Training Guide Business Objects XI Training

(Reader Only)
Prepared by: Neal Mathur | Data Warehouse Delivery Analyst

Case Western Reserve University | Data Warehouse Group

1/23/2009

Table of Contents
Table of Contents .......................................................................................... 2 Purpose of document:.................................................................................... 3 Logging In: ..................................................................................................... 4 Navigation Panel:........................................................................................... 9 Header Panel: .............................................................................................. 11 Personal Options Area: ................................................................................ 12 Workspace Panel:........................................................................................ 15 Running a Document: .................................................................................. 16 Saving a Document: .................................................................................... 19 Closing a Document: ................................................................................... 21 Changing Document Views: ........................................................................ 22 Finding Text in a Document: ........................................................................ 23 Printing a Document: ................................................................................... 23 Interactive Mode: ............................................ Error! Bookmark not defined. Sending a Document to Another User: ........................................................ 36 Drill Mode: ................................................................................................... 39 Getting Help: ................................................................................................ 40

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Purpose of document:
The purpose of this paper is to guide a reader through the process of using Infoview in XI. This document will cover logging in/logging out, Navigation/Toolbars, Accessing Documents, Viewing Documents, Sending Documents, and using Interactive.

Assumptions:
1) Customer has been issued an ID and security in Business Objects XI. 2) The audience is any user who is new to Business Objects XI and will be reading and refreshing documents. 3) User knows the basic skills of Excel, PDF, and windows programs.

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Logging In:
1)

Go to the link https://xireports.case.edu

2) Use your network ID, network password, and LDAP authentication per the example below:

3) You are now at the InfoView screen:

4) We can divide the InfoView screen into 4 sections or panes: a) Navigation Pane b) Personal Options c) Header Pane d) Workspace Pane

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Logging Out:
5) Go to the Personal Options area of InfoView and single click on the lock icon:

6) You will be taken back to the login screen:

Online Help:
1) Online help is available through InfoView. This assistance focuses on how to do things, not data content descriptions. You can access help by single clicking on the ? in the Personal Options area of InfoView:

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2) Depending up on your settings, you may get a bar on the top of your screen saying that pop-ups are blocked. Single click on the bar and allow pop-ups from this site. 3) You can elect to get help by reviewing a table of contents on the Contents tab:

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4) You can also search for help by an alphabetical listing on the Index tab:

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5) To exit online help, click the X in the upper right hand corner of the help window:

Navigation Panel:
1) The following icons are located in the Navigation Panel on the left side of the screen:

a) b)

= Show Folders = Show Categories

c)

= Refresh Navigation Pane

d)

= Folder Properties

e)

= Move Folder

f)

= Copy Folder

g)

= Delete Folder

2) The folders are divided into 2 sections, My Folders and Public Folders: Business Objects XI Reader Training Page 9

3) If you click on the + sign, the folders expand. a) The default setting of My Folders expands into Favorites and Inbox folders (you can add additional sub-folders to your Favorites folder to save your personal reports):

b) The Inbox is for sending documents back and forth between users, not for email. c) The Public Folders expands into folders created by your Business Objects administrator. This is where corporate reports are stored:

d) If you click on a + and it doesnt open any sub-folders, this means you are at the lowest level on the folder tree. At that point, you click on the title of the folder (which is a hyperlink to list reports in the Workspace Pane):

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Header Pane:
1) The Header Pane consists of Tools and a search bar:

a)

= Home

b)

= Access Information On Demand Services (we dont use)

c)

= Toggle Navigation Pane (on/off)

d)

= Toggle Encyclopedia (we dont use)

e)

= Create New Document (must be activated for your ID)

f)

= Refresh Workspace Panel

g)

= Send a document (to another user)

h) i)

= My InfoView (Returns you to your custom InfoView) = Search bar for document search (1) If you enter keyword(s) Business Objects XI will search through all the titles of saved documents and list them in the Workspace Pane: Business Objects XI Reader Training Page 11

Personal Options Area:

1) The Personal Options area consists of four items: a) b) = Preferences i) You can change your general preferences: = Welcome Banner (shows who is currently logged in)

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ii) Click OK or Apply to save changes. iii) You can change your Web Intelligence (WEBI) Document preferences:

iv) Click OK or Apply to save changes. v) For this class, we will not review the additional tabs. vi) Click on a folder in your navigation panel to return to the workspace Pane. c) d) = Logoff = Online Help

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Workspace Pane:
1) The workspace (where you can have access and can view documents) consists of multiple columns:

2) Title Section (Line 1 of title) a) = Allows you to copy documents to favorites by making a selection from drop-down menu (may need to hit refresh after copying your documents) = Delete documents = Allows you to select the type of documents to view by making a selection from drop-down menu

b) c)

3) Title Section (Line 2 of title) a) b) c) d) 4) Document symbols = Allows you to select all documents = Indicates type of document = Show/Hide descriptions and Actions = Lists titles (able to sort ascending/descending)

a)

= 1)Select document 2)WEBI document 3)Show/hide descriptions and actions

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b) c) d) e) f) g)

= Number of instances = Shows all the pertinent information about a document = The last time the document was run = The type of document (WEBI/DESKI) = The person who created and owns the document = The number of occurrences of results sets on the server (for scheduled documents only)

Running a Document:
1) Single click on the title of the document:

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2) Respond to the prompts:

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3) Your report will appear in the Workspace:

4) In the upper left-hand corner of the header you will find the report name, last refreshed date/time, and the values of any prompts to which you responded:

5) In the upper right-hand corner of the header you will find the page numbers:

6) In the center of the header you will find the title:

7) The document toolbar consists of:

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a) b) c) d) e) f) g)

= Enables you to close or save the document = Enables you to change to Page, Draft or PDF mode of viewing the document = Enables you to search for text on the current document = Enables you to magnify in and out = Refresh the data on the current document = Enables you to move through the pages of the document = Starts/Stops drill mode

8) There are tabs along the bottom of the document to move through different reports within a document:

Saving a Document:
1) Save to your Computer Excel Format a) Select Document/Save to my computer as/Excel:

b) IMPORTANT NOTE: Depending on your settings, your export to Excel may be blocked and a bar will appear on the top of your screen. Single click this bar and then select Download File. You will have to rerun the report and then do step 1a again.

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c) On the next pop-up select Open:

d) An Excel spreadsheet will open and you can proceed as normal. Make sure you save the spreadsheet to your computer per normal Excel procedures. e) Please note: the header, including page numbers, will not export to Excel. Only the body of the report exports. 2) Save to your Computer PDF Format a) Select Document/Save to my computer as/PDF

b) IMPORTANT NOTE: Depending on your settings, your export to PDF may be blocked and a bar will appear on the top of your screen. Single click this bar and then select Download File. You will have to rerun the report and then do step 2a again.

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c) On the next pop-up select Open:

d) An Adobe PDF will open and you can proceed as normal. Make sure you save the PDF to your computer per normal Adobe procedures. e) Please note: the header, including page numbers, will export to PDF.

Closing a Document:
1) Option 1 - Select Document/Close:

2) Option 2 Click on the X below the welcome banner:

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3) Option 3 Click on a folder in the Navigation Pane:

Changing Document Views:

1) To view the full page, including the header, select View/Page mode:

2) To view the page, excluding the header, select View/Draft mode:

3) To view the document as a PDF, select View/PDF mode:

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Finding Text in a Document:

1) To search for text on the CURRENT page only, select Find, type the text in the space provided and click on Find Next:

a) Your text will be found and highlighted:

Printing a Document:
1) To print a document, select the printer icon:

2) Select the print icon:

3) To exit PDF mode, select View in HTML Format:

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Interactive Mode:
1) Interactive mode enables a user to make changes to an existing report in the following ways: a. Change sort order b. Add additional predefined objects c. Add breaks/groups to reports d. Change aesthetics (fonts, colors) e. Change the title 2) The changes made do not change the base report and the user cannot make drastic changes which will change/affect the data returned. 3) Activating Interactive Mode a. Select Preferences button from the Personal Options Area:

b. Select the Web Intelligence Document tab and select Interactive as the view format:

c. Select OK in the lower right hand corner:

4) Review of Interactive Mode Capabilities a. Run a query. After completion, you will see an arrow on the left hand side of your workspace. Single-click on this:

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b. The Left Pane will open. This pane allows you to make changes to the document:

c. The top line pull down menu of the left pane allows you to choose what you would like to view and change:

i. Document Summary allows you to see all the property information about the document:

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ii. Data Summary shows what objects and variables are currently in the document:

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iii. Chart and Table Types shows all the types of blocks you can add to your document:

iv. Available Objects shows you the objects and variables available to use in your document:

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v. Document Structure and Filters shows the actual structure of your document:

vi. Navigation Map shows the tab names:

vii. User Prompt Input shows the last value(s) entered for the documents prompts:

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viii. Find allows you to find text on the current page:

ix. The formatting toolbar allows you to change the aesthetics about the report (you must select an object to change its properties):

5) Using Interactive Mode a. Start with any report (we will be using the PCS-Student Cnt by City by Selected State for this example and select OH and MI):

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b. Select Available Objects from the pull down menu:

c. To add an object, click and drag the new object onto the document to the left or right of the column (in our example we want to include Current State to the report):

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d. To Sort the data, right click on the column and select Sort/Descending (in this example we will be sorting on Count Distinct of Students):

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e. To add a grouping, right click on the appropriate column and select Break/Insert:

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f. To add a sub-total, right click on the measure column and select Calculation/Sum:

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g. Check-up i. What is the difference between sum and count? 1. A count only brings back the distinct amount of a given variable 2. A sum totals all amounts for a given variable 3. In the previous example there are 7 cities (distinct count) but a total of 10 students (sum). h. To change the font, select the column or cell (object) you wish to change and make changes on the formatting tool bar:

i.

To use Quick Filter, right click on the column, select Quick Filter, select the value(s) you want, and then click the double arrows.

j.

Click OK when you are done.

k. To remove the filter click on the two columns simultaneously (by holding the Ctrl button on your keyboard, click Filter

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l.

Remove the Filter and click OK

m. To save the changes, go to Document/Save:

n. Name your document o. Select Refresh on open p. Highlight your Favorites folder q. Click OK in the lower right hand corner

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Sending a Document to Another User:

1) To send a document to another Business Objects user, select Send/To Business Objects Inbox

2) You may get a message at the top of your screen regarding Active-X controls a. Single click on this message and run Active-X 3) Deselect Use Job Servers Defaults 4) You will go to a screen where you can select the recipients:

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5) Select the person from the Available Recipients list and click the right arrow to send to the Selected Recipients list 6) Select Send As: Copy:

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7) Click on Submit in the lower left hand corner:

8) Important Security Points: a. If the document you send does not have Refresh on Open selected when you saved it, you are sending data to another user. This will supersede row level security and the person may become privy to a students private information. b. You can send any document, including documents which another user is not supposed to see. Please exercise caution when sending documents to another user.

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Drill Mode:
1) Drill mode enables a user to drill down into more detailed information from summary information. For example, you can have a count of students by state and drill down on the state to find a count of students by the city (example below). a. Click on the Student Cnt-Drill tab at the bottom of the workspace pane.

b. Single click on a state abbreviation to see a count of students by city (note the header says State (Current)):

c. After clicking on the state, the header changes to City (Current):

d. To return to the state level summary, click on the arrow:

e. After clicking the arrow you are back to the summary level (column header returns to State (Current)):

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Getting help:
1. Send an email to DWGroup@case.edu 2. Include your ID (ie. Cam64) 3. Identify the report name (ie. PCS-Student Cnt by City by Selected State) 4. Describe the issue you are experiencing

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