August 2017

BUSINESS

INTELLIGENCE

TOOL (BIT) Formerly known as BusinessObjects XI (BOXI)

BIT REFERENCE MANUAL An overview of the BIT workspace to assist in navigating the application. Also included is a glossary of the icons, tabs and menus available while working with BIT documents.

Office of Court Business and Technology Education: JIS Education

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Contents Log on/Log Off ............................................................................................................................................... 2

Log on ........................................................................................................................................................ 2

Log Off ....................................................................................................................................................... 2

Workspace Overview ..................................................................................................................................... 2

Home Tab Information Bar ........................................................................................................................ 2

Home Tab Launch Pad ............................................................................................................................... 3

Document Action Tab ................................................................................................................................ 3

Document Page ......................................................................................................................................... 5

Reading Mode ................................................................................................................................................ 6

Reading Mode Action Tabs ....................................................................................................................... 6

Web Intelligence ....................................................................................................................................... 6

Webi Document Actions ........................................................................................................................... 7

Refresh Actions ......................................................................................................................................... 8

Report and Data Actions ........................................................................................................................... 8

Reading Mode ........................................................................................................................................... 9

Design Mode ............................................................................................................................................. 9

Help ........................................................................................................................................................... 9

Design Mode ............................................................................................................................................... 10

Design Mode Action Tabs ....................................................................................................................... 10

Report Elements Design Tab ................................................................................................................... 11

Report Elements Action Line................................................................................................................... 12

Formatting Design Tab ............................................................................................................................ 16

Data Access Design Tab........................................................................................................................... 17

Analysis Design Tab ................................................................................................................................. 18

Page Setup Design Tab ............................................................................................................................ 19

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Log on/Log Off Log on

a. Start the Extranet and go to INSIDE.COURTS.WA.GOV: • At the Inside Courts log-on screen, select the BIT - Business Intelligence Tool

hyperlink to go to the BIT log-on screen; or • If you choose, you may log on to INSIDE.COURTS, select “Judicial Info System

(JIS),” and select “Access JIS” as you normally would to reach other applications. Click on BIT - Business Intelligence Tool to launch BIT.

b. At the BIT log-on screen: 1. Type your RACF ID in the “User Name” field. 2. Type your RACF “Password” 3. Set “Authentication” to Windows AD. 4. Click Log On.

Log Off a. Log off from the Home Tab Information Bar Located at the top of the screen.

Workspace Overview Home Tab Information Bar

1. Home tab - takes a user to the Home Page view when selected. 2. Documents tab - takes a user to the Document Page view when selected. 3. Applications - a drop-down menu will open to select the Web Intelligence application to

create a new document. 4. Help Menu - a drop-down menu will open for the following:

i. Help - opens the SAP Business Intelligence Launch Pad Help in a new window. It is not AOC specific help.

ii. About - provides specifications of the SAP BusinessObjects BI launch pad. 5. Log Off - select to log off from BIT and return to the log on page. 6. Search - the search box will examine all folders, as well as all titles and descriptions,

which a user has access to and return a list of results in the Search Drawer of the Documents Tab.

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Home Tab Launch Pad

1. Most recently viewed documents are listed. 2. Newest documents sent to a user's BIT Inbox display. 3. Only scheduled documents that have recently run are listed. 4. A list of notification alerts (Only BIT administrators will have items display here, all other

users will be blank). 5. The Web Intelligence application icon displays here to select to create a new query.

Document Action Tab

1. Document Action Bar - the actions available depends on the user's security. • View - allows the option to view the document or the document properties. • New - several options are available:

o Local Document - Upload a document, such as a Word or Excel document or PDF, that displays in the Result List.

o Hyperlink - add a link to a website that displays in the Result List. The website will open in a new tab within BIT.

o Folder - create a new folder that will display in Drawer Navigation as well as the Result List.

• Organize - tools to relocate and clean up documents are only available when a document is highlighted in the Result List.

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o Create a Shortcut in my Favorites - creates a shortcut to statewide documents or documents in court-level folders that are accessible from the My Favorites Result List. When selected the document will use the query and report as created and/or modified in its original location.

o Cut & Copy - cuts or copies a document to paste in a new location. o Copy Shortcut - copies a link to the document that can be pasted in a

new location. When selected the document will use the query and report as created and/or modified in its original location.

o Delete - will allow a document to be deleted from the Result List and be moved to the Recycle Bin.

• Send - tools to share a document. For more information on these tools. o BI Inbox - send a document to another user's BIT Inbox. o Email - it is not recommended to use this option as it sends a copy of

the Web Intelligence Document (.wid) and be opened from the email. o FTP Location - send a document to an FTP destination. o SFTP Location - send a document to a Security FTP destination. o File Location - send a document to a local file system.

• More Actions - o Modify - documents will open, in design mode (edit mode), to the latest

version of the report from when it was last run. o Schedule - allows for a document to be to run automatically at specific

times and be sent in a variety of ways. For more information, see Scheduling BIT Documents.

o History - information for each time a scheduled document has run. o Document Link - gives the URL address for the document. o Detail - a summary of the scheduled document.

2. Drawer Navigation - by default the Folder drawer will be expanded with available documents showing on the Result List to the right. Simply click a different drawer to collapse the current drawer and expand the content of the desired drawer.

• My Documents - access a user’s personal folders. To expand folders click the

plus [+] symbol and to collapse click the minus [-] symbol. o My Favorites - the default location to save reports and documents. Only

the user has access to this folder. o Inbox - the location that reports and documents appear when sent from

another BIT user. • Folders - access the statewide (canned) and court-level (public) documents and

reports. To expand folders to access the sub-folders click the plus [+] symbol and to collapse click the minus [-] symbol.

• Recycle Bin - when an item is deleted it is moved to the Recycle Bin, where it is temporarily stored, until the Recycle Bin is emptied. This gives the user the opportunity to recover accidentally deleted reports/folders and restore them to their original locations.

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• Search - the search box will examine all folders including all titles and descriptions. A list of documents will display on the right and will display by categories within the Search Drawer for the option to filter results.

3. Result List - the documents shown in the list is based on what is selected from the Drawer Navigation.

• Page Locator - allows a user to scroll page by page through the list or jump to a specific page.

• Sorter - list of documents can be sorted by column by clicking on the bold header of a column. The arrow displays which direction the column is sorted.

• Filter Icon - a column can be filtered by selecting the Filter Icon and entering a word to narrow the results in the list by. The filter can be cleared by selecting the Filter Icon again and selecting the Clear Filter box.

• Refresh Icon - Refreshes the data results of the report. Document Page

1. Information Bar - see the Home Tab Information Bar above. 2. Tab Bar - the Home Tab and Documents Tab is always available from the Tab Bar. As

documents are opened, a new tab is added to the Tab Bar. If a particular document is needed frequently, click the Pin Icon on the tab. A pinned document will be on the Tab Bar when a user logs on to BIT and will remain until unpinned.

3. Action Bar - the options within the Action Bar will depend if the document is in Reading (Display only) or Design (Edit) modes. Hover the cursor over an icon for the name and description of the action an icon performs.

4. Navigation Area - provides different information about the document. Different options appear depending on the icon selected from the left.

5. Document Results - report data from queries display in this section. The reports can be displayed in tables, charts, graphs, etc.

6. Report Navigation Tab - each report has an associated tab. The report tabs are named numerically by default but can be changed to a unique name by the user.

7. Document Sizing - the bottom portion of the Document Page adds further navigation and information tools.

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Reading Mode Reading Mode Action Tabs The action tabs that make up the Reading Mode break down into seven categories.

1. Web Intelligence 2. Webi Document Actions 3. Refresh Actions 4. Report and Data Actions 5. Reading Mode 6. Design Mode 7. Help

Web Intelligence

The Web Intelligence drop-down menu displays a number of choices for modifying the view options in the Reading mode, to include adding the Filter Bar, or to display or minimize the side panel.

Filter Bar works with an action bar (includes Track, Drill, Filter, Freeze, and

Outline) to refine report data.

Outline toggles to show or hide the outline view.

Side Panel works with the Navigation Area to create more (or less) space for the Document Results.

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Webi Document Actions

Report Tabs toggles to display or hide the Report Tab at the bottom of the Document Page under the report. If a document has multiple reports, thes

tabs are used to display the various reports in a document.

The Status Bar toggles to display or hide the status bar under the Report to enable paging and sizing of the document. It also shows the last time data was refreshed.

The Blank Document icon creates a new document.

File Folder icon opens the Folder drawers to choose a document from the

Favorites Folder or Public Folder drawers.

Disk/Save icon allows a document to be saved as a Webi document, with the same name or Save As another name.

Printer icon prints a document.

Binocular icon is used to find text in a document.

Clocked Document icon is used to show a history of instances. An instance is

the output of a scheduled document.

External Drive icon is used to export the report as a PDF, Excel, CSV, or text file to a computer.

Envelope icon enables a document to be sent via email, BIT Inbox, or FTP site. (SFTP is only available via scheduled document or document list.)

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Refresh Actions

Report and Data Actions

Left Arrow icon is used to undo a change made to the document. Right Arrow icon is used to redo a change made to a document. If the icons are greyed out, no action changes have been made.

Cycle Arrow icon is used to refresh the data in all queries. To refresh only a specific query, use the down arrow and select the particular query to be refreshed.

Turning on Track Changes allows customization of what data to track as reports are updated and values changed, as well as how the changes are to be displayed. Whether Track changes is on or off also displays under the open report.

Drill option is not set up in BIT. Do not use this action.

Selecting the Filter Bar opens the bar with the Filter icon. Clicking the icon opens the universe folders used in the report and displays objects available for quick filtering in the report.

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Reading Mode

Design Mode

Help

The Freeze drop-down arrow leads to a selection to freeze either the header rows and/or particular columns in the report to be repeated on each page of the report.

The Outline tab is a toggle to turn an outline of the report on and off, providing the possibility to fold or unfold report elements.

The Reading and Design mode icons are not present when creating a query. When a report has been run, these icons are visible.

Reading tab drop-down allows view as HTML or PDF document. Switching to PDF is one way to see how the document will fit on a printed page.

The Design mode drop-down opens the design tabs, sub-tabs, and action icons, and allows the report to be modified in the default With Data view, or in the Structure Only view.

The Help icon is used to get help on the reporting tool. Use the down arrow to see the types of help available offered online by the application.

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Design Mode Design Mode Action Tabs

1. Design Tab Line 2. Design Sub-Tab Line 3. Action Line

In the Design mode of the report, underneath the main Information and Tab lines are additional tab lines and Action Lines specific to the design function.

Each of the Design tabs leads to its own related Design sub-tabs; some of the sub-tabs have their Action tabs displayed, while others are under another layer.

Report Elements

Formatting

Data Access

Analysis

Page Setup

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Report Elements Design Tab

Report Elements – This Design tab leads to the following sub-tabs and action items for modifying and adding to the report.

REPORT ELEMENTS DESIGN SUB-TABS

Create a table by clicking on the drop-down by table type, choose a position

within the report panel, and pick what objects are to be included in the table.

Add a blank or predefined cell to the report. Displays available objects and creates new sections in the report.

Adds a text box. Allows a selection of any chart or graph to be inserted into the report, and

identified by dragging and dropping available objects. The Tools sub-design icon works with the tables and charts and allows turning

from one chart to another, or setting sections.

Allows ordering and aligning of cells.

Create or add hyperlinks, document links, input controls and shared elements. When a table is selected, allows manipulation of the table by adding breaks,

inserting columns, or headers and footers. The Behaviors or Cell Behaviors action tab changes depending on what table or

object is selected. Options include repeating a table on each page, inserting a page break, or hiding objects.

OR

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Report Elements Action Line

Under the Tables Design sub-tab are action tabs for defining the desired table.

These can be used to create and define an additional table to display side-by-side with the existing table. They can also be used to insert a table into a blank report.

Two Action choices exist for the Cells. For the Blank cell, click on the icon, see the tool tip

“Insert a blank cell.” Click anywhere on the report where you want to add a cell. Double-click on the line that appears to type the contents of the cell.

For the Pre-Defined cells Pre-Defined drop-down leads to the following list of cells that can be added to the report. Click on the desired cell, then hover over the report and see the tool tip, Click to insert the cell here.

The Prompt pre-defined cell lists the existing prompted objects in the query, as well as the Summary, to personalize the report.

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Click on the Section sub-design icon, and the one Action item that displays is Insert Section. Click on Insert Section, then hover over the report and see the tool tip Click to insert the section here. When you click on the report, the Available Objects list appears. Select the object to create a new section heading.

The Comment sub-tab leads to one Action option, to Insert a Comment Cell.

This is similar to a blank cell, but displays a much larger space for a comment. Click on Insert Comment Cell, then hover over the report and see the tool tip Click to insert the cell here. You have the option of typing 1. directly into the blue box, 2. into the Comments box by the left Navigation menu, or 3. in the Formula toolbar.

Each of the chart and graph drop-downs lead to a list of charts. Click the desired chart, then hover over the report and note the tool tip, Click to insert the chart here. A basic chart is displayed, and headings appear prompting where to drag data objects and measures to complete the chart. These choices do not replace the table, but allow placement of a chart next to the table or in a blank report.

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With the Charts icon active, the Tools icon displays Turn Into, which allows changing from one chart type to another. Click one chart in the report, select Turn Into, and select a new chart or graph type. The second option is to Set as Section. Select a column from the table, and you can use the quick icon choice to Set as Section Action.

The Position action icons allow ordering of objects or cells, and aligning.

Aligning is particularly important when attempting to line up blank or predetermined cells to form a cohesive, clean row of cells. In this case, control+click to highlight each cell you want to line up and select Align Bottom or Align Top.

The Action items under the Linking tab include options to add a hyperlink or add

a document link. The Element item leads to creating Input Controls. The Shared Element drop-down leads to saving as a shared element or inserting an existing shared element.

The Table Layout sub-tab only displays when a table is selected. The choices allow actions for adding or managing Breaks to the report; inserting rows and columns, displaying table headers and footers. Make a selection by clicking on the drop-down menus.

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The Behaviors sub-tab only displays when a table, chart or graph is selected.

Depending on what is selected in the report, it may read Cell Behaviors. The Action items may include Hide, which may be set to hide a column, or hide

an entire chart when the results are empty, or when a particular formula is true.

Page Break may be used to set or avoid page breaks in a report. Repeat is used to set a particular table on every page, or the appearance of a

header or footer on every page. If a free-format cell is selected, Repeat offers the opportunity to display the cell on each page.

If these choices do not appear on the action line, try clicking on a column, report, or chart, and the display may change.

OR

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Formatting Design Tab

Formatting – This Design tab leads to the following sub-tabs and action items for

formatting the report.

FORMATTING SUB-TAB AND ACTION LINE TABS

The Font action tab works along with the Style tab for typical formatting. Click to select the cell or column you wish to change and then apply by clicking the formatting action icons.

The Border selection allows adding borders and choosing thickness and colors for each cell.

Cell actions include merging cells and formatting or clearing formatting from a selected cell.

The Style action tab works with the Font formatting – see Font above.

With any column selected which contains a measure or number, the Number tab allows reformatting the number from a list of defaults or as a custom format.

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With a column or cell selected, the Alignment tabs contains all of the normal horizontal and vertical alignment options, along with the choice to wrap text.

With a column or cell selected, the Size tab allows resizing both width and height.

With a column or cell selected, the Padding tab allows resizing by building in extra space before and after cell contents.

The Tools tab opens quick links to cell formatting, clearing formatting back to defaults and repeating formatting from one cell or column to others.

Data Access Design Tab

Data Access – This Design tab leads to the following sub-tabs and action items for

accessing the universe and creating variables to update the report.

DATA ACCESS DESIGN SUB-TABS AND ACTION LINE

The Edit action icon opens the universe used in the query and allows new objects to be added to the report. The Purge and Refresh action items

purge data from and refresh the existing an existing report or all related reports of the document.

Change Source, the one action item under the Data Access Design sub-tab bar allows changing the data source for one or more related queries.

The New Variable drop-down opens the Formula Editor to create a new variable. With cells

selected, the Assign Reference allows creation of a reference variable, which can be used in multiple places of a report. The Merge action item displays the available objects in the report and allows quick access to the merging of objects function.

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Analysis Design Tab

Analysis – This Design tab leads to the following sub-tabs and action items for filtering and analyzing the results of the report.

ANALYSIS DESIGN SUB-TABS AND ACTION LINE

Under the Filters sub-tab, the Filters action item opens the ability to add, edit or remove

filters from the report, as well as to add a filter by new input control. Ranking leads to a drop-down for setting up a ranking for any section/block that has a measure for ranking the top or bottom X number.

The Input Controls action item displays all the possible options for creating an Input Control type filter cased on the column which is highlighted.

The Data Tracking sub-tab contains action items to turn on Tracking Changes as well as to Show Changes. These may be used to compare changes with the prior

data refresh. There is an additional option to Track Changes at the bottom of the screen, under the report.

Under the Display sub-tab, the Group drop-down allows for creating groups, ungrouping, and managing groups with report cells or blocks. The Break action item is a quick link to adding and removing breaks. The Sort action item leads to adding ascending, descending, or custom sorts.

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The Conditional sub-tab leads to creation and management of conditional formatting under New Rule, which some might know as “alerts” in the prior system. Once a formatting rule is created, it can be applied to additional sections or columns by accessing the Formatting Rules.

The Interact sub-tab includes the Drill feature, which is not set

up to be used in our BIT. The Filter Bar brings up a link to click to add simple report filters. The icon displays objects in the report suitable for adding filters. The Outline action item allows displaying or removing an outline version of the report.

The Functions sub-tab contains quick links to Sum and Count measures, as well as the More list, with additional operations.

The last icon on the action line is a toggle to display or hide the Formula Editor.

Page Setup Design Tab

Page Setup – This Design tab leads to the following sub-tabs and action items for filtering and analyzing the results of the report.

PAGE SETUP DESIGN SUB-TABS AND ACTION LINE

The Report sub-tab contains features to Add, Duplicate, and Delete reports. Additional sub-tabs include

to Rename Report and Move Report, each of which is also available by right-clicking on the report tab underneath the report.

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The Page sub-tab allows quick switching to Portrait or Landscape, as well as picking paper size for printing. The Header and Footer sub-tabs each contain a Show action icon, and height placement for top or bottom of pages.

Scale to Page allows automatic or manually set number of pages on a printed page by Width, Height, and Scale. The Margins sub-tab allows for the manual adjustment of margins of the document.

The Display sub-tab contains the action icons to toggle between Page

mode (to see how a page will look when printed) and Quick Display (the default BIT display).