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BusinessObjects Live Office XI 3.0
User Guide
Business Objects Enterprise XI 3.0
Windows
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2008 Business Objects. All rights reserved. Business Objectsowns the following
U.S. patents, which may cover products that are offered and licensed by Business
Copyright
Objects: 5,555,403; 5,857,205; 6,289,352; 6,247,008; 6,490,593; 6,578,027;
6,831,668; 6,768,986; 6,772,409; 6,882,998; 7,139,766; 7,299,419; 7,194,465;
7,222,130; 7,181,440 and 7,181,435. Business Objects and the Business Objects
logo, BusinessObjects, Business Objects Crystal Vision, Business Process OnDemand, BusinessQuery, Crystal Analysis, Crystal Applications, Crystal Decisions,
Crystal Enterprise, Crystal Insider, Crystal Reports, Desktop Intelligence, Inxight,
the Inxight Logo, LinguistX, Star Tree, Table Lens, ThingFinder, Timewall, Let
there be light, Metify, NSite, Rapid Marts, RapidMarts, the Spectrum Design, Web
Intelligence, Workmail and Xcelsius are trademarks or registered trademarks in
the United States and/or other countries of Business Objects and/or affiliated
companies. All other names mentioned herein may be trademarks of their respective
owners.
Business Objects products in this release may contain redistributions of software
licensed from third-party contributors. Some of these individual components may
Third-party
Contributorsalso 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
2008-02-19
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ContentsAbout this document 9Chapter 1
Who should read this document ...............................................................10
How to use this document.........................................................................10
Getting Started with Live Office 13Chapter 2
Overview....................................................................................................14
About Live Office content ..........................................................................14
Live Office concepts.............................................................................15
What's New in Live Office?........................................................................19
New Features.......................................................................................19
Feature enhancements........................................................................20
Live Office toolbar and Insert Wizard at a glance.................................20
Live Office toolbar ...............................................................................20
Logging on to BusinessObjects Enterprise................................................23
Logging on to secured databases.............................................................24
Working with Crystal Reports Content in Live Office 25Chapter 3
Overview....................................................................................................26
About Crystal Reports content in Live Office.............................................26
The Wizard at a glance........................................................................26
Key terms and concepts.......................................................................28
Inserting Crystal Reports content..............................................................29
Inserting report parts............................................................................30Inserting fields as a data set.................................................................36
Modifying Crystal Reports content.............................................................40
Adding more report parts......................................................................41
BusinessObjects Live Office XI 3.0 User Guide 3
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Viewing and modifying general object properties.................................41
Inserting rows or columns....................................................................42
Modifying parameter values.................................................................42
Modifying fields ....................................................................................43
Modifying filters....................................................................................44
Working with Web Intelligence Content in Live Office 47Chapter 4
Overview....................................................................................................48
About Web Intelligence content.................................................................48
The Wizard at a glance........................................................................48
Key terms and concepts.......................................................................50Inserting Web Intelligence content.............................................................52
Logging on and running the Live Office Wizard...................................52
Selecting a data source........................................................................53
Specifying a context.............................................................................54
To specify prompt values......................................................................54
To select report parts ...........................................................................55
Creating your Live Office objects.........................................................55
Configuring general object properties..................................................56
Configuring data refresh options..........................................................56
Configuring prompt binding options ....................................................58
Modifying Web Intelligence content...........................................................58
Viewing and modifying general object properties.................................58
Adding more Web Intelligence report parts..........................................59
Modifying prompt values......................................................................60
Upgrading content from the previous version......................................61
Working with Queries in Live Office 63Chapter 5
Overview....................................................................................................64
Query fundamentals..................................................................................64
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What are universes?............................................................................65
What is a prompt?................................................................................66
What is a query context? .....................................................................66
About query building in Live Office............................................................66
Creating and running queries....................................................................68
Selecting a data source........................................................................69
Building your query...............................................................................69
Defining your data filters.......................................................................72
Specifying context for your query.........................................................74
Specifying prompt values.....................................................................74
Naming and inserting your Live Office query object ............................75Configuring prompt binding options for your query..............................75
Configuring query options....................................................................77
Viewing query properties...........................................................................78
To view query properties for an existing query.....................................78
Editing queries...........................................................................................79
Changing the universe location............................................................79
Modifying the query definition...............................................................79
Modifying a query context....................................................................80
Performing Common Tasks with Live Office Objects 81Chapter 6
Performing Common Tasks with Live Office..............................................82
Publishing and Viewing Files................................................................82
Saving your data locally and to the repository.....................................86
Copying and pasting Live Office Objects.............................................86
Distributing objects via Outlook............................................................88
Loading, updating, and refreshing existing content..............................89
Removing Live Office objects...............................................................90
BusinessObjects Live Office XI 3.0 User Guide 5
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Performing Advanced Tasks 91Chapter 7
Performing Advanced Tasks......................................................................92
Managing prompt and parameter settings ................................................92
Managing time dependent variables (Key Date)..................................92
Managing global Live Office properties.....................................................95
Configuring the shortcut menu.............................................................96
Changing default layout, formatting, and refresh behavior..................98
Configuring default error message strings...........................................99
Configuring field display settings........................................................101
Changing the viewing locale ..............................................................101Managing document security and access ..............................................102
Adding security to your documents....................................................102
Logging on to BusinessObjects Enterprise automatically..................103
Connecting to a different CMS...........................................................104
Relinking objects to Business Objects Enterprise..............................104
Working with Smart Tags in Live Office...................................................105
Troubleshooting Live Office 107Chapter 8
Sample Live Office log files ....................................................................108
Enabling logging for Live Office...............................................................109
Troubleshooting Live Office components................................................109
Problem: LiveOffice menu disappeared.............................................110
Problem: document refresh failed......................................................110
Problem: context dialog box is not displayed on refresh even if the Reset
Context on Refresh option is checked...............................................111
Problem: report sorting and filtering lost when refreshing..................111
Problem: access denied to universe..................................................112
6 BusinessObjects Live Office XI 3.0 User Guide
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Reference 113Chapter 9
Live Office Insert Wizard..........................................................................114
Options dialog box..............................................................................115
Properties dialog box..........................................................................119
Backward compatibility............................................................................119
Deprecated features...........................................................................119
Unsupported features.........................................................................120
Live Office object size limitations.......................................................120
Get More Help 123Appendix A
Index 127
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About this document
1
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Welcome to Business Objects Live Office User's Guide. Live Office lets
anyone, from business workers to experienced data analysts, easily retrieve
business information, createqueries, perform calculations, andshare answers
to business questions without having to understand complex databaselanguages 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 3.0 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,
Microsoft Office Word, Microsoft Office Outlook, and Microsoft Office
PowerPoint, and you must have some familiarity with BusinessObjectsEnterprise to understand this guide.
How to use this document
This guide covers the following topics and tasks
10 BusinessObjects Live Office XI 3.0 User Guide
About this document
1 Who should read this document
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Go to this section To do this
About Live Office content onpage 14
Understand key Live Office conceptsand product enhancements.
About Crystal Reports content in Live
Office on page 26
Create and modify Crystal Reports
documents from withinyour Microsoft
Office applications.
About Web Intelligence contenton
page 48
Create and modify Web Intelligence
documents from withinyour Microsoft
Office applications.
About query building in Live Office
on page 66
Build, edit, and refresh universe
queries from within your Microsoft
Office applications.
Performing Common Tasks with Live
Office on page 82
Performing common tasks with Live
Office objects such as saving docu-
ments and removing objects.
Performing Advanced Tasks on
page 92Overviewon page 82
Perform more complex Live Office
tasks such as managing prompts and
configuring Single Sign On authenti-
cation.
Troubleshooting Live Office on
page 107
Enable Live Office logging and trou-
bleshoot common Live Office errors.
Reference on page 113
Review reference material including
backward compatibility information
and a list of unsupported and depre-
cated features.
BusinessObjects Live Office XI 3.0 User Guide 11
1About this document
How to use this document
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12 BusinessObjects Live Office XI 3.0 User Guide
About this document
1 How to use this document
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Getting Started with LiveOffice
2
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Overview
BusinessObjects Live Office (Live Office) gives you access to up-to-dateinformation 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
New Features on page 19
Logging on to BusinessObjects Enterprise on page 23
Live Office toolbar on page 20
Live Office content types on page 18
Live Office concepts on page 15
About Live Office content on page 14
About Live Office content
Before you start working with Crystal Reports or Web Intelligence content inLive Office , you need to understand how Live Office content works.
Related Topics
Live Office architecture on page 19
Live Office concepts on page 15
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What are report objects, instances, and parts?on page 15
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
Universes
Parameters
Prompts
Related Topics
What are report objects, instances, and parts?on page 15 What are Universes?on page 17
What are parameters and prompts?on page 18
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 the information about your
business presented in tables, charts, and graphs. A report object is what
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 is created with Crystal Reports or the Web Intelligence ReportPanel , its information may come from various databases. The source report
is called a report object, because it is a source data object and contains
information from various data sources. The report object returns data from
the underlying data source either on demand from the database or depending
on the other refresh option chosen.
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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 report 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
A part of section of a report displayed by itselfwithout the rest of the report
pageare referred to as report parts. 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.
The following diagram shows the relationship between report objects, report
instances, and report parts in Live Office .
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Related Topics
To configure refresh options for your Live Office objects on page 34
Configuring data refresh options on page 34
What are Universes?
A Live Office universe is an abstraction of a data source that presents data
in non-technical terms for business users. Business users of Web Intelligence
and Crystal Reports can connect to a universe and through it run queriesagainst a database. They 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.
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What are parameters and prompts?
This section explains parameters and prompts in non-technical terms.
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 what 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.
Prompts
A prompt is similar to a parameter in Crystal Reports. This Web Intelligence
term refers to 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.
Related Topics
What is a query context? on page 66 Specifying parameter values on page 32
Live Office content 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.
Report partsFieldsLive Office contenttype
YesYesCrystal Reports
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Report partsFieldsLive Office content
type
YesNAWeb Intelligence
NAYesQuery Panel
Note: Embeded Crystal Reports subreports are not supported.
Related Topics
Live Office concepts on page 15
Live Office architecture
BusinessObjects Live Office XI 3.0 architecture, and the reliability of
BusinessObjects Enterprise XI 3.0, uses Web services to provide you with
enhanced performance, scalability, and deployment.
Related Topics
New Features on page 19
What's New in Live Office?
New Features
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
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Feature enhancements
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)
Existing customers can build on the proven BusinessObjects XI release 2,.
They can make the power of business intelligence available to the businessuser inside the common Microsoft Office applications environment, with a
minimum of disruption and down time, for optimized efficiency and
productivity.
Live Office toolbar and Insert Wizard at a glance
This section provides an overview of the improvements to the Live Office
toolbar and Insert Wizard.
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
reports or run queries to answer your business questions.
It provides you with quick access to the Live Office objects in your Microsoft
Office Excel, PowerPoint, Outlook, and Word documents. You can:
Insert a report object
Refresh all report objects
Save an object to BusinessObjects Enterprise
Navigate to the source report for your Live Office object
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Access the Online Help for Live Office
The toolbar contains the following options:
For more information
about the objects that
you can insert, see In-
serting Crystal Reports
contenton page 29.
Insert Crystal Reports
Content
For more information
about the options you
can use, seeAbout Web
Intelligence contenton
page 48
Insert Web IntelligenceContent
For information about
the options that you can
use, see About query
building in Live Office on
page 66
Insert Universe Query
Opens the Repository
Explorer and allows you
to select Crystal Reports
or Web Intelligence
documents for insertion.
See Live Office Insert
Wizardon page 114.
Open from Business
Objects Enterprise
For information aboutthe options that you can
use, see Publishing a
document to Busines-
sObjects Enterprise on
page 84.
Save To Business Ob-
jects Enterprise
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For information about
the options that you can
use, see .Publishing a
document to Busines-sObjects Enterprise on
page 84
Save As New to Busi-
nessObjects Enter-prise
Refreshes the data of
each View in the docu-
ment against the source
document For more in-
formation, see Configur-
ing data refresh optionson page 34.
Refresh All Objects
Allows you to easily
navigate to a recently
accessed Live Office
object to insert more
content from the same
source.
Go to Object
Displays the Online
Help for Live Office.Help
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.
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To hide the BusinessObjects Live Office toolbar
Right-click the Live Office toolbar and deselect.BusinessObjects Live
Office.
The toolbar appears or disappears.
Logging on to BusinessObjects EnterpriseIf 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.
2. Click LiveOffice, click Options, and then click Enterprise.
3. When the Options dialog box appears, enter your BusinessObjects
Enterprise credential 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 webservices server is running
on a server called businessobjects02, then the following information would
be accurate:
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Working with CrystalReports Content in Live
Office
3
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Overview
With BusinessObjects Live Office (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 an easy to use Live Office Insert Wizard, you can insert Crystal Reports
report parts or fields into your Microsoft Office documents.
About Crystal Reports content in LiveOffice
This section contains the following topics to familiarize you with the wizard
interface in Live Office, terms you need to know, and sample data that willbe used in the examples:
The Wizard at a glance
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
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To do this taskUse this page in the wizard
Browse available reports.
Locate the data you want to use.
If the report you selected requires
database logon credentials, you
are also prompted again to log on.
For more information, see
Choosing your data source on
page 30.
Choose Document
Choose parameters from a pre-
selected list of values.
Specify that you are to prompted
each time data is refreshed.
For more information, see Specifying
parameter values on page 32
Note: This page only appears if your
report contains predefined parameters.
You cannot use Live Office to introduce
new parameters into a report.
Specify Parameter Values
Select the Crystal Reports document
you want to use from the Repository.
For more information, see Choosing
and inserting data as report parts on
page 32 and Choosing fields as your
data seton page 38.
Choose Data
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To do this taskUse this page in the wizard
Select filters to apply to data that youinsert as fields in your Live Office
documents. For more information,
see Applying filters on page 39.
Note: This page only displays if you
have selected to insert data as fields.
Set Filters
Type the name of your Live Office
object.
Verify its path in the repositorybefore inserting it into your docu-
ment.
Summary
Key terms and concepts
To use Crystal Reports functionality within Live Office to retrieve live dataand answer your important business questions, you need to understand the
following concepts.
The following table defines each of these term for you.
DefinitionTerm or concept
Report parts are objects, such as
images or tables, that point from a
source report object to a destinationLive Office object. For more informa-
tion, see Choosing and inserting data
as report parts on page 32.
Report parts
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DefinitionTerm or concept
Parameter is a Crystal Reports term.A parameter is a question that you
need to answer before generating
your report. The information you en-
ter, or the way you respond, deter-
mines what 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, insteadof returning the results for all of the
regions. Parameters can be either
mandatory or optional. For informa-
tion about working with parameters,
see Specifying parameter values on
page 32.
Note: Parameter is a Crystal Reports
term. Prompt is a Web Intelligence term
for a similar concept. For information
about prompts, see About Web Intelli-gence contenton page 48
Parameters
Inserting Crystal Reports content
Using the Live Office Insert Wizard you can easily 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.
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Inserting report parts
This topic shows you how to insert and refresh report parts in a MIcrosoftOffice Excel 2003 document.
Running the Live Office Insert Wizard
To run 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 23.
3. Select where you want to insert the Live Office object.
Note: Live Office inserts Live Office objects as Microsoft Word tables.
4. On the Insert menu, select 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.
After you have successfully logged on to the BusinessObjects Enterprise
system, the Live Office Insert Wizard guides you through from choosing your
document, selecting report contents (fields or report parts), selecting
parameters if required, and inserting data into your Microsoft Office document.
Choosing your data source
The first page of the Live Office Insert Wizard displays the Repository Explorer
so that you can navigate easily to the report you want to use. The Repository
Explorer 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 to
an email in Outlook, the search dialog will default to a content search based
on the subject line of your email. The Recent folder also contains any reports
you have created or modified most recently for ease of access.
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To locate your document using the Repository Explorer
1. In the "Repository Explorer" page of the Live Office Insert Wizard, navigate
to and double-click the folder that contains the report you want to use.
For example, a regional sales manager might click a Demo subfolder inthe Public folder.
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 Inboxes are not stored on the system, and cannot be imported
into Live Office.
2. In the right-hand pane of the "Repository Explorer", select the report you
want to use, and click Next.
For example, a regional sales manager might select a report
calledActivities by Location to monitor regional sales figures.
Tip:
Select a column name, 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 alsobe available. For your convenience, this folder will contain the results
of a content search based on the email's subject line.
Note:
If the report you selected contains parameters, the Specify Parameter
Values page appears. See Specifying parameter values on page 32.
If the report you selected does not contain parameters, the next page
of the Live Office Insert Wizard prompts you to select the parts of the
report you want to include and insert into your Microsoft Office
application. For more information, see Choosing and inserting data
as report parts on page 32.
If the report you selected requires database logon credentials, you
are prompted again to log on. See Logging on to secured databases
on page 24.
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Specifying parameter values
This section demonstrates the use of parameters to populate dynamicpicklists. For example, in the "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 values list of East and West.
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 use this list of parameter values to later bind parameters to particular
cells in your Microsoft Office Excel spreadsheet for easy updating For
information about how parameter binding works, see Configuring parameter
binding options on page 34
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
Choosing and inserting data as report parts on page 32.
Choosing and inserting data as report parts
The next 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.
To select report parts
1. Choose your preferred options for viewing report data from the Live Office
Insert Wizard toolbar.
Select the Toggle Interactive Parameters icon to adjust the
parameter value in the Interactive Parameters pane. You can use the
pane to adjust the parameter values you selected in the Specify
Parameter Values page. Use the drop down list under each parameter
in the pane to adjust the parameter value. After you have completed
your parameter value selections click Apply.
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Note: The Toggle Interactive Parameters icon will not appear if your
report does not contain predefined parameters or if you click Switch
to Fields in the Choose Data page.
Select the Toggle Group Tree icon 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
Select the right or left facing arrows in the toolbar to navigate to a
particular page in a report.
Select the search icon to search on particular 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 use the cursor to select multiple objects at once.
Click Switch to Fields to display the available objects as fields rather
than report parts.
3. Click Next.
The Summary page appears.
4. Name your report part and verify its location in the repository.
5. Click Finish to insert the Live Office object in your application.
6. To insert additional report parts from the same source, right-click the Live
Office object you just created and select New Object from Same Report.
Tip: You can select multiple report parts to insert into your office application
by using ALT + Click . For example, you could select all countries in a salesreport and insert them as a row set.
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Configuring parameter binding options
Parameter binding is a useful way to allow parameter values to be updatedautomatically from within a Live Office object. For example, you may have
a cell that allows you to enter a Minimum Sales Value to allow you to see
only customers that have greater than a certain value. Or, in terms of our
Activities by Location report example, you could have Select a Region
parameter with two discrete values, East and West. With cell binding, from
within your Microsoft Office application, you can choose the parameter value
you want (East or West) and then dynamically retrieve the latest data from
the database.
Related Topics
To bind a prompt to your Microsoft Office document on page 76
Configuring 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 and the refresh
option you select.
The data refresh option you select.
You can change the refresh behavior for the Live Office report objects and
instances to which you have access on 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. Click Live Office and click Refresh Option.
The Refresh Options dialog box appears.
3. Select the refresh option you want and click OK
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DefinitionRefresh Option
Refresh the latest instance of the
selected Live Office object for a
specific user. The default user is
the current user.
Note: When refreshing from the
latest instance of a report contained
in a Publication, Live Office re-
trieves the report content from the
latest Publication instance for the
current user. The publication in-
stance has to be published to an
Enterprise location in report format.
Instances set to be distributed di-
rectly to user Inbox cannot be ac-
cessed by Live Office.
Latest instance: From the latest in-
stance scheduled by
Refresh the data from the
database. This is the default value.On demand
Refresh the selected instance
based on data saved with a pub-
lished report. This option is only
valid after you have saved the re-
port.
Use report saved data: From saved
data report
Refresh the data for the selected
instance only.
Specific instance: From a specific
instance of the report
Note:
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"On demand" is the default option, and it will be the only active value if
the report object does not have report instances or versions, and there
is no saved data with the report.
If you choose to remove data when you save the document for securityreasons, 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 102.
Saving your data locally and to the repository
After inserting and configuring your Live Office objects, you can save yourwork locally and to the BusinessObjects Enterprise repository.
To save your file to a local drive
Do one of the following to save your file locally:
From the File menu click Save orSave 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 BusinessObjects Repository, see Publishing a document to BusinessObjects Enterprise
on page 84.
Inserting fields as a data set
Running the Live Office Wizard
This topic shows you how to insert field as a dataset in a Microsoft Office
2003 document.
To run the Live Office Insert Wizard
1. Open a Microsoft Office document.
2. Select where you want to insert the Live Office object.
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Note: Live Office inserts objects as tables. If you are inserting into
PowerPoint, ensure that you click outside a text placeholder. (A text
placeholder does not contain sufficient space for a Live Office object.
Blank slides usually provide the best background for a Live Office object.)3. Click Live Office > 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.
After you have successfully logged on to the BusinessObjects Enterprise
system, the Live Office Insert Wizard guides you through from choosing your
document, selecting report contents (fields or report parts), selecting
parameters if required, and inserting data into your Microsoft Office document.
Related Topics
Logging on to BusinessObjects Enterprise on page 23
Choosing your data source
The first page of the Live Office Insert Wizard displays the Repository Explorer
so that you can navigate easily to the report you want to use. The Repository
Explorer 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 and keyword
to locate a specific report quickly. The Recent folder also contains any reports
you have created or modified most recently for ease of access.
To locate your Crystal Reports document using the Repository Explorer
1. In the Repository Explorer page of the Live Office Insert Wizard, navigate
to and double-click the folder that contains the report you want to use.
For example, a regional sales manager might click a Demo subfolder in
the Public folder.
The folder hierarchy expands. If the report is contained within a displayedpublication, select the Publication to reveal its contents.
2. In the right-hand pane of the Repository Explorer, select the report you
want to use, and click Next.
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For example, a regional sales manager might select a report called
"Activities by Location" to monitor regional sales figures.
Tip: Select a column name, for example, Name, Owner, or Type, to sort
available reports.
Note:
If the report you selected contains parameters, the Specify Parameter
Values page appears. See Specifying parameter values on page 32.
If the report you selected does not contain parameters, the next page
of the Live Office Insert Wizard prompts you to select the parts of the
report you want to include and insert into your Microsoft Office
application. For more information, see Choosing and inserting data
as report parts on page 32.
If the report you selected requires database logon credentials, youare prompted again to log on. See Logging on to secured databases
on page 24.
The next page of the Live Office Insert Wizard prompts you to select the
report fields you want to include and insert into your Microsoft Office
application.
Choosing fields as your data set
This topic shows you how to insert field as a dataset in a MIcrosoft Office
2003 document.
Note: The Select Fields dialog box does not appear if you have chosen to
select parts of a crystal report.
To select fields
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.
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You can now do one of the following:
Filter the data in the report object. See Applying filters on page 39.
Verify your selections, including the name and location of the report,
and insert your Live Office object in your Microsoft Office document.
Applying filters
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 datathan 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.
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 nulland is not
nulloperators in combination with other operators. The is not equal
to operator also filters out null values.
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.
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4. Click Next and click Finish to verify your selections, including the name
and location of the report, and insert your Live Office object in your
Microsoft Office application.
Configuring object properties and saving the document
1. Configure cell and parameter binding options for your Live Office data
object. For more information, see Configuring parameter binding options
on page 34.
2. Configure refresh options for your Live Office data object. For more
information, see Configuring data refresh options on page 34.
3. From the File menu, click Save orSave As to save your document locally.
4. Save your work to your BusinessObjects Enterprise repository. For more
information about publishing your data object to your BusinessObjects
Repository, see Publishing and Viewing Files.
Modifying Crystal Reports content
There are many features in BusinessObjects Live Office (Live Office) that
allow you to easily modify your existing Live Office documents.
Click the appropriate link to jump to that section:
This section contains the following topics:
Adding more report parts on page 41
Viewing and modifying general object properties on page 41
Inserting rows or columns on page 42
Modifying parameter values on page 42
Modifying fields on page 43
Modifying filters on page 44
Removing Live Office objects on page 90
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Adding more report parts
You can quickly and easily add additional report parts to your Live Officeobject embedded in a Microsoft Office document.
Note: The information in this section does not apply to Live Office objects
embedded in a recieved email.
To add report parts from the same source
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.
3. Select the additional report parts you want to add and insert them using
the Live Office 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.
Viewing and modifying general object properties
You can also display and modify the properties for your Crystal Reports Live
Office object.
To view the properties of a Crystal Reports 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
cell you selected.
2. Do any of the following:
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Click General to view and modify object properties such as location
and object name.
Click Prompts to view and modify parameters values associated with
the Live Office object you selected.
Click Refresh tab to view and modify refresh options associated with
this Live Office object.
Inserting rows or columns
1. Select the source Live Office object.
2. Right-click, point to Live Office, and click Insert Rows.
3. Repeat Step 2 depending on the number of rows or columns you want
to insert.
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 Officeuses the current values.
Note: If the report object contains mandatory parameters, you have to specify
a paramater value to insert 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 shortcut menu and the Navigation Bar to modify the parameters.
To modify parameter binding options
1. Right-click the Live Office object that contains the parameter you want to
bind to a specific location in your Microsoft Officedocument, point to Live
Office, and click Properties.
2. From the Live Office Object Properties dialog, select the Prompts tab.
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All the available parameters for the currently selected object are listed
under the Parameters heading.
3. Select the parameter you want and click Parameter Values.
The Specify Parameter Values dialog is displayed.
4. Select theAlways ask for value if you not want to specify a specific
parameter value.
Note: If you select this option, the Live Office object will automatically
prompt for a parameter value upon every data refresh.
5. Modify the parameter binding as required and click OK.
To automatically refresh the data when cell binding changes
This topic is relevant if you use Live Office objects with Microsoft Office Excel.
1. On the Live Office menu, click Options.
2. In the Options dialog box, click the General tab.
3. Select Refresh Live Office object when binding cell changes.
4. 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:
To add a field, select it in the Available fields list; then click the right
arrow (>).
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To remove a field, select it in the Included fields list; then click the
left arrow (
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If you format individual cells in a report object and then change the
filters, the formatted cells may disappear.
6. Click Add Filterto 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/Remove.
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 containsinformation 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.
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.
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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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Overview
Web Intelligence provides access to business information over intranet andextranets 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.
About Web Intelligence content
This section contains information to familiarize you with how to work with
Web Intelligence data in the Live Office Insert Wizard.
The Wizard at a glance
To insert Web Intelligence data into your Microsoft Office documents usingLive Office, you perform a series of tasks in the Live Office Insert Wizard.
The Live Office Insert Wizard has five pages which are explained in the
following table.
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To do this taskUse this page in the wizard
Select the folder, publication orcategory to retrieve the Web Intel-
ligence data from.
Browse available reports.
Locate the report you want to use.
Note: Using the icons from within the
wizard you can switch between folder
and category views of the available re-
ports.
See Logging on and running the Live
Office Wizardon page 52.
Choose Document
If more than one context exists for
the Web Intelligence data you have
selected, you must specify the con-
tent you want to use. For example,
Web Intelligence report parts that
apply to either a Marketing or a Sales
context.
See Key terms and concepts on
page 50 and Specifying a contexton
page 54
Specify Context
Specify that you are to be
prompted each time data is re-
freshed.
Choose a prompt value from a
pre-selected list of values.
See To specify prompt values on
page 54
Specify Prompt Values
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To do this taskUse this page in the wizard
Select the data that you want to useto create your Live Office object.
See To select report parts on page
55
Choose Data
Type the name of your Live Office
object.
Verify its path in the repository
before inserting it into your docu-
ment.
See Creating your Live Office ob-
jects on page 55
Summary
Key terms and concepts
To insert Web Intelligence data into your Microsoft Office Excel spreadsheets,Microsoft Office PowerPoint presentations, Outlook messages, or Microsoft
Office Word documents using Live Office you need to understand the
following key terms and concepts.
The table below defines these terms.
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DefinitionTerm
A universe context indicates whattypes of business questions are an-
swered by the sameuniverse objects.
For example, a universe might have
a universe context for Sales, one for
Marketing, and so on.
Because each type of business
question may share objects that use
the same database, a universe con-
text helps to ensure you retrieve the
right data. For example, data on ex-penses 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 uni-
verse, you may have more than one
universe context to choose from.
Note: Contexts are defined by the
system administrator.
For more information, see Specifying
a contexton page 54.
Context
Report parts are objects in a Live
Office document such as charts or
tables.
Report part
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DefinitionTerm
A prompt is similar to a parameter inCrystal Reports. This Web Intelli-
gence term refers to a dynamic filter
that displays a question every time
you refresh the data in a report.
Prompts can be either mandatory or
optional
See To specify prompt values on
page 54.
Prompt
Inserting Web Intelligence content
With this version of BusinessObjects Live Office the power and convenience
of Web Intelligence functionality has been extended to the Microsoft Office
application environment.
Using a convenient, easy-to-use wizard interface, business users can quickly
add Web Intelligence report parts to their Microsoft Office Excel, Word,Outlook, and PowerPoint documents.
Related Topics
Managing time dependent variables (Key Date) on page 92
Logging on and running the Live Office Wizard
To run the Live Office Insert Wizard
1. Open a Microsoft Office document.
2. Select where you want to insert the Live Office object.
Note: Live Office inserts objects as tables. If you are inserting into
PowerPoint, ensure that you click outside a text placeholder. (A text
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placeholder does not contain sufficient space for a Live Office object.
Blank slides usually provide the best background for a Live Office object.)
3. Click Live Office > 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.
Related Topics
Logging on to BusinessObjects Enterprise on page 23
Selecting a data source
In the Live Office Insert Wizard, you select the Web Intelligence report that
contains the data you want to view.
To select a data source
The first page of the Live Office Insert Wizard displays the Repository Explorer
so that you can navigate easily to the report you want to use. The Repository
Explorer displays all the web intelligence data to which you have access,
including data 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 to
an email in Outlook, the search dialog will default to a content search based
on the subject line of your email. The Recent folder also contains any reports
you have created or modified most recently for ease of access.
Note: If you wish to use an instance of a report, that instance must be stored
somewhere on the BusinessObjects Enterprise system. Instances only sent
directly to Inboxes are not stored on the system and cannot be accessed.
1. Double-click the folder that contains the report you want to use. For
example, a regional sales manager might click the Demo subfolder in thePublic folder. If the report is contained within a displayed publication,
select the publication instance to reveal its contents.
The folder hierarchy expands.
2. From the right-hand pane of the Repository Explorer, select the report
you want to use, and click Next.
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Case sensitive for the search string. Click > to add it to your selected
values.
Note: If the list of available values is empty or needs to be updated,
click the Refresh List icon .
You can also 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.
To select report parts
The Choose Data page appears after either selecting a context or specifying
prompt values.
1. On the Choose Data page of the Live Office Insert Wizard, select the
Web Intelligence report parts you want to include.
2. Click Next.
The Summary page appears.
Creating your Live Office objects
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 repository2. 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.
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You can now either save the inserted data or define specific object properties.
Related Topics
Configuring data refresh options on page 56
Saving your data locally and to the repositoryon page 86
Configuring general object properties
After inserting your Web intelligence object, you should configure Live Office
objectproperties which include general objectproperties, prompt configuration
options, refresh options, and formatting and display options.
To configure general object properties
1. Right-click your Live Office Web intelligence object, point to Live Office,
and click Properties.
2. From the General tab ofLive Office Object Properties dialog, verify the
object name, the time the object was last refreshed, the name and path
to the source document, and the object definition.
Related Topics
Managing global Live Office properties on page 95
Managing prompt and parameter settings on page 92
Managing global Live Office properties on page 95
Configuring 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 and the refresh
option you select.
The data refresh option you select.
You can easily configure or modify the refresh behavior for the Live Office
objects and instances using the Live Office shortcut menu.
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To configure refresh options for your Live Office Web intelligence
objects
1. From within your Microsoft Office document, right-click the Live Office
object for which you want to change the refresh properties.
2. Click Live Office and click Refresh Option.
The Refresh Options dialog appears.
3. Select the refresh option you want and click OK. The refresh options are
explained in the following table.
DefinitionRefresh Option
Refresh the latest instance of the
selected Live Office object for a
specific user. The default user is
the current user.
Latest instance: From the latest in-
stance scheduled by
Refresh the data from the
database.On demand
Refresh the selected instance
based on data saved with a pub-
lished report.
Use report saved data: From saved
data report
Refresh the data for the selected
instance only.
Specific instance: From a specified
instance of the report
Note: On demand is the default option, and it will be the only active valueif the report object does not have report instances or versions or there is no
saved data with the report.
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Configuring prompt binding options
Prompt binding is a useful way to allow prompt values to be updatedautomatically from within a Live Office object. For example, you may have
a cell that allows you to enter a Minimum Sales Value to allow you to see
only customers that have greater than a certain value. Or, in terms of our
Activities by Location report example, you could have Select a Region
prompt with two discrete values, East and West. With cell binding, from
within your Microsoft Office application, you can choose the prompt value
you want (East or West) and then dynamically retrieve the latest data from
the database.
Related Topics To bind a prompt to your Microsoft Office document on page 76
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.
It contains the following topics:
Click the appropriate link to jump to the topic: Upgrading content from the previous version on page 61
Viewing and modifying general object properties on page 58
Adding more Web Intelligence report parts on page 59
Modifying prompt values on page 60
Removing Live Office objects on page 90
Viewing and modifying general object properties
You can also display and modify the properties for your Web Intelligence
Live Office object
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To view the properties of a Web Intelligence object
1. From within your Microsoft Office application, right-click your Web
Intelligence Live Office object and click Properties.
The Object Properties dialog box appears.
Note: The properties shown and options available depend on the object.
2. Do one or more of the following:
Click General to view and modify object properties such as location
and object name.
Click Prompts to view and modify prompts and query contexts
associated with the Live Office object you selected. Click Refresh tab to view and modify refresh options associated with
this Live Office object.
Related Topics
Managing prompt and parameter settings on page 92
Configuring data refresh options on page 56
Modifying prompt values on page 60
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 application.
2. Right-click, point to Live Office, and click Insert from Same Source.3. Select the additional report parts you want to add and insert them using
the Live Office Wizard.
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Modifying prompt values
You can change the prompt values when you insert the Web Intelligencedata 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.
To modify prompt options using the shortcut menu
1. Right-click the Live Office object and click Properties.
The Live Office Object Properties dialog is displayed.
2. Click the Prompts tab.
All the available prompts and query contexts are listed in two separatetables together with their current values.
3. From the list under the Prompts heading select the prompt you want
modify then click Prompt Values.
The Specify Prompt Values dialog is displayed.
4. Modify the prompt options as required according to the following table
and click OK
DescriptionPrompt option
You will always be prompted for a
value. This prompt type is referred
to as "unbound" as it is not linked
to a constant value.
Always ask for value
This prompt type is always bound
or linked to a constant value. Click
the browse button to modify thevalue.
Choose values from list
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DescriptionPrompt option
This prompt type is used to bind avalue to a range of values in a Mi-
crosoft Excel spreadsheet only.
Excel data range
Related Topics
Configuring prompt binding options on page 58
Managing global Live Office properties on page 95
Managing prompt and parameter settings on page 92
Upgrading content from the previous version
Earlier versions of Live Office only 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 document from the previous
version
1. Log on to BusinessObjects Enterprise and launch the Live Office Insert
Wizard.
2. Open the Web Intelligence document from the previous version. 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 selectAdd/Remove Fields to modify the field list setting.
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Working with Queries in LiveOffice
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Overview
A query is used to answer a business question from data stored in one ormore databases. Traditionally, queries could only be designed by an expert
in IT or database languages. However, BusinessObjects Live Office (Live
Office) has a wizard that makes it easy to build queries. You do not need to
know complex programming languages.
With minimal effort, you can define queries and retrieve meaningful answers
to business queries 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
document contains information about creating, editing, and revising queries
in Live Office.
Related Topics
Viewing query properties on page 78
Creating and running queries on page 68
About query building in Live Office on page 66 Query fundamentals on page 64
Query fundamentals
A request can be simple, such as give me total sales in California for the first
quarter of last year. Or, it can be more complex, depending on your business
need.
Although queries are usually sent to databases in a language called
Structured Query Language (SQL), you don't have to know SQL to query forinformation in Live Office. The Live Office Insert Wizard presents the
information available in the database as objects that have familiar names
and meanings.
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Related Topics
What are universes?on page 65
What is a query context? on page 66
What are universes?
In