BusinessObjects Live Office XI 3.1
User Guide
Live Office XI 3.1
windows
Copyright
© 2008 Business Objects, an SAP company. All rights reserved. Business Objects
owns the following U.S. patents, which may cover products that are offered and
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Third-party
Contributors
Business Objects products in this release may contain redistributions of software
licensed from third-party contributors. Some of these individual components may
also be available under alternative licenses. A partial listing of third-party
contributors that have requested or permitted acknowledgments, as well as required
notices, can be found at: http://www.businessobjects.com/thirdparty
2008-09-03
Contents
Chapter 1
About this document
7
Who should read this document .................................................................8
How to use this document...........................................................................8
Chapter 2
Getting Started with Live Office
11
Overview....................................................................................................12
About Live Office content ..........................................................................12
Live Office concepts.............................................................................13
Live Office object types .......................................................................17
Live Office architecture.........................................................................17
What's New in Live Office XI 3?................................................................18
New Features in Live Office XI 3..........................................................18
Feature enhancements for Live Office XI 3..........................................18
Live Office toolbar .....................................................................................18
Live Office ribbon menu.......................................................................21
To hide or show the Live Office toolbar................................................21
Logging on to BusinessObjects Enterprise................................................21
Chapter 3
Working with Crystal Reports Content in Live Office
23
Overview....................................................................................................24
Inserting Crystal Reports content..............................................................24
Logging on to secured databases........................................................24
Insert Wizard: Choose Document........................................................27
Insert Wizard: Specify Parameter Values ............................................29
Insert Wizard: Choose Data.................................................................31
Insert Wizard: Set Filters......................................................................34
BusinessObjects Live Office XI 3.1 User Guide
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Contents
Insert Wizard: Summary.......................................................................36
Summary page.....................................................................................37
Data Refresh Options................................................................................38
Additional Info.......................................................................................40
Modifying Crystal Reports content.............................................................40
Viewing and modifying general object properties.................................40
Adding custom content to Live Office objects......................................42
Modifying parameter values.................................................................42
Modifying fields ....................................................................................45
Modifying filters....................................................................................46
Chapter 4
Working with Web Intelligence Content in Live Office
49
Overview....................................................................................................50
Upgrading content from the previous version......................................50
Inserting Web Intelligence content.............................................................51
Insert Wizard: Choose Document........................................................53
Insert Wizard: Specify Query Contexts................................................55
Insert Wizard: Specify Prompt Values..................................................57
Insert Wizard: Choose Data.................................................................58
Insert Wizard: Summary.......................................................................61
Summary page.....................................................................................61
Adding more Web Intelligence report parts...............................................62
Data Refresh Options................................................................................63
Additional Info.......................................................................................65
Modifying Web Intelligence content...........................................................66
Viewing and modifying general object properties.................................66
Modifying prompt values......................................................................68
Chapter 5
Working with Queries in Live Office
71
Overview....................................................................................................72
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BusinessObjects Live Office XI 3.1 User Guide
Contents
Inserting Queries.......................................................................................72
To launch the Live Office Insert Wizard................................................73
Insert Wizard: Choose Universe...........................................................75
Insert Wizard: Specify Query................................................................77
Insert Wizard: Specify Query Context..................................................87
Insert Wizard: Specify Prompt Values..................................................89
Insert Wizard: Summary.......................................................................91
Summary page.....................................................................................91
Modifying Queries......................................................................................92
Viewing and modifying general object properties.................................92
Modifying prompt values......................................................................94
Changing the universe location............................................................96
Modifying the query definition...............................................................96
Modifying a query context....................................................................97
Chapter 6
Performing Common Tasks with Live Office Objects
99
Performing Common Tasks with Live Office............................................100
Modifying objects by report................................................................100
Publishing and Viewing Files..............................................................102
Saving your data locally and to the repository...................................105
Copying and pasting Live Office Objects...........................................106
Distributing objects via Outlook..........................................................108
Loading, updating, and refreshing existing content............................108
Removing Live Office objects.............................................................110
Chapter 7
Performing Advanced Tasks
111
Performing Advanced Tasks....................................................................112
Managing prompt and parameter settings ........................................112
Managing global Live Office properties..............................................119
Managing document security and access .........................................125
BusinessObjects Live Office XI 3.1 User Guide
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Contents
Chapter 8
Troubleshooting Live Office
129
Enabling logging for Live Office...............................................................130
Sample Live Office log files ...............................................................130
Troubleshooting Live Office components................................................131
Problem: LiveOffice menu disappeared.............................................132
Problem: Object refresh failed............................................................132
Problem: Object sorting and filtering lost when refreshing.................133
Problem: Access denied to universe..................................................133
Live Office object size limitations.......................................................134
Chapter 9
Reference
135
Reference Sections.................................................................................136
Live Office Insert Wizard....................................................................136
Options dialog box..............................................................................137
Live Office Object Properties dialog box............................................140
Backward compatibility............................................................................141
Unsupported features.........................................................................141
Appendix A
Get More Help
Index
6
BusinessObjects Live Office XI 3.1 User Guide
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147
About this document
1
1
About this document
Who should read this document
Welcome to BusinessObjects Live Office User's Guide. Live Office lets
anyone, from business workers to experienced data analysts, easily retrieve
business information, create queries, perform calculations, and share answers
to business questions without having to understand complex database
languages and structures.
Live Office helps business workers like you easily embed accurate,
trustworthy up-to-date Crystal Reports or Web Intelligence information into
your Microsoft® Office documents, spreadsheets, emails, and presentations.
If you know how to create documents and spreadsheets, you'll have no
problem learning to use Live Office.
This guide provides comprehensive information and procedures to help you
to perform the following business tasks from within the Microsoft Office
application environment:
•
Create simple queries and summary reports based on verifiable,
up-to-date, real-time information, to analyze data such as quarterly sales
figures; answer important business questions; and make informed
decisions.
•
View, modify, and refresh existing queries quickly to suit your business
needs.
•
Share the results with your colleagues securely over the web or intranet
for collaborative, strategic decision making.
Live Office, part of the BusinessObjects XI 3.1 Productivity Pack, is one of
a suite of query and analysis products provided by Business Objects.
Who should read this document
This document is intended for business users of Microsoft Office applications
who want to work with Business Objects data within the Microsoft Office
application environment. You must be familiar with Microsoft Office Excel,
Word, Outlook, and PowerPoint, and you must have some familiarity with
BusinessObjects Enterprise to understand this guide.
How to use this document
This guide covers the following topics and tasks
8
BusinessObjects Live Office XI 3.1 User Guide
About this document
How to use this document
To do this…
Go to this section …
Understand key Live Office concepts About Live Office content on
and product enhancements.
page 12
Create and modify Crystal Reports
Inserting Crystal Reports content on
documents from within your Microsoft
page 24
Office applications.
Create and modify Web Intelligence
Inserting Web Intelligence content on
documents from within your Microsoft
page 51
Office applications.
Build, edit, and refresh universe
queries from within your Microsoft
Office applications.
Inserting Queries on page 72
Performing common tasks with Live
Performing Common Tasks with Live
Office objects such as saving docuOffice on page 100
ments and removing objects.
Perform more complex Live Office
tasks such as managing prompts and Performing Advanced Tasks on
configuring Single Sign On authenti- page 112
cation.
Enable Live Office logging and trou- Troubleshooting Live Office on
bleshoot common Live Office errors. page 129
Review reference material including
backward compatibility information
Reference Sections on page 136
and a list of unsupported and deprecated features.
BusinessObjects Live Office XI 3.1 User Guide
9
1
1
About this document
How to use this document
10
BusinessObjects Live Office XI 3.1 User Guide
Getting Started with Live
Office
2
2
Getting Started with Live Office
Overview
Overview
BusinessObjects™ Live Office (Live Office) gives you access to up-to-date
information you use everyday to do your job and make important business
decisions. It gives you real-time data that is verifiable and easily refreshed.
Live Office is built in to Microsoft Office applications you already use. The
information you need is at your finger tips and available in a familiar, easy
to use format. Live Office empowers business workers like you to easily
access corporate data from within Microsoft Office Excel, Word, Outlook,
and PowerPoint without depending on IT expertise to use complex business
intelligence tools.
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 Excel
functionality and the features of Live Office.
This document provides a high-level overview of Live Office concepts,
features, and functionality, and user interface to quickly familiarize you with
the product.
Related Topics
•
•
•
•
•
About Live Office content on page 12
Live Office concepts on page 13
Live Office object types on page 17
Live Office toolbar on page 18
Logging on to BusinessObjects Enterprise on page 21
About Live Office content
Before you start working with Crystal Reports or Web Intelligence content in
Live Office, you need to understand how Live Office content works.
Related Topics
•
•
•
12
Live Office concepts on page 13
Live Office object types on page 17
Live Office architecture on page 17
BusinessObjects Live Office XI 3.1 User Guide
Getting Started with Live Office
About Live Office content
Live Office concepts
To understand how Live Office data can answer your business questions
quickly and easily, you need to be familiar with the following key concepts:
•
•
•
•
Report objects, including instances and parts
Parameters and prompts
Universes
Context
Related Topics
•
•
•
•
What are report objects, instances, and parts? on page 13
What are parameters and prompts? on page 15
What is a universe? on page 16
What is a context? on page 16
What are report objects, instances, and parts?
When you use Live Office to insert data in a document, you can choose from
Crystal Reports or Web Intelligence content stored in the BusinessObjects
Enterprise repository. Reports stored in the BusinessObjects repository are
called report objects.
Report objects
A report is a document you create containing information presented in tables,
charts, and graphs. A report object supplies the data to the report. In Live
Office, you work with report objects because they are connected to the most
up-to-date content stored in databases. So, when you create a report, you'll
know it will contain the latest information when people view it.
When a report object is created with the Crystal Reports or Web Intelligence
designer, its information may come from various databases. The report object
returns data from the underlying data source or sources, either on demand
from the database or based on the refresh option chosen.
BusinessObjects Live Office XI 3.1 User Guide
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2
2
Getting Started with Live Office
About Live Office content
Report instances
An instance is a version of that object created by BusinessObjects Enterprise
when users modify the source document or schedule reports. Each instance
contains data that is current at the time the source report is processed.
Essentially, a report instance is a report object that contains data that is
retrieved from one or more databases. 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.
Report parts
Report parts are sections of a report that are displayed by themselves,
wiithout the rest of the report page. More precisely, report parts are objects
that use hyperlinks to point from a source report object to a destination Live
Office object. Report parts include objects such as text or charts.
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BusinessObjects Live Office XI 3.1 User Guide
Getting Started with Live Office
About Live Office content
The following diagram shows the relationship between report objects, report
instances, and report parts in Live Office.
What are parameters and prompts?
Parameters
Parameter is a Crystal Reports term. A parameter is a question that you
need to answer before generating your report. The information you enter, or
the way you respond, determines the information that appears in the report.
For example, in a report used by sales people, there might be a parameter
that asks the user to choose a sales region. The report would return the
results for the specific region, instead of returning the results for all of the
regions. Parameters may be either mandatory or optional.
BusinessObjects Live Office XI 3.1 User Guide
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2
2
Getting Started with Live Office
About Live Office content
Prompts
Prompt is a Web Intelligence term, similar to a parameter. A prompt is a
dynamic filter that displays a question every time you refresh the data in a
report. You respond to prompts by typing or selecting the prompt value(s)
you want to view before you refresh the data. Prompts may be either
mandatory or optional.
What is a universe?
A Live Office universe is an abstraction of a database and presents data in
non-technical terms for business users. A universe is a collection of data
objects representing the information available in a database. Business users
of Web Intelligence and Crystal Reports can connect to a universe and run
queries against the database. For example, a database may contain a
universe for sales data, and another for customer service data. Users can
perform data analysis and create reports using the objects in the universe,
without seeing, or having to know anything about, the underlying data
structures in the database. Universes are created by universe design
specialists.
What is a context?
A universe context indicates what types of business questions are answered
by the same universe objects. For example, a universe for Sales data might
have a context for store sales, another for partner sales, and so on.
Because contexts may share objects that are in the same universe, specifying
a universe context helps to ensure your query retrieves the right data. For
example, data on expenses from an employee expense account may be
stored in the same database as data on expenses from marketing a product.
Choosing the right universe context will ensure you get the appropriate
expense data. Therefore, when you select a universe, you may have more
than one universe context to choose from.
Note:
Contexts are defined by the system administrator.
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BusinessObjects Live Office XI 3.1 User Guide
Getting Started with Live Office
About Live Office content
Live Office object types
Support for different kinds of data objects has been enhanced in this version
of Live Office. The following table explains how support for fields and report
parts, such as charts and text, works in Live Office.
Live Office content
type
Fields
Report parts
Crystal Reports
Yes
Yes
Web Intelligence
NA
Yes
Query Panel
Yes
NA
Note:
Embedded Crystal Reports sub-reports are not supported.
Related Topics
•
Live Office concepts on page 13
Live Office architecture
BusinessObjects Live Office XI 3.1 architecture, uses the reliability of
BusinessObjects Enterprise XI 3.1, and Web Services to provide enhanced
performance, scalability, and deployment.
BusinessObjects Live Office XI 3.1 User Guide
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2
2
Getting Started with Live Office
What's New in Live Office XI 3?
What's New in Live Office XI 3?
New Features in Live Office XI 3
New features for this version of Live Office include:
•
Full support for Microsoft Office Outlook
•
Support for Microsoft Office 2007
•
Copy and paste objects across Microsoft Office applications
Feature enhancements for Live Office XI 3
Feature enhancements in this version of Live Office include:
•
Support for suite-wide parameter and prompt enhancements
•
Ability to view and access publication objects
•
Integration of universe level security
•
Business Objects Query Panel enhancements
•
Support for user-specified preferred viewing locale (PVL)
•
•
Enhanced Excel parameter binding functionality
User experience enhancements, including a consolidated Object
Properties window, improved progress status notifications, and improved
performance when refreshing or accessing data.
Customers can make the power of business intelligence available to business
users inside the common Microsoft Office applications environment, with a
minimum of disruption and down time, for optimized efficiency and
productivity.
Live Office toolbar
The BusinessObjects Live Office toolbar provides you with quick access to
some of the most common commands you will need to create and modify
objects or run queries to answer your business questions.
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BusinessObjects Live Office XI 3.1 User Guide
Getting Started with Live Office
Live Office toolbar
It provides you with quick access to the Live Office objects in your Microsoft
Office Excel, PowerPoint, Outlook, or Word documents. You can:
•
Insert a report object
•
Refresh all report objects
•
Save an object to the BusinessObjects Enterprise repository
•
Navigate to the source report for your Live Office object
•
Access the Help for Live Office
The toolbar contains the following buttons:
For more information
about the objects that
Insert Crystal Reports
you can insert, see InContent
serting Crystal Reports
content on page 24.
For more information
about the options you
Insert Web Intelligence
can use, see Inserting
Content
Web Intelligence content on page 51
For information about
the options that you can
Insert Universe Query
use, see Inserting
Queries on page 72
BusinessObjects Live Office XI 3.1 User Guide
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2
2
Getting Started with Live Office
Live Office toolbar
Open from Business
Objects Enterprise
Opens the Repository
Explorer and allows you
to select published documents, Crystal Reports
or Web Intelligence
documents for insertion.
See Insert Wizard:
Choose Document on
page 27.
For information about
the options that you can
Save To Business Ob- use, see Publishing a
jects Enterprise
document to BusinessObjects Enterprise on
page 103.
For information about
the options that you can
Save As New to Busiuse, see Publishing a
nessObjects Enterdocument to Businesprise
sObjects Enterprise on
page 103.
20
Refresh All Objects
Refreshes the data of all
objects in the document
against their source reports. For more information, see Data Refresh
Options on page 38.
Go to Object
Allows you to easily
navigate to any Live Office object in the document.
BusinessObjects Live Office XI 3.1 User Guide
Getting Started with Live Office
Logging on to BusinessObjects Enterprise
Help
Displays the Online
Help for Live Office.
Live Office ribbon menu
The BusinessObjects Live Office ribbon menu shown below, helps you create
and modify reports or run queries to answer your business questions when
using any Microsoft Office 2007 application.
To hide or show the Live Office toolbar
•
Right-click the any toolbar and select BusinessObjects Live Office.
You can also Show or Hide the toolbar by navigating to View > Toolbars.
The toolbar appears or disappears.
Logging on to BusinessObjects Enterprise
If you have not already logged on, you are prompted to log on to
BusinessObjects Enterprise when you add or modify a Live Office object.
You must also log on before you can publish a document or open a published
document.
To log on to BusinessObjects Enterprise
1. Click Start > Programs > Microsoft Office, and select Microsoft Excel,
Word, or PowerPoint to launch the application.
BusinessObjects Live Office XI 3.1 User Guide
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2
2
Getting Started with Live Office
Logging on to BusinessObjects Enterprise
2. Click LiveOffice, click Options, the "Options" dialog box appears.
3. Select the Enterprise tab, enter your BusinessObjects Enterprise logon
credentials in the following fields:
• User name
•
Password
4. Verify the information in the Web Service URL and System fields to
ensure that the application is pointing to the correct Central Management
System (CMS).
For example, if the Web Intelligence document you want to insert is on
a CMS called businessobjects01, and the web services server is
running on a server called businessobjects02, then the following
information would be accurate:
System
businessobjects01
Web Service URL
http://businessobjects02:8080/dswsbob
je/services/session
5. Select an authentication method from the drop-down list, click Log On
and then click OK.
Note:
The information for the System field, the Web Services URL field, and
the "Authentication" drop-down list, will be provided by your system
administrator.
Related Topics
•
22
Logging on to BusinessObjects Enterprise automatically on page 126
BusinessObjects Live Office XI 3.1 User Guide
Working with Crystal
Reports Content in Live
Office
3
3
Working with Crystal Reports Content in Live Office
Overview
Overview
With Live Office, you can leverage the power, convenience, and reliability
of Crystal Reports functionality from within the Microsoft Office applications
you use everyday to make better business decisions. With point and click
ease, you can easily monitor regional sales trends or analyze quarterly sales
figures from within Microsoft Office Excel, Word, Outlook, or PowerPoint,
and share that analysis with your colleagues for improved decision making.
With Live Office, you have the comfort of knowing that the data you are
accessing to make business decisions is reliable, up-to-date, and easily
refreshed on demand from the database. Data accuracy is no longer a
concern.
With the easy to use "Live Office Insert Wizard", you can insert Crystal
Reports report parts or fields into your Microsoft Office documents.
Inserting Crystal Reports content
Crystal Reports content can be added from the Live Office menu or by using
the Live Office toolbar. Both methods launch the easy to use "Live Office
Insert Wizard" which easily guides you through how to choose a report, select
Crystal Reports data objects, and insert them in your Microsoft Office Excel,
PowerPoint, Outlook or Word applications as Live Office objects to share
with your colleagues.
Logging on to secured databases
For security purposes, your system administrator may have password
protected certain Crystal Reports documents and repositories. Therefore,
you may be prompted for database logon credentials when accessing or
refreshing certain documents.
Performing a consolidated database logon operation
1. Log on to BusinessObjects Enterprise and select LiveOffice > Insert
Crystal Reports content, or click the Insert Crystal Reports content
toolbar button, to launch the Live Office Insert Wizard.
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BusinessObjects Live Office XI 3.1 User Guide
Working with Crystal Reports Content in Live Office
Inserting Crystal Reports content
2. Navigate to the Crystal Reports document you want to access.
3. When prompted, enter your log on information and password.
Related Topics
•
Logging on to BusinessObjects Enterprise on page 21
To launch the Live Office Insert Wizard
1. Open a Microsoft Office document.
2. Log on to BusinessObjects Enterprise. For more information, see Logging
on to BusinessObjects Enterprise on page 21.
3. Select where you want to insert the Live Office object.
4. Select Live Office > Insert > Crystal Reports content.
Note:
In Microsoft Excel, the Wizard can also be launched from Insert > Crystal
Reports content.
The "Live Office Insert Wizard" appears. If you have not already logged
on to BusinessObjects Enterprise, you are prompted to do so.
The "Live Office Insert Wizard " will guide you through choosing your
document, selecting report content (fields or report parts), selecting
parameters if required, and inserting data into your Microsoft Office document.
Overview of the Live Office Insert Wizard for Crystal Reports
content
To use Crystal Reports functionality in Live Office, you select a series of
options using the "Live Office Insert Wizard". The "Live Office Insert Wizard"
is composed of five pages which are explained below:
BusinessObjects Live Office XI 3.1 User Guide
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3
Working with Crystal Reports Content in Live Office
Inserting Crystal Reports content
Use this page in the wizard
To do this task
•
Browse available reports.
•
Locate the report you want to use.
If the report you selected requires
database logon credentials, you
are again prompted to log on.
Choose Document
For more information, see Insert
Wizard: Choose Document on
page 27.
Specify Parameter Values
•
Choose parameter values from a
pre-selected list of values.
•
Specify whether you are prompted
each time data is refreshed.
For more information, see Insert Wizard: Specify Parameter Values on
page 29
Note:
This page only appears if your report
contains predefined parameters. You
cannot use Live Office to introduce new
parameters into a report.
Choose Data
Select the Crystal Reports parts or
fields you want to use to create your
Live Office object.
For more information, see Insert
Wizard: Choose Data on page 31.
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BusinessObjects Live Office XI 3.1 User Guide
Working with Crystal Reports Content in Live Office
Inserting Crystal Reports content
Use this page in the wizard
To do this task
Set Filters
Select filters to apply to data that you
insert as fields in your Live Office
documents. For more information,
see Insert Wizard: Set Filters on
page 34.
Note:
This page only displays if you have
selected to insert data as fields.
Summary
•
Type the name of your Live Office
object.
•
Verify its path in the repository
before inserting it into your document.
See Insert Wizard: Summary on
page 36
Insert Wizard: Choose Document
The first page of the "Live Office Insert Wizard" is the "Choose Document"
page and it displays the BusinessObjects Enterprise repository explorer so
that you can navigate easily to the report you want to use. The "Choose
Document" page displays all Crystal Reports to which you have access,
including reports contained within publications.
Tip:
You can also use the search functionality to search by title, keywords, content
or all fields to locate a specific report quickly. If you are importing content to
an email in Outlook, the search dialog will default to a content search based
on the subject line of your email.
BusinessObjects Live Office XI 3.1 User Guide
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3
3
Working with Crystal Reports Content in Live Office
Inserting Crystal Reports content
Note:
If the report you select requires database logon credentials, you will be
prompted again for your database logon credentials. See Logging on to
secured databases on page 24.
To locate your document using the explorer
1. In the left-hand pane of the "Choose Document" page, navigate to and
double-click the folder that contains the report you want to use. Using the
buttons above the left-hand pane, you can switch between Folder and
Category views for easy navigating.
The folder hierarchy expands. If the report is contained within a displayed
publication, select the publication instance to reveal its contents.
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BusinessObjects Live Office XI 3.1 User Guide
Working with Crystal Reports Content in Live Office
Inserting Crystal Reports content
Note:
For a report instance to be imported, the instance must be stored
somewhere on the BusinessObjects Enterprise system. Instances sent
directly to an Inbox are not stored in the repository, and cannot be
imported into Live Office.
2. In the right-hand pane of the "Choose Document" page, select the report
you want to use, and click Next.
Tip:
•
•
•
•
Click a column heading, for example, Name, Owner, or Type, to sort
available reports.
You can search for a specific report or object by title or keywords using
the search dialog above the frameset.
If you are importing to an Outlook email, a suggestion folder will also
be available. For your convenience, this folder will contain the results
of a content search based on the email's subject line.
The "Recent" folder also contains any reports you have created or
modified most recently for ease of access.
Next Step: Insert Wizard
If the report you selected contains parameters, the next page of the "Live
Office Insert Wizard" will be the "Specify Parameter Values" page. See Insert
Wizard: Specify Parameter Values on page 29.
If the report you selected does not contain parameters, the next page of the
"Live Office Insert Wizard " will be the "Choose Data" page. For more
information, see Insert Wizard: Choose Data on page 31.
Insert Wizard: Specify Parameter Values
The second page of the Live Office Insert Wizard is the Specify Parameter
Values page. This section demonstrates the use of parameters to populate
dynamic picklists. For example, in an “Activities by Location” report object
that a sales manager might use to monitor regional sales activity, his report
could have one parameter called “Select Region” with a value list of “East”
and “West”.
BusinessObjects Live Office XI 3.1 User Guide
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3
3
Working with Crystal Reports Content in Live Office
Inserting Crystal Reports content
To specify parameter values from a list of values
1. In the Specify Parameter Values page, select the parameter values you
want to include from the available drop down list.
2. Click Next.
Note:
You must select a value for every mandatory parameter. if the parameter
is optional you may leave the value as unspecified.
You can bind this list of parameter values to particular cells in your Microsoft
Office Excel spreadsheet for easy updating. For information about parameter
binding and modifying parameter values, see Modifying parameter values
on page 42.
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BusinessObjects Live Office XI 3.1 User Guide
Working with Crystal Reports Content in Live Office
Inserting Crystal Reports content
First, however, you must choose the data you want to include as report parts
and insert it as a Live Office object into your Microsoft Office document. See
Insert Wizard: Choose Data on page 31.
Insert Wizard: Choose Data
The third page of the Live Office Insert Wizard is the Choose Data page
which prompts you to select the Parts or Fields of the report you want to
include and insert into your Microsoft Office document.
Tip:
Click Switch to Fields to display the available objects as fields rather than
as report parts.
BusinessObjects Live Office XI 3.1 User Guide
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3
3
Working with Crystal Reports Content in Live Office
Inserting Crystal Reports content
Related Topics
•
•
To select Parts as your data set on page 59
To select Fields as your data set on page 33
To select Parts as your data set
1. Choose your preferred options for viewing report data:
•
Click the Toggle Interactive Parameters button
to adjust the
parameter values in the Interactive Parameters pane. Use the drop
down list under each parameter in the pane to adjust the value. After
you have completed your parameter value selections click Apply.
Note:
The Toggle Interactive Parameters button will not appear if your
report does not contain predefined parameters or if you click Switch
to Fields.
•
Click the Toggle Group Tree button
to switch document view.
For example, in a quarterly sales report, data could be grouped and
sorted by sales person and product in document tree view for quick
access.
•
Click the right or left facing arrows in the toolbar to navigate to a
particular page in a report.
•
Click the Search icon to search text strings in the report such as a
sales person's name.
•
Choose a page magnification or zoom factor for the report from the
available drop-down list for optimal display.
2. In the document viewer, select the report parts or objects you want to
include. For example, for a quarterly sales report, you could include the
name of the sales person, their product class, and their sales total by
quarter.
Tip:
You can select multiple report parts to insert into your Microsoft Office
application by using ALT + Click.
3. Click Next.
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Next Step: Insert Wizard
If you have inserted your data as report parts, the next page will be the
Summary page. On this page you'll be able to name your Live Office object
and verify its location in the repository before inserting the object in your
document.
To select Fields as your data set
This topic shows you how to insert Fields as a dataset in a Microsoft Office
document.
Note:
The Select Fields dialog box does not appear if you have chosen to select
Parts of a Crystal Report.
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Inserting Crystal Reports content
1. In the Choose Data page of the Live Office Insert Wizard, select the
Switch to Fields option.
2. In the Available Fields list, click a field that you want to include in the
Report object, and then click the right arrow (>).
The selected fields appear in the Selected Fields list.
3. Use the up and down arrows to change the order of the included fields,
as required.
4. Click Next.
Next Step: Insert Wizard
If you have inserted your data as fields, the next page will be the Set Filters
page. See Insert Wizard: Set Filters on page 34.
Insert Wizard: Set Filters
The Set Filters page will only appear if you have inserted your data as fields.
You can apply filters to all available fields in your Crystal Reports documents
to restrict the data in your report, even if the fields do not appear in your
document.
Note:
In Microsoft PowerPoint, the Live Office object can show only 50 rows and
50 columns of data. If you insert a Report View that contains more data than
this, the data will be truncated. You can reduce the number of fields shown
in the report object or add filters to reduce the data to fewer than 50 rows
and columns.
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To filter the data
1. In the Set Filters page of the Live Office Insert Wizard, click the field that
you want to filter.
2. Select a suitable operator from the Operators drop-down 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 Value lists. The
options that you are presented with depend on the selected operator.
Note:
•
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.
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•
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. Select a value from the drop-down list of values for the operator you
chose, and click Add Filter.
The filter and applicable value appear under the field to which they apply.
The filter is stored as a comment or bookmark on the field that contains
the filter.
4. Click Next.
Insert Wizard: Summary
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Adding more Objects from the same data source
Summary page
The "Summary" page is the last screen in the "Live Office Insert Wizard"
before the current object is inserted into your Microsoft Office application.
Follow the instructions below to complete the process of creating your Live
Office object.
1. From the "Summary" page, name your Live Office object and verify its
path in the BusinessObjects repository
2. Click Finish to insert your Live Office object into your Microsoft Office
document.
A progress bar appears as your Live Office object is inserted in your
Microsoft Office document.
You can now modify object properties, modify parameter or prompt settings,
configure data refresh options, or save your Office document with the
embedded Live Office object.
Related Topics
•
•
Data Refresh Options on page 63
Saving your data locally and to the repository on page 105
Adding more Objects from the same data
source
You can quickly and easily add additional objects from the same data source
into your Microsoft Office document.
Note:
The information in this section does not apply to Live Office objects embedded
in a recieved email.
1. Select the source Live Office object.
2. Right-click, point to Live Office, and click New Object from Same Report.
The source report relaunches in the Live Office Insert Wizard.
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Data Refresh Options
3. Select the additional report parts you want to add and insert them using
the Live Office Insert Wizard.
Tip:
You can select multiple report parts of the same type by using ALT + Click.
For example, you could select all countries in a sales report and insert them
as a row set in your Microsoft Office document.
Data Refresh Options
The data that is returned when you refresh an object depends on:
• The type of object that was used as the source object.
•
The data refresh option you select.
You can change the refresh behavior for the Live Office report objects from
LiveOffice > Refresh Option or from the Live Office Object Properties dialog
box.
To configure refresh options for your Live Office
objects
1. In your Microsoft Office document, right-click the Live Office object for
which you want to change the refresh properties.
2. From the Live Office menu, click Refresh Option.
The "Refresh Options" dialog box appears.
3. Select the refresh option to use and click OK
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Data Refresh Options
Refresh Option
Definition
Refresh the latest instance of the
selected Live Office object for a
specific user. Select the user whose
instance you would like to use from
the drop down list, the default value
is the Current User based on the
database credentials used to log in.
Note:
When refreshing from the latest inLatest Instance: From the latest instance of a report contained in a
stance scheduled by <user>
Publication, Live Office retrieves
the report content from the latest
Publication instance for the current
user. The publication instance has
to be published to an Enterprise location in report format. Instances
set to be distributed directly to user
Inbox cannot be accessed by Live
Office.
On Demand: From the database
Refresh the data from the
database. This is the default value.
Use Report Saved Data: From
saved data report
Refresh the selected instance
based on data saved with a published report. This option is only
valid after you have published the
report with saved data.
Specific Instance: From a specific Refresh the data from the selected
instance of the report
instance only.
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Additional Info
Note:
On Demand is the default option, and it will be the only available option if
the report object does not have report instances or versions, and there is no
saved data with the report.
Note:
If you choose to remove data when you save the document for security
reasons, anyone opening the document will see a message that data has
been removed. They must refresh the objects to view the imported Live Office
objects. To refresh the objects, users need to have Live Office installed and
have access to the source object in BusinessObjects Enterprise. For more
information about concealing data, see Managing document security and
access on page 125.
Modifying Crystal Reports content
There are many features in BusinessObjects Live Office (Live Office) that
allow you to easily modify your existing Crystal Reports objects.
This section contains the following, click the appropriate link to jump to the
topic:
Related Topics
•
•
•
•
•
Viewing and modifying general object properties on page 40
Adding custom content to Live Office objects on page 42
Modifying parameter values on page 42
Modifying fields on page 45
Modifying filters on page 46
Viewing and modifying general object properties
You can also display and modify the properties for your Crystal Reports
object. The Live Office Object Properties window allows you to view and
modify all objects in the current document.
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To view the properties of a Live Office object
1. From within your Microsoft Office application, right-click your Live Office
object and click Properties.
The Object Properties dialog box appears.
Note:
The properties shown and tabs available depend on the type of object
selected.
2. Select the Object/Report which contains the object or objects you want
to modify.
3. Selelect one or more objects to modify the properties of.
4. Do any of the following:
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•
Click the General tab to view information about the object or objects
and modify properties such as report location and object name.
•
Click the Prompts tab to view current parameter settings and access
the Specify Parameter Values window for the selected object or
objects.
•
Click the Refresh tab to view and modify refresh options for the
selected object or objects.
Adding custom content to Live Office objects
Live Office objects inserted as tables are comprised of rows and columns.
You can insert columns or rows, and add your own custom content to the
object. The custom content will be retained when the object's data is
refreshed.
1. Go to the Live Office object.
2. Select the cell, row or column adjacent to where the new column or row
will be inserted.
3. Right-click, point to Live Office, and click Insert Row or Insert Column.
One row will be inserted above, or one column will be inserted to the left of
the selected cell. Repeat until the desired number of rows or columns in
inserted. After inserting the first row or column, the Live Office menu will
enable Remove Row or Remove Column.
To remove a row or column that has been added, you'll need to select at
least one cell within the row or column. Right-click, point to Live Office, and
click Remove Row or Remove Column.
Modifying parameter values
If your Live Office object is based on a report object that contains parameters,
you can change the parameter values when you insert the object, or you can
change the values later. If you do not specify parameter values when you
insert Live Office objects into your Microsoft Office document, Live Office
uses the current values.
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Note:
If the report object contains mandatory parameters, you must specify a
parameter value before inserting the object.
You can modify the Live Office properties so that you are prompted for the
parameter values when you refresh the data. You can also use commands
on the LiveOffice menu and the context menu to modify the parameter values
and settings.
Modifying Parameter or Prompt values and settings
The Specify Parameter Values dialog box for Crystal Reports objects, or the
Specify Prompt Values dialog box for Web Intelligence objects and Queries,
allows you to set the values that will be used to specify what data is used
for the selected Live Office object. There are two options available for all
Office applications, and an additional third option in Excel. When working in
Excel, you have the option to bind the values to a cell. Binding is a useful
way to allow values to be updated automatically from within Excel. You can
type the parameter or prompt value into the cell or, if the option is selected,
you can select the value from a drop-down menu in the cell. For example, if
you have an “Activities by Region” report, with a “Select Region” parameter,
the binding cell might have the values “East” and “West” in the drop-down
list of values. Upon selecting a value, the object's data would be updated to
reflect the new selection.
1. In the Microsoft Office document, right-click the Live Office object
containing the parameter or prompt you want, then click Live Office >
Prompt Setting.
The Specify Parameter (or Prompt) Values dialog box is displayed.
2. Select the parameter or prompt to modify, and choose from the following
options to specify the value:
• Select the Always ask for value option if you want the Live Office
object to prompt you for the parameter or prompt value every time it
is refreshed.
• Select the Choose values list option to bind the Live Office object to
specific parameter or prompt values. Click on the browse button to
launch the Specify Parameter Values dialog box. Select the parameter
or prompt values from the drop down menus or add new values.
3. If you are working with an object in Microsoft Excel, the following additional
option will be available:
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•
Select the Choose Excel data range option if you want to bind the
parameter or prompt to a range in the Excel spreadsheet.
Note:
Parameters and prompts that accept multiple discrete values can be
bound to a range, or name variable, containing multiple cells.
Choose one of the below options for selecting the range:
• Open the drop-down list and select an existing name variable.
• Type the address of the range.
•
Click the specify range button
to the right of the drop-down
list. The "Bind Parameter" or "Bind Prompt" dialog box is displayed.
Select an available range within the spreadsheet and click OK.
Note:
From the Bind Parameter or Bind Prompt dialog box, you can select
a range anywhere on the current worksheet, or any other worksheet
within the workbook.
Additional options available for parameters and prompts bound to
ranges:
•
Append parameter list to the drop down of the binding cell:
Checking this box will create a drop down in each of the selected
cells with a list of all possible values for the selected parameter.
Caution:
Using this option for a parameter or prompt with a large list of
values will increase the overall size of the workbook; and may
decrease performance and response time when data is
refreshed.
•
Update parameter list upon refresh: Checking this box will
refresh the list of values available for the selected parameter.
Caution:
Using this option for a parameter or prompt with a large list of
values will increase the overall size of the workbook; and may
decrease performance and response time when data is
refreshed.
Additional options for range type parameters and prompts:
• Include this value: Check this box to have the selected value
included in the data set.
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•
No lower/upper value: Checking this box causes the data set to
disregard the lower or upper value of the parameter range.
4. Click OK to close the Specify Parameter (or Prompt) Values dialog box.
The report data will then be refreshed automatically.
Tip:
This is the default Live Office refresh behavior, to modify this behavior
click Live Office > Options, the "Options" dialog box appears. Under the
General section, use the check boxes to specify the preferred refresh
behavior.
To automatically refresh the data when cell binding changes
This topic is relevant if you are using Live Office objects in Microsoft Office
Excel.
1.
2.
3.
4.
On the Live Office menu, click Options.
In the Options dialog box, click the General tab.
Select Refresh Live Office object when binding cell changes.
Click OK.
Note:
When you refresh any single LiveOffice object, the Specify Parameter Values
dialog box opens and allows you to modify the parameter values.
Modifying fields
You can add or remove fields from a report object that is based on a Crystal
Reports document or document instance.
To add or remove fields
1. Click any cell in the Live Office object that you want to modify.
2. On the LiveOffice menu, click Modify and then click Add/Remove Fields
to open the Choose Data page of the Live Office Insert Wizard.
3. Do one of the following:
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•
To add a field, select it in the Available fields list; then click the right
arrow (>).
•
To remove a field, select it in the Selected 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.
Related Topics
•
To select Fields as your data set on page 33
Modifying filters
You can add, modify, and remove filters from your document. You can apply
filters to any field in the source Crystal Report document, even if the field is
not displayed.
To add or modify a filter
1. Click any cell in the report that you want to modify.
2. On the LiveOffice menu, click Modify,click Filter Settings, and then
click Add/Modify to open the Filter Settings page of the Live Office Insert
Wizard.
Tip:
This command is also available on the LiveOffice shortcut menu.
3. In the Filter Settings page, click the field that you want to filter.
4. If you want to modify an existing filter, select 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.
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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 object and then change the
filters, the formatted cells may disappear.
6. Click Add Filter to add the filter to the field.
The filter appears under the field to which it applies.
7. Click OK to apply the changes.
To remove a filter
1. Select a cell in your document that contains the filter you want to remove.
2. On the LiveOffice menu, click Modify, click Filter Setting, and then click
Add/Modify to open the Filter Settings page of the Live Office Insert
Wizard.
Tip:
You can also right-click the Live Office object, point to Live Office, point
to Filter Settings, and click Add/Modify.
3. In the Filter Settings page, select the filter that you want to delete, Remove
Filter, and click OK.
Choosing specific field values as filter settings
You can also focus on or filter on a particular set of field values. to narrow
down the data in your report. For example, if your report data contains
information on a range of bicycles, you might have three fields containing
the following information: Size, Color, and Price. The bicycles might come
in four colors: red, black, blue, and green. If you want your report to display
the size and price for the black bicycles only, you could use the Focus On
Value filter setting to return that information. Alternatively, you can use the
Exclude Value to exclude specific values.
To focus on a value
1. Click the cell containing the field value that you want to include as a filter.
For example, black bicycles.
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2. On the LiveOffice menu, click Modify,click Filter Setting, and then click
Focus On Value.
Your report now displays size and price information for black bicycles.
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 LiveOffice menu, click Modify, click Filter Setting, and then click
Exclude Value.
Live Office removes the rows in that field containing the selected value.
In this example, all red bicycles would disappear from the field. To restore
the default view, remove the filter.
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Intelligence Content in Live
Office
4
4
Working with Web Intelligence Content in Live Office
Overview
Overview
Web Intelligence provides access to business information over intranet and
extranets for powerful ad hoc queries and sophisticated, easy-to-use
interactive analysis.
With BusinessObjects Live Office (Live Office), you can easily and
conveniently manipulate Web Intelligence data from within the Microsoft
Office application environment.
You can compile, analyze, and manipulate “live” Web Intelligence data from
within the Microsoft Office Excel, PowerPoint, Outlook, and Word documents
that you use everyday for improved collaborative decision making.
Upgrading content from the previous version
Earlier versions of Live Office supported inserting Web Intelligence fields
into Microsoft Office documents. This version is backward compatible with
the earlier versions of Live Office and you can therefore upgrade Web
Intelligence content.
To upgrade a Web Intelligence object from the previous version
1. Open the Microsoft Office document that contains the Web Intelligence
object from the previous version.
2. Logon to BusinessObject Enterprise and launch the Live Office Insert
Wizard.
You will be prompted to upgrade.
3. Click OK to convert the Web Intelligence document to this version of Live
Office.
4. After the upgrade process is complete, right click the object and select
Add/Remove Fields to modify the field list setting or select Refresh
Object to refresh the fields.
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Inserting Web Intelligence content
Web Intelligence content can be added from the Live Office menu or by using
the Live Office toolbar. Both methods launch the easy to use "Live Office
Insert Wizard" which easily guides you through how to choose a report, select
Web Intelligence data objects, and insert them in your Microsoft Office Excel,
PowerPoint, Outlook or Word applications as Live Office objects to share
with your colleagues.
To launch the Live Office Insert Wizard
1. Open a Microsoft Office document.
2. Log on to BusinessObjects Enterprise. For more information, see Logging
on to BusinessObjects Enterprise on page 21.
3. Select where you want to insert the Live Office object.
4. Select Live Office > Insert > Web Intelligence content.
Note:
In Microsoft Excel, the Wizard can also be launched from Insert > Web
Intelligence content.
The "Live Office Insert Wizard" appears. If you have not already logged
on to BusinessObjects Enterprise, you are prompted to do so.
The "Live Office Insert Wizard " will guide you through choosing your
document, selecting report content, selecting prompt values if required, and
inserting data into your Microsoft Office document.
Overview of the Live Office Insert Wizard for Web Intelligence
content
To use Web Intelligence functionality in Live Office, you select a series of
options using the "Live Office Insert Wizard". The "Live Office Insert Wizard"
is composed of five pages which are explained below:
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Use this page in the wizard
To do this task
•
Browse available reports.
•
Locate the report you want to use.
Choose Document
See Insert Wizard: Choose Document on page 53.
Specify Context
If more than one context exists for
the Web Intelligence data you have
selected, you must specify the context you want to use. For example,
Web Intelligence report parts that
apply to either a Marketing or a Sales
context.
See Insert Wizard: Specify Query
Contexts on page 55.
Specify Prompt Values
•
Choose prompt values from a preselected list of values.
•
Specify whether you are prompted
each time data is refreshed.
See Insert Wizard: Specify Prompt
Values on page 57
Choose Data
Select the Web Intelligence report
part(s) that you want to use to create
your Live Office object.
See Insert Wizard: Choose Data on
page 58
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Use this page in the wizard
Summary
To do this task
•
Type the name of your Live Office
object.
•
Verify its path in the repository
before inserting it into your document.
See Insert Wizard: Summary on
page 61
Insert Wizard: Choose Document
The first page of the "Live Office Insert Wizard" is the "Choose Document"
page and it displays the BusinessObjects Enterprise repository explorer so
that you can navigate easily to the report you want to use. The "Choose
Document" page displays all Web Intelligence reports to which you have
access, including reports contained within publications.
Tip:
You can also use the search functionality to search by title, keywords, content
or all fields to locate a specific report quickly. If you are importing content to
an email in Outlook, the search dialog will default to a content search based
on the subject line of your email.
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To locate your document using the explorer
1. In the left-hand pane of the "Choose Document" page, navigate to and
double-click the folder that contains the report you want to use. Using the
buttons above the left-hand pane, you can switch between Folder and
Category views for easy navigating.
The folder hierarchy expands. If the report is contained within a displayed
publication, select the publication instance to reveal its contents.
Note:
For a report instance to be imported, the instance must be stored
somewhere on the BusinessObjects Enterprise system. Instances sent
directly to an Inbox are not stored in the repository, and cannot be
imported into Live Office.
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2. In the right-hand pane of the "Choose Document" page, select the report
you want to use, and click Next.
Tip:
•
•
•
•
Click a column heading, for example, Name, Owner, or Type, to sort
available reports.
You can search for a specific report or object by title or keywords using
the search dialog above the frameset.
If you are importing to an Outlook email, a suggestion folder will also
be available. For your convenience, this folder will contain the results
of a content search based on the email's subject line.
The "Recent" folder also contains any reports you have created or
modified most recently for ease of access.
Next Step: Insert Wizard
Note:
•
•
•
If the report you selected has more then one context, the next page of
the "Live Office Insert Wizard" will be the "Specify Context" page. See
Insert Wizard: Specify Query Contexts on page 55.
If the report you selected does not have more than one context, but
contains prompts, the next page of the "Live Office Insert Wizard" will be
the "Specify Prompt Values" page. See Insert Wizard: Specify Prompt
Values on page 57
If the report you selected does not contain prompts or more than one
context, the next page of the "Live Office Insert Wizard " will be the
"Choose Data" page. See Insert Wizard: Choose Data on page 58.
Insert Wizard: Specify Query Contexts
A context is a defined group of data objects in a universe that share a
common business purpose. If the data you have selected is included in more
than one context, you must specify the context you want to use.
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To specify context
1. From the Specify Query Contexts page of the Live Office Insert Wizard,
select a context from the list.
2. Click Next.
If the Web Intelligence report you select contains prompts, the next page
will be the Specify Prompt Values; if the report does not contain prompts
the Choose Data page appears.
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Insert Wizard: Specify Prompt Values
The Specify Prompt Values page will display only if prompts have been
specified for the report. Prompts are either mandatory or optional. If all the
prompts listed on this page are optional, you do not have to specify a prompt
value at this stage, click Next and specify the prompt values when refreshing
the object.
1. On the "Specify Prompt Values" page, do one of the following for each
prompt value you want to specify:
• Type a value in the search field, to search for a prompt value from a
pre-selected list of options. Click the
to specify Ignore case or
Case sensitive for the search string. Click > to add it to your selected
values.
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Note:
If the list of available values is empty or needs to be updated, click
the Refresh List icon
•
•
.
Double-click on a displayed value to add it to the list of selected values.
Type a prompt value and click > to add the value to the list of values.
2. Click Next.
The Choose Data page appears.
Insert Wizard: Choose Data
The fourth page of the Live Office Insert Wizard is the Choose Data page
which prompts you to select the parts of the report you want to include and
insert into your Microsoft Office document.
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To select Parts as your data set
1. Choose your preferred options for viewing report data:
•
Click the Toggle Interactive Parameters button
to adjust the
parameter values in the Interactive Parameters pane. Use the drop
down list under each parameter in the pane to adjust the value. After
you have completed your parameter value selections click Apply.
Note:
The Toggle Interactive Parameters button will not appear if your
report does not contain predefined parameters or if you click Switch
to Fields.
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•
Click the Toggle Group Tree button
to switch document view.
For example, in a quarterly sales report, data could be grouped and
sorted by sales person and product in document tree view for quick
access.
•
Click the right or left facing arrows in the toolbar to navigate to a
particular page in a report.
•
Click the Search icon to search text strings in the report such as a
sales person's name.
•
Choose a page magnification or zoom factor for the report from the
available drop-down list for optimal display.
2. In the document viewer, select the report parts or objects you want to
include. For example, for a quarterly sales report, you could include the
name of the sales person, their product class, and their sales total by
quarter.
Tip:
You can select multiple report parts to insert into your Microsoft Office
application by using ALT + Click.
3. Click Next.
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Insert Wizard: Summary
Summary page
The "Summary" page is the last screen in the "Live Office Insert Wizard"
before the current object is inserted into your Microsoft Office application.
Follow the instructions below to complete the process of creating your Live
Office object.
1. From the "Summary" page, name your Live Office object and verify its
path in the BusinessObjects repository
2. Click Finish to insert your Live Office object into your Microsoft Office
document.
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A progress bar appears as your Live Office object is inserted in your
Microsoft Office document.
You can now modify object properties, modify parameter or prompt settings,
configure data refresh options, or save your Office document with the
embedded Live Office object.
Related Topics
•
•
Data Refresh Options on page 63
Saving your data locally and to the repository on page 105
Adding more Web Intelligence report
parts
You can quickly and easily add additional report parts to your Live Office
Web Intelligence document.
To add report parts from the same source
1. Select the source Live Office object in your Microsoft Office document.
2. Right-click, point to Live Office, and click New Object from Same Report.
The "Insert from Same Source" window appears.
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Data Refresh Options
3. Select the report parts you want to add and click the Insert button. Live
Office will insert the part(s) automatically.
When you are finished inserting additional parts from that source, click Close
to return to your Office document.
Data Refresh Options
The data that is returned when you refresh an object depends on:
•
The type of object that was used as the source object.
•
The data refresh option you select.
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Data Refresh Options
You can change the refresh behavior for the Live Office report objects from
LiveOffice > Refresh Option or from the Live Office Object Properties dialog
box.
To configure refresh options for your Live Office
objects
1. In your Microsoft Office document, right-click the Live Office object for
which you want to change the refresh properties.
2. From the Live Office menu, click Refresh Option.
The "Refresh Options" dialog box appears.
3. Select the refresh option to use and click OK
Refresh Option
Definition
Refresh the latest instance of the
selected Live Office object for a
specific user. Select the user whose
instance you would like to use from
the drop down list, the default value
is the Current User based on the
database credentials used to log in.
Note:
When refreshing from the latest inLatest Instance: From the latest instance of a report contained in a
stance scheduled by <user>
Publication, Live Office retrieves
the report content from the latest
Publication instance for the current
user. The publication instance has
to be published to an Enterprise location in report format. Instances
set to be distributed directly to user
Inbox cannot be accessed by Live
Office.
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Refresh Option
Definition
On Demand: From the database
Refresh the data from the
database. This is the default value.
Use Report Saved Data: From
saved data report
Refresh the selected instance
based on data saved with a published report. This option is only
valid after you have published the
report with saved data.
Specific Instance: From a specific Refresh the data from the selected
instance of the report
instance only.
Additional Info
Note:
•
•
•
Use Report Saved Data is the default option if the Web Intelligence report
does not have an instance and is not set as Refresh On Open by the
report creator.
On Demand is the default option if the Web Intelligence report has been
set as Refresh On Open by the report creator; and it will be the only
available option if the report does not have instances, or if there is no
saved data with the report.
Latest Instance is the default option if the Web Intelligence report has
an instance that is available to the current user.
Note:
If you choose to remove data when you save the document for security
reasons, anyone opening the document will see a message that data has
been removed. They must refresh the objects to view the imported Live Office
objects. To refresh the objects, users need to have Live Office installed and
have access to the source object in BusinessObjects Enterprise. For more
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information about concealing data, see Managing document security and
access on page 125.
Modifying Web Intelligence content
You can also modify existing Web Intelligence data objects. This section
explains how to view and modify existing Live Office objects.
This section contains the following, click the appropriate link to jump to the
topic:
Related Topics
•
•
Viewing and modifying general object properties on page 66
Modifying prompt values on page 68
Viewing and modifying general object properties
You can also display and modify the properties for your Web Intelligence
object. The Live Office Object Properties window allows you to view and
modify all objects in the current document.
To view the properties of a Live Office object
1. From within your Microsoft Office application, right-click your Live Office
object and click Properties.
The Object Properties dialog box appears.
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Note:
The properties shown and tabs available depend on the type of object
selected.
2. Select the Object/Report which contains the object or objects you want
to modify.
3. Selelect one or more objects to modify the properties of.
4. Do any of the following:
• Click the General tab to view information about the object or objects
and modify properties such as report location and object name.
•
Click the Prompts tab to view current parameter settings and access
the Specify Parameter Values window for the selected object or
objects.
•
Click the Refresh tab to view and modify refresh options for the
selected object or objects.
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Modifying prompt values
You can change the prompt values when you insert the Web Intelligence
data object or you can change the values later. If you do not specify prompt
values when you insert the object, Live Office uses the current prompt values.
Modifying Parameter or Prompt values and settings
The Specify Parameter Values dialog box for Crystal Reports objects, or the
Specify Prompt Values dialog box for Web Intelligence objects and Queries,
allows you to set the values that will be used to specify what data is used
for the selected Live Office object. There are two options available for all
Office applications, and an additional third option in Excel. When working in
Excel, you have the option to bind the values to a cell. Binding is a useful
way to allow values to be updated automatically from within Excel. You can
type the parameter or prompt value into the cell or, if the option is selected,
you can select the value from a drop-down menu in the cell. For example, if
you have an “Activities by Region” report, with a “Select Region” parameter,
the binding cell might have the values “East” and “West” in the drop-down
list of values. Upon selecting a value, the object's data would be updated to
reflect the new selection.
1. In the Microsoft Office document, right-click the Live Office object
containing the parameter or prompt you want, then click Live Office >
Prompt Setting.
The Specify Parameter (or Prompt) Values dialog box is displayed.
2. Select the parameter or prompt to modify, and choose from the following
options to specify the value:
• Select the Always ask for value option if you want the Live Office
object to prompt you for the parameter or prompt value every time it
is refreshed.
• Select the Choose values list option to bind the Live Office object to
specific parameter or prompt values. Click on the browse button to
launch the Specify Parameter Values dialog box. Select the parameter
or prompt values from the drop down menus or add new values.
3. If you are working with an object in Microsoft Excel, the following additional
option will be available:
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•
Select the Choose Excel data range option if you want to bind the
parameter or prompt to a range in the Excel spreadsheet.
Note:
Parameters and prompts that accept multiple discrete values can be
bound to a range, or name variable, containing multiple cells.
Choose one of the below options for selecting the range:
• Open the drop-down list and select an existing name variable.
• Type the address of the range.
•
Click the specify range button
to the right of the drop-down
list. The "Bind Parameter" or "Bind Prompt" dialog box is displayed.
Select an available range within the spreadsheet and click OK.
Note:
From the Bind Parameter or Bind Prompt dialog box, you can select
a range anywhere on the current worksheet, or any other worksheet
within the workbook.
Additional options available for parameters and prompts bound to
ranges:
•
Append parameter list to the drop down of the binding cell:
Checking this box will create a drop down in each of the selected
cells with a list of all possible values for the selected parameter.
Caution:
Using this option for a parameter or prompt with a large list of
values will increase the overall size of the workbook; and may
decrease performance and response time when data is
refreshed.
•
Update parameter list upon refresh: Checking this box will
refresh the list of values available for the selected parameter.
Caution:
Using this option for a parameter or prompt with a large list of
values will increase the overall size of the workbook; and may
decrease performance and response time when data is
refreshed.
Additional options for range type parameters and prompts:
• Include this value: Check this box to have the selected value
included in the data set.
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•
No lower/upper value: Checking this box causes the data set to
disregard the lower or upper value of the parameter range.
4. Click OK to close the Specify Parameter (or Prompt) Values dialog box.
The report data will then be refreshed automatically.
Tip:
This is the default Live Office refresh behavior, to modify this behavior
click Live Office > Options, the "Options" dialog box appears. Under the
General section, use the check boxes to specify the preferred refresh
behavior.
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Overview
Overview
A query is used to answer a business question from data stored in one or
more databases. A query can be simple, such as total sales last year. Or
depending on your business need, it can be more complex, such as total
sales, for Product A, in the US state of California, in the first quarter of last
year.
Traditionally, queries are usually sent to databases in a language called
Structured Query Language (SQL) and could only be designed by an expert
in IT or database languages. However, BusinessObjects Live Office (Live
Office) provides the Insert Wizard that makes it easy to build queries, you
don't have to know SQL to query for information using Live Office. You do
not need to know complex programming languages. The Live Office Insert
Wizard presents the information available in the database as objects that
have familiar names and meanings. The query is then built using the objects
and filters you select.
With minimal effort, you can define queries and retrieve meaningful answers
to business questions such as the following:
• Get sales figures for the first three quarters of this year for all customers
in North America by region.
•
Get a list of all customers worldwide who are partners.
The data is arranged in table format where you can access it from your
Microsoft Office Excel, Word, Outlook or PowerPoint documents. This section
contains information about creating, editing, and refreshing queries in Live
Office.
Related Topics
•
•
•
Inserting Queries on page 72
Overview of the Live Office Insert Wizard for Queries on page 73
Modifying Queries on page 92
Inserting Queries
Queries can be added from the Live Office menu or by using the Live Office
toolbar. Both methods launch the easy to use "Live Office Insert Wizard"
which easily guides you through how to choose a universe, select data
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objects, and insert them in your Microsoft Office Excel, PowerPoint, Outlook
or Word applications as Live Office objects to share with your colleagues.
To launch the Live Office Insert Wizard
1. Open a Microsoft Office document.
2. Log on to BusinessObjects Enterprise. For more information, see Logging
on to BusinessObjects Enterprise on page 21.
3. Select where you want to insert the Live Office object.
4. Select Live Office > Insert > New Query.
Note:
In Microsoft Excel, the Wizard can also be launched from Insert > New
Query.
The "Live Office Insert Wizard" appears. If you have not already logged
on to BusinessObjects Enterprise, you are prompted to do so.
Overview of the Live Office Insert Wizard for Queries
Below is an overview of how the Live Office Insert Wizard is used to build a
query. For more detailed instructions, see Inserting Queries on page 72.
Use this page in the wizard
Choose Universe
To do this task
•
Browse available universes
•
Locate the universe you want to
use.
See Insert Wizard: Choose Universe on page 75.
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Use this page in the wizard
To do this task
Select Universe objects from the
Manager pane and drag them to the
Results Objects to be displayed
Specify Query
or Select Universe objects from the
Manager pane and drag them to the
Filter Object pane to create data filters
See Insert Wizard: Specify Query on
page 77.
Select a universe context for your
query.
Specify Query Context
A context is a defined group of objects in a universe that share a common business purpose.
See Insert Wizard: Specify Query
Context on page 87.
Specify Prompt Values
•
Choose a prompt value from a
pre-selected list of values.
•
Specify that you are to be
prompted each time data is refreshed.
See Insert Wizard: Specify Prompt
Values on page 57.
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Use this page in the wizard
To do this task
Summary
Type the name of your Live Office
object and verify its path in the
repository before inserting the data
into your Microsoft Office document.
See Insert Wizard: Summary on
page 91.
Insert Wizard: Choose Universe
The first page of the "Live Office Insert Wizard" is the "Choose Universe"
page and it displays the BusinessObjects Enterprise repository explorer so
that you can navigate easily to the report you want to use. The "Choose
Universe" page displays all Universes to which you have access.
Tip:
You can also use the search functionality to search by title, keywords, content
or all fields to locate a specific report quickly. If you are importing content to
an email in Outlook, the search dialog will default to a content search based
on the subject line of your email.
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To select your data source
1. In the Folders pane of the "Choose Universe" page, navigate to and
double-click the folder that contains the universe you want to use. The
folder hierarchy expands.
2. In the right-hand pane of the "Choose Universe" page, select the universe
you want to use, and click Next.
Tip:
•
•
76
Click a column heading, for example, Title, Owner, or Date Modified,
to sort the universes within the selected folder.
You can search for a specific universe by title, keyword or content
using the search dialog above the frameset.
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•
•
If you are importing to an Outlook email, a suggestion folder will also
be available. For your convenience, this folder will contain the results
of a content search based on the email's subject line.
The "Recent" folder also contains any universes you have accessed
or modified most recently for ease of access.
Related Topics
•
Insert Wizard: Specify Query on page 77
Insert Wizard: Specify Query
To define the data to have it answer your business questions and be inserted
into your Microsoft Office Excel, PowerPoint, Outlook, or Word document,
you need to build a query. The manager pane of the Specify Query page
lists all the available objects defined for the selected universe.
To add Objects to your query
Building your query is as simple as dragging and dropping. You select items
from the left-hand pane and drop them in either the Result Objects or Filter
Objects pane.
Note:
You can also drag objects out of these areas back to the left-hand pane at
any time.
1. From the left-hand pane, select and drag objects onto the Result Objects
pane.
For example, a query might include the Year, Sales Rep, Customer Name
and Dollar Amount.
The objects dragged into the Result Objects pane will form the columns
of your Live Office object.
2. From the left-hand pane, select and drag objects to the Filter Objects
pane.
Objects can be dragged to both the Results and Filter Objects panes.
Objects dragged to the Filter pane will not appear in the Live Office object.
These objects will filter the data, and limit the resulting data set to your
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specifications. Using the example in Step 1, you could drag the object
Year to also act as a filter, thereby enabling you to restrict the data
displayed to a selected year.
a. You can now determine what type of filter the objects in the Filter
Objects pane will be.
Filter types include:
• Constant Value
• List of Values
• Prompt
For more information see Filtering query objects on page 83
3. You can now further define the objects selected. You can make your
business question more meaningful by ranking or sorting the data set.
a. Add ranking to your query objects
Ranking query objects on page 81
b. Sort your query objects
Sorting query objects on page 82
4. Click Next to continue.
Related Topics
•
Configuring query options on page 85
About the Specify Query page
This section describes features of the Specify Query page.
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Show/Hide Manager Pane button
The manager pane is the panel on the left-hand side. You can show or hide
this pane by clicking the Show/Hide manager pane button
.
Show/Hide Filter pane button
Click the Show/Hide filter pane button
pane.
to show or hide the Filter Objects
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Show the option dialog button
Click the Show the option dialog button
to display the "Options" dialog
box. For more information, see Configuring query options on page 85.
Add a ranking button
Click the Add a ranking button
to have the data associated with the
selected object ranked by the order you select. For more information, see
Ranking query objects on page 81.
Manage Sorts
Click the Manage Sorts button to display the Sort Dialog box. From here
you can manage any sorts that have been added to objects. For more
information, see Sorting query objects on page 82.
Available Objects
In the manager pane, you'll see the selected universe followed by folders in
a tree folder structure. Click to expand the folders to display the available
data objects within. These objects can be selected as a Result or Filter object
by dragging them into the desired pane. Objects can be one of the following
types:
•
Dimension object
A dimension object represents data that provides the basis for analysis
in a report. Dimension objects typically retrieve character-type data, for
example; customer names, resort names, or dates.
•
Detail object
A detail obect provides descriptive data about a dimension. A detail is
always attached to the dimension for which it provides additional
information. For example, [Age] is a detail object that is associated with
the [Customer] dimension.
•
Measure object
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A measure object retrieves numeric data that is the result of calculations
on data in the database. For example, [Revenue] is the calculation of the
number of items sold multiplied by item price.
•
Precondition objects
A precondition object is a predefined filter, and can only be placed in the
Filter Objects pane. For example, [This Year] is a predefined filter to
restrict the data set to the current year.
Ranking query objects
Ranking is a method of restricting the data returned by a query. In the Specify
Query page of the Live Office Insert Wizard, you can add a ranking to a
dimension or object based on a defined measure. For example you could
set a ranking to limit the “Customer Name” dimension to the top seven results
based on the “Sum of Last Year Sales”.
Note:
Not all universe objects support ranking. You cannot rank on an object whose
values depend on the data order. This is because the Live Office ranking
function changes the data order, which in turn changes the object data, which
then requires the data order to be recalculated. The result is a circular
dependency between the ranking and the object's data.
1. Click the Add a ranking button
above the manager pane.
A filter editor is displayed in a separate pane under the Result Objects
pane.
2. In the filter editor qualify the ranking by order by selecting from the
drop-down list next to the the Add a ranking icon. You choose one of the
following qualifiers:
• Top
• Bottom
• % Top
• % Bottom
3. Provide a value in the box next to your selected qualifier.
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Move the displayed value up or down using the corresponding control
buttons.
4. Drag and drop a dimension, measure, and object if required into the
designated fields within the filter editor .
You can drag objects directly from the manager pane, or move preselected
objects from the Result Objects pane.
5. Repeat Steps 1-4 to set up another ranking or continue building your
query.
Sorting query objects
You can apply a specific sorting order to the objects included in a query. The
sort order will be reflected in the retrieved results for your query. To specify
a sort you need to view the "Specify Query" page in the Live Office Insert
Wizard.
1.
In the Specify Query page click the Manage sort icon
The Sort Dialog is displayed.
.
2. From the Available objects list select the object to which you want to
sort.
Expand the folders and subfolders to locate your objects.
Note:
You cannot select an entire folder.
3. Use the > button to move a selected object to the Query sorts list.
To undo a selection, use the < button to return an object to the Available
objects list .
4. Select an object in the Query sorts list and do any of the following:
• Specify the order of the retrieved data for the object as either
Ascending or Descending by selecting the appropraite button. A
corresponding up (ascending) or down (descending) arrow is displayed
next to the object. Objects are by default specified as ascending.
• Use the Move up or Move down button to move the object within the
Query sorts list . The query will reflect the order in the list.
5. Click OK.
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The Sort Dialog is closed and you return to the Specify Query page in
the Live Office Insert Wizard.
Filtering query objects
When you build simple queries using the Live Office Insert Wizard, you can
choose to define three types of filters
•
A constant value
•
A list of values
•
A prompt
The rest of this section provides step-by-step instructions for defining each
filter type.
Using a constant value as a filter
When an object is dropped into the Filter Objects pane, a corresponding
filter editor is displayed.
1. In the filter editor, click the downward facing arrow on the right , and select
Constant.
2. Type a value in the text box provided.
The object will be set to value you enter in the text box.
Note:
The value entered the in text box is the constant value for the object when
the query is run. Click the downward facing arrow on the left of the text
box to select a different relationship between the specified value and the
query object.
3. Click Next.
The Specify Query Contexts or Specify Prompt Values page appears.
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Using a list of values as a filter
When an object is dropped into the Filter Objects pane, a corresponding
filter editor is displayed.
1. In the filter editor, click the downward facing arrow on the right , and select
List of Values.
2. From the List of Values dialog box, double-click the values you want to
include, and click OK.
For example, you could select the value Partners so that the results of
your query will return a list of customers in the SC region who are Partners.
The values you chose appear in the Filter Object pane.
3. Click Next.
The Specify Query Contexts or Specify Prompts Values page appears.
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Using a prompt as a filter
When an object is dropped into the Filter Objects pane, a corresponding
filter editor is displayed. You could for example add prompts for types of
customers or sales prospects, such as Partners or System Integrators, or
for different geographical regions.
1. In the filter editor, click the downward facing arrow on the right, and select
Prompt.
2.
Click the Define prompt icon
to the right of the text box.
The "Define a prompt" dialog box will open.
3. In the "Define a prompt" dialog box, select the prompt properties you want
and click OK. For example, you could choose Optional prompt to make
the prompt optional.
4. Click Next.
If your query has more than one possible context, the next page will be the
Specify Query Context page; if your query has prompts the next page will
be the Specify Prompts Values page. If your query does not have possible
contexts, and no prompts, the Summary page of the Insert Wizard will appear.
Configuring query options
You can configure your query options to do the following to improve
performance and data quality:
•
Eliminate duplicate rows in the result set
•
Set a limit for the time taken to run the query
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•
Set a limit to the number of rows returned in the query result set.
•
Limit the returned data to a specified random sample set.
To configure query options
1.
Click the Show the option dialog icon
.
The Options dialog appears.
2. From the Options dialog configure the available options as described in
the following table, and click OK
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Option
Description
Duplicate rows
If the user does not select this option, the duplicate rows will be removed from the query result. For
example, if you ask for Year object,
you'll get distinct years instead of
the possible duplicated year value
for each row returned by the query.
Default is false.
Max. Fetched Time
Maximum time in seconds allowed
for the query to run. The value -1
means that there is no time limit.
Max. Row Fetched
Maximum number of rows to be
fetched when the query is run. The
value . -1 means that there is no
limit.
Sample Result Set
Returns the specified number of
rows as random data within the
current selection criteria.
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Insert Wizard: Specify Query 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, queries that contain objects that return more than one kind of
information. If more than one context exists for your query you must specify
the context you want to use in the Specify Query Contexts page of the Live
Office Insert Wizard.
Note:
You can also modify the query context on the Prompts tab of the "Live Office
Object Properties" window or during a refresh operation.
To specify context
The Specify Query Contexts page displays when building a new query if
the query contains multiple contexts.
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1. From the Available Contexts list select the context you want to use for
your query.
Tip:
The current context is listed under the Selected Value(s) heading.
2. Click Next to continue building your query.
If your query contains prompts, the next page will be the Specify Prompt
Values page; if it does not contain prompts, the Summary page of the Live
Office Insert Wizard will appear.
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Insert Wizard: Specify Prompt Values
The Specify Prompt Values page will display only if you specified prompts
for the query. Prompts are either mandatory or optional. If all the prompts
listed on the page are optional, you do not have to specify a prompt value
at this stage, click Next and specify the prompt values when refreshing the
query.
1. On the Specify Prompt Values page, do one of the following for each
prompt value you want to specify:
• In the Type a value field, enter a new value and click > to add the
value to the "Selected values". Click < to remove one value, or << to
remove multiple values, from the "Selected values" list.
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•
Select a displayed value and click >, or double-click, to add it to the
list of "Selected values".
Note:
If the list of available values is empty or needs to be updated, click
the Refresh Values button
•
.
To seach from a list of pre-selected values, type a value in the search
field. Click the search button
, and specify Ignore
case or Case sensitive for the search string. Click > to add the
returned value to "Selected values".
2. Click Next.
The Summary page appears.
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Insert Wizard: Summary
Summary page
The "Summary" page is the last screen in the "Live Office Insert Wizard"
before the current object is inserted into your Microsoft Office application.
Follow the instructions below to complete the process of creating your Live
Office object.
1. From the "Summary" page, name your Live Office object and verify its
path in the BusinessObjects repository
2. Click Finish to insert your Live Office object into your Microsoft Office
document.
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A progress bar appears as your Live Office object is inserted in your
Microsoft Office document.
You can now modify object properties, modify parameter or prompt settings,
configure data refresh options, or save your Office document with the
embedded Live Office object.
Related Topics
•
•
Data Refresh Options on page 63
Saving your data locally and to the repository on page 105
Modifying Queries
You can also modify existing Query objects. This section explains how to
view and modify existing Live Office objects.
This section contains the following, click the appropriate link to jump to the
topic:
Related Topics
•
•
•
•
•
Viewing and modifying general object properties on page 92
Modifying prompt values on page 94
Changing the universe location on page 96
Modifying the query definition on page 96
Modifying a query context on page 97
Viewing and modifying general object properties
You can also display and modify the properties for your query. The Live
Office Object Properties window allows you to view and modify all objects
in the current document.
To view the properties of a Live Office object
1. From within your Microsoft Office application, right-click your Live Office
object and click Properties.
The Object Properties dialog box appears.
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Note:
The properties shown and tabs available depend on the type of object
selected.
2. Select the Object/Report which contains the object or objects you want
to modify.
3. Selelect one or more objects to modify the properties of.
4. Do any of the following:
• Click the General tab to view information about the object or objects
and modify properties such as report location and object name.
•
Click the Prompts tab to view current parameter settings and access
the Specify Parameter Values window for the selected object or
objects.
•
Click the Refresh tab to view and modify refresh options for the
selected object or objects.
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Modifying prompt values
You can change the prompt values when you insert the query data object or
you can change the values later. If you do not specify prompt values when
you insert the object, Live Office uses the current prompt values.
Modifying Parameter or Prompt values and settings
The Specify Parameter Values dialog box for Crystal Reports objects, or the
Specify Prompt Values dialog box for Web Intelligence objects and Queries,
allows you to set the values that will be used to specify what data is used
for the selected Live Office object. There are two options available for all
Office applications, and an additional third option in Excel. When working in
Excel, you have the option to bind the values to a cell. Binding is a useful
way to allow values to be updated automatically from within Excel. You can
type the parameter or prompt value into the cell or, if the option is selected,
you can select the value from a drop-down menu in the cell. For example, if
you have an “Activities by Region” report, with a “Select Region” parameter,
the binding cell might have the values “East” and “West” in the drop-down
list of values. Upon selecting a value, the object's data would be updated to
reflect the new selection.
1. In the Microsoft Office document, right-click the Live Office object
containing the parameter or prompt you want, then click Live Office >
Prompt Setting.
The Specify Parameter (or Prompt) Values dialog box is displayed.
2. Select the parameter or prompt to modify, and choose from the following
options to specify the value:
• Select the Always ask for value option if you want the Live Office
object to prompt you for the parameter or prompt value every time it
is refreshed.
• Select the Choose values list option to bind the Live Office object to
specific parameter or prompt values. Click on the browse button to
launch the Specify Parameter Values dialog box. Select the parameter
or prompt values from the drop down menus or add new values.
3. If you are working with an object in Microsoft Excel, the following additional
option will be available:
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•
Select the Choose Excel data range option if you want to bind the
parameter or prompt to a range in the Excel spreadsheet.
Note:
Parameters and prompts that accept multiple discrete values can be
bound to a range, or name variable, containing multiple cells.
Choose one of the below options for selecting the range:
• Open the drop-down list and select an existing name variable.
• Type the address of the range.
•
Click the specify range button
to the right of the drop-down
list. The "Bind Parameter" or "Bind Prompt" dialog box is displayed.
Select an available range within the spreadsheet and click OK.
Note:
From the Bind Parameter or Bind Prompt dialog box, you can select
a range anywhere on the current worksheet, or any other worksheet
within the workbook.
Additional options available for parameters and prompts bound to
ranges:
•
Append parameter list to the drop down of the binding cell:
Checking this box will create a drop down in each of the selected
cells with a list of all possible values for the selected parameter.
Caution:
Using this option for a parameter or prompt with a large list of
values will increase the overall size of the workbook; and may
decrease performance and response time when data is
refreshed.
•
Update parameter list upon refresh: Checking this box will
refresh the list of values available for the selected parameter.
Caution:
Using this option for a parameter or prompt with a large list of
values will increase the overall size of the workbook; and may
decrease performance and response time when data is
refreshed.
Additional options for range type parameters and prompts:
• Include this value: Check this box to have the selected value
included in the data set.
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•
No lower/upper value: Checking this box causes the data set to
disregard the lower or upper value of the parameter range.
4. Click OK to close the Specify Parameter (or Prompt) Values dialog box.
The report data will then be refreshed automatically.
Tip:
This is the default Live Office refresh behavior, to modify this behavior
click Live Office > Options, the "Options" dialog box appears. Under the
General section, use the check boxes to specify the preferred refresh
behavior.
Changing the universe location
To change the universe location for an existing query
1. From within your Microsoft Office document, right-click your existing query,
click LiveOffice > Properties.
The Live Office Object properties page appears.
2. Click the General tab to display the object definition and set universe
location properties
3. Click Choose to open the Universe Location dialog box.
4. Make the changes you want and click OK.
Modifying the query definition
To modify a query definition
1. From within your Microsoft Office document, right-click your existing query.
2. Select LiveOffice and click Edit Universe Query to run the Live Office
Insert Wizard.
The Specify Query page appears.
3. Make the changes you want to the definition of your query, and click OK.
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Modifying a query context
You can modify the context of an existing query from the Prompts tab of the
Live Office Object Properties window or during a refresh operation.
To modify a query context
1. From within your Microsoft Office document, right-click your existing query,
point to LiveOffice, and click Properties.
The Live Office Object Properties dialog box appears.
2. Click the Prompts tab to display the current query context.
3. Click the Query Context button.
The "Specify Query Contexts" window is displayed.
4. Select the new context from the list under "Available Contexts".
5. Click OK to submit your change .
You are returned to the Live Office Object Properties window.
6. Click OK to return to your Microsoft Office document.
The Live Office object is refreshed and the data reflects the new query
context.
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Performing Common Tasks with Live
Office
After inserting a Live Office object into your Microsoft Office document, you
can perform a set of common tasks.
Related Topics
•
•
•
•
•
•
•
•
•
Removing Live Office objects on page 110
Loading, updating, and refreshing existing content on page 108
Modifying objects by report on page 100
Distributing objects via Outlook on page 108
Copying and pasting Live Office Objects on page 106
Connecting to a different system on page 104
Opening a document on a local drive on page 103
Viewing a published document on page 102
Publishing a document to BusinessObjects Enterprise on page 103
Modifying objects by report
The Live Office Object Properties window allows you to view all reports and
report objects in the current spreadsheet. You can modify individual objects,
all objects by report, or global settings. The Live Office Object Properties
window provides a central location for setting current Refresh and Prompt
properties. Depending on the reports and objects selected, some options
may not be available.
To view the properties of a Live Office object
1. From within your Microsoft Office application, right-click your Live Office
object and click Properties.
The Object Properties dialog box appears.
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Note:
The properties shown and tabs available depend on the type of object
selected.
2. Select the Object/Report which contains the object or objects you want
to modify.
3. Selelect one or more objects to modify the properties of.
4. Do any of the following:
• Click the General tab to view information about the object or objects
and modify properties such as report location and object name.
•
Click the Prompts tab to view current parameter settings and access
the Specify Parameter Values window for the selected object or
objects.
•
Click the Refresh tab to view and modify refresh options for the
selected object or objects.
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Publishing and Viewing Files
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.
Related Topics
•
•
Publishing a document to BusinessObjects Enterprise on page 103
Viewing a published document on page 102
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 appropriate software for the type
of document installed on your computer, e.g. Microsoft Office Word, Excel,
Outlook or PowerPoint.
To view a published document
1. On the LiveOffice menu, point to Publish to BusinessObjects
Enterprise, and click Open From BusinessObjects Enterprise
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 21.
2. In the Open dialog box, select the document that you want to view.
Note:
If an object in the document was originally based on a Crystal Reports
document or Web Intelligence document published to a different
BusinessObjects Enterprise system, you will see a message informing
you that the source cannot be found on the current system.
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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.
Related Topics
•
Publishing a document to BusinessObjects Enterprise on page 103
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 objects 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 object or
refresh the data.
Note:
If you conceal the data when you save the document, anyone opening the
document must refresh the objects to view the imported data. To refresh the
objects, users need to have Live Office installed and have access to the
source object in BusinessObjects Enterprise.
Related Topics
•
•
Publishing a document to BusinessObjects Enterprise on page 103
Viewing a published document on page 102
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, Outlook and Microsoft
PowerPoint documents; they do not have to contain any imported data.
To publish a document
1. On the LiveOffice menu, point to Publish to BusinessObjects
Enterprise, and click Save To BusinessObjects Enterprise or Save
As New to BusinessObjects Enterprise.
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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 21.
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.
Related Topics
•
Viewing a published document on page 102
Connecting to a different system
If there is more than one BusinessObjects Enterprise system at your site,
your administrator can move the Crystal Reports or Web Intelligence data
to a different CMS. If you open a document that contains objects that are
connected to source objects 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.
To connect the objects to the appropriate Crystal Report or Web Intelligence
object 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 object.
For example, suppose that the New York Sales team has a document with
an object that uses a Crystal report called Global Sales, and the report
is published to the USA BusinessObjects Enterprise system. The London
Sales team also has a version of the "Global Sales" Crystal Report, which
they've named "World Sales" and have published it 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 object to the "World Sales" Report on their system.
To reconnect an object
1. Open the document that contains the object you want to access.
2. Log on to BusinessObjects Enterprise.
3. Right-click on the Live Office object you want to reconnect.
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A context menu will appear.
4. Click Live Office > Properties.
The "Live Office Object Properties" window will open.
5. Click the Choose button.
A document location window will open.
6. Locate the report object that you want to connect to, then click OK.
7. Repeat steps 3 through 6 for each object that you want to connect.
When you save the document, the links to the new object instance are saved
in the document.
To connect to a different CMS
1. On the LiveOffice menu, click Options.
The Options dialog box opens.
2. Click the Enterprise tab.
3. Edit the System and Web Service URL so that it points to the correct
Central Management System (CMS).
For example, if the Web Intelligence document you want to insert is on
a CMS called businessobjects01, the Web Service URL should be as
follows:
http://businessobjects01:8080/dswsbobje/services/session
You can change your Live Office settings so that you are automatically logged
on to BusinessObjects Enterprise each time you start Microsoft Office Excel,
Word, Outlook or PowerPoint.
Related Topics
•
•
•
Logging on to BusinessObjects Enterprise on page 21
Publishing a document to BusinessObjects Enterprise on page 103
Viewing a published document on page 102
Saving your data locally and to the repository
After inserting and configuring your Live Office objects, you can save your
work locally and to the BusinessObjects Enterprise repository.
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To save your file to a local drive
•
Do one of the following to save your file locally:
• From the File menu click Save or Save As
•
From the LiveOffice menu, click Create Snapshot
To save your file to the BusinessObjects Enterprise repository
For more information about publishing your data object to your Business
Objects Repository, see Publishing a document to BusinessObjects Enterprise
on page 103.
Copying and pasting Live Office Objects
Once you have embedded a Live Office object in your MS Office application,
you can copy and paste the object to another location within the same
document, or move it to a completely different MS Office application. For
example, after inserting and configuring part of a sales report within your
PowerPoint presentation, you can embed the same object within an email
message or a spreadsheet.
Before copying and pasting Live Office objects across applications you should
consider the following.
• Parameter binding options are modified if the target application does not
support the same options as the source application. For example, object
parameters bound to a specific Microsoft Office Excel cell will revert to
by default change their binding setting to Always ask for value.
• By default when you paste a Live Office object, the connectivity with the
database is maintained. This raises data access and security concerns
especially if you plan to distribute documents with embedded Live Office
objects.
Related Topics
•
•
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Managing prompt and parameter settings on page 112
Disconnecting Live Office objects from Enterprise on page 126
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To copy and paste Live Office objects
After inserting content into your Microsoft Office document, use the procedure
below to copy and paste any object into another Microsoft Office application.
1. Select the entire Live Object that you want to copy, right-click to Copy.
Tip:
Use the Go to Object button on the Live Office toolbar, or LiveOffice >
Go to Object, if your document contains multiple Live Office objects.
You should now ensure that a new document is open in the target
Microsoft Office application.
2. Right click in your target Microsoft Office document and then click Paste.
The Live Office object is inserted in the new document.
3. Repeat steps 1-2 if you want to copy and paste more objects from the
source content.
Disconnecting Live Office objects from Enterprise
By default when you paste a Live Office object, the connectivity with
Enterprise is maintained. This raises data access and security concerns
especially if you plan to distribute documents with embedded Live Office
objects. Follow the instructions below to disconnect Enterprise connectivity
to objects embeded in your Microsoft Office applications.
1. Point to Live Office, and click Options.
The Options dialog is displayed.
2. In the General tab uncheck the Copy and paste with Live Office
connectivity option.
3. Click OK.
All copied objects will be disconnected from the data in Enterprise. Pasted
objects will not be able to establish connectivity through Live Office, so the
information presented will no longer be updated.
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Distributing objects via Outlook
You can insert Live Office objects into Microsoft Office Outlook for distribution
within your organization . All recipients will be able to view the data contained
within the sent email message.You cannot edit or refresh an object when
viewing a received mail. You must switch to design mode by either forwarding
or replying to the mail containing the Live Office object. Once in design mode,
you can refresh or modify the object after logging into BusinessObjects
Enterprise.
Note:
Live Office does not support plain text mail format.
Tip:
•
•
When you open the "Repository Explorer" directly from Outlook, a
Suggestion folder is available. This folder contains the results of a content
search automatically performed using your email's subject line.
Outlook users with Live Office clients installed on their computers can
use the Go to Object menu to navigate to each object embedded in a
received mail.
Related Topics
•
•
•
•
•
Logging on to BusinessObjects Enterprise on page 21
Inserting Queries on page 72
Inserting Web Intelligence content on page 51
Inserting Crystal Reports content on page 24
Copying and pasting Live Office Objects on page 106
Loading, updating, and refreshing existing content
In their everyday work, business users can make recurring updates to the
same document in Live Office and distribute it colleagues.
For example, you can use Live Office to:
•
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•
Update a monthly management review graph in Microsoft Office
PowerPoint
In each case, you are making updates to an existing document. Using Live
Office, you can easily refresh your content against the data source to ensure
your data always reflects the latest changes. You can also configure refresh
options so that your documents are updated automatically when you exit the
application.
To refresh Live Office objects in an existing document
1. Open your Microsoft Office document.
2. Log on to BusinessObjects Enterprise. For more information, see Logging
on to BusinessObjects Enterprise on page 21.
3. Do one of the following to view object properties:
• From the LiveOffice menu, click Properties for All Objects.
•
Right click a single Live Office object, point to LiveOffice, and click
Properties.
The Live Office properties dialog box is displayed.
4. Ensure that Refresh data on exit is selected to configure automatic
refresh behavior for the Live Office objects in your document, then Click
OK.
5. Make any changes you require to your document, and do one of the
following to refresh it:
• On the Live Office toolbar, click Refresh All.
•
On the LiveOffice menu, click Refresh Object to refresh a single object
or Refresh All Objects to refresh multiple objects simultaneously.
Note:
If an error occurs during the refresh operation, click Detail on the refresh
dialog box to troubleshoot the error.
Tip:
You will have to reapply Microsoft Office Excel filter and sort operations as
well as other formatting operations after refreshing your Live Office object.
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Related Topics
•
•
Managing global Live Office properties on page 119
Managing prompt and parameter settings on page 112
Removing Live Office objects
You can remove a report object from your Microsoft Office document. Note
that you cannot undo this action.
Note:
Once you have removed a content object, you have to insert a new object
to view the data again.
To remove a Live Office object from the document
1. Right click any cell in the Live Office object that you want to remove, and
then click LiveOffice.
2. On the LiveOffice shortcut menu, click Remove Object.
3. Click Yes to confirm that you want to delete the object.
The object has been removed from your document.
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Performing Advanced Tasks
One of the most common Live Office usage scenarios is to have multiple
Live Office objects in one Microsoft Office document. Therefore advanced
Live Office users can, for example, consolidate prompts, set document
appearance and format options, configure authentication and document
security options, and change a document's location in the repository.
Managing prompt and parameter settings
To consolidate prompts or parameters for easy updating
For Microsoft Office documents that contain multiple Live Office objects, you
can enable same name and type prompts or parameters to be refreshed with
a single prompt.
1. Right-click a Live Office object in your Microsoft Office document, point
to Live Office, and click Properties, or from the LiveOffice menu select
Properties For All Objects.
2. From the Live Office Object Properties dialog, select the current document
name under "Objects/Reports:".
3. Check the Consolidate prompts for each document type box.
4. Click OK to close the window and return to the document.
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Example: When to use consolidated prompts
You have two Live Office objects from the same report. Both objects have
prompts, and are set to Always ask for value. Each time you refresh, you
are presented with two Specify Parameter Values dialog boxes. Rather
than entering the same information two times (once for each object), you
can enable the Consolidate prompts for each document type option.
Now, each time the objects are refreshed, you will be presented with one
Specify Parameter Values dialog box and the values will be applied to both
objects.
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Modifying Parameter or Prompt values and settings
The Specify Parameter Values dialog box for Crystal Reports objects, or the
Specify Prompt Values dialog box for Web Intelligence objects and Queries,
allows you to set the values that will be used to specify what data is used
for the selected Live Office object. There are two options available for all
Office applications, and an additional third option in Excel. When working in
Excel, you have the option to bind the values to a cell. Binding is a useful
way to allow values to be updated automatically from within Excel. You can
type the parameter or prompt value into the cell or, if the option is selected,
you can select the value from a drop-down menu in the cell. For example, if
you have an “Activities by Region” report, with a “Select Region” parameter,
the binding cell might have the values “East” and “West” in the drop-down
list of values. Upon selecting a value, the object's data would be updated to
reflect the new selection.
1. In the Microsoft Office document, right-click the Live Office object
containing the parameter or prompt you want, then click Live Office >
Prompt Setting.
The Specify Parameter (or Prompt) Values dialog box is displayed.
2. Select the parameter or prompt to modify, and choose from the following
options to specify the value:
• Select the Always ask for value option if you want the Live Office
object to prompt you for the parameter or prompt value every time it
is refreshed.
• Select the Choose values list option to bind the Live Office object to
specific parameter or prompt values. Click on the browse button to
launch the Specify Parameter Values dialog box. Select the parameter
or prompt values from the drop down menus or add new values.
3. If you are working with an object in Microsoft Excel, the following additional
option will be available:
• Select the Choose Excel data range option if you want to bind the
parameter or prompt to a range in the Excel spreadsheet.
Note:
Parameters and prompts that accept multiple discrete values can be
bound to a range, or name variable, containing multiple cells.
Choose one of the below options for selecting the range:
• Open the drop-down list and select an existing name variable.
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•
•
Type the address of the range.
Click the specify range button
to the right of the drop-down
list. The "Bind Parameter" or "Bind Prompt" dialog box is displayed.
Select an available range within the spreadsheet and click OK.
Note:
From the Bind Parameter or Bind Prompt dialog box, you can select
a range anywhere on the current worksheet, or any other worksheet
within the workbook.
Additional options available for parameters and prompts bound to
ranges:
•
Append parameter list to the drop down of the binding cell:
Checking this box will create a drop down in each of the selected
cells with a list of all possible values for the selected parameter.
Caution:
Using this option for a parameter or prompt with a large list of
values will increase the overall size of the workbook; and may
decrease performance and response time when data is
refreshed.
•
Update parameter list upon refresh: Checking this box will
refresh the list of values available for the selected parameter.
Caution:
Using this option for a parameter or prompt with a large list of
values will increase the overall size of the workbook; and may
decrease performance and response time when data is
refreshed.
Additional options for range type parameters and prompts:
• Include this value: Check this box to have the selected value
included in the data set.
• No lower/upper value: Checking this box causes the data set to
disregard the lower or upper value of the parameter range.
4. Click OK to close the Specify Parameter (or Prompt) Values dialog box.
The report data will then be refreshed automatically.
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Tip:
This is the default Live Office refresh behavior, to modify this behavior
click Live Office > Options, the "Options" dialog box appears. Under the
General section, use the check boxes to specify the preferred refresh
behavior.
Optional and Null prompts and parameters
Optional prompts and parameters
When refreshing Web Intelligence report prompts, Universe query prompts,
or Crystal Reports parameters that are optional (the user is not required to
specify a value), Live Office requires the value of <Not specified> to be
entered in the range if the value is not specified. When the <Not specified>
value is located, the value setting is bypassed.
Null parameters
When refreshing Crystal Reports parameters that allow a NULL value, Live
Office requires the value of <null> to be entered in the range if the value is
NULL. When the <null> value is located, the parameter value is set to NULL.
Managing time dependent variables (Key Date)
The data you access from a Web Intelligence document or a query may be
time dependent. Time-dependent attributes and hierarchies are evaluated
in certain databases through a key date (Key Date) variable. Examples of
Key Date variables include the date certain financial results are posted or
the start of a new fiscal year. You can use Live Office to insert and update
data containing Key Date settings. The Key Date is treated as a prompt
setting in Live Office.
Related Topics
•
•
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Creating queries with Key Date settings on page 117
Modifying Key Date values in queries on page 118
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Inserting content containing Key Date settings
The Key Date is available in Live Office if the database accessed by a
universe uses the Key Date to retrieve data. Like all other prompts in Live
Office, the Key Date setting can be viewed when creating queries or inserting
Web Intelligence content.
Creating queries with Key Date settings
Key Date setting is displayed in the Specify Query page of the Live Office
Insert Wizard.
1. In your Microsoft Office application, select where you want to insert the
Live Office object containting the Key Date.
2. From the LiveOffice Insert menu, select New Query.
The Live Office Insert Wizard appears. If you have not already logged on
to BusinessObjects Enterprise, you are prompted to do so.
The Choose Universe page is displayed.
3. From the Choose Universe page of the Live Office Insert Wizard, expand
the Universe folder or subfolders to navigate to the universe you want to
use.
The Specify Query page appears.
The [KEYDATE] prompt and its current value are displayed on the right
above the Result Objects pane.
4. Click Next to continue building the query.
Related Topics
•
Modifying Key Date values in queries on page 118
Inserting Web Intelligence content with Key Date settings
Key Date setting for Web Intelligence content is displayed in the Specify
Keydates page of the Live Office Insert Wizard.
1. In your Microsoft Office application, select where you want to insert the
Live Office object containting the Key Date.
2. From the LiveOffice Insert menu, select Web Intelligence Content.
The Live Office Insert Wizard appears. If you have not already logged on
to BusinessObjects Enterprise, you are prompted to do so.
The Choose Document page is displayed.
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3. From the Choose Document page of the Live Office Insert Wizard,
expand the Universe folder or subfolders to navigate to the Web
Intelligence document you want to use.
The Specify Keydates page appears.
4. Choose one of the three options in the Specify Keydates page.
• Use the default date for all queries
• Set date for all queries
• Set a date for each query
5. Click Next to continue defining the Web Intelligence content you want to
insert from the selected report.
Related Topics
•
Modifying Key Date values in Web Intelligence content on page 118
Modifying Key Date values in queries
To reset a Key Date value in a query, you need to edit your query.
1. From within your Microsoft Office document, right-click your existing query.
2. Select LiveOffice and click Edit Universe Query to run the Live Office
Insert Wizard.
The Specify Query page appears.
3.
Click the Keydate Properties icon
to display the Keydate Properties
dialog.
4. In Keydate Properties dialog use the options provided to modify the Key
Date settings.
• Use the default date
• Set date
5. Click OK to save your new Key Date value.
6. Click OK to close the Specify Query page and refresh the query.
Modifying Key Date values in Web Intelligence content
Afer you insert a Live Office object based on Web Intelligence content, you
modify the Key Date setting and value like any other prompt.
1. Right-click the Live Office object and click Properties.
The Live Office Object Properties dialog is displayed.
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2. Click the Prompts tab.
All the available prompts, contexts, and keydates are listed in up to three
separate tables together with their current values.
3. From the list under the Prompts heading select the keydate you want
modify then click Keydate.
The Specify keydates dialog is displayed.
4. Choose one of the three options in the Specify Keydates page.
5. Click Next to continue editing the Web Intelligence content.
Managing global Live Office properties
Live Office allows you to configure certain aspects of its functionality at the
application-wide level. For example, you can configure the shortcut menu
options that appear as well as aspects of the default layout, formatting, and
refresh behavior for all Live Office objects.
Related Topics
•
•
•
•
Configuring the shortcut menu on page 119
Changing default layout, formatting, and refresh behavior on page 121
Configuring default error message strings on page 122
Configuring field display settings on page 124
Configuring the shortcut menu
You can specify the shortcut menu that appears in Microsoft Office Excel,
Word, Outlook or PowerPoint.
To change the shortcut menu
The procedure below specifies the shortcut menu for Microsoft Office Excel.
The same options apply to Microsoft Office Word, Outlook or PowerPoint.
1. On the LiveOffice menu, click Options.
2. On the General tab, select one of the following options:
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Performing Advanced Tasks
•
Replace Excel menu
Replaces the Microsoft Excel shortcut menu with the LiveOffice
shortcut menu.
•
Add to Excel menu
Produces a combined shortcut menu that contains Microsoft Office
Excel and Live Office options. This is the default.
•
Use Excel menu only
No Live Office options are available on the shortcut menu.
3. Click OK.
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Changing default layout, formatting, and refresh behavior
On the General tab, you can configure default layout and refresh options.
To change the default object formatting and refresh behavior
1. On the LiveOffice menu, click Options.
The Options dialog box appears.
2. Click the General tab.
3. Select from the following options:
• Prompt before overwriting Live Office cells
Automatically prompts warning before you overwrite a Live Office cell.
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Note:
This option is only applicable in Microsoft Excel.
•
Refresh Live Office object when binding cell changes
Automatically refreshes and updates an object when the cell binding
for that object changes.
Note:
This option is only applicable in Microsoft Excel.
•
Refresh Live Office object on document open
Automatically refreshes and updates an object when the Microsoft
Office document is opened.
•
Copy and paste with Live Office connectivity
Automatically maintains server connectivity to a copied Live Office
object.
Note:
On the View tab, the default setting is to insert report parts with report
formatting and to show filters as comments. This option is only applicable
in Microsoft Excel.
4. Click OK to close the Options dialog box.
Configuring default error message strings
You can change the default strings that appear in the cells of your document
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 LiveOffice menu, click Options.
The Options dialog box appears.
2. Click the View tab.
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3. 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.
•
Data Error
Enter the text string that you want to appear when a cell has an error.
The default string is #DataError.
•
Concealed Data
Enter the text string that you want to appear in place of concealed
data. The default string is #Concealed.
4. Click OK.
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Configuring field display settings
You can choose to display the field names, field descriptions, or both in the
inserted objects.
1. On the LiveOffice menu, click Options.
The Options dialog box appears.
2. Click the View tab.
3. Under Column Name, select Field Name, Field Description, or Both.
4. Click OK.
Related Topics
•
•
•
Configuring the shortcut menu on page 119
Changing default layout, formatting, and refresh behavior on page 121
Configuring default error message strings on page 122
Changing the viewing locale
You can modify the display settings for certain types of fields displayed by
Live Office objects by specifying a viewing locale. The viewing locale setting
affects the display format for date, time, and number type data.
Note:
The viewing locale setting is not available on Crystal Reports field objects.
Related Topics
•
Options dialog box on page 137
To change the preferred viewing locale
1. On the LiveOffice menu, click Options.
The Options dialog box appears.
2. Click the Enterprise tab.
The Enterprise tab settings are displayed.
3. Select an option from the select preferred viewing locale drop-down
list.
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4. Click OK to save the new setting.
Managing document security and access
When you work with Live Office objects in your everyday Microsoft Office
applications, you might frequently have to conceal data in your documents
for security reasons, retrieve data from different databases, or store your
data in a different location. Live Office enables you to do that conveniently.
Related Topics
•
•
•
•
Adding security to your documents on page 125
Logging on to BusinessObjects Enterprise automatically on page 126
Connecting to a different CMS on page 127
Relinking objects to Business Objects Enterprise on page 127
Adding security to your documents
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.
To conceal data when saving a document
1. Right click your Live Office object and click Properties.
2. Click the Refresh tab.
3. Select Conceal data on saving; refresh to redisplay and then click
OK.
When you save the document, a text string replaces the data in the object.
The default text string is #Concealed , but you can change this.
4. To restore the data, click Refresh.
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Disconnecting Live Office objects from Enterprise
By default when you paste a Live Office object, the connectivity with
Enterprise is maintained. This raises data access and security concerns
especially if you plan to distribute documents with embedded Live Office
objects. Follow the instructions below to disconnect Enterprise connectivity
to objects embeded in your Microsoft Office applications.
1. Point to Live Office, and click Options.
The Options dialog is displayed.
2. In the General tab uncheck the Copy and paste with Live Office
connectivity option.
3. Click OK.
All copied objects will be disconnected from the data in Enterprise. Pasted
objects will not be able to establish connectivity through Live Office, so the
information presented will no longer be updated.
Logging on to BusinessObjects Enterprise automatically
Using Single Sign On (SSO), you can access multiple applications or systems
simultaneously while providing log-on credentials only once, enabling you
to do your work more easily and efficiently.
You can configure Live Office to connect to BusinessObjects Enterprise
automatically each time Microsoft Office Excel, PowerPoint, Outlook or Word
is loaded.
Live Office has the ability to take advantage of Single Sign-on to
BusinessObjects Enterprise if it has been configured. You can configure Live
Office to connect to BusinessObjects Enterprise automatically each time the
Microsoft Office applications that support Live Office are loaded. 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.
To set an automatic connection
1. On the LiveOffice menu, click Options.
The Options dialog box appears.
2. Click the Enterprise tab.
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Note:
If you have already logged on to BusinessObjects Enterprise, your logon
details appear in the appropriate fields.
3. Select Use specified logon criteria.
4. Click OK.
Connecting to a different CMS
The Crystal Reports or Web Intelligence data you need to access, might be
stored in different repositories. Using the Enterprise tab of the Live Office
Options dialog box, you can easily adjust your Live Office setting to connect
to a different Central Management System (CMS).
Related Topics
•
To connect to a different CMS on page 105
Relinking objects to Business Objects Enterprise
If the location of a report or other content source in Enterprise changes, you
may need to re-link the Live Office object.
To relink a Live Office object
1. Right click the Live Office object for which you want to change the location,
and click Live Office > Properties.
2. In the Live Office Object Properties dialog box, click Choose.
3. In the Document Location dialog box, navigate to the new location for
your document, and click OK.
An warning messagr appears.
4. Click Yes.
The new document path is displayed.
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Enabling logging for Live Office
Enabling logging for Live Office
Logging for Live Office is enabled by default at installation. This section
contains information on how to configure and enable logging.
Sample Live Office log files
This section contains both a sample LOLogger.config XML file and a sample
log.txt output file.
Sample LOLogger.config XML file format
<?xml version="1.0" encoding="utf-8" ?>
<configuration>
<configSections>
<section name="log4net"
type="log4net.Config.Log4NetConfigurationSectionHan
dler,
log4net-net-1.0"
/>
</configSections>
<log4net>
<root>
<!-- the level value could be: OFF; FATAL; ERROR; WARN;
INFO; DEBUG; ALL; -->
<level value="ALL" />
<appender-ref ref="RollingLogFileAppender" />
</root>
<appender name="RollingLogFileAppender"
type="log4net.Appender.RollingFileAppender" >
<file value="${APPDATA}\\Business Objects\\Live
Office\\log-file.txt" />
<appendToFile value="true" />
<!--use the minimal locking model that allows multiple
processes to write log. -->
<lockingModel type="log4net.Appender.FileAppender+Mini
malLock" />
<!--The file written to will always be called
log-file.txt because the StaticLogFileName param is specified.
The file will be rolled based on a size constraint
(RollingStyle). Up to 3 (MaxSizeRollBackups) old files of 2 MB
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each (MaximumFileSize) will be kept. These rolled files will
be named: log-file.txt.1, log-file.txt.2, log-file.txt.3,
etc... -->
<rollingStyle value="Size" />
<maxSizeRollBackups value="3" />
<maximumFileSize value="2MB" />
<staticLogFileName value="true" />
<layout type="log4net.Layout.PatternLayout">
<param name="ConversionPattern" value="%d [%t] %-5p
%m%n" />
</layout>
</appender>
</log4net>
</configuration>
Sample log file format
When Live Office runs, it will generate the log-file.txt. A sample .txt file is
shown below.
|Date----|-------Time-----|PID |Loglevel|Log message---2006-11-03 09:19:34,877 [3084] DEBUG Enter populateAuthComboTh
readHelper
2006-11-03 09:19:34,908 [3084] DEBUG --- WebServiceURL =
http://machine name: 8080/dsws/services/session
2006-11-03 09:19:35,424 [3084] DEBUG ---- get Session = Busi
nessObjects.DSWS.Session.Session
Note:
You can change the name of the logging ouput file in the LOLogger.config
XML using the <file value="${APPDATA}\\Business Objects\\LiveOf
fice\\log-file.txt" /> parameter.
Troubleshooting Live Office components
This section describes problems that you might encounter when installing
or using BusinessObjects LiveOffice XI 3.1. To view troubleshooting
information, click any of the following links.
Note:
If this document does not list a solution for the problem you are having,
contact Customer Support.
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Related Topics
•
•
•
•
•
Problem: LiveOffice menu disappeared on page 132
Problem: Object refresh failed on page 132
Problem: Object sorting and filtering lost when refreshing on page 133
Problem: Access denied to universe on page 133
Live Office object size limitations on page 134
Problem: LiveOffice menu disappeared
Cause:
The Live Office add-in is not properly enabled.
Solution:
You need to run the enable_addin.exe located at C:\Program
Files\Business Objects\BusinessObjects Enterprise 12.0\Live
Office 12.0
For more information, see the BusinessObjects Live Office XI 3.1 Installation
Guide on your product CD.
Problem: Object refresh failed
Cause:
By design, there are known cases where refreshing your Live Office object
will fail. The most common cause for these refresh errors is that the underlying
structure of the source report has changed since the Live Office object was
last refreshed. By design refresh failures could occur because of any of the
following.
132
•
The type of report part has changed. For example, from a table to a chart.
•
The source Web Intelligence or Crystal Reports file has been deleted
from BusinessObjects Enterprise.
•
The source Universe has been changed or deleted.
BusinessObjects Live Office XI 3.1 User Guide
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Troubleshooting Live Office components
•
SQL database table fields or restrictions have been changed or deleted.
For example, the database field type or restriction specified is invalid or
unavailable.
•
There is not a report instance available.
•
Table structure has been changed.
Solution:
An error message should appear and indicate the source of the problem. If
it does not or it is not helpful, and then check to see if there have been any
recent changes in report structure.
Note:
You can also find further explanation of error messages in the document
Error Messages Explained, located on the Business Objects Support website.
Problem: Object sorting and filtering lost when
refreshing
Cause:
Microsoft Office Excel based sort and filter operations are not fully supported
by Live Office.
Solution:
Reapply these operations after refreshing the Live Office object. Other report
formatting is retained.
Problem: Access denied to universe
Cause:
You do not have sufficient access rights for the universe. An error message
is displayed when you try to refresh a query or you cannot view objects in a
displayed Universe.
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Solution:
Contact your system administrator to provide you with sufficient rights to
access the universe.
Live Office object size limitations
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 object 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 object
from.
Microsoft Word
•
Maximum rows = 32767
•
Maximum columns = 15
Microsoft Excel
Note:
If you are using MS Excel 2007 then the following limitations will not apply.
•
Maximum rows = 65536
•
Maximum columns = 256
PowerPoint
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•
Maximum rows = 75
•
Maximum columns = 25
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Reference
Reference Sections
Reference Sections
This document provides references on the following topics:
•
Live Office Insert Wizard
•
Options dialog box
•
Properties dialog box.
Live Office Insert Wizard
The Live Office Insert Wizard appears when you select Insert from the
LiveOffice menu. The wizard helps you to select a source Crystal Report
object or instance, a Web Intelligence object or instance, or a query to insert
into your Microsoft Office document as a LiveOffice object.
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Reference Sections
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,
Microsoft Outlook, and Microsoft Word.
The Options dialog box has three tabs:
•
General tab
•
View tab
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Reference Sections
•
Enterprise tab
Related Topics
•
•
•
General tab on page 138
View tab on page 139
Enterprise tab on page 139
General tab
The General tab contains the options for customizing the shortcut menu and
the general display options.The options that you can specify in this tab vary
depending on the Microsoft Office program that you are using.
Related Topics
•
•
138
Changing default layout, formatting, and refresh behavior on page 121
To change the shortcut menu on page 119
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Reference
Reference Sections
View tab
The View tab contains the options for displaying fields.
Related Topics
•
•
Configuring field display settings on page 124
Configuring default error message strings on page 122
Enterprise tab
The Enterprise tab contains the options for connecting to BusinessObjects
Enterprise and for setting the preferred viewing locale.
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Use the drop down list for Select preferred viewing locale to modify the
display settings for Live Office objects. Currently the viewing locale setting
affects the display format for date, time, and number type data. The viewing
local is only reflected on report part objects.
Related Topics
•
•
•
•
What are report objects, instances, and parts? on page 13
Logging on to BusinessObjects Enterprise automatically on page 126
Configuring field display settings on page 124
Configuring default error message strings on page 122
Live Office Object Properties dialog box
The Live Office Object Properties dialog box displays the properties for all
objects in the current document. Live Office allows you to view and modify
the appearance and refresh options of your Live Office objects in one location.
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Backward compatibility
There are various settings:
•
On the General tab you can view the refresh status, the object location,
and the object definition including type of object such as a chart.
•
If your object has prompts, parameters or context, on the Prompts tab
you can view current settings and access the dialog boxes to change
these settings.
On the Refresh tab there may be the following options, depending on
the object or report selected:
•
•
Apply report format when refreshing
•
Conceal data on saving; refresh data to redisplay
•
"Refresh Setting", which provides access to the "Refresh Options"
dialog box through the Edit button.
Related Topics
•
•
•
Modifying Crystal Reports content on page 40
Modifying Web Intelligence content on page 66
Modifying Queries on page 92
Backward compatibility
The following sections contain backward compatibility information for Live
Office XI 3.1 components. This content includes information about deprecated
features, unsupported features, support for previous versions of Live Office
and other Business Objects products, and Live Office behavior changes
between versions.
Related Topics
•
Unsupported features on page 141
Unsupported features
An unsupported feature is a feature that may or may not ship with the product
but for which support is no longer provided. This means that technical support
calls and enhancement requests relating to this feature will no longer be
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Backward compatibility
accepted. The following Live Office functionality is unsupported for this version
of Live Office.
142
•
In place drill functionality for both Web Intelligence and Crystal
Reports rowset and report part. Live Office object refresh behavior will
reflect the last saved drill state.
•
Windows NT authentication. Microsoft Corporation has replaced
Windows NT authentication with Windows Active Directory.
•
OLAP Intelligence functionality. OLAP Intelligence functionality will not
be supported in this release. The OLAP Live Office objects of previous
releases will not be recognized this Live Office release.
•
Inserting and modifying Live Office objects based off of Business
Views. As a workaround for more advanced users, there is still the ability
to insert from a Crystal Reports document based off a Business View.
•
Creating a Crystal Reports report from an Excel range. Users can
create reports off an Excel range in the Crystal Reports Designer. This
provides more comprehensive reporting functionality.
•
Inserting a rowset from a Web Intelligence data provider. Web
Intelligence report part support, introduced in this release, provides a
significantly better user interface and overall result. Users can insert a
table from an existing Web Intelligence report to get the same rowset.
BusinessObjects Live Office XI 3.1 User Guide
Get More Help
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Get More Help
Online documentation library
Business Objects offers a full documentation set covering all products and
their deployment. The online documentation library has the most up-to-date
version of the Business Objects product documentation. You can browse
the library contents, do full-text searches, read guides on line, and download
PDF versions. The library is updated regularly with new content as it becomes
available.
To access the online documentation library, visit http://help.sap.com/ and
click Business Objects at the top of the page.
Additional developer resources
https://boc.sdn.sap.com/developer/library/
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/
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
144
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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:
mailto:[email protected]
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/.
Business Objects product information
For information about the full range of Business Objects products, visit:
http://www.businessobjects.com.
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Index
A
D
architecture 17
data 125
concealing 125
defaults, changing 122
data filters 83
definitions 13
instances 13
parameters 15
prompts 15
refresh options 24
report objects 13
report parts 24
disconnecting objects 107, 126
displaying 124
field names 124
general properties 66
document, adding security to 102
B
BusinessObjects Enterprise
connecting automatically to 126
logging on to 21
publishing to 103
saving to 103
C
CMS, connecting to a different 105
columns 121
autofitting 121
inserting 42
concealing data when saving 112
configuring
global Live Office properties 119
refresh options 63
context, specifying 55
Crystal Reports content 119
configuring global properties 119
content types support 8
inserting
data as report parts 31
rows and columns 42
steps for 25
modifying fields 45
modifying parameters 42
object properties 40
wizard options 25
E
excluding field categories 47
F
features
new 18
fields 47
excluding 47
focussing on 47
modifying 45
selecting 33
filters 47
adding 47
applying 34
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Index
filters (continued)
choosing field categories as filter settings
47
excluding field categories 47
modifying 46
removing 47
formatting, autofit columns 121
I
inserting
Crystal Reports content 24
Web Intelligence content 51
instances, defined 13
K
key concepts 13
Key Date 116
creating queries with 117
Inserting content containing 117
L
Live Office 141
architecture 17
backward compatibility 141
concepts 13
distributing via email 108
enabling logging 130
formatting 121
formatting, autofitting columns 121
global properties 119
object size limitations 134
refresh options, configuring 38
removing objects 110
ribbon menu 21
toolbar 18
troubleshooting tips 131
logging 130
enabling in Live Office 130
148
logging (continued)
sample files 130
M
modifying 122
data defaults 122
field display 124
filters 46
prompt values 68, 94
O
objects, reconnecting 104
Options dialog box 137
Changing viewing locale 124
P
parameter values
consolidating 112
prompting for 121
refreshing 45
specifying 29
parameters, defined 15
presentations, publishing 130
prompts 112
consolidating 112
defined 15
modifying 68, 94
specifying values 89
Properties dialog box 140
published documents, viewing 102
publishing, documents 130
Q
queries 73
adding ranking to 81
building 73
configuring options 85
BusinessObjects Live Office XI 3.1 User Guide
Index
setting report parameters 66, 92
shortcut menu, configuring 119
queries (continued)
creating and running 72
data filters 83
overview 72
sorting 82
with Key Date settings 117
Query Panel, content types supported 8
U
user interface
Options dialog box 137
Properties dialog box 140
R
refresh options 121
automatic updating with binding changes
121
configuring 38, 63
defined 24
parameter values 121
report objects, defined 13
report parts 62
adding additional 62
defined 24
inserting 31, 58
S
saving
to Enterprise repository 106
to local drive 106
secured databases, logging on to 24
security
adding to document 102, 112
document security and access 112
managing 125
workbook 112
V
viewing 66
general object properties 66
global properties 119
published documents 102
Viewing locale, changing 124
W
Web Intelligence content
configuring
global properties 119
refresh options 63
content types support 8
inserting
data as report parts 58
modifying 62, 66, 68, 92, 94
refreshing 108
specifying context 55
specifying prompts 57
steps for inserting 51
upgrading 50
viewing general properties 66
BusinessObjects Live Office XI 3.1 User Guide
149
Index
150
BusinessObjects Live Office XI 3.1 User Guide