icis reporting user manual for business intelligence 4.1

ICIS Reporting User Manual for Business Intelligence 4.1

May 2014

Business Objects Environment User Guide

Version 4.1

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Table of Contents

1 What’s New in BI 4.1?............................................................................................................ 1

2 BI Launch Pad......................................................................................................................... 2

2.1 Access ICIS BI Launch Pad ............................................................................................. 2

2.2 New Features of BI launch pad ........................................................................................ 3

2.2.1 Tabs ........................................................................................................................... 3

3 Web Intelligence Application ............................................................................................. 122

3.1 Instantiating Web Intelligence ..................................................................................... 133

3.1.1 Choosing the viewing and design interfaces ......................................................... 133

3.2 Viewing a Document .................................................................................................... 144

3.2.1 Navigating the View Interface .............................................................................. 155

3.3 Exporting a Document ................................................................................................. 166

3.4 Modifying a Document ................................................................................................ 177

3.4.1 Copying a Public Document ................................................................................. 177

3.4.2 Navigating in Design Mode, Toolbars, and Panels ............................................... 188

3.4.3 Tabular controls and drop down menus ................................................................ 188

3.4.4 Grouped Control Tabs............................................................................................. 21

3.5 Creating a Document .................................................................................................... 255

3.5.1 Establishing a Data Source ................................................................................... 288

3.5.2 Components of a Universe .................................................................................. 2929

3.5.3 Result Objects Pane ............................................................................................ 3030

3.5.4 Query Filters Pane................................................................................................. 300

3.5.5 Prompt Filter Operations....................................................................................... 322

3.5.6 Logical Ordering of Parameters ............................................................................ 333

3.5.7 Data Preview Pane ................................................................................................ 333

3.5.8 Running the Query .................................................................................................. 34

3.5.9 Saving your Work ................................................................................................... 34

3.6 Modifying a Query ...................................................................................................... 344

3.6.1 Query Panel Toolbar ............................................................................................. 355

3.7 Reporting Tools and Features ...................................................................................... 366

3.7.1 Input Controls ....................................................................................................... 366

3.7.2 Track Changes to a Document .............................................................................. 366


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3.8 Additional Formatting Tools ........................................................................................ 377

3.8.1 Format Report Panel ............................................................................................. 377

3.8.2 Format Cell Panel ................................................................................................... 39

3.9 Creating a Chart ........................................................................................................... 400

3.9.1 Turn a Table into a Chart ...................................................................................... 444

3.10 Creating and Managing Breaks ................................................................................ 444

3.11 Filters ........................................................................................................................ 466

3.12 Sorting ...................................................................................................................... 477

3.12.1 Customizing a Sort Order ..................................................................................... 477

3.13 Creating Variables ...................................................................................................... 49

3.14 Send Functionality .................................................................................................... 511

3.15 Scheduling a Report.................................................................................................. 533


Version 4.1

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1 What’sinBI4.1?

Beginning June 2014 ICIS upgraded the reporting tool from Business Objects XI 3.1 to Business

Intelligence 4.1 (BI 4.1). BI 4.1 includes new features and enhancements such as a new layout panel,

tabbed toolbar, workspace sheets, updated data presentation and analysis features, improved

exporting capabilities, and interoperability with Web Intelligence. New features are described below:

BI Launchpad (formerly known as InfoView) provides an enhanced user interface with additional

options for interface customization.

Web Intelligence remains the feature tool for reporting; this web-based query-and-analysis tool is the

main tool within Business Objects reporting tool for ICIS.

The following sections focus on BI launch pad and Web Intelligence as the primary tools used for

reporting. Because the appearance and functionality of BI launch pad can be customized, your user

interface may appear different from the one that is described in this documentation.


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2 BILaunchPadThis section presents the basic features, navigation controls and operations associated with Business

Objects 4.1.

2.1 AccessBILaunchPad

To access the BI launch select Reports from the ICIS Welcome screen or from the ICIS Header panel

on any ICIS screen. (see Figure1).

Figure 1. Access to BI launch pad

To log off BI launch pad, click the Log Off link in the upper right-hand corner of the interface to

securely exit the application.

Figure 2. Log Off BI launch pad

Click to Log

Off


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2.2 NewFeaturesofBIlaunchpad

2.2.1 Tabs

The user interface features two main and persistent navigation tabs, the Home tab and the Documents

tab. Objects, such as documents and forms that you view and edit, open in new tabs.

New tabs can be navigated (view or edit documents) and will persist throughout a user’s session

until closed or the session is ended.

Tabs can be ‘pinned’ so they will persist even after a session is closed. Upon opening a tab, the

contents will appear as a new maximized window.

2.2.1.1 Hometab

The default Home tab features modules that enable you to manage the documents you work with

most frequently. The Home tab (see Figure 3 and Home Tab interface layout in Figure 3a) provides

quick access to recently viewed documents, recently run documents, messages in your inbox.

Figure 3. Home Tab

Open in a new window Pin this tab

Navigation Tabs

Home

Tab


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Figure 3a. Home Tab Layout

The default Home tab layout contains the following modules, which are described in Table 1 below.

• My Recently Viewed Documents

• Unread Messages in My Inbox

• My Recently Run Documents

• Unread Alerts

• My Applications

Table 1. Home Tab Modules

Module Description

My Recently Viewed Documents Shows the last 10 documents that you have recently viewed. The list is sorted by view date with the most recently viewed document at the top.

Unread Messages in My Inbox Shows the last 10 unread messages in your BI Inbox.

My Recently Run Documents Shows the last 10 documents that you scheduled or ran recently along with the status of each document instance. You can view successful instances or details of failed instances by clicking the instance link.

Unread Alerts Not Available at this time

My Applications Provides quick access to applications from within BI launch pad. Analytic Description

My Recently

Viewed

Documents

Unread

Messages in

My Inbox

My Recently

Run

Documents

My

Applications


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The current available application is Web Intelligence. This is the tool that enables you to view,

organize, and manage documents. See Web Intelligence Application, Section 3.

You or your administrator can customize your Home tab for different users and groups.

Alerting –

Not Available at this time.

2.2.1.2 DocumentsTab

The Documents tab (see Figure 4) provides access to reports (My Favorites, Inbox and Folders (this

is where you would find the Public Folders with National Standard Reports). It is similar to BO 3.1

InfoView in layout but the features and controls have been enhanced and reorganized. The

Documents tab includes a navigation panel with expandable panes that enable you to browse and

manage your BI content. Error! Reference source not found. presents the Document tab Toolbar

elements, which are described in detail in Table 2 below.

Figure 4. My Documents Tab View

Drawers

-

Navigation Panel –

This is where

“Drawers” are located

and you can select

from “My

Documents”, “Folders”

(public reports) and

“Search”

Documents Tab Toolbar

List

Panel


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Table 2. Menu Items

Menu Item Description

View Allows you to view objects, the latest instances of objects, and object properties.

New Allows you to upload documents and create the following types of new objects:

• Publications

• Hyperlinks

• Folders

• Categories

Organize Allows you to manage object shortcuts and cut, copy, paste, and delete objects.

Send Allows you to send objects to different destinations.

More Actions Allows you to perform the following tasks:

• Schedule objects

• Add objects to categories

• View categories that objects belong to

• Create Open Document links to objects

• View the History of an object

• The available options vary depending on the object type and your system rights

Details Shows and hides the "Details" panel, which also includes Discussions.

2.2.1.2.1 My Documents View

The My Documents view menu includes the My Favorites folder, which contains any folders,

documents, or shortcuts that have been added as a favorite, a list that is unique to your user account.

The My Documents view menu also provides access to your Inbox, alerts, subscribed alerts, and

personal categories.

My Favorites is where you store personal documents. Within the My Favorites

folders, you can create and delete sub-folders to organize your reports. In addition

to Ad-hoc reporting, you can copy a Public Report into your My Favorites folder for editing.

Your Inbox is another Folder that is under your control. Other Business Objects

users can send reports to your Inbox. You can use the Organize menu item feature to

manage and delete messages.

Alerting not available at this time.

Like folders, categories are objects used to organize documents. Within

Personal Categories folder(s), you can assign objects to one or more

categories, as well as create any number of categories and subcategories.

2.2.1.2.2 Folders View

As shown in Figure 6, the Folders view provides the folder structure that represents the paths of

stored items. “Folders” uses the same hierarchical navigation model as BO XI 3.1.


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Public Folders contains reports that

have been developed by the systems

staff, and been thoroughly tested and

confirmed for accuracy. These

reports serve as the Standard Finance

Reports, and are generated in

Business Objects and then posted to

their perspective hosting area.

Navigate to Public Folders

1. Locate the report you want to edit

by clicking the Document List

Button.

2. Open the Public Folder where the

Report is hosted.

3. To expand the Folder to see Sub-Folders, Click on the Plus (+).

4. After expanding the Sub-Folders as far as they will go, click on the Folder Title to reveal the

Reports within the Folder.

Details Panel

To the right of the My Folders view, the Details panel lets you view folders and document metadata

as you browse. The Details panel displays additional information about an object.

1. To view an object’s details, select it and click the Details button in the toolbar. The "Details"

panel opens on the right side of the Documents tab (see Figure7) and displays the following

information:Owner

• Description

• Object type

• Number of instances

Last run date (for objects that can be scheduled)

Figure 7. Details Panel

Figure 6. The Folder View

Details on

Toolbar

Summary

Panel


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2. Highlight any object and right click to display a menu of commands that you can perform on

that object.

2.2.1.2.3 Search View

Search

The new search provides:

• Instant search results

• Dynamic, clickable links organized by category for filtering search results

Search enables you to search for documents by typing in a term in the title. You can also use the

search text box in the menu bar at the top right corner of the interface. If you enter multiple terms,

the system will return every object containing one to all of those terms. To search on a specific title

or segment, enclose the search text in quotation marks (“ ”). For example, if you type “DMR

Preprint”, the search function will return only those objects with an exact match.

Figure 8. Search View

Enter a term and click on the

search icon.

Right Click for Options


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Upon executing a search action, the result set is displayed for further action. Note that the search

term is highlighted in the list. As applicable, the left side panel will display additional levels on

which you can refine your search.

Refining Your Search

Based on the search result set, BI launch pad allows you to refine your search by filtering on other

parameters. These are listed in the left-hand side panel.

1. Click on “Show more filters” to reveal more specific filters to the list of retrieved objects.

2. Click on the highlighted filter name to apply it to the list.

3. To remove a filter, click on the “X” alongside the name.

Figure 9. Refining Search Results

You can also view, schedule, and perform other tasks for the documents directly from the list. Right-

click on a document, select View, the document opens in its native viewer. Click the “x” at the top

right of the tab to close the window and return to the Search results.


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Figure 10. Remove a Filter

Selected filters appear in the Current Filters section. Alongside each filter is an “X”. To remove a

filter, click on the corresponding “X” as indicated above.

Global Toolbar

Common to both the Home tab and the Documents tab is a Global Toolbar (see Figure1) arranged in

the upper-right hand section of the interface that provides pull down menus to Applications,

Preferences, Help Menu, Log Off, and Search. These are arranged in the upper-right hand section of

the interface.

Figure 11. Global Toolbar

• Applications – Links to Web Intelligence Application

• Preferences – Sets options to determine how you view, create, and manage documents. See

Preferences Section 2.2.1.3 below for more details

• Help Menu – Access to help documentation on BI launch pad. See Help section for more

details

• Log Off – Exit the site securely

• Search - Search for documents with specific words in the title. This feature is discussed in

Section 2.2.1.2.2.

Click on the “X” to

remove the filter


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2.2.1.3 Preferences

The Preferences menu allows you to set user preferences that customize the look and behavior of BI

launch pad for your account (see figure 12). The display defaults to General. The settings on the

General page enable you to define how tabs and documents behave in BI launch pad. Other pages are

listed the left-side panel.

1. Click the menu item to make a new window open, offering several setting options. For

example:

• View the General preferences (these are usually administrator defined)

Figure 12. Preference Setting – General is Default on open

• Set the Web Intelligence preferences; select an interface for the read mode and modify

mode (available options are HTML or Applet (Java).

Clear the check box

Set to Documents – My

Documents or Folders OR

Home Tab to set you default

opening view

Set Document Viewing

Location to “In the BI launch

pad portal as tabs”


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Figure 13. Web Intelligence Preference

Web Intelligence preference is the area available for altering is your Web Intelligence page; you can

change the characteristics of Web Intelligence that launches when you view or modify documents or

define a default universe. You must refresh your browser to see the changes to the interface.

2.2.1.4 Help Menu

The Help Menu (Figure4) provides access to help documentation on BI launch pad. The opening

content will be related to the tab from which you instantiated the help feature. The About submenu

item provides information on the version of BI launch pad.

Figure14. Help Pull-Down Menu

3 Web Intelligence Application Web Intelligence is a web reporting tool. It provides an easy, interactive interface for reporting.

Version 4.1 extends the information infrastructure provided in the previous release BO XI 3.1. The

following sections describe those changes and enhancements.


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3.1 Instantiating Web Intelligence

3.1.1 Choosing the viewing and design interfaces

BO XI 4.1 enhances the ability to view and explore existing documents (using the Reading

interface) and create new documents or edit and analyze existing documents (using the

Design/Modify interface).

The Reading interface is launched when you select an existing document and choose the View

option. The Design interface is launched when you create a new document, or select an existing

document, and select Design from the interface. Note: in Preferences � General “Set document

viewing location” to “in the BI launch pad portal as tabs”. Otherwise an empty window pops up.

Reading Interface –

HTML is the default setting to view documents using the Web interface

within the BI launch pad. You can also view documents statically in

PDF format.

Design Interface – This is to edit reports, basically you can only save

reports in your “My Documents” folders.

You create, edit and analyze documents using the Web interface within the

BI launch pad. By default the document opens with data. Structure only

option displays the document’s infrastructure. Figure 15 is an example of

a document in Structure Only mode.

Note that in BO XI 4.1, the toggle button between View Report and View Structure has been replaced

with the Design drop down menu items, “With Data” and “Structure Only”.


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Figure 15. Document in Structure Only mode

3.2 Viewing a Document

When you open a Web Intelligence document in BI launch pad, it renders in its native viewer, which

enables you to take advantage of interactive elements in the Reading view, such as the navigation

map and the outline feature. There are several ways to render and view a document.

From the Home tab,

1. Click on the document title.

2. View the document in Web Intelligence, Reading mode.

From the Documents tab,

1. Highlight a document.

2. Access View options from the header menu OR

3. Double-click to render the document in viewer OR

4. Right-click to reveal a drop down menu containing view options.


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Figure 16. Viewing a Document

3.2.1 Navigating the View Interface

BO XI 4.1 Web Intelligence maintains the same controls as with its previous 3.1. The View interface

provides header and left-side menu items to manipulate and run a report without editing the

document.

The viewer includes the toolbar (see Figure 17) that enables you to perform standard tasks such as

opening other documents, saving your changes, printing, searching for specific values, exporting or

sending the document to other users, and refreshing the data.

View Header Menu -

Figure 17. View Interface Header Menu

From left to right,

• New – Create a new Web Intelligence document

• Open Menu - Open a document

• Save Menu – Save a document

• Print – Print the document

• Find – Find a string in a current page

• History – List of dates corresponding to the instances of a scheduled document

• Send Document – Send current document to Inbox, Email, or a file system

Click arrow

for View

options

Or Highlight

document and Right-

click to reveal menu

options

Or Double Click

highlighted report


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• Cut – Cut selected elements

• Copy – Copy selected element

• Paste - Paste the contents of a clipboard

• Undo – Undo the previous action

• Redo – Redo the previous action

• Delete – Remove the selected report elements

• Refresh – Refresh one or all data providers

• Track - Activate data tracking

• Drill – Navigate in the report by hierarchy

• Filter – Show or hide the report filter toolbar

• Outline – Show or hide outlines to fold to unfold report elements

Additional features in the toolbar include: track changes, drill down into additional levels of data,

manage simple report filters, and expand and collapse sections of a document as applicable. Many of

the actions listed here can be elicited by more than one feature and are discussed further in this guide.

Left-Side Menu -

• Document Summary - displays general document information.

• Navigation map – Same as in version 3.1, enables you to jump to defined document

sections.

• Input Controls – Input controls are additional controls that you can configure in your

report that enable you to apply report filters.

• User Prompt – reveals any prompts associated with the document enabling you to

view and change the report criteria.

3.3 Exporting a Document

You can export a document from the repository as a PDF, Excel or Text file. Data can also be

exported to a CSV file type. With version 4.1, there is no longer a 65,000 row limitation for Excel

files.

A file must be open in Web Intelligence.

1. Select to View a document.

2. Within the header icon menu, click on the icon to export a document (see Figure 19).

3. Click the down arrow alongside the Export icon for all export options.


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Figure 18. Export Icon on the Header Menu

4. Choose to export as a PDF, Excel, or CSV file type.

*Note depending on your PC settings you may get a security pop up - you will need to hold the

Control Key down in order to disable the pop-up blocker before you can perform this action.

3.4 Modifying a Document

You are only allowed to modify and save documents that reside within your My Favorites folder,

structure accessed via the My Documents panel view. As needed, you can copy existing reports from

the Public Documents folder structure to modify or create new documents.

3.4.1 Copying a Public Document

Accessing and saving a copy of a pubic document for modification has not significantly changed. In

BO XI 4.1, however, Public Folders and My Favorites are displayed and managed in different views.

From the Folders view:

1. Navigate through the folder structure to find the desired report. Refer to Section 2.2.1.2.2,

Navigate to Public Folder.

2. Right click on the target document to reveal the drop down menu.

3. Select View and Save a document to My Favorites folder.

Or: Use the Organize menu item for copy options.

1. Click on the down arrow for copy options.

Or:

Right click to reveal the drop down that contains the Organize menu options.

Click the export

icon


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Figure 19. Drop Down Menu Options

2. Select Copy target document from the “Folders” view.

3. Switch to the “My Documents” view.

4. Right click on a destination folder.

5. Select Organize and Paste to create a copy of the report in your My Favorites domain.

3.4.2 Navigating in Design Mode, Toolbars, and Panels

BO XI 4.1 offers a significantly different and enhanced user experience. Compared to the Reading

mode, the Design mode offers a number of additional controls and features.

The main toolbar is positioned at the page top. The left-side panel defaults to the available report

objects display and includes additional choices for viewing components of a document. The right-

side panel displays the document. Note that in BO XI 4.1, you no longer have to further select Edit

Report – exception is to modify the query.

Figure 20 Design Mode Menu Options

3.4.3 Tabular controls and drop down menus

The use of group tabs and sub-tabs are a new feature with version 4.1. The top-level tabs organize the

controls available for managing the document. Starting from the upper left corner, you can toggle

between File and Properties tab to manage the physical document or its characteristics. Access to

the most common features are prioritized and logically grouped by user activity (Report Elements,

Formatting, Data Access, Analysis, and Page Setup). All interfaces for changing properties of tables,

charts, and other report objects have been redesigned to make them more intuitive.


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3.4.3.1 File

The File tab contains the following previously described controls:

• New

• Open

• Save

• Print

• Find

• History

• Export

• Send To

3.4.3.2 Properties

The Properties tab is organized by View, Document and Application properties. For users, the

relevant choices are View and Document.

The View menu manages the display of the Design components such

as toolbars, report tabs, and information panes.

The Documents menu renders the Document Summary window as

illustrated below. This panel displays and allows you to set values for

description, keywords and options for the current document. The

document summary also includes the document type, size, author, and

creation date.


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Figure 21. Document Summary Panel

3.4.3.3 General Properties

Note that you can also render document properties such as title, file identification and creation dates

from the Documents tab.

1. Highlight a document.

2. Right click to reveal the menu drop down

3. Select Properties


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*Note that you can only edit values for documents in your My Favorites folder. Values for public

folder documents will be dimmed.

3.4.4 Grouped Control Tabs

Figure 22. Grouped Control Tabs

The grouped control tabs include Report Elements, Formatting, Data Access, Analysis, and Page

Setup.

For each group control tab, you have specific control sub-tabs displayed beneath the group control

tabs. Upon clicking on the top-level control tabs, you will notice a change in the second level of

control tabs and icons.

3.4.4.1 Report Elements Tab

This set of controls manages document components such as tables and report sections, charts, and

tools to manipulate the report layout.

Figure 23. Report Elements Sub Tabs

The Report Elements tab controls the physical components and behavior of a document.

• Tables – Defines table structures or a form to display data in groups

• Cell – Insert a blank or pre-defined cell

• Section – Insert a section

• Chart/Other – Offers a variety of graph and chart configurations. See section 3.9 for guidance

on Charts.

• Tools – Transform a report element into another element; embed a selected element in a new

section.

• Position – Establish an elements order and alignment

• Linking – Add document links, tooltips, and hyperlinks

• Table Layout – Controls breaks, rows, columns, header, and footer components of a table

• Behaviors – Hide and show elements; control when to repeat elements by page.


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3.4.4.2 Formatting Tab

The Formatting tab enables you to manage the layout and style of a document.

Figure 24. Formatting Tab

• Font – Controls the size and print style of text

• Border – Apply borders and border color

• Cell – Merge or unmerge selected cells; clear the content and conditional formatting from

cells.

• Style – Controls the attributes of text such as color, boldness, and background color and

imaging

• Numbers – Manages number format

• Alignment – Controls the justification and relative positioning of text

• Size – Specifies the width and height of selected cells

• Padding – Defines the horizontal and vertical padding fields

• Tools –

- Format Painter – Apply the same formatting to multiple places in a document

- Formatting – Display formatting options for the selected report element

- Clear Format – Resets to default format, including all child items.

-

3.4.4.3 Data Access Tab

The Data Access tab includes the controls to modify and refresh a data source, query, and data

objects. See Modifying a Query, Section 3.6.

Figure 25. Data Access Tab

• Data Providers –

- Edit – Edit the data provider

- Purge – Purge the data from the report

• Data Objects –

- Create new variables (dimensions, details and measures)based in available objects

- Merge dimensions based on available objects


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3.4.4.4 Analysis Tab

The Analysis tab contains the controls for establishing filters, data tracking, display patterns and

conditions, drilling, and functions.

Figure 26. Analysis Tab

•••• Filters – Add, remove or modify a filter on the selected element. See section 4.5.4 for

guidance on the use of filters.

•••• Ranking – Rank the current element relatively to a measure

•••• Data Tracking – Activate or deactivate data tracking mode. See section XXX for guidance on

data tracking.

•••• Show Changes – Show changes since the data was refreshed

•••• Display Break – Add, remove and manage breaks in a document

•••• Display Sort – Establish and manage sorting of data

•••• Conditional Formatting Rules – Apply conditional formatting rules

•••• Interact Drill – Navigate the report by hierarchy

•••• Filter Bar – Show or hide the Report Filter Bar

•••• Outline – Show or hide the report outline

•••• Formula Bar – Display or hide the formula bar under the toolboxes

•••• Functions

- Sum – Insert or remove a Sum function

- Count – Insert or remove a Count function

- More – Insert a new row at the end of the table or column on the right with a

calculation based on the selected value (ex. Average, Min, Max and Percentage) CWA

311B6B2 AO For Class II Penalty

Applying a Sum Function –

The SUM function can only be applied to numeric fields. This example illustrates calculating the

total cash civil penalty amount required by enforcement actions for a given region.


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• Click on a field in the numeric column header or field.

• Click on the Sum function menu item.

The total bill amount appears at the bottom of the associated column.

Click on a

numeric

column

header or field

Click on Sum

Total

Amount


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3.4.4.5 Page Setup

The Page Setup tab provides all of the controls to manage report instances and page layout and

dimensions. From the Page Setup tab, you can also add a report and duplicate reports from this

control tab.

Figure 27. Page Setup Tab

Report /Add Report -

This feature enables you to create multiple documents on separate tabs within the same Web

Intelligence report file.

1. Click “Add Report” to insert a new tab in the existing report document.

2. Click “Rename” to rename the report tab.

Below is an example of a report containing multiple tabs. The multiple tabs appear at the bottom

of report panel. Click on the tab to navigate to the separate document.

Figure 28. Multiple Report Tabs

Report /Duplicate Report -

The duplicate feature is useful when performing data analysis on the same set of Query results.

1. Click “Duplicate” to create a copy of the existing report in a new tab but still within the same

file.

Report/ Delete a Report –

Upon adding or duplicating a report, the system will activate a delete feature that will delete any

additional tab created.

3.5 Creating a Document

Click on Web Intelligence Application from the Applications downward arrow or from the Webi icon

on the Home Page (see figure 29)

Click to delete a

report


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Figure 29. Access to Web Intelligence

To create and Ad Hoc Report.

After you select the Web Intelligence get the following. You will see “Loading” in the top left hand

corner. A SAP Business Objects Web Intelligence pop-up “Do you want to run this application?” will

appear. Select Run (See Figure 17).

Figure 30. Initiate Web Intelligence

To avoid the security pop-up “Allow Access to the Application”, please add the ICIS website to your

Java Control Panel (security tab), in many cases this may need to be performed by a technical person

with administrative permission to your computer (see figure 31). Otherwise you will be presented the

popup and will need to click on “Allow” as in figure 30. This would also need to be added in your

internet browser “trusted site”, again a technical person may need to do this depending on your office

PC security setting.

Click arrow • Or click icon on Home Page

Click on

“Run”


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Figure 31. Modify Java security to avoid security warning message, in example you would need to add

https://icisairrpttest.epa.gov.

Web Intelligence will render in a new tab on the BI Launchpad toolbar – this is new with BI 4.1, with

tabs open you can now jump from one activity to another – have multiple reports open (same for

viewing a report).

The New and Open menu items are active. All other menu items are dimmed until you establish a

new or render an existing document.

Figure 31. Web Intelligence Menu Bar

Select New to create a new Web Intelligence document.

Upon selecting “New”, the application will prompt for a

data source. See section 4.5.1, Establishing a Data Source.

Click on the icon to the far left that looks like a page this is the “New” icon, a popup will appear with

the selection for “Universe”. Click on Universe then click on Okay.


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3.5.1 Establishing a Data Source

To create a query in Web Intelligence, you must first select a data source.

3.5.1.1 Data Sources

Create a query using a universe data source. Users of BO XI 4.1 will primarily use universes as data

sources. With BI 4.1 an Excel file can be used as a data source (tbd on more information on this).

1. Upon selecting New, application generates pop up menu. Highlight Universe.

2. Select Universe, and then click “OK”.

3. The Universe list appears.

4. Highlight a universe and it “Select”. The query panel opens including the universe folder

structure.


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3.5.2 Components of a Universe

As shown in Figure 32, a universe can be organized into classes, and each object is categorized by

type: Dimension, Detail, Measure or Filter.

Figure 32. Classifying Object Types

As shown in Figure 33, the Universe outline pane, on the left side of the query panel, displays a list of

all the objects in the data source. From this list, select the objects you are interested in and add them

to the query.

Dimensions are Description Objects – Blue

Measures are Calculation fields – Orange

Conditions are pre-built filters to limit your results – Yellow

Details are further Descriptions of a

Dimension


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Figure 33. Selecting Query Results

3.5.3 Result Objects Pane

The Result Objects Pane is where you place the objects you want displayed in your report.

• It is important to note that only the objects that are in this pane will be displayed

• It is also important to note that Business Objects, by design, rolls everything up to the least

common object

o For example, if you pull a report with only “Enforcement Acton Type” and “Cash Civil

Penalty” and limit the results to Enforcement Acton Type = CAA113d1 Action for

Penalty, you will get one row of Enforcement Acton Type and the total Cash Civil Penalty

for all cases with the type.

• You can double click, Drag-and-Drop, to populate the Result Objects Pane.

Figure 34. Result Objects Pane

3.5.4 Query Filters Pane

The Query Filters Pane is your WHERE Clause. It is where you limit the results that you want

displayed (e.g., Region Code = 07 & EFA Fiscal Year = 2014, etc.)


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• If the Objects you want limited are in your Result Objects Pane, you can drag them from the

top pane to the bottom pane.

• If they are not in the top pane, you will need to drag them from the left-hand pane into the

Query Filters Pane.

Figure 35. Query Filter Pane

3.5.4.1 Prompts

1. Specify that each time the report is run or refreshed a different set of data for that object can

be used by building a Prompt for that Filter Item

• This is beneficial when you refresh a report each month or if you want the same report for

different Case Types or Programs within your Region.

Figure 36. Building Prompts for Filter Items

2. Select the drop-down arrow to the right of the text box and select prompt.

3. Set a default value (this will show up each time the report is run or refreshed) or you can leave

it blank.

4. And where available, choose List of Values:

• This will provide you a list to choose from


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Figure 37. Prompt Results

3.5.5 Prompt Filter Operations

1. Specify the data you want the report limited to by choosing the object and setting the

corresponding datum, i.e., Cash Civil Penalty Amount Required Total = 1,000,000

• Equal – This refers to an exact match, i.e., Cash Civil

Penalty Amount Required Total >1,000,000

• Not Equal – This brings back results for everything

except what is specified

• Greater Than – All data with a value greater than what is

specified (Dates or Measures)

• Greater Than or Equal to – All data with a value greater

than or equal to what is specified (Dates or Measures)

• Less Than – All data with a value less than what is

specified (Dates or Measures)

• Less Than or Equal to – All data with a value less than

or equal to what is specified (Dates or Measures)

• Between – Brings back results for items that are between

a given number or date

• Not Between – Brings back results for items that are not between a given number or date

• In List – Allows you to specify more than one match, i.e., Region Code In List 01;02;03

• Not in List – Allows you to specify everything that is not listed in the values, i.e., Region

Code Not In List 01;02;03

• Matches Pattern – Uses the Wildcard “%”, i.e., Enforcement Action Name Matches

Pattern % Big Polluter % to bring back data for all Enforcement Actions where name

includes Big Polluter .

Figure 38. Prompt Filter Elements


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• Different from Pattern – Brings back all results that do not match the pattern. This

operation also requires a Wildcard “%”

• Both –Establishes the need for both conditions to apply.

• Except – Establishes conditional exceptions.

2. Double click prebuilt Filters to automatically move them to the Query Filters pane.

3. Drag and drop the filters into the Query Filters pane, or you can drag and drop any object

from the left-hand pane or the Result Objects Pane.

3.5.6 Logical Ordering of Parameters

1. Set up the order of the objects in your Query Pane by dragging one object on top of the other.

2. This creates a sub-set of the query, handy when you want to institute an OR statement:

• For example, if you want both Credit & Debit of 1010.10, drag the Credit Object on top of

the Debit Object. Type 1010.10 in BOTH text boxes and double click the AND to change

it to an OR

• You can have multiple OR statements in one Query

• You read the And/Or Statements from Left to Right (Indentions) (see Figure ).

Figure 39. Reading “And/Or” Statements

3.5.7 Data Preview Pane

As shown in Figure 40, the Data Preview panel enables you to see a basic result of your query before

launching the report itself. If the data preview is not used, it can be replaced by the "Scope of

Analysis”. Scope of Analysis enables you to automatically add extra objects to the query to increase

drilling performance. Scope of Analysis shows as many levels of the hierarchy as requested in the

query results. This is especially useful when the hierarchies are not known by the end users.

You can double-click the And operator to

change to Or


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Figure 40. Data Preview Pane

3.5.8 Running the Query

When you run a query for the first time, Web Intelligence automatically creates a report based on the

objects you included in the query. The order in which the objects are arranged in the result objects

box in the query panel determines the order of the columns in the report.

3.5.9 Saving your Work

When saving to the BI platform, Web Intelligence saves to your My Favorites folder (by default),

which only you can access.

3.6 Modifying a Query

You can edit query properties such as limiting the number or rows of data retrieved, setting security

to allow or prevent other users from editing the query, and changing the order of prompts.

1. Click on the Data Access tab.

2. Under Data Providers, Click Edit. The Query Panel appears.

Figure 41. Modifying a Query

3. Manipulate the size of the screen by dragging on the bottom-right-hand corner (see Figure ).

Click Edit

Select this

refresh icon

to activate

data

preview


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Figure 42. Manipulating the Query Screen Size

3.6.1 Query Panel Toolbar

Within the toolbar, you can add a query, combine queries, examine properties and view the script.

The toolbar also provides control icons to launch the report and close the query panel.

Figure 43. The Query Toolbar

The Data Outline Panel, Filters Panel, and Data Preview Panel are displayed by default. The icon to

combine queries is the same as in BO XI 3. (see Figure 44).

Figure 44. Combine Queries Icons

To examine query properties, click the Query Properties icon. In the query properties you can set

limits on the number of rows retrieved and the duration of data retrieved. You can also set

preferences concerning the types of data to retrieve, prompt processing order, query security, and

contexts.

Add a query from

the universe.

Show/Hide Data Outline Panel, Filters Panel, and Data Preview

Panel

Combine Queries

Click and drag on

corner to manage

screen size.


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Figure 45. Query Properties Icon

3.7 Reporting Tools and Features

3.7.1 Input Controls

"Input control" enables quick filtering on your report via the sidebar. Quick filtering provides an

extra advantage, allowing extended analysis of a single report and using the same report for a broader

audience. Quick filters show up in the sidebar and are more visible to the end user than filters within

the report itself: filters in the report are, most often invisible to the end user, which may lead them to

be confused.

3.7.2 Track Changes to a Document

BO XI 4.1 version of Web Intelligence enables you to track changes so that you can see what data

has been affected by refreshing your document against its data source. The feature enables end users

to see the difference between two runs of a report using colors, strikeouts, and other formatting

attributes.

3.7.2.1 Activate Data Tracking

1. In Design mode, click on the Analysis tab.

2. Under Data Tracking, click Track.

3. Choose the “Compare with last data refresh” option.

4. Click the Options tab to review the default formatting for changes to the data (see Figure 48).

Figure 48. Compare with Last Data Refresh Option

Query Properties

Choose the Compare

with last data refresh

option


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The data tracking feature automatically flags insertions and deletions of dimension members, changes

to details, and increases and decreases to measures and other numeric values. If desired, you can

change any of these options.

3.8 Additional Formatting Tools

You can reveal additional formatting tools by clicking different sections of a report.

1. Right click the outside of a cell or table to reveal the additional report formatting controls.

Figure 49. Additional Report Formatting Controls

3.8.1 Format Report Panel

3.8.1.1 Tables

In Web Intelligence, you can create a table by choosing a table layout and dragging and dropping

objects into the rows or columns (see Figure 49). Alternatively, you can choose a table layout and

define the rows and columns using a dialog box interface (see Figure 50).


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Figure 50. Working with Tables and Crosstabs

Figure 51. Table Layout via Dialog Box Interface

1. To insert a table, click on one of the table structures on the Table tab.

• Click in the report panel, or

• Click Available Objects to open the available objects panel.

2. Click, drag, and drop objects into the table. When you drag an object to a table, a highlight

appears in the selected cell.

• Dropping an object when the center of the cell is highlighted inserts the object in the

selected cell

• Dropping an object when the left of right edge of the cell is highlighted adds a column to

the corresponding left or right side of the highlighted cell.

• Dropping and object when the top or bottom edge of the cell is highlighted adds a row

above or below the highlighted cell.

3.8.1.2 Changing a Table Layout

In BO XI 4.1, you can alter the layout of a table without having to reconstruct the table or sacrifice

data (see Figure 52).


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Figure 52. Changing a Table Layout

1. Select an existing table.

2. On the Tools tab, click on the Turn Into list.

3. Click on an alternate table configuration, e.g. Horizontal table.

When you convert a table from one format to another, all the data from the original table is included

in the converted table. You may, however, need to remove some of the data from the original tables

to make the new format work effectively.

4. Right click on a cell or column header to reveal a list of actions and controls.

Figure 53. Actions and Controls

3.8.2 Format Cell Panel

Refer to Figure 53 above. Select the Format Cell control. As shown in Figure 24 below, the Format

Cell panel appears with a list of cell attributes that you can customize.

Click the Turn Into list

Highlight a column

header or cell within

a column. Right

click to reveal the

drop down menu.

Format Cell…


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Figure 24. Format Cell

3.9 Creating a Chart

Figure 55. Edit the Chart to Change its Display

The following example demonstrates adding a pie chart to a report.

1. Click the Chart drop-down arrow to reveal the list of chart options.

2. Click on a pie chart design.

3. Click in the report panel. The chart is inserted in the report.

The pie chart will appear dimmed until data is assigned. There are two ways to choose data to

display:

o Open the Available objects panel and drag the desired objects directly onto the chart.

Web Intelligence automatically determines how to display the data based on the chart

type you selected.

o Edit the chart to specify how you want the chart to display the data. The example will

follow this option.

4. Right-click the report outer border

5. Click on Assign Data

Click the Chart

Drop- Down Arrow


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Figure 56. Assign Data to Pie Chart

The system will open a window with controls for assigning the data values for the pie chart.

6. Select values for Pie Sector Size and Pie Chart Sector Color

7. Hit “OK”. The pie chart takes on color and data values.

Click Assign

Data


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8. Click on Chart inner border to reveal additional formatting controls.

9. Select Format Chart… A new window provides the chart format controls.

Inner

border

Select Format

Chart


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Figure 57. Format Chart Window

10. Establish setting for the Chart block, Title, Legend and Plot Area. For this example, select

Global.

11. Select Data Values

12. Select the data label displaying mode checkbox.

13. Accept the default settings. Click “OK”. Notice that the chart displays the slice values as

percentages, and also that the values display outside of the chart. Edit the chart so that the

slices display dollar values inside the chart.

Figure 58. Pie Chart Format Panel

Select

Global


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14. Right click on the inner border again to reveal the format options and select Format Chart.

15. Change Data Type to “Value”

16. Change Data Position to “Inside”

17. Hit “Apply”.

The chart has changed to display dollar amounts inside the pie chart.

Figure 59. Reformatted Pie Chart

3.9.1 Turn a Table into a Chart

1. Select an existing table.

2. Click the Turn Into list.

3. Select a Chart format. This will turn an existing table into a chart. Please note that an

extensive table may result in an illegible chart

4. Select Undo to restore the original table (if necessary).

This time after selecting the Turn Into list, select More Transformations. The application displays

the “Turn Into” panel. Based on the table, each column is listed along with the table format options.

From here, you can specify the columns for your chart.

3.10 Creating and Managing Breaks

Web Intelligence allows you to create breaks between groups of data to more efficiently organize the

results of your query and display subtotals and totals. You can create a Break on a Report, which will

allow you to split up a Report on a particular Column (see Figure 60).

1. Highlight the column where you want to create a break.

2. Once a column is selected, the Table Layout options appear.

3. Click the Break list.


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4. Select Add Break.

Figure 60. Report Selected to Add a Break

5. Select Add Break. The report changes to group on the target column.


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Figure 61. Report Containing Break

As shown in Figure 62, there is an option named Manage Breaks that enables you to address all

columns and apply multiple breaks.

1. Click on Manage Breaks to reveal the corresponding control panel.

2. Click Add to reveal the table columns.

Figure 62. Managing Breaks

Note: When you create a break, the duplication values of the column are suppressed. At the bottom

of the rows for a particular value, an extra row is also added where subtotals will appear if you

choose to add them to your report.

3.11 Filters

In Web Intelligence, you can apply filters (see Figure 63) to the sections and blocks in a document,

which provides different results than filters set on the report as a whole.

1. Select the Analysis Tab.

2. Click on the Filter list.

3. Select Add Filter to create new filter.

Figure 63. Applying Filters

The application displays a Report Fitler panel. By default, the filter is applied at the report level.


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4. Select Add Filter to generate an Available Objects list panel.

5. Select an object to reveal values upon which you can filter the report.

Figure 64. Filtering by Available Objects

Alternatively, you can reach the report filter panel by:

1. Right clicking on a table column to reveal a control list.

2. Click on Filter.

3. Click on Add Filter.

3.12 Sorting

Web Intelligence enables you to sort your data based on ascending or descending values for a specific

column or by selecting Manage Sorts to customize report sorting. If a default sort does not meet your

needs, you can create and apply a custom sort order. You can access the Sort control from either the

Analysis tab or by right-clicking on a column header.

3.12.1 Customizing a Sort Order

Select the Mange Sorts option from the drop down menu.

Select

Advanced…


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• Add a new sort for a dimension. Click Add.

• For this example, select the Enforcement Action Type.

• Hit “OK”.

Click Add


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• Review the current order of values for the Enforcement Action Type dimension.

• Click Values.

Note the values are in ascending alphabetical order. You can use the arrows to move values up and

down the list.

You can also add values to a list by entering them into the input text box and clicking the > arrow.

When finished,

• Hit ”OK”.

• Hit Apply.

3.13 Creating Variables

You can create variables that can be used in one or more of your Report Tabs.

1. Select the Data Access control tab.

2. Under Data Objects, Click on the New Variable list or click on the Create Variable icon (see

Figure 65).

3. Select from New Dimension, Detail, or Measure.

Click Values


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Figure 65. New Variable menu

4. View the Create New Variable panel (see FigureFigure 66).

Figure 66. Create New Variable Panel

The panel presents available objects and controls for establishing a new variable.

In this example, we will create a variable to count the number of distinct vendor codes.

• Select the function Count from Available Functions- double click (select all to find the Count

function).

• Select Enforcement Action Type from Available Objects – double click

Create Variable Icon


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• Check the variable by clicking the green check mark.

• Name the variable

• Select “OK”.

• You can now use this in your report like an object – this example will identify how many

different enforcement action types appear in the report.

3.14 Send Functionality

1. Click on the Document List Button to navigate to the Report you want to send.

2. Right click on a document to reveal the Send control.

Click the green check to

validate the variable

New

variable

formula

Note formula is correct is

verified


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Or

1. Highlight a document and click on the Send list from the header menu.

2. Select BI Inbox. File Location is not available at this time. When specifying the BI inbox

destination, you have these choices:

• Deliver the objects to each user.

• Automatically generate the target name, enter a specific name, or choose from a list of

placeholders.

• Send the publication as a shortcut or as a copy (Sending a copy is always recommended)

Figure 67. Send Functionality

Send List

Or Send by

Right click


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BI Inbox -

Upon selecting BI inbox, the aplicaiton presents the available recipients. Highlight a recipent name

and click on the “>” button to move the choice into the “Selected Recipient” section. To remove a

selecte drecipient, highlight and click on the “<” button.

Figure 68. Available Recipients

3.15 Scheduling a Report

Business Objects’ Scheduling feature allows you to run a report on the server. In BO XI 4.1, you can

still schedule a document so that an instance of it is generated on a one-time or recurring basis. You

can also define additional settings such as the output format and destination.

There are several benefits to scheduling a report:

• You can schedule the report to run at predetermined increments i.e., Daily, Weekly, or

Monthly

• You can schedule the report to Run Now if the query takes a significant amount of time to run

• You can convert the report to Excel or PDF without having to go through the manual process

- Navigate to My Folders.

- Click on the Documents List or Link

- Right click on the document to reveal the drop –down menu.

- Select Schedule. A new window appears containing the scheduling options. Different

scheduling options will appear depending on the type of document.


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• On the Instance Title page (see Figure 69), you can enter a unique name for the instances

generated by the schedule.

Figure 69. Instance Title Page

• On the Recurrence page (see Figure 70), you can specify how often the schedule runs. The

default setting is “Now”, once at the current time.

Figure 70. Recurrence Page

• As in BO XI 3.1, the Prompts page will be specific to the document. Maintain existing or

modify values as required.


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• Select from four different Formats: Web Intelligence, Microsoft Excel, PDF, and CSV.

Figure 71. Format Page and Options

• In the Destinations page, you can choose where the generated instances will be located (see

Figure 74).

Figure 74. Destination Page

As with the Send function, you can choose to have the instances generated in the default location or

sent to a BI Inbox (see Figure 75). The options for Email, FTP server and file system are displayed

but are not available at this time.

Use the drop down boxes to select values for recipients and other information.


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Figure 75. Destination Inbox

Note: Always choose to send the report as a Copy.

Upon completing your selections, click Schedule. Note that a line item has been added to the

document history.

After you have scheduled your Report, BI Intelligence will take you

to the Report’s History. As the report runs, the status will change

from Pending to Running to Success or Failure.

If a Failure results, BI Intelligence allows you to view the reason(s)

why the report failed and allow you to reschedule the report.

Figure 76. Report History View

If the report runs successfully, you will be able to access your report in the History of the Report and

your Inbox, if this option was chosen.

Click Schedule