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BusinessObjects Live Office XI Release 2

User’s Guide

BusinessObjects Live Office XI Release 2

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

Trademarks 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.

Copyright Copyright © 2004 Business Objects. All rights reserved.


Contents
Chapter 1 Introduction to BusinessObjects Live Office 9
About this guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Who should read this guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Business Objects information resources . . . . . . . . . . . . . . . . . . . . . . . 10

Chapter 2 Getting Started 11


Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Using BusinessObjects Enterprise . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Logging on to BusinessObjects Enterprise . . . . . . . . . . . . . . . . . . . . . 12
Using the Business Objects Live Office toolbar . . . . . . . . . . . . . . . . . . . . . 13

Chapter 3 Importing Data 17


Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
What objects from a report or document can be inserted into a View? . . . 18
Size Limits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
What are report objects and report instances? . . . . . . . . . . . . . . . . . . . . . 19
Inserting Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Live Office Import Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Inserting a Report View from a Crystal report . . . . . . . . . . . . . . . . . . . . . . 21
Inserting a View from a Web Intelligence document . . . . . . . . . . . . . . . . . 30
Inserting a Cube View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
From an OLAP report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
From an OLAP data source . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Chapter 4 Modifying a Report View 43


Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Understanding the Report View layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Modifying a Report View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Changing the data source . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

BusinessObjects Live Office XI Release 2 User’s Guide 3


Contents

Viewing the original report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46


Smart Tags . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Modifying parameter values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Modifying fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Working with filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Refreshing data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Removing a Report View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Viewing report view properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
View Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Chart drill-down . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Chapter 5 Modifying a Cube View 57


Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Understanding the Cube View layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Modifying a Cube View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Refreshing the data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Editing the MDX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Modifying Parameter Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Removing a Cube View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Formatting and Layout Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Viewing cube view properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Chapter 6 Reorienting a Cube View 65


Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Swapping dimensions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Swapping dimensions containing sorts and filters . . . . . . . . . . . . . . . . 67
Stacking dimensions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Removing a stacked dimension . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Changing the order of stacked dimensions . . . . . . . . . . . . . . . . . . . . . . 68
Selecting row and column members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Using the Member Selector toolbar commands . . . . . . . . . . . . . . . . . . 69
Using the Member Selector shortcut menu . . . . . . . . . . . . . . . . . . . . . . 71
Displaying a hierarchical or a flat view . . . . . . . . . . . . . . . . . . . . . . . . . 72

4 BusinessObjects Live Office XI Release 2 User’s Guide


Contents

Using the Favorites folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73


Searching for members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Changing the slice of data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Selecting the default member . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Hiding dimensions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Reordering members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Changing member captions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Drilling down . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Using asymmetry in your view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Creating asymmetry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Restoring symmetry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Working with asymmetry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Formatting data in your file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Viewing cell and member properties . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Filtering and sorting data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Filtering data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Sorting data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Highlighting Exceptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Applying global highlighting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Highlighting high or low absolute values . . . . . . . . . . . . . . . . . . . . . . . 97
Highlighting exceptions compared with other members . . . . . . . . . . . 98
Highlighting exceptions based on a calculation result . . . . . . . . . . . . . 99
Editing highlighting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
Removing highlighting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
Using other formats to highlight exceptions . . . . . . . . . . . . . . . . . . . . 101
Adding Calculated Members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
Adding Automatic Totals to rows and columns . . . . . . . . . . . . . . . . . 104
Adding calculated members to the Cube View . . . . . . . . . . . . . . . . . 105
Different types of calculated members . . . . . . . . . . . . . . . . . . . . . . . . 107
Using calculation definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Editing calculated members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
Removing calculated members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
Switching between types of calculated member . . . . . . . . . . . . . . . . 118

BusinessObjects Live Office XI Release 2 User’s Guide 5


Contents

Appendix A Modifying a Web Intelligence View 121


Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
Modifying a Web Intelligence view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
Refreshing data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
Modifying fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
Viewing web intelligence view properties . . . . . . . . . . . . . . . . . . . . . . 124
Removing a View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
Modifying prompt values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
View options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127

Chapter 7 Publishing and Viewing Files 129


Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Publishing a document to BusinessObjects Enterprise . . . . . . . . . . . . . . . 130
Viewing a published document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Opening a document on a local drive . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131
Connecting Views to a different system . . . . . . . . . . . . . . . . . . . . . . . . . . 131

Chapter 8 Customizing BusinessObjects Live Office 133


Adding security to your document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
Changing default data strings in a View . . . . . . . . . . . . . . . . . . . . . . . . . . 134
Customizing the shortcut menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
Changing general display settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
Automatically connecting to BusinessObjects Enterprise . . . . . . . . . . . . . 138
Single Sign-on . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
Changing the field display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
Customizing report view formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140

Appendix B Creating Report Views from Unmanaged Reports 141


Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
Creating a report View from an unmanaged report . . . . . . . . . . . . . . . . . . 142
Selecting a data source . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
Identifying an unmanaged report view . . . . . . . . . . . . . . . . . . . . . . . . 143

6 BusinessObjects Live Office XI Release 2 User’s Guide


Contents

Setting the location of an unmanaged report view . . . . . . . . . . . . . . . 144


. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146

Appendix C References 147


Options dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148
Properties dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151
Report View Expert . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151
Report Viewer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151

Appendix D Business Objects Information Resources 153


Documentation and information services . . . . . . . . . . . . . . . . . . . . . . . . . 154
Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154
What’s in the documentation set? . . . . . . . . . . . . . . . . . . . . . . . . . . . 154
Where is the documentation? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154
Send us your feedback . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155
Customer support, consulting and training . . . . . . . . . . . . . . . . . . . . . . . . 155
How can we support you? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155
Looking for the best deployment solution for your company? . . . . . . 156
Looking for training options? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156
Useful addresses at a glance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157

Index 159

BusinessObjects Live Office XI Release 2 User’s Guide 7


Contents

8 BusinessObjects Live Office XI Release 2 User’s Guide


Introduction to
BusinessObjects Live Office

chapter
1 Introduction to BusinessObjects Live Office
About this guide

About this guide


With BusinessObjects Live Office XI Release 2 (Live Office), you can extend
data from Crystal reports, Business Views, or OLAP Intelligence reports by
using Microsoft Office. You can use Live Office with Microsoft Excel, Microsoft
PowerPoint, Microsoft Word, and Microsoft Outlook.
Using Live Office, you can design Microsoft Office documents that combine
relational and cube data with data from other sources. By publishing these
Microsoft Office documents to BusinessObjects Enterprise, you enable
authorized users to view the documents and refresh the data against the data
source. BusinessObjects Enterprise security protects published documents
against access by unauthorized users.
This guide explains the basic concepts of Live Office. It provides you with
information and procedures on how to import data from Crystal reports,
Business Views, and OLAP Intelligence reports. It also describes how to
manipulate that data within Microsoft Office, and publish your documents to
BusinessObjects Enterprise.

Who should read this guide


This guide is intended for Microsoft Office users who want to work with
Business Objects data within a Microsoft Office environment. You must be
familiar with Microsoft Office and have some familiarity with BusinessObjects
Enterprise to understand this guide.
For more information about Live Office, consult the release notes and the
installation document that are included on the Live Office disc. For more
information on BusinessObjects Enterprise and Business Views, consult the
BusinessObjects Enterprise documentation or your BusinessObjects
Enterprise administrator.

Business Objects information resources


For more information and assistance, see Appendix 14: Business Objects
Information Resources. This appendix describes the Business Objects
documentation, customer support, training, and consulting services, with links
to online resources.

10 Live Office XI Release 2 User’s Guide


Getting Started

chapter
2 Getting Started
Overview

Overview
With BusinessObjects Live Office XI Release 2 (Live Office) you can import
data from Crystal reports, OLAP reports, and Business Views into Microsoft
Office.
This process is known as inserting a View.
The source Crystal reports, OLAP Intelligence reports, and Business Views
must already be published to BusinessObjects Enterprise. To import data, you
must have the appropriate rights for the published objects.
Note: If you are not sure whether or not you have the appropriate rights,
contact your BusinessObjects Enterprise administrator.
You can format the imported data by using standard Microsoft Office
functionality and the features of Live Office.

Using BusinessObjects Enterprise


Before you can use Live Office to import data, you need to log on to
BusinessObjects Enterprise. You must also have the following rights for the
source Crystal reports, OLAP reports, and Business Views:
• View objects
• Edit objects
• View document instances (Crystal reports only)
• Refresh the report’s data (Crystal reports only)
Note: If you are not sure whether or not you have the appropriate rights,
contact your BusinessObjects Enterprise administrator.

Logging on to BusinessObjects Enterprise


In Microsoft Office, you are prompted to log on to BusinessObjects Enterprise
when you add or modify a View, unless you are already logged on. You must
also log on before you can publish a document or open a published
document.
To log on to BusinessObjects Enterprise
1. In Microsoft Office, do one of the following actions:
• Create a new document and insert a View.
For instructions on how to insert a View, see “Importing Data” on
page 17.

12 Live Office XI Release 2 User’s Guide


Getting Started
Using the Business Objects Live Office toolbar 2
• Open a local document that contains a View, and refresh the View.
For instructions on how to refresh a View, see “Modifying a Report
View” on page 43 and “Modifying a Cube View” on page 57.
• Open a published document that contains a View.
For instructions on how to view published documents in
BusinessObjects Enterprise, see “Publishing and Viewing Files” on
page 129.
2. When the Log On to BusinessObjects Enterprise dialog box appears,
type the name of your BusinessObjects Enterprise system in the System
field.
Note:
• This is the name of the CMS (Central Management Server) for your
BusinessObjects Enterprise system.
• If there is more than one BusinessObjects Enterprise system at your
site, make sure that you log on to the system that contains the
Crystal reports, OLAP reports, or Business Views that you want to
use.
3. In the User name and Password fields, type your BusinessObjects
Enterprise credentials.
4. From the Authentication list, select the appropriate authentication type.
5. Click OK.
Tip: You can customize Live Office so that it automatically logs you on to
BusinessObjects Enterprise each time you start Microsoft Office. For more
information, see “Automatically connecting to BusinessObjects Enterprise” on
page 138.
For more information about logging on to BusinessObjects Enterprise, see
the BusinessObjects Enterprise documentation, or contact your
BusinessObjects Enterprise administrator.

Using the Business Objects Live Office


toolbar
The Business Objects Live Office toolbar provides you with quick access to
some of the most common commands. It provides you with quick access to
the Views in a document. You can insert a View, refresh a View, go to a
different View, change the Options in a View, and change the values of any
parameters that have been specified for the View.

Live Office XI Release 2 User’s Guide 13


2 Getting Started
Using the Business Objects Live Office toolbar

The Refresh command is also available from the View submenu on the
Business Objects menu and from the Business Objects shortcut menu. This
command becomes available as soon as the document contains a View.
Note: You cannot set parameter values for report instances. For details, see
“What are report objects and report instances?” on page 19.

To show or hide the Business Objects Live Office toolbar


• On the View menu, point to Toolbars, and then click Business Objects
Live Office.
The toolbar contains the following options:

Live Office Allows you to import data into the document.


Report View You can choose to insert one of the
following objects:
• A New Report View.
• A New Cube View.
For more information about the objects that
you can insert, see “Importing Data” on
page 17.
View Provides options for modifying the objects
that you inserted.
For information about the options that you
can use, see “Modifying a Report View” on
page 43 and “Modifying a Cube View” on
page 57.
Refresh All Data Refreshes the data of each View in the
document against the source Crystal report,
OLAP report, or Business View. For more
information, see “Refreshing data” on
page 50.
Options Allows you to customize the properties of
Live Office. For more information, see
“Customizing BusinessObjects Live Office”
on page 133.
Help Displays help for Live Office.

14 Live Office XI Release 2 User’s Guide


Getting Started
Using the Business Objects Live Office toolbar 2
Refresh Refreshes the current View against the data
source.
Note: If the Refresh button is not on the
toolbar, you cannot refresh the View. This
can occur if you have logged on to the wrong
BusinessObjects Enterprise system, or if
you do not have the appropriate rights for
the source Crystal report, OLAP report, or
Business View. For more information, see
“Refreshing data” on page 50.
View list Allows you to go to a different View in the
document.
Note: The brackets show the Connection ID
and the View ID of each VIew. For details,
see “Viewing report view properties” on
page 52.
Parameter name Allows you to modify the parameter value(s)
of the inserted View.
Note: For more information, see “Modifying
parameter values” on page 46.

Live Office XI Release 2 User’s Guide 15


2 Getting Started
Using the Business Objects Live Office toolbar

16 Live Office XI Release 2 User’s Guide


Importing Data

chapter
3 Importing Data
Overview

Overview
With BusinessObjects Live Office (Live Office), you can import data from
Crystal reports, OLAP reports, Business Views, and Web Intelligence reports
into Microsoft Office. This process is known as inserting a View.

What objects from a report or document can


be inserted into a View?
In order to plan the reports or report parts to use when creating a View, you
must understand what parts of a Crystal report, OLAP report, or Web
Intelligence report are supported with Live Office.
The following objects can be inserted from a Crystal report into a View:
• Fields (database, formula, parameter)
• Summary fields
• Text objects
• Charts
• Pictures
Note: Sub-reports and cross-tabs are not supported in Live Office. If you
attempt to insert data from a sub-report or cross-tab, you will receive an error
message.
At this time, only fields can be inserted from an OLAP report or Web
Intelligence report.

Size Limits
For each Microsoft Office application that Live Office supports, there is a
maximum number of rows and columns that can exist in a table or worksheet.
This affects how much data you can insert into a view because Live Office
inserts the data in the form of a table or as rows and columns in a worksheet.
These limits are set by the Microsoft Office applications so it is helpful to know
these limits when you plan what data you are going to create a View from.
Microsoft Word
• Maximum rows = 32767
• Maximum columns = 63
Microsoft Excel

18 Live Office XI Release 2 User’s Guide


Importing Data
What are report objects and report instances? 3
• Maximum rows = 65538
• Maximum columns = 258
PowerPoint
• Maximum rows = 50
• Maximum columns = 25

What are report objects and report instances?


When you import data from a Crystal reports or Web Intelligence reports, you
can choose to import data from objects or instances. This section explains the
difference between importing data from objects and importing data from
instances.
A report object is an object that is created with a Crystal report designer (for
example, a report created in Crystal Reports or RAS) or with the Web
Intelligence report panel. An instance is an instance of the object that
BusinessObjects Enterprise generates when users schedule the report.
Report objects contain information from various data sources, such as
databases, Business Views, or universes. When a user publishes a report
object, BusinessObjects Enterprise saves only the structure of the report; that
is, the published report object contains no saved data. The report object
returns data from the underlying data source on demand.
When users schedule a report, BusinessObjects Enterprise generates an
instance of the object. A report instance contains saved data from a data
source. Each instance contains data that is current at the time the report is
processed.
Typically, report objects are designed such that users can schedule several
instances with varying characteristics. For example, if users run a report
object containing parameters, they can schedule one instance that contains
report data from a particular department, and schedule another instance that
contains information from another department, even though both instances
originate from the same report object.
Note: There are no instances of OLAP reports and Business Views; OLAP
reports and Business Views always return the latest data from the underlying
database(s).

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Inserting Views

Inserting Views
To insert a View, you must have the appropriate rights for the source Crystal
report object or instance, Web Intelligence report object or instance, OLAP
report, or Business View.
To insert a View
1. Open a document.
2. Select where you want to insert the View.
3. On the BusinessObjects menu, select New.
4. Click Report View if you want to insert data from a Crystal report, Web
Intelligence report, Business View, OLAP report, or directly from an
OLAP data source.
The Live Office Import Wizard appears. For information about the Wizard,
see “Live Office Import Wizard” on page 20.
If you have not already logged on to BusinessObjects Enterprise, you are
prompted to do so. For more information, see “Logging on to
BusinessObjects Enterprise” on page 12.

Live Office Import Wizard


The Live Office Import Wizard appears when you select Report View from the
BusinessObjects menu.

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Inserting a Report View from a Crystal report 3
The Wizard helps you to select a source Crystal report object, Crystal report
instance, Web Intelligence report object, Web Intelligence report instance,
Business View, or OLAP object, and then set parameters for the View if
needed. To help you quickly find the file you want to create a View from, use
the Search feature.
To use the Search feature
1. Log on to BusinessObjects Enterprise and select a folder. The Search by
Title text box becomes activated.
2. Type the key word or words that you would like to search on.
3. Click the Search button.
Live Office searches in the folder you selected for any file with a title
containing the word(s) you specified.
You can then choose to select the fields of the item that you want to include in
your document and apply filters to the data.
Alternatively, you can select parts of the Crystal report directly from a Report
Viewer. (For more information about Report Viewers, see “Selecting parts of
the report” on page 28.)
You can add several Views in a document, including different Views that use
the same data source.

Inserting a Report View from a Crystal report


You can insert data from an existing Crystal report object, instance, or
Business View. The list of options contains managed reports and Business
Views only. That is, reports and Business Views that are published in
BusinessObjects Enterprise.

Selecting a data source


The first step is to select the report object, report instance, or Business View
that contains the data that you want to view.
To select a data source for the Report View
1. From the BusinessObjects menu, click Report View.
The Live Office Import Wizard appears.
2. In the Live Office Import Wizard, expand a BusinessObjects Enterprise
folder to see a list of Crystal reports or Business Views in that folder.
Crystal reports are located in the Reports folder and Business Views are
located in the Application Objects folder.

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Inserting a Report View from a Crystal report

Note: The list contains only the objects that you have the right to view.
For more information about the rights that you need to use Live Office,
see “Using BusinessObjects Enterprise” on page 12.
3. Expand a report object to see its report instances.
4. Do one of the following, and then click Next.
• Click a Business View to insert a View based on a Business View.
• Click a report object to insert a Report View that shows the data in
the underlying data source.
Note: Because the report object contains no saved data, you can
insert a Report View based on the report object only if you have
refresh rights on the report. If you do not have the right to refresh a
report, you can base the Report View on instances.
• Select from the list of instances below the report object to base a
Report View on a specific instance.
Note: A Report View based on an instance will always show the
same data, unless you base the Report View on the latest instance.
If you want the Report View to show the current data in the
underlying database, select the report object rather than an instance.
Tip:
• Click the plus sign (+) beside the History folder to insert a new
Report View that is based on a data source that you have selected
recently.
The list shows the last 10 data sources that you have selected from
the current CMS. Live Office maintains separate lists for Microsoft
Excel, Microsoft PowerPoint, and Microsoft Word.
• Click the plus sign (+) beside the Current Connections folder to show
the connections to data sources for the Report Views in the
document.
If you select a current connection, the Live Office Import Wizard does
not insert a new Report View but instead modifies the corresponding
Report View in the document.
5. Click Details to display the current parameter values for reports and
report instances.
Note: Business View parameters are not displayed in this dialog box.
6. Click Next.
If you selected a report or Business View that contains parameters, the next
step is “Specifying parameter values” on page 24.

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Inserting a Report View from a Crystal report 3
Note: If the report with parameters contains default parameter values in the
Central Manage Console, no parameter prompt occurs. In this case the next
step is “Logging on to the database” on page 26.
If you selected a report object, a report instance, or a Business View that
does not contain parameters, the next step is “Logging on to the database” on
page 26.

Specifying parameter binding


Live Office allows you to take advantage of the cell binding capabilities in
Microsoft Excel. Parameter binding is a useful way to allow parameter values
to be updated from within a Report View. The parameter is bound to a
particular cell in Excel so that it’s value can be modified without having to
refresh the dataset and modify the parameter in the Specify Parameter Values
dialog box.
Note: You cannot bind parameters with cascading lists of prompts.
To bind a parameter
1. On the Specify Parameter Binding dialog box, click Binded as discrete
values or click Bind as range value.
Note: If the parameter is discrete, then the Binded as discrete values
option is active. If the parameter is a range, then the Bind as range value
option is active.

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Inserting a Report View from a Crystal report

2. Click the Bind Parameter button to open the Bind Parameter dialog box.
3. Click the cell on the Excel worksheet that you would like to bind the
parameter to or type in the value of the cell.
For example, if you want to bind the parameter to the third row of column
B, type $B$3.

4. If you are binding a discrete parameter, go to step 5. If you are binding a


range parameter, repeat steps 2 and 3 for the second parameter value in
the range.
5. Click OK and then click Next. The Specify Parameter Values dialog box
opens.
Now you can use the list in the binded cell to change the parameter value
within your spreadsheet.
Tip: After you have inserted a binded parameter, you can copy and paste the
binded field to any location in your Office application.

Specifying parameter values


If the Report View is based on a report object or Business View that contains
parameters, you can specify the parameter values that are used in the Report
View.
A parameter is a special type of field that prompts users for a value. In Crystal
reports, parameter fields can be added for report title CREATION, record
selection, sorting, and a variety of other uses. With parameter fields, users
can create a single report that can be modified to suit many needs.
For example, in a report used by sales people, a parameter can prompt users
to choose a sales region. The report will then return the results for the specific
region, rather than all regions.
A parameter may have a cascading prompt. That is, a prompt whose final
value is determined through a sequence of choices. For example, you might
first be prompted to pick a country before the choices for region appear. You
might then need to pick a region before the choices for city appear, and so on.

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Inserting a Report View from a Crystal report 3
Note: You cannot specify parameter values for a Report View that is based
on a report instance. Instances use the parameter values that were set when
the report was created or scheduled.
To specify a parameter value
1. In the Specify Parameter Values screen of the Live Office Import
Wizard, select the parameter you want to specify and enter the parameter
value or values in the fields that appear. If null values are allowed, you
can set a parameter to null by clicking OK when there is no value in the
list.

If the parameter contains a cascading list of values as described at the


beginning of this section, you may have to enter several values to reach
the single desired value for use in the Report View.

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Inserting a Report View from a Crystal report

For example, if the parameter prompts you for the city that a product
supplier is located in, you may first need to select the country and region
that the city is located in. This example is illustrated in the following
image.

Note: If a parameter has no current value, you must enter a value for
that parameter before you proceed to the next screen.
2. Click OK.
If the database on which the report or Business View is based requires logon
details, you are prompted to log on. See “Logging on to the database” on
page 26.

Logging on to the database


If the report or Business View uses more than one database, you may need to
enter the logon details for each database in turn. The logon details requested
depend on the type of database.
If you selected a report object or report instance, the next step is “Specifying a
data selection method” on page 26.
If you selected a Business View, the next step is “Selecting fields” on page 27.

Specifying a data selection method


If you insert a Report View based on a Crystal report object or report instance,
you can choose how to select the data:
• Click Select fields from the report if you want to include specific fields
from the report. See “Selecting fields” on page 27.

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• Click Select parts of the report if you want to select items from a view of
the whole report. Using the Report Viewer, you can select individual
items of data or areas of the report. You can also select charts and
pictures. See “Selecting parts of the report” on page 28.

Selecting fields
The Select Fields dialog box does not appear if you have chosen to select
parts of a report.
Select the fields that you want to display in the Report View. You can change
the fields later. For details, see “Modifying fields” on page 48.
Here are some things to know about field selection:
• You can select any combination of available fields and groups for your
Report View.
• If you select fields from a grouped report but do not select a group, the
fields still appear in the grouped order in the Report View.
Note: The names of the fields come from the underlying database, not
from the source Crystal report or Business View.
• Group and summary information is included in the Available fields list
(see To select fields for the Report View) and maintains the order that is
found in the source report or Business View. For example, if you select a
group that is sorted in ascending order, the fields are sorted in ascending
order in the Report View.
• You can choose to display the names or the descriptions of the fields. For
details, see “Changing the field display” on page 139.
To select fields for the Report View
1. In the Available fields list, click a field that you want to include in the
Report View, and then click the right arrow button (>).
The field appears in the Included fields list. Click the Select All button
(>>) to include all the fields.
2. Use the up and down arrows to change the order of the included fields,
as required.
3. Do one of the following:
• Click Next to filter the data in the Report View. See “Filtering data” on
page 27.
• Click Finish to insert the Report View.

Filtering data
This screen does not appear if you have chosen to select parts of a report.

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Inserting a Report View from a Crystal report

You can apply filters to all available fields in the Crystal report or Business
View to restrict the data, even if the fields do not appear in the Report View.
You can apply filters only if you have refresh and edit rights for the source
Crystal report or Business View.
To filter the data
1. In the Filter Data screen of the Live Office Import Wizard, click the field
that you want to filter.
2. Select a suitable operator from the Operators list on the right.
There are many different types of operators that you can choose. You
can further qualify your operator with values from the Values lists. The
options that you are presented with depend on the selected operator.
If you want to filter out null values, you can use the “is NULL” and “is NOT
NULL” operators in combination with other operators. The “is not equal
to” operator also filters out null values.
Note: If you add a filter to a calculated field, you must type in the value,
rather than select from the lists. Live Office cannot retrieve the calculated
values from the underlying database.
3. Click Add Filter.
The filter appears under the field to which it applies.
4. To remove a filter, click the filter, and then click Remove Filter.
5. Click Finish to insert the Report View.
The filter is stored as a comment or bookmark on the field that contains the
filter.
Live Office also uses comments for the context of report parts. See “Selecting
parts of the report” on page 28.
You can change the filters on the Report View. For more information, see
“Working with filters” on page 48.

Selecting parts of the report


You can use the Report Viewer to select parts of a report or to view a selected
View in the original report.
Opening the Report Viewer
When you click Select parts of the report, and then click Finish in the Live
Office Import Wizard, the Report Viewer appears. In the Report Viewer, you
can select individual items of data or areas of the report, including charts and
picture.

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Inserting a Report View from a Crystal report 3
Note: If you select “View Report Source“ from the shortcut menu on a Report
View, the Report Viewer displays the source report. If the Report View
contains part of a report, the Report Viewer highlights the selected part. If
required, you can use the Report Viewer to add other parts of the report to the
document without opening the Live Office Import Wizard.
Drilling down
Double-click a chart or table to drill down on group or summary information.
Inserting items from the report
1. Drag a selection box over an area of the report, or use SHIFT and CTRL,
to select multiple items.
Use the CTRL key to remove items from the selection. You cannot select
the areas that are shaded in red.
Note: If you select an item from a Details section of the report, all the
details in the same section are automatically selected.
2. In the Microsoft Office document, click where you want to insert the
selected data items.
3. To insert the items into the Microsoft Office document, click Insert.
4. If you select the “As table” check box, Live Office displays the selected
items as a table in the document. The resulting table looks like a Report
View that has been created from fields of a report. The Report Viewer
remains open until you click Close.
If you choose to select report parts from a different report, the Report
Viewer updates to display the new report.
Viewing the data
Individual parts of the report are inserted before Details sections. The Details
sections are inserted according to their order in the report. Parts of the report
are separated from their Details sections, so that users can group parts of the
report together into one table.
If you select several items in the report, each item is placed in a single cell of
a table. If you select one item only, Live Office displays the item at its full size
in the document.
Live Office stores the context of the report part as a comment on the Report
View. The context tells you what part of the report a field comes from and
whether or not is a summary. The cell containing the filter is highlighted. You
must ensure that you do not remove the report context, otherwise the data will
become static and you will not be able to update it. If you select several items

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Inserting a View from a Web Intelligence document

and insert them as a table, the inserted data shares the same context.
Comments are also used to display filter information. See “Filtering data” on
page 27.
To hide all comments in the document, click Options on the Tools menu and
then click the View tab. Under Comments, click None.
Editing a formula
If you insert a single cell of data into the document, it is easy to forget what
the data is intended to show. When you insert report parts, you can use the
Edit Formula command to give more information about a cell of data. For
example, if a cell contains data that shows “This Year’s Sales of Carrots,” you
can add that text to the page.
Note: This command is only available when you select parts of a report to
create a View. It is not available when you select fields from a report to create
a View.
To add text to a cell of data
1. Right-click the cell that you want to modify and click Edit Formula.
2. Type the text that you want to display in the cell. For example, type the
following:
This Year's Sales of Carrots
3. Click Insert Value.
The formula is now as follows:
This Year's Sales of Carrots {%value%}, where {%value%} is
the value shown in the cell.
4. Click OK.
5. Refresh the Report View to display the text and the value.

Inserting a View from a Web Intelligence


document
You can insert data from an existing Web Intelligence document or instance.

Setting the Web Service


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

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Inserting a View from a Web Intelligence document 3
To set the Web Service
1. On the BusinessObjects menu click Options.
The Options dialog box opens.
2. Click the WebService tab.
3. Edit the Web Service URL so that it points to the correct CMS.
For example, if the Web Intelligence document you want to insert is on a
CMS called businessobjects01, the Web Service URL should be
http://businessobjects01:8080/dswsbobje/services/session

Selecting a data source


In the Live Office Import Wizard, you select the Web Intelligence report that
contains the data you want to view.
To select a data source for the View
1. From the BusinessObjects menu click New and then click Report View.
The Live Office Import Wizard appears.
2. In the Live Office Import Wizard, expand the BusinessObjects Enterprise
folder to see a list of Web Intelligence documents.
Note: The list contains only the objects that you have rights to view. For
more information about the rights that you must have to use Live Office,
see “Using BusinessObjects Enterprise” on page 12.
3. Expand a document to see its instances.
4. Do one of the following, and then click Next.
• Click a document to insert a View that shows the data in the
underlying data source or data sources.
Note: Because the document contains no saved data, you can
insert a View based on the document only if you have refresh rights
on the data. If you do not have the right to refresh a document, you
can base the View on instances.
• Select from the list of instances below the document to base a View
on a specific instance.
Note: A View based on an instance will always show the same data,
unless you base the Report View on the latest instance. If you want
the Report View to show the current data in the underlying database,
select the document rather than an instance.
5. Click Next.
If you selected a document that contains context, the next step is “Specifying
Context” on page 32.

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If you selected a document that does not contain context, the next step is
“Selecting Fields” on page 34.
If you selected a document that does not contain context or prompts, the next
step is “Selecting Fields” on page 34.

Specifying Context
If context exists in the data source, you must specify the one you want to use
for the Web Intelligence View.
Note: If you selected an instance as your data source, you cannot specify
context.
A context is a defined group of objects in a query that share a common
business purpose. Contexts are used in universes to avoid ambiguous
queries. An ambiguous query is a query that contains objects that can return
more than one kind of information.
For more information about context, refer to the guide Building Reports Using
the Web Intelligence Report Panel or Building Queries Using Web
Intelligence Query - HTML.
To specify context
1. In the Data Source screen, select the data source.
2. In the Values window under Query Context Values, click the context
you want to use for your View.
3. Click Next.

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Inserting a View from a Web Intelligence document 3

If you selected a document that contains a prompt or prompts, the next step is
“Specifying parameter values” on page 24.
If you selected a document that does not contain prompts, the next step is
“Selecting Fields” on page 34.

Specifying prompt binding


Live Office allows you to take advantage of the cell binding capabilities in
Microsoft Excel. Prompt binding is a useful way to allow prompt values to be
updated from within a web intelligence view. The prompt is bound to a
particular cell in Excel so that it’s value can be modified without having to
refresh the dataset and modify the prompt in the Specify Prompt Values
dialog box.
To bind a prompt
1. On the Specify Prompt Binding dialog box, click Binded as discrete
values or click Bind as range value.
Note: If the prompt is discrete, then the Binded as discrete values option
is active. If the prompt is a range, then the Bind as range value option is
active.
2. Click the Bind Parameter button to open the Bind Prompt dialog box.
3. Click the cell on the Excel worksheet that you would like to bind the
prompt to or type in the value of the cell.

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Inserting a Cube View

4. If you are binding a discrete prompt, go to step 5. If you are binding a


range prompt, repeat steps 2 and 3 for the second prompt value in the
range.
5. Click OK and then click Next. The Specify Prompt Values dialog box
opens.
Now you can use the list in the binded cell to change the prompt value within
your spreadsheet.

Selecting Fields
At this point you are prompted to select fields from the Data Provider(s) or
Query(ies) in the report. Select the fields you would like in the View.
Note:
• You can select any combination of available fields and groups for
your Web Intelligence View.
• You can select fields from multiple data providers for a single view.
• If you select fields from multiple data providers, they will be inserted
as separate data sets. That is, the fields from each data provider will
be inserted as a separate data set.
• The Live Office Import Wizard does not indicate whether the field is a
dimension, measure type, or other type of field.
• You can choose to display the names or the descriptions of the fields.
For details, see “Changing the field display” on page 139.
To select fields for the View
1. In the Available fields list, click a field that you want to include in the
View, and then click the right arrow button (>).
2. Repeat step 1 for each field you want to add.
The field appears in the Included fields list. Click the Select All button
(>>) to include all the fields.
3. To change the order of the included fields, use the up and down arrows.
4. Click Finish.

Inserting a Cube View


With Live Office, you can insert data from an OLAP data source by using data
from an existing OLAP report or by connecting directly to a cube.

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For information about inserting data from an existing OLAP report, see “From
an OLAP report” on page 35. For information about how to connect directly to
an OLAP cube, see “From an OLAP data source” on page 37.

From an OLAP report


This method allows you to insert data from an existing OLAP Intelligence
report. The list of options contains only managed reports; that is, reports that
are published in BusinessObjects Enterprise.

Selecting a data source


In the Live Office Import Wizard, you select the OLAP report that contains the
data you want to view in a cube.
To select a data source for the Cube View
1. In the Live Office Import Wizard, expand the BusinessObjects Enterprise
folder to see a list of OLAP reports.
Note: The list contains only the objects that you have the right to view.
For more information about the rights that you must have to use Live
Office, see “Using BusinessObjects Enterprise” on page 12.
2. Click an OLAP report to insert a Cube View that is based on that report
and then click Next.
Note: Because the OLAP report contains no saved data, you can insert
a Cube View only if you have refresh rights on the report.
Tip:
• Click the plus sign (+) beside the History folder to insert a new Cube
View based on a data source that you have selected recently.
The list shows the last 10 data sources that you have selected from
the current Central Management Server (CMS). Live Office
maintains separate lists for Microsoft Excel, Microsoft PowerPoint,
and Microsoft Word.
• Click the plus sign (+) beside the Current Connections folder to show
the connections to the data sources for the Cube Views in the current
document.
If you select a current connection, the Live Office Import Wizard does
not insert a new Cube View but instead modifies the corresponding
Cube View in the document.
• Click Details to display the current parameter values only for Crystal
reports and instances. OLAP report parameters are not displayed in
this dialog box.

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3. Click Next.
If your OLAP report has a data source requiring logon credentials that have
not been saved in BusinessObjects Enterprise, the next step is “Logging on to
the data source” on page 36.

Logging on to the data source


If your data source requires logon credentials that you have not saved in
BusinessObjects Enterprise, the Logon to Data Source dialog box appears.
To log on to the data source
• type your user name and password, and then click OK.
Note: This prompt appears only if the Data Source Logon option is set to
Logon with specific credentials in the Central Management Console (CMC) of
BusinessObjects Enterprise.
If your OLAP report contains parameters, the next step is “Specifying
parameter values” on page 36.
If your OLAP report does not contain parameters, the next step is “Choosing a
worksheet page” on page 37.

Specifying parameter values


If the Cube View is based on an OLAP report that contains parameters, you
can specify the parameter values.
Parameters enable you to pass information into an OLAP report. With
parameters, you can customize OLAP reports for individual users without the
need to construct multiple reports.
You can use parameters to specify the cube, to set the slice member of a
dimension, to specify the active members of row or column dimensions, and
to specify the opening page of the OLAP report.
To specify a parameter value
1. In the Set Parameters dialog box, select a parameter from the Required
tab.
2. Select a value for the parameter and click OK.
3. If more than one parameter exists, repeat steps 1 and 2 for each
parameter, and then click OK.
Related topics:
• “Modifying Parameter Values” on page 59

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Inserting a Cube View 3
For information about parameter binding, see “Specifying parameter binding”
on page 23.

Choosing a worksheet page


The “Choose a worksheet page” screen in the Live Office Import Wizard
allows you to select which worksheet you want to base your Cube View on.
You can choose only one worksheet for each Cube View.
To choose a worksheet page
• Click the worksheet that you want to base your Cube View on and click
Next.

Reorienting the cube view


The “Reorient the cube view” screen allows you to manipulate the OLAP data
in your Cube View the same way you would within OLAP Intelligence. You
can swap dimensions, apply filters, change the formatting, and add calculated
members directly from within your document.
For more information on how to reorient your Cube View, see “Reorienting a
Cube View” on page 65.

From an OLAP data source


Live Office allows you to choose a connection to an OLAP cube directly from
the Live Office Import Wizard, to create a viewpoint directly within your
document.
You can insert OLAP data as a table with limited editing capabilities once it
has been inserted into your document. You can also insert the data so that
you have the ability to modify the view of the data just as you would in OLAP
Intelligence.
Live Office offers full OLAP Intelligence functionality within your Office
documents. For more information on how to modify a Cube View, see
“Modifying a Report View” on page 43 and “Modifying a Cube View” on
page 57.
To create a Cube View with the Live Office Import Wizard
1. Expand the Direct OLAP Connections folder.
2. Expand the OLAP server that you want to use to create your Cube View.

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If no OLAP servers are listed, click Add Server to add one. For
information on how to add an OLAP server, see “Adding OLAP Servers”
on page 38.
3. Select a cube and click Next.
4. Make any required changes to the Cube View in the Reorient Cube View
screen that appears, and then click Finish. For information about
modifications you can make, see “Reorienting a Cube View” on page 65.

Adding OLAP Servers


Live Office allows you to make a direct connection to an OLAP server from
your document. This connection allows you to collect current cube data
without leaving your document.
Connecting to a Microsoft OLAP data source
You can use a local cube (CUB) file, or a server that provides Microsoft SQL
Server OLAP Services or Microsoft SQL Server 2000 Analysis Services.
To establish a valid connection to an HTTP Cube server you must specify the
full URL, including the http or https prefix. Even if the URL is invalid, the new
server appears in the list of available servers on the Data Source screen in
the Live Office Import Wizard.
For HTTP cubes, the server checks the authentication of the user who
requests the connection. If the password or user name is wrong, then the
server defines how an anonymous user is logged on. This is also the case
when a password or user name is blank.
For more information, see Microsoft’s documentation for Analysis Services,
which is available either as part of your Microsoft OLAP installation, or on the
MSDN Website at http://msdn.microsoft.com/library. The relevant section is
called “Connected to Analysis Services.”
To connect to a Microsoft OLAP data source
1. On the Data Source screen of the Live Office Import Wizard, click Add
Server. The Connection Properties dialog box opens.
2. On the Server Type list, click either Microsoft OLE DB Provider for OLAP
Services, or Microsoft OLE DB Provider for OLAP Services 8.0.

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Inserting a Cube View 3
3. In the Server Options area, click the type of OLAP cube that you want:

OLAP Server The cube is held on an Analysis Server.


type the Server Name, User Name, and Password in the
boxes.
Local Cube The cube is stored as a CUB file on the local computer.
file (.CUB) Browse to the location of the CUB file.
HTTP Cube Sometimes referred to as an iCube, this type of cube is
held on an Analysis Server that is accessible through
HTTP.
type the URL, User Name, and Password in the boxes.
4. Click Test Connection to check that your connection details are valid.
5. In the Caption box, type a name or description for your cube connection.
6. Click OK.
Connecting to a Holos data source
You can access Holos servers that have been configured in one of two ways:
• Using Open OLAP—the Holos server has been registered with a name
service, and is available for stand-alone use. For more information about
Open OLAP, see the Holos Integration Guide, which is supplied with
Holos 9.
• Using BusinessObjects Enterprise—the Holos server is registered with
BusinessObjects Enterprise. For more information about
BusinessObjects Enterprise, see the BusinessObjects Enterprise
Administrator’s Guide.
Connecting to Holos servers using Open OLAP
To connect to Holos servers with Open OLAP
1. On the Data Source screen of the Live Office Import Wizard, click Add
Server. The Connection Properties dialog box opens.
2. Click Advanced.
3. Click Using Open OLAP.
4. In the Name Service Host box, type the name of the computer that is
running the name service. Ask your system administrator if you are not
sure what to enter here.
5. In the Name Service Port box, enter the number of the TCP/IP port that
the name service is running on. Again, you may need to ask your system
administrator what to type.

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Inserting a Cube View

6. Click OK.

7. On the Server Name list, click the Holos server you want.
8. Click either Use Enterprise authentication or Use system
authentication.
9. In the User Name box, type your user name.
10. In the Password box, type your password.
11. Click Test Connection to check that your connection details are valid.
12. In the Caption box, type a name or description for your cube connection.
13. Click OK.
Connecting to Holos servers using BusinessObjects Enterprise
To connect to Holos servers with BusinessObjects Enterprise
1. On the Data Source screen of the Live Office Import Wizard, click Add
Server.
The Connection Properties dialog box opens.
2. Click Advanced.
3. Click Using BusinessObjects Enterprise.
4. In the System box, type the name of the computer that is running
BusinessObjects Enterprise.

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Inserting a Cube View 3
Ask your system administrator if you are not sure what to type here. If
BusinessObjects Enterprise does not use the default port number, type
the port number in the Port box.
5. Click OK.
6. On the Server Name list, click the Holos server that you want to connect
to.
7. Click either Use Enterprise authentication or Use system
authentication.
8. In the User Name box, type your user name.
9. In the Password box, type your password.
10. Click Test Connection to check that your connection details are valid.
11. In the Caption box, type a name or description for your cube connection.
12. Click OK.
Connecting to an Essbase or DB2 data source
You must have a Hyperion Essbase client installed to connect to an Essbase
or DB2 server. You only need the Runtime Client. You must also have the
correct version of the driver installed for the client that you are using. See the
OLAP Intelligence Installation Guide for more details.
To connect to an Essbase or DB2 data source
1. On the Data Source screen of the Live Office Import Wizard, click Add
Server.
The Connection Properties dialog box opens.
2. Click Advanced.
3. Click Direct to OLAP server.
4. Click OK.
5. On the Server Type list, do the following:
• Click IBM DB2 OLAP Server (Local client) for DB2 data.

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Inserting a Cube View

• Click Hyperion Essbase (Local client) for Essbase data.

6. In the Server box, type the name of the server.


7. In the User Name box, type your user name.
8. In the Password box, type your password.
9. Click Test Connection to check that your connection details are valid.
10. In the Caption box, type a name or description for your cube connection.
11. Click OK.

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Modifying a Report View

chapter
4 Modifying a Report View
Overview

Overview
Many features in BusinessObjects Live Office (Live Office) allow you to
modify and format the Report Views.
If you use Microsoft Office functionality to modify a Report View, Live Office
can overwrite these changes when you refresh the View.
You can have many Report Views in a document, including several different
Views of the same data. You can refresh each Report View individually, or
refresh all Report Views at once.
For more information on refreshing Report Views, see “Refreshing data” on
page 50.

Understanding the Report View layout


The formatting of a Report View depends on how the data is inserted into an
Office application. When you insert report fields to create a Report View , cells
containing data have a yellow background by default. If you insert report parts
to create a Report View, the view retains the original report’s formatting
You can change the colors and fonts in the View using the standard Microsoft
Office commands.
When you refresh the Report View, Live Office recreates the entire View to
ensure that the data remains synchronized with the source Crystal report or
Business View.
Note: We recommend that you use Live Office functionality to modify the
Report View. If you use Microsoft Office functionality to modify a Report View,
Live Office can overwrite these changes when you refresh the Report View.
To insert a row or column into a Report View
1. Click a cell in the row of the view immediately below where you want the
new row.
2. On the BusinessObjects menu, click Report View > Insert > Row.
The row is added above the selected cell.
Note:
• The procedure is the same for inserting a column, except that you
point to Insert, and then Column. Columns are added to the left of the
selected cell.

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Modifying a Report View 4
• By default, the Business Objects shortcut menu replaces the
Microsoft Office shortcut menu when you right-click a Report View.
For details about how to change this, see “Customizing the shortcut
menu” on page 136.

Modifying a Report View


Changing the data source
If a Report View is based on a report object, you can change the data source
to base it on a specific instance of the same report. Similarly, if a Report View
is based on a specific report instance, you can change the data source to
base it on a report object.
To change the data source of a Report View
1. Right-click the Report View.
2. On the shortcut menu that appears, select View, and then Data Source.
The “Select Data Source” dialog box appears. This dialog box displays
the following information:
• The name of the report object.
• A list of report instances, along with the times that the instances were
scheduled. (The list contains only the report instances that you have
the right to view.)
3. Select the report object or a report instance.
Tip:
• If you select “Latest instance”, the Report View displays the data
from the latest instance to which the user has access.
• Click Details to display the current parameter values for the report
object or the selected instance.
4. Click OK.
If you change to a report object that uses parameters, Live Office
prompts you to specify the parameter values. For details, see “Modifying
parameter values” on page 46.
5. If necessary, change the parameter values and click OK.

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Modifying a Report View

Viewing the original report


If you select “View Report Source” from the shortcut menu on a Report View,
the Report Viewer displays the source report. If the Report View contains part
of a report, the Report Viewer highlights the selected part.
Note: This option is not available if the Report View is based on a Business
View.

Smart Tags
Live Office supports Microsoft Office Smart Tags in Microsoft Excel 2003.
Smart Tags allow you to view the Report View source in InfoView.
To navigate to the source object
1. Click a heading in the report view and you will see the Smart Tag icon
appear.
2. Move your mouse over the icon until an arrow appears.
3. Click the arrow to reveal the submenu.
4. Click Live Office and then click Navigate to Object.
InfoView opens and displays the source report. If the report contains any
parameters that require user input, you will be prompted for this information
before the report is displayed.

Modifying parameter values


If the Report View is based on a report object or Business View that contains
parameters, you can specify the parameter values used in the Report View.
You can change the parameter values when you insert the Report View or
you can change the values later if the parameter does not have a cascading
prompt. You cannot modify a parameter with a cascading prompt after it has
been added .If you do not specify parameter values when you insert the View,
Live Office uses the current parameter values.
You can change the Live Office options so that you are prompted for the
parameter values when you refresh the data. You can also use commands on
the shortcut menu and the Navigation Bar to modify the parameters.
Note: You cannot specify parameter values for a report instance. A report
instance contains the parameter values that were specified when the instance
was scheduled.

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Modifying a Report View 4
To modify parameter values each time a report view is refreshed from
the Live Office Navigation bar
1. On the BusinessObjects menu, click Options.
2. In the Options dialog box, click the General tab.
3. Select Prompt for parameters on data refresh.
4. Click OK.
When you refresh any report view using the refresh button on the Live Office
Navigation bar, the Specify Parameter Values dialog box opens and allows
you to modify the parameter values.
For more information about setting parameter values, see the following
procedure.
Note: You cannot modify parameters with cascading lists of prompts.
To modify parameter values for a specific view
Note: If the parameter has a cascading prompt, you cannot modify once
it has been inserted into the report view.
1. Right-click the report view and click Refresh.
2. Click Refresh with new prompt values...
The Specify Parameter Values dialog box opens.
3. Change the parameter value as required and click OK.
To access the calendar for a date parameter, click the drop-down arrow
beside the date. If the date parameter can take only discrete values, then
you must select a date from the list.
4. If the source database requires logon details, enter the logon details and
click OK.
To remove a parameter value
1. Right-click the Report View and click Refresh with new prompt values.
The Specify Parameter Values dialog box opens.
Tip: If you want to remove a specific parameter value, click the
parameter in the Navigation Bar.
2. Select the parameter values that you want to remove and click Remove.
To modify parameter binding options
1. Right-click the report view and click View.
2. Click Modify Parameters to open the Specify Parameter Binding dialog
box.
3. Modify the parameter binding as required and click OK.

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To remove parameter binding


1. In the Report View, right-click the cell that contains the binded parameter.
2. Click View and then click Modify Parameters...
The Specify Parameter Binding dialog box opens.
3. Click Unbinded and then click OK.

Modifying fields
You can add or remove fields from a Report View that is based on a Crystal
report, a report instance, or a Business View.
Use the Report Viewer to modify a Report View that is based on parts of a
report. See “Selecting parts of the report” on page 28 for details.
To modify fields in a Report View
1. Click any cell in the Report View that you want to modify.
2. On the BusinessObjects menu, click Report View > Field > Add/
Modify to open the Report View Expert.
3. Do one of the following:
• To add a field, select it in the Available fields list; then click the right
arrow (>).
• To remove a field, select it in the Included fields list; then click the
left arrow (<).
4. To change the order of the included fields, use the up and down arrows.
5. Click OK to apply the changes.
To remove a field from a Report View
1. In the Report View, click any cell in the field or column that you want to
remove.
2. On the BusinessObjects menu, click Report View > Field > Remove.

Working with filters


You can add, modify, and remove filters from a Report View. You can apply
filters to any field in the source Crystal report or Business View, even if the
field is not displayed in the Report View.
You can add or modify filters only if you have refresh and edit rights on the
source Crystal report or Business View.

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To add or modify a filter
1. Click a cell in the Report View that you want to modify.
2. On the BusinessObjects menu, click Report View > Filter > Add/
Modify.
Tip: This command is also available on the BusinessObjects shortcut
menu and the Report View submenu of the Live Office toolbar.
3. In the Report View Expert, click the field that you want to filter.
4. If you want to modify an existing filter, click the filter.
5. Select a suitable operator from the Operators list on the right.
There are many different types of operators that you can choose. You
can further qualify your operator using the values lists. The options that
you are given depend on the selected operator.
If you want to filter out null values, you can use the “is NULL” and “is NOT
NULL” operators in combination with other operators. The “is not equal
to” operator also filters out null values.
Note:
• If you add a filter to a calculated field, you must type in the values
rather than selecting from the lists. Live Office cannot retrieve the
calculated values from the underlying database.
• If you format individual cells in a Report View and then change the
filters, the formatted cells may disappear from the amended view.
6. Click Add Filter to add the filter to the field, or Update Filter to modify
the existing filter.
The filter appears under the field to which it applies.
7. Click OK to apply the changes.
To remove a filter
1. Click a cell in the Report View that you want to modify.
2. On the BusinessObjects menu, click Report View > Filter > Add/
Modify.
Tip: This command is also available on the Business Objects shortcut
menu and the Report View submenu of the Live Office toolbar.
3. In the Report View Expert, click the filter that you want to delete.
4. Click Remove Filter, and then click OK.
To remove all filters on a selected field
1. In the Report View, click any cell in the field that contains the filters.
2. On the BusinessObjects menu, click Report View > Filter > Remove.

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Modifying a Report View

Note: This removes all the filters from the selected field. It does not
remove all the filters from the Report View.

Focusing on and excluding field values


You can focus on one field value without having to use the Report View
Expert. For example, if the Report View contains information on a range of
hats, you might have three fields containing the following information: Size,
Color, and Price. The hats might come in four colors: red, black, blue, and
green. If you want the Report View to display the size and price for the black
hats only, you could use the Focus On Value command to return that
information. Alternatively, you can use the Exclude Value command to
exclude specific values.
To focus on a value
1. Click the cell containing the value that you want to focus on.
2. On the BusinessObjects menu, click Report View > Filter > Focus On
Value.
The Report View now displays size and price information for black hats.
To restore the default view, remove the filter.
To exclude a value
1. Click the cell containing the value that you want to exclude.
2. On the BusinessObjects menu, click Report View > Filter > Exclude
Value.
Live Office removes from the Report View the rows in that field containing
the selected value. In this example, all red hats disappear from the field.
To restore the default view, remove the filter.

Refreshing data
You can refresh the data in a Report View against the data source. This
allows you to keep the most up to date data in your view.
The source Crystal report can be a report object, a specific instance of the
report, or the latest report instance to which you have access. For more
information about instances, see “What are report objects and report
instances?” on page 19.

Methods of refreshing data


There are two methods of refreshing data in Live Office.

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Modifying a Report View 4
• You can refresh the view by clicking the refresh button on the Live Office
tool bar, the view is refreshed using the parameter prompt option that is
set in the Options dialog box. For information about this option, see
“Changing general display settings” on page 137.
• You can also refresh the view by clicking View and then Refresh on the
BusinessObjects menu. From here you can choose whether or not to be
prompted for new parameter values, see “Modifying parameter values”
on page 46.
Note: There are no instances of Business Views; Business Views always
return the latest data from the underlying databases.

Refreshing a single Report View


There are two ways to refresh a single report view within an Office
application.
Refreshing from the toolbar
1. Click any cell in the Report View.
2. Click the Refresh button on the Live Office toolbar.
For more details about this option see “Using the Business Objects Live
Office toolbar” on page 13.
If parameters exist in the view, you will only be prompted for new values if
the Options dialog box has the option Prompt for parameters on data
refresh selected.
Refreshing from the BusinessObjects menu
1. On the BusinessObjects menu click View and then click Refresh.
2. Click Refresh with current prompt values or Refresh with new
prompt values depending on whether or not you want to modify the
parameter values.

Refreshing all Report Views


If there is more than one view in your Office application and you want to
refresh them all simultaneously, click the Refresh all data button on the Live
Office toolbar.
If parameters exist in the view, you will only be prompted for new values if the
Options dialog box has the option Prompt for parameters on data refresh
selected.

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Modifying a Report View

Results of refreshing data


The data that gets returned when you refresh a view depends on the type of
object that was used as the source of the view.
When you refresh a Report View that is based on a report object, Live Office
returns the latest data from the underlying database or databases.
When you refresh a Report View against a specific instance, Live Office
returns the data contained in the instance, not necessarily the latest data.
When you refresh a Report View against the latest instance, Live Office
returns the data contained in the latest instance to which you have access.
You can change the Live Office options so that you are prompted for
parameter values when you refresh the data. This occurs only for a source
report object or Business View that contains parameters. See “Modifying
parameter values” on page 46.

Removing a Report View


You can remove a Report View from the document. Note that you cannot
undo this action. Once you have removed a Report View, you have to insert a
new Report View to see the data again.
To remove a Report View from the document
1. Click any cell in the Report View that you want to remove.
2. On the BusinessObjects menu, click Report View > View > Remove.

Viewing report view properties


You can display the properties for the Report View and the selected cell.
To view the properties of a Report View
1. Right-click a cell or section in the Report View to open the shortcut menu.
2. Point to View, and then click Properties.
The Properties dialog box appears. The properties shown depend on the
type of cell you selected.
• System
The name of your BusinessObjects Enterprise system.
• User Name
The name of the user who published the Crystal report or Business
View.

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• Report
The name of the source Crystal report.
• Business View
The name of the source Business View.
• Connection Id
The identifier for the connection.
Note: Several items in the document can use the same connection.
The Connection Id and View Id are shown in brackets next to the
Report View name in the Navigation Bar.
• View Id
The View Id shows the type of data displayed in the Report View:
0 - The data is based on part of a report that is not a Details
section.
1 - The data is based on fields.
2 - The data is based on a Details section of a report.
• Field
Shows the source field for the selected cell of data.
• Group Path
If the Report View shows a group of data, the group path shows the
context of the data in the source report. For example, if the group
path shows
/Country[USA]/Region[CA], this means that Report View shows
part of the report in which the Country field is set to “USA” and the
Region field is set to “CA”.
• Data Context
If the Report View shows part of a report, this shows the context of
the data in the source report. For example, if the group path shows
/Country[USA]/Region[CA], this means that Report View shows
part of the report in which the Country field is set to “USA” and the
Region field is set to “CA”.
• Latest Instance
Whether the Report View is based on the latest instance.
• Instance Time
The time the instance was created.
• Value
The information displayed in the selected cell.

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• Type
The type of information in the selected cell. For example, date,
string, or integer.
3. Click OK.
4. View Options

View Options
Live Office allows you to view and modify the appearance and refresh options
of your Report View
To view and modify the view options of a Report View, go to View > View >
Options on the BusinessObjects menu. The View Options dialog box opens.
Note: The settings in this dialog apply only to the current View. For global
settings see “Options dialog box” on page 148.
There are various settings:
• Conceal data when saving
• Latest instance
This shows the latest instance data regardless of the user that
scheduled it
• Latest instance by user
This shows the latest instance data based on the user that scheduled
it or the user that it was scheduled “On behalf of“. For example, if the
administrator schedules a report on behalf of User1, the instance has
the ScheduledBy property of User1not the administrator.
• Keep user format when refreshing
This option maintains the formatting applied to the Report View or
Cube View after it was inserted using report parts. If a view is
inserted by selecting fields from a report, user formatting is always
kept.
• Use report format
This option is available if the View is inserted from report parts. If it is
selected, the report formatting will be applied from the original report
and any user formatting that is added to the View will be lost.
Note: For Cube Views, the data grid formatting is reapplied from the
original report but the slice view and other regions in the Cube View
are not reformatted from the original report.

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Chart drill-down
In Live Office you are able to drill into a chart that is inserted as a report part
in Excel. That is, you can click a chart and view another chart that the original
chart is linked to. For this feature to work, the charts must be defined as
report parts and linked in the original Crystal report by a hyperlink.
Note: Drilling down on group charts is not supported in Live Office. That is,
drilling down on a chart to reveal hidden report sections.
To drill down on a chart, right-click the chart, click Drill and then click Drill
Down. The report data is refreshed to show the second chart. if more than two
charts are linked together in the original report, you can do the same thing on
the second chart to display the next linked chart, and so on.
To drill up on a chart, right-click the chart and click Drill Up to return to the
chart one level above the current chart, or click Back to Original to return to
the first chart.
Note: This feature supports drilling down to other charts only. Drilling down to
other report parts such as text object or crosstabs is not supported.

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Modifying a Cube View

chapter
5 Modifying a Cube View
Overview

Overview
There are many features in BusinessObjects Live Office (Live Office) that
allow you to modify and format your Cube View. You are able to refresh data,
add or remove columns and rows, and change the view layout from within
your document.
If you use Microsoft Office functionality to modify a Cube View, Live Office can
overwrite these changes when you refresh the View.
Note: You can have many Cube Views in a document, including several
different Views of the same data.
This chapter focusses on the functionality found in the Reorient cube view
screen. For information on modifying your Cube View, see “Modifying a Cube
View” on page 57.

Understanding the Cube View layout


When you insert a Cube View, cells containing data have a yellow
background by default. You can change the colors and fonts in the View using
the standard Microsoft Office commands.
When you refresh the Cube View, Live Office recreates the entire View to
ensure that the data remains synchronized with the source Olap data.
Note: We recommend that you use Live Office functionality to modify the
Cube View. If you use Microsoft Office functionality to modify a Cube View,
Live Office can overwrite these changes when you refresh the Cube View.
To insert a row or column into a Cube View
1. Click any cell in the row of the Cube View immediately below where you
want the new row.
2. On the BusinessObjects menu, click View > Insert > Row.
The row is added above the selected cell.
Note:
• The procedure is the same for inserting a column, except that you
point to Insert, and then Column. Columns are added to the left of the
selected cell.
• By default, the BusinessObjects shortcut menu replaces the
Microsoft Office shortcut menu when you right-click a Cube View. For
details about how to change this, see “Customizing the shortcut
menu” on page 136.

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Modifying a Cube View
Refreshing the data
Live Office allows you to refresh your Cube View against the data source to
remove any incorrect changes that may be made to the Cube View before it is
resaved.
For example, if a value is incorrectly edited and you want to restore the value,
refreshing the Cube View removes the change that was made by restoring
the original value.
To refresh the Cube View
1. Click anywhere on the Cube View.
2. On the BusinessObjects menu, click View, and then Refresh.
Tip: You can also right-click anywhere on the Cube View and select
Refresh on the shortcut menu.

Editing the MDX


Live Office allows you to view the Multidimensional Expression (MDX) that is
used to construct the Cube View. This can be helpful to understand why data
is returned or displayed the way it is in the Cube View.
Note: The Edit MDX option is for viewing purposes only. Manually changing
the MDX is not supported.
To view the MDX
1. Click anywhere on the Cube View.
2. On the BusinessObjects menu, click View, and then Edit MDX.
Tip: You can also right-click anywhere on the Cube View and select Edit
MDX on the shortcut menu.

Modifying Parameter Values


If the Cube View is based on a OLAP report object that contains parameters,
you can specify the parameter values used in the Cube View. You can
change the parameter values when you insert the Cube View or you can
change the values later. If you do not specify parameter values when you
insert the View, Live Office uses the current parameter values.

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You can change the Live Office options so that you are prompted for the
parameter values when you refresh the data. You can also use commands on
the shortcut menu and the Navigation Bar to modify the parameters.
Note: You cannot specify parameter values for a report instance. A report
instance contains the parameter values that were specified when the instance
was scheduled.
To modify parameter values each time a cube view is refreshed
1. On the BusinessObjects menu, click Options.
2. In the Options dialog box, click the General tab.
3. Select Prompt for parameters on data refresh.
4. Click OK.
When you refresh any cube view, the Specify Parameter Values dialog box
opens and allows you to modify the parameter values.
For more information about setting parameter values, see the following
procedure.
Note: You cannot modify parameters with cascading lists of prompts.
To modify parameter values
Note: If the parameter has a cascading prompt, you cannot modify once
it has been inserted into the cube view.
1. Right-click the cube view and click Refresh.
2. Click Refresh with new prompt values...
The Specify Parameter Values dialog box opens.
3. Change the parameter value as required and click OK.
To access the calendar for a date parameter, click the drop-down arrow
beside the date. If the date parameter can take only discrete values, then
you must select a date from the list.
4. If the data source requires logon details, enter them and click OK.
To remove a parameter value
1. Right-click the cube view and click Refresh with new prompt values.
The Specify Parameter Values dialog box opens.
Tip: If you want to remove a specific parameter value, click the
parameter in the Navigation Bar.
2. Select the parameter values that you want to remove and click Remove.
To modify parameter binding options
1. Right-click the cube view and click View.

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2. Click Modify Parameters to open the Specify Parameter Binding dialog
box.
3. Modify the parameter binding as required and click OK.
To remove parameter binding
1. In the cube view, right-click the cell that contains the binded parameter.
2. Click View and then click Modify Parameters...
The Specify Parameter Binding dialog box opens.
3. Click Unbinded and then click OK.
To remove parameter binding
1. In the cube, right-click the cell that contains the binded parameter.
2. Click View and then click Modify Parameters...
The Specify Parameter Binding dialog box opens.
3. Click Unbinded and then click OK.

Removing a Cube View


You can remove a Cube View from the document. Note that you cannot undo
this action. Once you have removed a Cube View, you have to insert a new
Cube View to see the data again.
To remove a Cube View from the document
1. Click anywhere in the Cube View that you want to remove.
2. On the BusinessObjects menu, click View, and then Remove.

Formatting and Layout Options


Live Office allows you to view and modify the layout and formatting of your
Cube View.
To change layout and formatting options
1. Click anywhere in the Cube View.
2. On the BusinessObjects menu, click View, and then Options.
Tip: You can also right-click anywhere on the Cube View and select
Options on the shortcut menu.
The View Options dialog box appears.

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• Show slice panel


Allows you to choose whether to show the slice panel in the Cube
View or not. By default the slice panel is displayed vertically.
• Use a horizontal slice panel
Changes the slice panel to display horizontally in the Cube View
instead of vertically.
• Show column dimension heading
Allows you to choose whether to show or hide the column dimension
heading in the Cube View.
• Show row dimension heading
Allows you to choose whether to show or hide the row dimension
heading in the Cube View.
• Keep user format for data grid when refreshing
Maintains formatting selections regardless of what is in the cube.
• Keep user format for member headings when refreshing
Maintains formatting selections regardless of what is in the cube.
• Indent child member headings
Indents child member headings when you drill down.

Viewing cube view properties


You can display the properties for members and cells.
To view the properties of a member or cell
1. Right-click the member or cell to open the shortcut menu.
2. Click Properties.
The Properties dialog box appears. The properties shown depend on
whether you selected a cell or a member.
• Cell Properties
• Formatted Value
The information displayed in the selected cell rounded up.
• Value
The information displayed in the selected cell.
• Member Properties

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• Caption
The caption that is specified for the selected member. For more
information see “Changing member captions” on page 81.
• Name
The name of the selected member as specified in the data
source.
• Unique Name
The unique member name stored in the cube.
• Description
The unique member description stored in the cube.
• Level Name
The name of the drill-down level the selected member is in.
• Level Depth
The number of the drill-down level that the selected member is
in.
• Drilled Down
Indicates whether or not the selected member is drilled down on.
• Child Count
The number of child members under the selected member.
• Type
The source of the selected member. It could be from the server,
the cube, or a user calculation.

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chapter
6 Reorienting a Cube View
Overview

Overview
There are many features in BusinessObjects Live Office (Live Office) that
allow you to modify and format your Cube View.
You can modify a Cube View before or after you insert it into a your document
by using the functionality of the Reorient cube view screen in the Live Office
Import Wizard.
To access the Reorient cube view screen from your Cube View
• Right-click a member and select Change View on the shortcut menu.
If you use Microsoft Office functionality to modify a Cube View, Live Office can
overwrite these changes when you refresh the View.
You can have many Cube Views in a document, including several different
Views of the same data.
This chapter focusses on the functionality found in the Reorient Cube View
screen. For information on modifying your Cube View, see “Modifying a Cube
View” on page 57.

Swapping dimensions
You can swap dimensions with others to reorient the view of data in the Cube
View. You can drag and drop dimensions to swap them or use the commands
on the shortcut menu.
You can swap a row or column dimension with one of the slice dimensions, or
with another row or column.
To swap rows with columns
1. Right-click a row or column dimension and then click Change View to
open the Reorient cube view dialog box.
2. Right-click a row or column dimension and click Swap Rows with
Columns on the shortcut menu.
The data in the Cube View updates to show the new orientation.
3. Click OK.
The document now shows the new orientation.
To swap two dimensions
1. Right-click a row or column dimension and then click Change View to
open the Reorient cube view dialog box.

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2. Point to the dimension that you want to move, and drag it to the
dimension that you want to swap.
3. When the cursor changes to the swap symbol, release the mouse button
to swap the two dimensions:

Tip: You can also right-click the dimension you want to move, and click
Swap With on the shortcut menu.
The data in the OLAP Viewer updates to show the new orientation.
4. Click OK.
The document shows the new orientation.

Swapping dimensions containing sorts and filters


If you sort or filter a row dimension, and then swap the row with a column
dimension, the filter moves with the dimension. The filter also moves with the
dimension if you change a column to a row.
See “Sorting data” on page 94 and “Filtering and sorting data” on page 90 for
more information on sorting and filtering.

Stacking dimensions
Displaying two or more dimensions in a particular row or column in the OLAP
View is known as stacking dimensions. When you stack dimensions, the one
nearest the cells is called the inner dimension, and any others are called the
outer dimensions.
You can stack dimensions using the following commands from the shortcut
menu:

Move To Choose Row, Column or Slice from the submenu to move


the selected dimension.
Add Before Choose a dimension member from this submenu. The
dimension you are moving is inserted before this dimension.
Add After Choose a dimension member from this submenu. The
dimension you are moving is inserted after this dimension.
Alternatively, you can use the drag-and-drop method.

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To stack dimensions
1. Point to the dimension that you want to move and drag it to a row or
column.
You can place a dimension over a row or column, or over a slice at the
bottom of the OLAP Viewer or in the Slice Navigator. There must always
be at least one dimension left in a row or column.
2. When the cursor changes to an arrow symbol, release the mouse button:

The arrow symbol indicates where the dimension appears: you can add
the dimension above or below a column dimension, or on the left or right
of a row dimension.
The data in the OLAP Viewer updates to show the new orientation.
3. Click OK.
The document shows the new orientation.
When moving a dimension to the slice dimension area at the bottom of the
OLAP Viewer or to the Slice Navigator, you can set the slice member by
dragging the appropriate row or column member heading. See “Changing the
slice of data” on page 77 for more information on altering the active slice
member.
Note: You can only apply sorting, filtering, and exception highlighting to inner
dimensions on stacked dimensions.

Removing a stacked dimension


If you no longer want to display a dimension as a stacked row or column, drag
the dimension to the slice dimension area at the bottom of the OLAP Viewer.

Changing the order of stacked dimensions


You can change the order of the dimensions in a row or column by swapping
the dimensions.

Selecting row and column members


You can use the Member Selector to set the active members for your row and
column dimensions. If you are only interested in a subset of your business
data, use the Member Selector to display only those members.

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To set row and column members
1. Right-click a member and select Change View from the submenu.
2. Click the down-arrow button beside the dimension name to open the
Member Selector.
The member list is automatically expanded to display all of the members
that are currently displayed in the Cube View.

3. Select the check boxes for each of the members that you want to see in
your Cube View.
• Expand hierarchies by clicking the plus symbol, if required.
• Glance down the levels to make sure that only the members you
want are selected. If a parent member is not selected, this does not
necessarily mean that child members are not selected. Child
members can still be selected, even if the parent member is not
selected.
• Use the Member Selector commands to help you pick the members
you want more quickly. The following section describes these
commands.
4. Close the Member Selector when you have completed your selection.

Using the Member Selector toolbar commands


The toolbar contains a number of commands to help you select members
quickly.
Toolbar
The Member Selector toolbar contains the following commands:

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Selection menu Change the selected members. See “Select


menu” on page 70.

Select Display Select from the following: Hierarchy, Sort


Mode Ascending, and Sort Descending.
See “Sorting data” on page 94.
Select Hierarchy Display a list of hierarchies (if more than one
hierarchy is available from the cube).
New Favorite Add a new favorite group to the Favorites
Group folder of the associated dimension.
Display Select Caption, Name, or Caption : Name
Members Using to specify the member display mode for the
Member Selector.
Search Search for members.

Select menu
The following commands are available from the Select menu on the Member
Selector toolbar. Click the down-arrow button next to Select to display these
commands.

Select All Selects all the members in the dimension. This is useful
Members if you want to select the majority of members. After you
select all members, clear the members you don’t want.
Select None Clears all selections.
Invert Selection Selects the members not selected, and clears the
members that were selected.
Select All Top Selects the members in the top level.
Members

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Select All Selects all members at a certain level. Select the level
Members at you want from the Level Selector window. To select
Level x multiple levels, hold down SHIFT or CTRL and select the
member levels you want.
Select All Base Selects all members at the lowest level.
Members
Move Selection Moves the selection from the parent member to the
Down One Level children.
Move Selection Moves the selection from the child member to the parent.
Up One Level
Save As Favorite Creates a new favorite group containing the selected
members.
You can select more than one member by holding down
the SHIFT or CTRL key.
Note: After you have used one of these commands, its symbol appears on
the Select button on the toolbar so that you can choose it quickly.

Using the Member Selector shortcut menu


You can use the Member Selector shortcut menu to make selections quickly.
To display this menu, right-click a member in the Member Selector. The
following commands are available:

Select All Members Selects all the members on this level of the hierarchy.
at This Level
Add Parent to Adds parent members to the selection. You can
Selection choose from:
• One level: Adds the immediate parents of the
members you have selected.
• All levels: Adds all parents of the members you
have selected.
• Custom: Displays the Level Selector. Select the
level or levels of parent members you want to
add. Use CTRL and SHIFT to select multiple
levels.

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Add Children to Adds child members to the selection. You can choose
Selection from:
• One level: Adds the immediate children of the
members you have selected.
• All levels: Adds all children of the members you
have selected.
• Custom: Displays the Level Selector. Select the
level or levels of child members you want to add.
Use CTRL and SHIFT to select multiple levels.
Add To Adds your selections to your favorite groups. You can
choose to:
• Create a favorite group.
• Add the selections to an existing favorite group.
You can select more than one member by holding
down the SHIFT or CTRL key.

Displaying a hierarchical or a flat view


If a dimension contains a hierarchy, the Member Selector can either show the
hierarchy, with its structure of groups and totals, or show all the members in
the dimension. Displaying all members of a dimension is known as a flat view.
The flat view is displayed alphabetically and can be shown in descending or
ascending order.
To display a dimension in flat view
1. Right-click a member and select Change View from the shortcut menu.
2. Click the down-arrow button next to the dimension name to display the
Member Selector.
3. Click Select Display Mode.
4. Select Sort Ascending from the menu to arrange the members into
ascending alphabetical order. Select Sort Descending to reverse the
order.
The hierarchy is shown flattened—that is, with all the members in the
dimension displayed at the same level.
To display a dimension in hierarchical view
1. Right-click a member and select Change View from the shortcut menu.
2. Click the down-arrow button next to the dimension name to display the
Member Selector.

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3. Click Select Display Mode.
4. Select Hierarchy from the menu to display all the hierarchy levels.
If a member is part of a hierarchy and its dimension is displayed in
hierarchical view, a drill symbol appears next to the member name. A plus
symbol enables you to expand the hierarchy under the member. A minus
symbol enables you to collapse the hierarchy.

Switching between dimension hierarchies


Some cubes have more than one hierarchy. If this is the case, the Select
Hierarchy button in the Member Selector is available.
If the cube has more than one hierarchy, click the select hierarchy button to
switch between hierarchies:

Then select the hierarchy you want from the list.

Using the Favorites folder


If a dimension contains a large hierarchy with several levels, it can take time
to find the members you want. If you use these members frequently, it saves
time and effort to make a shortcut to them in the Favorites folder.
All dimensions have a Favorites folder. This folder can only contain members
from the dimension associated with the folder. For information on creating a
favorite, see “Working with favorite groups” on page 74.
You can use favorites in two ways:
• As a shortcut to groups of members you often use.
• As a tool to place members into organized groups.
Favorite members
A favorite is a member that you choose from the Member Selector and add to
the Favorites folder.
You cannot select an individual member from within a favorite group, you can
only select the group itself. Selecting a favorite group also selects all the
members in the group.

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Favorite group
A favorite group is a selection of members that you can create and modify.
Use it to quickly select a group of members you use on a regular basis. You
can add and remove members from the favorite group, or create several
favorite groups. Once you create a favorite group you can select it from the
Favorites folder in the Member Selector.

There is no limit to the number of favorite groups you can create. There is no
limit to the number of members you put into an individual favorite group.
Static and server favorite groups
There are two types of favorite groups:static and server.
Server favorite groups are created and maintained on the server. You can
access and use these favorite groups from OLAP Intelligence, but you cannot
create, edit, or delete them. If you want to create or change these groups, you
must do so within the server environment.
You can only create and edit static groups using OLAP Intelligence.

Working with favorite groups


To create a favorite group
1. Right-click a member and select Change View from the shortcut menu.
2. Click the down-arrow button next to the dimension name to open the
Member Selector.
3. Click the New Favorite Group button.
4. Open the Favorites folder, the group you created is called New Group.
5. Drag the members that you want into the favorite group.
6. Rename the favorite group.

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To do this, right-click the group name and click Rename on the shortcut
menu. Enter the new name.
To add a member to a favorite group
1. Select the favorite group using the Member Selector.
2. Find and select the member you want.
3. Drag the member into the favorite group.
To delete a member from a favorite group
1. Select the favorite group from the Member Selector and expand it.
2. Right-click the member, and click Delete on the shortcut menu.

Searching for members


The Member Selector allows you to search for members based on their
properties.
To search for a member
1. Right-click a member and select Change View from the shortcut menu.
2. In the Member Selector, click the Search button.
The Search dialog box appears.
3. On the Property list, click a property:

Member Caption The caption of the member that you want to find.
Member Name The name of the member that you want to find.
Member Unique The unique name of the member that you want
Name to find.
Level The level in the hierarchy that you want to
search.
Member Property The property that you want to base the search
on.
This Property is only available if the data source
has member properties associated with it.
4. On the Condition list, click a condition:

= Equal to The search engine tries to find an exact match.


<> Not equal to The search engine tries to find all members that
do not fulfil your criteria.

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5. In the Value box, type the text that you want to base the search on, or
select a level or property from the list.
6. Click Search.
7. Click New Search.
The results appear in a copy of the Member Selector. The members
located by the search are selected in the hierarchy.
When you have defined a search, you can also use the Search within
Results and Add to Search commands.
To search within the results of your search, redefine the criteria, click
Search and then Search within Results.
To add to the results of a previous search, redefine the criteria, click
Search then click Add to Search.
8. When you are satisfied with the results of your search, click one of the
following:

Add to Add the search results to an existing selection of


Selection members.
Replace Replace your current selection of members with the
Selection results of your search

Using the advanced search options


Use this feature if the standard search is not able to locate the members you
want.
1. In the Member Selector, click the Search button.
2. Click the Advanced tab to set the criteria for an advanced search.
3. Set your search criteria.
From left to right:
• The first cell sets a bracket on the left of your search string.
• The next cell sets the property you search on: Member Caption,
Member Unique Name, or Level in the hierarchy.
• The next cell sets the operator; = (equal to) or <> (not equal to).
• The next cell is empty, use it to enter your search condition.
• The next cell is blank by default, you can use it to place a bracket on
the right of your search string.

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• The final cell in the row has an OR, AND setting. If you select one of
these, a row of cells appears below the first row. You can use this
second row of cells to enter another set of search criteria. The
options are identical to the first row. Enter as many search criteria
rows as you want.
Note: Do not forget to select the closing bracket when you finish your search
string. With long search strings that extend over several rows, it is easy to
forget to place a bracket at the end to complete the equation.

Changing the slice of data


Slice dimensions have an active slice member that determines the current
view. To alter the active slice member, use the Member Selector on the
corresponding dimension.
The slice Member Selector is similar to the Member Selector for row and
column dimensions, but you can only select one slice member at a time.
To select a member from a slice
1. Right-click a member and select Change View from the shortcut menu.
2. Click the down-arrow button on the slice dimension.
3. In the Member Selector, select a member from the list.
The data in the Cube View updates to show the view for the new slice.
Alternatively, you can right-click the dimension to Drill Up, Drill Down, Drill
Left, or Drill Right.
When a dimension is moved to the slice dimension area at the bottom of the
OLAP Viewer or to the Slice Navigator, it returns to the last-selected slice
member, or to the default member if the original setting has not been altered.
If you drag a dimension heading from a row or column to the slice dimension
area at the bottom of the OLAP Viewer or to the Slice Navigator, the OLAP
Viewer automatically selects a slice member. To change this default behavior,
drag the column or row heading of the member you want to set as the slice
member. This member is automatically set as the active member for the
dimension.
Note: If you select multiple members, the member that has the focus is used
to set the active slice.
See also “Using the Member Selector toolbar commands” on page 69 for
more information on selecting members.

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Selecting the default member


The default member is the default active slice member. It is the member that
the OLAP Viewer selects when the dimension is moved to the slice dimension
area at the bottom of the OLAP Viewer or to the Slice Navigator. Default
members are set by the administrator and may be different for individual
users.
A dimension may display a different default member for each person who
connects to the cube.
For example, you can use the default member when you want to distribute an
OLAP report to managers who occupy different regions. The managers have
their own regions set as their default members, so when they open the shared
report they immediately view the data relevant to their areas.
If you change the active slice member and save the OLAP report, this
member, not the default member, is viewed by every user who opens the
report.
To revert to the default member
• Right-click the relevant slice dimension and click Set to Default Member.
This slice member returns to the default member set by your
administrator.
Note: Special Members appear in the Special Members folder of the Member
Selector along with parameters. You cannot access the Special Members
folder from a locked OLAP report.

Hiding dimensions
A hidden dimension is a slice dimension that is hidden from end users. You
can hide some slice dimensions to simplify the OLAP report, so you only give
users the functionality they require. End users cannot see, change, or move
the hidden slice dimensions.
Hidden dimensions appear grayed out on the OLAP Viewer and in the Slice
Navigator:
To hide a dimension
1. Right-click a member and select Change View from the shortcut menu.
2. Right-click the slice dimension that you want to reactivate.
3. Point to Dimension State and click Hidden.
Alternatively, you can drag a dimension into the hidden dimension area.

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Note: When you click Edit MDX on the shortcut menu, all hidden dimensions
are reactivated. Use the MDX Editor before hiding dimensions.

Reactivating a hidden dimension


You can reactivate a hidden dimension from the OLAP Viewer in Live Office.
To reactivate a hidden dimension
1. Right-click the Cube View and select Change View from the shortcut
menu.
2. Right-click the slice dimension that you want to reactivate.
3. Point to Dimension State and click Active.
Alternatively, you can drag the hidden dimension from the hidden dimension
area into the slice dimension area, or onto a row or column.

Setting the slice member for a hidden dimension


You can set the slice member for a hidden dimension in exactly the same way
as an active dimension. See “Changing the slice of data” on page 77 for more
details.

Reordering members
The default order for a dimension’s displayed set of members is dictated by
the data source. This is usually an alphabetical order that takes into
consideration the hierarchical relationship between members. You can alter
this arrangement by manually reordering the members within each
dimension.
Note: Once you have reordered your members, you cannot return to the
server-defined default order. This is not the case for Microsoft OLAP data:
once the order has been redefined, any action you perform that causes the
set of displayed members to change will result in a return to the server-
defined default order.

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To reorder members
1. Right-click a member of the dimension that you want to reorder and click
Reorder Dimension Members.

2. Use the mouse to drag members, or use the arrow buttons to move the
members up or down the list.
If a row or column member contains a sort or filter, any reordering on the
opposite row or column will not be displayed. The selected order will become
apparent once the relevant sorts and filters have been removed.

Reordering large dimensions


Attempting to invoke the Reorder Members dialog box for a dimension that
has an extremely large number of members can result in unstable system
behavior. This may arise because your computer does not have enough
memory to handle such large member sets. The following error message may
appear:
Reordering a large dimension may cause unstable system behavior
Click Cancel to return to the Cube View. Click OK if you want to continue the
operation—this may cause unpredictable results.
To try and reduce the memory allocation required to deal with extremely large
member sets, you can remove some of the members from the view before
you reorder the members. Use the Member Selector to make sure you have
only selected only the members that you want to reorder. For more Member
Selector information, see “Selecting row and column members” on page 68.

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Changing member captions
Members have names and captions. Names are defined by the server and
cannot be modified in OLAP Intelligence. Captions are descriptions that can
be modified in OLAP Intelligence.
You can rename a member in OLAP Intelligence by changing its caption.
Alternatively, you can display member names instead of captions, or both
names and captions.

Renaming a member
1. Right-click the member heading that you want to rename and click
Change Caption.

2. Enter the new caption for the member and click OK.
To return to the original member caption, click Default.
Changing the caption of a member does not change the name of the member
at the data source.

Displaying member captions or names


There are three ways to display the names of members in Live Office:
member captions only, member names only, and both member names and
member captions.
Note: For some cubes, the member names and member captions are the
same.
To override the default for an individual dimension
1. Right-click the dimension name.
2. On the shortcut menu, point to Display Members Using, and then click
one of the display options:
• Caption
• Name

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Drilling down

• Caption: Name
This sets the display option for the selected dimension only.

Drilling down
Members in a dimension can be organized in a hierarchy of different levels
(groups and subgroups, or parent and child members). For example, a
dimension called region could have a member for Europe that is the total of
UK, France, and Spain. UK could be the total of Scotland, England, Wales,
and Northern Ireland, and so on. A plus symbol beside the description of a
member indicates that there are child members beneath it.
Often you want to explore data in a hierarchical dimension more closely to
find reasons for a performance that is unexpected. In the OLAP View, you can
expand a member to show its constituent child members. This is called drilling
down.
Moving back up to the parent member in a group is known as drilling up.
There are two methods of drilling down: expanded and focused. For example,
drilling down on the member Wine and Spirits using the expanded method
displays the member and its children:

The focused method displays only the children of the member:

Expanding a parent member


To drill down a level
• Click the plus symbol next to the member name to display its child
members:

You can continue drilling down into lower levels as long as a plus symbol
appears beside the member name (indicating that there are lower levels).

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Alternatively, right-click the member, point to Drill on the shortcut menu, and
click Down.
To drill up a level
• Click the minus symbol next to the member name.
The children no longer appear in the view and the minus symbol changes
to a plus symbol.
Alternatively, right-click the member, point to Drill on the shortcut menu, and
click Up.

Focusing on child members


To drill down a level
• Double-click the member you want to drill down.
The child members replace their parent.
Alternatively, right-click the member, point to Drill on the shortcut menu, and
click Focused down.
To drill up a level
• Hold down ALT and double-click the member you want to drill up.
The parent member replaces its child members.
Alternatively, right-click the member, point to Drill on the shortcut menu, and
click Focused up.

Using asymmetry in your view


The Member Selector provides an easy and intuitive control to manipulate the
view of data, but it works on individual dimensions, not on the row or column.
If you have stacked dimensions on the row or column, the asymmetry
commands provide more control over your view of data.
The asymmetry controls are available from the shortcut menu on the OLAP
Viewer. Right-click a member on the OLAP Viewer to access the commands
Hide and Show. These commands allow you to remove members from the
current view without using the Member Selector, and also allow you to display
an asymmetrical view of your data.

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What is an asymmetrical view?


When you stack dimensions on a row or column, the view shows an instance
of each inner dimension member for every outer dimension member. For
example:

Actual, Budget, and Variance members appear for each member of Year.
Using an asymmetric view, you can display different inner dimension
members. For example:

In this example, there are no Actual figures for Next Year, and no Budget
figures for Last Year. You can hide these members to simplify the view of the
data.
This is an asymmetrical view. You must use the commands on the OLAP
Viewer shortcut menu to hide individual member instances from the view. You
cannot create asymmetrical views using the Member Selector.

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Creating asymmetry
You can only create asymmetry on stacked dimensions. There are two
shortcut menu commands that can create asymmetry:

Hide Selected Removes the selected member instance from the current
Member view.
This is not the same as deselecting a member in the
Member Selector—that would remove all instances of a
member from the view.
For example, you could use Hide Selected Member to
hide the Budget figures for Last Year.
Show Selected Hides all instances of a member, except for the selected
Member member instance.
For example, you could use Show Selected Member to
show Budget figures for Next Year and hide the Budget
figures for This Year and Last Year.

To remove an instance of a member


1. Right-click the member.
2. Point to Hide on the shortcut menu, and click Selected Member.
The member instance that you clicked on is removed from the view. All other
instances of the member remain as they were.
To remove all instances of a member except the selected instance
1. Right-click the member.
2. Point to Hide on the shortcut menu, and click Selected Member.
The instances of the member are removed from the view, except for the
selected instance which is retained.

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Restoring symmetry
You can restore symmetry with the Member Selector by clearing and then
selecting a member check box. You can also restore symmetry using the
following shortcut menu commands:

Hide All Hides all instances of a member from the current view. This
Occurrences is the same as clearing a member in the Member Selector.
Show All Shows all instances of a member in the current view, and
Occurrences hides all other members. This restores symmetry to the view
and displays any hidden instances, but also hides all other
members on the dimension.

To remove all instances of a member


1. Right-click the member.
2. Point to Hide on the shortcut menu, and click All Occurrences.
All instances of the member are removed from the view. You must use the
Member Selector to redisplay the member.
To show all instances of a member
1. Right-click the member.
2. Point to Show on the shortcut menu, and click All Occurrences.
Any hidden instances of the member are restored. All other members are
hidden.

Working with asymmetry


Reorienting dimensions
You can have asymmetry only on stacked dimensions, so reorienting
dimensions with asymmetry can result in symmetry being restored. Expect
the following behavior:
• Swapping rows with columns preserves asymmetry.
• Moving an asymmetric dimension to the slice dimension area removes
asymmetry.
• Removing the outer dimension from an asymmetric row or column
removes asymmetry.

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Asymmetry and hierarchical dimensions
If you drill down on a member in an asymmetric row or column, the child
members inherit the asymmetry from the parent.
For example, if you have two column dimensions, and set up asymmetry so
that only This Year and Next Year are visible for the member Meat:.

Drilling down on the Meat member shows that Meat has two child members:
Poultry and Red Meat. They inherit the asymmetry from Meat, and display
only This Year and Next Year.

Formatting data in your file


You can choose different formats for data that meets specific conditions, but
you can also set font formats unconditionally. For details, see “Highlighting
Exceptions” on page 96.
To set the format of displayed data
1. Right-click a row or column member, point to Format, and click Add.

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2. On the Type list, click the number format that you want to use.
The number format can consist of the following:
• The number of decimal places, the decimal point character and the
thousands separator character.
• The option to show values as a percentage of the total (Number).
• The scale of the numbers. You can express numbers as Billions,
Millions, Thousands, Thousandths, or Millionths (Number, Currency
and Accounting).
• The currency symbol (Currency).
• The option to use a plus character for positive numbers and brackets
for negative numbers (Accounting).
3. Click the Font tab.

4. Set the font formatting.


Foreground is the color of the text itself and Background is the color of
the cell.
Notes on formatting
When you apply different formatting to columns and rows, there can be
conflicts where columns and rows intersect. Such conflicts are resolved as
follows:
• The last formatting applied takes precedence.
• Font attributes are additive, so, for example, Italic set in columns and
Bold set in rows results in Bold Italic at the intersection.

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• Where you don’t want the column font and colors to overwrite those you
set for rows, leave the color and font boxes blank in the columns format
dialog box.
Formatting only changes the view of the data, not the value of the data itself.
Displayed data may be rounded off. To see the real value of the data in a cell
(usually to many decimal places), right-click the cell and click Show Cell
Properties. See “Viewing cell and member properties” on page 89 for more
information.

Viewing cell and member properties


The data you see in a Cube View cell is usually rounded up or formatted in
some other way. You can view the original value held in the cube by using the
Cell Properties commands.
Note: Filtering is performed on the original, unformatted values. This can
lead to apparent small discrepancies in excluding or including cells. For
example, a value displayed as 100.00 would be excluded after a filter has
been applied excluding only numbers greater than 100, if its original value
were 100.005. For details, see “Filtering and sorting data” on page 90.
You can also view additional information for a specific member. The
information includes its name, caption, unique name, and position in the
hierarchy.
To view cell properties
• Right-click a cell and click Show Cell Properties.
A dialog box appears revealing the cell properties.

In this example the displayed data contains thousands separators, is


rounded to two decimal places, and displays the “£” currency symbol.
See also “Applying global highlighting” on page 96.
To view member properties
• Right-click a row or column member and click Show Member
Properties.

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A dialog box appears revealing the member properties.

Filtering and sorting data


Filtering data
You can apply filters to the data displayed in your Cube View, using a number
of different criteria to exclude members from or include members in the view.
This helps you suppress data so that you can work only with the information
that is important to you.
You can use the following criteria:
• Actual values
• Top / bottom n based on ranking
• Top / bottom n based on contribution.
If you specify a filter for a column member, any data value that satisfies the
condition is affected, together with the rest of its row.
If you specify a filter for a row member, any data value that satisfies the
condition is affected, together with the rest of its column.
If you have stacked dimensions in a row or column, you can only filter on the
inner dimension members.
Note: Filtering is performed on the original, unformatted values of cells. For
details, see “Viewing cell and member properties” on page 89. This can lead
to apparent small discrepancies in excluding or including cells. For example,
a value displayed as 100.00 would be excluded after a filter has been applied
excluding only numbers greater than 100, if its original value were 100.005.
Examples of filtering
You can define filters to display:
• Products with Sales volumes of greater than 1000 units only. For details,
see “Filtering by actual value” on page 91.

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• The ten most profitable products in absolute terms. For details, see
“Filtering by ranking” on page 92.
• The products that make up the top 10% of sales. For details, see
“Filtering by contribution (Pareto analysis)” on page 92.
The following sections tell you how to define such filters.

Filtering by actual value


You can apply, to a member, filters that are based on the actual cell values
with which the member is associated; in other words, no comparisons are
made with other members.
The conditions you can use are the following:
• equal to
• not equal to
• less than
• less than or equal to
• greater than
• greater than or equal to
• between two numbers
• outside two numbers
• missing.
To filter based on a value
For example, display Products with Sales volumes greater than 1000 units.
1. Right-click the row or column member, point to Filter, and click Add.

2. On the Filter Type list, click Actual values.

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3. Click the show or hide option.


4. On the Cell value is list, click the required filter (for example is greater
than).
5. Enter the filter value in the box.
6. Click OK.
A cross symbol appears next to the member name to show that it has a filter.

Filtering by ranking
You can choose to hide or only show the top or bottom n members in a
dimension.
To filter based on ranking
Display the ten top-selling products:
1. Right-click the row or column dimension, point to Filter, and click Add.
2. On the Filter Type list, click Top / bottom n.
3. Click the show or hide option.
4. Click top or bottom.

5. Type the number of members to exclude or display.


6. Click OK.
A cross symbol appears next to the member name to show that it has a filter.

Filtering by contribution (Pareto analysis)


You can choose to hide or only show the top or bottom n percent of members
in a dimension.
This function calculates the top or bottom n percent of a range, then ranks the
members in order and shows (or hides) the members that make up that
percentage.
To filter based on contribution
Display the products which make up the top 10% of sales:
1. Right-click the row or column dimension, point to Filter, and click Add.
2. Click the show or hide option.
3. Click top or bottom.

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4. Type the percentage you want the filter to apply to.
5. Click OK.
A cross symbol appears next to the member name to show that it has a filter.

Changing a filter
To change a filter
1. Select the member that has the filter.
2. Right-click the member that has the filter, point to Filter, and click Edit.
3. Modify the filter settings.

Removing a filter
1. Select the member that has the filter.
2. Right-click the member that has the filter, point to Filter, and click
Remove.

Swapping dimensions containing filters


If you specify a filter for a row, and then swap dimensions so that the row
appears as a column, the filter moves with the dimension. The same occurs if
you move a filtered column to a row. This only applies if you have a single
dimension on the row and column axes.
If you swap a row or column dimension with a slice, however, the filter is lost.
Adding or removing dimensions on the row or column axes will remove any
filters that have been added.

Filtering when Filter Null Values is also set


Filtering is applied to the underlying data, rather than the displayed data.
Hence, if Filter Null Values is set, null values, even if not displayed, will still
be taken into account when the bottom values are determined. This may
mean that fewer of the values than you would expect are filtered. See
“Filtering and sorting data” on page 90 for further details.

Excluding null values


By default, null values are indicated in the cube view by the word Null.
To exclude null values
• Right-click top left corner of the Reorient Cube View screen and click
Filter Null Values.
This only applies to a complete row or column of null values.

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Sorting data
You can use sorting to order the data in your Cube View. This can be useful,
for example, if you want to rank sales regions according to their revenue.
Once sorting is applied, it is easy to see which sales region is the most
successful.

Sorting on a member
When you sort a row member, the data values are sorted, together with their
column headings. When you sort a column member, the data values are
sorted, together with their row headings.
To sort the data values in a row or column
• Right-click a member, point to Sort, and click Add First Sort/Ascending
or Add First Sort/Descending.
The data values are sorted into ascending or descending numerical order,
together with their column or row headings.
An arrow symbol on the member indicates sorted data—the arrow symbol
points in the direction of decreasing value.

The hierarchy of the data is preserved—parent members are sorted in order,


and child members below the parents are sorted in their own order. This is
only possible if one sort is applied.
Cells that are uninitialized (null) or invalid are ranked in value below any other
cells; they appear last in a descending and first in an ascending sort. They are
shown as Null in the Cube View.
To remove a sort
• Right-click the member, point to Sort, and click Remove.
Restrictions on sorting
If you have stacked dimensions in a row or column, you can only sort on the
inner dimension or dimensions.

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Only displayed members are sorted within each hierarchical group: if you
required all the members in a dimension to be sorted on the same basis, you
must show all members then choose a Break Hierarchies sort option.

Swapping sorted dimensions


If you sort a row, and then swap dimensions so that the row appears as a
column, the sort moves with the dimension. The same applies if you move a
sorted column to a row.
If you swap a row or column dimension with a slice, however, the sort is lost.

Preserving and breaking hierarchies


The option Add First/Ascending (or Descending) will preserve a data
hierarchy on one sort only. See “Sorting on a member” on page 94.
Any subsequent sorts added to a OLAP View are not able to preserve a
hierarchy: only the options Ascending/Descending, Breaks Hierarchies
are available for subsequent sorts.
You can choose Add First Sort/Ascending (or Descending) for a
subsequent sort, but this automatically removes all other sorts.
Similarly, if you clear Break Hierarchies on a sort, any other sorts are
removed.

Changing the sort order


Click the arrow symbol next to the dimension or member name, or right-click
the member and choose Change Direction from the Sort submenu.
The members or data values are sorted again, together with their rows or
columns. The arrow symbol changes to show the direction of the sort—the
arrow symbol points in the direction of decreasing value.

Sorting multiple members in a dimension


You can apply multiple sorts to the data in the Cube View. The second sort will
only order numbers that are still equal after the first sort.
For example, if you were analyzing the results of a soccer competition, and
found after sorting on points scored that there was a tie for first place, you
could apply a second sort on goal difference to determine the overall winner.
You can have up to three sorts on a row or column. These are referred to as
the first, second, and third sorts. The sorts are applied in the order in which
they are specified.
Multiple sorts are indicated by the numbers one to three.

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If you delete the first sort on a row or column, the second sort becomes the
first sort, and so on.

Highlighting Exceptions
You can apply conditions to the data in a OLAP View to highlight important
differences or unexpected results.

For example, the data might be above or below a predetermined value, or


above or below budget. The Cube View provides several types of exception
reporting:
• Highlighting high or low absolute values.
• Highlighting exceptions compared with other members.
• Highlighting exceptions based on a calculation result.
The attribute settings are stored when you save the view, so the OLAP View
looks the same when you reload it.
By default, values above the upper limit are displayed with a green
background, those below the lower limit with a red background, and
intermediate values with a yellow background. To change these colors, see
“Using other formats to highlight exceptions” on page 101.
Highlighting Exceptions colors all cells in a row or column. If you add other
conditions to the OLAP View affecting the same members, the last condition
applied is used.

Applying global highlighting


Usually highlighting is applied to individual row or column members, but you
can also apply highlighting to the whole OLAP View.

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To apply global highlighting
1. Right-click the top left corner of the Reorient Cube View screen and click
Global Highlighting Exceptions on the shortcut menu.
2. Move the Tolerance sliders to set the upper and lower tolerance values.
Alternatively, type the tolerance values in the boxes.
3. Click Formatting for more formatting options.
See “Using other formats to highlight exceptions” on page 101 for more
details.
4. Click OK.
For information on changing the cell format unconditionally, see “Formatting
data in your file” on page 87.

Highlighting high or low absolute values


You can color code data in the Cube View according to its absolute value.
This allows you to easily pick out numbers with exceptionally high or low
values.
You must specify the high and low exception values. Live Office colors the
cells based on the exception values you provide. By default, the Cube View
uses red, yellow and green to color cells:
• Cells below the low value are colored red.
• Cells between the two values are colored yellow.
• Cells above the high value are colored green.
To change these colors or use other formatting parameters to highlight
exceptions, see “Using other formats to highlight exceptions” on page 101.

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To highlight high or low absolute values


1. Right-click a row or column member, point to Highlight Exceptions, and
click Add.

2. On the Highlighting Method list, click Data Cell Value.


3. Click Using the value displayed in each data cell.
4. Move the Tolerance sliders to set the upper and lower tolerance values.
Alternatively, type the tolerance values in the boxes.
5. Click Formatting for more formatting options.
See “Using other formats to highlight exceptions” on page 101 for more
details.
6. Click OK.

Highlighting exceptions compared with other members


As well as highlighting exceptional absolute values, you can also draw
attention to unusual relationships with other dimension members.
For example, you could highlight Sales variances between two Products by
coloring variances of $10,000 or more in green; Variances of less than
$10,000 but more than -$10,000 in yellow; and Variances of -$10,000 or
greater in red.
Note: This option is not available when applying Global highlighting.

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To highlight exceptions compared with other members
1. Right-click a row or column member, point to Highlight Exceptions, and
click Add.
2. On the Highlighting Method list, click Data Cell Value.
3. Click Compared to another dimension member.

4. Click Choose.
5. Using the Member Selector, select a member for comparison.
6. Click OK.
7. Move the Tolerance sliders to set the values above and below the
comparison member. Alternatively, type the tolerance values in the
boxes.
For example, if you consider 10,000 above and 10,000 below the base
member to be exceptional, set the sliders to 10000 and -10000.
8. Click Formatting for more formatting options.
See “Using other formats to highlight exceptions” on page 101 for more
details.
9. Click OK.

Highlighting exceptions based on a calculation result


You can highlight exceptions from expected data once a calculation on the
member has been performed.
Note: This option is not available when applying Global highlighting.
For example, you could use a calculation to determine the Budget variance of
a product, then color code the results in three bands: 5% or more above
Budget, less than 5% above but more than 5% below, and 5% or more below.

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To highlight exceptions using the result of a calculation


1. Right-click a row or column member, point to Highlight Exceptions, and
click Add.
2. On the Highlighting Method list, click Data Cell Value.
3. Click Use the result of a calculation.

4. Click Define to display the Calculated Members dialog box.

5. Set up the calculation using the Calculation Expert, Data Analysis Expert,
or as a calculation definition.
See “Adding Calculated Members” on page 104 for more information on
defining calculations.
6. Move the Tolerance sliders to set the values above and below the result
of the calculation. Alternatively, type the tolerance values in the boxes.

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For example, if you consider 5 above and 5 below to be exceptional, set
the sliders to 5 and -5:

7. Click OK.

Editing highlighting
You can change the condition and highlighting format at any time using the
Edit Highlighting command.
1. Right-click the member whose highlighting you want to edit, point to
Highlight Exceptions, and click Edit.
2. In the Highlight Exceptions dialog box, make changes to the conditions
and formatting.

Removing highlighting
You can remove exception highlighting at any time using the Remove
Highlighting command.
• Right-click the member whose highlighting you want to remove, point to
Highlight Exceptions, and click Remove.

Using other formats to highlight exceptions


By default, exceptions are highlighted using green, yellow, and red cell
backgrounds. You can change the colors and fonts in which cells are
displayed.

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When you apply formatting to dimension members, the formatting moves with
the dimensions.
To change the formatting
1. Right-click the row or column member, point to Highlight Exceptions,
and click Add or Edit.
2. Click Formatting to display the formatting options.

3. Click Format for the range that you want to edit.


4. Click the Number tab.

5. On the Type list, click the number format that you want to use.

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The formatting options depend on the type that you selected:

Server Defined You cannot specify the number format.


Number You can set the number of decimal places, change the
thousands separator, show values as percentages, or
scale values down.
Currency You can set the number of decimal places, change the
thousands separator, choose a currency symbol, or scale
values down.
Accounting You can set the number of decimal places, change the
thousands separator, use a plus symbol for positive
values and brackets for negative values, or scale values
down.
Scientific You can set the number of decimal places, change the
thousands separator, or use scientific notation.
• The number of decimal places, the decimal point character and the
thousands separator character.
• The option to show values as a percentage of the total (Number)
• The scale of the numbers. You can express numbers as Billions,
Millions, Thousands or Hundreds (Number, Currency and
Accounting).
• The currency symbol (Currency).
• The option to use a plus character for positive numbers and brackets
for negative numbers (Accounting).
6. Click the Font tab.

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7. Change the font settings.


8. Click OK.
Notes on formatting
Foreground is the color of the text and Background is the color of the cell.
When you apply different formatting to columns and rows, there can be
conflicts where columns and rows intersect. Such conflicts are resolved as
follows:
• Column formatting generally takes precedence over row formatting.
• Font attributes are additive. For example, Italic set in columns and Bold
set in rows results in Bold Italic at the intersection.
• Where you don’t want the column font and colors to overwrite those you
set for rows, leave the color and font boxes blank in the columns format
dialog box.
Formatting only changes the view of the data, not the value of the data itself.
However, your formatting may result in displayed data being rounded off. To
see the real value of the data in a cell (usually to many decimal places), right-
click the cell and click Show Cell Properties. See “Viewing cell and member
properties” on page 89 for more information.

Adding Calculated Members


Adding Automatic Totals to rows and columns
You can insert a column or row into your view to display the sum of the data
values for the corresponding row or column on the OLAP View.
To add automatic totals
1. Right-click a member heading.
2. Point to Automatic Totals, and click one of the following:
• Rows (Across)
• Columns (Down)
• Both
• No Totals

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Selecting Both adds totals to both the rows and columns:

Adding calculated members to the Cube View


You can add calculated members to your Cube View using the following
calculation experts:
• Contribution (%)
• Growth
• Ranking
• Variance
You can have several calculated members in an OLAP View. They are
calculated in the order in which they were added to the OLAP View. This is
important if one calculation uses the results of a previous one.
To add a calculated member using an Expert
1. Right-click the member, point to Calculated Member, and click Add.

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2. Click the Calculation Expert tab.

3. On the Calculation Type list, click the type of calculation that you want:

Contribution Calculates the percentage contribution by each member


(%) in a hierarchical dimension. See “Different types of
calculated members” on page 107.
Growth Calculates how a value has grown from one point in time
to another. The growth is expressed either in absolute or
percentage terms. See “Adding calculated members
showing growth” on page 107.

Ranking Ranks the members of a dimension according to specific


criteria. See “Adding calculated members showing ranking”
on page 108.
Variance Compares the value of one dimension member with a target
value; the resulting variance can be expressed as an absolute
value or a percentage variance. See “Adding calculated
members showing variance” on page 110.

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Different types of calculated members
Adding calculated members showing contribution
For example, to add a member showing the percentage contribution of the
Bakery member to the overall total.
To add a calculated member showing Contribution
1. Right-click the member, point to Calculated Member, and click Add.
2. Click the Calculation Expert tab.
3. On the Calculation Type list, click Contribution%.

4. Click Calculate contribution to the overall total or Calculate


contribution to each level.
5. On the Member Selector, right-click the member whose contribution you
are calculating.
6. On the shortcut menu, click Add to ‘Contribution of’ field.
You can click the Calculation tab now to see the calculation definition.
7. Click OK.

Adding calculated members showing growth


For example, to add a member showing how much the Bakery group has
grown from one time period to another.
To add a calculated member showing Growth
1. Right-click the member, point to Calculated Member, and click Add.

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2. Click the Calculation Expert tab.


3. On the Calculation Type list, click Growth.

4. If you want to show the result as a percentage, select Calculate growth


as a percentage.
5. On the Member Selector, right-click the member you are calculating the
growth for.
6. On the shortcut menu, click Add to ‘Calculate Growth of’ field.
7. On the Time Dimension list, click the dimension that you want to
calculate the growth against.
You can click the Calculation tab now to see the calculation definition.
8. Click OK.

Adding calculated members showing ranking


For example, to rank the sub-categories of the All Products member to detect
which products are the most popular.
To add a calculated member showing Ranking
1. Right-click the member, point to Calculated Member, and click Add.
2. Click the Calculation Expert tab.

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3. On the Calculation Type list, click Ranking.

4. Click the option specifying how you want to calculate the rank:

Calculate rank across Calculate the rank for each member over the
the dimension whole dimension.
Calculate rank within Calculate the rank for each member according
each level to the level that it is part of. This option breaks
the hierarchical structure.
Calculate rank within Calculate the rank for each member in a
siblings sibling group. That is, those members related
by a common parent member.
5. On the Member Selector, right-click the member that you want to rank.
6. On the shortcut menu, click Add to ‘Rank based on’ field.
7. Select the dimension that you want to calculate the rank against.
You can click the Calculation tab now to see the calculation definition.
8. Click OK.
Reversing the order of ranking
The ranking expert automatically arranges members into a descending order,
with the greatest value receiving the highest rank. To change the
arrangement to an ascending order, you can alter the calculation in the
Calculation Definition box.
To reverse the order of ranking
1. Right-click the member, point to Calculated Member, and click Edit.

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2. Click the Calculation tab.


3. In the Calculation Definition box, edit the calculation string.
Use BASC to specify ascending, and BDESC to specify descending order.
4. Click OK.

Adding calculated members showing variance


For example, to add a member showing the variance between Budget and
Actual sales.
To add a calculated member showing Variance
1. Right-click the member, point to Calculated Member, and click Add.
2. Click the Calculation Expert tab.
3. On the Calculation Type list, click Variance:

4. On the Member Selector, right-click the member to compare against the


target member (in this case, Actual.)
5. On the shortcut menu, click Add to ‘Compare’ field.
6. On the Member Selector, right-click the target member for calculating the
variance (in this case, Budget.)
7. On the shortcut menu click Add to ‘To target of’ field.
8. Click Values less than the target are good or Values less than the
target are bad.
In this example, values less than Budget are bad.
9. Click Calculate variance as a percentage if required.

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You can click the Calculation tab now to see the calculation definition.
10. Click OK.

Adding data analysis calculations


In addition to the standard calculated members, you can also add three types
of data analysis calculations. These are available from the Data Analysis
Expert tab in the Calculated Member dialog box. Use this tab to choose one
of these predefined calculations:
• Trend Line
• Moving Average
• Linear Regression (X and Y)
You can also use the Calculation tab to define a Custom Data Analysis
calculation. This might be a modification of one of the predefined calculations,
or you could define a completely new data analysis calculation.

Adding a trend line calculation


For example, to add a member showing the straight line trend of sales over
the last twelve months.
To add a trend line calculation
1. Right-click the member, point to Data Analysis, and click Add
Calculation
This opens the Calculated Members dialog box on the Data Analysis
Expert tab.

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2. On the Calculation Type list click Trend Line.

3. On the Member Selector, right-click the member for which you want to
calculate the trend line.
4. On the shortcut menu, click Add to ‘Trend of’ field.
5. On the Series Dimension list, click the dimension that you want to
calculate the trend against.
You can click the Calculation tab now to see the calculation definition.
6. Click OK.

Adding a moving average calculation


For example, to add a member showing a centered average of sales over a
three month period.
To add a moving average calculation
1. Right-click the member, point to Data Analysis, and click Add
Calculation.
This opens the Calculated Members dialog box on the Data Analysis
Expert tab.

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2. On the Calculation Type list, click Moving Average:

3. On the Member Selector, right-click the member whose moving average


you want to calculate.
4. On the shortcut menu, click Add to ‘Moving average of’ field.
5. On the Series Dimension list, click the dimension to calculate the
moving average against.
6. In the Periodicity box, type or select the periodicity value (the number of
values on which the moving average is calculated).
The minimum permitted value is 2, the maximum is 50.
You can click the Calculation tab now to see the calculation definition.
7. Click OK.

Adding a linear regression calculation


For example, to add a member showing expected store sales based on the
statistical relationship between store sales and store size.
To add a linear regression calculation
1. Right-click the member, point to Data Analysis, and click Add
Calculation.

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This opens the Calculated Members dialog box on the Data Analysis
Expert tab.
2. On the Calculation Type list, click Linear Regression (X and Y).

3. On the Member Selector, right-click the member you want to use for the Y
values in the regression calculation (in this case, Store Sales).
4. On the shortcut menu, click Add to ‘Y Values’ field.
5. On the Member Selector, right-click the member you want to use for the X
values in the regression (in this case, Store Size).
6. On the shortcut menu click Add to ‘X Values’ field.
You can click the Calculation tab now to see the calculation definition.
7. Click OK.

Switching between types of calculated member


You can switch between types of calculated member by clicking the
appropriate tab in the Calculated Members dialog box.
You can replace a data analysis calculation with a standard calculated
member, or replace a standard calculated member with a data analysis
calculation.
To change to a standard calculated member
1. From the Data Analysis Expert tab or the Calculation tab, click the
Calculation Expert tab.
2. On the Calculation Type list, click the calculation you want.

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3. Change the caption of the calculated member in the Calculation Name
box as appropriate.
4. Click OK.
To change to a data analysis calculation
1. From the Calculation Expert tab or the Calculation tab, click the Data
Analysis Expert tab.
2. On the Calculation Type list, click the data analysis calculation you want.
3. Change the caption of the data analysis calculation in the Calculation
Name box as appropriate.
4. Click OK.

Using calculation definitions


Calculations are defined in the OLAP Intelligence Query Language. For
Microsoft Analysis Services, calculations are defined in the MDX query
language.
You can create a custom calculation by typing in a calculation definition, or
change an existing calculation by editing a calculation definition.

Adding a custom calculation using a calculation definition


You can add a custom calculation by typing a calculation definition.
To add a calculated member
1. Right-click the member, point to Calculated Member, and click Add

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2. In the Calculated Members dialog box, click the Calculation tab.

The Calculation tab consists of three areas:


• A Calculation Definition box where you define the calculation by
using the OLAP Intelligence Query Language or MDX query
language.
• A name box for the name of the new calculated member.
• Tools to help you define the calculation (a Member Selector, keypad
and Function button).
3. Check that you have the right dimension for the calculated member.
4. Define the calculation.
Use the Member Selector to pick members that you want to use in the
calculation. Right-clicking the member allows you to add it to the
calculation. You can use all of the members in the specified dimension,
including any calculated members that have been created.
Note: The calculation uses the unique name of a member rather than its
caption. The Member Selector displays member captions.
You can also use functions in your definition.See “Adding functions to a
calculation definition or MDX Query” on page 117 for information on
adding functions from the library
5. In the Calculation Name box, type a name for the calculated member.

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6. Click OK.

Adding functions to a calculation definition or MDX Query


You can either type in a function, or select one from the Function Library
dialog box.

OLAP Intelligence Query Language


The OLAP Intelligence Query Language provides a range of functions for
defining your calculated members. The functions are divided into the following
functional categories:
• Dimension Functions
• Level Functions
• Logical Functions
• Member Functions
• Numeric Functions
• Set Functions
• Tuple Functions
MDX Query functions
You can add the standard range of functions to an MDX Query in a
calculation. These are listed below:
• Array Functions
• Dimension Functions
• Hierarchy Functions
• Level Functions
• Logical Functions
• Member Functions

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• Numeric Functions
• Set Functions
• String Functions
• Tuple Functions
For more information on the use of these functions, see the Microsoft SQL
Server OLAP Services documentation.

Editing calculated members


1. Right-click the member, point to Data Analysis and click Edit
Calculation, or point to Calculated Member and click Edit.
2. In the Calculated Members dialog box, edit the calculation.

Removing calculated members


• Right-click the member, point to Calculated Member, and click Remove.

Switching between types of calculated member


You can switch between types of calculated member by clicking the
appropriate tab in the Calculated Members dialog box.
You can replace a data analysis calculation with a standard calculated
member, or replace a standard calculated member with a data analysis
calculation.
To change to a standard calculated member
1. From the Data Analysis Expert tab or the Calculation tab, click the
Calculation Expert tab.
2. On the Calculation Type list, click the calculation you want.
3. Change the caption of the calculated member in the Calculation Name
box as appropriate.
4. Click OK.
To change to a data analysis calculation
1. From the Calculation Expert tab or the Calculation tab, click the Data
Analysis Expert tab.
2. On the Calculation Type list, click the data analysis calculation you want.
3. Change the caption of the data analysis calculation in the Calculation
Name box as appropriate.

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4. Click OK.

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Live Office XI Release 2 User’s Guide

Modifying a Web Intelligence


View

appendix
A Modifying a Web Intelligence View
Overview

Overview
There are many features in BusinessObjects Live Office (Live Office) that
allow you to modify and format your Web Intelligence View. You are able to
refresh data, add or remove columns and rows, and change the view layout
from within your document.
If you use Microsoft Office functionality to modify a Web Intelligence View,
Live Office can overwrite these changes when you refresh the view.
Note: You can have many Web Intelligence Views in a document, including
several different views of the same data.
For this release of Live Office, you are able to insert datasets from Web
Intelligence and you are not able to insert report parts such as charts.

Modifying a Web Intelligence view


Refreshing data
You can refresh the data in a web intelligence view against the data source.
This allows you to keep the most up to date data in your view.
The source document can be a an object, a specific instance of the
document, or the latest document instance to which you have access. For
more information about instances, see “What are report objects and report
instances?” on page 19.

Methods of refreshing data


There are two methods of refreshing data in Live Office.
• You can refresh the view by clicking the refresh button on the Live Office
tool bar, the view is refreshed using the parameter prompt option that is
set in the Options dialog box. For information about this option, see
“Changing general display settings” on page 137.
• You can also refresh the view by clicking View and then Refresh on the
BusinessObjects menu. From here you can choose whether or not to be
prompted for new parameter values, see “Modifying parameter values”
on page 46.
Note: There are no instances of Business Views; Business Views always
return the latest data from the underlying databases.

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Modifying a Web Intelligence view A
Refreshing a single web intelligence view
There are two ways to refresh a single web intelligence view within an Office
application.
Refreshing from the toolbar
1. Click any cell in the web intelligence view.
2. Click the Refresh button on the Live Office toolbar.
For more details about this option see “Using the Business Objects Live
Office toolbar” on page 13.
If parameters exist in the view, you will only be prompted for new values if
the Options dialog box has the option Prompt for parameters on data
refresh selected.
Refreshing from the BusinessObjects menu
1. On the BusinessObjects menu click View and then click Refresh.
2. Click Refresh with current prompt values or Refresh with new
prompt values depending on whether or not you want to modify the
parameter values.

Refreshing all web intelligence views


If there is more than one view in your Office application and you want to
refresh them all simultaneously, click the Refresh all data button on the Live
Office toolbar.
If parameters exist in the view, you will only be prompted for new values if the
Options dialog box has the option Prompt for parameters on data refresh
selected.

Results of refreshing data


The data that gets returned when you refresh a view depends on the type of
object that was used as the source of the view.
When you refresh a web intelligence view that is based on a report object,
Live Office returns the latest data from the underlying database or databases.
When you refresh a web intelligence view against a specific instance, Live
Office returns the data contained in the instance, not necessarily the latest
data.
When you refresh a web intelligence view against the latest instance, Live
Office returns the data contained in the latest instance to which you have
access.

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Modifying a Web Intelligence view

You can change the Live Office options so that you are prompted for
parameter values when you refresh the data. This occurs only for a source
report object or Business View that contains parameters. See “Modifying
parameter values” on page 46.

Modifying fields
You can add or remove fields from a Web Intelligence View that is based on a
Web Intelligence document or instance.
To modify fields in a Web Intelligence View
1. Click any cell in the Web IntelligenceView that you want to modify.
2. On the BusinessObjects menu, click View > Field > Add/Modify to
open the Select Fields dialog box.
Tip: You can also right-click
3. Do one of the following:
• To add a field, select it in the Available fields list; then click the right
arrow (>).
• To remove a field, select it in the Included fields list; then click the
left arrow (<).
4. To change the order of the included fields, use the up and down arrows.
5. Click OK to apply the changes.
To remove a field from a Web Intelligence View
1. In the Web Intelligence View, click any cell in the field or column that you
want to remove.
2. On the BusinessObjects menu, click View > Field > Remove.

Viewing web intelligence view properties


You can display the properties for the Web Intelligence View and the selected
cell.
To view the properties of a Web Intelligence View
1. Right-click a cell or section in the Web Intelligence View to open the
shortcut menu.
2. Point to View, and then click Properties.
The Properties dialog box appears. The properties shown depend on the
type of cell you selected.

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Modifying a Web Intelligence view A
• System
The name of your BusinessObjects Enterprise system.
• User Name
The name of the user who published the Web Intelligence document.
• Document Name
The name of the source Web Intelligence document.
• Data Provide
The name of the data provider used to create the source Web
Intelligence document.
• Field Name
Shows the source field for the selected cell of data
• Value
The information displayed in the selected cell or section.
• Connection Id
The identifier for the connection.
Note: Several items in the document can use the same connection.
The Connection Id and View Id are shown in brackets next to the
Web Intelligence View name in the Navigation Bar.
• View Id
The View Id shows the type of data displayed in the Web Intelligence
View:
0 - The data is based on part of a document that is not a Details
section.
1 - The data is based on fields.
2 - The data is based on a details section of a report. This
applies to report views only.
• Created
Displays the Web Intelligence View creation date and time.

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

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Modifying a Web Intelligence view

To remove a View from the document


1. Click any cell in the View that you want to remove.
2. On the BusinessObjects menu, click Report View > View > Remove.

Modifying prompt values


If the Web Intelligence View is based on a Web Intelligence document that
contains prompts, you can specify the prompt values used in the Web
Intelligence View. You can change the prompt values when you insert the
Web Intelligence View or you can change the values later. If you do not
specify prompt values when you insert the View, Live Office uses the current
prompt values.
You can change the Live Office options so that you are prompted for the
prompt values when you refresh the data. You can also use commands on the
shortcut menu and the Navigation Bar to modify the prompts.
Note: You cannot specify prompt values for a report instance. A report
instance contains the prompt values that were specified when the instance
was scheduled.
To modify prompt values each time a view is refreshed
1. On the BusinessObjects menu, click Options.
2. In the Options dialog box, click the General tab.
3. Select Prompt for prompts on data refresh.
4. Click OK.
When you refresh the data, the Specify Prompt Values dialog box opens.
For more information about setting prompt values, see the following
procedure.
To modify prompt values for a specific view
1. Right-click the view and click Refresh.
2. Click Refresh with new prompt values...
The Specify Prompt Values dialog box opens.
3. Change the prompt value as required and click OK.
4. If the data source requires logon details, enter them and click OK.
To remove a prompt value
1. Right-click the view and click Refresh with new prompt values.
The Specify Prompt Values dialog box opens.

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Modifying a Web Intelligence view A
Tip: If you want to remove a specific prompt value, click the prompt in
the Navigation Bar.
2. Select the prompt values that you want to remove and click Remove.

View options
Live Office allows you to view and modify the appearance and refresh options
of your Web Intelligence View
To view and modify the view options of a Web Intelligence View, go to View >
View > Options on the BusinessObjects menu. The View Options dialog box
opens.
Note: The settings in this dialog apply only to the current View. For global
settings see “Options dialog box” on page 27.
There are various settings:
• Conceal data when saving
This allows you to secure your data. When this option is checked, the
View data is changed to say BusinessObjects when it is saved.
Users will have to refresh the View data to see the actual Live Office
data.
• Latest instance
This shows the latest instance data regardless of the user that
scheduled it
• Latest instance by user
This shows the latest instance data based on the user that scheduled
it or the user that it was scheduled “On behalf of.” For example, if the
administrator schedules a report on behalf of User A, the instance
has the ScheduledBy property of User A, not the administrator.

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Publishing and Viewing Files

chapter
7 Publishing and Viewing Files
Overview

Overview
You can use BusinessObjects Live Office (Live Office) to publish documents
to BusinessObjects Enterprise. To publish a document to BusinessObjects
Enterprise, you must have publishing rights. To view the document, users
must have viewing rights for the document. For details, see “Using
BusinessObjects Enterprise” on page 12.
Note: The information in this chapter does not apply to Microsoft Outlook.

Publishing a document to BusinessObjects


Enterprise
When you have completed a document, you can publish it to
BusinessObjects Enterprise for other users to view. You can use
BusinessObjects Enterprise to manage any Microsoft Word, Microsoft Excel,
and Microsoft PowerPoint documents; they do not have to contain any
imported View data.
To publish a document
1. On the BusinessObjects menu, click Save Document to Server As.
Note: If you are not already logged on to BusinessObjects Enterprise,
you are prompted to log on. For more information, see “Logging on to
BusinessObjects Enterprise” on page 12.
2. In the Save As dialog box, select the folder where you want to save the
document.
3. Enter a name for the document in the File name field.
4. Click Save to publish the document.

Viewing a published document


You can open a published document if you have viewing rights for that
document in BusinessObjects Enterprise.
To view the document, you must have the correct Microsoft Office program
installed on your computer.
To view a published document
1. On the BusinessObjects menu, click Open Document from Server.

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Opening a document on a local drive 7
Note: If you are not already logged on BusinessObjects Enterprise, you
are prompted to log on. For more information, see “Logging on to
BusinessObjects Enterprise” on page 12.
2. In the Open dialog box, select the document that you want to view.
Note: If a View in the document was originally based on a Crystal report,
OLAP report, or Business View published to a different BusinessObjects
Enterprise system, you will see a message informing you that the source
cannot be found on the current system.
3. Click Open to display the file.
Your ability to modify the document depends on the Microsoft Office security
applied to the document and on the rights applied to the document in
BusinessObjects Enterprise. For details about BusinessObjects Enterprise
rights, see “Using BusinessObjects Enterprise” on page 12.

Opening a document on a local drive


You can open a document on your local computer without connecting to
BusinessObjects Enterprise. For example, you can open a document that
contains Views and choose not to connect to BusinessObjects Enterprise
when prompted. However, if you do not connect to BusinessObjects
Enterprise, you cannot use Live Office functionality to modify the View or
refresh the data.
Note: If you conceal the data when you save the document, anyone opening
the document must refresh the Views to view the imported data. To refresh
the Views, users need to have Live Office installed and have access to the
source Crystal report, OLAP report, or Business View in BusinessObjects
Enterprise.

Connecting Views to a different system


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

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Connecting Views to a different system

To connect the Views to the appropriate Crystal report, OLAP report, or


Business View on your current system, you must ensure that the objects on
the current system have the same field or dimension names and table names
as the original Crystal report, OLAP report, or Business View.
For example, suppose that the New York Sales team has a document with
View that uses a Crystal report called Global Sales. The Crystal report is
published to the USA BusinessObjects Enterprise system. The London Sales
team also has a version of the Global Sales Crystal report—in this case,
called World Sales—which is published to the UK BusinessObjects Enterprise
system. If members of the London Sales team want to use the New York
Sales team’s document, they must manually connect the View to the World
Sales report on their system.
To connect a View to a different system
1. Open the document that contains the View.
2. Log on to BusinessObjects Enterprise.
Note: If you have configured Live Office to connect automatically to
BusinessObjects Enterprise, a message informs you that the source
Crystal report, OLAP report, or Business View cannot be found on the
current CMS. It asks if you want to find the object manually and prompts
you with the name of the original object.
3. Click Yes to locate an object on your BusinessObjects Enterprise system.
Note: If you click No, the View will remain disconnected. For more
information, see “Opening a document on a local drive” on page 131.
4. In the Open dialog box, locate the Crystal report, OLAP report, or
Business View that contains the same table and field names as the
original document; then, click Open.
5. Repeat steps 2 and 3 for each View that you want to connect.
When you save the document, the links to the new Crystal reports, OLAP
reports, and/or Business Views are saved in the document.

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Customizing
BusinessObjects Live Office

chapter
8 Customizing BusinessObjects Live Office
Adding security to your document

Adding security to your document


If you save the imported data with the document, other users can potentially
view the data that they are not authorized to view. To ensure that the data in
your document is secure, conceal the data in the document, and then publish
the document to BusinessObjects Enterprise. By publishing your document to
BusinessObjects Enterprise, you ensure that only authorized users can view
the document.
To view the concealed data in the document, users must refresh the data.
Users can refresh the data only if they have installed BusinessObjects Live
Office (Live Office) and if they log on to BusinessObjects Enterprise. They
also need to have appropriate rights for the published document and for the
source Crystal reports, OLAP reports, or Business Views.
To conceal data when saving a document
1. On the BusinessObjects menu, click Options.
2. Click the View tab.
3. Select Conceal data when saving, and then click OK.
When you save the document, a text string replaces the data in the View.
The default text string is “Business Objects”, but you can change this. For
more information, see “To restore the data, click Refresh.” on page 134.
4. To restore the data, click Refresh.

Changing default data strings in a View


You can change the default strings that appear in the cells of a View when
there is no available data (for example, if a cell has no data, if there is an
error, or if the data is concealed).
To change the default strings
1. On the BusinessObjects menu, click Options.

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Changing default data strings in a View 8
The Options dialog box appears.

2. Click the View tab.


3. Click Default Data Format....
4. Set the required defaults:
• No data
Enter the text string that you want to appear when a cell has no data.
The default string is blank.
• Error
Enter the text string that you want to appear when a cell has an error.
The default string is #ERR.
• Permission denied
Enter the text string that you want to appear when the user does not
have the right to view a cell or manipulate the data within that cell.
The default string is Denied.
• Removed data
Enter the text string that you want to appear in place of concealed
data. The default string is Business Objects.
5. Click OK.

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Customizing the shortcut menu

Customizing the shortcut menu


You can specify the shortcut menu that appears when you right-click a View.
To change the shortcut menu
1. On the BusinessObjects menu, click Options.
The Options dialog box appears.

2. Click the General tab.


3. Click one of the following options:
• Replace Microsoft Office menu
Replaces the Microsoft Office shortcut menu with the
BusinessObjects shortcut menu. This is the default.
• Add to Microsoft Office menu
Produces a combined shortcut menu that contains Microsoft Office
and Live Office options. The Live Office options are available under
the BusinessObjects submenu.
• Use only Microsoft Office menu
No Live Office options are available on the shortcut menu.
4. Click OK.

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Changing general display settings 8
Changing general display settings
You can change the general display settings of Live Office.
To change the general display settings
1. On the BusinessObjects menu, click Options.
The Options dialog box appears.

2. Click the General tab.


3. Select from the following options:
• Autofit columns on data refresh
Automatically adjusts the column width for the new data when you
refresh the data.
• Prompt for parameters on data refresh
Prompts you for new parameter values when you refresh the data
using the Refresh button on the Live Office toolbar
4. Click OK.
See also “Customizing the shortcut menu” on page 136.

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8 Customizing BusinessObjects Live Office
Automatically connecting to BusinessObjects Enterprise

Automatically connecting to
BusinessObjects Enterprise
You can configure Live Office to connect to BusinessObjects Enterprise
automatically each time Microsoft Office is loaded.
To set automatic connection
1. On the BusinessObjects menu, click Options.
The Options dialog box appears.
2. Click the Enterprise tab.

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


logon details appear in the appropriate fields.
3. Select Use specified details to log on to BusinessObjects
Enterprise.
4. Click OK.
Each time you load Microsoft Office, you are automatically prompted to log on
to BusinessObjects Enterprise.

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Changing the field display 8
Single Sign-on
The term Single Sign-on is used to describe different scenarios. At its most
basic level, it refers to a situation where a user can access two or more
applications or systems while providing their log-on credentials only once,
thus making it easier for users to interact with the system.
Single Sign-on to BusinessObjects Enterprise can be provided by
BusinessObjects Enterprise, or by different authentication tools such as
Windows NT, Windows AD, or LDAP with SiteMinder.
Live Office has the ability to take advantage of Single Sign-on to
BusinessObjects Enterprise if it has been configured. In this way, users will
not be prompted to log on to BusinessObjects Enterprise once they have
logged on to the authentication tool being used at their organization.
For information about configuring Single Sign-on to BusinessObjects
Enterprise, see the BusinessObjects Enterprise Administrator’s Guide.

Changing the field display


You can choose to display the field names, field descriptions, or both in the
inserted Views.
1. On the BusinessObjects menu, click Options.
The Options dialog box appears.

2. Click the View tab.

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8 Customizing BusinessObjects Live Office
Customizing report view formatting

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


4. Click OK.

Customizing report view formatting


You can choose to have a Report View inserted using report parts that inherit
the formatting of the original report object.
1. On the BusinessObjects menu, click Options.
2. Click the View tab.
3. Under Report View Formatting, select one of the following options.
The formatting results of each option depend on what type of data was
used to create the view. The following table outlines how each option
formats various view types of data insertion.

Crystal Report Crystal Report Web OLAP Report


Parts Fields Intelligence Fields
Fields
Use report The original This option is This option is The data grid’s
format report format is ignored and Live ignored and Live formatting is
applied to the Office default Office default applied to the
view. formatting is formatting is data grid region
applied to the applied to the of the view.
view. view.
Use LO default Formats the view This option This option This option
format with black text on formats the formats the formats slice and
a yellow headings of the headings of the cube view data
background. view with white view with white with black text on
text on a text on a a yellow
background. It background. It background.
formats the grid formats the grid
section with section with
black text on a black text on a
yellow yellow
background. background
User user The formatting of The formatting of The formatting of The formatting of
format the insertion the insertion the insertion the insertion
point is applied to point is applied to point is applied to point is applied to
the entire view. the entire view. the entire view. the entire view.

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Live Office XI Release 2 User’s Guide

Creating Report Views from


Unmanaged Reports

appendix
B Creating Report Views from Unmanaged Reports

Click the appropriate link to jump to that topic


• Overview
• Selecting a data source
• Identifying an unmanaged report view
• Setting the location of an unmanaged report view

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Overview B
Overview
Live Office is now able to connect to unmanaged Crystal reports as a data
source for report views. An unmanaged report is a report that is outside the
BusinessObjects Enterprise environment, either on a server or on your own
computer. The ability to create report views from unmanaged Crystal reports
enables you to use Live Office functionality without needing a large enterprise
system.
Note: The ability to create report views from unmanaged reports is only
supported with Crystal Reports.
If at any time you want to migrate unmanaged report views to managed data
sources, you can use the new Set Location feature in Live Office. For details
about this feature, see “Setting the location of an unmanaged report view” on
page 145.
Note: In this chapter, the term unmanaged report view refers to a report view
that is based on an unmanaged Crystal report.

Creating a report View from an unmanaged


report
Creating a report view from an unmanaged report is almost exactly the same
as creating a report view from a managed report. The difference is that you do
not have to log on to BusinessObjects Enterprise to access the Crystal report
that you want to use as a data source. Instead, you can navigate to your local
computer or to a network location to select the report.

Selecting a data source


To select an unmanaged data source, you must have the appropriate rights
for the source Crystal report.
To select an unmanaged data source
1. Open a document.
2. Select a location to insert the View.
3. On the BusinessObjects menu, select New.
4. Click Report View.

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B Creating Report Views from Unmanaged Reports
Creating a report View from an unmanaged report

5. Expand the My Computer folder and double click Double click to select
Crystal Report... to navigate to the Crystal report that you want to use as
the data source.
6. Select the report and click Next.
7. Continue through the Live Office Import Wizard as you would with a
managed Crystal report.
For more details about inserting a report view, see “Inserting a Report View
from a Crystal report” on page 21.

Identifying an unmanaged report view


There are several differences in display details between an unmanaged
report view and a managed report view.

Live Office toolbar


In the view list on the Live Office toolbar, an unmanaged report is identified as
local.
For example, instead of displaying SourceReport.rpt (1,1) as for a managed
report, the view list displays SourceReport.rpt (Local) (1,1).

Report view properties


The report view properties also indicate whether a view is managed or
unmanaged.
For a managed report view, the System property provides the
BusinessObjects Enterprise system that the report is stored in.
For an unmanaged report view, the System property is replaced by the Report
Location property. This property indicates where the report is stored.
To view the report view properties
1. Right-click a cell or section in the report view to open the shortcut menu.
2. Point to View, and then click Properties.
The Properties dialog box appears and the Report Location property
value displays the report location.
For more details about report view properties, see “Viewing report view
properties” on page 52.

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Creating Report Views from Unmanaged Reports
Creating a report View from an unmanaged report B
Smart Tags and parameter details
Smart Tags
While Live Office does support smart tags in Microsoft Excel 2003, if the
report source is not managed, the smart tag functionality is not supported.
Therefore, if a report is unmanaged, the option Navigate to Report Source is
not available.
For details about smart tags, see “Smart Tags” on page 46.
Parameter details
If a report is unmanaged, parameter details of the report are not displayed in
the Detail pane of the Live Office Import Wizard, even if parameters exist in
the report source.
To open the Detail pane
1. Open a document.
2. Select where you want to insert the View.
3. On the BusinessObjects menu, select New.
4. Click Report View.
5. Expand the My Computer folder and navigate to the Crystal report that
you want to use as the data source.
6. Click Details in the Data Source dialog box.
The Detail pane opens.

Setting the location of an unmanaged report view


You can set the location of an unmanaged report view to another unmanaged
report or to a managed report. A managed report is a Crystal report that is
within a BusinessObjects Enterprise or Crystal Reports Server system.
Note:
• The set location feature applies to Excel, Word, and PowerPoint.
• There is no way to exit or undo the Set Location function once it has
begun. Therefore, be sure you want to set the location and that you
select the correct target report before beginning the process.
To set the location of an unmanaged report view
1. Right-click the report view and click View.
2. On the submenu click Set Report Location...
The Set Report Location dialog box appears.

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B Creating Report Views from Unmanaged Reports
Creating a report View from an unmanaged report

3. Select the report that you want to set the report location to and then click
Open.
The report view is refreshed against the new data source.
Note: If the target report does not have a field or fields specified in the
original report, the following message appears:
Report View Error: The fieldTable.Field referenced in the Report View
could not be found within the Crystal Report connection. The field will be
removed from the Report View.
Where Table.Field is the name of the missing report field.
This error occurs for each missing report field in the target report.
4. If you receive the Report View Error, click OK to continue.

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B

Live Office XI Release 2 User’s Guide 147


B Creating Report Views from Unmanaged Reports

148 Live Office XI Release 2 User’s Guide


References

appendix
C References

This section provides references on the following topics:


• Options dialog box
• Properties dialog box
• Report View Expert
• Report Viewer

26 <title of your book>


References
Options dialog box C
Options dialog box
The Options dialog box enables you to set the options for BusinessObjects
Live Office (Live Office). These options affect all documents, not just the
current document. Click Default to return to the default options.
Note: Live Office options apply only to the Microsoft Office product that you
are using. You can set different options for Microsoft Excel, Microsoft
PowerPoint, and Microsoft Word.
General tab

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

<title of your book> 27


C References
Options dialog box

View tab

The View tab contains the options for concealing the data from access by
unauthorized users and for displaying fields.
For details, see Chapter 11: Customizing BusinessObjects Live Office.
Enterprise tab

The Enterprise tab contains the options for connecting to BusinessObjects

28 <title of your book>


References
Options dialog box C
Enterprise.WebService tab

The WebService tab contains the URL to the web service that is used by Web
Intelligence. This URL must be set correctly in order for you to insert Views
using Web Intelligence data. For more information about inserting Web
Intelligence data see “Inserting a View from a Web Intelligence document” on
page 30
Analysis tab

<title of your book> 29


C References
Properties dialog box

The OLAP Intelligence tab contains the options for navigating Cube View
data. The options here allow you to choose how members are displayed and
how the Cube View is navigated.
If you select the “Display dimension names on Navigation bar buttons” check
box, the dimension names are shown on the Business Objects Live Office
toolbar. Clicking the dimension name opens the Member Selector for that
dimension.

Properties dialog box


The Properties dialog box displays the properties for the selected View or the
selected cell in the View. For details, see “Viewing report view properties” on
page 52, “Viewing cube view properties” on page 62, or “Viewing web
intelligence view properties” on page 124.

Report View Expert


The Report View Expert enables you to insert or modify a Report View. For
details, see “Importing Data” on page 17 and “Modifying a Report View” on
page 43.

Report Viewer
You can use the Report Viewer to select the parts of a report that you want to
display in the Report View. You can also use the Report Viewer to display the
selected Report View in the original report.
For details, see “Selecting parts of the report” on page 28.

30 <title of your book>


Business Objects
Information Resources

appendix
D Business Objects Information Resources
Documentation and information services

Documentation and information services


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

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

What’s in the documentation set?


View or download the Business Objects Documentation Roadmap, available
with the product documentation at http://www.businessobjects.com/support/.
The Documentation Roadmap references all Business Objects guides and
lets you see at a glance what information is available, from where, and in
what format.

Where is the documentation?


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

Documentation from the products


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

Documentation on the web


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

Documentation on the product CD


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

154 Live Office XI Release 2 User’s Guide


Business Objects Information Resources
Customer support, consulting and training D
Send us your feedback
Do you have a suggestion on how we can improve our documentation? Is
there something you particularly like or have found useful? Drop us a line,
and we will do our best to ensure that your suggestion is included in the next
release of our documentation: documentation@businessobjects.com.
Note: If your issue concerns a Business Objects product and not the
documentation, please contact our Customer Support experts. For
information about Customer Support visit: http://www.businessobjects.com/
support/.

Customer support, consulting and training


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

How can we support you?


Business Objects offers customer support plans to best suit the size and
requirements of your deployment. We operate customer support centers in
the following countries:
• USA
• Australia
• Canada
• United Kingdom
• Japan

Online Customer Support


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

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D Business Objects Information Resources
Customer support, consulting and training

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:
http://www.businessobjects.com/services/consulting/

Looking for training options?


From traditional classroom learning to targeted e-learning seminars, we can
offer a training package to suit your learning needs and preferred learning
style. Find more information on the Business Objects Education web site:
http://www.businessobjects.com/services/training

156 Live Office XI Release 2 User’s Guide


Business Objects Information Resources
Useful addresses at a glance D
Useful addresses at a glance

Address Content
Business Objects product Information about the full range of
information Business Objects products.
http://www.businessobjects.com
Product documentation Business Objects product
http://www.businessobjects.com/ documentation, including the
support Business Objects Documentation
Roadmap.
Business Objects Documentation Send us feedback or questions
mailbox about documentation.
documentation@businessobjects.com
Online Customer Support Information on Customer Support
http://www.businessobjects.com/ programs, as well as links to
support/ technical articles, downloads, and
online forums.
Business Objects Consulting Information on how Business
Services Objects can help maximize your
http://www.businessobjects.com/ business intelligence investment.
services/consulting/
Business Objects Education Information on Business Objects
Services training options and modules.
http://www.businessobjects.com/
services/training

Live Office XI Release 2 User’s Guide 157


D Business Objects Information Resources
Useful addresses at a glance

158 Live Office XI Release 2 User’s Guide


Index
A MDX query functions 117
active slice member, definition of 77 moving averages 112
adding filters 27 removing 118
advanced search 76 showing
asymmetry 83 Contribution 107
creating 85 Growth 107
reorienting dimensions 86 Ranking 108
working with hierarchical dimensions 87 Variance 110
autofit columns 137 switching between types 114, 118
automatic totals 104 trend lines 111
using a calculation definition 115
calculating
B linear regression 113
Business Objects moving averages 112
consulting services 156, 157 trend lines 111
support services 155 caption property 63
training services 156, 157, 157 captions, displaying 81
Business View property 53 cell properties 62, 89
Business Views cells, adding text to 30
rights 12 child count property 63
selecting 21 closing Report Viewer 29
using as source data 12 CMS, changing for report views 131
BusinessObjects Enterprise columns
automatically logging on 138 autofitting 137
logging on to 12, 12 inserting 58
publishing to 130 concealing data, when saving 134
reconnecting to 138 connecting to
rights 12, 12 DB2 41
saving to 130 Essbase 41
using 12 Open OLAP 39
connection
C selecting current 21, 35
calculated members selecting recent 21, 35
adding to Worksheet 105 Connection Id property 53, 125
adding, using an Expert 105 consultants, Business Objects 156
data analysis 111 context, specifying 32
editing 118 Crystal reports
linear regression 113 rights 12
selecting 21, 35

BusinessObjects Live Office XI Release 2 User’s Guide 159


Index

unmanaged 142 reactivating hidden 79


using as source data 12, 142 stacking 67
cube view display settings, changing 137
formatting options 61 displaying
inserting 17, 20, 34, 37, 142 field descriptions 139
layout 58 field names 140
layout options 61 document
properties 62 adding security to 131, 134
removing 61 viewing published 130
Current tab 21, 35 documentation
customer support 155 feedback on 155
customizing on product CD 154
Live Office 133 on the web 154
shortcut menu 136 roadmap 154
drilled down property 63
D drilling down
description 82
data
expanding a parent member 82
concealing 134
focusing on children 83
defaults, changing 134
drilling through 83
filtering 27
drilling up
refreshing, report view 50
collapsing members 83
refreshing,cube view 59
displaying parent members 83
data analysis
linear regression 113
moving averages 112 E
trend lines 111 editing 59
data analysis calculations 111 formula 30
adding 111 MDX 59
Data Context property 53 education. See training
data selection method, specifying 26 Essbase, connecting to 41
data source excluding field categories 50
changing 45
OLAP report 35 F
OLAP server 38
Favorites
selecting
add member to 70
cube view 35
groups and members 73
report view 21
using 73
database, logging on to 26, 36
feedback, on documentation 155
DB2, connecting to 41
Field property 53
default data strings 134
fields
default member 78
displaying descriptions 139
description property 63
displaying field names 139
details of parameters, displaying 22
excluding 50
dimensions
focussing on 50
hiding 78

160 BusinessObjects Live Office XI Release 2 User’s Guide


Index

modifying 48, 48, 48, 124 connecting to, using BusinessObjects


removing 48, 124 Enterprise 40, 40, 40
selecting 27, 27 connecting to, using Open OLAP 40
filtering data Hyperion Essbase, connecting to 41
by actual value 91
by contribution 92 I
by ranking 92
IBM DB2 41
changing filters 93
connecting to 41
removing filters 93
information resources 154
filters
inserting
adding 27, 49, 50
cube view 20, 34, 142
general 48
from an OLAP report 35
modifying 48, 49
parts of the report 29
removing 49, 49
report view 20, 142
removing all 49
row or column 58
focused drill 83
rows or columns 44
focussing on field categories 50
Instance Time property 53
formatting
instances
cube view options 61
explanation of 19
exceptions 102
selecting 21
formula, editing 30

L
G
Latest Instance property 53
general display settings 137
layout of cube view 58
global highlighting exceptions 96
layout of report view 44
go to report view 15
level depth property 63
Group Path property 53
level name property 63
linear regression calculations 113
H Live Office
hidden dimensions, setting the slice for 79 customizing 133
hiding overview 12
dimensions 78 Live Office Navigation Bar 13, 15
member instances 85 Live Office toolbar 13, 13
hierarchies logging on
and sorting 95 to BusinessObjects Enterprise 12
using 82 to data source 36
highlighting exceptions to database 26
changing formats 101
compared with other members 98 M
removing formatting 101
MDX
using the result of a calculation 99
editing 59
highlighting high or low values 97
viewing 59
Holos 39
MDX Editor 79
MDX query, adding functions to 117

BusinessObjects Live Office XI Release 2 User’s Guide 161


Index

member properties 89 opening Report Viewer 28


Member Selector Options
commands 69, 69 View 54, 127
selecting members with 68
toolbar 69 P
members
parameter values
calculated 105
displaying 22
changing the name of 81
modifying 46, 59, 126
displaying captions or names 81
prompting for 137
hiding 85
refreshing 47, 60, 126
reordering 79
removing 47, 60, 126
row and column 69
specifying 24
selecting for dimension 69
specifying,cube view 36
sorting data on 94
Pareto analysis 92
Microsoft OLAP data source, connecting to 38
parts of report
modifying
displaying in original report 28, 28
a member’s caption 81
inserting 28, 28, 29
data defaults 134
properties
data source 45
Business View 53
field display 140
caption 63
fields of report view 48, 124
cell 62, 89
filters 48, 49
cells 52
parameter values 46, 59, 126
child count 63
report views 43
Connection Id 53, 125
modifying the slice of data 77
Data Context 53
moving average calculations 112
description 63
drilled down 63
N Field 53
names, displaying 81 Group Path 53
navigation bar 15 Instance Time 53
null values, excluding 93 level depth 63
level name 63
O member 62, 89
name 63
OLAP report, as data source 35
of reports 52
OLAP servers
Report 53
adding 38
System 52, 125
DB2 41
type 63
Essbase 41
unique name 63
Holos
User Name 52, 125
using BusinessObjects Enterprise 40, 40,
Value 53, 54
40
View Id 53, 125
using Open OLAP 39
viewing 52
Microsoft OLAP data source 38
published
Online Customer Support 155
Business Views 12

162 BusinessObjects Live Office XI Release 2 User’s Guide


Index

documents, viewing 130 resources 154


objects, rights for 12 restrictions on sorting 94
reports 12 rights, BusinessObjects Enterprise 12
rows, inserting 58
R
Recent tab 21, 35 S
reconnecting automatically to BusinessObjects saving
Enterprise 138 report views, general 131
refreshing to BusinessObjects Enterprise 130
cube view data 59 scheduling a report 19
current report view 15 searching for members 75
general 50 security, adding to document 131, 134, 134
parameter values 47, 60, 126, 137 selecting
report view 51, 123 Business View 21
specific report view 15 Crystal report 21, 35
removing current connection 21, 35
all filters on a field 49 data source 21, 35
cube view 61, 61 fields for report view 27
fields from report view 48, 124 instance 21
filters 49, 93 parts of a report 28
parameter values 47, 60, 126 recent connection 21, 35
report view 52, 125 row and column members 69
sorts 94 set location 144
renaming a member 81 Setting 30
reordering members 79 setting report parameters 46
report objects and instances 19 shortcut menu, customizing 136
Report property 53 Slice Navigator, using 77
report view slice of data, changing 77
cell properties 52 Smart Tags 61
changing the origin 45 sorting data
completing 27 changing the sort order 95
connecting to different CMS 131 on a member 94
definition of 12 on swapped dimensions 95
go to 15 removing a sort 94
inserting 17, 20, 142 restrictions on 94
layout 44, 44 source data 12, 12
modifying 43, 43 source object 61
properties 52 specifying parameter values 24
refreshing 15, 15, 50, 51, 123 stacked dimensions
removing 52, 52, 125, 125 changing order of 68
selecting fields for 27 removing 68
Report Viewer stacking dimensions 67
closing 29 support
opening 28 customer 155
report, selecting parts of 28 locations 155

BusinessObjects Live Office XI Release 2 User’s Guide 163


Index

technical 155 support 155


web site 155 training 156
swapping dimensions, containing sorts 95 workbook, publishing 130
System property 52, 125 worksheet, choosing 37

T
technical support 155
text, adding to cell 30
toolbar, Member Selector 69
toolbars 13, 13
totals, inserting 104
training, on Business Objects products 156
trend line calculations 111
Type property 54, 63

U
unique name property 63
unmanaged report view 142
User Name property 52, 125

V
Value property 53
View Id property 53, 125
viewing
MDX 59
properties,cube view 62
properties,report view 52
published documents 130

W
web
customer support 155
getting documentation via 154
useful addresses 157
Web Intelligence
specifying context 32
web intelligence view
inserting 30
selecting data source for 31
selecting fields for 34
setting web service for 30
specifying context for 32
web sites

164 BusinessObjects Live Office XI Release 2 User’s Guide