories The report is cal
200. iques and Formatting fal To retrieve a document from a user ty 1 Retrieve from Users Choose one of the three ways Click Retrieve From then Users from the File menu Click Retrieve from Users in the Document Exchange toolbar Use the keyboard shortcuts Alt F R U If you have documents to retrieve the Retrieve dialog box appears of You use this dialog box to retrieve documents that other users have sent you Right click on document s for additional commands m Browse Categories User document Uncategorized EFASHION tep User No 25 2 0 28 189440 User doc Document E Category 1 eteo E Category 3 Name Owner Sc Submission Date Size Type Doman Refresh Categories I Open on Retrieval Properties Retrieve Delete Find gt gt Close Help If not you receive the message You have no document to retrieve 2 Select the category folder under Browse Categories until you find the document sent by another user If your document has not been saved with corporate categories it appears under Uncategorized 3 Click the Open on Retrieval check box if you want to open the document after importing it locally 4 Click Retrieve to import the document to your machine A message appears that your document was imported successfully TIP If you receive a message that the document was not imported successfully try closing the Retrieve dialog box
201. ire path Creation Date Displays the date that the document was first saved Modification Date Displays the date the document was last modified Last Print Date Displays the date the document was last printed Language Displays the language and its abbreviation in which the document was created For example English en Some of this information is also available before you open the document when you display the Retrieve Corporate Documents For information on viewing Corporate document properties see Getting information about the documents you found on page 66 Adding document properties to your open BusinessObjects documents You can retrieve and add information about your report The Summary Info dialog box helps summarize the unique characteristics of the document Other users can enter this information to find your document via the Find documents command in the File menu Document name Folder location of the document e Original creation date e Last modifcation date e Last date printed e Language of the product that was used to create the document L Report Basics and Report Manager BusinessObjects User s Guide Reporting Techniques and Formatting Here is a list of criteria that can be added to and saved with the open document Tite Po Subject Po Author Business Objects Keywords Poo Comments Title e Subject e Author e Keywords e Comments Users can search for documents in the repos
202. isplaying data on in 2 D charts 328 displaying data on in 3 D charts 329 formatting 343 hiding 358 organizing data on 327 zooming setting display size 38 Index _ BusinessObjects User s Guide Reporting Techniques and Formatting L Index
203. itory using all of these criteria except author How to add summary information To add document summary information to your BusinessObjects document 1 Open your document 2 Click Properties from the File menu 3 Enter the information in the text boxes provided in the Summary Info dialog box 4 Click OK to close the dialog box 5 Click Save on the Standard toolbar to save the document properties Opening and viewing documents in BusinessObjects BusinessObjects User s Guide Reporting Techniques and Formatting Finding documents Some corporate repositories contain hundreds of BusinessObjects documents Finding the one you are looking for can be a challenge The Find Documents command on the File menu allows you to search for documents in many ways There are several ways you can organize your documents to make it easier to manage multiple versions or types to help you take full advantage of the refined search methods Some of the methods you can use to help simplify finding the right document later are by e Assigning Corporate categories to your document See Assigning corporate categories to your document on page 92 e Assigning document properties See Adding document properties to your open BusinessObjects documents on page 62 This section explains how to find your BusinessObjects documents using the Find Documents command and how to refine your search An example shows how to put these methods into practi
204. ize check box The graph fits inside the enlarged area AAA i ici ele il reo a 1 600 000 1 600 000 1 400 000 1 000 000 1 200 000 600 000 1 000 000 Revenue 800 000 8 8 6 8 z 600 000 o S 6 g 400 000 5 o E t r 200 000 Revenue 0 Hawaiian Club UALLLLLLLLLLLLLLELLLLLLLLLLLLLELEUEELLLLE MUA ETLLLLLLLUELLLLLLLLEETLLLLLEEETTTLLEL LE Bahamas Beach French Riviera YSCLOLOLIELELELLELELELLELELELTELELELEELESOTELLELELELLELELELUELELELLLELEL EEL EL ETE WASLLLELILLELLLLLLELLLLLLLLLLLLLTLLLLELELULLTL ELL LLLLLL ELLE LLL ELTLTELELEL LEE ASLILILELTLLELELELLELELELLELELELTELELELTELELELLELELELELLELELELTELELELELELEE EEE SAAN AAA ENTIAL DAL L Working with and Formatting Charts Formatting the plot area BusinessObjects User s Guide Reporting Techniques and Formatting The plot area displays the data series and the axes and is contained within the chart block 0 14 000 000 12 000 000 bo 0 000 000 6 000 000 4 000 000 2 000 000 0 aaa aaa S SLTLLELELELILLELELELLELELELTELELELELLELELELLEL LETTS EY P aaa COLTLLELELELLELELELLELELELELLELELELMELELELELELELEELE LE chart block _ _ _ plot area for 3 D You can format the plot area by applying color shade or a border gt To format the plot area 1 Right click in an empty part of the plot area Do not click any other chart element 2 Select Format Plot Area The Pl
205. izing a master detail report Managing sections in a master detail report Undoing a master detail report L Setting Up Master Detail Reports BusinessObjects User s Guide Reporting Techniques and Formatting What are master detail reports Master detail reports enable you to split large blocks of data into sections This type of presentation allows you to minimize repeating values and to display subtotals In the example below the table displays data for Resort Quarter and Revenue The Quarter column has repeated values If you set Quarter as a master value each distinct value of quarter creates a section You now have four sections one for each quarter Each section has a master cell and a table showing resort and revenue Resort Quarter Revenue Section Quarter Bahamas Beach Q1 224 881 237 872 Bahamas Beach Q2 Bahamas Beach 3 Bahamas Beach Q4 French Riviera Q1 Resort Revenue Bahamas Beach 224 881 French Riviera 208 565 Hawaiian Club 357 170 French Riviera Q2 C gt Section pune French Riviera Q3 gt Q2 French Riviera Q4 Revenue Hawaiian Club G Bahamas Beach 237 872 Hawaiian Club Q2 341 780 French Riviera 242 165 Hawaiian Club Q3 395 150 Hawaiian Club 341 780 Hawaiian Club Q4 385 560 Section Quarter as a For each value of the master Quarter a Revenue sec
206. k Save As Saving documents _ BusinessObjects User s Guide Reporting Techniques and Formatting The Save As dialog box appears 2 In the Save as type list box click Text file txt or Rich text format rtf 3 Click Save BusinessObjects makes a copy of the document and saves it in the specified format The original document remains on your screen L Saving Refreshing Sharing and Printing Documents BusinessObjects User s Guide Reporting Techniques and Formatting Saving a document in PDF format You can save BusinessObjects documents in Adobe Portable Document Format PDF Once you install the free Adobe Acrobat Reader you can view and print PDF documents When you open a BusinessObjects document saved in PDF format you can view and navigate through different reports and obtain high quality printed copies You cannot edit or analyze the data To save a BusinessObjects document in PDF format 1 Click Save As from the File menu The Save As dialog box appears 2 In the Save as type list box click Portable Document Format pdf and specify the location of the PDF file 3 Click Save BusinessObjects creates a copy of the document and saves it in PDF format The original document remains on your screen The illustrations below show the same document in its original BusinessObjects format and after saving in PDF
207. l and still not found a solution to a specific issue For support in deploying Business Objects products contact Worldwide Customer Support at www businessobjects com services support htm Looking for the best deployment solution for your company Business Objects consultants can accompany you from the initial analysis stage to the delivery of your deployment project Expertise is available in relational and multidimensional databases in connectivities database design tools customized embedding technology and more For more information contact your local sales office or contact us at www businessobjects com services consulting htm Looking for training options From traditional classroom learning to targeted e learning seminars Business Objects can offer a training package to suit your learning needs and preferred learning style Find more information on the Business Objects Education website www businessobjects com services education htm Services _ BusinessObjects User s Guide Reporting Techniques and Formatting Useful addresses at a glance Address Content Business Objects Documentation www businessobjects com services documentation htm Overview of Business Objects documentation Links to Online Customer Support Documentation Supply Store Documentation Roadmap Tips amp Tricks Documentation mailbox Business Objects Documentation mailbox documentation businessobjects com Feedback or question
208. l order The data in the document is listed in alphabetical order with the variables in the Variables folder and the formulas in the Formulas folder By data provider The variables are grouped into the data providers from which they were returned Drag variables from this list and drop them into the report window to construct tables and other components in your report Report Manager _ BusinessObjects User s Guide Reporting Techniques and Formatting If you right click on a variable in the list a menu displays which allows you to edit the data provider to bring in other data create a new data provider view the data open the Variables dialog box to create a new variable edit local variables Navigating through reports The Report Manager Map tab allows you to manage the structure of your document It has two views reports sections Navigation view CAs COB Report Manager g Data E Map Revenue by region E Margin analysis E Yearly variance Austin Chicago Colorado Springs Dallas Houston Report Manager A Data Map Revenue by region E Margin analysis Yearly variance City analysis a mmm Ld a La Los Angeles Rename Report Miami e Montreal Apply Template New York Apply Standard Style San Francisco Reset Report Washington Insert Report Duplicate Report Delete Report O ity analysis In navigation
209. lay the Breaks dialog box 1 Right click on the column or row where you inserted the break 2 Click Format Breaks from the menu The Breaks dialog box is illustrated and described on page 270 Working with breaks BusinessObjects User s Guide Reporting Techniques and Formatting If no break has been inserted on a table or crosstab all the options in this dialog box are unavailable Breaks dialog box Down Edge Across Edge SY In this tab you can add edit and remove breaks on data that appears in columns m Break Definition T Break Header M Break Footer M Remove Duplicates I Center Value Across Break I Fold Values m Break and Pages gt S I Avoid Page Break I Start a New Page I Repeat the Header on the New Page I Repeat Break Value on New Page 1 The breaks applied on columns appear in the Down tab The breaks inserted on rows appear in the Across tab For a crosstab both tabs are displayed For a table only the appropriate Down or Across tab is displayed List of breaks currently inserted Allows you to insert a new break Remove a break by selecting it then clicking Remove You can set break attributes for the selected break in the Break Definition box By default a break is inserted on all values of the selected variable Clicking Values allows you to select only the values you want to include in
210. lays in the header down the left edge of the crosstab Rows displays the header in the top row of the crosstab Body displays the body of the crosstab New Crosstab Wizard i Sales revenue Drag the variables to re organize them in the Columns Rows and Body folders The Body is the most appropriate place for measures Click Finish when you have finished organizing the variables The crosstab appears in the report Guided table insertion _ BusinessObjects User s Guide Reporting Techniques and Formatting Editing tables This section describes how you can edit tables and crosstabs Selecting tables rows and cells When you work on a table you can select e the entire table that is all the cells rows columns and header cells e part of the table one row one column one cell or several cells together The following section describes how to select the different parts of a table gt Selecting a table To select a table 1 Click a blank space outside the table if it is already selected 2 Press Alt click once inside the table A hatched gray border appears around the table Lines Sales revenue Sweat T Shirts Sweat T Shirts 737 639 Sweat T Shirts 1 910 247 Hatched gray border that appears Accessories 798 263 when the table is selected Accessories 1 688 9918 Accessories 602 589 Shirt Waist 285 956 Shirt Waist 404 664 L Displaying Data in Tab
211. le to broaden or narrow the range of values displayed L Working with and Formatting Charts BusinessObjects User s Guide Reporting Techniques and Formatting gt To define the scale of a chart 1 Click the axis label of the Y axis This can be the primary or the secondary axis 2 Click Axis Labels on the Format menu 3 Click the Scale tab 4 Inthe Value Y Axis Scale box click any of the following options pValue Axis Scale Minimum displays the lowest value as the minimum Auto value on the Y axis To specify a different value type the minimum value in the box M Maximum Maximum displays the highest value as the maximum IM Major Unit value on the Y axis To specify a different value type the zal maximum value in the box cale C Logarithmic Major Unit sets an automatic interval between the Decimal values on the Y axis To specify the interval you want type a value in the box 5 Inthe Scale box click Decimal for a scale in decimal numbers or Logarithmic for a scale to the power of 10 based on the range of data plotted in the chart 6 Click Apply or OK gt Logarithmic scale A logarithmic scale enables you to display very low values or values that cover a broad range If you enter decimal values for the chart s scale and then click Logarithmic remember to edit the values accordingly Negative or null values are not displayed in logarithmic charts The value of the Major Unit option must
212. lect the body in a table 1 Place the cursor on the left hand border of the table but not at the top where the title cells appear 2 When the cursor turns into a black arrow pointing towards the table click once A hatched gray border appears around the table and the body is highlighted to show that it is selected Year Number of guests A table with the body selected L Formatting Sections Tables and Cells BusinessObjects User s Guide Reporting Techniques and Formatting To select the body in a crosstab 1 Click once inside the body of the crosstab 2 If the body contains two or more variables press Shift and click each one A hatched gray border appears around the crosstab and the body is highlighted to show that it is selected SSS N jaha ach French Riviera Hi A crosstab with the body selected Using the Formatting toolbar The quickest and easiest way to apply common formats is to use the toolbars To display the Formatting and Borders toolbars 1 From the View menu click Toolbars The Toolbars dialog box opens 2 Click the Formatting and Border toolbar check boxes then click OK The toolbars display The available formatting icons are illustrated in the sections that follow Repeating cell formats When you have spent time formatting a cell you can quickly apply the same formats to other cells To do this 1 Select the cells you want to format 2 From the Edit menu click Repeat Format
213. lect the entire chart 2 Press Alt and click once inside the chart A hatched gray border appears around the chart You should not see any black points anywhere on the chart BAW WHALE WHEL EEE 1 600 000 1 400 000 1 200 000 Hatched gray border that appears when the block is selected 1 000 000 800 000 600 000 400 000 200 000 0 Revenue Hawaiian Club Bahamas Beach French Riviera AAALLLLLLLLLLLLLALLLLLLLLULLLLLLLLLL LLL SELLLLLLTLLLIRLLUETTLLLLLLUETLELLEE LETTE NVILCOLOLLELELELELELLLLELELELLELELELTET SOT LTLLELELELLELELELELELELELALELELTE TEs 3 Right click and select Delete from the menu The chart disappears To select two or more charts Click a blank space in the report Drag the mouse until you have covered part of each chart you want to select Release the mouse A hatched gray border appears around each selected chart oN gt Vv L Working with and Formatting Charts BusinessObjects User s Guide Reporting Techniques and Formatting Displaying a calculation on data in charts In the report illustrated below the share of revenue per resort in FY95 is shown in a pie chart The calculation on the data in the chart total revenue for the year is shown in a cell above the chart The calculation on the chart data N Tar OO O O appears here
214. led Revenue rep not a very useful title so you decide to add more information to the document 1 You click Properties from the File menu to display the Summary Info box 2 You enter the properties shown in the illustration below Summary Info fi Xi REVENUE rep Folder C Documents and Settings evarin My Documents My Creation Date 5 30 1999 10 47 16 PM Modification Date 4 14 2003 05 09 20 PM Last Print Date Locale English en Tite Sales Analysis by Region SSS Subject Sas Author BusinessObjects Keywords Sales Regions East Midwest South West Comments This is the most up to date annual report that allows you to drill down to see the reason for the drop in Accessories Cancel Help 3 You click OK and then click Save on the Standard toolbar 4 You click Publish to Corporate Documents from the File menu 5 You click Categories and select Top Management and Sales in the category list to assign the corporate categories to the document Finding documents _ BusinessObjects User s Guide Reporting Techniques and Formatting Select categories f x Select the categories to assign to your document Available categories B D G Home Category IT E Geography m 3 Human Resources H E Products TET Hr E Top Management I E Tutorial 2 categories selected Manage Refresh Cancel Help 6 You click OK The categories you selected appear in th
215. les BusinessObjects User s Guide Reporting Techniques and Formatting gt To select two or more tables 1 Click a blank space in the report 2 Drag the mouse until you have covered part of the blocks you want to select Lines Accessories City Skirts Sales revenue 3 089 644 104 438 3 978 661 City Trousers 96 917 4 204 603 Dresses 880 593 Jackets 190 127 tear oe 38 572 3 Release the mouse A hatched gray border appears around each block Outerwear 388 117 Overcoats 142 777 Shirt Waist 1 139 402 Sweaters 875 977 3 336 340 261 068 gt Selecting columns and rows To select one column or one row 1 Place the cursor at the top of the column or at the left hand side of the row 2 When the cursor changes to a black arrow pointing downwards for a column or to the right for a row click once 3 The column or row appears as below 3 089 844 Sweaters Sweat T Shirts rousers 3 336 340 261 068 The column or row is highlighted to show that it is selected Editing tables _ BusinessObjects User s Guide Reporting Techniques and Formatting You can also select a column or a row simply by clicking inside it This method does not select the column or row header which is the cell that contains the name of the variable The header cell is Sales revenue not
216. les that appear in the current universe for your table Access new data in a different way Access other data sources such as corporate data universes or personal files Select an existing query from your report and build a new one The table is independent of your first query You can modify it without modifying the query on which it is based Use an existing query to build a new one For more information on the choices described in the table above see BusinessObjects User s Guide Accessing Data and Data Analysis Chapter 6 Combining Data from Different Sources and Chapter 12 Customizing Queries on Universes 4 Select the variables for the table or crosstab To select multiple variables Press Ctrl the variables New Table Wizard Insert a New Table Here is the list of variables in the active document You must select the ones you want to display in the table Select the Variables In Alphabetical Order o Variables Category B City Lines Quarter Store name Year Margin Quantity sold Formulas C By Data Provider Cancel L Displaying Data in Tables BusinessObjects User s Guide Reporting Techniques and Formatting If you are insertinga Click Table Finish The table appears in the report Crosstab Next then continue the procedure below The next screen shows the selected variables in three folders Columns disp
217. lick Options 2 Click on the File Location tab 3 Click User Templates 4 Click Browse to select the folder you want to use For international or multi language deployments you may need to save or access templates created for users in different languages Business Objects recommends that you save specific language template files in their relevant sub directory The templates supplied with BusinessObjects are localized for each language deployment Therefore when you install BusinessObjects sub directories for each language you select are automatically created Applying a template You can quickly format an existing report by applying a template 1 Open the report you want to format 2 From the Format menu click Report then Apply Template The Apply a Template dialog box appears Select a Template Available Templates Preview of the selected template Browse Options OK Cancel 3 Select a template from the Available Templates list Using templates BusinessObjects User s Guide Reporting Techniques and Formatting NOTE If the template you want to use is located in a folder other than the one set in the File Locations tab on the dialog box click Browse A dialog box appears and enables you to select the folder where the template is located 4 The next step depends on what you want to do If you want to Click Then OK BusinessObjects applies the and structure to the re
218. ll to the right of the selection Naming or renaming a column or row A new column or row does not have a title when you add it to your table To name a column or row header 1 Double click the header cell 2 Type aname 3 Press Enter Resizing columns and rows 1 Click the mouse and move the cursor over the right edge of the column or bottom edge of the row you want to resize 2 When the cursor changes to the Resize cursor click the mouse and drag the edge to increase or decrease the column or row to the width or row height you want Lines Sales revenue Sweat T Shirts 608 454 Sweat T Shirts 737 639 elj Resize cursor Sweat T Shirts 1 910 247 Accessories 798 263 Accessories 1 688 991 Accessories 602 589 Shirt Waist 285 956 Shirt Waist 404 664 Shirt Waist 446 731 Editing tables _ BusinessObjects User s Guide Reporting Techniques and Formatting TIP If you double click on the resize cursor the column or row is automatically sized to the width or height of the contents Copying pasting and deleting You can copy paste and delete report components using menu commands toolbar buttons and keyboard shortcuts gt Copying tables and crosstabs To copy tables and crosstabs 1 Select the table 2 In the Standard toolbar click Copy 3 Click in the location where you want to display the copy of the table 4 In the Standard toolbar click Paste TIP Yo
219. log box appears L Formatting Sections Tables and Cells 3 Click the Font tab to display the text formatting features Cell Format BusinessObjects User s Guide Reporting Techniques and Formatting Number Alignment Font Border Shading Appearance Font Font Style Size jia Regula fo Fy fp Arial Black pod a Tp Arial Narrow Bold Italic 14 tha AvantGarde Fp Book Antiqua Color Bookman P Fp Bookman Old Style Automatic Fp Bookshelf Symbol 1 Custom Y Tr Rankshelf Sumbal 2 Zl Effects T Underline I Strikethrough Preview l Aa Bb Cc Cancel Amy He 4 Click the text formats you want then click Apply or OK The new formats appear in the selection Formatting numbers and dates Click here to open the color palette This section describes how to apply formats supplied by BusinessObjects to numbers and dates and how to create your own formats gt Using the toolbars to format numbers and dates The Formatting toolbar has several icons you can use to quickly apply certain formats to numbers in cells or on charts 1 Click Toolbars from the View menu and select the Formatting toolbar 2 Select the number you want to format and click the number formatting icons a Formats the number with the default currency style b Formats the number with the default percent style c Formats the number with the default million style d Adds a decimal
220. lue until you Click it a first time and underlined gt Adding a hyperlink You can type an address directly into a cell or retrieve it through a query if your universe Designer includes hyperlinks in a universe 1 Select the cell where you want the hyperlink to appear 2 Type in the address using one of the supported keywords or symbols in the table above and press return BusinessObjects automatically detects the hyperlink and formats accordingly TIP Selecting and resizing cells containing hyperlinks need special attention Every time you click on the cell the hyperlink is activated Make the cell that contains the hyperlink longer than the actual text inside so that you can select the cell after the address without activating the hyperlink EXAMPLE Adding a link to a web site in a report Complementary information on the data in your report is available on a company web site Including a link to this site from your report allows your report readers to go directly to the source of further information To add a web site address to your report 1 Insert a new free standing cell in your report 2 Allow some space in the cell after the address to select the cell without L Formatting Sections Tables and Cells BusinessObjects User s Guide Reporting Techniques and Formatting activating the hyperlink 3 Select the cell and type in the address www businessobjects com 4 Press Enter BusinessObjects automatically
221. main to another e Menu items become unavailable or available e Data provider types vary e Universes and universe names change L Report Basics and Report Manager BusinessObjects User s Guide Reporting Techniques and Formatting There are two types of security domain connection each identified by an icon The computer icon indicates a connection to a BusinessObjects repository in a 2 tier mode client server connection e The globe icon indicates a connection to a BusinessObjects repository in a 3 tier mode web connection User Identification x e A BUSINESS OBJECTS Enter your name and password to log in User Name USER 7 Password 2 tier mode client Security Domain moria z server connection E bomain 3 tier mode web Le eonniection Bior e Choosing your security domain Using offline mode If your Business Objects supervisor has given you rights you can start BusinessObjects in offline mode by clicking the Use in Offline Mode check box in the User Identification dialog box Using BusinessObjects in offline mode means that you are not connected to a repository which in turn means that whatever your connection type you can only retrieve and send documents with email You cannot interact with the repository at all while working offline You must log on at least once in online mode before you can log on in offline mode If you try to log on in offline mode without having already log
222. mats 303 deleting formats 305 formatting 301 305 inserting in reports 209 setting 43 161 DDE 160 DDE see dynamic data exchange default file extension for documents 106 file locations 99 default ret file about 168 file distributing 177 recreating 178 deleting charts 366 data from charts 332 files after processing by Broadcast Agent 141 master detail cells and sections 194 number and date formats 305 reports 50 table and crosstab columns 250 table and crosstab rows 250 tables and crosstabs 260 delimiters displaying 224 displaying margin 224 displaying section 224 section 193 demo materials 11 depth setting on 3 D charts 345 Developer Suite 12 14 display across edge 297 down edge 297 displaying calculations in charts 367 chart title 352 data labels on charts 355 gridlines on charts 357 page numbers in reports 209 Report Manager 44 reports inside documents 50 section header and footer 287 summary information 61 toolbars 31 188 displaying BusinessObjects setting workspace size 38 document summary information 61 document properties viewing 67 Index _ BusinessObjects User s Guide Reporting Techniques and Formatting documentation CD 11 feedback on 12 on the web 11 printed ordering 11 roadmap 11 search 11 Documentation Supply Store 11 documents 21 rep file extension 106 tf file extension 112 txt file extension 112 finding and retrieving 64 password protecting 108 refreshing 120 saving 105 sa
223. matting data labels You can apply specific number and text formats to data labels as well as realign them You can also change data labels or remove them 1 Right click on the data label and select Format Data Labels from the menu The Data Labels Format dialog box appears 2 Edit the formats specific to each tab Number Alignment and Font gt Changing or removing data labels Right click on the data label and select Insert Data Labels from the menu The Insert Data Labels dialog box appears 2 To remove the data labels click None Click the type of data label that you want to display and click Apply 4 Click OK 9 _ Working with and Formatting Charts BusinessObjects User s Guide Reporting Techniques and Formatting Gridlines Gridlines help you to see a chart s values more easily They begin at the chart s axes and extend across its walls Primary Y axis gridlines 600000 00 500000 00 400000 00 300000 00 200000 00 A Category X axis 100000 00 amp Series Z gridlines Ioa Te T 3 8s axis gridlines 6 2 g i 3 S 5 T T x ao NOTE You cannot display axes and gridlines in pie charts gt Displaying gridlines 1 Right click inside the chart and select Display Axes Gridlines from the menu The Axes and Gridlines dialog box appears 2 Set the required options and click Apply 3 Click OK to close the Axes and Gridlines dialog box Helping users to read
224. me value gt Displaying duplicate cells only once You can display this value only once To do this e Check Remove Duplicates on the Breaks dialog box gt Centering the cell value across merged cells You can also merge these cells into one and display the name only once The name is centered over the columns or rows of data that it describes To do this e Check Center Value Across Break on the Breaks dialog box Break Definition T Break Header M Break Footer M Remove Duplicates M Center Value Across Break I Fold I Value Based Break Working with breaks BusinessObjects User s Guide Reporting Techniques and Formatting The examples below show what happens when these options are applied Resort French Riviera re 242 165 225 125 ee 158 565 Resort Quarter Sum Quarter Q1 Revenue at 208 565 835 420 Revenue 224 081 Baharnas Beach ee 263 422 Cd 245 269 Sum Resort Hawaiian Club q2 Quarter 237 872 971 444 Revenue ooo o o T Z o T o o T Sum Sum 1 479 660 3 286 524 Here the Remove Duplicates option is turned on so the resort name displays only once Quarter Revenue 208 565 aa 242 165 French Riviera 225 125 158 565 French Riviera 835 420 Q1 224 881 Q2 237 B72 Bahamas Beach aa 263 422 Q4 245 269 Bahamas Beach Sum 971 444 Q1 357 170 7 Q2 341 780 Hawai
225. message Drop to create a table sa CTF i Drop to create a table 5 Release the mouse to drop the variables and create a table to display the data Status bar Rotating tables You can change the orientation of your table to list data in rows instead of columns or the other way round To do this 1 Select the table 2 In the Report toolbar click Rotate Table The table rotates as shown below Rotate Table Sales revenue 3 095 614 Year 1999 2000 2001 13 232 246 Sales revenue 8 095 814 13 232 246 15 059 143 15 059 143 From this to this Re organizing data in tables Once you insert a table you can re organize and delete its columns and rows and add more data to achieve the layout that best represents your data All table formatting can be accomplished by using your mouse You do not need to go through dialog boxes or menus gt Swapping two columns or two rows To swap two columns or two rows 1 Click any cell in the row or column other than the header cell i 2 Click on the same row or column again click the mouse drag over the second column or row The cursor changes to the swap cursor and the status bar reads Drop to swap contents Swap cursor L Displaying Data in Tables Move cursor X Copy cursor BusinessObjects User s Guide Reporting Techniques and Formatting 3 Release the mouse The two columns or rows change position in the tabl
226. mply click Finish to generate the chart Press Ctrl and select all the variables you want to display in the chart Click Next Click the type of chart you want to display from the list and then click a chart style Click Finish The chart displays in the report Creating a chart _ BusinessObjects User s Guide Reporting Techniques and Formatting Turning a table or crosstab into a chart If you want to convert the display of your table or crosstab into a chart you can do this automatically in two ways gt First method ETA 1 Select the table or crosstab iy We im 2 Click the arrow next to Chart Type icon in the Report toolbar ee 3 Select a chart type from the graphic menu ha bet gt Second method Cs 1 Select the table or crosstab and right click it B 2 Click Turn to Chart from the menu Chart Type For each chart type several predefined styles are available Each style graphic menu provides a variation on the basic chart type as illustrated below Chart AutoFormat x Cil Here you can select a chart type and a chart style First select a chart type from the list on al the left The styles for the selected type appear on the right Chart Types Styles for the Selected Chart ite Click a chart E Line style from one Fie 7 of the pre Click the oo a al 4 J defined styles pes T BETETE l i for the chart chart from E 3D Line type this list e Kl YR orizontal Area H E Horizon
227. n or detail object out of a table you create a master detail report as shown below Year Sales revenue 1999 737 914 2000 1 150 659 2001 1 134 085 1 211 309 1 990 449 2 246 198 982 637 1 581 616 PP Se 920 273 765 1 656 676 737 914 1 211 309 982 637 51 667 686 L sum 4 590 556 If you drag a measure out of a table you can display a grand total or a section total depending on where you place the cell In the example below the table total is displayed at the top of the table Houston Year Sales revenue 1999 737 914 2000 2001 1 150 659 1 134 085 1 211 309 Houston 1 990 449 Houston 2 246 198 Los Angeles 982 637 Los Angeles 1581 616 Los Angeles ew York ew York ew York You can use a grid to automatically align the selection as you drag it To do so 1999 2000 2001 Sum 1 656 676 1 667 696 2 763 50 3 151 022 20 273 765 36 387 203 City Year Chicago 1999 737 914 Chicago 2000 1 150 659 2001 Sales revenue 1 134 085 1999 1 211 309 2000 1 990 449 2001 2 246 198 1999 982 637 2000 1 581 616 2001 New York 1999 1 667 696 New York 2000 2 763 503 New York 2001 3 151 022 e From the Format menu click Snap to Grid e To view the grid from the View menu click Grid 1 656 676 Free standing cells _ Busi
228. n the type of report component The following buttons are available on the Standard Report Styles dialog box Click To Add Add a break or section level Delete Remove a break or section level from the list OK Save the changes you have made and close the dialog box The changes are saved in the default ret file Cancel Close the dialog box without saving any changes you have made Apply Apply the changes you have made to the active report This button does not display if your document is not open Help Open the online help for help on applying these options NOTE You cannot set chart attributes in the Standard Report Styles dialog box Editing settings To edit settings in the Standard Report Styles window 1 Select the item you want to modify in the Report Component list The tabs display the formatting options available for the selected item 2 Make the required settings on the tabs 3 Click OK to save the changes and close the dialog box You cannot set the name of table or crosstabs in the Standard Report Styles dialog box This option is available when you select a table or cross tab from a report and right click to format it individually L Templates and Standard Report Styles BusinessObjects User s Guide Reporting Techniques and Formatting Editing settings and applying to an open report If you have a document open and want to apply the changes you have made in the Standard Rep
229. n variables from the report Universe Designers can apply formats Alignment Font Border Shading to objects when creating universes These formats are used even if you use a template with different formats If you are designing templates Business Objects recommends you talk to the universe designer to make sure you are using the same formats Creating a template To create a template you first need to create a report that can serve as the model for the template 1 2 Open the document you want to save as a template Edit all the required formatting page settings and include your corporate logo or other graphics Click Save As from the File menu The Save Document As dialog box appears Click the Save as type box then click BusinessObjects Templates ret Select the folder in which you want to save the template The default location for templates is My Documents My BusinessObjects Documents Templates folder in the desktop Saving it here will make them available when you use the New Report Wizard To change the default template location see below Type the name of the template in the File Name box then click OK The template saves with the ret file extension L Templates and Standard Report Styles BusinessObjects User s Guide Reporting Techniques and Formatting gt Changing the default template folder To set a default folder other than Template in which to save your templates 1 From the Tools menu c
230. n you want to edit the object You can do this in three ways e double click the object The application used to create the object opens e click the object once then click Object then Open from the Edit menu e right click the object then click Object then Open from the menu The object appears in its native application To return to BusinessObjects click File then Save then Exit to quit the application The edited object appears in the report Using data and pictures from other applications _ BusinessObjects User s Guide Reporting Techniques and Formatting Using pictures in reports You can display pictures in BusinessObjects reports You can display a picture in a cell or use a picture as a page background on every page of the report The pictures that you use can be static files or they can be objects enabled by OLE 2 Object Linking and Embedding Inserting a picture in a cell This section describes how to insert static pictures in report cells Examples of inserting static pictures in cells include using a logo in a title cell at the top of a report or a picture of a product that features in a report gt To insert a static picture in a new cell 1 Click in a blank part of the report Select Picture from the Insert menu Click in a blank part of the report once again Click the mouse then drag to draw the cell where you want the picture to appear RON To insert a static picture in an existing cell
231. name or in a different location 1 2 3 4 From the File menu click Save As The Save As dialog box appears Type a new name in the File name box Use the shortcut to User Documents or navigate to the folder in which you want to save the document Click Save Saving a document for all users If you want to make a document accessible to another user working without a repository then click the Save for all users check box in the Save As dialog box If you do not do this users working without a repository receive an error message You are not authorized to use this document when they try to open your document This is important especially if you are sharing documents with other users via email Saving documents _ BusinessObjects User s Guide Reporting Techniques and Formatting Options when saving a document When you save a BusinessObjects document you can define several options such as e automatic save e password protection e refreshing document upon opening Options x Save a You can customize the way you save documents m Application Options T Automatic Save Every es Minutes m Options for Current Document T Refresh Document When Opening Protection Password Write Reservation Password Pe The BusinessObjects document options The options under Application Options apply to how the application handles future documents when you save The options under O
232. ndard Help Formatting vV Report Sorts Charts Document Exchange Alignment Formula Visual Basic IV Show Shortcut Keys in Tooltips IV Show Tooltips 2 Click the Show Tooltips check box to display just the short description or name of the button in the toolbars 3 Click Show Shortcut Keys in Tooltips to display the available keyboard shortcuts for the toolbars 4 Click Close to close the Toolbars dialog box Displaying large toolbar buttons To display large toolbar buttons 1 Display the Toolbars dialog box Either click Toolbars from the View menu or Right click a docked toolbar and click the Toolbars command 2 Click the Large Buttons check box The buttons in the Toolbars display in a larger format 3 Click Close to close the Toolbars dialog box You can also set your Windows options to display large fonts See Setting the display size on page 38 BusinessObjects workspace _ BusinessObjects User s Guide Reporting Techniques and Formatting gt Menus All menu commands are also accessible via keyboard shortcuts To navigate within BusinessObjects using your mouse click the menu and select a command from t he menu Accessing Help As described in the Preface Business Objects offers several ways to learn about our products While you are working with BusinessObjects you can get context sensitive online help Once a dialog box or query panel displays access the context sensi
233. need the most up to date data e you will not block the server database by refreshing the data provider e you will not block your computer by refreshing the data provider Some databases support asynchronous mode which enables you to refresh a data provider without blocking your computer If the database at your site does not support asynchronous mode you can avoid blocking your computer by specifying off peak times for refreshing data providers L Saving Refreshing Sharing and Printing Documents BusinessObjects User s Guide Reporting Techniques and Formatting Your IS department the universe designer and or the supervisor should be able to advise you on these points For more information on the various types of data provider see BusinessObjects User s Guide Accessing Data and Data Analysis Manually refreshing a document T To update the data in a document e Inthe Standard toolbar click Refresh Refresh BusinessObjects refreshes all the data providers in your document Refreshing a document with more than one data provider If your document contains more than one data provider you can choose which data provider you want to refresh To do this 1 From the Data menu click View Data The Data Manager dialog box opens 2 Click the Results tab Data Manager x Data Providers A Budget Sales revenue 27958 6 1532 3 2576 25029 10739 1790 566 2567 2 37394 7
234. nessObjects User s Guide Reporting Techniques and Formatting Editing cells and cell content You can work on free standing cells in the following ways gt Typing text ina cell Double click on the cell If the cell is empty it has a black border around it anda flashing cursor If the cell already contains text the text is also highlighted Type in your text and press Enter TIP If you get these symbols displayed in a cell HHt this happens because the cell contents are larger than the cell Resize the cell to fix the problem gt Moving a cell To move a Cell to a different position click on it once to select it and then click on it again and drag it to a new position gt Resizing a cell To resize a cell hold your cursor over the edge of the cell When the cursor changes to the resize cursor click and drag the cell border to resize it 36 387 203 Resize cursor TIP If you double click on the resize cursor the cell is automatically sized to content width You can also automatically size the cell height by holding your cursor over the top or bottom border and double clicking on the resize cursor L Displaying Data in Tables Breaking Up Tables chapter BusinessObjects User s Guide Reporting Techniques and Formatting Overview This chapter explains how to break up the data in tables and crosstabs and how to make and display simple calculations in tables and crosstabs The fin
235. ng 337 shading making transparent 337 blank reports creating 48 blocks aligning 223 chart formatting 335 chart resizing 337 formatting 283 formatting borders 288 moving 225 positioning 221 setting conditions to hide 231 body 298 in crosstabs 244 selecting crosstab body 299 selecting table body 298 borders applying to chart walls 343 borders toolbar 312 formatting cell borders 312 formatting chart borders 335 formatting crosstab borders 288 formatting section borders 288 formatting table borders 288 breaks 280 adding 269 applying on more than one variable 270 Breaks dialog box illustrated 270 center across break 310 changing break level 270 custom 276 defining 267 editing 269 270 editing on across tab 270 editing on down tab 270 folding 273 inserting 270 inserting on a page 200 managing over multiple pages 279 opening Breaks dialog box 269 removing 269 270 setting standard report style 174 showing headers and footers 271 value based breaks 270 276 Broadcast Agent actions 134 File Watcher example 142 File Watcher options 141 finding documents processed by 69 report chaining 141 Business Objects consulting services 13 15 documentation 12 Documentation Supply Store 11 support services 13 training services 13 15 BusinessObjects logging in from Start menu 21 personal documents 81 starting from InfoView 25 BusinessObjects 3 tier mode installing help files 30 BusinessQuery d
236. ng Techniques and Formatting Broadcast Agent performs the actions that you specify according the schedule that you define in the Scheduling tab of this dialog box You can also use repository file caching for faster document viewing over the web gt Defining Broadcast Agent options To define Broadcast Agent options 1 Open the document you want to send 2 Click Send To then Broadcast Agent from the File menu 3 Click the Actions tab 4 Select the actions you require as described below If you want to do report bursting click Refresh with the Profile of Each Recipient This option e refreshes the document according to the profile of each user who receives it e disables all other options in this tab and allows you to distribute the document via the repository only The advantage of this option is that recipients do not see information that is private or available to users with different profiles For example your user profile set up by the supervisor might enable you to retrieve 1 000 rows of data from the database Other users might only be able to retrieve 500 rows for security reasons This option ensures that parameters such as these are respected 5 Click OK Sharing documents _ BusinessObjects User s Guide Reporting Techniques and Formatting Setting actions in Broadcast Agent The following table describes the actions Broadcast Agent can perform To select an action double click it or click it onc
237. ng personal documents in InfoView and deleting documents from it see the InfoView User s Guide Here is a quick method to delete documents from your Personal Documents folder 1 Log on to InfoView 2 From the Home Page click the Personal Documents link Z nfoview Microsoft Internet Explorer joj x Ele Edt View Favoites Tods Hep Back gt gt O A A Seach Favorites lt HHistoy D Sf AR Address hip moria 8080 wijsp scripts login webiHome isp v Go I Links BUSINESS OBJECTS A Home MyinfoView Options Corporate Documents Personal Documents Access documents available to you and other users Access the documents you saved for your personal use as well as the documents other Advanced users have sent to you category1 nox Marketing Sales cateqi 1 cateqi 2 m category3 New Document categ3 1 Create a new document from a Universe You can also add a document to your portal from your computer Scheduled Documents View the scheduled list of documents and check their status Corporate Documents Personal Documents New Document Scheduled Documents E Localintranet Using personal document folders 88 BusinessObjects User s Guide Reporting Techniques and Formatting A list containing your personal documents appears F Infoview Microsoft Internet Explorer joj x Ele Edit View Favorites Tools Help HBack gt O A A ASearch Favori
238. nk report appears inside the document gt To insert a blank report inside a new document by default C If you set BusinessObjects to create a blank report inside a new document a new report appears when you New e click New in the File menu e click New in Standard toolbar To set BusinessObjects to always insert a blank report inside a new document 1 Click Options from the Tools menu The Options dialog box opens 2 Click New Document tab L Report Basics and Report Manager BusinessObjects User s Guide Reporting Techniques and Formatting 3 Click Systematically Create a Blank Document Options x General Save Display Drill File Locations New Document Macros D You can set options to customize the way you create new reports These options affect the File New command When invoking this command you can o C Invoke the New Report Wizard with the following settings Report Layout Prompt User Select a Template Select a Universe Use a Default Template Use the Default Universe defaut z z Use a Standard Report Use a Different Date Provider 4 Click OK Copying a report To make a copy of an existing report inside the document 1 Right click on the tab of the report you want to copy 2 Click Duplicate Report A copy of the active report appears in a new tab inside the document The name that appears in the tab is lt lt Report Namen 1 gt
239. not have to set these options each time you log into InfoView Your options apply until you change them Now that you have defined your InfoView options you can start BusinessObjects by either creating a new document or viewing an existing BusinessObjects document L Report Basics and Report Manager BusinessObjects User s Guide Reporting Techniques and Formatting gt Creating a new document in BusinessObjects To create a new document from InfoView see Creating BusinessObjects documents from InfoView on page 53 gt Viewing an existing BusinessObjects document To open an existing document from InfoView see Viewing BusinessObjects documents via InfoView on page 59 Installing BusinessObjects from InfoView Until you have installed BusinessObjects you cannot work with BusinessObjects documents from InfoView You can install the 3 tier deployment of BusinessObjects via InfoView in two ways e Wait until you are prompted If you are opening BusinessObjects for the first time via InfoView a minimum check is performed in the background to detect if the necessary files are installed on your machine If not you are prompted to install BusinessObjects on your machine e Install BusinessObjects right away by clicking the nstall BusinessObjects link on the View page of Options Either method takes a few moments depending on the bandwidth of your server or internet connection If you are not sure whether BusinessObjects i
240. nsider the order in which you select the reports for printing Although each report maintains its Page Setup options the reports print to the printer specified in the first report you select That is all the reports print to the same printer even if other reports show a different printer selection Printing documents BusinessObjects User s Guide Reporting Techniques and Formatting Using Print a You can print using any of the methods detailed on page page 143 If you want to setup or preview your report pages before printing see e Using Page Setup on page 146 e Using Print Preview on page 150 The most direct method access the Print dialog box is to click Print from the File menu Print 2 x m Printer Name SHP4000TN AR 538A x Properties Status Ready Type HP LaserJet 4000 Series PS Where 5A Floor Corridor Comment T Print to file r Print Range Copies All Page Number of copies fi Pages from f J r 2 Collate Curent Page Eee 2 gt Print What Page Number Selected report s All reports I Number across selected reports Cancel If you click the Print button on the Standard toolbar the Print dialog box does not appear A message box briefly appears displaying the name of the printer that is printing the currently selected report s This is the fastest way to print all the pages in the report without verifying or changing the Page Setup options
241. nt as a template Open the document you want to save as a template Click Save As from the File menu Click the Templates shortcut in the Save As dialog box Click BusinessObjects Templates ret from the Save type as list box Enter a name in the File name text box Click Save BusinessObjects makes a copy of the document and saves it as a template in the default templates folder found in My Documents My Business Objects Documents templates language OF ee ee Ne gt Considering language when you save a template If your template contains language specific references such as a country specific title or a specific currency Business Objects recommends that you save the template in the corresponding language directory When you install BusinessObjects an abbreviated language folder is created for each language you install such as en for English r for French The directories appear in two places e Program Files Business Objects Enterprise 6 templates directory e My Documents My Business Objects Documents templates folder The first is the installation location the second is your default working directory Saving a document in text or rich text format When you save a BusinessObjects document in text txt or rich text format rtf only the currently selected report is saved Graphics are not saved in rich text format and text documents To save a document in text or rtf format 1 From the File menu clic
242. nts that take a long time to open You can select all the documents you want to use and then perform another task while you are waiting for them to open To do this os 1 In the Standard toolbar click Open The Open dialog box appears Open 2 Click the type of document you want to open from the Files of type list 3 Select the documents you want to open Press Shift and select adjacent documents Press Ctrl and select non adjacent documents 4 Click OK L Report Basics and Report Manager BusinessObjects User s Guide Reporting Techniques and Formatting Viewing BusinessObjects documents via InfoView When you log in to InfoView you can bypass the application menus to launch BusinessObjects and open a BusinessObjects document You simply click the links on the InfoView portal To view a BusinessObjects document via InfoView e Log in to InfoView Please see the InfoView User s Guide for information on how to log in e Verify that your InfoView options are set to open BusinessObjects documents see Defining your options on page 25 Your default viewing choice is determined by the options you set When you log in to InfoView the Home page is the first page that opens by default You can change your default page to one of your choice as explained in the InfoView User s Guide The Home page gives you direct access to the main areas of the InfoView portal It provides links to the different document lists You can view t
243. nu click Send To then Personal Documents The Send Personal Document dialog box opens Name Type Modified Size Categories A Efashion rep Busin 2 16 005 17 23PM 174 0 Sales A Margin analysi Busin 2 16700 5 28 47 PM 83 0KB Sales A Product line rep Busin 27 16700 5 25 18 PM_46 0KB Marketing F Regional trend Busin 2 16 005 27 18PM 57 5KB Trends T Sales analysis Busin 2 16 00 5 18 22 PM_ 174 0 Sales FR Yearly growth Busin 2216200 5 30 27 PM 130 0 Trends a File name Daily position rep Save as type BusinessObjects Document rep 7 Cancel Categories keep existing categories gt Options I Save for all users 2 Type a name for the document in the File name box 3 In the Save as type list box choose from one of the following formats BusinessObjects Document rep Portable Document Format pdf Rich Text Format rtf Text Files txt BusinessObjects Templates ret BusinessQuery Files bqy 4 Click the drop down arrow in the Categories list box Using personal document folders _ BusinessObjects User s Guide Reporting Techniques and Formatting The Categories box opens Send Personal Document x Name Type Modified Size Categories FA Efashion rep Busin 2716700 5 17 23PM_ 174 0 Sales A Margin analysi Busin 2 16700 5 28 47 PM 83 0KB Sales FA Product line rep Busin 2 16 005 25 1
244. nu and dialog box labels may be truncated Business Objects also recommends that on the Appearance tab of the Display properties you set the Scheme to Windows Standard You can also increase the size of the Toolbar buttons see Displaying large toolbar buttons on page 33 L Report Basics and Report Manager BusinessObjects User s Guide Reporting Techniques and Formatting Choosing a view to work in You can view your reports on screen in different ways gt Structure Structure view displays only the names of the variables or the formulas you have in your report and not the associated data Acrosstab shownin lt Year gt Sum Structure view lt Lines gt lt Sales revenue gt Sum lt Sales revenue gt hime Sum lt Sales revenue gt Sum lt Sales revenue gt To switch Structure view on and off From the View menu click Structure TIP Structure view is useful when working with very large documents with thousands of rows of data or hundreds of pages Your document displays more quickly because data does not display and reports contain fewer pages gt Page layout The page layout view allows you to see how elements are positioned on the printed page You can also see the headers footers and margins of your report Some settings such as page break settings and the correct result of certain page functions can only be seen in Page Layout view The view you select before you close the curren
245. o not the link is lost and the object is no longer displayed in the report There are two ways to edit objects gt Editing an inserted object OLE 2 enables you to edit an object within BusinessObjects This feature is only available if the application in which the object was created supports OLE 2 If in place editing is not available you can open the object in its native application You can then edit the object save its file and return to BusinessObjects where the edited object is displayed To edit an object in place When you edit an object in BusinessObjects the commands and toolbars you need to edit the object appear The application name in the title bar changes from BusinessObjects to the name of the remote application You can edit an object in BusinessObjects in one of three ways e double click the object in the report e click the object to select it then click Edit from the Edit menu e right click the object then click Edit Object from the menu A hatched border appears around the object When you finish editing the object click anywhere outside the object s borders to return to the BusinessObjects and save the active document L Including Graphics and Other Objects in Reports BusinessObjects User s Guide Reporting Techniques and Formatting To edit an object in its native application If the object s application does not support editing within BusinessObjects you must open the application whe
246. o reasons e the section master cell is empty because you have data in the data provider L Formatting Page Layout BusinessObjects User s Guide Reporting Techniques and Formatting that has not been organized into one of the section values BusinessObjects designates sections with no value in the master cell as EMPTY e you have a section that contains no data because there is no data currently available for that section You can set a condition to hide these empty sections in a report You can hide the master cell only the section only or both master cell and section To do this 1 Click on the Report Manager Map tab and click Navigation view 2 In the Report Manager list right click the empty master cell or the empty section and click Format Section from the menu The Section Format dialog box opens 3 Click the General tab Click the Hide Section Header check box 5 Type the following formula in the formula box IsNull1 lt variable gt where lt variable gt is the variable for which you have no data 6 To hide the empty year master cell in the example above the formula is IsNul1 lt Year gt 7 Click OK The empty cell or section is hidden on the report page and displayed in italics in the Report Manager list in the Map tab gt Hiding and displaying report components _ BusinessObjects User s Guide Reporting Techniques and Formatting Working with the page background You can enhance the lo
247. ocked position 2 Release the mouse to display the floating Report Manager pane gt To dock the Report Manager pane Grab the Report Manager pane and drag it outside the report pane or the BusinessObjects window The gray hatched border changes to a single black line indicating that the pane is back in the docked position 2 Release the mouse to display the floating Report Manager pane N BusinessObjects EFASHIONnew rep la File Edit View Insert Format Tools Data Analysis Window Help Den itext gt 8 tag docked pane floating pane B Data FE Map 4 Variables City Lines Quarter Actual Quarter Budget Actual bo Pshre Report Manager B Data FE Map 45 Variables Region Average margin Margin Margin as rev 4 000 000 004 Quarter Budget Month Region Projected Sales Revent 500 000 00 Average margin Quantity sold Margin 4 500 000 00 City Lines Quarter Actual Margin as rev Month Sales revenue ormulas 3 000 000 004 seo Panaaa 500 000 00 2 000 000 00 1 500 000 00 ol 8 C TA al Dj El Revenue by Region 5 Margin Press the Ctrl key to prevent docking Last Exec 20 1 Grab and drag the Report Manager Release the mouse to float the Report Manager pane the gray hatched border indicates a floating pane Status bar The status
248. ocuments For more information on sending to or retrieving from Broadcast Agent see the InfoView User s Guide EXAMPLE Faster Corporate document viewing over the web Depending on their browser options InfoView users may view BusinessObjects documents either in e Enhanced Document Viewing ActiveX metafile e Standard HTML Format e Optimize for PDF Viewing For faster viewing over the Web you can set up Broadcast Agent to cache the document in one or all of these formats in the repository after processing This option is only available for corporate BusinessObjects documents To cache your corporate document in the available formats in the repository 1 Click Publish To Corporate Documents from the file menu 2 Click the Schedule button Sharing documents _ BusinessObjects User s Guide Reporting Techniques and Formatting The Schedule Corporate Documents dialog box appears 3 Click the Actions tab Schedule Corporate Documents Moye Up Move Down 4 Click the Faster Document Viewing over the Web check box 5 Click the Options button The Select the document format dialog box appears Select the document format 6 Click all the choices you want to be cached with your BusinessObjects document on the Business Objects server 7 OK to close the dialog box This allows the InfoView users to avoid waiting while the report is regenerated in the View format they select Instead they acces
249. ocuments saving in BusinessObjects 118 BusinessObjects User s Guide Reporting Techniques and Formatting C calculation contexts see also BusinessObjects User s Guide Accessing Data and Data Analysis 266 calculations using on charts 367 categories assigning to personal documents 86 creating 89 personal categories defined 83 using to find documents 83 91 cells adding hyperlinks to 305 aligning 223 aligning contents 308 copying formatting only 299 editing free standing 264 formatting 314 formatting backgrounds 313 formatting borders 312 free standing 262 hiding 229 indenting content 309 inserting 259 262 inserting pictures 376 master 187 merging 310 moving 225 positioning 221 repeat on every page 199 resizing 293 selecting 258 setting conditions to hide 231 setting standard report styles 176 starting on new page 199 wrapping contents 310 character limit report tab 50 chart legend key formatting 354 clearing client server colors charts autoformatting 324 avoiding page breaks in 335 axis labels 346 creating 321 data series 340 deleting 366 displaying data labels 355 displaying gridlines 357 displaying title 352 formatting 335 344 346 348 356 hiding 229 hiding axes 357 inserting data labels 355 making calculations 367 matrix 327 plot area 335 positioning 221 reorganizing data on axes 327 repeat on new page 199 repeating on every page 335 resizing 337 selecting chart elements 3
250. ok of a report by inserting a page background A page background is a picture display behind the report data gt To insert a page background You can insert an existing picture as a page background or use a graphics application to create a new picture 1 2 3 L Formatting Page Layout Click Page Layout on the Report toolbar Click the tab of the report in which you want to insert the page background From the Format menu click Page and then Background The Page Background dialog box appears Page Background Lx gt Current Background None New Edit Remove Pane m Display C Center Tile OK Cancel Click New The Insert Object dialog box appears Click Create from File Type in the path of the file you want to insert in the File text box or click Browse to locate the file Click the Link check box if you want to link the file If you clear this check box the image is embedded in the report Click OK to close the close the Insert Object dialog box Click a Display option in the Page Background dialog box then click OK Center displays the background in the center of the page Tile displays the background as multiple tiles BusinessObjects User s Guide Reporting Techniques and Formatting TIP You can also copy a picture to the clipboard then click Paste in the Page Background dialog box gt To edit the current page backgro
251. omains gt 7 All Documents Where Corporate documents No category gt or Processed documents NewSeach User documents The Look for drop down list box contains document types This option Does this 22 documents fo lt All Documents gt retrieves all documents in the specified domain Corporate documents retrieves only documents in the Corporate documents repository Processed documents retrieves only documents that have been processed by Broadcast Agent User documents retrieves only documents that have been sent to users e Click the option you want and click Find Now A list of documents appears If no documents are found a message appears at the bottom of the Find Documents box Finding documents _ BusinessObjects User s Guide Reporting Techniques and Formatting gt Using the Where option The Find Documents box allows you to refine your search for documents by setting attributes and conditions on the search Find Documents Look for lt All Documents gt X in lt All Domains gt X Where lt No property gt ba hd F No category gt F a No documents wa Categories New Search Comments Data provider name Document Close Help Submission date Title Total of categories Total of rows L Report Basics and Report Manager BusinessObjects User s Guide Reporting Techniques and Formatting The Where list box conta
252. ombine a color and a pattern Formatting cells _ BusinessObjects User s Guide Reporting Techniques and Formatting To format cell backgrounds 1 Select the cell s row s or column s that you want to format 2 Click Cell from the Format menu The Cell Format dialog box appears 3 Click the Shading tab Click None if you do Number Alignment Font Border Shading not want to apply Fill Foreground Color Click here to select a shading to the cell R f m None C Automatic color you want to the This makes the cell e Goa EE foreground transparent pooo zi Click the pattern or n Background Color ferries Click here to select the color you want to apply Busan to the background gt Preview shade from the list If you click Clear you o 3 apply the Background Dark Horizontal color only 11 Dark Vertical Dark Diagonal low If you click Solid you 2 Dark Diagonal high apply the Foreground S88 Dark Grid color only EE Dark Mesh Light Horizontal This box displays a preview of the shading that will be applied to the section The other settings mix the two colors 4 Make the required settings then click Apply The shading and color attributes are applied 5 Click OK once you are done with your changes L Formatting Sections Tables and Cells Working with and Formatting 4 Charts BusinessObjects User s
253. on 2 Click Format Block or Format Section from the menu For a section Click this tab Alignment Click this check box Start on a New Page table Page Layout Start on a New Page crosstab Page Layout Start on a New Page chart General Start on a New Page Managing page breaks When tables and charts extend over more than one page you need to make sure that they are split coherently and that the elements that help your readers to understand the tables and charts correctly such as title headers on tables are L Setting Up Report Layout added to every new page You may also want to include page sub totals and previous page recaps for calculations to make it easier for your readers to follow tables of data over several pages BusinessObjects User s Guide Reporting Techniques and Formatting The page break options are set on the format dialog boxes To open the format dialog for a table crosstab or chart 1 Right click on the block 2 Click Format Block from the menu The Format dialog box that opens depends on the type of block selected For crosstabs and tables click the Page Layout tab See page 201 for an illustration of the Page Layout tab For charts click the General tab Chart Format a Places the selected chart on a new page b Repeats the selected chart on every page of the report c Where possible starts a new page for charts that
254. on the Series tab of the Chart Format dialog box 3 Under the Groups and Data Series open the Group 1 list You see that by default all the measures have been placed in the same group and are on the same axis Chart Format x General Series Pivot Border Shading Appearance Here you can create and edit groups of data Groups enable you to display data in different formats on the same chart Groups And Data Series r Group Type L Primary Y Axis E i Group 1 Projected Sales A PRE Ce Sales revenue L Secondary Y Axis KX Line Pie Es XY Scatter 3 D Area 3 D Column B 3D Line Overlap c 3 D View Gap Gap Width fiso Labels Add Remove in Show Negative values 4 Drag the Quantity sold variable from Primary Y axis to the Secondary Y axis A new group is created on the Secondary Y axis L Working with and Formatting Charts BusinessObjects User s Guide Reporting Techniques and Formatting 5 Select Group 2 and click Line from the Group Type list The icon next to the Group 2 list is a line chart icon Chart Format General Series Pivot Border Shading Appearance l Here you can create and edit groups of data Groups enable you to display data in different formats on the same chart Groups nd Data Series EHL Primary Y Axis E i Group 1 Projected Sale Sales revenue B L Secondary Y Axis 5K EME Quantity sol
255. on the variable you want to add to your table 2 While you click the mouse drag the cursor to the edge of the column or row you want to add L Displaying Data in Tables BusinessObjects User s Guide Reporting Techniques and Formatting 3 When the edge of the column or row highlights with a gray hatched border and the status bar displays the message Drop to insert release the mouse A new column or row is added to the table to display the new data TIP You can add more than one variable at a time Use Ctrl or Shift to select more than one variable from the list in the Report Manager Replacing data in a table You can replace the data in a column or a row by dragging a different variable from the Report Manager window and dropping it onto the table Sales revenue 3 022 658 Year Sales revenue Replace 1999 8 095 814 Houston 5 447 957 highlighting 2000 13 232 246 Los Angeles 4 220 929 2001 15 059 143 7 582221 1 In the Report Manager click on the variable you want to add to your table 2 Click the mouse and drag the cursor over the column or row of data you want to replace 3 Release the mouse when the column or row is highlighted with a gray hatched border and the status bar displays the message Drop to replace contents New data replaces the data in the column or row Creating tables BusinessObjects User s Guide Reporting Techniques and Formatting Removing
256. only are shown in the headers and the figures only in the body cells The same crosstab with the Show Variable Header option on Q1 Q2 Q3 Q4 Bahamas Beach French Riviera ME Fea A E 158 565 Hawaiian Club Quarter Q1 Q2 Q3 Q4 Resort Revenue Revenue Revenue Revenue Bahamas Beach 224 881 237 872 263 422 245 269 French Riviera 208 565 242 165 226 125 188 565 Hawaiian Club 357 170 341 780 395 150 385 560 Formatting tables BusinessObjects User s Guide Reporting Techniques and Formatting Formatting cells This section describes how to format cells The illustration below shows what you can do to format cells and their contents Apply color and shading to cell backgrounds Change the color and line style of cell ce borders Resort Revenue Apply formats to Baharnas Beach 224 881 00 numbers and French Riviera 208 565 00 dates Apply color and font attributes to text Align cell contents L numbers to the right and text to the left Before you can format cells you must first select them gt Selecting the body without the header By selecting the body you can format all the cells it contains at the same time for example by applying border styles or backgrounds The body e contains cells where data is displayed in a table or a crosstab e does not include the title cells that appear at the top of columns and to the left of rows Selecting the body in a table To se
257. ons in BusinessObjects to manage the page layout over multiple pages so that your report reads fluently and coherently and you obtain good printed copy Setting what is to appear on each page You can control how sections tables and crosstabs cells and charts appear on each page of a report For example in a report divided into sections you may want to start a new page at the beginning of each new section Or you may wish to display a specific chart on every page of your report gt To display a block on every page of a report 1 Right click the block 2 Click Format Block from the menu Fora Click this tab Click this check box cell Alignment Repeat on Every Page table Page Layout Repeat Block on Every Page crosstab Page Layout Repeat Block on Every Page chart General Repeat on New Page NOTE If you click this check box and one block seems to overlap the other the table borders may disappear This known behavior is due to the fact that the two tables do not know how to share the display space that results in missing information When you link two tables and you want to repeat blocks on every page Business Objects recommends that you apply the option to both tables otherwise the tables may overlap each other Multi page reports BusinessObjects User s Guide Reporting Techniques and Formatting gt To display one section or block per page 1 Right click on the block or in the secti
258. ort Styles to the active report e After making the required changes click Apply then OK gt Tables You can edit the default formatting and page layout options for tables Standard Report Styles Report Components To edit general settings for tables select the table icon a in the list General settings include whether to display F Footer headers and footers table orientation and how page ipa breaks are handled one To edit the settings for the different elements that make O Free standing Cell up a table click on the plus sign next to the table icon You can set different formatting for header body and footer columns and rows For more information on the formatting options for tables see Formatting tables on page 288 Customizing standard report styles _ BusinessObjects User s Guide Reporting Techniques and Formatting gt Crosstabs You can edit the default formatting and page layout options for crosstabs Select the crosstab icon to edit general settings for Report Components E H Header Gh Top i Left E Body E F Footer E Bottom Right E t Comers E Top Left E Top Right Bottom Left E Bottom Right H 2 Breaks E 5 Page O Free standing Cell q Add paete gt Breaks Report Components E Tables Crosstabs Z Break E 8 Level G H Header Down Across E F Footer Down Across S Sections HE Page O Free standing Cell E
259. ot Area Format dialog box with the Pattern tab appears Plot Area Format Clear the Borde check box if you do not want to add borders If you do click the Border check box select the border style Click the color palette to select the border color Patter C Automatic Custom M Fil C Automatic Shading Clear 0 amp Custom EE Solid 100 WH 25 xl Foreground Color Background Color Cancel Apply Help Clear the Fill check box if you do not want to apply shading or color If you do click the Fill check box select the pattern or shade Note Clear 0 applies the Background Color Solid 100 applies the Foreground Color Click here to select a color to apply to the shade 3 Select the formats that you want to apply and click Apply or OK Formatting the chart block _ BusinessObjects User s Guide Reporting Techniques and Formatting Formatting the data series Data series maps the data in a chart In a pie chart for example a data series is a slice of the pie In a line chart it is a line in a column chart a column and so on gt To format the data series 1 Right click on the data series 2 Click Data Series from the menu The Data Series Format dialog box opens For You can format Column Area Pie 3 D Line Border color shading 2 D Line XY Scatter Line style marker style 3 Make the required change
260. otel Room Hotel Room Bungalow Schultz Restaurant Restaurant Excursion Swenson Hotel Suite Activities Hotel Room Swenson Poolside Bar Hotel Room Restaurant Titzman Hotel Suite Bungalow Restaurant Titzman Sports Fast Food Hotel Suite Travis Bungalow Restaurant Poolside Bar Travis Excursion Hotel Room Hotel Suite Weimar Bungalow In this example you have a long two column table By setting the page to display a three column layout you use the page space more efficiently You can also set how much space you want to have between each set of columns or rows Columns Columns E Spacing je 118th Inch You can only see the results of this setting in page layout view Formatting tables BusinessObjects User s Guide Reporting Techniques and Formatting EXAMPLE Displaying duplicate rows in a table The Avoid Duplicate Rows Aggregation option allows you to display all rows of a report instead of aggregating to avoid displaying rows with the same set of dimensions This is demonstrated in the example below Quarter Resort Revenue Quarter Revenue Q1 Bahamas Beach 224881 Q1 French Riviera 208 565 Q2 821 817 Hawaiian Club 357 170 03 884 697 Bahamas Beach 237 872 Q4 789 394 French Riviera 242 165 Hawaiian Club 341 780 Bahamas Beach 263 422 French Riviera 226 125 Q3 Hawaiian Club 395 150 Q4 Bahamas Beach 245 269 a4 French Riviera 158 565 a4 Hawaiian Club 385 560
261. ou used to retrieve the data in the report the filters you placed on the report and the drill filters you used in drill mode You can do this automatically by using the Insert Special Field option The following options are available Click Insert Special To display Field Query prompt the option you chose from the prompt dialog box when you ran the query If you only chose to retrieve the sales figures for Northern Europe in FY95 for example Northern Europe FY95 is inserted in the cell Global Filters the name of the filters you have applied to the whole report These are the filters placed in the Global folder in the Filters dialog box Drill Filters the name of the filters currently displayed in the drill toolbar L Setting Up Report Layout Insert Cell cursor BusinessObjects User s Guide Reporting Techniques and Formatting EXAMPLE Inserting a query prompt in a report In this example the query prompts you to choose which data you want to retrieve from the database You choose the name of the sales representative and the year You want to insert this information into your report to keep track of the data you retrieve Here s how to do it 1 From the Insert menu click Special Field and then Query Prompt The List of prompts box opens if there is more than one choice Select a prompt Which Salesrep Which pear 2 Click the prompt Which Sales rep and click OK The inse
262. ou selected the X axis or the Z axis the dialog box does not contain the Scale tab as this tab is used to change the scale of the Y axis only Use the Number tab to edit number and date formats on the axis labels Use the Alignment tab to change the orientation of the axis labels Axis Format This is the default orientation Select an orientation then click M Wrap Ter Apply e Use the Font tab to apply different text formats to the axis labels Formatting chart axes and axis labels _ BusinessObjects User s Guide Reporting Techniques and Formatting e Use the Pattern tab to display and edit tick marks You can also change the axes line style and color Axis Format x Number Alignment Font Patten Deselect Tick Deselect Line if 7 ire t Pere Mark if you do not you want to Valens rice C Inside want to display a hide the axis gine tick marks lines C Cross i Position the tick Select the line marks by style to apply to clicking an the chart axes option Click to display the color palette and select a color to apply Help e Click the Scale tab and enter changes to the scale of the Y axis See below Axis scale The scale of a chart determines the minimum and maximum values on the chart s Y axis where numeric data such as Revenue is plotted The scale also includes the intervals between the values on the axis You can change the sca
263. ox e Click Print Preview from the File menu L Saving Refreshing Sharing and Printing Documents BusinessObjects User s Guide Reporting Techniques and Formatting You can then print the report s by clicking the Print button directly from the Print Preview window Zoom In or Zoom Out buttons display detail Print Preview RIP eras sts hla ioj x window n Page Setup Next Page 7 Pag One Page Zoom In Zoom Gut a Access Print and Page Setup options via the buttons View your report s as it will print The status bar displays the total number of pages to print Pas 3 e a a ae A a CY BusinessObjects now optimizes chart printing if the printer driver does not detect the same color used in your chart BusinessObjects replaces the true color with the closest color to the one you selected so the other colors may be distinguished on a monochrome or color printer Printing multi page reports Printing BusinessObjects reports whether large or small can be an involved process because your screen display may not always give you the results you expect on the printer Also depending on the type of printer and the format of your reports graphics and tables may appear slightly different on the printed page Printing documents BusinessObjects User s Guide Reporting Techniques and Formatting Printing multi page reports can be more challenging than single page reports Because data
264. p Type click the column chart icon Type a value between 0 and 500 in the Gap Width box The Gap Width places space between the columns or Type a value in the Overlap box The Overlap places the columns on top of each other values on your column chart Formatting each chart type _ BusinessObjects User s Guide Reporting Techniques and Formatting Area charts There are elements that you can add to line and area charts to highlight different aspects of your data Drop lines e Inserts lines that extend from a point in the chart down to the X axis Up down bars e Inserts bars that extend from the highest value of one data series to the lowest value of another data series Note You can only display up down bars ina chart that displays data for two measures High low lines e Inserts lines that go from the highest to the lowest value for numeric data Note You can only display high low lines in a chart that displays data for two measures gt Displaying the area and line chart data series To change the area and line chart options 1 Right click on the chart and select Format Chart from the menu 2 Click the Series tab in the dialog box that appears 3 In the Groups and Data series pane click the line or area chart icon 4 Click the options you want to display on your chart High Low Lines Drop Lines and or Up Down Bars for line charts Drop Lines for area charts Click Apply to display the changes on
265. pear 6 Use the find features to locate the document See Refining your search on page 69 7 Select the document you want to retrieve TIP To select more than one document press and hold the CTRL key while you click the documents 8 Click Open on Retrieval check box if you want to open the document after importing it locally 9 Click Retrieve The document is imported to your local cache The categories do not download with the document when you retrieve a corporate document To save the corporate categories you must click Properties and note the categories before you retrieve the document L Report Basics and Report Manager BusinessObjects User s Guide Reporting Techniques and Formatting Using personal document folders The Personal Documents folder is reserved storage space on the Business Objects server where you can save documents for your personal use You are the only one who has access to your personal documents Personal Documents are only accessible while working in BusinessObjects 3 tier mode Here are some examples of how you can use the personal documents folders e as secure storage for documents you retrieve from corporate documents Broadcast Agent or users e as secure storage for your documents in progress With InfoView your Personal Documents has an inbox for documents sent from other users in the repository A red star appears on the inbox icon when you log in if you have rec
266. place e Removes a decimal place Formatting cells _ BusinessObjects User s Guide Reporting Techniques and Formatting The default currency million and percent styles are taken from the regional settings properties in the Windows Control Panel gt To format numbers and dates 1 Select the cell s row s or column s that contain the numbers or dates that you want to format 2 In the Format menu click Cell or right click the cell and select Format Cell The Cell Format dialog box appears 3 Click the Number tab Cell Format L Formatting Sections Tables and Cells BusinessObjects User s Guide Reporting Techniques and Formatting 4 Click a category in the Category list to display its corresponding formats All All formats e Custom Formats that you have created yourself e Number Formats for decimal values e Currency Formats for currency values e Date Time Date and time formats Scientific Formats to display values to the nth power e Percentage Percentage formats e Condition Mr Mrs Miss e Boolean True False lt Image Bitmap TIFF 5 Click a format in the Format list An example of the effect the format has on numbers is shown below the Positive field Examples also appear below the other fields Negative Equal to Zero and Undefined if the format has been defined for negative numbers zero and empty cells respectively 6 Click Apply or OK The new formats are applie
267. port layout your data will be displayed You can either generate a standard report or generate a report from a set of templates Welcome This wizard helps you create a new report To open an existing document click Cancel and select the Open command from the File menu For the report layout you can Generate a standard report Select a template Select the report layout here Click Begin to specify how to access data Run this Wizard at Startup What is a standard report When you install BusinessObjects and create your first standard report your data is displayed in a table with a report title and has the default application formatting as illustrated below Free standing cell ___ Report Title Table header Table body Table footer Here is a sample of the standard report style The table header is dark blue the body cells are white with text and numbers in Arial size 10 font and black borders The table footer has a white background and free standing cells have a black border and are center aligned What are templates and standard report styles _ BusinessObjects User s Guide Reporting Techniques and Formatting Whenever you insert a new table crosstab or free standing cell in a report the default formatting is used Using the Standard Report Styles editor you can customize and save custom formatting attributes Once you save custom colors fonts number styles in the Standard R
268. port template to the report choose what to apply from Options the Template Options dialog the template to the report box opens apply the template styles 5 In the Template Options dialog box click Apply Standard Style if you want to apply the page background and header footer contained in the Standard template Only the options in the Page Options section are available Template Options x You can apply the structure and the style of the template LZ or only the style If you apply the structure and the style lt P you can automatically replace variables in the report with variables from the template C Apply Structure and Style Apply Standard Style gt Structure I Replace Variables Automatically Define M Delete Undetined Template Vanebles gt Delete Calculated Report Varables Search Template Variables in the Document M Keep Template Alerters Page Options M Apply Template Background I Apply Template Header and Footer x tows tee 6 If you do not want to apply the background or header footer deselect Apply Template Background and Apply Template Header and Footer respectively 7 Click Apply Structure and Style if you want to apply the template s style and L Templates and Standard Report Styles BusinessObjects User s Guide Reporting Techniques and Formatting its structure blocks sections to the report This option activates the options in
269. ptions for Current Document apply to the current document only L Saving Refreshing Sharing and Printing Documents BusinessObjects User s Guide Reporting Techniques and Formatting Saves This option Does this Application Prompt for Allows you to view and or enter information settings Document on the document when you save it Properties Automatic Save Saves the document automatically at the Every n minutes frequency you specify This overwrites your current version Current Refresh Refreshes the document when you open it Document Document When with the most recent data from the database settings Opening Protection Allows you to protect a document with a Password password Users can only open the document if they have the correct password Write Reservation Type a password to keep other users from Password modifying your documents When BusinessObjects asks you to confirm the password re type it and click OK When users try to open the document if they do not have the password they can open the document but in Read Only mode Adding summary information to BusinessObjects documents When you save your BusinessObjects document you can add to the information that is already embedded with your document The list below details the type of information that is embedded with your document Folder where your document is located Creation Date Modification Date Last Print Date
270. r 2001 E L Revenue by Region AZ L Margin Analysis Quarterly Variance Product Analysis FEENS EE C Washington C Actual v Budget Product Sales by City CAS 37 294 70 529 009 90 The outline is retained in the PDF document making it easy to navigate quickly through reports and report sections The fonts used to generate the PDF document are found in the following folder in your local hard drive Program Files Business Objects BusinessObjects Enterprise 6 bin language If the fonts used in your BusinessObjects documents do not have an equivalent Adobe Font Metrics AFM font in this directory a substitute font is used L Saving Refreshing Sharing and Printing Documents BusinessObjects User s Guide Reporting Techniques and Formatting Saving a document in HTML format You can save a BusinessObjects document in HTML format This makes it easy for InfoView users to view your document To do this 1 From the File menu click Save As HTML The Save As dialog box opens Navigate to the location where you want to save the file and click Save The HTML Options dialog box opens Specify how you want to save your HTML document SHTML Options Seles forthe year M M M M M M M zj Vv Saving documents _ BusinessObjects User s Guide Reporting Techniques and Formatting gt Selecting HTML Options The available
271. r crosstab using new data see BusinessObjects User s Guide Accessing Data and Data Analysis Chapter 1 Introduction to Accessing Data with BusinessObjects 1 Click inside a blank space in the report 2 Click Insert Table or the Insert Crosstab on the Report toolbar The cursor changes to the insert cursor a Insert table icon B m He b Insert crosstab icon m amp c Insert table cursor C d a 2 d Insert crosstab cursor 3 Click the position in the report where you want the top left hand corner of the table or crosstab The New Table Wizard opens New Table Wizard Insert a New Table This wizard helps you insert a new table in the active report You must specify the data that you want to display in the new table To display the new table you can Use existing data from the document Build a new query on the universe currently in use C Access new data in a different way C Use an existing guery to build a new one Cancel Click the first option Use existing data from the document then click Begin Guided table insertion BusinessObjects User s Guide Reporting Techniques and Formatting The choices when you insert a new table or new crosstab are New Table Wizard Option Allows you to Use existing date from the document Choose the variables that appear in the current document for your table Build a new query on the universe currently in use Choose the variab
272. r the HTML 3 2 check box The options for generating the HTML under Generate HTML are This option Enables you to All in one page Print or search the entire document Section by section Jump from section to section via hyperlinks Both Switch between the one page view and the per section view If your BusinessObjects document contains prompts and you save it in HTML format InfoView users will be able to use the prompts Thus prompts are supported in documents saved as HTML and opened from InfoView Saving a document as a BusinessQuery file BusinessQuery for Excel users build queries on universes in Microsoft Excel By saving a document as a BusinessQuery file you can transfer data obtained in BusinessObjects to BusinessQuery You can then work with the query using the functionality of both BusinessQuery and Microsoft Excel Saving a document as a BusinessQuery file is only possible if all the following conditions are satisfied e The current document contains only one data provider e The data provider is a query on a universe e The query returns only one microcube Saving documents _ BusinessObjects User s Guide Reporting Techniques and Formatting To save a document as a BusinessQuery file 1 From the File menu click Save As 2 Navigate to the folder in which you want to save the document The default folder for BusinessQuery files is My Documents BusinessObjects Documents
273. r this installation from the choices below Engish United States z L Report Basics and Report Manager BusinessObjects User s Guide Reporting Techniques and Formatting 3 Click OK The BusinessObjects Installation Wizard appears jj fe BusinessObjects Installation Wizard Welcome to the Installation Wizard for BusinessObjects This Wizard will install BusinessObjects on your computer To continue click Next WARNING This program is protected by copyright law and international treaties copyright 1999 2003 Business Objects 5 4 All rights reserved See the About box of various products for legal notices 4 Click Next 5 Click Install to install BusinessObjects on your machine The necessary program files and help files install on your machine Starting BusinessObjects _ BusinessObjects User s Guide Reporting Techniques and Formatting 6 Click Finish when the Installation Wizard dialog box displays Installation Wizard Completed je BusinessObjects Installation Wizard Installation Wizard Completed The Installation Wizard has successfully installed BusinessObjects Click Finish to exit the wizard il Gane The Installation Wizard closes 7 Click Close in the InfoView Installing BusinessObjects window Installing local versions of Business Objects online help and documentation Wondering how to install local versions of online help and online guides
274. rding to the top margin but there is a empty area between the end of the block and the bottom margin on the first page The blank corresponds with the title area 6 Enter a value positive or negative in the Top field to set how much space you want to have between the marker and the selected block The Sample box demonstrates the way the components are positioned Sample The space between the marker and the selected block is always calculated from the upper left corner of the block Vertical position Horizontal position 7 Click Apply or OK to display the cells or blocks in their new position When a report contains only the main section the Upper section is the top margin of the page When a report contains sections the Upper Section is the top of the section in which a block is currently positioned Aligning blocks and cells You can align report components with one other in the following ways using the Alignment toolbar a Aligns the left edges b Centers horizontally Alignment c Aligns the right edges d Aligns the top edges e Centers vertically abcdef g f Aligns the bottom edges g Snap to Grid Forces components to stick to gridlines 1 Display the Alignment toolbar 2 Select the first component For example if you want to align a cell with a table you must first select the Positioning report components _ BusinessObjects User s Guide Reporting Techniques and Formatting ta
275. report Comparing revenue and quantity sold ina chart Inserting an active X ticker in your BusinessObjects report L Examples Maximizing Your Information Resources lt preface BusinessObjects User s Guide Reporting Techniques and Formatting Overview Information services and solutions The Business Objects business intelligence solution is supported by thousands of pages of documentation available from the products on the Internet on CD and by extensive online help systems and multimedia Packed with in depth technical information business examples and advice on troubleshooting and best practices this comprehensive documentation set provides concrete solutions to your business problems Business Objects also offers a complete range of support and services to help maximize the return on your business intelligence investment See in the following sections how Business Objects can help you plan for and successfully meet your specific technical support education and consulting requirements L Maximizing Your Information Resources BusinessObjects User s Guide Reporting Techniques and Formatting Information resources Whatever your Business Objects profile we can help you quickly access the documentation and other information you need Where do start Below are a few suggested starting points there is a summary of useful web addresses on
276. ries If you have manage rights assigned to you by the Business Objects supervisor you can add delete edit corporate categories you create Only the Business Objects supervisor can manage all corporate categories Here are the differences between the corporate category management rights If your rights to manage corporate categories are Manage your corporate categories You have the ability to add subcategories to categories you own edit categories and subcategories you own delete categories and subcategories you own add categories at the root level or below the Home Category add categories to your branch Manage all corporate categories add any category or subcategory edit any category or subcategory delete any corporate category or sub category become the owner of any new categories or sub categories you ad For more information on obtaining rights see your Business Objects supervisor L Report Basics and Report Manager BusinessObjects User s Guide Reporting Techniques and Formatting Creating corporate categories To create a new category 1 Click Manage in the Select categories dialog box The Categories dialog box appears I x a These are the categories you can assign to a document You are logged as SER E Home Category Add i Catt Cat2 Delete E amp E Ca2_1 2 Edit ar lt H E Cat4 Cats E Cat Cat xl Selection Loca
277. rieve documents from the repository Right click on document s for additional commands Browse Categories EHL Corporate docume Name Owner Sc Submission Date Uncategorized Sales by Year r e_user No 25 2703 04 33 41984 Corporate Document E Category 1 Regional sales User No 4 12 02 12 54 50688 Corporate Document E Category 3 Refresh Categories V Gpen on Reteval Retrieving BusinessObjects documents _ BusinessObjects User s Guide Reporting Techniques and Formatting 4 Click Refresh Categories to refresh the list of Corporate categories 5 Click Find to display additional search criteria in the drop down lists fa You use this dialog box to retrieve documents from the repository Right click on document s for additional commands r Browse Categories Corporate documents Name Qwner_ Sc Submission Date Size Type Doman Uncategorized Fi Regional sales User No 4 12 0212 54 50688 Corporate Document y Eategor 1 Sales by Year r e_user No 25 2 03 04 33 41984 Corporate Document C Category 2 C Category 3 Delete IV Gpen ch Retrieval Properties Hetresh Categories gt Find Documents Look for Corporate documents z in fean Domains gt z Where Categories z contains z Category 1 Categary 2 2 documents found Find New Search lt lt Explore Close Help The documents that displayed previously disap
278. right click 36 merging cells 310 messages in status bar 35 Microsoft Excel saving as 118 million style 301 modes 2 tier 23 3 tier 23 offline 23 moving blocks 225 cells 225 cells columns rows using drag and drop 252 using drag and drop 225 multimedia quick tours 12 multi page reports 199 N naming cells 228 charts 228 columns and rows 259 crosstabs 228 tables 228 BusinessObjects User s Guide Reporting Techniques and Formatting navigating in reports 46 negative values displaying on column charts 341 New Chart Wizard options 254 323 NEWS 305 NNTP 306 numbers applying formats to cell contents 301 checking regional settings 43 custom formats 303 deleting formats 305 formatting 301 305 formatting on chart axes 347 inserting page 209 O object linking and embedding 371 373 creating new objects to insert 372 editing objects 374 Excel restriction 119 inserting existing objects 373 odd pages setting up layout 234 Odd function 234 offline mode using 23 OLE 2 see object linking and embedding Online Customer Support 13 opening BusinessObjects documents 55 documents 56 several documents together 56 options setting file locations 99 ordering data see BusinessObjects User s Guide Accessing Data and Data Analysis 192 orientation table 295 table changing 246 text setting for axis labels 347 outline view 214 BusinessObjects User s Guide Reporting Techniques and Formatting overlap setting on
279. rt cell cursor displays 3 Click once where you want the query prompt to display The name of the sales representative displays in a new cell 4 Repeat Step 1 to Step 3 to insert the year you chose when you ran the query The name of the sales representative Galagers and the year displays in your report Salesrep Galagers Year FY95 Country Sales Person Revenue France Galagers 77 535 US Galagers 186 366 Sum 263 901 00 This information updates if you run the query again and select different prompt choices Your data results may be different with the updated universe Inserting document information _ BusinessObjects User s Guide Reporting Techniques and Formatting Using outline view A convenient way to present reports that contain many sections and a lot of information is to use outline view Outline view allows you to fold up the sections in the report to display only the high level information that appear at the top of each section People who view your reports can display the sections they are interested in to get more details See also Outline view on page 39 To activate outline view e From the View menu click Outline A bar with arrows displays at the left side of the report window The number of buttons appearing at the bottom of the outline bar depends on the number of sections you have in the report In the report illustrated below there is a main section and a City section
280. rt types BusinessObjects User s Guide Reporting Techniques and Formatting gt Two dimensional and three dimensional line 600 000 500 000 400 000 300 000 200 000 100 000 0 Bahamas Beach French Riviera Hawaiian Club a O Bahamas Beach French Rivieral Hawaiian Club gt Two dimensional and three dimensional horizontal line Hawaiian Club French Riviera Hawaiian Club Bahamas Beach French Riviera 0 Bahamas Beach L Working with and Formatting Charts BusinessObjects User s Guide Reporting Techniques and Formatting gt Two dimensional and three dimensional area 1 600 000 1 400 000 1 200 000 1 000 000 800 000 600 000 400 000 200 000 0 Sweaters Dresses Shirt Waist Accessories Sweat T Shirts Bahamas Beach French Riviera Hawaiian Club 0 2 000 000 4 000 000 6 000 000 8 000 000 10 000 000 12 000 000 14 000 000 600 000 500 000 400 000 300 000 200 000 100 000 Sweaters Dresses Shirt Waist Accessories Sweat T Shirts Bahamas Beachi French Rivieral Two dimensional and three dimensional horizontal area Hawaiian Club _A a 998 D A 999 FY2000 0 1 000 000 2 000 000 3 000 000 4 000 000 5 000 000 6 000 000 7 000 000 8 000 000 Chart types _
281. s and Value Based Break options are turned on The Show Table Header and Footer options display the table header and the table sum L Breaking Up Tables BusinessObjects User s Guide Reporting Techniques and Formatting To do this begin with a table where you select Show Header and Show Footer check boxes in the Format Table dialog box 1 Select the Resort column right click then select Insert Break N my i gt Set as Master z Rotate Table Turn to Chart H H H 357 170 00 341 780 00 395 150 00 Resort Quarter Revenue Bahamas Rasch Io 224 881 00 E RET T 237 872 00 E 263 422 00 Bar 5 NFrench H 208 565 00 SEMEN Delete 242 165 00 Ny NFrenc h Fama Cel 226 125 00 N French H m 158 565 00 N N N N N N T Format Table Insert Break Insert Filter Insert Sorts gt I Calculations gt Variables Right click on the Resort column and select Format Break from the menu The Breaks dialog box opens Breaks Down Edge 385 560 00 E In this tab you can add edit and remove breaks on data that appears in columns r Break Definition Break Header IV Break Footer lV Remove Duplicates T Center Value Across Break T Fold IV Value Based Break Break and Pages T Avoid Page Break T Start a New Page I Repeat the Header on the New Page I Repeat Break Value on New Page Working with breaks
282. s Guide Reporting Techniques and Formatting Additional information on the selected document appears such as creation date corporate categories and last refresh date Regional sales Document Properties x Data Provider Document Owner User Size poses Last Exported fan 2 02 12 58 19 PM Last Print Date f Categories Bew Duration Partial resi No E Query 1 with beach 2 12 02 05 27 3 15 Data provider properties for the document named Regional sales TIP Before you download the document Business Objects recommends that you note the corporate categories The reason is that when you download the document the corporate categories do not download with it The only way to maintain the previous corporate categories is to reselect them If you do not add categories to the document however the categories associated with the document in the corporate repository remain with the document 2 Click the Document tab to view Document Properties such as title subject keywords comments 3 Click OK to close the Document Properties dialog box 4 Click the CTRL key to select more than one document 5 Click Retrieve to download the document s to your machine gt How to add document properties You can enter properties for the open document by clicking Properties on the File menu Finding documents _ BusinessObjects User s Guide Reporting Techniques and Formatting For more information document
283. s about documentation Product documentation www businessobjects com services support htm The latest Business Objects product documentation to download or view online Business Objects product information www businessobjects com Information about the full range of Business Objects products Developer Suite Online www techsupport businessobjects com Available to customers with a valid maintenance agreement and a Developer Suite license via the Online Customer Support OCS website Provides all the documentation latest samples kits and tips Knowledge Base KB www techsupport businessobjects com Technical articles documents case resolutions Also use the Knowledge Exchange to learn what challenges other users both customers and employees face and what strategies they find to address complex issues From the Knowledge Base click the Knowledge Exchange link Tips amp Tricks www businessobjects com forms tipsandtricks_login asp Practical business focused examples L Maximizing Your Information Resources BusinessObjects User s Guide Reporting Techniques and Formatting Address Content Online Customer Support www techsupport businessobjects com Starting point for answering questions resolving issues www businessobjects com services Information about registering with Worldwide Customer Support Business Objects Education Services The range of B
284. s already installed Business Objects recommends that you use the first method that is wait until you are prompted Starting BusinessObjects _ BusinessObjects User s Guide Reporting Techniques and Formatting gt To install BusinessObjects when you are prompted Here is an example scenario You log in to InfoView and click to view for example a Corporate document You have already set up your InfoView options as described in Defining your options on page 25 A message appears asking you to install BusinessObjects 1 Click Install to install BusinessObjects in 3 tier mode A window appears confirming the install is in process nfoView Installing BusinessObjects Microsoft Interne PE E3 BusinessObjects Setup J instal Install BusinessObjects Total size of inital downloaded file 9M Note that additional files will be downloaded during the installation Click nstasito start the installation now TIP If after clicking Install the status bar displays Done and the Choose Setup Language dialog box does not appear most likely your Business Objects server is not setup correctly Contact your Business Objects administrator to verify that the Distribution directory on the Business Objects server contains the necessary files 2 Click the drop down arrow and select the language for the installation from the list in the Choose Setup Language dialog box Choose Setup Language x gB Select the language fo
285. s and click Apply or OK Deselect the Data Series Format Line check box Pattern I Deselect to remove data Td gt Matker Marker if you series lines Autemaio C Custom Automatic C Custom want to display I m C Square no markers but Oe ie only lines Select the line __ ed buco style to apply Sisina Select the w marker style to Select the line apply color to apply Coo M Coor M Data Series Format dialog box for 2 D Line and XY Scatter charts _ Working with and Formatting Charts BusinessObjects User s Guide Reporting Techniques and Formatting Formatting each chart type The following section describes formatting that you can only use on certain chart types Column charts You can enhance the appearance of your column charts by modifying column spacing The chart on the right shows Space between columns in the same set The chart on the right shows gt Changing the column format To change the column chart settings 1 9 Click the Show Negative Values check box if you want to display negative Click Apply to view and verify the changes on the chart Click OK to save your changes and close the dialog box Overlapping columns in the same set Negative values Right click on the chart and select Format Chart from the menu The Chart Format dialog box displays Click the Series tab Select the group you want to format under Groups and Data series Under Grou
286. s depth and thickness When you create a three dimensional chart you may need to experiment with these settings to get the best possible view To set these options 1 Right click on the chart and select Format Chart from the menu 2 Click the Series tab 3 Click 3 D view 4 Change the settings as described below and click OK or Apply Defining the three dimensional view of a chart Series tab 3 D view settings Elevation box Rotation box Height of Base box Value Set a value by clicking Up or Down or Enter a value between 90 and 90 Elevation is measured in degrees Set a value by clicking Up or Down or Enter a value between 0 and 360 Rotation is measured in degrees The value you set rotates the chart horizontally Enter a value between 5 and 500 The value corresponds to the ratio between the height and width of the chart For example 200 means that the chart will be twice as high as it is wide from left to right AutoScale Click AutoScale to set the scale of the chart to cover the plot area Note The AutoScale does not apply for pie charts NOTE For pie charts the angle you set in the Rotation box is the angle at which the first slice of the pie begins An angle between 0 and 360 begins clockwise from top L Working with and Formatting Charts BusinessObjects User s Guide Reporting Techniques and Formatting Defining the depth and thickness of a three dimensional chart
287. s reports to other applications such as Microsoft Excel BusinessObjects supports Microsoft Object Linking and Embedding version 2 OLE 2 This feature creates objects from files that come from other applications that also support OLE 2 An OLE 2 object can be a word processing file a spreadsheet a picture and so on You can e embed an OLE 2 object in a BusinessObjects report which means that the object physically resides in the report e link OLE 2 objects which means that the data or picture remains in its native application and is displayed in BusinessObjects thanks to a dynamic link e link or embed BusinessObjects reports in other applications that support OLE 2 BusinessObjects also supports the Microsoft Dynamic Data Exchange DDE feature This feature enables you to use data from BusinessObjects reports in other applications DDE ensures that the data in the remote application is dynamically updated when the data in the host application that is BusinessObjects changes You can also exchange data from BusinessObjects with other applications by exporting data to different file formats For example you can export the results of a query to dBASE or Microsoft Excel format To find out about exporting data to different file formats see Chapter 3 Exporting Data from BusinessObjects on page 155 L Including Graphics and Other Objects in Reports BusinessObjects User s Guide Reporting Techniques and Formatting Using da
288. s the cached version immediately L Saving Refreshing Sharing and Printing Documents BusinessObjects User s Guide Reporting Techniques and Formatting Scheduling documents This section details the basics you need to process BusinessObjects documents at times or intervals that you specify Please refer to the InfoView User s Guide for information on Saving to Corporate Documents or Sending to Users and Groups via InfoView BusinessObjects uses Broadcast Agent when you schedule a document to be sent to the Corporate repository In order to have access to Broadcast Agent your company must have installed Broadcast Agent and your supervisor has enabled this option in your user profile You can access the schedule feature in three ways e Click Send To then Broadcast Agent in the File menu then click the Schedule tab e Inthe Document Exchange toolbar click Send to Broadcast Agent then click the Schedule tab e Click Schedule when you click Publish To Corporate Documents in the File menu You cannot schedule documents you send to users You can also set up Broadcast Agent to process a document based on the existence of another file This feature is called File Watcher For additional information on scheduling see the Broadcast Agent Administrator s Guide or the InfoView User s Guide Scheduling documents _ BusinessObjects User s Guide Reporting Techniques and Formatting Setting up a schedule for a new
289. sObjects 6 1 Follow the prompts until you see the possibility to install additional languages L Report Basics and Report Manager You cannot change the language if you are working in 3 tier BusinessObjects Because of potential conflicts with other users who are connected to the same web server the drop down combo box is always disabled when you are running BusinessObjects in 3 tier mode BusinessObjects User s Guide Reporting Techniques and Formatting Regional settings BusinessObjects supports international settings This means that the regional settings in the Windows Control Panel affect how BusinessObjects displays and sorts numbers currency times and months in reports Make sure these settings are correctly set To do this 1 From the Start menu click Settings and then Control Panel 2 Double click Regional Settings to open the Regional Settings Properties dialog box 3 Select the settings you require in each tab of the Regional Setting Properties 4 Click OK to save your settings Regional Settings Properties 2 x Regional Settings Number Currency Time Date Calendar type Greqorian Calendar r Short date Short date sample 5 24 99 Short date style Date separator m Long date Long date sample Monday Nay 24 1535 The date has a four digit format which Long date style adda MMMM dd yyyy 7 a ensures that century information will not be lost Core o
290. see Hiding and displaying report components on page 229 L Formatting Sections Tables and Cells BusinessObjects User s Guide Reporting Techniques and Formatting gt To display the section footer or header again 1 In the Report Manager click the Map tab 2 If Report Manager is not open click Report Manager from the View menu 3 Click the Structure option Report Manager g Data E Map Report1 1 S Main Section EB Mai Santin Heads The Main Section O Cell Header is shown in p italics in the list to show amp 5 Resort Section that it is currently hidden laa Chart 1 in the report window O Cell E Table 1 F Main Section Footer Structure option 4 Right click on Main Section in the list in the Map window and click Format Section from the menu The Section Format dialog box opens 5 Click the General tab 6 Clear the Hide Section Header or Hide Section Footer check box and click OK Formatting sections _ 288 BusinessObjects User s Guide Reporting Techniques and Formatting Formatting tables Tables and crosstabs are made up of headers and footers columns and rows and cells All these elements together make up the block The cell is the most basic element of a table or crosstab Rows and columns are made up of groups of cells When you format tables and crosstabs you can format cells or blocks Formatting blocks You can format a block by applying shading and borders The
291. selected A Only the body cells Oute are selected 7 gt Selecting adjacent columns or adjacent rows To select adjacent columns or rows 1 Select one column or row 2 Press Shift then click the adjacent column s or row s gt Selecting columns or rows that are not adjacent To select columns or rows that are not adjacent 1 Select the first column or row 2 Press Ctrl then click the other column s or row s you want to select You can select one or more columns at a time or one or more rows at a time but you cannot select a combination of columns and rows gt To select a cell ina table e To select a cell click inside it The cell background is blackened to indicate that it has been selected e To select more than one cell press Ctrl then click inside each one L Displaying Data in Tables BusinessObjects User s Guide Reporting Techniques and Formatting Inserting empty columns and rows You can add columns and rows to existing tables or crosstabs 1 Select a column row or cell 2 Click one of the insert buttons on the Structure toolbar a Inserts a row above the selection lla ha oS hI an b Inserts a row below the selection i ya c Inserts a column to the left of the selection abcde fg d Inserts a column to the right of the selection e Inserts a cell above the selection f Inserts a cell below the selection g Inserts a cell to the left of the selection h Inserts a ce
292. sinessObjects when combined with Broadcast Agent and InfoView on a Business Objects server Even without access to a repository you can always send your reports to other users via email L Saving Refreshing Sharing and Printing Documents BusinessObjects User s Guide Reporting Techniques and Formatting Saving documents BusinessObjects reports appear inside BusinessObjects documents BusinessObjects also allows you to save your document in different formats so that you can use the data in other applications or share the data with other users This section describes how to do this Depending on how BusinessObjects is set up in your company you can save documents locally or send them to corporate or personal folders a Business Objects server Save as dialog box The Save As dialog box contains shortcuts to common BusinessObjects file folders You can quickly save your documents and files to predefined folders on your machine by clicking one of the available shortcut buttons Save As x ted BusinessObjects Savein userDocs zl e amp EA E app posTop rep 3 links rep H Document rep Printrep IS EFASHION rep E REVENUE REP E EFASHIONnew rep E Sales by Year rep H EFASHIONtest rep S TUTORIAL REP E FRTest rep variance rep ho File name JEFASHION REP 5 eD Save as type BusinessObjects Documents rep x Cancel Options as My Folders T Saye for all users Lomee Sav
293. st Agent x General Actions Categories Scheduling Distribution E Refresh with the profile of each recipient gt Standard Actions Available actions Selected actions Save as RTF Add gt gt lt lt Remove Move Down Save as Excel Condition Select a condition to be evaluated 5 each time the document is processed l Editor OK Cancel Help gt Setting conditions in the Broadcast Agent To set up condition based processing 1 Click Condition at the bottom of the Actions tab 2 Set up a condition such as print the document if a condition of increased revenue is met 3 Click Editor to open the Formula Editor dialog box to create the formula that you want to use as a condition To learn more about the Formula Editor see BusinessObjects User s Guide Accessing Data and Data Analysis Chapter 12 Customizing Queries on Universes 4 Close the Formula Editor when you are done The formula you defined appears in the Condition box in the Actions tab Also L Saving Refreshing Sharing and Printing Documents BusinessObjects User s Guide Reporting Techniques and Formatting Condition Evaluation appears in the Selected Actions list box 5 Verify that the condition is in the right place in the list of actions for example before Print to print the document only if the condition is true Condition and Editor are not available for corporate d
294. t 1 Click Send To Users Send To Broadcast Agent or Publish to Corporate Documents in the File menu For more detailed information on each of these choices see Sharing documents on page 127 L Report Basics and Report Manager BusinessObjects User s Guide Reporting Techniques and Formatting Sales for the Year Keep existing categories The Send dialog box appears when you click Publish To Corporate Documents 2 Select the Domain from the drop down list 3 Click Categories to select the corporate categories you want to assign to your document Using corporate document folders BusinessObjects User s Guide Reporting Techniques and Formatting The Select categories dialog box appears xi Select the categories to assign to your document m Available categories B E amp Home Category a HO G Cat a m amp Cat D E Cas A D Gy Cats D Cas D Ca6 D cat xl No category selected Manage Refresh Cancel Help 4 Click the check box next to the category and sub category you want to assign to your document You can check as many categories and sub categories you want A message indicates how many categories you select at the bottom of the pane 5 Click OK to save your selection and return to the Send dialog box TIP If all the categories you need do not display under Available categories the list may not be the most up to d
295. t Defining your options 1 Click Options in the InfoView Home page in your browser window The Options page appears 2 Click the View tab 3 Click BusinessObjects as the view format under the BusinessObjects Documents section Starting BusinessObjects _ BusinessObjects User s Guide Reporting Techniques and Formatting D Z BusinessObjects InfoYiew Microsoft Internet Explorer Eie Edt View Favorites Tools Help Address http demo 8080 wijsp scripts login webiH ome isp page optionsXML v Go T Back I Links BUSINESS OBJECTS q Home My InfoView Options Help Options Pages Use these pages to customize your user settings Display List TET create Password About Weblntelligence Documents Select a View format HTML Portable Document Format Adobe Acrobat Reader required BusinessObjects Documents You can view BusinessObjects documents either with BusinessObjects or in a browser with InfoView Select a view format HTML format PDF in InfoView Acrobat Reader required Enhanced Document Format BusinessObjects format Windows only Download BusinessObjects Es E RRN EE Local intranet a Click Apply A message appears confirming that your options have been saved Click the Create Edit tab Click BusinessObjects as the document type Click OK A message appears confirming that your options have been saved You do
296. t document will appear when you next open the document To select or deselect Page Layout view e From the View menu click Page Layout The Page Layout menu icon is depressed when you select Page Layout view gt Outline view The outline view allows you to hide or display sections of your document You can then save and send the document to different users and show only the data that concerns them To view a document in outline view 1 Click Outline from the View menu Each section is indicated by a small white arrow on the left side of the pane 2 Click the down facing triangle to fold up the section 3 Click again to display the section Customizing your workspace _ BusinessObjects User s Guide Reporting Techniques and Formatting To return to the normal view e Click Outline again from the View menu Section Counny France Click the right facing triangle to display the section Section Country US Section Service Line Accommodation Section Service Line Food amp Drinks Bahamas Beach Fast Food Bahamas Beach Poolside Bar Bahamas Beach Restaurant Hawaiian Club Fast Food Hawaiian Club Poolside Bar Hawaiian Club Restaurant Section Service Line Click the down facing triangle to fold up the section If you fold up sections with the outline view and then send the document to other users keep in mind that th
297. ta and pictures from other applications You can use data and pictures from other applications in BusinessObjects for example objects that you or other users created in remote applications A Microsoft Word document is an object that you can insert in a BusinessObjects report Inserting data and pictures from other applications Object Linking and Embedding OLE 2 developed by Microsoft Corporation enables you to share data and pictures between Windows applications BusinessObjects supports OLE 2 which means that you can insert OLE 2 objects inside BusinessObjects reports and use BusinessObjects reports as OLE 2 objects in other applications gt What is the difference between linked and embedded objects When you link or embed an object in a BusinessObjects report you display an object from another application The differences between linking and embedding are as follows e When you link and object it does not physically reside in the BusinessObjects report It is represented there but the link allows it to remain in its native application BusinessObjects updates the object s representation in the BusinessObjects report For example if you insert a picture with a link then modify the picture in its native application you also modify the picture in BusinessObjects e When you embed an object it physically resides in BusinessObjects gt How do you insert an object in a report You insert objects in reports by click
298. tal Column When you click DE Horizontal Line on a chart I 3 D Horizontal A Standard 3 D col hart with X Y and Z axis gridlines displayed aD este cage andar column chart wi a axis Qnidlines displayi style a short 4 r description F Default Setting displays Cancel Apply Help 3 Click the Chart type from the Chart Types list box and then click a chart style 4 Click OK to close the Chart Autoformat dialog box and save the settings TIP If you want to continue to display the table and add a chart next to it Copy the table or crosstab paste it in a new location and then turn it to a chart L Working with and Formatting Charts BusinessObjects User s Guide Reporting Techniques and Formatting Turning a chart into a table or crosstab You can turn a chart into a table or a crosstab 1 Select the chart then right click it and select Turn to Table or Turn to Crosstab from the menu If you have a two dimensional chart Turn to Table displays If you have a three dimensional chart Turn to Crosstab displays The data from the chart displays in a table or crosstab gt Finding the best chart type for your data When you turn a table or crosstab to a chart BusinessObjects selects a default chart type based on the type of block table or crosstab and the number of variables in the block If you prefer a different format than the default choice try experimenting with other chart types by right clicking the
299. target application 4 Press Ctrl V Exporting data from BusinessObjects _ BusinessObjects User s Guide Reporting Techniques and Formatting gt Copying and pasting a whole report You can also copy a whole report and then paste the report data either as images for presentation purposes or as text The table below summarizes how you can copy and paste different types of report components If you copy a report with You can Tables crosstabs and cells Paste the data in them as an image or as text Charts and images Paste them as images EXAMPLE Copying and pasting from BusinessObjects to Microsoft Word The following example shows how to copy data from BusinessObjects to Microsoft Word 1 From the Edit menu click Copy All BusinessObjects copies the contents of the currently active report to the clipboard 2 Open the Microsoft Word document in which you want to paste your data 3 From the Edit menu click Paste Special 4 Select the data format from the list The choices appear below Select To copy the clipboard contents as Text Data that you can then work on in Excel Picture A Picture image For example a BusinessObjects table is copied as an image and you will not be able to work on the data This is the recommended format for pasting images Bitmap A Bitmap image If you select to paste a Bitmap image bear in mind that this format can use a lot of memory and disk
300. tes Puistoy G Ga E Q Adress hitp moria 8080 wisp scripts login webiome isp Go Links es BUSINESS OBjECTS ab Home My InfoView Options Marketing 2 Persone bocna Marketing E h Advanced 1 Document s in Marketing View Details Add To My Infoview List refreshed 08 20 2002 16 15 03 e Ti wame 4 Author Date Size Click Delete EvBReport USER 08 20 2002 13 54 04 52K M the selected documents icon Corporate Documents Personal Documents New Document Scheduled Documents BE Local intranet 3 Click the check box next to the document you want to delete 4 Click the Delete icon at the top right side of the document list If no check box appears it means you do not have rights to delete the document 5 Click OK to confirm or Cancel to abort the delete personal document request L Report Basics and Report Manager BusinessObjects User s Guide Reporting Techniques and Formatting Managing personal document categories Just as you are in control of the documents you save to your personal document space you are also responsible for the personal categories You can create rename or delete categories to help you keep track of your documents and files Creating a new personal category To create a new category 1 Click the arrow to the right of the Categories box The Categories box opens 2 Click Add Category cr Add Catego gory a Displa
301. text Free form cell containing a formula Single cell containing a static number Free form cells and section headers Text merges in more than one cell to that contain more space than one avoid large columns standard cell L Saving Refreshing Sharing and Printing Documents BusinessObjects User s Guide Reporting Techniques and Formatting If you see this in BusinessObjects You see this in Microsoft Excel Charts Data is exported and the chart appears two dimensional in the same format See Tip below three dimensional The chart legend saves to a default position in the top right area Chart axis labels are optimized and Chart axis labels may be oriented oriented for best display differently because Excel does not optimize display Structured table Each cell both heading and data are exported in a separate cell Non structured tables tables thatdo _ Cells may merge and layout may be not have the same size columns affected These elements are not saved in Excel e Formulas formula results appear as numbers e Free form cells containing bitmaps e Free form cells containing hyperlinks e OLE objects e 3D charts that contain several data series or groups are not supported in Excel TIP When you save your report as Excel and it contains three dimensional charts with several data series and groups especially the double Y axis they may not display or print in Excel as they
302. the Indents box A value of one is equal to one space You cannot enter negative values Formatting cells _ BusinessObjects User s Guide Reporting Techniques and Formatting You can also use the Formatting toolbar 1 Click the cell 2 In the Formatting toolbar click Left Align Align left Align right 3 Use the buttons to increase and decrease the amount of indent ut Mi nti mi gt Fill and character settings You can fill in the space between the end of the text in a cell and the cell border with a selected character 1 On the Alignment tab click the Fill check box under Settings The Character text box becomes active Settings M Fil Character l T Row by Row Auto Fit F Repeat On Even Page 2 Type any one character 3 Click OK gt Merging cell contents When you have inserted a break on a row or column you have several columns or rows displaying the same value You can remove these duplicate values merge the empty cells and center the value over the rows or columns it describes To do this 1 Click in the column or row where you have inserted a break Center Values 2 In the Formatting toolbar click the Center Values Across Break Across Break NOTE For information on inserting and managing breaks see Chapter 11 Breaking Up Tables on page 265 Wrapping cell contents When you have a long label in a header row or column you can display the text on more than one line L
303. the Structure box enables you to replace variables in the template with variables from the report For information on how to do this refer to Replacing variables in a template with variables from a report on page 183 8 Click OK then click Apply or OK in the Apply a Template dialog box You cannot apply templates created using BusinessObjects version 4 1 to reports created using BusinessObjects version 6 1 and vice versa You can however use templates created with BusinessObjects 5 x in BusinessObjects 6 x and vice versa Replacing variables in a template with variables from a report When you apply a template by default BusinessObjects chooses how to place the variables in the report into the template structure You can also choose manually how you want to map variables in the report to variables in the template structure To do so 1 From an open a report click Apply Template from the Format menu The Apply a Template dialog box appears Click Options The Template Options dialog box appears Click Apply Structure and Style The options in the Structure box become active Clear Replace Variables Automatically then click Define The Replace Variables dialog box appears In the Report Variables box click the report variable you want to map to the template variable In the Template Variables box click the template variable that you want to be Using templates _ BusinessObjects User s Guide Repor
304. the Y axis or the Z axis You can drag a 4 variable from one folder to another Available Variables B Ciy Lines Quatter Actual Quarter Budget B Region dd Average margin aan Margin Margin as rev Month Used Variables Quarter Actual Lines doda orig GZ Asis BE YAris Sales revenue Shiv Chart Format x General Series Pivot Border Shading Appearance Jig You can pivot data by placing variables on the X axis the Y axis or the Z axis You can drag a H variable from one folder to another Available Variables Used Variables e iy Lines QuarterfActual Quatter Budget QuatterActual Region Ad B8 YAris Average margin Sales revenue Margin Hid Margin as rev Moe Month z gt Variables T Unused Variables Only cees __ te L Working with and Formatting Charts BusinessObjects User s Guide Reporting Techniques and Formatting EXAMPLE Showing multiple lines on a line chart The two charts below display data for one measure Revenue and two dimensions Lines and Financial Year In the first illustration the two dimensions appear by default on the X axis By moving Lines to the Z axis as shown in the second illustration you display multiple lines on the same chart and plot the revenue for each line EHH I 0 CARRY del g h Mlele E e l
305. the block is hidden or displayed r Position Horizontal Position Relative to Left Sample Upper Section j 1 16th Inch Vertical Position Relative to Top Upper Section bd g 1 16th Inch M Hide Block Click heret r Enter the Hf lt Sales revenue gt lt 50000 Edit Formula D aaa e open the condition h re Formula Editor Cancel Apply Help 6 Click OK to apply the condition All components that satisfy the condition are hidden The component name displays in italics in the Map list in the Report Manager window For details on the syntax to use for writing formulas see BusinessObjects User s Guide Accessing Data and Data Analysis Chapter 17 Formulas Local Variables and Functions EXAMPLE Displaying different table formats for European and US currencies You produce a weekly report of the sales revenue generated per product line per city in the eFashion retail group The report contains a section for each city and a variable called Currency Region that groups your cities into Europe and US You want to produce a report to display sales revenue in US dollars and in euros for your three European cities and sales revenue in US dollars only for your US cities L Formatting Page Layout BusinessObjects User s Guide Reporting Techniques and Formatting To do this you create two different table formats as shown below Brussels Austin les
306. the chart 6 Click OK to close the dialog box and save your changes a L Working with and Formatting Charts BusinessObjects User s Guide Reporting Techniques and Formatting Three dimensional charts The illustration below shows the elements specific to a three dimensional chart and what you can do to format them a b 4 500 000 4 000 000 3 500 000 c 3 000 000 2 500 000 2 000 000 1 500 000 d 1 000 000 e 500 000 a Change the color border and shade of the side wall b Change the color border and shade of the back wall c Adjust the 3 D view and rotate it d Display the Z axis and format its axis labels e Change the color border and shade of the floor gt Formatting chart walls In some three dimensional charts you can display and format three walls the back wall side wall and floor To display walls See Choosing chart elements to display on page 335 To format walls 1 Right click on the wall you want to format 2 Click Format Wall from the menu The Wall Format dialog box appears It contains the Pattern tab only For information on how to apply formats using this dialog box see page 339 Formatting each chart type _ BusinessObjects User s Guide Reporting Techniques and Formatting gt Formatting the three dimensional view A chart s three dimensional view consists of its elevation rotation and ratio With some chart types you can also adjust the chart
307. the variable from the its current axis folder and drop it in the new one Organizing chart data _ BusinessObjects User s Guide Reporting Techniques and Formatting To change the order in which data appears on chart axes 1 In the Used Variables box select the variable you want to move 2 Click Move Up or Move Down 3 Click Apply or OK The data shifts on the chart to reflect your changes Removing or hiding data While you display the Pivot tab of the Chart Format dialog box you can hide or remove variables from the chart 1 In the Used Variables box select the variable you want to remove or hide 2 Remove or hide more than one variable at the same time by pressing Ctrl and selecting the variables 3 Click Remove or Hide Removed variables are deleted from the variables list and the data is permanently removed from the chart Hidden variables do not appear in the Used Variables box and the variable data does not display on the chart 4 To add a variable from the Available Variables list click it then click Add The variable appears in the folder you selected TIP To display a previously hidden variable click it in the Used Variables list then click Show You can also re organize chart data using slice and dice mode See BusinessObjects User s Guide Accessing Data and Data Analysis Chapter 10 Using Slice and Dice Mode L Working with and Formatting Charts BusinessObjects User s Guide
308. the web browser to create a new document You can create BusinessObjects documents from the list of available universes only if you have saved your InfoView options as indicated in Defining your options on page 25 To create a new document 1 Click the BusinessObjects link in the New Document section BusinessObjects InfoView Microsoft Internet Explorer oj x File Edit View Favorites Tools Help Address hitp 7 Infoview wisp scripts lagin webiHome jsp page optionsXML jep amp cmdBlack allker Go Back O ine 00 E E 3 BUSINESS OBJECTS ay Home My InfoView Options Help Logout Corporate Documents Personal Documents Access documents available to you and other users Access the documents you saved for your personal use as well as the documents Search other users have sent to you Advanced rox Tutorial Top Managment Lesson1 Lesson2 Lesson CEO COO VPs Others New Document 2a Create a new document using Products Human Ressources BusinessObjects chee Deue ganei Tr ai Meeiaei ead You can also Add document to your portal from your computer Sales Geography Forecast 90 99 Q1 2 North America Oceania Scheduled Documents 3 an Europe 3 5 View the scheduled list of documents and checktheir status Corporate Documents Personal Documents New Document Scheduled Documents zl 6 iS EI ee BusinessObjects starts and the New Report Wizard appears in a new
309. this option 1 Select the block or cells 2 Right click and select Format Cell from the menu The Cell Format dialog box appears 3 Click the Alignment tab 4 Under Settings click the Wrap Text option The Row by Row Autofit option becomes active 5 Select the Row By Row Auto Fit check box The cell height automatically adjusts to the height of the highest cell Formatting cells _ BusinessObjects User s Guide Reporting Techniques and Formatting Formatting cell borders You can format cell borders by applying line styles and colors The Borders toolbar make it easy to format cell borders j a LLE Se a Enables you to select the line style to apply b Applies the style to the upper border c Applies the style to the lower border d Applies the style to the left border e Applies the style to the right border f Applies the style to the inner borders g Applies the style to the outer borders h Removes the style from all borders i Selects the color to apply To display the Borders toolbar X e Right click on any toolbar and select Borders from the menu or Borders Toolbar Ifthe Formatting toolbar is already displayed click the drop down arrow next to the Borders icon To format borders Select the cell s row s or column s whose borders you want to format Click a line style and a color Click the border icons to apply the top bottom right or left borders to the cell eonaAV
310. ting Techniques and Formatting Starting BusinessObjects The way you start BusinessObjects depends on how it has been set up in your company as a 2 tier BusinessObjects deployment or a 3 tier BusinessObjects deployment Your system administrator will give you all the necessary information on how you should start BusinessObjects The BusinessObjects deployment determines how you log on What are 2 tier BusinessObjects and 3 tier BusinessObjects e A 2 tier BusinessObjects deployment has a specific client server configuration where the program files to run the report engine are on the same machine your local machine as the middleware used to connect to your data Technically you have all the necessary files to connect to your corporate or local repository on your machine e A 3 tier BusinessObjects deployment is the lighter version of the 2 tier BusinessObjects deployment It has a specific configuration where a light client version of the BusinessObjects report engine connects to the web server for all the middleware used for data connections Users access BusinessObjects in 3 tier mode via InfoView or from the Start menu if they have a connection to a Business Objects server Logging on to BusinessObjects via the Windows Start menu You always log on to BusinessObjects in 2 tier mode from the Windows Start menu You can also logon to BusinessObjects in 3 tier mode from the Windows Start menu if you have a connection to a Business Obj
311. ting Techniques and Formatting replaced by the report variable then click Replace The variable from the report appears in the Template Variables box Replace Variables x E You can replace each variable from the template with a variable from the report Report Yariables City Type Character string Template Variables City Number of guests Renove Type Character string click Remove becomes active 10 Click OK OK Cancel 9 In the Template Options dialog box click OK The Template Options dialog box closes and the Apply a Template dialog box Help 7 Repeat Step 6 to replace other variables then click OK 8 To undo a replacement click the variable in the Template Variables box then Quarter County a Custome B Year Regon Here the user has Revenue Service replaced Customer with Region Region will appear in the report where Customer appears in the template BusinessObjects applies the template to the report and closes the dialog box L Templates and Standard Report Styles Setting Up Master Detail Reports 4 chapter BusinessObjects User s Guide Reporting Techniques and Formatting Overview This chapter describes how to structure your data and create a master detail report These chapter headings direct you to information on What are master detail reports Structuring a master detail report Re organ
312. ting information in a report 213 properties saving with documents 109 PROSPERO directory service 306 Index _ Q Query Prompt 212 R ranking see BusinessObjects User s Guide Accessing Data and Data Analysis 192 RDBMS exporting data to an RDBMS 160 recap amounts displaying 203 recreating default ret 178 redo an action 51 refreshing corporate categories 94 documents 120 documents automatically 108 documents with prompts 124 setting automatic options 124 regional settings checking and changing 43 relative positioning 221 removing breaks 269 270 Broadcast Agent actions 135 data labels 356 page backgrounds 239 renaming personal categories 89 reports 50 repeat cell formats 299 Repeat Block on Every Page command 199 Repeat on Every Page command 199 Repeat on New Page command 199 repeating charts on every page 335 report chaining 141 BusinessObjects User s Guide Reporting Techniques and Formatting Report Manager hiding and displaying 44 inserting tables from 245 using to structure reports 226 report tab character limit 50 reports creating 48 creating blank reports 48 deleting 50 displaying inside document 50 displaying page numbers 209 hiding components 229 inserting crosstabs 250 layout setting default 169 master detail 187 master master detail 190 multi page 199 opening 56 page backgrounds 238 refreshing 120 renaming 50 saving 105 saving as Excel 118 standard defined 167 structuring as
313. tion Cat2 Cat2_2 Owner USER Updated 24 1 2003 15 09 23 This category contains 0 documents This category contains 0 0 sub categories gt f 2 Click Add to create a new category below the selected category 3 Type the name for the new category 4 Press Enter on your keyboard TIP To create a new category on the highest level click Home Category and then click New Notice that only New displays when you select the Home Category This is because you cannot delete or modify the Home Category When you select one of the categories the Selection box provides details on the category such as e location in the category tree user name of the owner of the category e when it was last updated e how many documents the category contains e how many sub categories the selected category contains Managing corporate categories _ BusinessObjects User s Guide Reporting Techniques and Formatting Editing corporate categories If you have right to manage corporate categories you can change the names of categories that appear in the category list There are three ways to edit corporate categories e Select the category and click Edit in the Categories dialog box e Right click the category and select Edit from the menu e Click once to select the category and click again to activate the text box To change a corporate category name with Edit 1 Click Manage from the Select categories dialog box 2 Cl
314. tion is created One master value appears in Bahamas Beach a cell inside each section In this section the French Riviera master value is Q1 Hawaiian Club Section Quarter b The detail can be a table crosstab or chart It displays data that relates to the master In this report the detail is a table that shows revenue Susun Beven r Bahamas Beach 245 269 per resort French Riviera 158 565 c You can clearly see the sections in a master Hawaiian Club 385 560 detail report by activating the Section Delimiters command on the View menu Structuring a master detail report What are master detail reports _ 188 BusinessObjects User s Guide Reporting Techniques and Formatting Structuring a master detail report You set up a master detail report by setting a variable as a master cell This section describes the different ways to do this You can use a variable in a table or crosstab to create a master cell add a variable from the Report Manager to create a master cell From a table or crosstab If the data you want to set as the master is already displayed in a table or crosstab you can drag it out of the table or crosstab and create a section To do this 1 Click inside the column or row that contains the data you want to use as master 2 Click inside the data again click and drag the data away from the table or crosstab The
315. tive help in any of the following ways e click the Help button on the dialog box e click F1on your keyboard The context sensitive online help displays If you want to access online help or open one of the available online guides e click the Help menu and select one of the available items Help BusinessObjects Help F1 opens BusinessObjects online help Business Objects User s Guides opens BusinessObjects User s Guides Getting Started InfoView User s Guide Data Access Guide Customieing Business bjex Users guides are in PDF format Quick Tours Online help is in HTML help format ina Resources on the Web compressed chm file Glossary Eror Messages Explained installs either BusinessObjects online help of all the user s guides to your machine About BusinessObjects from the Business Objects server Install Help Files gt Report Manager pane The Report Manager pane is docked next to the report pane by default As with other Windows products you can change the size or float the pane to change its position gt To float the Report Manager pane 1 Grab the Report Manager pane and drag it outside the report pane or the L Report Basics and Report Manager BusinessObjects User s Guide Reporting Techniques and Formatting BusinessObjects window The single black line changes to a gray hatched border indicating that the pane is floating and no longer in the d
316. to Value Range that would eae ee otherwise be Vi the eae split by a page P break Adjust the size of the chart to fit within the Adjust the scale of the plot area on the report Y axis to fit within the plot area 4 Click OK to save the settings and close the dialog box Formatting the chart block The chart block is the term used to describe all the elements that make up a chart and the area that contains these elements It includes the plot area the title the legend and the data series labels You can resize the chart block and apply a border and shading to it Formatting the chart block _ BusinessObjects User s Guide Reporting Techniques and Formatting To do this 1 Right click on the chart and click Format Chart from the menu The Chart Format dialog box opens 2 Click the Border tab 3 Select the options for the border style and color as illustrated below Chart Format x General Series Pivot Border Shading Appearance Click None to pia p clear the style E B B a e from all borders 3 Apply the style to outer borders Select the Click to open borders you want the color palette to format and choose the color to apply to the border color 4 Click Apply to save the settings French riviera ri Chart block box or border Chart block shading 5 Click the Shading tab 6 Select the options to set the color for the chart as sho
317. ts finding 69 user identification 22 when logging on 22 V value based breaks 270 276 values negative displaying on column charts 341 variable header show in crosstabs 297 variables hiding in charts 332 moving from axis to axis on charts 331 organizing on charts 327 see also BusinessObjects User s Guide Accessing Data and Data Analysis 266 viewing BusinessObjects 4 1 documents 40 BusinessObjects 5 1 documents 40 BusinessObjects documents 55 document properties 67 report in outline view 214 report page layout 39 209 report structure 39 226 Ww WAIS 306 wall back formatting on 3 D chart 343 side formatting on 3 D chart 343 L Index web connection 23 121 customer support 13 getting documentation via 11 useful addresses 14 website adding links to from reports 305 Windows regional settings 43 wizards inserting a chart 321 inserting a crosstab 253 inserting a new report 53 54 inserting a table 253 workspace BusinessObjects 31 illustration 31 organizing 38 X X axis hiding 358 illustrated 346 organizing data on 327 XLS exporting to Excel 157 saving as 118 XML exporting to 157 using as a data provider see BusinessObjects User s Guide Accessing Data and Data Analysis 157 XY scatter charts 340 Y Y axis hiding 358 illustrated 346 organizing data on 327 primary 362 365 secondary 362 365 year 2000 43 BusinessObjects User s Guide Reporting Techniques and Formatting Z Z axis d
318. u can also copy a table or crosstab by selecting it dragging it to a new position and pressing Ctrl as you release the mouse The table or crosstab is copied to the new location gt Deleting columns and rows To delete columns and rows x 1 Select the column or row Delete 2 In the Standard toolbar click Delete NOTE You cannot delete empty columns of a crosstab If you need to delete a crosstab convert it into a table and then delete the table gt Deleting tables To delete tables 1 Select the table 2 In the Standard toolbar click Delete L Displaying Data in Tables BusinessObjects User s Guide Reporting Techniques and Formatting gt Copying and pasting from BusinessObjects to other applications You can copy objects such as tables and charts in BusinessObjects or copy the whole report contents and then paste them into a Microsoft Office application such as Excel or Word For details on how to do this see Exporting data from BusinessObjects on page 158 TIP In addition with BusinessObjects 6 1 you can save BusinessObjects reports directly in Microsoft Excel format See Saving a document as an Excel file on page 118 Editing tables _ BusinessObjects User s Guide Reporting Techniques and Formatting Free standing cells BusinessObjects reports have two types of cells e cells that make up tables e free standing cells A free standing cell is a single cell that is not attached to
319. ucture option button Report Manager a Data Map Revenue Year 2001 E Revenue by Region 5 5 Main Section H Main Section Header O Cell amp S Region Section CI Cell E Crosstab 1 E Main Section Footer Margin Analysis Quarterly Variance E Product Analysis 2 Actual v Budget Structure option button The Map tab displays e alist of all the components in the report represented by an icon e all the components in the order that they appear in the report e the report name and its components including Main Section Main Section Header sub sections and their cells charts crosstabs and tables Main Section Footer Click an icon in the Report Manager window to display the corresponding component in the report window L Formatting Page Layout BusinessObjects User s Guide Reporting Techniques and Formatting Organizing the report in Report Manager You can use the Report Manager to organize the tables cells and charts in your report Copying report components You can copy and paste a component from one section of your report to another When you paste a component in a new location the original formatting is retained For example if you copy a pie chart from one part of your report to another in the Map window the chart will retain all the colors legends title and other formatting To do this 1 Right click the icon of the component you want to copy 2 Click Copy from the m
320. ue This allows you to display all the data for each value of a dimension variable together and more importantly it allows you to display subtotals The example below demonstrates how breaking up a table works EXAMPLE How can I show revenue subtotals for each resort in a table The table on the left displays the revenue per quarter per resort with the total revenue displayed at the bottom of the table The table on the right displays the same data but by breaking up the data you can show a subtotal for the revenue generated by each resort for the four quarters of the financial year A mini table is created for each of the three values of resort This separation however is only visual The three mini tables still belong to one block Working with breaks BusinessObjects User s Guide Reporting Techniques and Formatting Resort Quarter Revenue French Riviera Q1 208 565 French Riviera Q2 242 165 French Riviera Q3 226 125 French Riviera Q4 158 565 French Riviera Sum 835 420 Resort Revenue Bahamas Beach Q 224 881 Bahamas Beach qQ 237 872 Quarter 1 2 Bahamas Beach Q3 263 422 4 Bahamas Beach 245 269 French Riviera Q1 208 565 Bahamas Beach Quarter Revenue 224 881 a aOR Bahamas Beach Q2 237 B72 N A 32 1 Bahamas Beach Q3 263 422 ranch nmera i Bahamas Beach Q4 245 269 French Riviera 158 565 Hawaiian Club
321. ugh reports and to work on the structure and organization of reports and report components TIP When the Report Manager window opens it is docked on the left hand side of your report window You can unlock the Report Manager window and drag it to any other convenient location on your screen Press Ctrl and move the Report Manager window to prevent it from docking L Report Basics and Report Manager BusinessObjects User s Guide Reporting Techniques and Formatting Managing the data in a document The Report Manager Data tab contains a list of all the variables and formulas in the document Report Manager k Data FE Map 45 Variables Category City Lines Month Region Year budget Year sales data Margin Margin as revenue Margin per unit Projected Sales Revenue Quantity sold Sales revenue ormulas View in alphabetical order Report Manager A Data Map 4 Actual City Lines Quarter Actual Region aan Mar Edit Variable Mar New Variable BE 5 oj H Edit Data Provider lt t New Data Provider lt h A View Data Sum lt Margin gt Sum lt Quantity sold gt Sum lt Sales revenue gt udget Month Quarter Budget Projected Sales Revenue Sum lt Projected Sales Revenue a Common E sa View by data provider You can view the data list in two different ways In alphabetica
322. uments e every time you open a document Before refreshing a document When you refresh a document you refresh the data provider s contained in the document The data provider is the data source this can be a database query or a personal data file for example The user who created a document can specify if the document can be refreshed Before trying to refresh a document s data provider s verify that Refreshable check box is set Saving documents _ BusinessObjects User s Guide Reporting Techniques and Formatting To do this 1 From the Data menu click View Data The Data Manager dialog box opens EET Definition General A Automatic Refresh Name Every C Once sales data faa Hours x Max Duration Max Rows From Date m d yy I Editable 1727739 Data Providers D budget Make sure to click the I Retreshable Time hh mm ss AM PM Refreshable Universe 11 00 20 PM check box JEFASHION ey 05 34 46 PM 05 21 14 PM 1031 131 Click the Definition tab In the Data Providers box click the data provider you want to verify Click the Refreshable check box Click OK If this option is not checked you cannot refresh the selected data provider Only the creator of the document or the BusinessObjects supervisor can change this setting oP oN Before refreshing data providers you should also check that e you
323. und You can edit a page background in the graphics application in which it was created 1 Click Page Layout from the View menu to go to the page layout 2 From the Format menu click Page and then Background The Page Background dialog box appears 3 Click Edit The native graphics application associated with the file type launches and the current page background appears 4 Make your changes to the page background 5 Exit the graphics application 6 In the Page Background dialog box change the Display option Center displays the background in the center of the page Tile displays the background as multiple tiles 7 Click OK The edited page background appears in the report gt To remove the current page background 1 Click Page Layout from the View menu to go to the page layout 2 From the Format menu click Page and then Background The Page Background dialog box appears 3 Click Remove then click OK The Page Background dialog box closes and the page background no longer appears in the report Working with the page background _ BusinessObjects User s Guide Reporting Techniques and Formatting L Formatting Page Layout Displaying Data in Tables lt BusinessObjects User s Guide Reporting Techniques and Formatting Overview BusinessObjects displays data in a report in three basic ways e tables e charts e free standing cells This chapter describes the different types of
324. ure all users in the company are using the same default ret file gt There are several ways to make sure everyone uses the same report styles Send the default ret file to all users and have them copy it into their template folder under My BusinessObjects Documents e Change the template folder location to point to the folder containing the customized default ret file you can also do this during installation Customizing standard report styles _ BusinessObjects User s Guide Reporting Techniques and Formatting gt What if you cannot locate the default ret file If BusinessObjects cannot find the default ret file it will re create one using the default application settings The standard report created will not reflect any changes you have made Follow these steps to regenerate your default ret if it has become corrupted 1 Delete or move the default ret to a different location with Windows Explorer 2 Start BusinessObjects and generate a standard report 3 Create your template style again 4 Save it as the default ret as explained on page 180 When you first install BusinessObjects the default ret is placed in the Program Files BusinessObjects Enterprise 6 templates language folder A sub directory for each language you install is created The first time you launch BusinessObjects these template files are copied to your Documents and Settings user name My Documents My BusinessObjects Documents templates languag
325. use and drag until the header footer or margin reach the size you want then release the mouse L Setting Up Report Layout BusinessObjects User s Guide Reporting Techniques and Formatting Using page numbers times and dates BusinessObjects has pre defined page number date and time functions that you can insert in your reports directly from the Insert menu Each time you save the document these functions update automatically Inserting numbers time and date To insert a page number or a date at the top of the page in the page header or at the bottom of the page in the page footer 1 From the View menu click Page Layout The page number commands are available only in Page Layout view If the margin lines do not display click Page Margins from the View menu From the Insert menu click Special Field then Page Numbers or Date and Time and then an option from the submenu eS The options are described below Page Numbers Page Displays the word Page followed by the current page number Page of Displays the current page number and then the total number of pages in the report Date and Time Current Displays the current date and time automatically updated each time a report is opened Save Date Displays the date on which the report was last saved automatically updated Print Date Displays the date on which the report was last printed automatically updated Last Refresh Date Displays t
326. usiness Objects training options and modules www businessobjects com services education htm Business Objects Consulting Services Information on how Business Objects can help maximize your business intelligence investment www businessobjects com services consulting htm Useful addresses at a glance BusinessObjects User s Guide Reporting Techniques and Formatting About this guide This user s guide describes BusinessObjects 6 5 business intelligence software It describes the different ways to format your business reports and what techniques to use to get the most out of the information you want to present Because of the quantity of information the BusinessObjects User s Guide has been split into two separate guides This one focuses on report authoring and report viewing The second guide BusinessObjects User s Guide Accessing Data and Data Analysis focuses on accessing data sources and data analysis Audience This guide is intended for non technical users who want to use BusinessObjects to build reports using personal or corporate business data These users should be familiar with the Microsoft Windows desktop environment and conventions Conventions used in this guide The conventions used in this guide are described in the table below Convention Indicates This font Code SQL syntax computer programs For example Select Country Country Id This font is also used for all paths dir
327. usinessObjects User s Guide Accessing Data and Data Analysis 192 special field date and time 209 drill filters 212 global filters 212 page numbers 209 query prompt 212 special fields inserting date and time 209 inserting last refresh date 209 inserting page number 209 inserting print date 209 save date 209 standard report definition 167 BusinessObjects User s Guide Reporting Techniques and Formatting standard report styles and templates 179 applying 177 customizing 171 Start on a New Page command 200 starting BusinessObjects 21 status bar messages 35 structure view 39 view in Report Manager 226 style currency 301 million 301 percent 301 styles standard report 171 template 169 subtotals page displaying 203 summary info adding 63 109 displaying 61 support customer 13 T tables adding cells columns to 259 adding data 248 building using drag and drop 245 copying 260 creating 245 deleting 260 displaying charts as 325 editing 256 headers and footers 243 hiding 229 insert wizard 253 multi column or row layout 295 orientation 295 positioning 221 reorganizing data in 246 repeat block on every page 199 rotating 246 selecting 257 setting standard report style 173 showing duplicate rows 296 showing headers and footers 294 starting on new page 199 turning into from a chart 324 types defined and illustrated 243 TELNET 305 templates and standard report styles 179 and universe form
328. ving as BusinessQuery files 117 saving as Excel 118 saving as PDF files 113 saving as text files 111 saving automatically 108 saving for all users 107 saving in html format 115 saving in rich text format 111 setting up automatic refresh 108 sharing 127 using the document exchange toolbar 127 down edge of crosstab 244 297 down tab defining breaks 270 drag and drop moving blocks 225 moving cells 225 moving cells columns rows 252 Drill Filters 212 drop lines showing on line charts 342 duplicate rows showing 296 Dynamic Data Exchange 160 L Index E editing blocks 256 breaks 269 270 free standing cells 264 OLE 2 objects 374 page backgrounds 239 education see training elevation setting on 3 D charts 344 email addresses adding links from reports 305 sending reports via 127 empty sections EMPTY 236 even pages setting up layout 234 Even function 234 Excel saving as 118 exporting data 160 data as a text file 157 data to a dBASE file 157 data to a RDBMS table 157 data to a worksheet 157 exporting data external formats 157 options 159 using copy and paste 161 F feedback on documentation 12 file default locations 99 BusinessObjects User s Guide Reporting Techniques and Formatting file extensions bqy 118 rep 106 ret 168 wtf 112 txt 112 xls 118 html 115 file locations templates 181 File Watcher 139 141 example 142 filtering document lists 83 91 see BusinessObjects User s Guide Ac
329. want to align 2 Right click the cell row or column and click Format from the menu The Cell Format dialog box appears 3 Click the Alignment tab to display the alignment features xi Number Alignment Font Border Shading g m Horizontal Vertical ei the a E Vi iT This option le j C Top gt aligns text to sa alignment of the right and si lasa P H Center cell contents numbers to the Center Bottom click an option under Vertical left C Right e C Justify m Settings M Eill Character ae T nata Ins terran rest o display lon play g I Row by Row Auto Fit contents on multiple lines F Repeat On Every Page Cancel apey Hep 4 Select the features that you wish to apply to the selection then click OK Certain table or crosstab types used in financial reports have a characteristic layout as shown in the illustration below Fill character at the end of the text Quantity sold 3 742 989 4 006 718 3 953 395 3 356 041 Sales revenu 22 537 22 846 26 263 18 650 Margin 1 384 424 1 647 660 1 344 435 1 290 564 Indented cell Margin per unit 51 69 contents Margin as rev gt indenting cell content You can set a space between the left cell border and the text or numbers in the cell to give the appearance of an indented list in your table 1 On the Alignment tab click Left to align the cell contents left of the cell 2 Seta value in
330. wn below L Working with and Formatting Charts BusinessObjects User s Guide Reporting Techniques and Formatting Click None to clear any shading The General Series Pivot Border Shading Appearance background becomes pE SETAA Click to select a transparent A None Custom aama color you want to Shading AET es the foreground Click the pattern or r Background Color Clear 0 Click to open the shade from the list EE Solid 100 C Automatic i E Custome O color palette for If you click Clear you Sa i the background apply the Background k color only x Dark Horizontal i If you click Solid you ttt A Displays a WN Dark Diagonal low preview of the apply the Foreground shadin color only 9 Click the other Cancel Awb He settings to mix the two colors Resizing the chart block You may need to resize your chart block The easiest way to resize you chart is to use your mouse 1 Press Alt click inside the chart A border with handles appears around the chart BANANA EAA A handle appears on each border and corner of a selected chart 16 000 000 14 000 000 12 000 000 10 000 000 a 8 000 000 T ZZZILLLLLLLLLELLLLELELLLLLAA A double headed arrow appears when you rollover the handle indicating you can resize the block 6 000 000 4 000 000 2 000 000 i 30 Etf Sales revenu
331. would otherwise be split by a page break The page layout tab below shows the page break options for crosstabs The table options are the same The only difference is that you can manage page breaks for the across edge Multi page reports BusinessObjects User s Guide Reporting Techniques and Formatting as well as the down edge for crosstabs Crosstab Format General Page Layout Pivot Border Shading Appearance l BS You can control how blocks are managed over page breaks and on new pages New Page Down _ New Page Across O E I Start on a new page I Repeat block on every page Page Break Down _ Page Break Across L Avoid page break in block T Avoid page break in block J Repeat header on every page J Repeat header on every page f Repeat footer before a new page I Repeat footer before a new page Page break header after page break a oaoag pw Page break footer before page break Cancel Apply Help a Where possible starts a new page for blocks that would otherwise be split by a page break b When a table crosstab goes over more than one page the title header is repeated at the top of the table crosstab on every new page c Before a table crosstab goes over onto a new page a footer is displayed at the bottom of the table d When a table crosstab goes over more than one page a page break header is displayed at the
332. ys only the selected category b Selects all categories c Clears all categories d Adds new category e Deletes the selected category f Renames the selected category 3 Type in a name for the category in the box Sjal oanl C Marketing O Sales C Trends oL OK Cancel 4 Press Enter 5 Click OK to save the new category Renaming a personal category abl Select the category you want to rename 1 Click Rename Category The cursor appears in the text box 2 Enter the modifications Rename Category Managing personal document categories _ BusinessObjects User s Guide Reporting Techniques and Formatting Deleting a personal category To delete a personal category 1 Select the category you want to delete 2 Click Remove Category A message appears Click OK to confirm that you want to permanently remove the category 4 Click OK to close the edit category box Remove Category 3 L Report Basics and Report Manager BusinessObjects User s Guide Reporting Techniques and Formatting Using corporate document folders The Corporate Documents folder is reserved storage space on the Business Objects server for documents that are available for different groups or for all users in the repository Depending on your rights you may have access to view download and edit corporate documents The document repository can include any Windows compatible document in addition to BusinessObjects

BusinessObjects User's Guide: Reporting Techniques and Formatting

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