BusinessObjects Users Guide: Accessing

Data and Data Analysis

BusinessObjects 6.1

Windows
2 BusinessObjects Users Guide: Accessing Data and Data Analysis

Copyright No part of the computer software or this document may be reproduced or transmitted in any form
or by any means, electronic or mechanical, including photocopying, recording, or by any
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Copyright Business Objects S.A. 2003. All rights reserved.
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Use restrictions This software and documentation is commercial computer software under Federal Acquisition
regulations, and is provided only under the Restricted Rights of the Federal Acquisition
Regulations applicable to commercial computer software provided at private expense. The use,
duplication, or disclosure by the U.S. Government is subject to restrictions set forth in
subdivision (c)(1)(ii) of the Rights in Technical Data and Computer Software clause at 252.227-
7013.

Patents U.S. Patent Numbers 5,555,403, 6,247,008, and 6,578,027.

Part Number 310-10-610-01

 Accessing Data and Data Analysis 3

Contents
Contents 3

Examples 9

Preface Maximizing Your Information Resources 13

Information resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Useful addresses at a glance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
About this guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Part I Introduction

Chapter 1 Introduction to BusinessObjects 23

What is BusinessObjects? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Demo materials and samples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Upgrading from earlier versions of BusinessObjects . . . . . . . . . . . . . . . . . . 31

Part II Accessing Data

Chapter 2 Introduction to Accessing Data with BusinessObjects 35

Workflows for accessing data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Chapter 3 Building Queries on Universes 51

Building a basic query on a universe . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Building a more powerful query . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Running a query on a different universe . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Contents
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Chapter 4 Building Queries with Other Types of Data Provider 73

Using free-hand SQL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Using stored procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Using personal data files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Using Visual Basic for Applications procedures . . . . . . . . . . . . . . . . . . . . . 98
Using XML files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Using OLAP cubes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Using Web Connect . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

Chapter 5 The Web Connect Data Provider 119

Querying the Internet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
Using Web Connect . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
Saving Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
Internet Query Grid Context Menu Options . . . . . . . . . . . . . . . . . . . . . . . . 150
Using Prompts with Web Connect Queries . . . . . . . . . . . . . . . . . . . . . . . . 153
Managing Queries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
Accessing secured web sites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175
Web Connect query examples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183

Chapter 6 Combining Data from Different Sources 201

Which data sources are available? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203
Including data from different data sources in the same report . . . . . . . . . 204
Basing a data provider on an existing data provider . . . . . . . . . . . . . . . . . 210
Linking data providers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212

Chapter 7 Managing Data Providers 219

Renaming data providers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221
Getting statistics on data providers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224
Purging and deleting data providers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225
Using data providers efficiently . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227

Contents
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Part III Analyzing Data

Chapter 8 Introduction to Data Analysis 231

On-report analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233
BusinessObjects drill mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234
OLAP servers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235
Slice and dice mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236

Chapter 9 Analyzing Data in Drill Mode 237

Using drill mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241
Drilling on charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247
Drilling on multiple hierarchies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 248
Getting a different view of your data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250
Analyzing measures in drill mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 254
Making copies of reports while you work . . . . . . . . . . . . . . . . . . . . . . . . . . 256
Extending analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257
Drilling using custom hierarchies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262
Qualifying data for hierarchies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266
Printing from drill mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269
Setting options for working in drill mode . . . . . . . . . . . . . . . . . . . . . . . . . . 270

Chapter 10 Using Slice and Dice Mode 271

Working in slice-and-dice mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 273

Part IV Customizing Report Data

Chapter 11 Filtering and Ranking Data 297

Limiting the data displayed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299
Ordering data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 307
Using ranking to view the top and bottom values . . . . . . . . . . . . . . . . . . . . 315
Hiding columns and rows of data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 321
Highlighting data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 323

Contents
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Chapter 12 Customizing Queries on Universes 329

Creating user objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 331
Applying complex conditions on queries . . . . . . . . . . . . . . . . . . . . . . . . . . 337
Using an existing query in a condition . . . . . . . . . . . . . . . . . . . . . . . . . . . . 356
Applying groups of conditions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 360
Building combined queries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 365

Chapter 13 Using and Customizing Lists of Values 371

What is a list of values? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 373
How are lists of values created? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 374
Customizing lists of values in BusinessObjects . . . . . . . . . . . . . . . . . . . . 375
Editing lists of values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 376
Assigning personal data to a list of values . . . . . . . . . . . . . . . . . . . . . . . . 380
Displaying, refreshing and purging lists of values . . . . . . . . . . . . . . . . . . . 385

Chapter 14 Creating Calculations 387

Calculations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 389
Converting to and from Euros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 398

Chapter 15 Calculation Contexts and Extended Syntax 407

Introduction to contexts and extended syntax . . . . . . . . . . . . . . . . . . . . . . 409
Using extended syntax for advanced calculations . . . . . . . . . . . . . . . . . . 416
Quick reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 433

Contents
 Accessing Data and Data Analysis 7

Chapter 16 Calculation Troubleshooting 437

#COMPUTATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 439
#MULTIVALUE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 443
####### . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 450
#ALERTER . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 451
#DICT.ERROR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 452
#DIV/0 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 454
#ERROR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 455
#IERR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 456
#OVERFLOW . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 459
#SYNTAX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 460
#UNKNOWN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 461
Tips and tricks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 462

Chapter 17 Formulas, Local Variables and Functions 465

Formulas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 467
Local variables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 472
Creating local variables by grouping values . . . . . . . . . . . . . . . . . . . . . . . . 476
Managing formulas and local variables . . . . . . . . . . . . . . . . . . . . . . . . . . . 481
Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 483
Function equivalents in Microsoft Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . 487
More examples of using formulas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 490

Part V Appendix

Appendix A Launching BusinessObjects with the Run Command 503

Using the Run command . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 505

Appendix B BusinessObjects and Visual Basic for Appplications 509

Using macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 511
Using add-ins . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 514
Converting scripts to macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 516
Using the Visual Basic editor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 517

Contents
8 Accessing Data and Data Analysis

Index 519

Contents
 Accessing Data and Data Analysis 9

Examples
How do the official figures compare with my personal targets? . . . . . . . . . . 45
Adding regional information to an existing document . . . . . . . . . . . . . . . . . 47
Building a query in the Query Panel and running the query . . . . . . . . . . . . . 61
Limiting query results by using a condition . . . . . . . . . . . . . . . . . . . . . . . . . 66
Create eFashion report that shows sales by store and category in Florida . 82
Create prompted eFashion report on sales by state, store and category . . 85
Creating a report showing article sales by state . . . . . . . . . . . . . . . . . . . . . 90
Accessing an Outlook inbox using VBA . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Creating an Internet query . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
BUSINESSOBJECTS prompts you to link data providers . . . . . . . . . . . . . . . . 212
Reports showing revenue by country and resort, revenue by country . . . . 227
Why is revenue better in this resort than in the others? . . . . . . . . . . . . . . . 238
Move from analyzing Resort to Sales . . . . . . . . . . . . . . . . . . . . . . . . . . . . 244
Analyzing profit margin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 254
Focus analysis on high-profile resort using drill filters as query conditions 259
Filter data to show sales revenue for two regions only . . . . . . . . . . . . . . . 299
Display only those stores with weekly revenue over $200 000 . . . . . . . . . 304
How can I get months to sort correctly? . . . . . . . . . . . . . . . . . . . . . . . . . . . 310
Sort customers by nationality and then by name in alphabetical order . . . 312
Display the three top-selling product lines only . . . . . . . . . . . . . . . . . . . . . 315
Show sales revenue for top three months, compare with overall revenue . 319
Which sales representatives generate revenue over $500 000 . . . . . . . . . 323
Obtaining total ordered revenue by creating a user object . . . . . . . . . . . . 331
Which customers made reservations for 2001 and 2002? . . . . . . . . . . . . . 337
When did each customer last pay for a product? . . . . . . . . . . . . . . . . . . . . 345
Which customer made the earliest reservation? . . . . . . . . . . . . . . . . . . . . 354
Which customer made the earliest reservation? (using calculation) . . . . . 355
Return list of resorts/revenues where resort country revenue > $1000000 356
Which customers bought a given product in a given time period? . . . . . . . 363
Which customers bought products in both 2001 and 2002? . . . . . . . . . . . 368

Examples
10 Accessing Data and Data Analysis

Showing cities and regions in a list of cities . . . . . . . . . . . . . . . . . . . . . . . 376

Displaying total revenue and subtotals . . . . . . . . . . . . . . . . . . . . . . . . . . . 392
Displaying average, maximum and minimum revenue . . . . . . . . . . . . . . . 394
Calculating the difference in revenue between two quarters . . . . . . . . . . . 394
Displaying total revenue as a table title . . . . . . . . . . . . . . . . . . . . . . . . . . . 395
Converting to euros: six- digit conversion rates . . . . . . . . . . . . . . . . . . . . 398
Adding US dollars to the currency list . . . . . . . . . . . . . . . . . . . . . . . . . . . . 403
Triangulation: converting between EMU-compliant currencies . . . . . . . . . 404
Revenue per region per year, and revenue per region . . . . . . . . . . . . . . . 410
Calculate revenue in various default contexts . . . . . . . . . . . . . . . . . . . . . . 411
The extended syntax of an aggregate formula . . . . . . . . . . . . . . . . . . . . . 413
Calculating the number of cities per region . . . . . . . . . . . . . . . . . . . . . . . . 416
Calculating the minimum revenue per city for each region . . . . . . . . . . . . 417
A formula containing input and output contexts . . . . . . . . . . . . . . . . . . . . 419
Calculating running total revenue per country . . . . . . . . . . . . . . . . . . . . . . 420
Using ForEach and ForAll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 423
Calculating a grand total by using the Report keyword . . . . . . . . . . . . . . . 430
The formula BusinessObjects writes for a simple calculation . . . . . . . . . . 431
#COMPUTATION resulting from a running sum with a reset context . . . . 439
#COMPUTATION caused by a conditional formula in a break footer . . . . 441
#MULTIVALUE in an aggregation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 443
#MULTIVALUE in a break footer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 445
#MULTIVALUE in a section containing name and address . . . . . . . . . . . 447
Solving #IERR by turning part of a formula into a variable . . . . . . . . . . . . 457
Calculating a running total . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 470
Highlighting above-average margin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 474
Group quarters to display revenue per semester . . . . . . . . . . . . . . . . . . . 476
Ranking cities according to sales revenue . . . . . . . . . . . . . . . . . . . . . . . . 484
Calculating a 3-week rolling average . . . . . . . . . . . . . . . . . . . . . . . . . . . . 490
Combining first and last names in a single cell . . . . . . . . . . . . . . . . . . . . . 491
Combining text and data in a single cell . . . . . . . . . . . . . . . . . . . . . . . . . . 492
Combining text and numbers in a single cell . . . . . . . . . . . . . . . . . . . . . . . 493
Combining text and dates in a single cell . . . . . . . . . . . . . . . . . . . . . . . . . 494
Comparing yearly margin growth using the Where function . . . . . . . . . . . 494
Using function output as input to another function . . . . . . . . . . . . . . . . . . 496

Examples
 Accessing Data and Data Analysis 11

Determining the first and last days of the previous month . . . . . . . . . . . . . 496
Calculating total revenue for all resorts when some are filtered out . . . . . 499

Examples
12 Accessing Data and Data Analysis

Examples
Maximizing Your Information
Resources

preface
14 Accessing Data and Data Analysis

Overview
Information, services, and solutions
The Business Objects business intelligence solution is supported by thousands
of pages of documentation, available from the products, on the Internet, on CD,
and by extensive online help systems and multimedia.
Packed with in-depth technical information, business examples, and advice on
troubleshooting and best practices, this comprehensive documentation set
provides concrete solutions to your business problems.
Business Objects also offers a complete range of support and services to help
maximize the return on your business intelligence investment. See in the
following sections how Business Objects can help you plan for and successfully
meet your specific technical support, education, and consulting requirements.

Maximizing Your Information Resources

 Accessing Data and Data Analysis 15

Information resources
Whatever your Business Objects profile, we can help you quickly access the
documentation and other information you need.

Where do I start?
Below are a few suggested starting points; there is a summary of useful web
addresses on page 18.

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

Documentation from the products

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Documentation on the web

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Buy printed documentation

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Order the Documentation CD online, from the Business Objects Documentation
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Information resources
16 Accessing Data and Data Analysis

Multimedia
Are you new to Business Objects? Are you upgrading from a previous release or
expanding, for example, from our desktop to our web solution? Try one of our
multimedia quick tours or Getting Started tutorials. All are available via the Online
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How can I get the most recent documentation?

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Tips & Tricks

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tips.
www.businessobjects.com/forms/tipsandtricks_login.asp

Product documentation
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Support visit: www.businessobjects.com/services/support.htm

Maximizing Your Information Resources

 Accessing Data and Data Analysis 17

Services
A global network of Business Objects technology experts provides customer
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benefit to your business.

How we can support you?

Business Objects offers customer support plans to best suit the size and
requirements of your deployment. We operate three global customer support
centers:
Americas: San Jose, California and Atlanta, Georgia
Europe: Maidenhead, United Kingdom
Asia: Tokyo, Japan and Sydney, Australia

Online Customer Support

Our Customer Support website is open to all direct customers with a current
maintenance agreement, and provides the most up-to-date Business Objects
product and technical information. You can log, update, and track cases from this
site using the Business Objects Knowledge Base.

Having an issue with the product?

Have you exhausted the troubleshooting resources at your disposal and still not
found a solution to a specific issue?
For support in deploying Business Objects products, contact Worldwide
Customer Support at: www.businessobjects.com/services/support.htm

Looking for the best deployment solution for your company?

Business Objects consultants can accompany you from the initial analysis stage
to the delivery of your deployment project. Expertise is available in relational and
multidimensional databases, in connectivities, database design tools,
customized embedding technology, and more.
For more information, contact your local sales office, or contact us at:
www.businessobjects.com/services/consulting.htm

Looking for training options?

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

Services
18 Accessing Data and Data Analysis

Useful addresses at a glance

Address Content
Business Objects Documentation Overview of Business Objects documentation. Links
to Online Customer Support, Documentation Supply
www.businessobjects.com/services/ Store, Documentation Roadmap, Tips & Tricks,
documentation.htm Documentation mailbox.

Business Objects Documentation Feedback or questions about documentation.

mailbox

[email protected]
Product documentation The latest Business Objects product
documentation, to download or view online.
www.businessobjects.com/services/
support.htm
Business Objects product information Information about the full range of Business
Objects products.
www.businessobjects.com
Developer Suite Online Available to customers with a valid maintenance
agreement and a Developer Suite license via the
Online Customer Support (OCS) website. Provides
www.techsupport.businessobjects.com
all the documentation, latest samples, kits and tips.
Knowledge Base (KB) Technical articles, documents, case resolutions.
Also, use the Knowledge Exchange to learn what
www.techsupport.businessobjects.com challenges other users both customers and
employees face and what strategies they find to
address complex issues. From the Knowledge
Base, click the Knowledge Exchange link.
Tips & Tricks Practical business-focused examples.

www.businessobjects.com/forms/
tipsandtricks_login.asp

Maximizing Your Information Resources

 Accessing Data and Data Analysis 19

Address Content
Online Customer Support

www.techsupport.businessobjects.com Starting point for answering questions, resolving

issues.

www.businessobjects.com/services Information about registering with Worldwide

Customer Support.
Business Objects Education Services The range of Business Objects training options and
modules.
www.businessobjects.com/services/
education.htm
Business Objects Consulting Services Information on how Business Objects can help
maximize your business intelligence investment.
www.businessobjects.com/services/
consulting.htm

Useful addresses at a glance

20 Accessing Data and Data Analysis

About this guide

This guide explains how to access and analyze data from different data sources
using the BusinessObjects business intelligence software. It does not describe
how to format this data. For this information, refer to the BusinessObjects Users
Guide:Reporting Techniques and Formatting guide.

Audience
This guide is intended for non-technical end users who intend to use
BusinessObjects to build reports using corporate or personal data.

Conventions used in this guide

The conventions used in this guide are described in the table below.

Convention Indicates
Small capitals The names of all products such as
BusinessObjects, WebIntelligence, Supervisor,
and Designer.
This font Code, SQL syntax, computer programs. For
example: @Select(Country\Country Id).
This font is also used for all paths, directories,
scripts, commands and files for UNIX.
Some code Placed at the end of a line of code, the symbol ( )
more code indicates that the next line should be entered
continuously with no carriage return.
$DIRECTORYPATHNAME The path to a directory in the Business Objects
installation/configuration directory structure. For
example:
$INSTALLDIR refers to the Business Objects
installation directory.
$LOCDATADIR refers to a subdirectory of the
BusinessObjects installation directory called
locData.

Maximizing Your Information Resources

Introduction

part
Introduction to BusinessObjects

chapter
24 Accessing Data and Data Analysis

Overview
This section gives a description of BusinessObjects, introduces BusinessObjects
concepts, and lists the new features in BusinessObjects 6.0 and
BusinessObjects 6.1.

Introduction to BusinessObjects
 Accessing Data and Data Analysis 25

What is BusinessObjects?
BusinessObjects is an integrated query, reporting and analysis solution for
business professionals that allows you to access the data in your corporate
databases directly from your desktop and present and analyze this information in
a BusinessObjects document.
BusinessObjects makes it easy to access this data, because you work with it in
business terms that are familiar to you, not technical database terms like SQL.
Once youve used BusinessObjects to access the data you need, you can
present the information in reports as simple as tables or as sophisticated as
dynamic documents with drillable charts.
You can then save those documents for your own personal use, send them to
other users, or publish them to the corporate repository for potentially even
broader circulation.
This section gives an overview of what BusinessObjects does and how it works.

Part of a report with data displayed in a table and in a chart.

Where does the data come from?

BusinessObjects makes it easy to access data from your corporate database
because it has a business-intelligent, semantic layer that isolates you from the
technical issues of the database. This semantic layer is called a universe. A

What is BusinessObjects?
26 Accessing Data and Data Analysis

universe maps to data in the database, using everyday terms that describe your
business environment. This means you can select exactly the data that interests
you using your own business terminology.
In your company or organization, universes are created by a universe designer,
using BusinessObjects Designer. The designer then makes universes available
to you and other users, so that you can access the data you want from the
database through an intuitive, user-friendly interface

Class
Universes are made up of classes and objects.
Objects
Objects are elements that map to a set of data
from a relational database using business terms.
These objects allow you to retrieve data for your
documents.

For example, the objects in the eFashion demo

universe include Region, State, and Store name.

Classes are logical groupings of objects.

A BusinessObjects Universe

Using this interface, you build a BusinessObjects query using an editor called the
Query Panel, by adding and organizing objects from a universe. Objects are
elements that map to a set of data from a relational database in terms that pertain
to your business situation. When you run the query, BusinessObjects connects
to the database and retrieves the data mapped to the objects you selected.
A query is a type of data provider. The data provider contains the data you have
chosen to retrieve from the data source. Using this data set, you can build
interactive reports.
BusinessObjects lets you access data from a wide range of sources: from
relational and multidimensional databases, from packaged applications, from
personal data files, and, using Microsoft Visual Basic for Applications
procedures, from virtually any source.

Introduction to BusinessObjects
 Accessing Data and Data Analysis 27

Presenting and analyzing data

Once you have the data you need, you can present it in a number of ways. You
can present it in a simple table:

Alternatively you can create sophisticated reports containing large amounts of

data, organized and formatted to make it easy for people to go directly to the
information that interests them:

What is BusinessObjects?
28 Accessing Data and Data Analysis

You can add images and embedded objects and format your documents to high
presentation standards for viewing on screen or for printing.
On-report analysis allows you to switch your business perspective by dragging
and dropping data, insert on-report calculations or drill into a report for detailed
information:

Sharing the information

You can quickly and easily share the documents you have created with other
users in your company, either by sending them directly to selected individuals or
groups, or by publishing them as corporate documents. When you distribute
documents in these different ways, you use the BusinessObjects repository. The
repository stores the documents you send so that other users can retrieve and
view them. It also stores information about the documents it stores, such as name
of sender, date and time, and also which users in the company have the right to
retrieve and view a document.
You can retrieve documents that other users have sent, including
WebIntelligence and BusinessQuery documents which you can open and view in
BusinessObjects. You can also use Broadcast Agent to send documents for
scheduled processing.

Introduction to BusinessObjects
 Accessing Data and Data Analysis 29

NOTE
For information on sending, retrieving, printing, and publishing and scheduling
documents, see the InfoView Users Guide. You can open an electronic version
of this guide directly from the BusinessObjects Help menu.

Security
The repository is set up and administered by the BusinessObjects supervisor. All
of the rights you have as a user are granted by your BusinessObjects supervisor
using Supervisor. The supervisor defines:
The parts of the BusinessObjects interface you can access. Your supervisor
can restrict the availability of BusinessObjects functionality, such as access
to certain menu commands.
Your database connections
The universes you can access for creating and editing queries
The rights accorded to each user define the users profile. This profile-based
security system allows a single document to be distributed to many users -- with
end users having access only to the information that they are authorized to see.

Keeping a documents data up-to-date

Databases are regularly updated with new data. A document generated at a
given point in time reflects the data as it existed at that time, but it may be
inaccurate now. BusinessObjects lets you update the data in a document while
keeping the same presentation and formatting, either manually, or automatically
at specified times. When you update a document, BusinessObjects reconnects
to the database, and retrieves the updated data. This is called refreshing a
document.

What is BusinessObjects?
30 Accessing Data and Data Analysis

Demo materials and samples

To help you get up and running with BusinessObjects, demonstration databases,
universes and sample reports are included in the BusinessObjects demo kit.
There are two demonstration universes, Island Resorts Marketing and
eFashion.The Getting Started with BusinessObjects tutorial and the multimedia
Quick Tour are both based on eFashion. The examples in this users guide are
based on eFashion and Island Resorts Marketing.
The eFashion demo database contains retail data from a clothing chain. It tracks
211 products (663 product color variations), sold over 13 stores in the US, over
three years. The Island Resorts Marketing universe is described in more detail in
the section Demonstration materials on page 53

Introduction to BusinessObjects
 Accessing Data and Data Analysis 31

Upgrading from earlier versions of

BusinessObjects
This section concerns those users who are upgrading from an earlier version of
BusinessObjects.

Upgrading from BusinessObjects 5.1

Documents created in BusinessObjects 5.1 are fully compatible with
BusinessObjects 6.1.

Upgrading from BusinessObjects 4.1

You need to open and save documents created in BusinessObjects 4.1 in
BusinessObjects 5.1 before you open them in BusinessObjects 6.0.
The SBL ReportScript macro language used by BusinessObjects 4.1 was
replaced in BusinessObjects 5.1 by Visual Basic for Applications (VBA). You can
convert these scripts automatically to VBA. See Converting scripts to macros on
page 516.
See the Report Basics and Report Manager chapter in the BusinessObjects
Users Guide: Report Techniques and Formatting. for information on preserving
the look of your BusinessObjects 4.0 reports when you upgrade them.

Whats new in BusinessObjects 6.0?

XML data provider
The XML data provider allows you to access data stored in XML files. You decide
which XML elements you want to appear in the report, then build the report using
the new XML Query panel. BusinessObjects then builds a report using the data
in the XML file.

WebConnect data provider

WebConnect was previously sold under a separate license. Now incorporated
into BusinessObjects as a new data provider, it allows you to build reports that
draw data from pages on the web. You select the parts of the web page that
contain the data you are interested in and BusinessObjects builds a report based
on this data.

Save as Excel
Save As Excel allows you to save a BusinessObjects report as an Excel
spreadsheet, retaining the reports layout and formatting.

Upgrading from earlier versions of BusinessObjects

32 Accessing Data and Data Analysis

Finding objects in the Query Panel

You can now search for report objects in the Query Panel, making the navigation
of large and complex reports simpler.

Whats new in BusinessObjects 6.1?

With BusinessObjects 6.1 you can use the output of one query as the input to
another. You build your first query, then reference it in the second. This allows for
the creation of more complex queries.

Introduction to BusinessObjects
Accessing Data

part
Introduction to Accessing Data
with BusinessObjects

chapter
36 Accessing Data and Data Analysis

Overview
This chapter is about accessing data, or how to get data from your database to
the reports that you create with BusinessObjects. It introduces the different data
sources that are available, and how, using BusinessObjects, you can access
these to get the information you need, when you need it.

What data sources are available?

BusinessObjects let you access data from a wide range of sources. You can
access data from
relational databases (RDBMS), such as Oracle, Microsoft SQL Server,
Informix and IBM DB2
multidimensional (OLAP) databases, such as Microsoft OLAP Services,
Hyperion Essbase, and Oracle Express
text files and spreadsheets
packaged applications such as SAP
almost any data source using Microsoft Visual Basic for Applications (VBA)
procedures
XML files
web pages

How do you access data sources?

BusinessObjects lets you access your data through a graphical user interface.
You need no technical knowledge of the underlying data structures to get the
information you want. What you do need, however, is knowledge of your
business.
To access a data source with BusinessObjects, you build a data provider. The
types of data providers supported in BusinessObjects depend on whether you
install BusinessObjects from the installation CD or install BusinessObjects via an
Internet browser.
The types of data provider that BusinessObjects supports are described in the
table below:

Introduction to Accessing Data with BusinessObjects

 Accessing Data and Data Analysis 37

Data Description CD Browser

provider Install Install
Queries on A universe consists of classes and Yes Yes
universes objects that represent the parts of a
database that contain the data you
need, in everyday language that is
meaningful to you. In a query on a
universe, you select the objects, such
as Customer Name, Year, or Region.
This is by far the most common type of
data provider in BusinessObjects.
Stored You can only use stored procedures if Yes No
procedures your supervisor or IS department has
provided them, and if the RDBMS at
your site supports them.
A stored procedure is a SQL
(Structured Query Language) script,
saved and executable on your
database.
Free-hand You can use free-hand SQL if you are Yes No
SQL familiar with SQL, which is the
language used to interact with
relational databases. In free-hand
SQL, you open or write a SQL script,
which you then run against the
database.
Personal You can retrieve data from Excel, Yes Yes
data files dBASE and text files.
XML files You can retrieve data from XML files Yes Yes
VBA Procedures written in Microsoft Visual Yes Yes
procedures Basic for Applications (VBA) enable
you to retrieve data from almost any
data source.
38 Accessing Data and Data Analysis

Data Description CD Browser

provider Install Install
OLAP You can view the contents of an Yes No
servers Online Analytical Processing (OLAP)
server, and select the data you want to
display in your report.
OLAP servers are multidimensional
databases that store summarized
data, ready for business analysis.
To use OLAP servers in
BusinessObjects, you must install the
BusinessObjects OLAP Access Pack
for the multidimensional database at
your site.
BusinessObjects supports the
following OLAP servers:
Microsoft OLAP Services
Hyperion Essbase
IBM DB2 OLAP Server
Oracle Express
SAP BusinessObjects interfaces with SAP Yes No
applications, enabling you to use data
from SAP BW and SAP BAPI.
WWW pages BusinessObjects allows you to Yes Yes
retreieve data from pages on the
World Wide Web (WWW).

NOTE
OLAP and SAP data providers are documented in dedicated guides that you
receive when you purchase your OLAP or SAP Access Pack. The other types of
data providers are documented in this guide.

Can all BusinessObjects users build data providers?

You can build data providers only if you have purchased the Reporter module of
BusinessObjects.

Introduction to Accessing Data with BusinessObjects

 Accessing Data and Data Analysis 39

Furthermore, the BusinessObjects supervisor can restrict access to certain types

of data providers, or even certain objects within a universe. As a result, you might
be able to build queries on universes but no other type of data provider, and then
be able to use only certain objects in the universe.
The way the supervisor sets up access to data providers and other
BusinessObjects features depends entirely upon the query and reporting needs
of your organization.
By default, all BusinessObjects users can refresh data providers to get the latest
information from their database.

Who sets up database connections?

In order to access and retrieve data from a database, you need a database
connection. For example, if your company or organization stores its corporate
data in an Informix database, someone somewhere has to make
BusinessObjects talk to this data source.
In 99% of cases, you, the BusinessObjects end user, do not have to concern
yourself with setting up database connections. Thus, BusinessObjects lets you
get the information you need, and you dont need any technical knowledge of
whats going on behind the scenes.
This does not mean that power BusinessObjects users cannot define their own
database connections. For example, in free-hand SQL, you can define a
connection, write a SQL script, then run the script against the connection you
created.
The following table describes who sets up database connections for the various
BusinessObjects data providers.
40 Accessing Data and Data Analysis

Data provider Who sets it up?

Queries on universes The universe designer sets up the connection in the
universe, so the connection is completely hidden
from you when you build or edit queries.
Note: The supervisor may modify the existing
connection or assign a new connection to the
universe
Stored procedures The supervisor creates the connection to access the
stored procedure.
Free-hand SQL In free-hand SQL, you can create your own
connection to the database. Once you have created
the connection, you can make it available to other
users.
Personal data files and When you access data in a personal data file or XML
XML files file, you select the file and in doing so, you connect
to it. This is not a technical task, its just a question
of selecting the right file
VBA procedures A VBA procedure runs a VBA macro that retrieves
data for your BusinessObjects report. The person
who creates the macro defines the connection to the
data source in the macro code.
OLAP Servers and SAP The database administrator at your site sets up the
servers so that you can access them from
BusinessObjects.
World Wide Web pages You access WWW pages using the Web Connect
data provider.

Restrictive connections
If you are working with a universe that is set up with a restrictive connection, you
need to supply the database username and password to run a query. This
username/password is not the one that you use to log onto BusinessObjects; it is
the username/password of the underlying database (for example an Oracle or
SQL Server database) that the universe accesses. This database normally
remains hidden to you, but the universe designer can set up a restrictive

Introduction to Accessing Data with BusinessObjects

 Accessing Data and Data Analysis 41

connection to add an extra layer of security. Depending on the type of restrictive

connection, you need to supply the database username and password in some
or all of the following situations:
When you first run a query (for more information on running a query, see
Building a query in the Query Panel and running the query on page 65).
When you refresh a query (for more information on refreshing a query, see
Refreshing BusinessObjects Documents in chapter 1 of the BusinessObjects
Users Guide: Report Techniques and Formatting.
When you parse a query to test its validity (for more information on parsing a
query, see Using SQL from BusinessObjects queries on page 369).
You see the following dialog box, in which you enter your username/password:

If you do not know your database username and password, see your
BusinessObjects administrator.

Can you combine data from different sources in one report?

Yes. With BusinessObjects, you can build powerful reports with data from
corporate databases that you can access using queries on data providers such
as universes and free-hand SQL, and data from your own files such as
spreadsheets and text files.
For more information, refer to Combining Data from Different Sources on
page 201.
42 Accessing Data and Data Analysis

Workflows for accessing data

There are two basic workflows for building data providers to access your data in
BusinessObjects. You can build a data provider
when you create a new document
and
when you are working in an existing document.
Also in an existing document, you can obtain a different set of results by editing
a data provider.
The following sections explain these different workflows.

Building a data provider when you create a new document

Building a data provider when you create a new document is a typical way of
using BusinessObjects. You create the document in order to see your business
data; to do that, you have to build a data provider to access data from a data
source.
To help you build a data provider when you create a new document,
BusinessObjects launches the New Report Wizard when you start the application
for the first time.

Introduction to Accessing Data with BusinessObjects

 Accessing Data and Data Analysis 43

To run this wizard once you have launched BusinessObjects, click New Report
Wizard on the Standard toolbar.
To build a new data provider using the wizard:
New Report
Wizard 1. Select an option for the report layout, then click Begin.
The Specify Data Access dialog box appears:

2. The next step depends on what you want to do:

If you want to... Then...

Build a query on a 1. Click Universe, then click Next.
universe. 2. Go to the next step.
Use a stored procedure, 1. Click Others, then select an option from the list
free-hand SQL, personal box.
data file, XML file, VBA 2. Click Finish.
procedure, OLAP cube The dialog box that appears will allow you to
or web page as a data build your data provider and retrieve the data for
source. your report.

3. If you chose to build a query on a universe in the previous step, the Select a

Workflows for accessing data

44 Accessing Data and Data Analysis

Universe dialog box appears:

4. Select the universe that you want to use, then click Finish.
The Query Panel appears. In the Query Panel, you can view all the classes
and objects in the universe you selected, and use these to build your query.
For more information, refer to Displaying the query panel on page 56.

REMINDER
OLAP and SAP data providers are documented in dedicated guides that you
receive when you purchase your OLAP or SAP Access Pack.

Setting a default type of data provider for new documents

Do you always use the same type of data provider when you create new
documents? If so, you can set an option so that the type of data provider you
always use will be preselected in the New Report Wizard. This means that you
will not have to select the type of data provider you want every time you create a
document.
If you always use queries on universes, you can also select the default universe
to use.

Introduction to Accessing Data with BusinessObjects

 Accessing Data and Data Analysis 45

To set a default type of data provider:

1. Click Options on the Tools menu.
In the Options dialog box that appears, click the New Document tab.
2. Click Invoke the New Report Wizard with the following settings:

3. In the Data Access group box, select the type of data provider you want to
use.
Use a Default Universe option lets you select the universe you want.
Use a Different Data Provider lets you select a data provider type from the
drop-down list.
4. Click OK to close the dialog box.

Building a query in an existing document

You dont have to create a new document every time you want to see new data
in BusinessObjects. You can build data providers inside existing documents. This
feature enables you not only to see more data that comes from the same source
as the documents initial query, but also to combine data from different sources
in the same report.

Workflows for accessing data

46 Accessing Data and Data Analysis

EXAMPLE
How do the official figures compare with my personal targets?
Your companys sales information is stored in your corporate database, which
you access by running a query on a universe in BusinessObjects. You already
have a BusinessObjects document containing this information.
You keep your quarterly targets in a Microsoft Excel spreadsheet and you want
to compare the corporate figures with your personal data. To do this:
1. Open the document containing the corporate data.
2. Click New Data Provider on the Data menu.
3. In the Wizard that appears, click Access new data in a different way.

Introduction to Accessing Data with BusinessObjects

 Accessing Data and Data Analysis 47

4. In the next screen, click Personal data files:

5. Click Finish, and in the dialog box that appears, browse to the Excel file that
contains your personal data.

Workflows for accessing data

48 Accessing Data and Data Analysis

6. Click Run.
BusinessObjects makes the data from the spreadsheet available in your
report.

To build a data provider inside an existing document

1. Click New Data Provider on the Data menu.
2. Follow the wizard to select the type of data provider you want.
3. Build then run the data provider.
BusinessObjects retrieves the data, making it available in the document.

TIP
If you want to see the new data as soon as BusinessObjects has retrieved it, use
the Table, Crosstab or Chart commands on the Insert menu, then follow the
wizard to access the data you want.

Editing data providers

Editing a data provider means changing its definition in order to bring new or
different data to the document you are working on. Its often quicker and easier
to edit a data provider than to build a new one.

EXAMPLE
Adding regional information to an existing document
Youre working in a document with sales figures by year, but you need some
regional information to complete the picture. Rather than building a new query,
which means creaing multiple data providers in the same document, you can
simply add result objects to the existing data provider. To do this:
1. Click Edit Data Provider on the Data menu.
In the Query Panel, add the objects you want (for example Region, City) to the
Result Objects box. You do this by double-clicking each objects icon in the
Classes and Objects list.
2. Click Run.
BusinessObjects returns the new data to the report, and, provided that your data
is displayed in a table, the new columns automatically appear.

Other reasons for editing a data provider include:

You want to restrict the volume of data returned by setting conditions or
maximum number of rows.

Introduction to Accessing Data with BusinessObjects

 Accessing Data and Data Analysis 49

You want the data to be sorted in a given order at the query level.

To edit a data provider

1. Click Edit Data Provider on the Data menu.
2. The next step depends on whether or not the document contains more than
one data provider:

If the document Then...

contains...
One data provider The editor (Query Panel, Access Personal Data
dialog box, etc.) for the data provider appears.
More than one data The List of Data Providers dialog box appears.
provider Select the data provider you want to edit, then click
OK.

3. Edit then run the data provider.

BusinessObjects returns the new data set to your report.

Cancelling data providers

Cancelling a data provider means interrupting the data provider while it is fetching
data to create or refresh a report.
1. To cancel a data provider, press the Esc key.
The Interrupted Execution dialog box appears on your screen.

2. Select which results you want to view in the report.

Workflows for accessing data

50 Accessing Data and Data Analysis

If you Then
Want to view the results that will be click Continue the execution.
created by the data provider you were
running,

Want to view the partial results created click Stop the execution and keep the
by the data provider when you partial results.
interrupted the execution, When you have partial results in a
report, the following notification
appears in the status bar:

Want to discard the results created by click Discard the results.

the data provider when you interrupted
the execution,

Want to view the results of the previous click Keep the results of the previous
execution, execution.

3. Click OK.

Introduction to Accessing Data with BusinessObjects

Building Queries on Universes

chapter
52 Accessing Data and Data Analysis

Overview
This chapter is about accessing data by using BusinessObjects native
technology: building queries on universes.

What is a universe?
BusinessObjects universes make it easy to access data because they contain
objects of data in business terms that are familiar to you. Whats more, you need
no knowledge of the database structure, or of database technology, to be able to
create powerful reports with data that is relevant to your work.
Universes provide the business-intelligent, semantic layer that isolates you from
the complexities of the database. A universe maps to data in the database in
everyday terms that describe your business situation.
Universes are made up of classes and objects. For example, the objects in a
human resources universe would be Names, Addresses, Salaries. Classes are
logical groupings of objects. Each class has a meaningful name, such as
Vacation (for objects pertaining to employee vacations). Each object maps to
data in the database and enables you to retrieve data for your reports.

Who is responsible for creating universes?

In your company or organization, universes are created by a universe designer,
who works with a BusinessObjects application called Designer. The designer
then makes universes available to you and other users at your site, so that you
can access the data you want from the database.
Two demo universes that map to demo databases are delivered with
BusinessObjects. A full description of these is provided in Demonstration
materials below.

What are universe queries?

Universe queries enable you to retrieve data from a database via a universe. You
build a query to bring data to a report, either when you create the report or when
you want to view new data.
When you build a query, you select objects from a universe, then run the query.
BusinessObjects connects to the database, and retrieves the data mapped by
the objects you selected.

Building Queries on Universes

 Accessing Data and Data Analysis 53

Demonstration materials
Two demonstration databases, Island Resorts Marketing and eFashion, and their
accompanying universes and reports are included in the BusinessObjects
package. They are installed with BusinessObjects, and used in the examples in
this guide. The databases are compatible with Microsoft Access 2000. The
BusinessObjects CD also includes generic SQL scripts and data files to allow a
database administrator to build the databases on any RDBMS.

Island Resorts Marketing

The Island Resorts Marketing universe accesses data in the club.mdb database.
It is designed for an imaginary tour operator that runs beach clubs in different
resorts around the world. You use it to retrieve data on sales and reservations for
resorts and customers, over time. The illustration on page 54 shows the
universes classes and objects as they appear in BusinessObjects.
Because universes provide a business-intelligent semantic layer between you
and the database, the names of the classes and objects in the demonstration
universe are self-explanatory. For example, the Resort class contains objects
that map to data on resorts:
The Resort object retrieves the names of the companys resorts.
The Service object retrieves data for the types of services in each resort:
accommodation, food and drinks, recreation.
The Service Line object retrieves data for the types of service in each resort,
for example family suite (for accommodation), restaurant (for food and
drinks).
For more information on classes and the different types of objects you find in
BusinessObjects, refer to Classes and sub-classes and Dimension objects,
measure objects and detail objects on page 54.
54 Accessing Data and Data Analysis

A folder represents a
class.

Each icon within a class

represents an object.

The Island Resorts Marketing demonstration universe,

Classes and sub-classes

The demonstration universe contains five classes: Resort, Customer, Sales,
Reservations and Measures. The purpose of classes is to provide logical
groupings of objects. For example, the Customer class contains objects that you
map to data on customers in the database.
The Customer class contains a sub-class, which is entitled Sponsor. A sub-class
is to a class what a sub-folder is to a folder.

Dimension objects, measure objects and detail objects

When creating universes, universe designers define and qualify objects. The
qualification of an object reveals how it can be used in analysis in reports.
An object can be qualified as a dimension, a detail, or a measure. Each type of
object serves a different purpose:

Building Queries on Universes

 Accessing Data and Data Analysis 55

Dimension objects retrieve the data that will provide the basis for analysis in
a report. Dimension objects typically retrieve character-type data (customer
Dimension names, resort names), or dates (years, quarters, reservation dates)
object

A detail object is always associated to one dimension object, on which it

provides additional information. For example, Address is a detail object that
Detail object is associated to Customer. Address provides additional information on
customers: their addresses.

Measure objects are semantically dynamic: the values they return depend on
the objects they are used with. For example, if you include Resort and
Measure Revenue in a query, revenue per resort is calculated. If you include Customer
object and Revenue, revenue per customer is calculated, and so on.

eFashion
The eFashion demo database contains retail data from a clothing chain. It tracks
211 products (663 product color variations), sold over 13 stores in the US, over
three years. It contains approximately 90,000 rows of data.
56 Accessing Data and Data Analysis

Building a basic query on a universe

You can bring data to a report by building a query on a universe. You complete
this task in the Query Panel, a graphical interface that enables you to build a
query by dragging and dropping objects from the universe. The Query Panel is
illustrated on page 57.
There are three steps in building a basic query on a universe.
1. Display the query panel
2. Build the query in the Query Panel and run the query
3. Save the query definition

Displaying the query panel

How you display the Query Panel depends on whether youre creating a new
document or building a new query inside an existing document. You can use the
following commands and toolbar buttons:

If you want Then

to create a new document, click the New Report Wizard button
(Standard toolbar).
New Report to edit a query or other type of data click Edit Data Provider on the Data
Wizard provider in the current document, menu.
to create a new query or other type of click New Data Provider on the Data
data provider in the current document, menu.

If you need more information, refer to Workflows for accessing data on page 42.

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 Accessing Data and Data Analysis 57

The Query Panel displays the contents of your BusinessObjects universe and
lets you select data with simple mouse clicks.

d
e f g h i j k

a.Classes appear as folders.

b.Objects appear as cubes (for dimensions), spheres (for measures) or pyramids
(for details).
c.This button, selected by default, displays the universes classes and objects.
d.This button enables you to set options before running the query, for example to
specify a maximum number of rows.
e.This button displays the universes predefined conditions.
f.You can type a search string here to search for objects in the universe.
g.The Result Objects box displays the objects that are included in the query.
h.The Conditions box displays the conditions limiting the data returned by the
query.
i.Save and Close lets you save the query you have defined without running it. You
can run it later on by using the Refresh command.
j.When you click View, the raw data retrieved by the query appears in the Data
Manager. From the Data Manager, you can edit, accept or cancel the query.
k.When you click Run, the query connects to the database and the data appears in
the report.

The Query Panel

Building a basic query on a universe

58 Accessing Data and Data Analysis

Displaying the query panel

Youve launched BusinessObjects for the first time and the New Report Wizard
appears. You use the wizard to display the Query Panel for the Island Resorts
Marketing universe. Here are the steps you take:
1. In the New Report Wizard, click Begin.
The Specify Data Access dialog box appears, with the Universe option
already selected.
2. Click Next.
The Select a Universe dialog box appears.
3. Click Island Resorts Marketing:

Building Queries on Universes

 Accessing Data and Data Analysis 59

4. Click Finish.
The Query Panel appears with the classes of the Island Resorts Marketing
universe displayed:

Building a query in the Query Panel and running the query

Building and running a query includes the following steps:
1. Display all the objects that you can include in a query
2. Include objects in a query
3. Remove objects from a query
4. Change the order of objects in a query
5. Run the query
Steps 2, 3, and 4 are not always sequential. For example, you can include objects
in a query, remove some of them, and then include other objects.

Displaying the objects that you can include in a query

In the Query Panel, the Classes and Objects box presents the classes, sub-
classes and objects of the universe that you are using. Objects represent the data
that you can retrieve via the universe. Classes are logical groupings of objects.
Classes can also contain sub-classes, as folders can contain sub-folders.
When the Query Panel appears, only the universes classes are visible. Click the
+ plus to the left of a class icon to view the classs objects and sub-classes.

Building a basic query on a universe

60 Accessing Data and Data Analysis

Searching for objects

You can search for an object by typing its name in the search box.
BusinessObjects opens the object folder and selects the object. This is a useful
Search Box feature if your universe is large with many objects.

Including objects in a query

When you include an object in the query, you instruct BusinessObjects to retrieve
the data for that object from the database. For example, to display revenue by
resort in your report, you include the Revenue and Resort objects in the query.
You include an object in a query by placing it in the Result Objects box. There are
three ways of doing this. You can:
Click an icon in the Classes and Objects list, then drag it to the Result Objects
box.
Double-click an object in the Classes and Objects list.
Click a class folder and drag it to the Result Objects box. All the objects in the
class appear in the Result Objects box.
Once you have placed objects in the Result Objects box, you have built a basic
query.

Removing objects from a query

If you decide you want to remove an object from the query you are building, click
its icon in the Result Objects box. You can now remove the object by:
Dragging the icon to the Classes and Objects list.
Pressing the Delete key.
Clicking your right-mouse button, then clicking Delete on the shortcut menu
that appears.
Repeat to remove other objects from the query.

Changing the order of the objects in a query

The order in which the objects appear in the Result Objects box determines the
order in which the data will appear in the report. To move an object, click its icon.
You can now:
Drag the icon to the left or the right, then release the mouse button.
Swap the icon with another object icon in the Result Objects box, by holding
down the Shift key, dragging it until it is above the object you want to swap, then
releasing your mouse button.

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 Accessing Data and Data Analysis 61

Running the query

Once you have built the query you want, you click Run to have the query retrieve
the data from the database.

EXAMPLE
Building a query in the Query Panel and running the query
You have displayed the Query Panel for the Island Resorts Marketing universe
and want to move objects from the Classes and Objects box to the Result Objects
box to build your query.
1. Click the + sign next to the Resort class, the Sales class and the Measures
class.
Doing this reveals the objects in each class.
2. Double-click the objects you want. For example, to find out yearly revenue in
each resort, double-click Resort, Year, and, in the Measures class,
Revenue.
The Query Panel now looks like this:

3. Click Run.
BusinessObjects retrieves the data for Resort, Year and Revenue and

Building a basic query on a universe

62 Accessing Data and Data Analysis

displays this in a new document:

NOTE
If the universe designer has set the up the universe with a restrictive connection,
BusinessObjects prompts you to enter your database username and password
before retrieving the data. For more information on restrictive connections, see
Restrictive connections on page 40.

Saving the definition of a query

You can build a query without having to run it right away. This feature lets you:
save a query so that you can continue defining it at a later stage
save a query that you have finished defining, but that you do not want to run
right away, for example because you know network traffic is heavy
To save the definition of a query:
1. Build a query by moving objects into the Result Objects and Conditions boxes
in the Query Panel.
2. Click Save and Close.
The result objects from the query appear as column headings. You then
refresh the query in order to view the data.

Building Queries on Universes

 Accessing Data and Data Analysis 63

Building a more powerful query

You build a simple query by adding objects to the Query Panel. The procedures
described in the following sections enable you to build a more powerful query by
controlling the data that your queries retrieve. You can:
define scope of analysis, which means that you retrieve data that you will later
use for analysis in the report
limit the query results to data that satisfies conditions
sort data, for example alphabetically
retrieve a specified number of rows of data
eliminate duplicate rows of data from the query result

NOTE
All the above tasks are easy to perform for non-technical end users. In
"Customizing Queries on Universes" on page 329, you can find information on
more powerful query building procedures that are designed for advanced users.

Defining scope of analysis

Analysis means looking at data from different viewpoints and on different levels
of detail. In reports, you can use scope of analysis to ensure that the data
included in your report can be displayed at the appropriate level of detail for your
analysis. Setting a scope of analysis allows you to work in drill mode, which
enables you to display data in progressively greater detail.
Scope of analysis means a subset of data, returned by a query, that you will use
for analysis in your report. The data for your scope of analysis does not appear
in the report until you decide that you want to use it in analysis
The scope of analysis you can define depends on hierarchies in the universe. A
hierarchy, which the designer sets up when creating the universe, consists of
dimension objects ranked from less detailed to more detailed. The objects that
belong to hierarchies are the ones you can use to define scope of analysis.
To view the hierarchies in the universe you are working with, click the Scope of
Analysis button on the Query Panel toolbar. The Scope of Analysis dialog box
Scope of
Analysis
appears:

Building a more powerful query

64 Accessing Data and Data Analysis

A check appears next to

the objects that are
Hierarchies are
included in the scope of
represented
analysis.
by folders.

Click the + sign to the

left of the hierarchys
folder to view the
objects it contains.

NOTE
If a universe contains no hierarchies, BusinessObjects uses its classes as
hierarchies by default.

To define default scope of analysis

Once you include one object that belongs to a hierarchy in a query, you can
define a default scope of analysis that includes other objects at other levels from
the same hierarchy. Including more levels in your scope of analysis allows you to
view lower levels of detail in your analysis. For example, the Resort object
belongs to the Resort hierarchy. Once you include Resort in a query, you can
automatically include the Service Line and Service objects in your scope of
analysis because these objects also belong to the Resort hierarchy.

Building Queries on Universes

 Accessing Data and Data Analysis 65

To use this feature, first insert an object from a hierarchy in the Result Objects
box. Then, click the arrow on the Scope of Analysis list box on the Query Panel
toolbar:

This list enables you to include one, two or three objects from the hierarchy in
your scope of analysis. For example, if you insert Resort in the Result Objects
box, then click One Level Down, your scope of analysis contains the object below
Resort (Service Line) in the Resort hierarchy. Click the option that corresponds
to the number of objects you want to include in your scope of analysis. This option
is now active in the Scope of Analysis list box.
When you run the query, the report displays the data for the objects that you
included in the Result Objects box of the Query Panel. The data for the objects
in your scope of analysis is not displayed, but it is available for use in analysis.

To define scope of analysis manually

Instead of using the default method described in the previous section, you can
manually select the dimension objects you want. To do this:
1. Click the Scope of Analysis button in the Query Panel toolbar.
The Scope of Analysis dialog box appears.
Scope of 2. Click inside the checkbox of each object you want to include in your scope of
Analysis analysis.
3. Click OK to return to the Query Panel.
The Scope of Analysis list box on the Query Panel toolbar displays Custom
Level, which indicates that you manually defined your scope of analysis.

TIP
You can select all the objects in a hierarchy by clicking the hierarchy check box
in the Scope of Analysis dialog box.

Applying conditions
A condition is a way of limiting the data that a query returns. Heres a simple
example.

Building a more powerful query

66 Accessing Data and Data Analysis

EXAMPLE
Limiting query results by using a condition
The Resort object retrieves five values: Australian Reef, Bahamas Beach,
French Riviera, Hawaiian Club and Royal Caribbean.
You can apply a condition on the Resort object to stipulate that you want to
retrieve the data for only the Bahamas Beach and Royal Caribbean resorts only.
In BusinessObjects, you can set three types of conditions on a query:

Condition Description
Predefined conditions When universe designers build universes, they can
create predefined conditions for you to use. For
example, the Island Resort Marketing universe
contains predefined conditions such as Year 2002,
which lets you obtain reservations for 2002 only.
You can apply one or more predefined conditions
when you build a query. However, you can neither
delete predefined conditions from a universe, nor
can you edit their definition.
Simple conditions Enable you to limit data returned by a result object.
For example, you can find out about certain
customers by applying a simple condition on the
Customer object, then selecting the customer
names that appear in a dialog box.
Complex conditions Enable you to limit the query results by any object in
the universe.
For more information on complex conditions, refer to
Applying complex conditions on queries on
page 337.

To apply a predefined condition

1. Click Predefined Conditions below the Classes and Objects box in the
Query Panel.
Predefined The Predefined Conditions box replaces the Classes and Objects box.
Conditions
The predefined conditions in the Island Resorts Marketing universe are

Building Queries on Universes

 Accessing Data and Data Analysis 67

illustrated here:

2. Double-click the predefined condition you want to apply.

The condition appears in the Conditions box.
When you run the query, only the data corresponding to the predefined
condition appears in the report.

TIP
For information on using two or more conditions in the same query, refer to Using
an existing query in a condition on page 356.

To remove a predefined condition

Click the conditions icon in the Conditions box, then press the Delete key.

To apply your own simple condition

Before you can apply a simple condition on an object, you must include the object
in the query. Then:
1. Click the object icon in the Result Objects box.
2. Click the Simple Condition button on the toolbar.
The list of values for the object is retrieved from the database, and appears in
Simple
Condition

Building a more powerful query

68 Accessing Data and Data Analysis

the List of Values dialog box:

3. Hold down the Ctrl key on your keyboard, click the values you want the object
to retrieve, then click OK.
The condition appears in the Conditions box.
When you run the query, only the data corresponding to the value(s) you
selected will appear in the report.

To select different values for a simple condition

Once you have applied a simple condition on an object in a query, you can modify
it by selecting different values for the object to return. To do this:
1. In the Conditions box of the Query Panel, click the value(s) that appear(s) on
the right-hand side of the condition.
The Classes and Objects box becomes the Operands box.
2. Double-click the Show list of values operand.
The object's list of values appears in the List of Values dialog box.
3. If you want to select more values for the condition, hold down the Ctrl key and
then, in the List of Values dialog box, click each value that you want the object
to retrieve.
4. Click any selected values that you do not want the object to retrieve, and click
OK.

Building Queries on Universes

 Accessing Data and Data Analysis 69

To delete a simple condition

Click the condition in the Conditions box, then press the Delete key.

Applying sorts
Sorts control the order in which data appears: ascending or descending. For
example, you can apply a sort on a measure object so that its data appears in
ascending order, from lowest to highest values.
The following table summarizes the order in which data appears:

Text Numbers Dates

Ascending A-Z lowest to highest past to present
Descending A-Z highest to lowest presnt to past

To apply a sort on an object

1. Click an object in the Result Objects box.
2. Click the Sort button on the toolbar.
A sort icon appears below the object icon in the Result Objects box.
Sort
To remove a sort
There are two ways of doing this:
Click the sort icon then press the Delete key.
Drag the sort icon from the object in the Result Objects box to the Classes
and Objects list, where you release your mouse button.
In both cases, the sort icon disappears from the object in the Result Objects
box.

To invert a sort
Double-click the sort icon below the object. The arrow in the sort icon appears the
other way up, to indicate that you have inverted the sort.

Sorts and free-hand SQL

If you apply a sort on a query and then use the SQL statement generated by the
query to create a new report, the SQL statement will ignore the sort. You need to
either adjust the order of the columns in the SQL statement to create the report
you want or modify the order of the columns in the report itself.

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70 Accessing Data and Data Analysis

To define sort priority and apply transparent sorts

When you apply more than one sort on a query, you may want to define sort
priority. You can also apply transparent sorts (sorts on objects that are not result
objects) provided that the database at your site supports this feature.
To define sort priority or apply transparent sorts, click Manage Sorts on the
Query Panel toolbar. The Sorts dialog box appears.
Manage Sorts To find out more about these tasks, click Help in the Sorts dialog box.

Setting options and running a query

Before running a query, you can set options that enable you to:
Specify the number of rows of data that you want the query to return. The
Default Value option corresponds to the maximum number of rows that the
universe designer specified for queries on the current universe, in the
Designer module.
Eliminate duplicate rows of data. This feature is useful if you think that the
query will return many rows containing the same data.
Retrieve no data when you run the query. In this case, BusinessObjects
generates the query SQL but does not connect to the database. The names
of the objects included in the query appear as column headings in the report.
This option is useful if you want to save the query you have built, but refresh
it at an off-peak time.
To set options, then run a query:
1. Click Options in the Query Panel.
The Query Options dialog box appears.

2. Click No Duplicate Rows if you want to eliminate duplicate rows of data from

Building Queries on Universes

 Accessing Data and Data Analysis 71

the query result.

3. To obtain a partial result, you can:
Click 10 rows or 20 rows.
Enter a number of rows in the Other field. You can use the arrows to raise or
lower the value.
4. Click Do Not Retrieve Data if you do not want the query to connect to the
database when you run it.
When you refresh the query, this option will be automatically switched off,
meaning that the query will connect to the database and the data will appear
in the report.
Click OK to return to the Query Panel.
Once you are satisfied with the query you have built, click Run.
The query connects to the database and retrieves the data you specified. The
report that appears displays the data for the objects that you placed in the
Result Objects box in the Query Panel.

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72 Accessing Data and Data Analysis

Running a query on a different universe

BusinessObjects allows you to run a query on one universe and then run the
same query on a different universe. By doing this, you can test your query on a
pilot universe before applying it to your real data. The following procedure
describes how to run a query on a different universe after having run it on an initial
universe.
1. Open the report containing the query.
2. Click View Data on the Data menu.
3. The Data Manager dialog box opens.
4. Choose the query you want to use in the Data Providers list, then click the
Definition tab.
5. Click the button to the right of the current universe name.
6. In the dialog box that appears, select the universe you want to use, then click
OK.
7. Click the Results tab, then Refresh.
8. Click OK to close the Data Manager.

Building Queries on Universes

Building Queries with Other
Types of Data Provider

chapter
74 Accessing Data and Data Analysis

Overview
This chapter explains how to create reports using data providers other than
BusinessObjects universes. In addition to universes, you can build reports using
free-hand SQL, stored procedures, personal data files, Visual Basic for
Applications (VBA) procedures, XML files, OLAP cubes and Web Connect.

Building Queries with Other Types of Data Provider

 Accessing Data and Data Analysis 75

Using free-hand SQL

SQL is the native query and reporting language understood by relational
database management systems (RDBMSs). When you create a report based on
a BusinessObjects universe, the universe generates the SQL that is passed to
the server, thus shielding you from the complexities of SQL queries.
Alternatively, using free-hand SQL, you can interact directly with the database by
creating the SQL yourself.

Creating a report using free-hand SQL

When you create a report using free-hand SQL, you can:
write a new script or open an existing script
define lists of values and prompts
create a new connection to the database or use an existing one
view raw data before it appears in the report
parse the script for SQL errors
save any changes you make to a file

Using free-hand SQL

76 Accessing Data and Data Analysis

To create a report using free-hand SQL:

1. Click the New Report Wizard button on the Standard toolbar.
The New Report Wizard appears.
New Report 2. Select an option for the report layout, then click Next.
Wizard The Specify Data Access dialog box appears.
3. Under Others, select Free-hand SQL from the list box, then click Finish.

Building Queries with Other Types of Data Provider

 Accessing Data and Data Analysis 77

The Free-hand SQL editor appears.

4. The next step depends on what you want to do.

If you want to... First... Then...

Write a new SQL script Type the script. Go to the next step.
Open an existing script In the Free-Hand SQL Use the dialog box that
editor, click Open: appears to locate the
SQL script file.

5. Click the Parse button to check the script for SQL errors.
BusinessObjects runs the SQL against the database and displays any error
message that the database returns.
Parse

Using free-hand SQL

78 Accessing Data and Data Analysis

NOTE
BusinessObjects does not execute COMPUTE and ORDER BY clauses in free-
hand SQL statements.

6. To make a connection to the database:

Select a connection in the Connection list box, or
Create a new connection. (See Creating or editing a connection for free-hand
Create New
SQL on page 79).
Connection
7. Cliick Build Hierarchies and Start in Drill Mode if you want to perform drill-
down analysis as soon as the data appears in the report.
8. Click View if you want to see the raw data that the script retrieves.
The Data Manager dialog appears with the raw data in the Results tab. Click
OK to close the Data Manager dialog box.

9. Click Run.
The data retrieved by the SQL query appears in the report.

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 Accessing Data and Data Analysis 79

Editing a free-hand SQL script

To get different results from a free-hand SQL script that you have already run, all
you have to do is edit the script then re-run it. To do this:
1. Open the report containing data from the free-hand SQL script, then click Edit
Data Provider on the Data menu.
The Free-Hand SQL dialog box appears.
2. Make the changes to the script. As you work, you can:
Click Parse to check for SQL errors.
Click View to see the raw data that the script retrieves.
Click Save to save the changes you make.
Save 3. Click Run.
BusinessObjects retrieves the new data and displays it in the report.

Creating or editing a connection for free-hand SQL

To retrieve data using free-hand SQL, you need to define a connection to your
database in BusinessObjects. This is not the case when you run queries on
universes because the required connection is stored in the universe.

Using the free-hand SQL editor to create and edit connections

You create and edit connections for free-hand SQL in the free-hand SQL editor.

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80 Accessing Data and Data Analysis

To create a connection
1. Click Create a New Connection.
The Add a Connection dialog box appears.

Create New
Connection

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 Accessing Data and Data Analysis 81

2. Choose the driver that you will use to connect to the database, then click OK.
The Connection Properties dialog box appears. This box varies according to
the database driver you selected.

3. Type a name for the connection in the Name box and select the RDBMS from
the Database Engine list box.
4. Type the username, password and database/datasource name in the Login
Parameters box.
5. In the Type list box, select Personal or Shared.
Personal means that only you can use the connection.
Shared means that other users can use the connection.
6. Click Test to check that the connection is correctly defined. If you receive an
error message, check the parameters you have entered and try again. If you
still cannot successfully create a database connection, see your database
administrator.
To edit a connection
You can edit any connection after you have created it. To do this:
1. In the Free-Hand SQL dialog box, select the connection from the Connections

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82 Accessing Data and Data Analysis

list box, then click Edit Connection.

The Connection Properties dialog box appears.
2. Make your modifications to the connection.
Edit 3. Click Test to ensure that the modified connection is still valid.
Connection
You can now:
Click Run to run a script against the connection.
Click View to see the raw data that the query retrieves.
Click Cancel to save the connection for future use.

Creating a report showing sales by store and category

This section gives an example of a simple report created using free-hand SQL.

EXAMPLE
Create eFashion report that shows sales by store and category in Florida
1. Start BusinessObjects
2. Click New Report Wizard.
3. Select an option for the report layout, then click Next.
4. Select Free-hand SQL from the Others list box, then click Next.
New Report The Free-Hand SQL dialog box opens.
Wizard
You now need to create a connection to the Microsoft Access eFashion
database. To do this:
5. Click Create New Connection.
The Add a Connection dialog box opens.
6. Select ODBC drivers from the list of drivers and click OK.
Create New
Connection The Connection Properties dialog box opens.
7. Type eFashion in the Name box, select eFashion from the Data Source
Name list box, select MS Access 2000 from the Database Engine list box,
then click OK.
The eFashion connection you have just created now appears as the current
connection in the Connection box.
8. Type the following SQL in the Free-Hand SQL dialog box:

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 Accessing Data and Data Analysis 83

SELECT ol.shop_name as shop_name,

al.category as category,
SUM (sf.quantity_sold) as quantity_sold
FROM outlet_lookup ol INNER JOIN (shop_facts sf INNER JOIN article_lookup al
ON sf.article_id = al.article_id)
ON ol.shop_id = sf.shop_id
WHERE state = 'Florida'
GROUP BY ol.shop_name, al.category
9. Click Run.
BusinessObjects generates the following report:

Creating interactive reports using free-hand SQL

This section gives an example of a free-hand SQL script that includes a
BusinessObjects prompt. When you run a report containing a prompt
BusinessObjects displays a dialog box in which you specify one or more
parameters to be passed to the report query. The report then returns data based
on your input. Prompts are a BusinessObjects rather than an SQL feature, but
the BusinessObjects free-hand SQL data provider allows you to incorporate them
into an SQL query.

Creating a prompt with a list of values for a free-hand SQL script

A prompt is a question that requires users to select values when they run queries.
In this way, users filter the query to get the data that is pertinent to them.
In addition, a prompt can display a list of values; the user can select from this list
rather than typing directly into the prompt.

Using free-hand SQL

84 Accessing Data and Data Analysis

Syntax for prompts and lists of values in free-hand SQL.

You define a prompt and its list of values by including the @prompt function in
the SQL WHERE clause. The syntax of the function is as follows:
@prompt (prompt,data type,{value1,value2, etc.},mono/
multi,free/constrained)
The following table describes each function component:

Argument Description Default

@prompt The @prompt function, which can take N/A
up to five arguments. The only
mandatory argument is prompt. If you
omit an argument, BusinessObjects
supplies its default value. Even If you
omit an argument, you must still include
the commas that precede and follow it.
Thus, the syntax for a prompt in which
only the first argument is specified is as
follows:
@prompt(Which year?,,,,)
prompt The text that appears in the prompt box None
when you run the report. This argument
takes a character string enclosed in
quotes, for example
Select a customer or customers
data type The type of data that the prompt returns A
(character, number or date). This
argument can be one of the following
three values enclosed in quotes:
A for character data
N for numeric data
D for date data

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 Accessing Data and Data Analysis 85

Argument Description Default

value1, The list of values displayed when you N/A
value2... run the report. The list can consist of up
to 256 character strings enclosed in
single quotes, for example:
London,New York,Paris
If you do not include this argument you
will have to type values directly into the
prompt.
mono/multi Specifies whether the user can select mono
one or multiple entries from the list of
values. This argument takes one of two
values:
mono, which prevents multiple
selection
multi, which allows multiple
selection
free/constrained Determines whether users can enter constrained
values directly. This argument takes
one of the following parameters:
free - user can enter values directly
constrained - user must select
values from the list of values

EXAMPLE
Create prompted eFashion report on sales by state, store and category
1. Click New Report Wizard.
2. Select an option for the report layout, then click Next.
3. Choose free-hand SQL from the Others list box, then click Next.
The Free-Hand SQL dialog box appears.
4. If necessary, create a connection to the eFashion database (see Creating a
report showing sales by store and category on page 82 for an explanation of
how to do this).
5. Type the following SQL into the Free-Hand SQL dialog box:

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86 Accessing Data and Data Analysis

SELECT ol.shop_name as shop_name,

al.category as category,
SUM (sf.quantity_sold) as quantity_sold
FROM outlet_lookup ol INNER JOIN (shop_facts sf INNER JOIN article_lookup al
ON sf.article_id = al.article_id)
ON ol.shop_id = sf.shop_id
WHERE state = @prompt ('Choose a state', 'A', {'California', 'Illinois',
'Florida'},multi,constrained)
GROUP BY ol.shop_name, al.category
6. Click Run.
The Enter or Select Values dialog box appears.

7. Click Values.
The List of Values dialog box appears.

8. Select a state or states from the list and click OK.

BusinessObjects generates the report based on the states you selected.

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Restrictions on free-hand SQL scripts

The types of SQL script that you are allowed to run as free-hand SQL are
determined by your BusinessObjects administrator. If you attempt to run a script
for which you do not have permission, you will receive an error message.
Typically, you are able to run scripts that contain only one SELECT statement.
See your BusinessObjects administrator if you need to run scripts that are more
complex or that make changes to database data.

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88 Accessing Data and Data Analysis

Using stored procedures

This section describes stored procedures and explains how to use them to bring
data to your BusinessObjects reports.

What are stored procedures?

Stored procedures are SQL scriptsranging from simple to extremely complex
that are stored as executable code in an RDBMS. They can receive arguments
and return data.

How do you use stored procedures in BusinessObjects?

In BusinessObjects, stored procedures are data providers like universes or free-
hand SQL. In the New Report Wizard, you select the stored procedure that you
want to use. When you run the report you enter data for any input parameters that
the procedure has and the procedure returns data to BusinessObjects which
BusinessObjects presents as a report.

Restrictions on stored procedures

The BusinessObjects supervisor grants access to the database or account
where stored procedures are located.
Not all RDBMSs support stored procedures. Consult your database guide to
see if yours does.
COMPUTE, PRINT, OUTPUT or STATUS statements contained in stored
procedures are not executed.

Using a stored procedure to retrieve data

This section demonstrates how to retrieve data into a BusinessObjects report
using a stored procedure. The following example uses a stored procedure that
returns data from the eFashion database running on Microsoft SQL Server. The
procedure takes the state and article name as input parameters and returns a list
of shops within the state and their total sales of articles with names similar to the
one specified. The query in the stored procedure is as follows (@state and
@article are parameters passed to the procedure):

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 Accessing Data and Data Analysis 89

SELECT ol.shop_name,
al.article_label,
SUM (sf.quantity_sold) as total_sold
FROM outlet_lookup ol INNER JOIN (
shop_facts SF INNER JOIN article_lookup al
ON sf.article_id = al.article_id )
ON ol.shop_id = sf.shop_id
WHERE ol.state = @state
AND al.article_label LIKE '%' + @article + '%'
GROUP BY ol. shop_name,
al.article_label

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90 Accessing Data and Data Analysis

EXAMPLE
Creating a report showing article sales by state
1. Click the New Report wizard button on the Standard toolbar.
The New Report Wizard appears.
2. Select an option for the report layout, then click Next.
New Report
The Specify Data Access dialog box appears.
Wizard
3. Click Others, then select Stored procedures. from the list.

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 Accessing Data and Data Analysis 91

4. Click Next, then select a connection.

5. Click Next, then choose the stored procedure.

6. Click Finish.

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92 Accessing Data and Data Analysis

The Stored Procedure Editor appears.

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 Accessing Data and Data Analysis 93

If the stored procedure has input parameters, supply values for each parameter
by typing its value in the Values box.
For each parameter

If you want... Then...

To reuse the value you typed Select Use this value in the Next
the next time you run the Execution dropdown
report
BusinessObjects to prompt Select Prompt me for a value in the Next
you for a value the next time Execution list
you run the report

7. Click Run.
BusinessObjects runs the stored procedure and places its data in a report.

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94 Accessing Data and Data Analysis

Using personal data files

The Personal Data File data provider allows you to access data in Microsoft Excel
spreadsheets, dBASE files, and text files.

What are the benefits of using personal data files?

The main benefits of using personal data files are as follows:
You can display corporate data next to personal data in the same report.
For example, you can compare your company budget (corporate data) with
your own running costs (personal data). You can obtain such a report by
building a query to retrieve the corporate data, then by inserting a new table
that displays data from a personal data file.
If you have no connection to a remote database or if there is no RDBMS at
your site, you can use personal data files as your only data source.
You can use BusinessObjects reporting and analysis features to work on data
that comes from other applications.

Creating a report using a personal data file

Creating a report from a personal data file is a two-stage procedure:
Specify the personal data file that you want to use for the report. This is
described under Selecting the personal data file for the report on page 95.
Set options that depend on the type of file you selected in the first stage. For
example, the options to set for a spreadsheet are different from those for a
text file.

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 Accessing Data and Data Analysis 95

Selecting the personal data file for the report

To use the New Report Wizard to get to the personal data file containing the data
you need:
New Report 1. Click New Report Wizard on the Standard toolbar.
Wizard
The New Report Wizard appears.
2. Select an option for the report layout, then click Next.
The Specify Data Access dialog box appears.
3. Under Others, click Personal data files, then click Finish:

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96 Accessing Data and Data Analysis

The Access Personal Data dialog box appears:

4. Click Browse to locate the file that contains the data you want.
The Open a File to Access Personal Data dialog box appears.
When you have located the file and closed the dialog box, the path to the file
appears in the Name field of the Access Personal Data dialog box.
The Format field displays the format of the file you selected.
The options in the dialog box are now specific to the file type you are working
with.

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 Accessing Data and Data Analysis 97

If you have selected a dBASE file, no further options are available so click
Run.
5. Set the options you want:.

If you want to... Then... Applies To

Show the first line of the file as Select First row contains All files
column headers in the report column names
Create drill hierarchies and Select Build hierarchies and All files
open the report in drill mode. start in drill mode
(BusinessObjects can do this
only if the dimensions in your
report have a hierarchical
structure, for example Year,
Quarter, Month
Specify the delimeter in a text Select Tablulation, Space or Text Files
file Character. (If you select (.asc; .prn;
Character you need to enter the .txt; .csv)
character that delimits the
data.)
Select the worksheet Select the worksheet from the Microsoft
containing the data you want Sheet Name list Excel (.xls)
Select data from all fields in a Select All Fields Microsoft
worksheet Excel (.xls)
Select data from a range of Type the range (for example Microsoft
cells in a worksheet) A3:R25) in the Range Definition Excel (.xls)
box
Select data from a named Select the range in the Range Microsoft
range in a worksheet Name list Excel (.xls)

6. Click Run.
The data from the personal data file appears in the report.

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98 Accessing Data and Data Analysis

Using Visual Basic for Applications

procedures
A VBA data provider is a powerful and flexible tool for accessing external data.
Very often you will want to access automation servers through VBA to retrieve
their proprietary data. VBA allows you to retrieve data from various sources:
ADO, DAO, RDO, Application Object Models, EDK and low-level APIs.
To create a VBA data provider, you write a VBA procedure that takes the interface
DpVBA Interface as a parameter. You can write this procedure from within the VBA
environment of BusinessObjects. The DpVBAInterface is the interface to the VBA
data provider Automation object which is described in detail in the BusinessObjects
SDK Reference Guide.
The procedure for writing a VBA data provider is:
1. Create a connection to the data source.
2. Create a data cube.
3. Set the data cube dimensions.
4. Populate the cube with data from the data source.
Once the data cube is populated, you can generate a report based on this data in
BusinessObjects.

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 Accessing Data and Data Analysis 99

Creating a report using a VBA data provider

To create a report using a VBA data provider:
1. Click New Report Wizard on the Standard toolbar.
The New Report Wizard appears.
New Report 2. Select an option for the report layout, then click Next.
Wizard
The Specify Data Access dialog box appears.

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100 Accessing Data and Data Analysis

3. Under Others, click Visual Basic for Applications procedures, then click
Finish.
The Access Data From VBA dialog box appears.

Edit
subroutine

Selected
subroutine
Create new
subroutine

Delete
subroutine

Available Add a
subroutines description for
Debug Run selected
selected the selected
subroutine
subroutine subroutine

4. Select the subroutine and click Run.

BusinessObjects generates the report.

EXAMPLE
Accessing an Outlook inbox using VBA
This example shows how to generate a report based on the contents of an
Outlook inbox.

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 Accessing Data and Data Analysis 101

Referencing the Outlook object library

To do this:
1. Click Macros on the Tools menu, then click Visual Basic Editor
The Visual Basic editor appears.
2. Click References on the Tools menu.
The References dialog box appears.
3. Select the Microsoft Outlook Object Library and click OK.
Now you need to enter the code of the VBA data provider. To do this:
1. Click New Report Wizard on the Standard toolbar.
The New Report Wizard appears.
2. Select an option for the report layout, then click Next.
The Specify Data Access dialog box appears.
3. Under Others, click Visual Basic for Applications procedures, then click
Finish.
The Access Data from VBA dialog box appears.

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102 Accessing Data and Data Analysis

4. Type Outlook for the subroutine name, then click Create.

The Visual Basic editor opens with a skeleton subroutine.

5. Type the following code:

Public Sub Outlook(dpInterface As DpVBAInterface)

Dim olkApp As Outlook.Application

Dim nspNameSpace As NameSpace
Dim objInboxFolder As Object
Dim objMail As Object
Dim oCube As DpVBACube
Dim sName(10) As String
Dim oColumns As DpVBAColumns

Set olkApp = CreateObject("Outlook.Application")

Set nspNameSpace = olkApp.GetNamespace("MAPI")
Set objInboxFolder = nspNameSpace.GetDefaultFolder(olFolderInbox)

dpInterface.UserString(1) = "User String for Outlook Data Provider"

Set oCube = dpInterface.DpVBACubes.Item(1)

Set oColumns = oCube.DpVBAColumns
oColumns.SetNbColumns (7)

Dim oCol As DpVBAColumn

Dim row As Integer
Dim col As Integer
Dim sColName(7) As String

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 Accessing Data and Data Analysis 103

sColName(1) = "From"
sColName(2) = "To"
sColName(3) = "Cc"
sColName(4) = "Subject"
sColName(5) = "Size"
sColName(6) = "Created"
sColName(7) = "Received"

Dim oColData(7) As Variant

'Loop through 10 rows in the inbox and assign values to the 7 columns
'in each row.

For row = 1 To 10
'Get the row's data.
Set objMail = objInboxFolder.Items.Item(row)
oColData(1) = objMail.SenderName
oColData(2) = objMail.To
oColData(3) = objMail.CC
oColData(4) = objMail.Subject
oColData(5) = objMail.Size
oColData(6) = objMail.CreationTime
oColData(7) = objMail.ReceivedTime
'Loop throug the columns.
For col = 1 To 7
Set oCol = oColumns.Item(col)
'Set the column name and data type on the first iteration.
If row = 1 Then
oCol.Name = sColName(col)
'First 5 columns are strings, last 2 are dates.
If col < 6 Then
oCol.Type = boCharacterObject
Else
oCol.Type = boDateObject
End If
End If

oCol.Qualification = boDimension
oCol.Item(row) = oColData(col)
Next col
Next row

dpInterface.CheckDataIntegrity (boCheckAll)

End Sub
6. Click Compile on the Debug menu to compile the project.
7. Click Close and Return to BusinessObjects on the File menu to return to

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104 Accessing Data and Data Analysis

BusinessObjects.
8. Click Run.
BusinessObjects generates the report.

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 Accessing Data and Data Analysis 105

Using XML files

This section describes how to use XML as a BusinessObjects data provider.

What is XML?
XML is a text-based data format that structures data in elements or tags. XML
files are similar to the HTML files used to build pages on the World Wide Web.
The principal difference is that, whereas the set of HTML elements is limited to
those used to describe the structure of a Web page, an XML file can contain any
elements, depending on its application.
Here is an example of an XML file containing data from the Island Resorts
Marketing database:

<?xml version="1.0" encoding="UTF-8"?>

<Resorts>
<Resort>
<Country>France</Country>
<ResortName>French Riviera</ResortName>
<ServiceLine>Accomodation</ServiceLine>
<Revenue>563250</Revenue>
</Resort>
<Resort>
<Country>France</Country>
<ResortName>French Riviera</ResortName>
<ServiceLine>Food and Drinks</ServiceLine>
<Revenue>107400</Revenue>
</Resort>
<Resort>
<Country>France</Country>
<ResortName>French Riviera</ResortName>
<ServiceLine>Recreation</ServiceLine>
<Revenue>164770</Revenue>
</Resort>
<Resort>
<Country>US</Country>
<ResortName>Bahamas Beach</ResortName>
<ServiceLine>Accomodation</ServiceLine>
<Revenue>67364</Revenue>
</Resort>
<Resort>
<Country>US</Country>
<ResortName>Bahamas Beach</ResortName>
<ServiceLine>Food and Drinks</ServiceLine>
<Revenue>169680</Revenue>

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106 Accessing Data and Data Analysis

</Resort>
<Resort>
<Country>US</Country>
<ResortName>Bahamas Beach</ResortName>
<ServiceLine>Recreation</ServiceLine>
<Revenue>128100</Revenue>
</Resort>
</Resorts>
XML files can store many different types of data. This manual could be stored as
XML, as could the data in a relational database. Database-like XML, such as the
bookstore data above, is the only XML that is meaningful as a datasource for
BusinessObjects.

Creating a report using an XML file

Creating an XML-based report involves two steps:
building an XML filter
building the report

Building the XML filter

When you build an XML filter you choose the elements in the XML file that you
want to be available for inclusion in your report. To build a filter:
1. Click New Report Wizard.
2. Select a layout option, then click Begin.

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 Accessing Data and Data Analysis 107

3. Click Others and select XML Data Provider from the Others box, then click
Next.

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108 Accessing Data and Data Analysis

4. In the Select an XML Filter step, click New.

The Create XML Filter dialog box appears.

Refresh Clean Display
Load XML data sample
values

5. Click Load XML, then use the Open dialog to navigate to and select the XML

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 Accessing Data and Data Analysis 109

file.
The structure of the XML file appears in the Structure box.

To reload the XML, click Refresh. To display the values of an element, select
the element in the structure box and click Display Sample Values.

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110 Accessing Data and Data Analysis

6. Select the elements to be included in the Structure box.

Some XML elements do not contain data; they act as a container for other
elements. Resorts is an example of such an element in this file. It is not
meaningful to include such elements in a report. If you do, their values appear
as <element_name> + _ + number . If you include the Resorts element in a
BusinessObjects report, it appears as Resorts_00001, Resorts_000002.
7. Edit the object names, qualifications and data types in the Variables box.

8. Click Save.
The Save XML Filter As dialog box appears.

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 Accessing Data and Data Analysis 111

9. Type a filter name in the New Filter Name text box and click OK.
The filter appears in the list of XML filters.

Building the report

You build reports based on XML using the XML filters that you have defined. To
build a report:
1. Click New Report Wizard.
2. Select a layout option, then click Begin.

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112 Accessing Data and Data Analysis

3. Click Others and select XML data provider from the Others box, then click
Begin.

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 Accessing Data and Data Analysis 113

4. Select the filter in the list of filters and click Finish.

The XML Query Panel appears, showing the elements you selected when you
built the filter available for inclusion in the report.

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114 Accessing Data and Data Analysis

5. Double-click the elements that you want to include in the report.

6. Click Run.
BusinessObjects generates the report.

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 Accessing Data and Data Analysis 115

Setting the location of XML files

When you create an XML filter, BusinessObjects creates a file with the filter
definition. You can tell BusinessObjects where to store XML filter files and XML
ffiles. To do this:
1. Click Options on the Tools menu.
The Options dialog box appears.
2. Select the File Locations tab.

3. Select XML Sources to change the location of XML source files or XML
Filters to change the location of XML filter files.
4. Click Change.
The Browse for Folder dialog box appears.
5. Use the Browse for Folder dialog box to select the folder where you want the
files to be stored.
6. Click OK to close the Browse for Folder dialog box.
7. Click OK to close the Options dialog box.

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116 Accessing Data and Data Analysis

Using OLAP cubes

OLAP servers store data in cubes that contain dimensions and measures. You
can access cubes through BusinessObjects by installing the OLAP access
packs. There are several packs providing access to several OLAP servers. For
further details on OLAP access using BusinessObjects, see the BusinessObjects
OLAP documentation.

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 Accessing Data and Data Analysis 117

Using Web Connect

Web Connect allows you to draw data from pages on the World Wide Web to
create BusinessObjects reports. For instructions on its use, see The Web
Connect Data Provider on page 119.

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118 Accessing Data and Data Analysis

Building Queries with Other Types of Data Provider

The Web Connect Data Provider

chapter
120 Accessing Data and Data Analysis

Overview
This chapter discusses Web Connect, a data provider that allows you to retrieve
data from pages on the World Wide Web.

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 Accessing Data and Data Analysis 121

Querying the Internet

Much of the success of Business Objects has been based on the capability of its
products to retrieve data from relational and OLAP databases using its own
patented semantic layer. BusinessObjects users can run query, reporting and
analysis on the information stored in their data warehouses, and format the
extracted data into sophisticated reports.
The next logical step in this process is the ability to run queries on data which is
not already stored in databases, but which is available globally in HTML format
on the World Wide Web. WEB CONNECT provides this capability.

Internet queries and query catalogs

The Internet queries that you create using Web Connect are listed in query
catalogs. A query catalog points to a list of predefined queries. For example, you
might have a query catalog called Competitor that points to a number of
predefined queries that pull data from competitor sites. Both catalogs and queries
are saved in XML (eXtensible Markup Language) format.

NOTE
The catalogs themselves are simply pointers to the query files. It is the queries
themselves that contain all the necessary information for retrieving specific data
from the referenced web page(s), as well as the display options and any prompts
that may have been included.

HTML and XML file formats

WEB CONNECT uses XML technology. XML (eXtensible Markup Language) is a
simplified subset of the Standard Generalized Markup Language (SGML).
XML provides:
a file format for representing data
a schema for describing data structure
a mechanism for extending and annotating HTML with semantic information
Web Connect retrieves HTML data and serializes the definition of the queries in
XML format. These XML files contain the web metadata and Internet query
definitions.

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122 Accessing Data and Data Analysis

Although the long term distribution media of data over the Internet is likely to be
in XML format, it seems that more than 99% of the data available on the web
today is in HTML format. Web Connect allows you to query this HTML data,
providing access to the vast majority of the Internet.

Assembling your query data

You build your Internet queries by dragging and dropping selected web data from
your web browser to the grid area at the bottom of the Internet Query Panel.

Grid Browser
area window

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 Accessing Data and Data Analysis 123

Selecting corporate and Business Objects Queries

You can retrieve existing Internet queries from your own file systems, or from the
web. Business Objects also provides access to a web site, from which you can
access predefined Internet queries to get you started.

Once you have selected a query in the Internet Query Wizard and clicked on
Finish, the query is run and displayed in a BusinessObjects report.
You can also create your own predefined queries.

Creating Internet queries

By selecting the New Query option, you open the Internet Query Panel.
This panel has two sections:
The upper section contains a web browser (by default, your home page is
displayed).
The lower section is where you create your Internet query.
You can drag and drop any tagged HTML cell into the lower window. This data
may include text, table data, and hyperlinks.
By dragging the cell onto the gray bar it will become a column header. Dragging
to the white page, the HTML cell will become a table cell. When you highlight a
section of a web page, Web Connect will automatically select the smallest
complete tagged cell that encompasses your selection.

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124 Accessing Data and Data Analysis

You can also select cells from any number of web pages and combine them into
the same table in the lower section of the window. For example, you might want
to pull your competitors' stock quotes (from a Stock Market financial web site)
and their quarterly revenue (from their corporate web site) into the same table.
Furthermore, you can build reports from both Internet data and other data
sources. For example, you could combine the Euro to Dollar exchange rate from
the Internet with sales figures from a universe to get European sales in Dollar
equivalent.

Adding prompts to queries

An Internet query prompt allows you to pass parameters to web pages. For
example, on a historical quotes financial page you could use a prompt to define
the ticker symbol or the historical date range. So when you run or refresh that
Internet query you will get a prompt that asks you to enter the ticker symbol (or
select a value from a list) or the date range.
There are two ways to create prompts within a web query:
One or several monovalued prompts: A maximum of nine monovalued
prompts can be entered within each URL.
One multivalued prompt and, optionally, up to eight monovalued prompts.

Generating reports
Once you have selected the data you want in your Internet query, you click Run
to generate a BusinessObjects report. You can format this report as with regular
BusinessObjects reports. If you choose to edit the data provider, you are returned
to the Internet Query Panel.

NOTE
You can slice and dice in an Internet query report, and you can save your Internet
query for personal or for corporate use. However, you cannot directly drill down
into an Internet query report within Web Connect. In order to drill into data in an
Internet query, you must first manually define the object hierarchy in
BusinessObjects. For information on this procedure, refer to Drilling using
custom hierarchies on page 262.

Refreshing reports
When you refresh a report based on an Internet query, BusinessObjects will
reconnect to the web page(s) and bring back the most current data. If the
structure of the web page has changed, you will be notified by an error message

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 Accessing Data and Data Analysis 125

displayed in the corresponding cell. The message will appear as #ERROR or

#EMPTY, depending on the option selected in the Options dialog box in the
Internet Query Panel (for more information on configuring the Internet Query
Panel, refer to Setting individual Internet query options on page 172). When this
error appears, you must modify the Internet query data provider to correspond to
the new web page structure.

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126 Accessing Data and Data Analysis

Using Web Connect

For most users, the recommended procedure when using the Web Connect data
provider is to use existing corporate Internet queries (maintained by your IT staff).
To build reports, you then simply select the query you require, choose options
from any of the displayed prompts, and run the query.

Selecting the Web Connect data provider

To select the Web Connect data provider
1. Start BusinessObjects and log in.
The New Report wizard appears

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 Accessing Data and Data Analysis 127

2. Click Generate a standard report, then click Begin.

The Specify Data Access window appears.

3. Select Others, click on the list of data providers, choose Web Connect from
the list, then click Finish.

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128 Accessing Data and Data Analysis

The New Internet Query wizard opens.

This wizard helps you select the way you want to access Internet data:
Click New Query to create your own query.
Click Corporate Query to retrieve and use an existing query from a predefined
Corporate catalog.
Click Business Objects Query to retrieve and use an existing qualified query
from the Business Objects web site.

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 Accessing Data and Data Analysis 129

Running a Predefined Business Objects Query

To make a quick start, run a predefined Business Objects query.
1. Click Business Objects Query, then click Next.
The list of standard BusinessObjects queries appears.

These queries may be stored anywhere on the external Web or on the intranet
file server. The queries themselves are listed in catalog subdirectories. The
catalogs are arranged hierarchically in a tree structure that can be expanded and
collapsed.
Both catalogs and queries are saved in XML format. When you double-click on
an XML file, it is automatically opened in your web browser.

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130 Accessing Data and Data Analysis

NOTE
The catalogs are simply pointers to the query files. It is the queries that contain
all the necessary information for retrieving specific data from the referenced web
page(s), as well as the display options and any prompts that may have been
included.

2. Select a query.
A description of the query appears under Help on the selected query..

3. Click Finish.
A progress bar appears while Web Connect makes a connection to the
associated web site(s) and retrieves the query information.

The retrieved query information is displayed in the report window like any
BusinessObjects report.

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 Accessing Data and Data Analysis 131

You can now work with this report as you would with any other BusinessObjects
report.

Running a predefined corporate query

In order to run a predefined query, you need to know the location on the network
where predefined queries are saved.
To run a predefined query:
1. Start BusinessObjects and create a new report.
The Specify Data Access window is displayed.
2. Click Others, click on the list of data providers, choose Web Connect from the
list, then click Finish.
The New Internet Query wizard appears.

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132 Accessing Data and Data Analysis

3. Click Corporate Query, type the path to the location of the queries, then click
Next.

A list appears from which you can select a query.

4. Select a query and run it.
You can now work with the resulting report as you would with any other
BusinessObjects report.

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 Accessing Data and Data Analysis 133

Creating a new Web Connect query

This section shows you how to create your own Internet queries, and how to add
content to them. You will also learn how to add prompts. Prompts allow you to
specify particular report options when you eventually generate your reports.
To create a new Web Connect query:
1. Follow the steps in Selecting the Web Connect data provider on page 126 up
to and including step 4.
The New Internet Query wizard appears.

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2. Click New Query to create your own query, then click Next.
The Internet Query Panel is displayed.

a.

a. Toolbar
b.Browser window
c.Query grid header
d.Query grid body

The Internet Query Panel comprises:

A scrollable browser window - When you create or edit a query, Internet
Explorer is automatically started, and your currently configured home page is
displayed by default. However, you can select pages from any web address.
Once the page is displayed, you can select data from the page that you want
to include in your query.
The query grid - Where you will build your query. This comprises a shaded
area for header information, and a blank area for the body data.
A toolbar - From where you can quickly access the more commonly used
features of the Internet Query Panel (see below).

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The Internet Query Panel Toolbar

The toolbar gives you access to the following features:.

Back: Displays the previous web page in the browser window.

Forward: Displays the next web page in the browser window.
Stop: Stops all ongoing updates in the browser window.
Refresh: Updates the data displayed in the browser window.
Home: Displays your Home page in the browser window.
Import: Imports an existing query.
Export: Allows you to save the current query.
Prompts: Allows you to add or edit prompts in the current query.
Authentification: Allows you to set up authentication data for access to
secured web sites.
Options: Allows you to specify Decimal Separator and Error Management
options.
Undo: Undoes the last action in the Query grid. You can undo a succession
of actions by repeatedly clicking the Undo button.
Redo: Redoes the last action in the Query grid. You can redo a succession of
actions by repeatedly clicking the Redo button.
Autoqualify: Automatically qualifies all data in the Query grid. This action
resets any manual qualifications you may have made.
Preferences: Allows you to set a page download timeout and a default size for
the Internet Query Panel

NOTE
If you want to change the page that is automatically displayed as your home page
in Internet Explorer, click Internet Options in the Tools menu in Internet Explorer,
and enter an alternate URL in the home page address field.

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Adding content to a query

When you create a new query, you are presented the Internet Query Panel. This
is a split-screen window. In the upper section of the screen, you will see your
standard Internet browser. In the lower section of the screen, you will see the
Query Grid.
Initially, the browser displays your default home page, and the Query Grid is
empty. You add content to the Query Grid by:
browsing to the information you want in the browser
selecting specific cells of web data, and dragging it down to the Internet Query
Panel
Selected web data can be an individual cell or a collection of cells from an HTML
table. If dropped at the top of the grid area, within the first grayed row, the top row
of the selected web data will correspond to header information.
If dropped below the first row of the grid area, the selected web data will
correspond to actual data to be retrieved. There are therefore 2 types of cells to
be found within the grid area:
Header cells
Data cells
When you drag data from a web page and drop it into the query grid, Web
Connect interprets the data by reading the HTML tags, then handles the enclosed
data according to its structure. This data structure classification is based on the
Microsoft Internet Explorer HTML Document Object Model.
When you select an area within a web page, Web Connect searches the selected
area for row and header HTML tags (<TR>, <TH>, <TD>). Web Connect then
selects the closest parent HTML tag for this collection of table tags. Depending
on your initial selection it will select either an individual cell, a row or a table of
data. Web Connect will therefore assign one cell of the query grid to each
selected table cell. For example, if you select two adjacent cells on an HTML
table, Web Connect interprets them on the lowest level as elements of a row, and
will therefore assign a row of the query grid to the row of data.
Web Connect also allows you to add several cells of HTML data or even an entire
web page to a single cell in the query grid. This method overrides the
classification according to the HTML Document Object Model and enables you to
place multiple data cells or multiple tables into a single cell on the query grid. In
order to place data into a single cell, select the appropriate cells in the Browser
window on the Internet Query panel. While holding down the Shift key, drag and
drop the selected data into the corresponding cell on the query grid. The selected
web data will be dropped into the selected cell. The resulting report will display

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the web data in a single cell. This method is primarily useful if you ultimately
display this data as HTML, by right clicking the appropriate cell in the query grid
and then selecting HTML from the drop down menu (for information on creating
a BusinessObjects report in HTML, refer to Creating a BusinessObjects report
in HTML on page 144).

NOTE
URLs used to create your queries are saved in the registry so you can retrieve
them within the Internet Query Panel combo box.

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EXAMPLE
Creating an Internet query
In the following example you create a query by extracting currency conversion
data from a web site. Once the query has been successfully generated, you will
be able to create a simple BusinessObjects report by clicking Run.
To create an Internet query:
1. Enter the URL of the site you wish to query in the Address box. (In this
example the site is a site that provides currency conversion data.)

2. Select the two currencies for which you want the conversion rate: US Dollars

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and Euros.

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140 Accessing Data and Data Analysis

3. Click Convert in the browser window to display the current exchange rate.

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4. Highlight the text US Dollars, and drag it to the header area of the Internet
Query Panel.
This creates a small table of cells, 3 columns wide by two rows deep.

Note that the top row of the new table in the Internet Query Panel is shaded.
This is the header row. The non-shaded rows are the body rows. For each
query that you generate, you will need to differentiate between header data
and body data.

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142 Accessing Data and Data Analysis

5. In the browser window, highlight the 1 below US Dollars and drag it to the
first body cell in the Internet Query Panel.

Note that the first column of the table in the Internet Query Panel is also
shaded. This is used by Web Connect to number the rows.

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6. Repeat the above procedure to drag the Euro data into the Internet Query
Panel.
The result appears as follows:

As you add values, Web Connect always adds an extra column to the right of
your data in the grid, and an extra row below. Only the drag and drop and
paste options are enabled on these added cells. All other options on the right-
click menu are grayed out.
If you make a mistake while copying data to the cells in the Internet Query
Panel, right-click on the cell and click Clear Selection on the shortcut menu.

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144 Accessing Data and Data Analysis

7. Click Run to run the query.

BusinessObjects processes the query and displays the results as a standard
BusinessObjects report.

Creating a BusinessObjects report in HTML

Web Connect allows you to drag any component of a web page and drop it into
a cell on the query grid. This enables you to display the retrieved data as HTML,
either in a static BusinessObjects report viewed through a web browser, or as a
refreshable BusinessObjects report viewed in InfoView. This feature allows you
to pull images and graphs from web sites and view them as HTML in a
BusinessObjects environment.
In order to view a document as HTML, you must tell Web Connect to interpret the
assigned data as HTML. To do this:

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1. Within a new report in the Internet Query Panel, create a new query and enter
the URL of the web site from which you want to extract your data.

2. Construct your query in the query grid (for information on creating Internet
queries, see Creating a new Web Connect query on page 133).

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146 Accessing Data and Data Analysis

3. Select your data and drag it into a single cell in the query grid by dropping the
selected data while holding down the shift key.
The selected data appears in a single cell in the query grid.

4. Optionally, right click on the active column and click Rename Header on the
shortcut menu to enter a name in the header row.
5. Right click on the selected cell and click HTML on the shortcut menu.

6. Click Run in the Internet Query panel to run the query.

The resulting BusinessObjects report appears to be empty. You must now

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format the individual cells of the report in order to view the HTML data.
7. To format a cell, right-click it then click Format Cell on the shortcut menu.
The Format Cell window appears.

8. Click Read as HTML then Click OK.

9. Repeat this step for all cells containing data that you want to appear as HTML.
10. Save your BusinessObjects report.
11. Click Publish to Corporate Documents on the File menu.
This exports your document so that you can view and refresh your data in
InfoView. Alternatively, you can click Save as HTML on the File menu and
then view your report in a Web browser.

NOTE
Publishing your document to Corporate Documents allows you to view and
refresh your data in InfoView. Saving your report as HTML will allow you to view
your document in a Web browser, but you will not be able to refresh your data.
Your document will be static.

12. Open your report in InfoView or in your Web browser. The resulting report will
display the data you extracted from web sites using Web Connect.

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148 Accessing Data and Data Analysis

NOTE
Creating reports in HTML using Web Connect allows you to display web
components such as graphics in your reports, as demonstrated with the charts in
the above report. However, only components referenced by absolute links may
be viewed. Graphics linked by relative reference cannot be viewed.

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Saving Reports
You can save any of the reports you generate as follows.
1. Click Save on the File menu.

2. Select a location, enter a name for the report, then click Save.
The report is saved with a .rep extension.
You can click on the .rep file to open the report in BusinessObjects and
refresh it.

NOTE
When you save a report, you are saving the query results and the definition of the
query itself. For information on saving queries individually, refer to Saving Web
Connect queries on page 167.

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Internet Query Grid Context Menu Options

When you right-click anywhere in the Internet Query Grid, you will see a context
menu with several options. These options vary depending on the type of cell that
you select.

Context menu options in header cells

In addition to the standard Cut, Copy, Clear and Paste options, the context menu
also displays the following options when you right-click on one of the header
cells.

Menu Item Use

Rename header Allows you to enter another text string in the selected
cell.
Delete column Deletes the selected column.
Dimension Allows you to qualify the selected data as a
dimension
Detail Allows you to qualify the selected data as a detail
Measure Allows you to qualify the selected data as a measure
Character Allows you to set the selected data type as a
character
Date Allows you to set the selected data type as a date
Numeric Allows you to set the selected data type as numeric

NOTE
You can also delete the entire grid by right-clicking in the top lefthand cell of the
table.

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Context menu options in body cells

The context menu displays the following options when you right-click on one of
the body cells:

Menu Item Use

Dynamic Text Retrieves the dynamic text corresponding to the
selected cell. The data is directly linked to the
corresponding data in the browser window, and will
change accordingly. This is the default property of a
cell.
Hyperlink Retrieves the hyperlink corresponding to the
selected cell.
HTML Retrieves the HTML source corresponding to the
selected cell.
Static Text Converts the data in the selected cell(s) to static text.
Static text will no longer have any link to the
corresponding data in the browser window. It is
therefore processed as a constant.
Edit Cell Allows you to edit the text that is displayed in the cell.
This automatically converts it to static text.

Applying commands to entire rows

The context menu displays the following options when you right-click on any of
the cells in the first column of the Query grid:

Menu Item Use

Cut Cuts the data from the selected row, and places it in
the clipboard.
Copy Copies the data from the selected row, and places it
in the clipboard.
Paste Pastes the data from the clipboard into the currently
selected row. This will overwrite any data in the
selected row.
Clear Clears the data from the selected row.
Delete Row Completely deletes the currently selected row from
the Query grid.

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152 Accessing Data and Data Analysis

Applying commands to the entire Query grid

The context menu displays the following options when you right-click in the top
left-hand cell of the Query grid:

Menu Item Use

Cut Cuts the data from all rows and places it in the
clipboard
Copy Copies the data from all rows, and places it in the
clipboard.
Paste Pastes the data from the clipboard into the Query
grid. This will overwrite any data in the Query grid.
Clear Clears the data from all rows.
Reset Completely clears the Query grid.

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Using Prompts with Web Connect Queries

You can add prompts Web Connect queries. Prompts allows you to restrict your
report to specific data.

What is a prompt?
A prompt is an extra feature that you can add to your queries in order to refine
the type and amount of information that is displayed in the report each time the
query is run.
When you run a query or refresh a report that contains prompts, a small dialog
box is displayed. This dialog box prompts you to make a selection from a series
of items, and will determine the content of the report.

You can create a prompt by opening a query and clicking the Prompts button.
This opens a dialog which allows you specify exactly how the prompt will work.
Here, you specify the type of prompt(s) you will use:
Up to nine monovalued prompts.
One multivalued prompt plus up to eight monovalued prompts.

Monovalued prompts
A monovalued prompt is a prompt which allows you to select one -- and only one
-- item from a list of items. For example, the prompt illustrated above shows that
3 items have been selected, AUD;GBP;ITL. However, if this is a monovalued
prompt, then only the first item selected (AUD) will be used when the query is run.

Multivalued prompts
A multivalued prompt is a prompt which allows you to select several items from
a list of items. Using the same example, if all 3 items are selected
(AUD;GBP;ITL), then the data relating to these three prompts is retrieved when
the query is run.

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154 Accessing Data and Data Analysis

Creating a prompt
This section explains how to create a single multivalued prompt using the
previous example.
1. Open the report in BusinessObjects.
2. Click Edit Data Provider on the Data menu.
The Internet Query Panel appears.

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 Accessing Data and Data Analysis 155

3. Click Prompts.
The Internet Query Prompts dialog box appears.
The URL used within the current Internet query is automatically retrieved and
displayed in the URL list box.

4. Click on the URL.

The URL appears in the list of URLs beneath the New button and the New
button becomes active.

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156 Accessing Data and Data Analysis

5. Click New.
The Prompt Properties dialog box appears.
.

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 Accessing Data and Data Analysis 157

6. Click Monovalued
- Monovalued prompts allow the user to select one value from the list of
values related to the prompt.
- Multivalued prompts can reference multiple data cells. This option is grayed
out if you have already created a multivalued prompt on the selected query:
only one multivalued prompt is allowed per Internet query.
7. Type Currency in the Prompt Name box..
8. Click Insert to enter additional items in the List of Values field.
A new item is added in the box.

9. Rename the item AUD(Australian Dollars), and press Enter.

10. Click Insert again, and repeat this procedure to add two more items: GBP
(Pounds Sterling) and ITL (Italian Lire).
11. Click Create an associated column in order to display the prompt values in a
separate column when you run or refresh the query.
In this case, a column name is automatically entered, corresponding to the

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158 Accessing Data and Data Analysis

prompt name you entered.

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12. Click OK.

The Internet Query Prompts dialog box is re-displayed with the prompt added.

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160 Accessing Data and Data Analysis

13. To associate the newly created prompt with the URL currency field, select the
section of the URL you want to replace with the prompt (in this case, EUR
at the end of the URL).
The selected text area is displayed at the bottom right-hand side of the dialog
box.

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14. Click Activate.

You will see the prompt change. You will also notice that the prompt is added
to the end of the URL, in this case @Prompt(Currency)

NOTE
The format for a prompt in a URL is:
http://...@prompt(message). You can enter several prompts within the same
URL, but only one multivalued prompt can be entered per Internet Query.

15. Click OK to finish.

The Internet Query Panel is displayed again.
Because you have replaced the EUR in the URL with the prompt, when you
next run the query, the associated column of the report will display the
exchange rates of one or more of the 3 currencies you specified in the prompt.
As a result you need to change the heading of this column in the Internet
Query Grid. Should you decide to deactivate the new prompt by clicking
Deactivate, the query runs using the original initial value (in this case, EUR)

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162 Accessing Data and Data Analysis

and the URL returns to its initial value (that is, with EUR at the end.).
16. Right-click on the Euro header click Rename Header on the shortcut menu.
Enter Exchange Rate in the Rename Cell dialog box then click OK.

Running a query with a prompt

1. Run the query by clicking Run.
The Enter or Select Values dialog box appears..

2. Click Values, select one or more values, then click OK.

The Enter or Select Values dialog box shows a list of the values you

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selected.

3. Click OK again.
The Internet Query in Progress dialog box appears while the query executes,
and then the report is displayed.

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164 Accessing Data and Data Analysis

Managing Queries
This section explains how to open, edit, and save existing Internet queries, and
how to set your Internet query preferences

Opening existing queries

To open an existing query.
1. Click Import on the Internet Query Panel
The Open dialog box appears.

This dialog box allows you to open and edit an existing query. This is an important
function in dealing with web data, given that the structure of web pages may
change frequently. If the structure of a web page changes, the cells of the
corresponding report which contain this data will display an error message (for
more information on data-source error messages, refer to Conversion errors on
page 174). If you select the Save query location option, Web Connect points to
the location of the selected query by default the next time you click Open Internet
Query.

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NOTE
The Open dialog box also allows you to reload a predefined query if its definition
has changed and the new definition has been uploaded on the web by IT. This is
an effective way to resolve errors resulting from changes in the structure of
source web pages.

2. To browse for an existing query, click Browse.

The Browse dialog box appears.

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166 Accessing Data and Data Analysis

3. Locate the query you want to import, then click Open.

4. Add, delete, or change any of the cells that are referenced in the query, as
required.
5. Edit the prompt fields, as necessary.
6. If you wish, save the query with a new filename.
7. Click Run.

Editing a Web Connect data provider

You can edit the source query information for a report as follows.
1. In BusinessObjects, open your created document.
You can also simply double-click the BusinessObjects document (.rep file) to
open it.
2. Click Edit Data Provider on the Data menu.
The Internet Query Panel appears, showing both the referenced web page
and the selected data cells in tabular format.
3. To view the source of each data cell, right-click the cell in the table, then click

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Select In Browser on the shortcut menu, or double-click the selected cell.

The associated information is highlighted in the browser.

Saving Web Connect queries

By saving your queries to a shared network location, you can make them
available for other Web Connect users. This location can then be used as a
central storage point for all such predefined queries.
1. Click Export in the Internet Query Panel.
The Save As dialog box appears.
2. Choose a location, enter a name for the file, and click Save.
The query is automatically saved as an XML file.

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Setting preferences
You can modify your Internet Query Panel preferences to set a page download
timeout and a default size for the Internet Query Panel.
1. Click Preferences in the Internet Query Panel.
The Preferences dialog box appears.

2. Choose one of the available timeout options. This is the maximum amount of
time, in seconds, that Web Connect will use when attempting to display a web
page in the browser window.
You can select an incremental value between 5 and 180 seconds, or enter
the value of your choice.
3. Choose a default size for the Internet Query Panel. Your options are:
X-Small
Small
Medium (default)
Large
X-Large (full screen)

NOTE
These sizes will always be proportional to your screen resolution.

4. Click OK.

Refreshing documents
When you refresh a report that contains prompts, a dialog box appears with the
different prompt names.

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When refreshing a report without prompts, the latest web data will be
automatically retrieved based on the information entered in your Internet query.
The difference between the monovalued and multivalued prompt options
appears when you try to refresh the Internet Data Provider. For monovalued
prompts, you enter only one value per prompt, while for multivalued prompts, you
can enter several values.

Refreshing in Broadcast Agent

You can also use Web Connect with Broadcast Agent. When refreshing a
document in Broadcast Agent, the latest prompt values will be used. Broadcast
Agent does not need access to the XML files, as the query definition is stored
within the data provider in the BusinessObjects document.

Refreshing in InfoView
When refreshing a document in INFOVIEW, the regular INFOVIEW prompt dialog is
displayed.

Extracting data from multiple-frame pages

Web Connect can extract data from single-frame web pages only. If the web page
you want to uses multiple frames, you need to:
1. Select the multiple-frame page in the web browser area of the Internet Query
Panel.

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170 Accessing Data and Data Analysis

2. Right-click in the area of the page which contains the data you want to extract,
then select Properties on the shortcut menu.
The Properties dialog box appears..

Note the URL address. This is the specific address of the frame that contains
the data you want to access.
3. Highlight the address and press CTRL-C to copy it to the clipboard.
4. Click Cancel to quit the Properties dialog box.
The multiple-frame web page is displayed again in the Internet Query Panel.
5. Highlight the URL address in the browser area, press CTRL-V to insert the
specific frame address you copied, and press Enter.
The browser now displays only the single-frame data.
6. Extract the cells you require from the frame for your report.

NOTE
You cannot apply this workaround to some multiple-frame pages, such as those
containing frames that reference other frames.

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Autoqualifying cells
When you create and run your Internet queries, the data is automatically qualified
by Web Connect. This qualification is actually performed when you click Run.
However, as you have seen in Internet Query Grid Context Menu Options on
page 150, you can manually qualify any of the data cells in the Query grid. If you
do this, then whenever you run the query, Web Connect will always use your
manual data qualifications.
To override any manual qualifications you may have made, you must autoqualify
the data in the Query grid. This resets all manual qualifications, forcing
autoqualification on previously qualified columns.
1. Open or create your Internet query.
2. Click Autoqualify on the Internet Query Panel
Parsing cells involves retrieving their content and checking it for possible
conversion to numeric data.. A numeric cell can only contain numbers and two
additional character types ([ ], ['] [.] and [,] for thousands separator and [.] or
[,] for decimal separator. [+] and [-] are also accepted in front of the number).
For example, the following strings can be converted to numeric:
1 000 432
1.234.345,23
1.43
1'324.23

NOTE
A column can only be autoqualified to a Dimension/Character or Measure/
Numeric.

When there is an ambiguity (1.123 can be either 1123 or 1[decimal

separator]123) the decimal separator entered in the Options dialog is used. If
one cell fails to be converted to Measure/Numeric, the whole column is
converted to Dimension/Character.

NOTE
The autoqualify button forces autoqualification for all columns, whether
previously qualified or not.

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Setting individual Internet query options

You can set the following options specific to each Internet query you create/edit.
Separator options: Allow you to specify how Web Connect interprets the
different types of separators used in numeric strings. The option you select
here will only set a rule for interpreting ambiguous data when importing cells
into the Query grid, as described in the previous section.
Error management options: Allow you to specify the values that Web Connect
will enter in the microcube on which the report is generated if errors occur.

Separator options
When you drag numeric data to the Query grid, Web Connect interprets any
separators it finds according to a predefined algorithm.
For example:

Numeric format ...is by default interpreted as

93.15 93.15 (decimal separator)
94,15 94.15 (decimal separator)
940,151.13 940,151.13 (thousands separator, followed a by
decimal separator)
941.152,14 941,152.14 (thousands separator, followed a by
decimal separator)

However, a value such as 94,153 could be interpreted with either a dot

separator or a comma separator. In this case, Web Connect will then adopt
the rule you have specified in your options.

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To specify the seperator:

1. Click Options in the Internet Query Panel
The Options dialog box appears

If you select a dot (.) decimal Separator, then whenever Web Connect
encounters an ambiguous numerical value, it will always use the dot separator
instead of the comma separator.
If you select a comma (,) decimal separator, then whenever Web Connect
encounters an ambiguous numerical value, it will always use the comma
separator instead of the dot separator.

NOTE
If you do not set a Separator option, then by default in an ambiguous situation
Web Connect will use a dot separator.

Error management options

The Error Management options allow you to specify the values that Web Connect
will enter in the microcube on which the report is generated if errors occur.
There are two levels of error management:
conversion errors
cells not found in page

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Conversion errors
When refreshing an Internet query, if a cell content cannot be converted to the
previously set Qualification/Type, then you can configure Web Connect to act
according to any of the three following rules:
Set cell to #EMPTY: The report cell is displayed empty.
Set cell to #ERROR: The text #ERROR will be displayed in the report cell.
Convert column to Character: All of the cells in the column containing the error
are converted to type Character and are displayed in the report.

Cells not found in page

When refreshing the Internet Query, if a cell content cannot be located in the
page, the two options below are available:
Set cell to #ERROR: The text #ERROR will be displayed in the report cell.
Set cell to #EMPTY: The report cell is displayed empty.

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Accessing secured web sites

You might find that some of the web sites you are trying to access are secured
and require authentication to access them.
Web Connect allows you to set up an Internet query so that it can automatically
access most secured web sites, and allows you to refresh query reports by simply
entering a password.
The way you set this up depends on the design of the secured web page you are
trying to access. If the web site uses forms to acquire security data from
customers, then Web Connect needs to be able to parse the form data before it
can process it.
To allow you to access both secured and non-secured web sites, Web Connect
provides the following authentication options:
No Authentication: This is the default selection, for web pages that do not
require any authentication.
Basic Authentication: This is for standard web pages that require
authentication data, but that do not use forms.
Form Authentication: This is for web pages that require authentication, but
that are presented as forms.
The following sections explain how to set up your Internet queries to work with
secured web sites, using both basic and form authentication.

Querying a page using Basic Authentication

This section explains how to set up Web Connect to access a web page that
requires authentication data (but that does not use forms). Once you have set up
this query authentication, you will be asked to enter your username and
password when you run the query for the first time. However, after entering this
authentication data once, you will not be required to enter it again during the
current session.
Whenever you start a new session, you will need to enter your username and
password again.

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176 Accessing Data and Data Analysis

1. Start your Internet browser, and try to access a web page that requires basic
authentication.
A login dialog box such as the one below might appear:

In order to have Web Connect automatically specify a username and password

when accessing this web page, you need to set up the Authentication properties
of your query.

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1. Click Authentication in the Internet Query Panel.

The Authentication dialog box appears.

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178 Accessing Data and Data Analysis

By default, No Authentication is selected. However, you will notice that the

Basic Authentication URL box contains the template string:
http://USER:PASS@.
2. Click Basic Authentication in the Authentication Properties dialog box.

The template string is activated.

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1. Extend the http://USER:PASS@ string with the URL of the web page you are
trying to access.
In this example:
http://USER:PASS@localhost/wi/bin/iswi.dll/WIGenerator/wigenerator/
generator/ExecuteWIS?sWIS=Welcome
2. Click OK.
The Internet Query User Identification dialog box appears..

3. Enter the required user name and password, then click OK.
Your Internet query is now set up to automatically provide the necessary
authentication data each time you run the query, or refresh reports that are
based on it.

NOTE
Web sites that require Windows NT authentication are also supported, provided
the domain the user is trying to log into is the default domain. Only sites
requesting client certificates are supported. Sites requesting server certificates
are not supported.

Form authentication
This section explains how to configure Web Connect to access a web page that
requires authentication data which is embedded in a form. Once you have set up
this query authentication, you will be asked to enter your username and
password when you run the query for the first time. However, after entering this
authentication data once, you will not be required to enter it again during the
current session.
Whenever you start a new session, you will need to enter your password again.
Your username is stored with the document.
1. Start your Internet browser and access a web page that requires form

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180 Accessing Data and Data Analysis

authentication.
A web page such as the following appears.

To have Web Connect automatically specify a username and password when

accessing this type of web page, you need to set up the Authentication
properties of your query.

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1. Click Authentification in the Internet Query Panel.

The Authentication dialog box appears.

2. Click Form Authentication

3. Enter the URL of the login web page, then click Parse.
The web page is displayed in the mini-browser at the bottom of the dialog box.
You will also see that a list of parsed items is displayed in each of the four list
boxes: Forms, Users, Password and Submit.
If these form items do not have names assigned to them in the source web
page, then they are automatically allocated standard names by Internet
Explorer, as in the example above (ms_id1, ms_id2, ms_id3, ms_id4). In this
example, there is only one item available per box.
4. Select an item from each of the list boxes.
As each item is selected, you will see the corresponding fields highlighted in
the mini-browser window.
5. Click OK.
Web Connect will now automatically specify a User Name and Password
when accessing this web page. The next time you access this page, the
following dialog box will pop-up after clicking on OK in the Authentication

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182 Accessing Data and Data Analysis

dialog box.

6. Enter a valid name and password, and click OK.

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Web Connect query examples

This section provides a series of Web Connect query and report examples which
demonstrate how you can generate different report types.
Example 1 - This example creates a chart of historical quotes using an entire
table of data, and a single multivalued prompt.
Example 2 - This example uses a combination of monovalued and
multivalued prompts to build a query that allows you to retrieve the latest
conversion rates between one of several currencies (monovalued) to one or
to several other currencies (multivalued).

Example 1 - Creating a chart of historical quotes

You want a report in the form of a chart that displays the latest company
valuations from the Nasdaq. You can generate this report by building a query that
selects an entire table of data of historical quotes.
Additionally, using a single multivalued prompt, you can customize the query so
that each time you refresh the report, the query asks you to choose which
company valuations you want to see.

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184 Accessing Data and Data Analysis

Creating a tabular report

1. Open BusinessObjects and choose the Web Connect data provider , then
click New Query.
The Internet Query Panel appears
2. Locate the web site that contains the data you require.

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 Accessing Data and Data Analysis 185

3. Select the first cell in the header and extend the selection to the second row.
This selects the entire table.

4. Drag the selection to the header area in the Internet Query Grid.

The entire table is replicated in the Internet Query Grid.

If you double-click on any individual cell, the corresponding data is located

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186 Accessing Data and Data Analysis

and highlighted in the browser window.

5. Right-click on the Date header and click Date on the shortcut menu.
6. Click Run to generate the report.
The tabular data is presented as a standard BusinessObjects report.

Creating a multivalued prompt

So far, whenever you run this query or refresh this report, you will see all the data
in the table. However, by adding a single multivalued prompt, you can customize
the query so that each time you refresh the report, the query asks you to choose
which company valuations you want to see in the report. You will then see only
these values, and not the entire table. To do this, you need to add and activate
your prompt data.

NOTE
In this example, before adding a prompt, make sure you have a list of company
ticker symbols. You will need to enter these when building the prompt. Later on,
when you generate your reports, you will then be able to choose the companies
that you want to include (by selecting the appropriate ticker symbol).

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To create a multivalued prompt:

1. Open the report and click Prompts in the Internet Query Panel.
The Prompts dialog box appears.
2. Select the displayed URL.
The URL is copied to the lower URL panel.

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188 Accessing Data and Data Analysis

3. Click New to display the Prompt Properties dialog box, and then click Insert
A new item appears in the List of Values panel.

4. Enter one of the ticker symbols, and press the Return key. Alternatively,
select an existing list of values by clicking Import list of values (for more
information on importing lists of values, refer to Using Prompts with Web
Connect Queries on page 153).

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 Accessing Data and Data Analysis 189

5. Click Insert again to enter another ticker symbol, and repeat this process until
you have entered all the symbols you require.

6. In the Prompt Name field, enter the name Quote.

7. Click Create an associated column.
The Prompt name you entered is automatically entered into this field.
8. Click OK to return to the previous dialog box.
You will see the new Quote prompt in the middle panel.
9. Click on the Quote prompt to select it.
The prompt text is then displayed below in the Selected prompt box.
10. In the third panel, select the part of the displayed URL that you want to replace
with the prompt.
In this example, it is BOBJ, the ticker symbol for Business Objects. The URL

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190 Accessing Data and Data Analysis

text that you select is then displayed below in the Selected text area box.

11. Click Activate.

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 Accessing Data and Data Analysis 191

The selected text, BOBJ, is replaced with the string @Prompt(Quote).

This string will now be used by Web Connect to retrieve any of the specific
data that you are prompted to request the next time you run the query.
12. Click OK to return to the Internet Query Panel.

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192 Accessing Data and Data Analysis

13. Click Run to run the query again.

This time, the prompt is displayed, and you must select one or more of the
available items. The report that is produced will include only the items you
select here.

14. Select the company ticker symbols from the values displayed, and click OK.
BusinessObjects generates the report.

Example 2 - monovalued and multivalued prompts

This example uses a combination of monovalued and multivalued prompts to
build a query which allows you to retrieve the latest conversion rates from one of
several currencies (monovalued) to one or to several other currencies
(multivalued).

Creating the query

1. Start Web Connect, and create a new query.

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 Accessing Data and Data Analysis 193

2. Locate the web site that contains the data you require.
In this example, use the browser window to select two currencies for which
we want the conversion rate -- US Dollars and Japanese Yen
3. Drag the required data cells into the Internet Query Panel.

Adding a monovalued prompt

Currently this report always contains US dollars and Japanese Yen but you want
to make it flexible enough to handle different currencies. To do this, you need to
create a couple of prompts which allow you to choose from a predefined set of
currencies when you run the query.

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194 Accessing Data and Data Analysis

To do this:
1. Click Prompts in the Internet Query Panel.
The Prompts dialog box appears.

2. Select the displayed URL.

The URL is copied to the lower panel.
3. Click New to define the first prompt.
4. For the Prompt Name, enter Convert from.
5. For Type, select Monovalued.
With a monovalued prompt you will only be able to select one value in
response to this prompt.
6. In the List of Values box, insert the names of the currencies that you would
like to be able to convert from.
Each time you generate a report, you will be able to choose one of these
currencies (monovalued) to act as your base currency.
7. Click Create an associated column to associate the extra values you have

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 Accessing Data and Data Analysis 195

added with a new column.

In this case, a column name is automatically entered, corresponding to the
Prompt name you entered.

8. Click OK.
The Internet Query Prompts dialog box is re-displayed with the prompt added.

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196 Accessing Data and Data Analysis

9. Select the section of the URL you want to replace with the prompt (in this
case, USD ).
The selected text area is displayed at the bottom right hand side of the dialog
box.

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 Accessing Data and Data Analysis 197

10. Click Activate.

The prompt is added to the URL.

11. Click OK to finish.

The Internet Query Panel is displayed once more.
When you next run the query you will be prompted to select one of the
currencies in the list of values.

Adding a multivalued prompt

The first prompt allows you to select a currency to convert from. Now you need
to add a second prompt, this time a multivalued prompt, that allows you to select
one or more currencies to convert to.
1. Click Prompts in the Internet Query Panel
The Prompts dialog box appears.
2. Click New to define the second prompt.
3. Type Convert to in the Prompt Name box.
4. Select Multivalued.
A multivalued prompt allows you to select more than one value from a list of

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198 Accessing Data and Data Analysis

values.
5. Type the names of the currencies that you would like to be able to convert to
in the list of values.
Each time you generate a report, you will be able to choose any or all of these
currencies to display their current conversion rate against the base currency
you select at the first prompt.
6. Click Create an associated column to associate the extra values you have
added with a new column.
A column name is automatically entered, corresponding to the Prompt name
you entered.

7. Click OK.
The Internet Query Prompts dialog box is re-displayed, with the prompt
added.
8. Select the Convert to prompt in the middle window.
9. To associate the newly created prompt with the URL currency field, select the
section of the URL you want to replace with the prompt (in this case, JPY in
the URL address).
The selected text area is displayed at the bottom right-hand side of the dialog

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 Accessing Data and Data Analysis 199

box

10. Click Activate to link this text to the selected prompt.

The prompt is added to the URL.
11. Click OK to return to the Internet Query Panel.

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200 Accessing Data and Data Analysis

12. Click Run to run the query again.

Both prompts are displayed together and you must select a currency to
convert from, and one or more currencies to convert to.

13. Click OK after selecting your prompts.

BusinessObjects displays the report.

The Web Connect Data Provider

Combining Data from Different
Sources

chapter
202 Accessing Data and Data Analysis

Overview
The data you need might not all come from the same source. For example, you
might have business objectives in a corporate database and personal data that
you store in a spreadsheet. BusinessObjects enables you to combine data from
different sources in the same report.
This chapter explains
the different data sources you can use
how to include data from different sources in the same report
when BusinessObjects automatically links data from different sources, and
when you have to make the link yourself

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 Accessing Data and Data Analysis 203

Which data sources are available?

BusinessObjects lets you access data from a wide range of sources. You can
access data from
relational databases (RDBMS), such as ORACLE and Microsoft SQL Server
multidimensional (OLAP) servers such as Microsoft OLAP Services,
ORACLE Express, and IBM DB2
text files and spreadsheets
packaged applications such as SAP.
almost any data source using Microsoft Visual Basic for Applications (VBA)
procedures
XML files
pages on the web

Which data sources are available?

204 Accessing Data and Data Analysis

Including data from different data sources in

the same report
You access data sources in BusinessObjects by building data providers for the
data sources. To include data from different sources in the same report, you
display data from different data providers. For example, if you want to display
data from a Sybase database and a Microsoft Excel file in the same report, you
could retrieve the data from the Sybase database by building a query or by using
a stored procedure and retrieve the data from Excel by accessing a personal data
file. BusinessObjects supports the following types of data providers:
queries on universes
stored procedures
free-hand SQL
personal data files
VBA procedures
OLAP servers
SAP
XML
World Wide Web pages

Which data providers can you combine in one report?

You can combine data from any BusinessObjects-supported data provider with
data from any other BusinessObjects-supported data provider in a single report.
For example, in a report that displays data from a query on a universe, you can
build a new query on a different universe. You can also use a different type of
data provider: a stored procedure, a free-hand SQL script, a personal data file,
or an OLAP server.

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 Accessing Data and Data Analysis 205

Using separate data providers for separate blocks in one report

You can display data from separate data providers in one block or separate
blocks in a BusinessObjects report. To display data from separate data providers
in one block, you first create a separate block with the separate data provider and
then combine data from the blocks. To create a separate block in a report using
a separate data provider, follow this procedure:
1. Open a report.
2. Click Table (or Crosstab or Chart) on the Insert menu. Your choice depends
on the type of block you want to insert.
3. With your mouse, draw a rectangle where you want the new block to appear.
4. When you release the mouse button, a wizard appears. Which wizard (New
Table, New Crosstab, or New Chart) appears depends on the command you
clicked on the Insert menu.
5. To use a separate data provider, click Access new data in a different way,
then click Next. The New Table wizard with Access new data in a different
way selected appears:.

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206 Accessing Data and Data Analysis

6. Click Begin.
The Specify Data Access screen appears.

7. Select the type of data provider you want to use, then click Finish. The editor
for the data provider appears.
8. Define and run the data provider.
BusinessObjects can automatically link data providers. It will prompt you to
link the new data provider with the existing data provider if:
No common dimension exists between them. Common dimensions are
dimensions with the same name occuring in the same universe. Dimensions
called Year that occur in a universe and an Excel spreadsheet are not
common. BusinessObjects will prompt you to link them.
and
The new block is in a section.
The new data appears in the new block.

Further information
For further information on linking data providers, refer to Linking data providers
on page 212.

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 Accessing Data and Data Analysis 207

Displaying data from separate data providers in the same block

Once you have created a separate block in a report from a separate data provider
and you manually or BusinessObjects automatically has linked the data
providers, you can display data from the separate data providers in one block.
You can do any of the following:

If you Then
Want to display data in an existing use the Pivot tab in the Table Format
table or crosstab, dialog box.
Want to display data in an existing use the Pivot tab in the Chart Format
chart, dialog box.
Want to display data in any type of use the Slice and Dice Panel.
existing block,

Which variables from linked data providers can you display?

Compatibility rules determine which variables from separate data providers can
be combined in the same block. When you cannot include a variable in a block,
it appears dimmed and italicized as shown in the following figure

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208 Accessing Data and Data Analysis

.You can use the common dimension from either data provider. Most often, you
can use measures from both data providers in the same block.

Displaying data in an existing table or crosstab

1. Click inside the table or crosstab that you want to modify with data from
another data provider.
2. Click Table or Crosstab on the Format menu.
3. In the Table Format dialog box, click the Pivot tab..

4. In the Used Variables box, click the folder that represents where you want to
display the data: Columns, Rows, Body.
5. In the Available Variables box, click the variable you want to add, then click
Add.
6. Click OK.

Displaying data in an existing chart

1. Click inside the chart that you want to modify with data from another data
provider.
2. Click Chart on the Format menu.
3. In the Chart Format dialog box, click the Pivot tab.
4. In the Used Variables box, click the folder that represents the axis where you

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 Accessing Data and Data Analysis 209

want to display the data: Columns, Rows, Body.

5. In the Available Variables box, click the variable you want to add, then click
Add.
6. Click OK.
In 2-D charts, all the variables are located in the X-Axis and Y-Axis folders. In
3-D matrix charts, the variables are located in all three folders: X-Axis, Y-Axis,
and Z-Axis.

Adding data in slice and dice mode

1. With a report open, click Slice and Dice to display the Slice and Dice Panel.
Slice and Dice
2. Variables for all the blocks in the report are displayed in the Available
Variables box.
3. Drag the icon of the variable you want to add to the report from the Available
Variables box and drop it either in the Section box or in the Block Structure
box.
4. Repeat the previous step for other variables you want to add.
5. Click Apply.

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210 Accessing Data and Data Analysis

Basing a data provider on an existing data

provider
You can base new data providers on data existing data providers that use
universes, personal data providers or OLAP data sources. To do this:
1. Click Table (or Crosstab or Chart) on the Insert menu. Your choice depends
on the type of block you want to insert.
2. With your mouse, draw a rectangle where you want the new block to appear.
3. When you release the mouse button, a wizard appears. Which wizard (New
Table, New Crosstab, or New Chart) appears depends on the command you
clicked on the Insert menu.

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 Accessing Data and Data Analysis 211

4. Click Use an existing query to build a new one. (This option is not available if
your report does not already contain at least one data provider based on a
universe, personal data provider or OLAP data provider.)
A list of data providers currently in the document appears.

5. Select a data provider and click Finish.

The Query Panel appears with the definition of the data provider you selected
loaded.
6. Modify the query in the query panel, then click Run.
7. The table, chart or crosstab based on the new query appears in the report.

Prompts and linking

Because prompt name are unique throughout a report, a data provider based on
an existing data provider contains prompts with names in the form
<prompt_name>_<prompt_number> if the original data provider had prompts.
For example, if the original data provider contained a prompt called Which
Country?, the copied prompt in the new data provider is called Which
Country?_1.
If the original data provider was linked to another data provider (see Linking data
providers on page 212 for details on linking data providers), the link is not
preserved in the new data provider.

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212 Accessing Data and Data Analysis

Linking data providers

Linking data providers enables data from different sources to be computed in the
same table, crosstab, or chart in a report.

What situations require you to link data providers?

BusinessObjects automatically links data providers with a common dimension.
Two dimensions in separate data providers are common when they belong to the
same universe and have the same name. BusinessObjects prompts you to link
data providers if there is no common dimension between the data providers.
If you simply want to add columns of data to a report, use the Edit Data Provider
command on the Data menu instead of building a new query. This method lets
you add result objects to the initial query; BusinessObjects automatically inserts
the new columns of data in the report or creates a new report.

EXAMPLE
BusinessObjects prompts you to link data providers
Heres an example scenario where BusinessObjects prompts you to link data
providers:
You create a new document by running a query on a universe.
You format the report as a master/detail, using for example the Year
dimension.
You want to compare yearly revenue with your sales targets, so you insert a
new table in the Year section.
Rather than inserting data from the document, or using the universe you ran
the first query on, you pull in data from the spreadsheet that contains your
personal targets.
Even though the spreadsheet contains the Year column, BusinessObjects
prompts you to link the personal data file with the query already in the report,
because youre inserting the new data in a section thats generated by the
query data.

Which dimension should act as the link?

It is necessary that the dimension you use to link data providers be the same type
(numeric or alphanumeric) in both data providers. If not, two rows of data will
appear for the linked object when you create a table that uses the object.

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 Accessing Data and Data Analysis 213

Additionally you should use only dimensions that return the same type of values.
It doesnt make sense to create a link between dimensions with totally different
lists of values (Year and Region, for example).

To link data providers when youre inserting a new block

1. Click Table, Crosstab or Chart on the Insert menu.
2. In the Wizard that appears, click Access new data in a different way, then click
Begin.
3. The Specify Data Access dialog box appears.
4. Select the type of data provider you want to run, then click Finish.
5. Build and run the data provider.
6. BusinessObjects displays a dialog box which prompts you to link the new data
provider with the data in the report.
7. To make the link:
Select the linking dimension from the new data provider by clicking an icon in
the Dimensions box.
Select the reports section master by clicking an icon in the Master(s) in the
Report box.
Click Link:

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214 Accessing Data and Data Analysis

The dimension you clicked in the Dimensions box appears below the dimension
in the Master(s) in the Report box:

8. Click OK.
The new data appears in the report. Measures are automatically calculated.

NOTE
If the Links Between Data Provider and Report dialog box appears, and you click
OK or Cancel without creating a link, you will obtain a Cartesian product. A
Cartesian product is a report result that returns each row from the first data
provider joined to every row from the second. If the first data provider has 100
rows and the second 50, the Cartesian product contains 5000 rows.

Linking existing data providers

The procedure above describes how to link data providers when youre bringing
new data to a report section. But what if you find yourself in the following
situation?
Your report contains two tables - one from a universe, the other from a
personal data file.
Theres no link between the tables because when you inserted the second
table, you simply placed it alongside the existing table without having

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 Accessing Data and Data Analysis 215

previously linked their data providers.

You now want to create the master/detail format, which is possible because
the tables share a dimension with the same name and same type.
The procedure for linking existing data providers is as follows:
1. Open the document containing the data providers you want to link.
2. Click View Data on the Data menu.
The Data Manager appears.
3. In the Data Providers box, click the dimension you are going to use as the link
between the data providers.
In the illustration below, the Resort dimension has been selected:

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216 Accessing Data and Data Analysis

4. Click the Definition tab, then click Link To:

The Define Link Between Dimensions dialog box appears. It lists the
dimensions you can use to link the two data providers.
5. Click the dimension you want to use as the link.

The symbol next to the dimension name now changes to indicate that the

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 Accessing Data and Data Analysis 217

dimension is the link between two data providers. This symbol will also now
appear when you click the dimension in the Data Manager.
6. Click OK to close the dialog box, then click OK in the Data Manager.
You can now use the linking dimension to apply a master/detail format in the
report.

Deleting the link between data providers

To delete the link between data providers, you delete the link of the common
dimension that links the data providers. You would delete the link between data
providers to use all the variables in a single data provider to build an independent
query. The procedure for deleting the link of the common dimension is as follows:
1. Click View Data on the Data menu.
The Data Manager appears.
2. In the Data Providers box, click the dimension that acts as the link.
Click the Definition tab, then click Unlink:

3. Click OK to close the Data Manager.

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218 Accessing Data and Data Analysis

Combining Data from Different Sources

Managing Data Providers

chapter
220 Accessing Data and Data Analysis

Overview
In what ways can you manage queries and other data providers in
BusinessObjects documents? This chapter answers that question by describing
how to:
rename data providers
get statistics such as the date and time a data provider was last refreshed,
and how many rows of data were returned
empty data providers of their data (called purging), and delete data providers
you no longer need

REMINDER
Data provider is the BusinessObjects generic term for all types of queries:
queries on universes, free-hand SQL, stored procedures, VBA procedures, XML
files, OLAP cubes and Web Connect.

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 Accessing Data and Data Analysis 221

Renaming data providers

BusinessObjects assigns a name to all data providers. Here are some examples:

Data provider name Description

Query 1 on eFashion The first query built on the eFashion universe in the
current document.
PS1 on Stock Stored procedure run on a database account called
Stock.
SQL 1 with Sales A free-hand SQL script run on a database connection
named Sales.
PD1 in C:\My Personal data coming from a spreadsheet stored in My
Documents\Forecast.xls Documents.
VBA 1 with The first VBA data provider built in the current document,
ThisDocumentApp where ThisDocumentApp is the name of the VBA macro
itself.

Why rename data providers?

Renaming data providers is by no means required in BusinessObjects. You can
work with the software without ever thinking about these names.
However, data provider names appear in several places in BusinessObjects, for
example in the Report Manager:

Data provider name

Here are a few cases where you might want to rename data providers.

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222 Accessing Data and Data Analysis

Documents with data from different sources

In documents containing two or more data providers, the names of variables may
also contain the name of the data provider that they belong to. For example,
Year (Query 2 on eFashion) is the Year dimension from the second query built
on the eFashion universe.
This additional information only appears if the data providers in the document
contain variables with the same name. In such cases, to help you distinguish
between variables with the same name, which in fact come from different data
sources, BusinessObjects automatically inserts the full variable name for
example Year (Query 2 on eFashion) in column headings in the report.

Selecting the data provider you want to edit

Editing a data provider in a document with multiple data providers also causes
each data providers name to appear. When you select the Edit Data Provider
command on the Data menu, you are prompted to select one data provider in the
following dialog box:

Giving data providers more meaningful names can help you know right away
which one you want.

To rename data providers

You rename data providers in the Data Manager. To do this:
1. Open the document containing the query you want to rename.
2. Click View Data on the Data menu.
The Data Manager appears.
3. Click the icon of the data provider you want to rename, then click the

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 Accessing Data and Data Analysis 223

Definition tab:

4. Type the new name in the Name box, then click OK.

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224 Accessing Data and Data Analysis

Getting statistics on data providers

BusinessObjects allows you to find out useful information on data providers, such
as when a query was last refreshed, how many rows of data a personal data file
returned, and how long it took to refresh a free-hand SQL script. To get these
statistics:
1. Open the document containing the data provider.
2. Click View Data on the Data menu.
The Data Manager appears.
3. Click the icon of the query you want to find out about, then click the Definition
tab.
The information appears in the bottom right corner of the dialog box:

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 Accessing Data and Data Analysis 225

Purging and deleting data providers

Whats the difference between purging and deleting a data provider? Purging
means emptying a data provider of its results, deleting means getting rid of the
data provider for good an action that cannot be undone.
Why purge or delete a data provider? Purging reduces the size of a document,
so is useful when you want to send the document to other users, or save it on a
diskette, for example. You should only delete a data provider, however, if you are
certain that you and other users no longer need it.
To purge or delete a data provider:
1. Open the document containing the data provider.
2. Click View Data on the Data menu.
The Data Manager appears.
3. Click the icon of the query you want to purge or delete:

4. Click Purge or Delete.

5. Click Yes in the confirmation box that appears, then click OK to close the Data
Manager.

Purging and deleting data providers

226 Accessing Data and Data Analysis

TIP
You can populate a purged data provider by clicking Refresh Data on the Data menu.
Note that this command refreshes all the data providers in the active document.

Managing Data Providers

 Accessing Data and Data Analysis 227

Using data providers efficiently

If you have multiple reports on separate report tabs and these reports draw their
data from the same source, you do not need to create a separate data provider
for each report. Instead you create a base data provider that contains the data
used by all the reports. This approach is better because BusinessObjects
performs one data retrieval for each data provider; it is more efficient to retrieve
data once and share it among reports than to retrieve the same data several
times.

EXAMPLE
Reports showing revenue by country and resort, revenue by country
In this example the Revenue and Country objects are common to both reports.
Instead of creating a data provider for each report you create a data provider
containing the Revenue, Country, and Resort objects and use these objects in
both reports. To do this:
1. Create a report showing revenue by country and resort by dragging the
Country, Resort and Revenue objects into the report. (See Building a basic
query on a universe on page 56 for an explanation of how to build a report on
a universe.)
2. Add an additional report tab by cliking Report on the Insert Menu.
Drag the Country and Revenue objects to the new report tab to create the
revenue by country report.

When you run this report, BusinessObjects retrieves the data once and shares it
between the two reports, rather than retrieving the data twice.

NOTE
You can use the Query Panel to modify a data provider by clicking Edit on the
Data menu. Do this rather than create a new data provider if you wish to add a
new report to a new tab and the new report uses the same or similar data to your
existing report(s).

Using data providers efficiently

228 Accessing Data and Data Analysis

Managing Data Providers

Analyzing Data

part
Introduction to Data Analysis

chapter
232 Accessing Data and Data Analysis

Overview
With BusinessObjects, you analyze data by looking at it on different levels of
detail and from different viewpoints. Through your analysis, you gain new
information and thereby answer questions.
You need go no further than the BusinessObjects interface to address all your
multidimensional analysis needs:
BusinessObjects on-report analysis allows you to work directly on your data
in your report using drag and drop and or with simple mouse clicks.
Explorer, an optional component in BusinessObjects, enables you to carry out
multidimensional analysis in Drill mode.
OLAP servers are databases that store summarized data, ready for business
analysis
BusinessObjects Slice and Dice mode allows you to organize data for
analysis in the slice and dice panel.

Introduction to Data Analysis

 Accessing Data and Data Analysis 233

On-report analysis
This part of the Users Guide describes how BusinessObjects on-report analysis
allows you to analyze your data directly on your report using easy mouse clicks
and drag and drop or with a simple mouse click.
You can drag and drop data on your report to get a different viewpoint for your
analysis. You can add data from the Report Manager to create tables and
sections. You can replace, swap and re-organize data on the report.
BusinessObjects redoes the calculations in your report immediately so that you
can see at once how different combinations of factors affect your performance.
Dynamic on-report grouping allows you to create groups for comparative analysis
and you can quickly insert common business calculations or easily create your
own formulas and variables for analysis.
You can sort, filter and rank your data using a simple mouse click to focus your
analysis on a slice of data.

On-report analysis
234 Accessing Data and Data Analysis

BusinessObjects drill mode

BusinessObjects drill mode allows you to analyze data from different angles and
on different levels of detail. Typically, you start off by looking at the high level data
and when you spot an unusually low or high value, or an unexpected value, you
can analyze it by displaying related data on a more detailed level. This allows you
to see how different factors of your business, seasonal, geographical, product
line affect your revenue.
See Analyzing Data in Drill Mode on page 237 for more information on drill mode.

Introduction to Data Analysis

 Accessing Data and Data Analysis 235

OLAP servers
If you work with an OLAP server, you can view and select the data you want when
creating a report. OLAP servers are databases that store summarized data,
ready for business analysis.
For more information on OLAP servers, refer to the OLAP Access Pack
documentation for the server at your site.

OLAP servers
236 Accessing Data and Data Analysis

Slice and dice mode

"Using Slice and Dice Mode" on page 271 describes how you can use the slice
and dice panel to add, delete and swap data round, to analyze your data from a
different viewpoint.

Introduction to Data Analysis

Analyzing Data in Drill Mode

chapter
238 Accessing Data and Data Analysis

Overview
This chapter describes how to use BusinessObjects drill mode.

What is drill mode?

Drill mode is a BusinessObjects analysis mode that allows you to break down
data and view it from different angles and on different levels of detail to discover
what the driving factor is behind a good or bad result.

EXAMPLE
Why is revenue better in this resort than in the others?
You see that revenue is much higher in the Hawaiian Club resort than in the
others. To find the reason for this, you need to look at all the factors that affect
revenue.

If you displayed all the factors that could be useful for analysis in a table or chart,
there would be too much data, making the report difficult to read. Drill mode
allows you to include data for analysis behind the scenes of your report and
display the top level data only. If necessary, you can drill down to the more
detailed data to understand the higher-level data. This allows you to see how
different aspects of your business affect your revenue step by step.
This underlying data is set up by the person who creates the report.

Analyzing Data in Drill Mode

 Accessing Data and Data Analysis 239

How does drill mode work?

When you make a query on a BusinessObjects universe, the objects you can
include are grouped in folders and organized in a specific order.

Sales Class

The objects grouped in the Sales class are all

connected to sales. They are arranged in
hierarchical order with Sales Person, the
highest level object, at the top and then down
through Year to Invoice Date, the finest level
of detail.

Measure objects are

stored in a separate
folder.

The person who creates the BusinessObjects universe organizes objects in

hierarchies, with the most general object in the class at the top and the most
detailed at the bottom.
Objects are grouped in this way to make it easy for you to find what you are
looking for. They are classified inside the groups so that if you want to make a
high level report you know you need to include objects at the top of the list in your
query and if you want a more detailed report then you choose objects from further
down the list.

Hierarchies
Objects are also organized in this way for drilling. When you analyze data in drill
mode, you use hierarchies. The universe classes are the default hierarchies you
use for drilling but the universe designer can also set up custom hierarchies. You
can also create and edit hierarchies in your reports.
Drill hierarchies contain dimension objects only. In drill mode, you drill down on
dimensions, for example from Year to Quarter to Month. At each level
BusinessObjects recalculates measures such as Revenue or Profit Margin.
240 Accessing Data and Data Analysis

The classic dimensions on which a designer or advanced user creates

hierarchies are geography, time and product. In the demo universe, Island
Resorts Marketing, there are four hierarchies:
Resort (Country, Resort, Service Line, Service)
Sales (Year, Quarter, Month, Week, Invoice Date)
Customer (Country of Origin, Region, City, Customer)
Reservations (Reservation Year, Reservation Quarter, Reservation Month,
Reservation Week, Reservation Date)
When you set up a report for drilling, you include high level objects to display in
your table or chart but include more detailed objects in your scope of analysis.
BusinessObjects retrieves these objects from the database and stores them
behind the scenes in your report so that they are there when you need them.
Before you can analyze data in drill mode, you have to set up this behind-the-
scenes data.
For information on how to set up data for analysis in drill mode see Defining
scope of analysis on page 63.

Analyzing Data in Drill Mode

 Accessing Data and Data Analysis 241

Using drill mode

Before you can analyze data in drill mode, your report must contain data that has
been set up for analysis.

Switching to drill mode

You open drill mode from a BusinessObjects report. To do this:
1. Select the table, crosstab or chart that you want to analyze in drill mode.
You can analyze only one block at a time.
2. Click Drill on the Standard toolbar or click Drill on the Analysis menu.
Drill
If no part of any table, chart or crosstab was selected before you clicked the
drill button, the cursor becomes a magnifying glass with a question mark next
to it.
This cursor appears if you do not select a block before
switching to drill mode.

If this happens, click inside the table, chart or crosstab you want to analyze.
When you go into drill mode, by default:
BusinessObjects creates a new report that contains a copy of the selected
table, crosstab or chart. The report tab displays the drill icon to show you are
in drill mode. The original report remains intact.
BusinessObjects adds a sum on measure objects.
If you are working on a master/detail report, BusinessObjects displays the
Drill toolbar.

NOTE
You can change these default behaviors. See Setting options for working in drill
mode on page 270 for more details.

You are now ready to drill on the data in the report.

Drilling down
When you drill down, you display the next level of detail in a hierarchy.

To drill down
1. Rest the cursor over the data.
The cursor changes to a magnifying glass with a plus sign in it. The plus sign

Using drill mode

242 Accessing Data and Data Analysis

indicates that you can drill down on this value.

A tooltip shows you the next dimension in the hierarchy:
The tooltip over Resort shows Service Line,
which is the next dimension in the
hierarchy. This means that by drilling on a
Resort value, you will display values for
Service Line.

2. Double-click the value.

The data for the next dimension appears in the table and the selected value
appears in the Drill toolbar.

The selected value, Hawaiian

Club, now appears in the Drill
toolbar

The table now displays the

revenue for Service Line services
for Hawaiian Club only.

Continuing to drill down

Each time you drill down BusinessObjects moves the value you drilled on to the
drill toolbar and filters the data in the report according to the values in the Drill
toolbar.

The table now displays

the revenue for all
services in the Food &
Drinks category for
Hawaiian Club only.

You can drill down as long as there are objects in the hierarchy. When you reach
the last level in a hierarchy, the normal cursor is displayed. This indicates you are
at the bottom of a hierarchy. If tooltips are turned on, a tooltip displays the
message Right-click to explore.

Analyzing Data in Drill Mode

 Accessing Data and Data Analysis 243

Displaying different values in the Drill toolbar

The block is filtered to only show data for the values currently displayed in the
Drill toolbar. You can change the values in the toolbar to look at data for a
different value.
1. Click the down arrow.

2. Choose a value from the drop-down list.

The data for the chosen value is displayed in the table.

BusinessObjects
updates the Revenue
column to show revenue
for French Riviera.

Drilling up
Drilling up is the opposite of drilling down. When you drill up, you go back up
through the hierarchy to display data on less detailed levels.

To drill up from one dimension to the next

1. Place the cursor over a value.
2. Right-click on the value you want to drill up on and click Drill Up on the
shortcut menu.
BusinessObjects displays the data for the next level up.

Using drill mode

244 Accessing Data and Data Analysis

Undoing drill actions

You can undo up to ten drill actions which can be useful if you lose track of your
analysis. To do this:
Click Undo on the Edit menu.

Drilling across
When you drill down and up you move through the levels of the same hierarchy.
However, if you cannot find the answer to a question by analyzing data in its
current hierarchy, you can move to another hierarchy to analyze other data.

EXAMPLE
Move from analyzing Resort to Sales
Your report displays data for Resort, which belongs to the Resort hierarchy. The
report also contains Year, which belongs to the Sales hierarchy, but the data for
Year is not currently displayed. If you drill across from Resort to Year, you can
then drill down on the next dimension in the Sales hierarchy. You can also drill
across to other hierarchies, or back to the hierarchy you were originally working
in. Drilling across opens up new paths that you can follow when analyzing data.
Before you can drill across, your report must contain dimensions from more than
one hierarchy. If this is not the case, you can:
Retrieve data for dimensions from more than one hierarchy by expanding
your scope of analysis, or
Create new hierarchies inside the report.

Analyzing Data in Drill Mode

 Accessing Data and Data Analysis 245

To drill down to another hierarchy

1. Right-click a value and click Drill By from shortcut menu.
The list of dimensions that you can drill to appears on a sub-menu:
In this example, you selected Food &
Drink from the Service Line column of the
table. The first dimension in the list,
Service, is the next dimension down in
the current hierarchy, the Resort
hierarchy.
The next three dimensions belong to
the Sales hierarchy.
The next dimension belongs to
the Customer hierarchy.

More opens up a list of all the available

dimensions.

2. Choose a dimension from the list.

Using drill mode

246 Accessing Data and Data Analysis

Drill By - More
The list in the Drill By sub-menu displays five dimensions only by default. To
display the full list of dimensions:
1. Right-click a value and click Drill By More on the shortcut menu.
The Drill By - All Available Dimensions dialog box appears.

2. Choose a dimension from the list and click OK.

The dimensions displayed in gray are already used in the current analysis.

NOTE
You can change the setting in the Drill By menu to display more items. See
Setting options for working in drill mode on page 270 for more information.

Analyzing Data in Drill Mode

 Accessing Data and Data Analysis 247

Drilling on charts
You can also drill on chart blocks in the same way you drill on tables and
crosstabs.
1. Rest the cursor over a part of the chart.
A tooltip appears to indicate the next dimension down in the hierarchy and the
cursor turns to a magnifying glass.

2. Double-click.
The chart is updated and the value you drilled on is displayed in the Drill
toolbar.

NOTE
You cannot drill on the data series of 2D and 3D Area charts.

Drilling on charts
248 Accessing Data and Data Analysis

Drilling on multiple hierarchies

If your block contains more than one hierarchy, you can simultaneously drill down
from one dimension to the next in all the hierarchies in the block. To do this, you
have to drill down on a measure object.
In the table illustrated below, Resort belongs to the Resort hierarchy and Year to
the Sales hierarchy. If you rest the cursor over the Resort column, you see that
the next level down is Service. If you rest the cursor over the Year column, you
see that the next level down is Quarter. You could drill down on one hierarchy
and then the other or you could drill down on both at the same time by drilling on
the Revenue column.

To do this:
1. Rest the cursor over the Revenue column. A tooltip shows you can drill down
on both Service Line and Quarter.

The tooltip shows you can

drill down on two
hierarchies, Service Line
and Quarter.

2. Double-click on the Revenue column in the cell that displays revenue for
Hawaiian Club in FY1998.
This is the highest value in the column.
BusinessObjects moves Resort and Year to the Drill toolbar. The values in the

Analyzing Data in Drill Mode

 Accessing Data and Data Analysis 249

Drill toolbar are Hawaiian Club and FY1998. Service Line and Quarter appear
in the table and BusinessObjects updates the Revenue column..

To drill up on multiple hierarchies

To drill up on all dimensions:
Right-click on a measure object value and click Drill Up on the shortcut menu.

Drilling on multiple hierarchies

250 Accessing Data and Data Analysis

Getting a different view of your data

As you work, you can change the data to analyze by inserting, removing or
replacing dimensions and measures in the block.
You can only replace data with data that is of the same type. You can replace
measures with measures and dimensions with dimensions.

To... Right click... From the Then choose...

menu
click...
Insert a in a table, on the cell Insert the variable you want to
variable below or to the right of insert
where you want to
insert the variable
in a chart, on the data
series (or its data
label, or its legend
key) next to which you
are going to insert the
variable
Replace a on the data you want to Replace the variable you want to
variable replace use from the list
Delete a the data you want to Delete
variable delete

NOTE
If the Insert and Replace commands are not available when you click on data,
this means there is no compatible variable with which to replace the selection.

Changing the data in tables as you drill

As you work on tables or crosstabs in drill mode, you can move data around from
the Report Manager to the Drill toolbar or to and from your table or crosstab. You
can add, replace and remove data as required to get a different viewpoint for your
analysis.
You can move variables from the Report Manager window to the Drill toolbar
or to a table or crosstab in the report.
You can move variables from the Drill toolbar to a table or crosstab in the

Analyzing Data in Drill Mode

 Accessing Data and Data Analysis 251

report.

NOTE
You cannot drag and drop variables onto charts.

The following tables summarize how you can move data around between the
Report Manager, Drill toolbar and tables and crosstabs.
Report Manager to drill toolbar
You can drag a variable from the list in the Report Manager and drop it in the Drill
toolbar.

To... Click... Drag... Drop when...

Insert a the icon of the the variable to the Drill toolbar shows
variable variable you want where you want the Insert highlighting
to move to insert it the status bar displays
Drop to insert
Replace a the icon of one of the variable over the Drill toolbar shows
variable the variables the variable you the Replace highlighting
want to replace the status bar displays
Drop to replace contents

Data tab or Drill toolbar to table or crosstab

You can also drag a variable from the Drill toolbar or Report Manager to the table
or crosstab you are working on.

Getting a different view of your data

252 Accessing Data and Data Analysis

To... Click... Drag... Drop when...

Insert a the icon of the the variable to the table or Drill toolbar is
variable variable you want where you want shows the Insert
to insert to insert it highlighting
the status bar displays
Drop to insert
Replace a the icon of one of the variable over the table or Drill toolbar is
variable the variables the variable you shows the Replace
want to replace highlighting
the status bar displays
Drop to replace contents

Using the Drill toolbar

You use the Drill toolbar to filter the data displayed in the block you are analyzing.
If you hold your cursor over one of the boxes a tooltip appears showing you:
which hierarchy the chosen value belongs to
the name of the dimension
alist of the top three values available for that dimension
Three dots at the end of the list of values indicates that more values are available
than those shown in the tooltip list. You can display a value from the list by typing
in the first letter on the keyboard.

You can type directly into

the box

Removing an object from the Drill toolbar

1. Click the arrow next to the object name.
2. Choose (Remove) from the list.
The cell disappears from the drill toolbar and the data for the variable is no
longer displayed.

Analyzing Data in Drill Mode

 Accessing Data and Data Analysis 253

Moving an object from the Drill toolbar to the block

1. Click the arrow next to the object name.
2. Choose (Move to block) from the list.
The cell disappears from the Drill toolbar and a column of data is added to the
table.

Re-organizing the Drill toolbar

You can re-organize the order in which variables are displayed in the Drill toolbar.

To... Click... Drag... Drop when...

Move a the icon of the the variable to the Drill toolbar shows
variable variable you want where you want the Insert highlighting
to move to insert it the status bar displays
Drop to insert
Swap two the icon of one of the variable over the mouse cursor
variables the variables the variable you becomes a swap icon
want to swap it the status bar displays
with Drop to swap

Insert highlighting

Replace
highlighting

TIP
You can drag the drill toolbar from its docked position under the other toolbars
and place it where it is convenient for you in your workspace.

Getting a different view of your data

254 Accessing Data and Data Analysis

Analyzing measures in drill mode

Measures display numeric data that is the result of calculations. For example,
Profit Margin is a measure that is the result of Revenue - Cost.
A report can contain two different types of measure objects:
those created by the universe designer and which are retrieved by a query (or
measures retrieved by other data providers)
measures created locally in the report
You can analyze measures in drill mode only if you have created them locally,
based on data in the document that you are working on.

NOTE
For information on creating measure objects locally, see "Formulas, Local
Variables and Functions" on page 465.

In drill mode, you can expand a measure in order to view its component parts in
the report and analyze numeric data.
Collapsing a measure is the opposite of expanding it. Instead of viewing the
measure's component parts, you display its aggregated values once more.

EXAMPLE
Analyzing profit margin
The data for Customer, Service and Margin are displayed in a report. Margin is a
local variable with the following syntax: Product Price - Product Cost.
When you expand Margin, the data for Product Price and Product Cost appear in
the report. When you collapse the expanded measure, the report shows the data
for Margin only.

To expand a measure
To expand a measure while working in drill mode:
1. Right-click the cell or chart element that displays the measure you want to
expand.
2. Click Expand on the shortcut menu.
The measure's component parts are displayed in the block.

Analyzing Data in Drill Mode

 Accessing Data and Data Analysis 255

To collapse a measure
To collapse a measure while working in drill mode:
1. Right-click the cell or chart element that displays the measure you want to
collapse.
2. Click Collapse on the shortcut menu.
The data for the measure's component parts disappears.

NOTE
If the Expand and Collapse commands are not available when you click on a
measure, it means the variable was not created locally in the report and therefore
cannot be analyzed.

Analyzing measures in drill mode

256 Accessing Data and Data Analysis

Making copies of reports while you work

To keep track of the different stages of your analysis you can make copies of your
work as you go along. Each copy you make of the report appears in a new tab
inside the document.
To make a copy of a report:
Click Take Snapshot on the Report toolbar.
A copy of the report appears in a new tab inside your document. The name
Take Snapshot that appears in the tab is Report Name(n+1). For example, if the report you
copied is named Sales, the new report is named Sales (1).

NOTE
The filters displayed in the Drill toolbar when the snapshot was taken are turned
into global report filters.

Analyzing Data in Drill Mode

 Accessing Data and Data Analysis 257

Extending analysis
You can bring new data into your report if it does not contain all the data you need
for your analysis. You do this by extending the scope of analysis in the Scope of
Analysis window or editing your query to retrieve more data from the database.

Expanding scope of analysis

To expand the scope of analysis:
1. Right-click on the block you are analyzing.
2. Click Scope of Analysis on the shortcut menu.
The Scope of Analysis dialog box appears.

To include all the

dimensions from a
hierarchy, click the
hierarchy's check box.

Click on a filter box to limit

the data retrieved.

Check the dimension

box to include just the
individual dimensions
you need.

3. Choose the dimensions to include in your scope of analysis and click OK.
The dimensions are now displayed in the list in the Report Manager window.

NOTE
BusinessObjects shows you which values are currently displayed in the Drill
toolbar by placing a filter icon next to them.

Extending analysis
258 Accessing Data and Data Analysis

Drilling through to the database to bring in new data

If the lowest level of detail you need is not currently available in the report, you
can drill through to the database directly from drill mode and get the data you
need. You do not have to edit the query in the Query Panel.
Heres how to do it:
1. Right-click on the column or row where you want the new data to be
displayed.
2. Choose Drill Through from the menu.
The Drill Through dialog box is displayed.

The dimensions that are currently

available in the report are grayed
out.

All dimensions that belong to drill

hierarchies but are not currently
available in the report are displayed
in black.

3. Choose a dimension and click OK.

The dimension is retrieved from the database and displayed in the block you
are analyzing.

NOTE
You can choose one dimension only at a time.

Analyzing Data in Drill Mode

 Accessing Data and Data Analysis 259

Bringing in new data using filters

You can use the filters applied in drill mode as query conditions when you bring
in new data from the database. The example below illustrates how this works.

EXAMPLE
Focus analysis on high-profile resort using drill filters as query conditions
You are interested in analyzing the excellent revenue results in the US. You have
drilled down on Country and see that the resort Hawaiian Club has generated the
best revenue. You now want to concentrate on this one resort and find out some
information on the country of origin of the customers for that resort, data that is
not currently available in your report.
To do this you first need to turn the drill filters option on:
1. Click Options on the Tools menu.
The Options dialog box appears.
2. Click the Drill tab.

3. Click Apply Drill Filters box in the Drill Through section.

You can now retrieve the new data from the database. Your drill mode report
currently looks like this:

You drilled down on Country and the table displays revenue for US resorts
only.

Extending analysis
260 Accessing Data and Data Analysis

1. Right-click on Hawaiian Club in the Resort column and click Drill Through on
the shortcut menu.
The Drill Through dialog box appears.

The dimensions already available in the report are grayed out. The Country
dimension has a filter to display data only for the US and the Resort dimension a
filter to display data only for Hawaiian Club. These filters will be used as query
conditions and only data concerning the US resort Hawaiian Club will be retrieved
from the database.

Analyzing Data in Drill Mode

 Accessing Data and Data Analysis 261

2. Choose Country of Origin from the Customer hierarchy and click OK.
BusinessObjects retrieves the data, displays Country of Origin in the table
and moves Resort to the Drill toolbar.

Notice that France is no longer available in the Country list and Hawaiian Club is
the only name in the resort list. The table now displays data for Hawaiian Club
only.

Extending analysis
262 Accessing Data and Data Analysis

Drilling using custom hierarchies

You may find that the default order in which dimension objects are arranged in
hierarchies is not optimal for your analysis needs, or that you need to drill on a
hierarchy that has objects from different classes.
You can edit a hierarchy by changing the order of the dimensions it contains, by
adding dimensions to it, and removing dimensions from it. You can also rename
a hierarchy, and even delete it.
You can also create your own hierarchies using dimensions available in the
report or by using user objects. There are two types of custom hierarchies:
Pre-defined custom hierarchies that are set up by the universe designer and
which can be re-used in other documents.
Hierarchies you create yourself and which are saved only in the document
you created them in.

Editing hierarchies
The changes you make to a hierarchy that was created by a universe designer
affect your work in drill mode only. For example, if you delete a hierarchy, you can
no longer use it in drill mode. However, the hierarchy remains unchanged in the
universe so you can still use the hierarchy to define scope of analysis when
building a query on the universe. The universe designer is the only person who
can edit or delete hierarchies at the universe level.

Analyzing Data in Drill Mode

 Accessing Data and Data Analysis 263

To edit a hierarchy for drill mode

1. Click Hierarchies on the Analysis menu.
The Hierarchy Editor opens.

2. In the Available Hierarchies box, click the + sign to view the contents of the
hierarchy folder.
3. In the Available Dimensions box, click the + sign to the left of the folder to view
the list of dimensions.
4. Make the required changes and click OK to close the Hierarchy Editor.
To add a dimension to an existing hierarchy
Click the dimension you want to add to the hierarchy, then click Add.
The dimension you clicked appears in the hierarchy's folder in the Available
Hierarchies box.
If the Hierarchy Editor does not list the dimension that you want to add to your
hierarchy, you may have to expand your scope of analysis. See Expanding scope
of analysis on page 257.

NOTE
You cannot combine dimensions from different data providers in a single
hierarchy.

Drilling using custom hierarchies

264 Accessing Data and Data Analysis

To change the order of the dimensions in a hierarchy

1. Click the dimension you want to move up or down in its hierarchy.
2. Click Move Up or Move Down to change the dimension's position in the
hierarchy.
To rename a hierarchy
1. Click the hierarchy you want to rename.
2. Click a second time on the hierarchy name, then type the new name.
To remove a dimension from a hierarchy
Click the dimension you want to delete, then click Remove.
To delete a hierarchy
Click the hierarchy you want to delete, then click Remove.

Creating hierarchies
You can create your own custom hierarchies from any dimensions available in
the report. The dimensions you include in a hierarchy can be local variables,
derived variables, or dimensions returned by data providers.

NOTE
You can also use a date-type user object as the basis for a time hierarchy. For
information on user objects see Creating user objects on page 331.

To create a custom hierarchy

1. Click Hierarchies on the Analysis menu.
2. The Hierarchy Editor opens.
3. Click New in the Hierarchy Editor.
4. Type the name of the new hierarchy, then click outside the name box.
5. In the Available Dimensions box, click the first dimension for the new
hierarchy, then click Add.
6. The dimension you clicked appears in the new hierarchy's folder in the
Available Hierarchies box.
7. Add the other dimensions you want to include and then click OK.
If the Hierarchy Editor does not list the dimensions that you want to include in the
hierarchy, you may have to expand your scope of analysis. See Expanding scope
of analysis on page 257.

Analyzing Data in Drill Mode

 Accessing Data and Data Analysis 265

NOTE
You cannot combine dimensions from different data providers in a single
hierarchy.

Drilling using custom hierarchies

266 Accessing Data and Data Analysis

Qualifying data for hierarchies

BusinessObjects qualifies data as dimensions, measures or details.
Hierarchies contain dimensions only, so if you want to include an object in a
hierarchy for analysis in drill mode, you must qualify it as a dimension.
In preparation for drill mode, you might need to change the qualification of user
objects, variables or formulas that you have created in your report. For example,
you want to include a variable in a hierarchy, but cannot because the variable is
qualified as a detail. In this case, you must qualify the variable as a dimension
before you can include it in the hierarchy.
You can change the qualification of data returned by stored procedures, free-
hand SQL scripts, and personal data files. You can also change the qualification
of user objects, local variables and formulas.

NOTE
You cannot change the qualification of data returned by a query on a universe.

Re-qualifying local variables and formulas

1. Select one of the following report elements that displays the formula or local
variable you want to qualify:
A cell in a table or a crosstab.
In a chart, the data series, a data label or the legend.
A free-form cell.
2. Click Variables on the Data menu.
The Variables dialog box opens.

Analyzing Data in Drill Mode

 Accessing Data and Data Analysis 267

3. Select the local variable or formula from the list.

Local variables are stored in the Variables folder and formulas are stored in
the Formulas folder.
4. Click Edit.

5. In the Definition tab of the Variable Editor, click an option button to change the
qualification, then click OK.
6. Click Close in the Variables dialog box.

Re-qualifying variables
1. Click View Data on the Data menu.
2. The Data Manager dialog box opens.
3. In the Data Providers box of the Data Manager, click the icon that represents
the column of data whose qualification you want to change.
4. Click the Definition tab.
5. The name, type, qualification and values for the column are displayed.
6. In the Qualification box, click an option button to change the column's
qualification.
7. Click OK.

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268 Accessing Data and Data Analysis

Re-qualifying user objects

1. Click Universes on the Tools menu.
2. The Universes dialog box opens.
3. Select the universe that contains the user object, then click User Objects.
4. Click Edit.
5. In the Qualification box of the Definition tab, click an option button to change
the qualification, then click OK.
6. Click OK in the User Objects dialog box.

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 Accessing Data and Data Analysis 269

Printing from drill mode

You can print out a table, crosstab or chart from drill mode. Before printing you
can insert the contents of the Drill toolbar into to your report to keep track of the
filters applied.

Inserting Drill toolbar contents as a title

1. Click Special Field on the Insert menu then click Drill Filters.
2. The cursor becomes an insert cell cursor.
3. Holding down the left mouse button, draw a box on your drill mode report
page in the position where you would like to display the title.
4. Release the mouse button.
5. A cell is inserted that contains a list of the values currently displayed in the
Drill toolbar.
You can edit the size and formatting of the cell just as you would edit any cell
in a report.

Printing a report from drill mode

1. Make sure the report you want to print is active.
2. Click Print on the File menu.

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270 Accessing Data and Data Analysis

Setting options for working in drill mode

There are a number of options you can set to manage how you work in drill mode.
You can:
control the number of items that appear on the popup sub-menus
view the number of values for each dimension that appears on the popup
menu
systematically create a new report when you switch to drill mode, or be
prompted to choose whether or not to create a new report
control the cursor and the tooltip that appear in drill mode
automatically display the totals or percentages of numeric data (measures)
choose to display a message before closing drill mode
set drill filters as query conditions when you drill through to retrieve more data
from the database
To set options for drill mode:
1. Click Options on the Tools menu.
The Options dialog box opens.
2. Click the Drill tab:

3. Set the required options and click OK.

Analyzing Data in Drill Mode

Using Slice and Dice Mode

chapter
272 Accessing Data and Data Analysis

Overview
Slice-and-dice mode enables you to switch the position of data in a report, for
example by moving columns to rows to create a crosstab.
You can also use slice-and-dice mode to:
work with master/detail reports
display and remove data
rename, reset and delete blocks
turn tables and crosstabs into charts, and vice versa
apply, edit and delete breaks, filters, sorts, rankings and calculations
You access slice-and-dice mode through the Slice and Dice Panel, a pop-up
window that provides a graphical representation of the report you are working on.
You carry out slice-and-dice tasks by dragging and dropping icons that represent
your data.

Using Slice and Dice Mode

 Accessing Data and Data Analysis 273

Working in slice-and-dice mode

To display the Slice and Dice Panel, click Slice and Dice on the Analysis menu,
or click Slice and Dice on the Standard toolbar.
The Slice and Dice Panel appears:.l
Slice and Dice

e
b
c

d g

a. Show/hide the Available Variables box

b. Apply breaks, filters, sorts, rankings and calculations.
c. Report variables.
d. View all variables, dimensions only, measures only, or all variables by data provider.
e. Show masters in master/detail reports.
f. Show the variables in the active table, chart or crosstab
g. Show the name and type (table, chart or crosstab) of each block .

You can rename, transform, reset or delete a block by clicking its tab with the right
mouse button, then clicking a command on the shortcut menu that appears.

Working with master/detail reports in slice and dice mode

Master/detail reports display data in sections. Each section contains a master
or parent piece of data, for example a resort, or a year. The rest of the data in the
section relates to the master.

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274 Accessing Data and Data Analysis

The following illustration shows a master/detail report, and its corresponding

representation in the Slice and Dice Panel:
The Available Variables box shows the
variables and formulas you can display in the
report.

The Section box shows the master,

which in this report is Quarter.

The Block Structure box shows

the data that appears in the
table.

A master/detail report and its representation in the Slice and Dice Panel

The Slice and Dice Panel makes it easy to work with master/detail reports. You
can:
build a master/detail report
reorganize a master/detail report by replacing the master or by building a
master/master detail report
undo a master/detail report by removing the master
deactivate sections of master/detail reports
The following sections describe how to perform these tasks.

Using Slice and Dice Mode

 Accessing Data and Data Analysis 275

To structure an existing report as a master/detail report

To structure an existing report as a master/detail report in slice and dice mode,
you drop the icon of the master in the Section box.

If you want to... Then...

Use data that is already displayed in 1. Drag an icon from the Block
the report, Structure box
2. Drop it in the Section box
3. Click Apply.
Use data that is not yet displayed in the 1. Drag an icon from the Available
report, Variables box
2. Drop it in the Section box
3. Click Apply

You can perform this task in drill mode. To do so, switch to drill mode and select
the data you want to use as master. Click your right-mouse button and on the
shortcut menu that appears, click Set as Master.

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276 Accessing Data and Data Analysis

Reorganizing a master/detail report

You can re-organize a master/detail report by:
Using a different master. For example, if the master is Year, you can replace
it with Resort.
Building a master/master/detail report. This structure enables you to view
data on two levels of detail. The illustration below shows one section of a
master/master/detail report. For FY1998, the report displays revenue for each
resort per quarter:

One section of a master/master/detail report

Using Slice and Dice Mode

 Accessing Data and Data Analysis 277

To use a different master

You can replace the master with data that is already displayed in the report, or
with data that is not yet displayed. Here is the procedure:
1. Open a master/detail report.
2. Select the icon of the master in the Section box, then press the Delete key.
3. The icon disappears from the Section box.
4. To use data that is already displayed in the report, drag an icon from the Block
Structure box, and drop it in the Section box.
5. To use data that is not yet displayed, drag an icon from the Available
Variables box, and drop it in the Section box.
6. Click Apply to display the report with its new master.
You can swap the master with data that is displayed in the report. To do so, hold
down your Shift key, then drag the master until it is located above the icon with
which you want to swap it, in the Block Structure box. Release your mouse
button, then click Apply.
To build a master/master detail report
A master/master detail report contains two masters, as its name suggests. This
means that in the Slice and Dice Panel, there must be two icons in the Section
box.
You are most likely to build a master/master/detail report from an existing master/
detail report. Here is the procedure:
1. Open a master/detail report, then open the Slice and Dice Panel.
2. Drag an icon to the Section box.
You can drag an icon from the Available Variables box, or from the Block
Structure box.
3. Drop the icon until it is located just below the existing master, then release

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278 Accessing Data and Data Analysis

your mouse button.

4. Click Apply to display the master/master detail report.

To undo a master/detail report

Undoing a master/detail report means removing the master. In the Slice and Dice
Panel, this means that you remove the master from the Section box.

If you want to... Then...

Move the master to a block, 1. Drag the master from the Section
box to the Block Structure box
2. Click Apply.
Remove the master from the report, 1. Select the master in the Section
box.
2. Press the Delete key.
3. Click Apply

Using Slice and Dice Mode

 Accessing Data and Data Analysis 279

Deactivating sections of master/detail reports

Deactivating sections of a master/detail report enables you to recalculate the
report without removing data from it. This feature is particularly useful in reports
that contain multiple blocks, as the following example describes.
The section of the report illustrated below displays revenue and number of guests
per quarter for FY1998. The chart on the left shows revenue per quarter, while
the table on the right shows number of guests per quarter:

Working in slice-and-dice mode

280 Accessing Data and Data Analysis

You want to obtain the number of guests per quarter for all resorts, rather than
the number of guests per resort, as shown in this illustration:

You obtain this result by deactivating the Resort section for the table. The Slice
and Dice Panel enables you to perform this task with mouse clicks. After you
have done so, BusinessObjects dynamically recalculates the number of guests
for all resorts while leaving the data in the chart unchanged.
To deactivate a section of a master/detail report
1. Open a master/detail report, then open the Slice and Dice Panel.
2. Click the tab of the block (table, chart or crosstab) that you want to

Using Slice and Dice Mode

 Accessing Data and Data Analysis 281

recalculate.
3. In the Section box, with your right-mouse button click the master of the section
that you want to deactivate.
4. Click Deactivate this section on the shortcut menu.

5. Click Apply.
The block appears in the section above the section that you deactivated.

NOTE
If you select a master that has masters beneath it, the pop-up menu gives you an
additional option to deactivate the master plus all its child masters. Similarly, if
you select a deactivated master that is not at the top of its master hierarchy, the
menu gives the option to reactivate the master plus all its parent masters. See To
deactivate or activate two or more sections at the same time on page 282.

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282 Accessing Data and Data Analysis

To reactivate a section of a master/detail report

Once you have deactivated a section of a master/detail report, you can reactivate
it in the following way:
1. Open the master/detail report, then open the Slice and Dice Panel.
2. Click the tab of the block (table, chart or crosstab) that you want to
recalculate.
3. In the Section box, with your right-mouse button click the master that you now
want to activate.
4. Click Activate this Section on the shortcut menu.
5. Click Apply.
You can also perform this task by selecting and dragging the block back to its
original section. To do this, hold down your Alt key and click inside the block.
Position the cursor on the blocks border. When the cursor changes to a cross,
as shown in the margin, click the border. Hold down your mouse and drag the
block to its original section. When you release the mouse button,
BusinessObjects dynamically recalculates the data in the block.
To deactivate or activate two or more sections at the same time
In master/master/detail reports, which by definition contain two or more sections,
you can deactivate two or more sections at the same time:
1. Open the master/detail report, then open the Slice and Dice Panel.
2. Click the tab of the block (table, chart or crosstab) that you want to
recalculate.
3. In the Section box, click the master of the uppermost section that you want to
deactivate with your right-mouse button.
4. Click Deactivate this section and all sections below it on the shortcut menu.
5. Click Apply.
BusinessObjects recalculates the report.
6. To reactivate the sections:
7. Click the master of the lowest section with your right-mouse button (Quarter,
in the example above).
8. Click Activate this section and all sections above it, then click Apply.

Positioning data horizontally in slice-and-dice mode

All reports display data horizontally. In tables and crosstabs, data appears in
columns, and in charts, data is plotted on the X-axis that runs from left to right.

Using Slice and Dice Mode

 Accessing Data and Data Analysis 283

In the Slice and Dice Panel the Block Structure box shows dimensions and
measures that appear horizontally in a table, crosstab or chart. :

Dimensions and
measures as
represented in the
Slice and Dice
panel.

You can use the Slice and Dice Panel to move variables horizontally, using drag-
and-drop. You can also swap two variables.

To drag a variable horizontally to a new position

Select an icon, hold down your mouse button and drag the icon horizontally, left
or right, to its new position. As you move the mouse, the cursor changes, as
shown in the margin. Release your mouse button to drop the icon at its new
position. Click Apply to display the data in its new position in the report.

To swap two variables horizontally

To swap two variables horizontally, hold down the Shift key and select one of the
icons you want to swap. The cursor changes to show that you are carrying out a
swap operation, as shown in the margin. Drag the icon horizontally until it is
above the other icon you want to swap, then release your mouse button. Click
Apply to display the swapped data in the report.

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284 Accessing Data and Data Analysis

Working with crosstabs and 3-D matrix charts

The Slice and Dice panel makes working with crosstabs and 3-D matrix charts
simple. The Block Structure box clearly shows the structure of the crosstab or 3-
D matrix chart.

Data that appears in rows. Data that appears in columns.

Slice and Dice panel crosstab Data that appears at row/

symbol. column intersections.

Using Slice and Dice Mode

 Accessing Data and Data Analysis 285

The following illustrations show the crosstab and the 3-D matrix chart that
correspond to the representation in the Block Structure box above.

Crosstab

3-D matrix chart

In slice-and-dice mode you can perform the following tasks with crosstabs and 3-
D matrix charts:
build a crosstab or 3-D matrix chart from a table or 2-D chart, respectively
reduce a crosstab or 3-D matrix chart to a table or 2-D chart, respectively
reposition data that appears in rows or on the Z-axis
move data between rows and columns (in crosstabs), and between the Z-axis
to the X-axis (in 3-D matrix charts)
turn crosstabs into 3-D matrix charts and vice versa
The following sections describe how to perform these tasks, with the exception
of turning crosstabs into 3-D matrix charts and vice versa. This task is described
in Transforming blocks in Slice-and-Dice mode on page 289.

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286 Accessing Data and Data Analysis

To build a crosstab or a 3-D matrix chart from a table or 2-D chart

Here is the procedure:
1. Click inside a table or 2-D chart, then open the Slice and Dice Panel.
2. Select the icon of the data that you want to use to build the crosstab or matrix
chart.
3. Drag the icon until it is positioned above the icon that is furthest to the right in
the Block Structure box, then release your mouse button.
4. The icon appears above and to the right of the other icons in the Block
Structure box, as illustrated on page 284.
5. Click Apply to make the crosstab or matrix chart appear.
Which icons you take depends on whether you want to include existing or new
data:

To do this... Then...
Use data that is already displayed in take an icon from the Block Structure
the report, or Section boxes.
Use data that is not yet displayed, take an icon from the Available
Variables box.

To reduce a crosstab or 3-D matrix chart to a table or 2-D chart

When you reduce a crosstab or a 3-D matrix chart into a table or 2-D chart, you
take data out of the crosstab or matrix chart. You can:
remove data from the report
display the data in the 2-D chart or table
Here is the procedure:
1. Click inside a crosstab or 3-D matrix chart, then open the Slice and Dice
Panel.
2. Select the icon of the variable whose data appears in rows (if you are working
with a crosstab), or on the Z-axis (if you are working with a chart.) This icon is
located in the upper right-hand corner of the Block Structure box.
3. If you want to remove the data from the report, press the Delete key.
If you want to display the data in the table or 2-D chart, drag it down and to
the left, until it is at the same level as the other icons. Then, release your
mouse button.
4. Click Apply to make the table or 2-D chart appear.

Using Slice and Dice Mode

 Accessing Data and Data Analysis 287

To reposition data vertically

You can place more than one variable in rows in crosstabs and on the Z-axis of
3-D matrix charts. You can reposition these variables, as illustrated here:

In this example, the

data for Quarter and
Year would appear in
columns in a crosstab,
or on the Z-axis of a 3-
D matrix chart. You can
move Year up, or
Quarter, down.

To move a variable up or down

Select an icon, hold down your mouse button and drag the icon vertically, up or
down, to its new position. As you move the mouse, the cursor changes, as shown
in the margin. Release your mouse button to drop the icon at its new position,
then click Apply.
To swap two variables vertically
To swap two variables vertically, hold down the Shift key and select one of the
icons you want to swap. The cursor changes to show that you are carrying out a
swap operation, as shown in the margin. Drag the icon vertically until it is above
the other icon you want to swap, then release your mouse button. Click Apply.

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288 Accessing Data and Data Analysis

To move data between columns and rows in crosstabs

You can move data between the columns and rows of a crosstab using the Slice
and Dice Panel, by moving icons from and to the upper right-hand corner of the
Block Structure box:

In this example, the data for

Quarter and Year appears
in columns in the crosstab.
You can move either
variable to a row by
dragging Quarter or Year
next to Resort.

To move data from rows to columns

Select an icon in the upper right-hand corner of the Block Structure box, hold
down your mouse button and drag it to the bottom left-hand corner of the box. As
you move the mouse, the cursor changes, as shown in the margin. Release your
mouse button and click Apply.
To swap two variables between columns and rows
Hold down the Shift key and select one of the icons you want to swap. Drag the
icon until it is above the other icon you want to swap. The cursor changes to show
that you are carrying out a swap operation, as shown in the margin. Release
your mouse button and click Apply.

To move data between the X- and Z-axis in 3-D matrix charts

This task is equivalent to moving data between columns and rows in crosstabs.
Follow the procedures described in the preceding paragraphs. For column read
X-axis and for row read Z-axis.

Displaying and removing data in Slice-and-Dice Mode

The Slice and Dice Panel shows the data that is displayed in a report. It also
shows any unused data that you can display. More precisely:
The icons that you can see in the Section box, and in the Block Structure box,
show the data that is already displayed in the report.
The icons in the Available Variables box show all the data you can use,

Using Slice and Dice Mode

 Accessing Data and Data Analysis 289

whether or not it is already displayed.

Using the drag-and-drop technique, you can display unused data in the report,
and you can remove data that is already displayed. Once removed, the data
remains available for later use.

To display data in the report

1. In the Available Variables box, drag an icon to the Section box to display it as
a master, or double-click it to display it in the block.
2. Click Apply to display the data in the report.

To remove data from the report

1. Select an icon in the Section box or the Block Structure box.
2. Drag the icon to the Available Variables box, and release the mouse button.
Alternatively, press the Delete key.
3. Click Apply to remove the data from the report.

Deleting, renaming and resetting blocks in Slice and Dice mode

You can delete, rename and reset blocks in slice-and-dice mode. To do so:
1. Click the tab of the block you want to work on. To select multiple blocks, hold
down the Ctrl key then click each one.
2. Click your right-mouse button.
The shortcut menu appears.
3. Click the command that corresponds to the task you want to perform.
If you select the Rename command, you must type the new name in the
dialog box that appears, then click OK.
The Rename command is not available for multiple tabs.
4. Click Apply.

TIP
You can reset one or more blocks using the procedure described above. To reset
the whole report, click the Reset button on the Slice and Dice Panel toolbar.
Resetting a block or a report removes any formatting you have applied.

Transforming blocks in Slice-and-Dice mode

In slice-and-dice mode, you can turn tables and crosstabs into charts, and vice
versa. To do so:
1. Open the Slice and Dice Panel, then click the tab of the block you want to

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290 Accessing Data and Data Analysis

transform.
2. Click your right-mouse button, then select a command:

If you want to... Click..

Turn the selected table or crosstab to a chart Turn to Chart
Turn the selected chart to a table Turn to Table
Turn the selected matrix chart to a crosstab Turn to Crosstab

3. Click Apply.

Applying further modifications in slice and dice mode

You can use the Slice and Dice Panel to apply the following features on data that
is displayed in a report:
sorts, which control the order in which the data appears
ranking, which enable you to view top and bottom values of selected data.
calculations
breaks, which break up blocks of data.
filters, which enable you to view only the data that you need.
There is a button for each feature in the Slice and Dice Panel toolbar:
a.Sorts
b.Ranking
c.Calculations
a b c d e
d.Breaks
e.Filters

None of the above functionalities is specific to slice and dice mode; however, the
Slice and Dice Panels graphical interface provides a user-friendly way to apply
them. Moreover, it is useful to be able to perform slice and dice operations, then
apply one or more of these features to the report. For example, if you build a
master/detail report that displays revenue by resort, you can quickly calculate the
total revenue per resort.
In the sections that follow, you learn how to use the Slice and Dice Panel to apply
sorts, ranking, calculations, breaks and filters on report data. References to more
information on the features are provided in their respective sections.

Using Slice and Dice Mode

 Accessing Data and Data Analysis 291

Using sorts to control data order

To apply a sort on data in the report:
1. Select an icon in the Section box or the Block Structure box.
2. Click Apply Sort.
A sort icon appears next to or below the icon you selected.
.You can also:
Apply Sort
Invert the sort. To do this, double-click the sort icon.
Remove the sort. To do this, select its icon then press the Delete key.
For further information on sorts and how to apply them on report data, refer to the
BusinessObjects Users Guide: Report Techniques and Formatting.

Using ranking to view only top and bottom values of data

To apply ranking on data in the report:
1. Select an icon in the Section box or the Block Structure box.
2. Click Apply Ranking.
Apply
Ranking
A ranking icon appears next to or below the icon you selected.
3. Double-click the ranking icon.
The Select Top/Bottom Variable Name dialog box appears, where you define
the ranking you wish to apply.
4. Click OK, then, in the Slice and Dice Panel, click Apply.
The report appears with the ranking you applied.
You can also:
Redefine the ranking by double-clicking its icon in the Slice and Dice Panel,
then modifying its attributes in the Select Top/Bottom Variable Name dialog
box.
Remove the ranking. To do this, select its icon then press the Delete key.
For further information on ranking and how to apply them, refer to the
BusinessObjects Users Guide: Report Techniques and Formatting.

Making calculations on data

To make a calculation on data in the report, select an icon in the Section box or
the Block Structure box, then click Insert Calculation. A calculation icon appears
Insert
next to or below the icon you selected.
Calculation

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292 Accessing Data and Data Analysis

To select the calculation:

1. Double-click the calculation icon.
The Calculation On dialog box appears.
2. Select the function(s) you wish to apply, then click OK.
3. Click Apply.
The calculations appear in the report.
For information on how to apply calculations without using slice-and-dice mode,
refer to the BusinessObjects Users Guide: Report Techniques and Formatting.
Applying breaks
You can apply a break on data that is displayed in tables or crosstabs. You
cannot apply a break on a master, or on data that is displayed in a chart.
To apply a break:
1. Select an icon in the Block Structure box, then click Apply Break.
Apply Break A break icon appears next to or below the icon you selected.
Click Apply.
BusinessObjects applies the break to the report.
You can also:
Redefine a break by double-clicking its icon. In the dialog box that appears,
you can select different attributes for the break.
Remove a break. To do this, select its icon, then press the Delete key.
For further information on breaks and how to apply them, refer to the
BusinessObjects Users Guide: Report Techniques and Formatting.

Using filters to view only the data you need

To apply a filter on data in the report:
1. Select an icon in the Section box or the Block Structure box.
2. Click Apply Filter.
A filter icon appears next to or below the icon you selected.
Apply Filter 3. Double-click the filter icon.
The Filter On dialog box appears, where you define the filter you wish to
apply.
4. Click OK, then, in the Slice and Dice Panel, click Apply.
The report appears with the filter you applied.
You can also:
Redefine the filter by double-clicking its icon in the Slice and Dice Panel, then

Using Slice and Dice Mode

 Accessing Data and Data Analysis 293

modify its attributes in the Filter on dialog box.

Remove the filter. To do this, select its icon then press the Delete key.
For further information on filters and how to apply them, refer to the
BusinessObjects Users Guide: Report Techniques and Formatting.

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294 Accessing Data and Data Analysis

Using Slice and Dice Mode

Customizing Report Data

part
Filtering and Ranking Data

chapter
298 Accessing Data and Data Analysis

Overview
A BusinessObjects report can contain a great deal of data. This chapter presents
the various ways in which you can organize and present report data to bring
certain key information to the instant attention of your readers.
You can limit the amount of information displayed in a report to focus on a
selection only by using filters.
You can order the information by using ranking or sorting.
You can highlight interesting data with special formatting by using alerters.

Filtering and Ranking Data

 Accessing Data and Data Analysis 299

Limiting the data displayed

You might not want to display all the data returned by a data provider in a report.
You might want to focus on a selection of it only, which is difficult if there is a lot
of data on the screen. A filter enables you to hide data you do not want to view
behind the scenes and display only the data you need.
There are two types of filter. A global filter affects the whole report. A block-
specific filter filters data for the specified chart, table or crosstab only.

EXAMPLE
Filter data to show sales revenue for two regions only

You can filter the data for Region by BusinessObjects now displays the values
selecting two of its values: East Coast and for these objects only.

In this example you want to show the sales revenue results for two regions only.
To do this, you insert a filter on the Region column and choose to display East
Coast and Mid West only.
Notice how the filter also affects calculations. The sum is different in the two
tables.

Inserting a filter
You can insert a filter on data in tables, crosstabs or charts.

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300 Accessing Data and Data Analysis

To insert a filter
1. Click the row, column or chart element you want to filter.
2. Click the Insert Filter button on the Report toolbar, or click Filter on the Insert
menu.
The Apply a Filter On dialog box appears. It displays the values you can select
Insert Filter
for the filter:

The title of this dialog box depends on

the data you select in the report. Here
you are filtering on Region so the title
is Apply a Filter on Region.

3. Hold down the Ctrl key and click the values you want to include in the report,
then click OK.
The dialog box closes, and the report includes only the values you selected.
The Insert Filter button on the toolbar is dimmed.
To remove the filter, click inside the filtered data, then click Insert Filter.

Managing filters
You can manage filters in the Filters dialog box in the following ways:
Select different values for existing filters.
Add new filters.
Insert filters on variables that are not displayed in the report.
Specify whether a filter be applied on the whole report or on a specific block.
Remove filters.
The following sections describe these tasks.

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 Accessing Data and Data Analysis 301

Selecting different values for existing filters

Once you have defined a filter by specifying the values you want to display, you
can edit it by selecting different values. For example, instead of displaying data
for the East and Midwest regions, you can select different values and display data
for the West and South.
To select different values for an existing filter:
1. Click inside the block or master cell where the filtered data appears.
2. Click Filters on the Format menu.
The Filters dialog box appears.

Filters in the
Global folder affect
the whole report.

Filters in other
folders affect the
table/crosstab/chart
to which the folder
refers.

3. In the Filters On list, click the variable whose filter you want to edit.
In the Values box, the values that are currently displayed in the report are
highlighted (East and Midwest, in the illustration above.)
4. To select different values, you can:
- Click values that are already selected. The highlighting disappears, which
shows that the values will not appear in the report.
- Select previously unselected values. Before you do this, check Show All
Values to display all the values for the variable.
- Click Select All Values. Doing this enables you to keep the filter, yet view all
the data for the selected variable.
5. When you are done, click OK or Apply.

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302 Accessing Data and Data Analysis

Adding filters
The Filters dialog box enables you to add filters to the report. To add a filter:
1. Click inside the report then click Filters on the Format menu.
The Filters dialog box appears.
2. Double-click a folder in the Filters On box:
- Filters in the Global folder affect the whole report.
- Filters in the BlockName folder are block-specific.
3. Click Add.
The Variable(s) to Filter dialog box appears. It lists all the variables in the
document that are not currently filtered, whether or not they are displayed in
the current report:

4. Click the variable you want to filter, then click OK.

You return to the Filters dialog box. The variable(s) you clicked in the
Variable(s) to Filter dialog box appear(s) in the Filters on box.
5. In the Values box, hold down the Ctrl key and click the values to display.
6. If you selected more than one variable to filter in the Variable(s) to Filter dialog
box, repeat step 5, then click OK or Apply.

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 Accessing Data and Data Analysis 303

TIP
You can drag-and-drop a filter between folders. This enables you to change the
way a filter is applied. For example, if you drag a filter from a Block Name folder
to the Global folder, then click Apply or OK, you apply the filter on the whole report
rather than on one block.

Removing a filter
When you remove a filter, BusinessObjects displays all the data for the variable
on which you applied the filter. For example, if you applied a filter that displays
revenue for the East and Midwest regions only, then you remove that filter,
BusinessObjects displays revenue for all regions.
To remove a filter:
1. Click in the data on which you applied the filter.
Insert Filter 2. Click Insert Filter on the Report toolbar.

NOTE
You can also choose the Filters command from the Format menu, highlight the
filtered variable in the Filters On box, then click Remove.

Displaying filter names in a special field

To keep track of the global filters you have applied to the whole report, you can
automatically insert the names of the filtered values you have placed in the global
filters folder as a comment or title to your report.
To do this:
1. Click Special Field, then click Global Filters on the Insert menu.
The cursor changes to the insert cell cursor.
2. Draw a box in the area of the report where you want insert the names of the
filtered values.
3. When you release the mouse button BusinessObjectsinserts the names.
You can also insert the data in an existing cell. To do this:
1. Select the cell.
2. Click Special Field, then click Global Filters on the Insert menu.
BusinessObjects displays the names of the filtered values in the selected cell.

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304 Accessing Data and Data Analysis

Creating more complex filters

Simple filters enable you to restrict the data of a variable in the report. Complex
filters enable you to display values that satisfy conditions. You define a complex
filter by writing a formula.
For more information on using the Formula Editor to write formulas, see
"Formulas, Local Variables and Functions" on page 465.

EXAMPLE
Display only those stores with weekly revenue over $200 000
You publish a weekly report on sales revenue per store but only want to show the
results of your better performing outlets.
To do this, you define a complex filter that displays only those stores whose
revenue is equal to or over $200,000. To do this, you write a formula that states
that revenue must be greater than or equal to $20,000. The syntax is as follows:
=(<Revenue>>=20000)
Each week, when you refresh your report with the new sales data, only those
stores with a revenue over $200,000 will be listed in the table.

Inserting a complex filter

1. Click inside the section or block that displays the data you want to filter.
2. Click Filters on the Format menu.
3. In the Filters dialog box that appears, click a folder in the Filters On box:
- To apply the filter on the whole report, click Global.
- To apply the filter on a specific block, click the folder with that block's name.
4. Click Add.
The Variable(s) to Filter dialog box appears.
5. Click the variable you want to filter, then click OK.
6. Click Define.
The Formula Editor opens.
7. Type the formula in the Formula box, or double-click the function(s),

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 Accessing Data and Data Analysis 305

variable(s) or operator(s) you need.

8. Click OK to return to the Filters dialog box.
9. If you wish, deselect values for the variable in the Values box.
The filter will only be applied on the remaining selected values.
10. Click Apply or OK.
BusinessObjects identifies a complex filter with an asterisk next to the filter
Complex Filter symbol.

Editing a complex filter

1. Click inside the block which contains the filtered data.
2. Click Filters on the Format menu.
3. In the Filters On box, click the filter you want to edit, then click Define.
4. Edit the filter formula in the Formula box, then click OK.
5. If you wish, deselect values for the variable in the Values box. The filter will
be applied on the remaining selected values only.
6. Click Apply or OK.

NOTE
If there is a syntax error in the formula you enter, BusinessObjects displays an
error message. Click OK to return to the formula. BusinessObjects automatically
selects the incorrect part of the syntax. Correct the error and click OK; you cannot
use the formula if it contains an error.

Ignoring filters
You can force BusinessObjects to ignore any filters you have inserted on a report
so that it calculates on all data, not just the filtered values. To do this, you use the
NoFilter function. The syntax is:
=NoFilter(formula)
The example below shows how this works.

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306 Accessing Data and Data Analysis

You filter the City column so that the report displays the data for New York and
Washington only.
In the first table, the sum includes New York and Washington revenues only. The
formula to calculate this sum is:
=Sum(<SalesRevenue>)
In the second table, formula for calculating the sum includes the NoFilter function.
As a result, the sum includes revenues for all cities. The formula is as follows:
=NoFilter (Sum(<SalesRevenue>))
Notice the difference in the two sums.

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 Accessing Data and Data Analysis 307

Ordering data
You can change the order in which data appears in rows and columns by
applying a sort on the data. For example, you can sort a column of city names to
have the cities appear in alphabetical order. You can apply a sort on text, dates
or numbers. You apply sorts from the Sorts toolbar.

Sorting data
There are three types of sorts that you can apply to data

Text Numbers Dates

Ascending A-Z lowest to highest past to present
Descending Z-A highest to lowest present to past
Custom Place values in the order you want

NOTE
The default sort order for all types of data is ascending.

You apply sorts from the Sorts toolbar. To access this toolbar, click Sorts on the
Report toolbar
Ascending sort Custom sort

Descending sort

Applying a sort on report data

1. Click the cell, column, row or chart element containing the data you want to
sort.
2. Click the toolbar button for the sort you want to apply.
The data appears in order, and the button you clicked remains pushed, to
show that the data has been sorted.

Inverting a sort
1. Click the data you have already sorted
2. Click one of the sort buttons on the toolbar.
For example, if you want to invert an ascending sort, click Descending Sort
button.

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308 Accessing Data and Data Analysis

Removing a sort
The Sort buttons work as toggle buttons turning sorts on and off. To remove a
sort:
1. Click the data you have already sorted.
2. Click the button you used to apply the sort.

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 Accessing Data and Data Analysis 309

Applying a custom sort

1. Click the cell, column, row or chart element where the data you want to sort
is displayed.
2. Click Custom Sort on the toolbar.
The Custom Sort dialog box opens.

3. Either
- choose an option from the Sort Option list box:

Option Description
Default Sorts the values in the order they were in when
the Custom Sort dialog box appeared. This
option cancels the order you have specified but
does not close the dialog box.

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310 Accessing Data and Data Analysis

Option Description
Alphanumeric Displays values in alphabetical or numerical
order.
Month Displays the months of the year in chronological,
not alphabetical, order. Only applicable for a
variable that returns the months of the year.
Day Displays the days of the week in chronological,
not alphabetical, order. Only applicable for a
variable that returns the days of the week.
or
- drag and drop the values in the list into the desired order
- use the Move Up and Move Down buttons to place the values in the desired
order
4. Click OK to close the Custom Sort dialog box.

NOTE
You cannot use custom sorts and alerters. For example, if you set up an alerter
to highlight months greater than May, BusinessObjects will use the alphabetical
sort order instead of the chronological sort order.

The following example shows a table that has two custom sorts.

EXAMPLE
How can I get months to sort correctly?
In this table the months have been sorted to display in chronological order and
the product lines have been manually sorted.

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 Accessing Data and Data Analysis 311

By default, BusinessObjects sorts months in alphabetical order. To sort months

correctly in chronological order:
1. Click in the column or row that displays the months.
2. Click Custom Sort on the Sorts toolbar.
The Custom Sort dialog box opens.
3. Choose Month from the Sort Option list box and click OK.
BusinessObjects sorts the months correctly.

REMINDER
BusinessObjects sorts months and days according to the Regional Settings
made in the Windows Control Panel. See the BusinessObjects Users Guide:
Report Techniques and Formatting for more information on checking these
settings.

Managing multiple sorts

You can apply more than one sort on report data and specify the order in which
you want to apply the sorts. The following example shows how this can be useful.

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312 Accessing Data and Data Analysis

EXAMPLE
Sort customers by nationality and then by name in alphabetical order

This table sorts data first by applying an ascending sort to the country column and
then by applying a secondary ascending sort to the customer column.

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 Accessing Data and Data Analysis 313

Define sort priority in a report

You can change the order in which sorts are applied.
1. Click inside the block or master cell containing sorted data.
2. Click the Sorts on the Format menu.
The Sorts dialog box appears:

Primary sort -
BusinessObjects sorts the
table by the country first.

Secondary sort -
BusinessObjects sorts the
table by customer name after
sorting by country.

If your report contains a table or a 2-D chart, the dialog box contains one tab
only. If your report contains a crosstab or a matrix chart, the dialog box has
both tabs, Across Edge and Down Edge. The Down Edge tab displays the
sorts applied to columns. The Across Edge tab displays the sorts applied to
rows or on the Z-axis of the chart.
3. Click the tab you want to work in, then click the sort that you want to prioritize.
4. Click Move Up to give the sort higher priority, or Move Down to give it lower
priority.
The sort icon moves up or down one place in the list of sorts.
5. Click OK or Apply.
The sort priority you defined is applied to the report.

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314 Accessing Data and Data Analysis

Adding sorts from the sorts dialog box

You can add, remove and re-organize sorts in the Sorts dialog box.
1. Click inside a block or a master cell, then click the Sorts command on the
Format menu.
2. Click the tab you want to work in.
3. Click Add.
4. Choose the variable to sort and click OK.
The new sort appears in the Current Sorts box.
5. Set the sort options you want to apply and click OK.

To remove a sort
Click the Sort in the Current sorts list and click Remove.

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 Accessing Data and Data Analysis 315

Using ranking to view the top and bottom

values
You might want to show just the extreme ranges of your data, for example your
top ten customers.
Ranking enables you to look at the largest and smallest numbers in a report. Like
filtering, it hides the data you do not want to display. BusinessObjects does not
delete the data from the report; you can view it again whenever you like by
removing the ranking.
Ranking also sorts the data in descending order. Thus, the largest value of the
ranking is always at the top of the ranked column and the smallest value at the
bottom.
You can rank data in tables, crosstabs or master cells in master/detail reports.

EXAMPLE
Display the three top-selling product lines only
In the example below, the table shows sales revenue for the product lines in the
efashion retail chain. The table on the left shows revenue for all product lines. In
the table on the right, the product lines column shows only the top three-selling
lines.

Applying a ranking on report data

To apply a ranking:
1. Click to select the data you want to rank. For example, if you want to rank the

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316 Accessing Data and Data Analysis

data for customers, click the column where this data appears.
2. Click Apply Ranking on the Report toolbar, or click Ranking on the Format
menu.
Apply Ranking

The title of this dialog box

depends on the data you
select in the report. Here,
data for Month was clicked,
so the title is Select Top/
Bottom Lines

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 Accessing Data and Data Analysis 317

3. The Select Top/Bottom Variable Name dialog box appears. It displays the
options you can select for the ranking:

To... Do this...
Select the largest n values, Click Top and select the value of n.
(BusinessObjects selects 3 by default
when you click Top.)
Select the smallest n values, Click Bottom and select the value of n.
(BusinessObjects selects 3 by default
when you click Bottom.)
Select the top n% of values, Click Top, click In percentage of total
number of values, then select the value
of n.
Select the bottom n% of values, Click Bottom, click In percentage of
total number of values, then select the
value of n.
Display subtotals relating to the values Click Display subtotals.
that appear in the report and the values
that are omitted from the report,
Display percentages relating to the Click Display percentages.
values that appear in the report and the
values that are omitted from the report,
Select the measure on which the Choose the measure in the Based On
ranking is based, combo box.

4. Click the ranking values you want to display in your report, then click OK or
Apply.
The report displays ranked data for the values you selected only. The Apply
Ranking button on the toolbar is dimmed.

Displaying subtotals
When you click Display subtotals BusinessObjects adds the following
calculations to the report:
the sum of all the rows included in the report by the ranking
the sum of all the rows excluded from the report by the ranking
the overall sum of all the rows in these two categories

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318 Accessing Data and Data Analysis

Displaying percentages
When you click Display Percentages BusinessObjects adds the following
calculations to the report:
each included row expressed as a percentage of all included rows
the total number of included rows expressed as a percentage of all rows
(included and excluded)
the total number of excluded rows expressed as a percentage of all rows
the total number of included and excluded rows expressed as a percentage
(which is always 100%)

b
c
d

a. Included rows expressed as percentages of all included rows.

b. Total number of included rows expressed as a percentage of all rows.
c. The total number of excluded rows expressed as a percentage of all rows.
d. Total number of included and excluded rows expressed as a percentage.

Ranking in master/detail reports

In master/detail reports, subtotals and percentages can only be shown for cells
selected for ranking that are in the table. Master cells that have ranking applied
will not display subtotals and percentages.
In master/detail reports, data is ranked for each section.

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 Accessing Data and Data Analysis 319

Ranking and breaks

In a table or crosstab in which breaks have been inserted, data is ranked
separately for each break level.

NOTE
If you have created a local variable using values from different data providers,
you will not be able to rank data based on this variable. The variable will not be
displayed in the list in the Ranking dialog box.

EXAMPLE
Show sales revenue for top three months, compare with overall revenue

This report displays the top three revenue-making months. It shows the
combined revenue for September, January and March (Sum) and the total
revenue for the other nine months of the year (Sum Other).

TIP
To remove the ranking, click inside the ranked data, then click Apply Ranking.

Editing an existing ranking

Once you have defined a ranking by specifying the ranking values you want to
display, you can edit it by selecting different ranking values. For example, if you
have applied a ranking that enables you to view the top and bottom 3 ranking of
revenue for customers, you can edit the ranking to show the top 10 instead.
To select different values for an existing ranking:
1. Click inside the data where the ranking was applied.
2. Click Ranking on the Format menu.
The Select Top/Bottom Variable Name dialog box appears, with the current

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320 Accessing Data and Data Analysis

ranking options selected.

3. Alter the ranking settings as desired, then click OK (or Apply). When you exit
from the Dialog box, the values with the new ranking criteria are displayed.

Removing a ranking
When you remove a ranking, all the data that it excluded re-appears in the report.
For example, if you applied a ranking that displays the top 10 customers by
revenue, then you remove that ranking, the report displats the revenue for all
customers.
To remove a ranking, first click inside the data on which you applied the ranking.
You can then:
Click the dimmed Apply Ranking button on the Report toolbar.
Click Ranking on the Format menu, remove the Top and Bottom check
marks, then click OK or Apply.
Apply Ranking
Managing ranking with filters and sorts
To rank data in a report, you must remove any sorts or filters currently applied to
that data. If any sorts or filters exist when you try to apply a ranking,
BusinessObjects displays the following message:

Click Yes to remove the existing sort or filter.

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 Accessing Data and Data Analysis 321

Hiding columns and rows of data

You can hide columns or rows of data so that the data is not displayed in your
table but still remains in the report. To do this:
1. Right-click inside the table or crosstab.
2. Click Table or Crosstab on the Format menu.
3. Click the Pivot tab in the dialog box that appears.

Hiding Data
In the Used Variables box, click the variable you want to hide, then click Hide.
To hide more than one variable at the same time, hold down the Ctrl key, click
the variables, then click Hide.
Hidden variables are grayed in the Used Variables box.

NOTE
When you hide a dimension, BusinessObjects does not recalculate measures.
Hiding a dimension is not the same as removing it from a report.

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322 Accessing Data and Data Analysis

Showing data
To display a previously hidden variable, click it in the Used Variables list, then
click Show.

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 Accessing Data and Data Analysis 323

Highlighting data
You can highlight data in a BusinessObjects report using alerters. Alerters use
special formatting to make data that fits certain conditions stand out from the rest
of the data. This helps draw attention to trends and exceptions in report data.

EXAMPLE
Which sales representatives generate revenue over $500 000
You want to identify excellent salespeople who generate revenue over $500 000,
and poor salespeople who generate revenue below $50 000.
You define a condition for your good salespeople: "Revenue >= 500000" and
define a format that will be applied for values that fit this condition: "Good job!" in
green.

You then define a condition for your not-so-good salespeople: "Revenue <=
50000". and define a format that will be applied for values that fit this condition:
"Work harder!" in red.
You insert an extra column after revenue and name it Performance. You then
apply the alerter to the performance column.

NOTE
You cannot use alerters on charts.

Creating an alerter
There are 4 steps involved in creating an alerter:
1. Select the data you want to use.
2. Name and describe the alerter.
3. Define the range of values.
4. Define how the alerter will be displayed in the cell.
Once you have created an alerter you can apply it, hide it or display it.

Highlighting data
324 Accessing Data and Data Analysis

Step 1: select the data

1. In a report, click a cell, row or column of data.
2. Click Alerters on the Format menu.
3. In the Alerters dialog box that appears, click Add.

Step 2: name and describe the alerter

1. In the Name box in the Definition tab, type a name for the alerter.
2. In the Description box, type a help text on the alerter to remind you and others
what the Alerter is set to highlight.

3. Click the Conditions tab.

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 Accessing Data and Data Analysis 325

Step 3: Set the conditions

1. Choose a variable from the Variable to Compare listbox.

2. Choose an operator from the Operator 1 listbox.

- Type a value (number, character or date), or
- Click the down arrow button to the right of the Value 1 box, then click
Variables or List of Values. Select a variable or a value.
3. If operator 1 requires the use of a second operator, click the operator to use
in the Operator 2 box.
4. Click inside the Value 2 box and repeat step 2.

Step 4: Set the formatting

Specify different formats for each range, using fonts, colors and borders, for
example. Or you can enter a text or select a variable that will mask the data that
satisfies the conditions you set.
1. Click the arrow next to the Cell Content box.
A shortcut menu appears.
2. To have the alerter display text, click Text.
3. Type the text, then click OK.
4. To have the alerter display a variable or a formula, click Variables.
5. To format the cell contents, click Format.
6. In the Cell Format box, format the text, then click OK.
7. Click OK to return to the Edit Alerters dialog box.

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326 Accessing Data and Data Analysis

Switching alerters off and on

Once you have created alerters, you can apply or deactivate them whenever you
like. For example, you can create an alerter, apply it to a report, print the report,
then deactivate the alerter. In this case, the alerter appears on the printed report,
but no longer appears on your screen.

Turn an alerter on
1. Click the cell, column or row where you want to display the alerter.
2. Click Alerters on the Format menu.
3. Click the check box next to the alerter that you want to activate.
4. Click Apply or OK.

Turn an alerter off

1. Click the cell, column or row where the alerter is displayed.
2. Click Alerters on the Format menu.

3. Click the check box next to the alerter that you want to deactivate.
4. Click Apply or OK.

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 Accessing Data and Data Analysis 327

Display or hide all alerters in the current report

You can also display or hide all alerters that you have applied to the current
report.
1. Click Options on the Tools menu.
2. Click the Display tab.
3. Click Alerters under Report Options.
If this option is already checked and you want to hide the alerters in your
report, click it again to remove the check.
4. Click OK to apply the option and to close the dialog box.

Working with existing alerters

Once you have created an alerter, you can use it as the basis for other new
alerters. You copy the existing alerter, then modify its conditions and their
corresponding formats.

Copy an alerter
1. Click Alerters on the Format menu.
2. Click the alerter you want to copy.
3. Click Copy.
The Edit Alerters dialog box appears.
In the Definition tab, the name of the initial alerter appears in the Name box
followed by no2. If you renamed your first alerter so its name is not the same
as the variable name BusinessObjects gives the new alerter the variable
name.
4. Type a new name and description for the new alerter.
5. In the Conditions tab, define the first range of values for the alerter.
6. Define the way the result appears in the cell.
7. Repeat Step 5 and Step 6 to define a second range of values if you wish, then
click Apply or OK.

Edit an alerter
1. Click Alerters on the Format menu.
2. Click the alerter you want to edit.
3. Click Edit.
4. Change the definition of the alerter.
5. Click Apply or OK.

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328 Accessing Data and Data Analysis

Delete an alerter
1. Click Alerters on the Format menu.
2. Click the alerter you want to delete.
3. Click Remove.

Filtering and Ranking Data

Customizing Queries on
Universes

chapter
330 Accessing Data and Data Analysis

Overview
This chapter describes how to benefit from the most powerful query features in
BusinessObjects. You learn how to
create your own objects
apply complex conditions
work with multiple conditions
combine the results of multiple queries into one data set
view, edit and reuse the SQL generated by BusinessObjects queries
use one query as input to another

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 Accessing Data and Data Analysis 331

Creating user objects

A universe consists primarily of classes and objects created by the universe
designer. If the objects in a universe do not meet your needs, you can create your
own additional user objects.
User objects appear in the User Objects class in the universe. You include them
in queries in the same way that you include regular objects. You do not need to
define a connection to a database to define a user object.

Why create a user object?

Based on one or more existing objects, user objects enable you to:
make addtional calculations beyond those provided by the base universe
objects.
apply functions to text, for example to capitalize data.
group data.
Heres an example of a user object.

EXAMPLE
Obtaining total ordered revenue by creating a user object
To obtain the revenue generated by an order, you create the Total user object
with the following formula:
=Quantity Ordered*Product Price
where Quantity Ordered and Product Price are objects in your universe. When
you include the Total user object in a query, BusinessObjects makes the
calculation and places the results in the report.

What does a user object consist of?

A user object has a name, a type (character, date or numeric), a qualification
(dimension, measure or detail) and a formula. The formula contains a
combination of functions, objects, user objects, operators, and text.
User objects are end-user personal objects that are not shared with other end-
users. User objects are defined for each universe and stored on a local file inside
the \Universe folder. For example, if you create a user object in the
BEACH.UNV universe, BusinessObjects stores it locally in the file BEACH.UDO
in the Universe folder.

Creating user objects

332 Accessing Data and Data Analysis

What are the restrictions on user objects?

You can work only with the user objects that you create yourself, and you cannot
move user objects from the User Objects class. Also, user objects are available
only in the universe in which they were created.
User objects are not shared. Reports that include user objects can only be
viewed by other end-users. This is because user objects are stored locally in a
user object definition file. Other end-users, who do not have the same user object
definition file, are not able to access the user object definitions. If an end-user
tries to refresh or edit a query that contains another users user objects,
BusinessObjects removes the objects from the query and report.
Despite these restrictions, the universe designer can convert user objects into
regular objects that can be made available in other universes and for other users.

NOTE
You cannot schedule reports that contain user objects and keep the user objects;
they are removed when the report is refreshed. For more information refer to the
InfoView Users Guide.

How can an end-user share user objects with other users?

If you want to share user objects with other users, you should ask the universe
designer to include these user objects in the related universe in order to make
them available to all BusinessObjects end-users.

Creating, editing and deleting user objects

BusinessObjects lets you create user objects in two different ways.

If you want to... Then...

create user objects that you can use click User Objects on the Query Panel
User Object only in the universe that contains the toolbar.
current query, You cannot delete user objects this
way.
create, edit, or delete user objects in click Universes on the Tools menu.
any of the universes available to you,

The following sections describe how to create, edit and delete user objects using
the Universes command.

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 Accessing Data and Data Analysis 333

To create a user object in any universe available to you

1. Click Universes on the Tools menu.
The Universes dialog box appears.
2. Select the universe in which you want to create the user object, then click
User Objects.
The User Objects dialog box appears.
3. Click Add.
The User Object dialog box appears:

4. Type the name of the user object in the Name field in the Definition tab.
5. Select the type of the user object (Character, Number or Date) in the Type list.
6. Type a description of the object in the Type list.
The descriptive text appears when you select the user object in the Query
Panel.
7. Under Qualification, click Dimension, Measure or Detail.
8. Click the Formula tab to write the formula for the user object.
For information on how to write the formula, refer to To write the formula of a
user object on page 334.
9. Click OK.
The user object you have created appears in the User Objects dialog box. The

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334 Accessing Data and Data Analysis

next time you build or edit a query on the universe, the user object you have
created will appear in the User Objects class.

REMINDER
You can create a user object by clicking User Objects on the Query Panel
toolbar. Using this method you can create user objects only in the universe you
selected for the query you are working on. The workflow is the same as the one
User Object described in this section.

To write the formula of a user object

1. Display the User Object dialog box by following steps 1 to 3 under To create
a user object in any universe available to you on page 333.
2. Click the Formula tab, then check Get Assistance on Functions:
3. Double-click the objects, functions and operators you want to use in the user
object formula.
- When you double-click an object or an operator, it appears in the Formula
box. The functions and operators you can select depend on the database at
your site.
- When you double-click a function, the Function[FunctionName] dialog box

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 Accessing Data and Data Analysis 335

appears.

Type function
arguments here

4. In the Function[FunctionName] dialog box, type an argument in each field.

- If the function's arguments include objects, user objects, functions or
operators, you can double-click them to insert them in the function formula.
- The arguments appear in the Formula box.
5. If necessary, type text, numbers or dates in the formula.
You must type quotes (") before and after text and numbers, but type a single
quote (') before and after dates.
6. Click OK, then click Test to check the syntax of the formula.

To edit a user object

Editing a user object enables you to change the objects name, type, and
definition (formula). To edit a user object:
1. Click Universes on the Tools menu.
The Universes dialog box appears.
2. Select the universe that contains the user object that you want to edit, then

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336 Accessing Data and Data Analysis

click User Objects.

The User Object dialog box appears.
3. Select the user object you want to edit, then click Edit.
4. In the Definition tab of the User Objects editor, change the name, the type
and/or the help text of the user object.
5. In the Qualification box, click a radio button to change the user object
qualification.
6. Click the Formula tab if you want to edit the user object's formula.
7. Click OK.

To delete a user object

1. Click Universes on the Tools menu.
2. In the Universes dialog box, select the universe that contains the user object
you want to delete, then click User Objects.
3. In the User Objects dialog box, select the user object you want to delete, then
click Delete.

Creating a time hierarchy for a user object

When one of your user objects is a date-type dimension, you can create a time
hierarchy for the object.
1. In the User Object dialog box, make certain that the object is a date-type
dimension.
2. Click Automatic Time Hierarchy.
The Automatic Time Hierarchy dialog box appears.
3. In the Automatic Time Hierarchy dialog box, click Year, Quarter, and/or
Month.
When you click Year, Quarter, and/or Month, you create a new user object
that will appear below the initial user object in the hierarchy.
4. If you want, enter a name and help text for each new user object in the Name
box and Description box respectively, then click OK.

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 Accessing Data and Data Analysis 337

Applying complex conditions on queries

You can limit the data that queries return by applying conditions. You apply
complex conditions by combining an object with an operator (for example greater
than), and an operand (for example, values that you type, or another object).
In addition to complex conditions, you can use predefined conditions and simple
conditions. Here are some guidelines for choosing among the three types of
conditions:

If you want... Then use...

to use conditions defined by the predefined conditions.
universe designer using Designer that
you can apply to a query, but that you
cannot edit or delete from a universe,
to use conditions that you apply by simple conditions.
selecting values from an object list of
values and that let you limit the data
returned only by result objects,
to use conditions that let you choose complex conditions.
the exact operator and operand on any
object in the universe,

To illustrate how you can benefit from complex conditions, heres an example.

EXAMPLE
Which customers made reservations for 2001 and 2002?
You want to market new products to customers who made reservations for 2001
and 2002. All you need is that list of names - and you obtain it by applying a
complex condition on Reservation Year, without using Reservation Year as a
result object in the query. Heres how to do it:
1. Insert the Customer object in a query on the Island Resorts Marketing
universe.
2. Drag the Reservation Year object to the Conditions box and click the <select

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338 Accessing Data and Data Analysis

an operator> text next to the object name.

The Classes and Objects list turns into the Operators list.
3. Double-click the In list operator.
The Operators list turns into the Operands list.
4. Double-click the Show list of values operand.
The List of Values of Reservation Year dialog box appears.

5. Select FY2001 and FY2002.

6. Click OK
7. Click Run.
The list of customers appears in the report.

Applying a complex condition on a query

Applying a complex condition requires three steps. First, you select the object
you want, then the operator (for example, greater than), then the operand (for
example, values that you type, or another object). The following procedure
explains how to do it, and gives information to help you choose the operator and
operand you need:
1. Drag the object you want to use from the Classes and Objects list to the
Conditions box in the Query Panel.
The Classes and Objects list becomes the Operators list:

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 Accessing Data and Data Analysis 339

The following table helps you to select the operator you need:

To obtain data that... For example... Double-click...

Is equal to one given A particular Year Equal to
value
Is different from one Countries not including Different from
given value France
Is greater than a given Revenue over $100,000 Greater than
value
Is greater than or equal to Customers who are 60 or Greater than or equal to
a given value over
Is lower than a given Revenue under Less than
value $100,000
Is lower than or equal to a Customers who are 60 or Less than or equal to
given value under
Falls between two given Weeks between 25 and Between
values 36
Falls outside two given All the weeks of the year Not between
values excluding weeks 25 to 36
Is the same as any of a Revenues from only two In list
list of values resorts
Is different from given Non-European Not in list
values customers
Contains empty rows Customers who have not Is null
paid (i.e., without invoice
dates)
Does not contain empty Customers who have Is not null
rows paid (i.e., their invoice
dates are in the
database)
All contains the same Customers whose Matches pattern
letter or letters names begin with the
letters S

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340 Accessing Data and Data Analysis

To obtain data that... For example... Double-click...

Does not contain a given Customers whose Different from pattern
letter or pattern of letters names do not begin with
S
Satisfies two conditions Customers who settled Both
on one object an invoice in June and in
July
Excludes a given value Customers who stayed at Except
resorts other than French
Riviera
2. Double-click the operator you want to use.
The Operators list turns into the Operands list:
The operands in the list depend on the operator you selected.
3. Double-click the operand you want.
The following table helps you select the operand you need and tells you what
to do next:

If you want to compare the Double-click... Then...

condition object with...
Values that you type Type a new Type the values with a
constant separator (comma, semi-
colon, etc.) between
each one. The separator
to use is defined in the
Windows Control Panel
(Regional Settings).
Values that you select from the Show list of values Hold down the Ctrl key.
objects list of values Click the value(s) you
want, then click OK.
Values that you will select Type a new prompt Type your question.
when you run the query Press the Enter key.
- or -
Show list of Select a prompt from the
prompts dialog box that appears.

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 Accessing Data and Data Analysis 341

If you want to compare the Double-click... Then...

condition object with...
Another object (which can be a Select an object Double-click the object in
user object) the Classes and Objects
box.
Any value returned by another Create a subquery Build a query in the new
query (ANY) query tab that appears.
For more information,
All values returned by another Create a subquery
refer to One invoice date
query (ALL)
per customer appears in
the report. on page 346.
The result of a calculation Calculation Follow the screens of the
(sum, minimum, maximum, wizard that appears.
average or count) For more information,
refer to Applying a
condition with a
calculation on page 344.
The values returned by an Select Query Follow the procedure
existing query Results described in Using an
existing query in a
condition on page 356.

Tips for applying complex conditions

This section provides some tips on getting the most out of BusinessObjects
complex conditions.

Using wildcard characters

Conditions with the Match pattern and Different from pattern operators are great
for finding lists of similar values, such as customer names beginning with S.

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342 Accessing Data and Data Analysis

Wildcards are special characters that can denote any single character, or any
number of characters. BusinessObjects supports the standard wildcard
characters, which are:

Wildcard Description
% Replaces several characters, or in the
response to a prompt. For example, N%
returns all values beginning with an N (New
York, Nevada)
_ Replaces a single character in a constant. For
example, GR_VE returns Grave, Grove,
Greve.

Using In list
The In list operator lets you select multiple values for a document. These multiple
values can be a condition on a query that you want to build or can be the basis
for an interactive document in which BusinessObjects prompts other users to
select values from the list you created to view data limited to their needs.
You type your list of values in the text field of the Enter or Select Values dialog
box or if you click Values in this dialog box you can select them from a list. When
you type values, separate each value with a comma (,).
The maximum number of values allowed in a list is 256.

Using Different From, Not in list and Except

Different from, Not in list and Except are all operators that exclude certain data
from your query results. Does this mean that you could use this condition

to obtain a list of customers who have not stayed at Bahamas Beach?

In fact, you cannot. In situations like this you need to think carefully about the
query you are building and how your data is structured. The result of this query
includes those customers who have stayed at Bahamas Beach and elsewhere.
Why? Because reservations exist for these customers for resorts other than
Bahamas Beach. These reservations alone are enough to satisfy the condition
Resort differs from Bahamas Beach.
Furthermore, this condition excludes customers who have made no reservations.
BusinessObjects checks these customers records against reservations and
determines that no reservations satisfy the condition Resort differs from

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 Accessing Data and Data Analysis 343

Bahamas Beach - because there are no reservations! Nevertheless, it is clear

that a report showing customers who have not stayed at Bahamas Beach should
include customers who have not stayed anywhere.
You solve this problem by using the Except operator instead of Different from.
When you use Except, BusinessObjects builds two queries:
All customers.
Customers who have reservations for Bahamas Beach.
BusinessObjects then subtracts the customers given by the second query from
those given by the first. This returns the result you want.
Note also that:
You can only specify one value with Different from, but multiple values with
Not in list.
You can only specify one value with Except. However, you can build
combined queries using MINUS to exclude, for example, Bahamas Beach
customers and 1996 customers.
For more information, refer to Building combined queries on page 365.

More on Not in List

You should take care when using the Not in list operator. In this type of query
each record in the outer query must be checked against every record in the inner
query (the list referenced by Not in list) to determine whether it should appear in
the report. If the inner list is small, this is not a issue. If it is large, it is. Why? What
if you set up a condition along the lines of Customers who are not in the list of
customers who own more than two cars, and your database contains 10,000
customers? The query needs to check 10,000 * 10,000 rows (thats
1,000,000,000 rows!) to generate the report.

Editing complex conditions

You can edit a complex condition by changing its object, operator and/or
operand. To do this:
1. Click the part of the condition that you want to change in the Conditions box
of the Query Panel.
2. Depending on the element you clicked, select a different element in either the
Classes and Objects list, or the Operators list, or the Operands list.

NOTE
If you use a different operator, you might also have to use a different operand.

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344 Accessing Data and Data Analysis

Deleting complex conditions

1. Right-click the conditions icon in the Conditions box.
2. Click Delete on the shortcut menu.

Applying a condition with a calculation

BusinessObjects lets you limit query results with calculations in complex
conditions. This type of condition is useful in answering questions such as Which
products generated above average revenue? at the query level.
You apply a condition with a calculation by using the Calculation operand.
BusinessObjects then displays a wizard which guides you through the steps
required to make the calculation.

To apply a condition with a calculation

Use the following procedure to apply a condition with a calculation.
1. Move an object to the Conditions box in the Query panel.
The Classes and Objects box becomes the Operators box.
2. Double-click Equal to.
The Operators box becomes the Operands box.
3. Double-click Calculation.
4. The Complex Condition wizard appears. The first screen asks you to select a
calculation object.
5. Open the folder containing the object, click on the object, then click Begin.
The next screen asks you to select a function to apply on the object.
6. Select the function from the list, then click Next.
The next screen asks you to define the level of calculation.
7. Select a level of calculation.

If... Then...
you want to obtain a single result row, click Globally, then click Next.
you want to obtain several result rows, click By one or more objects, select
the objects from the list, then click
Next.

The next screen asks you to choose between making an independent

calculation and comparing the result of the calculation with the values of one

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 Accessing Data and Data Analysis 345

or more objects.
8. Select how you want to synchronize your calculation.

If... Then...
you want to make a calculation click Independently of your objects,
independently of your objects, then click Next.
you want to make a calculation for click For each value of one or more
each value of one or more of your objects, select the objects from the list,
objects, which allows you to limit the then click Next.
calculation to particular objects,

The next screen asks you to set the number of values to compare.
9. Select whether you want to compare the object with at least one value or with
all values.

If... Then...
you want to compare the object with at click At least one value, then click
least one value, which allows you to Finish.
limit the values compared with the
object,
you want to compare the object with all click All values, then click Finish.
values,

The Query Panel reappears with the query defined with a condition on a
calculation.
10. Click Run.

EXAMPLE
When did each customer last pay for a product?
You want to find out the date of each customers last invoice so that you can
contact those customers who have not been buying your products. To obtain this
data, you need to apply a complex condition with a calculation. The calculation
compares the invoice dates for each customer, then returns only the last date.
Heres how to do it:
1. Insert the Customer and Invoice Date objects in a query on the Island

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346 Accessing Data and Data Analysis

Resorts Marketing universe.

2. Drag the Invoice Date object to the Conditions box.
3. Double-click the Equal to operator.
4. Double-click the Calculation operand.
The Complex Condition Wizard appears:
5. Open the Sales class, click the Invoice Date object, then click Begin.
6. Click Maximum (you want the last invoice date), then click Next.
7. In the next dialog box, click Globally, then click Next.
8. In the next dialog box, click For each value of one or more objects, then
Customer.
This option forces the calculation to return the last invoice date per customer.
9. Click Next, click Next again, then, in the Query Panel, click Run.
One invoice date per customer appears in the report.
Lets look in detail at the calculation you have just created in detail to make what
is happening clear.
When you use a calculation, BusinessObjects builds SQL that contains a
subquery. A subquery is an inner query. The database that receives the SQL
generated by BusinessObjects evaluates the result of the inner query against
each row of the the outer query to determine if the row should appear in the result.

NOTE
You can create subqueries explicitly. See Applying a condition with a subquery
on page 352.

As you move through the wizard, you specify:

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 Accessing Data and Data Analysis 347

the object to use in the calculation

This is the object in the outer query whose value is compared against the
result of the inner query. In the example, the object is Invoice Date.
the aggregate function to apply to the object.

In the example you applied the Maximum function because you were

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348 Accessing Data and Data Analysis

interested in the most recent invoice date.

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 Accessing Data and Data Analysis 349

The level of calculation.

This determines the grouping in the subquery. In the example you chose
Globally because you were interested simply in the customers latest invoice
date, not a latest invoice date by some other criteria.

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350 Accessing Data and Data Analysis

Synchronization..

This determines the subquery links to the main queryIn the example you chose
the Customer object because you were interested in each customers latest
invoice date.

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 Accessing Data and Data Analysis 351

The number of values to compare..

This determines how many values in the subquery the database compares
against the values in the outer query. In the example you can choose either
option because the subquery returns one row only for each customer.

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352 Accessing Data and Data Analysis

Examining the SQL

The following figure shows and explains the SQL generated by BusinessObjects
from the calculation in the example.
a

a. Invoice Date is the object used in the calculation, so the SQL joins the
two queries using the Sales.Invoice_date field.
b.The calculation level is global so the sub-query has no grouping.
c.The queries are synchronized via the Customer object so the SQL
creates a correlated subquery on Customer.last_name.
d.The query compares all the values in the inner query against the outer
query.

Applying a condition with a subquery

A subquery is a query within a query. It returns a single column of data which is
compared with the data retrieved by the main query. You use subqueries for
situations such as finding a single individual in a list of individuals who meet the
conditions of the query. For example, of all customers who made reservations,
what is the name and address of the customer who made the first reservation?
Complex conditions on queries consist of three elements: an object, an operator
and an operand. Conditions that include the Create a subquery (ALL) operand,
or the Create a subquery (ANY) operand, generate a subquery. The operator (for

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 Accessing Data and Data Analysis 353

example greater than, less than) that you include in the condition determines
whether the data returned by the subquery is, for example, excluded from the
main query result.
The operands that generate a subquery are described here:

This operand... Compares... And answers questions

such as...
Create a subquery (ALL) All the values returned Which customers have
by the subquery with the not bought my latest
values returned by the product?
main query
Create a subquery (ANY) Any values returned by Which products
the subquery with the generated above
values returned by the average revenue?
main query

To apply a condition with a subquery

Heres how to apply a condition with a subquery.
1. Drag an object from the Classes and Objects box and drop it in the Conditions
box in the Query Panel.
2. Double-click the operator you want to use.
Some operators (for example Both, Between, Match pattern) cannot be used
with subqueries.
For information on which operator to choose, refer to the table on page 339.
3. Double-click the Create a subquery (ALL) operand or the Create a subquery
(ANY) operand.
A tab is created for the subquery (Subquery 1.1).
4. In the Subquery 1.1 tab, insert an object in the Result Objects box.
Note that you can only include one result object in the subquery.
5. If necessary, apply a condition on the subquery.
6. Click Run.

NOTE
The subquery's tab always appears to the right of the main query. A number
appears in the tab, (Subquery n.n). BusinessObjects increments the subquery
number to show the relationship between a query and its subquery or subqueries.

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354 Accessing Data and Data Analysis

EXAMPLE
Which customer made the earliest reservation?
You want to offer a bottle of champagne to the customer who made the earliest
reservation. To obtain the name and address of this customer:
1. Insert the Customer object and the Address object in a query on the Island
Resorts Marketing universe.
2. Drag the Reservation Date object to the Conditions box.
3. Double-click the Less than or equal to operator.
4. Double-click the Create a subquery (ALL) operand.
The Subquery 1.1 tab now appears in the Query Panel.
5. In the Subquery 1.1 tab, insert the Reservation Date object in the Result
Objects box.
The Query Panel now looks like this:

6. Click Run.
The name and address of the customer who made the earliest reservation.
appears in the report:

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 Accessing Data and Data Analysis 355

Deleting a subquery
A subquery is generated by a condition containing the Create a subquery (ALL)
operand or the Create a subquery (ANY) operand. Therefore, you delete a
subquery by deleting the condition in the main query.
To delete the condition:
1. Right click the condition icon in the Conditions box.
2. Click Delete on the shortcut menu.

Subqueries and calculations

The example When did each customer last pay for a product? on page 345
explains that complex conditions generate subqueries behind the scenes. You
can see this by repeating the example above using a complex condition with a
calculation.

EXAMPLE
Which customer made the earliest reservation? (using calculation)
To discover this using a complex condition with a calculation:
1. Insert the Customer and Address objects in a query on the Island Resorts
Marketing universe.
2. Drag the Reservation Date object to the Conditions box.
3. Double-click the Equal to operator.
4. Double-click the Calculation operand.
The Complex Condition wizard appears.
5. Select the Reservation Date object then click Begin.
6. Select the Minimum function then click Next.
The Minimum returns the earliest (smallest) reservation date.
7. Select Globally then click Next.
8. Select Independently of your objects then click Next.
Note that you are interested in the earliest overall reservation date so you do
not link the date to an object in the main query.
9. Select All Values then click Finish.
10. Run the query.
The query returns the same result as the query defined using a subquery to
answer the same question. Examine these steps in relation to the description of
complex conditions in the example When did each customer last pay for a
product? on page 345 if you are still unclear why this is so.

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356 Accessing Data and Data Analysis

Using an existing query in a condition

You can use the values returned by an existing query in a condition in another
query. This is similar in some ways to creating a subquery. (You can express the
same queries either as subqueries or as queries that use values returned by
existing queries). The difference here is that BusinessObjects does not build an
SQL statement containing a subquery. It returns the data from both queries, then
performs the subquery processing on the client machine.

EXAMPLE
Return list of resorts/revenues where resort country revenue > $1000000
In this example you have a report containing a data provider that lists all countries
whose revenue is greater than or equal to $1,000,000. You can use this data
provider to build the new data provider that lists all resorts within these countries
and the resort revenues. To do this:
1. Click Table on the Insert menu.
2. With your mouse, draw a rectangle where you want the new block to appear.

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 Accessing Data and Data Analysis 357

3. When you release the mouse button, the New Table wizard appears.

4. Click Build a new query on the universe currently in use.

The Query Panel appears.
5. Drag the Resort and Revenue objects to the Result Objects window.
6. Drag the Country object to the Conditions window.
7. Double-click In list in the list of operators.
The list of operators changes to a list of operands.
8. Click Select Query Results in the list of operands.

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358 Accessing Data and Data Analysis

The list of data providers in the document appears.

9. Expand the data provider and select the Country dimension.

10. Click OK.

The condition appears in the Conditions window.

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 Accessing Data and Data Analysis 359

11. Click Run to run the query.

The data appears in a block in the report.

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360 Accessing Data and Data Analysis

Applying groups of conditions

You use conditions to limit the data retrieved by queries. A group of conditions
consists of two or more conditions (predefined, simple or complex) applied on the
same query.
You use groups of conditions when a single condition does not enable you to
obtain the data that you need.

Organizing groups of conditions

A group of conditions consists of two or more conditions applied on the same
query. In the Conditions box in the Query Panel, conditions are linked by an
operator (AND or OR).

Groups of two conditions

In a group that contains only two conditions, you double-click the operator to
change it from AND to OR, or vice versa.

Groups of three or more conditions

When you double-click the operator in a group that contains at least three
conditions, you create an indentation in the group, as illustrated here:

In groups that contain three or more conditions, you can also:

Create indentations without replacing the operator, by dragging the operator
horizontally.
Move conditions within the group.
Delete a condition from a group.

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 Accessing Data and Data Analysis 361

The following table explains how to organize groups of conditions in different

ways:

To... Do this...
Change a group's operator from AND Double-click the AND or OR operator.
to OR and vice versa
Indent or outdent conditions within a Click the AND or OR operator with your
group of conditions right mouse button.
Click Shift right or Shift left on the
shortcut menu
Move a condition from one group to Click the condition and hold down your
another mouse button.
Drag the condition to another group of
conditions, then release your mouse
button.

AND and OR
BusinessObjects automatically links multiple conditions using operators in the
Conditions box in the Query Panel:
AND specifies a result that is true for both conditions.
- For example, the following group of predefined conditions on a query
containing the Customer object specifies customers who stayed at Bahamas
Beach in 1999:

OR specifies a result that is true for either the first or the second condition.
- For example, the following group of predefined conditions on a query
containing the Customer object specifies any customers from 1998 and any
customers who stayed at Bahamas Beach:

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362 Accessing Data and Data Analysis

You can replace AND with OR, and vice versa, by double-clicking it. When you
apply three or more conditions on a query, double-clicking the operator creates
an indentation in the group of conditions.

TIP
Avoid groups of conditions such as Year Equal to 2001 AND Year Equal to 2002.
This example would return no data, because Year cannot be equal to two
different values. To obtain, for example, the list of customers from both 2001 and
2002, you would have to build a combined query using the INTERSECT operator.
For information on combined queries and how to build them, refer to Building
combined queries on page 365.

Order of precedence
When you have a group of conditions, BusinessObjects objects evaluates them
in order. For example, in the following list of conditions, BusinessObjects first
determines whether the sales revenue >= 2000000 or the quantity sold is > 1000.
Only after it has evaluated whether either of these conditions are true does it
compare this evaluation with the condition that checks whether the margin is >=
1000000.

BusinessObjects shows this order of precedence by indenting conditions that are

evaluated first. and returns the following list of stores that satisfy these
conditions::

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 Accessing Data and Data Analysis 363

However, the following group of conditions

returns the following list of stores

because BusinessObjects now determines which stores have a quantity sold >=
10,000 or margin >= 1,000,000, and then determines which of these has sales
revenue >= 2,000,000.

To apply groups of conditions

1. In the Query Panel, apply a condition (predefined, simple or complex).
2. Apply a second condition.
The conditions are automatically linked by the AND operator.
3. Apply more conditions if necessary.

EXAMPLE
Which customers bought a given product in a given time period?
You need the list of customers who stayed at the Bahamas Beach resort in 2001
or 2002. This requires two conditions: Resort=Bahamas Beach and Year = 2001
or 2002. Heres how to do it:
1. Include the Customer object in a query on the Island Resorts Marketing

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364 Accessing Data and Data Analysis

universe.
2. Click Predefined Conditions below the Classes and Objects box.
The list of predefined conditions in the universe appears.
Predefined 3. Click the + sign to the left of the Resort class, and double-click Bahamas
Conditions resort.
4. Click the + sign to the left of the Sales class, then double-click Year 2001.
5. Double-click Year 2002.
The conditions are linked by an AND operator.
6. Double-click the AND that links Year 2001 with Year 2002.
BusinessObjects changes AND to OR, and indents the group of conditions.

7. Click Run.

Deleting groups of conditions

1. Click the operator (AND or OR) that links the group of conditions that you want
to delete.
2. Click your right mouse button.
3. Click Delete on the shortcut menu.

Customizing Queries on Universes

 Accessing Data and Data Analysis 365

Building combined queries

BusinessObjects lets you combine the data returned by up to eight queries as
one set of results. These combined queries enable you to:
obtain a single column of data from multiple objects
obtain data common to two sets of results, such as customers from a given
region and a given age group
exclude the results of one query from the results of another

NOTE
Building combined queries allows you to combine or exclude data from the query
result by using operators to combine the results of multiple queries. You can
contrast this with using the In list and Not in list operators when you apply a
complex condition on a query. The In list and Not in list operators include or
exclude data from a query result based on a list of values that you enter.

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366 Accessing Data and Data Analysis

Building a combined query

Heres how to build a combined query:
1. In the Query Panel, build a query.
2. Click the Combine Queries button on the Query Panel toolbar.
- The existing query appears in the Query 1 tab.
- A second tab, Query 2, also appears and is now active:
Combine
Queries

3. If you want to use a different operator, click the Query 2 tab with your right-
mouse button, then click the operator you want on the shortcut menu:

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 Accessing Data and Data Analysis 367

The following table describes the options:

Use... To...
UNION Combine the data from two objects in a single column in the report.
UNION is especially useful for working with incompatible objects.
For example, you need to find out the dates on which your
customers made reservations or paid their invoices. This query
requires two incompatible objects: Invoice Date and Reservation
Date. If you include these objects in a regular query,
BusinessObjects returns two blocks of data. By building a combined
query with UNION, with Invoice Date in one tab and Reservation
Date in the other, the data appears in one column in the report.
UNION is the default operator.
Here is the symbol for the UNION operator:

INTERSECT Obtain data common to two sets of results, such as customers from
a given region and a given age group.
The example, Which customers bought a given product in a given
time period? on page 363, illustrates the use of INTERSECT.
Here is the symbol for the INTERSECT operator:

MINUS Exclude the results of one query from the main query result. For
example, you can use MINUS to find out which customers bought
product A but not product B. You cannot obtain this data with a
condition such as Product different from B, because the condition
would include customers who bought A and B.
Here is the symbol for the MINUS operator:

Building combined queries

368 Accessing Data and Data Analysis

4. Build the rest of the query in the Query 2 tab.

5. If necessary, repeat the above steps to include more queries.
You can include up to eight queries in a combined query.
6. Click Run.
The data from the combined query appears in the report.

NOTE
You can delete one of the queries you have combined by clicking its tab with your
right-mouse button, then by clicking the Delete command on the pop-up menu
that appears.

Restrictions on combined queries

You need to be aware that:
Queries that you combine must contain the same number of objects in order
to return the same number of columns of data.
These objects must be of the same data type.
You can include up to eight queries in a combined query.
To illustrate how you can benefit from combined queries, the following example
explains how to obtain data common to two sets of results.

EXAMPLE
Which customers bought products in both 2001 and 2002?
Finding customers who match two criteria is a common business goal. You
cannot obtain the list of paying customers from two years by
Applying a complex condition with the In list operator; in this case, you would
obtain customers from either 2001 or 2002, or possibly both.
Two conditions linked by AND (Year equal to 2001 and Year equal to 2002)
because this will return no data.
Two conditions linked by OR (Year equal to 2001 or Year equal to 2002)
because this does not guarantee that the customer bought in both years.
You need to build a combined query that returns the intersection of customers
from 2001 and 2002. Heres how to do it:
1. Include the Customer object in a query on the Island Resorts Marketing

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 Accessing Data and Data Analysis 369

universe.
2. Drag the Year object to the Conditions box.
3. Double-click Equal to, then Type a new constant, then type 2001.
4. Press Enter, then click Combine Queries on the Query Panel toolbar.
Combine
- The existing query appears in the Query 1 tab.
Queries
- A second tab, Query 2, also appears and is now active.
- Customer is already a result object in Query 2.
5. In the Query 2 tab, drag the Year object to the Conditions box.
6. Double-click Equal to, then Type a new constant, then type 2002.
7. Press Enter, then click the Query 2 tab with your right-mouse button.
The operators you can use to combine the queries appear on a pop-up menu:

8. Click Intersect.
The INTERSECT symbol appears on the Query 2 tab as shown here:

9. Click Run.
A list of customers who bought products in both years appears in the report.

Using SQL from BusinessObjects queries

When you build a query in the Query Panel, BusinessObjects writes the querys
corresponding SQL. If you know SQL and want to find out how BusinessObjects
resolves a query, you can view the SQL script.
You can also reuse the SQL that BusinessObjects generates by saving it to a file.
And because BusinessObjects also lets you edit your query SQL scripts, you can
build complex queries in the Query Panel, change the SQL to suit your needs,
then save the script. You can then run the saved script using another application.

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370 Accessing Data and Data Analysis

To view, edit or save a query's SQL script:

1. Click the View SQL on the Query Panel toolbar.
The query's SQL script appears in the SQL Viewer dialog box:

NOTE
It is possible that BusinessObjects will have created a complex SQL query to
resolve the query, for example if the query contains incompatible objects or
certain types of conditions. Such SQL queries can be split into several SELECT
statements, which BusinessObjects indicates as folders in the left pane of the
SQL Viewer dialog box.

2. To edit the script, click inside it and type the changes you want.
3. Click Regenerate to go back to the SQL of the original query.
Regenerate
4. Check Do Not Generate SQL before running if you want to keep the changes
you have made.
- This option automatically parses the script when you click OK.
- If you do not click this option, any SQL changes you have made will be lost
when you click OK.
Parse 5. Click Parse to check the validity of the script.

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 Accessing Data and Data Analysis 371

NOTE
If the universe designer has set the up the universe with a restrictive connection,
BusinessObjects prompts you to enter your database username and password
before parsing the script. For more information on restrictive connections, see
Restrictive connections on page 40

6. Click Save to save the edited script to a file.

7. Click OK to return to the Query Panel.
Save

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372 Accessing Data and Data Analysis

Customizing Queries on Universes

Using and Customizing Lists of
Values

chapter
372 Accessing Data and Data Analysis

Overview
This chapter describes lists of values (LOVs) and how you can use them to make
your reports more efficient.

Using and Customizing Lists of Values

 Accessing Data and Data Analysis 373

What is a list of values?

A list of values contains the values returned by an object. You use lists of values
to select the value(s) you need when defining conditions on a query or when
selecting the value(s) in a prompt.
When you use or view a list of values for the first time, BusinessObjects creates
a .lov file that contains the query definition and the values it returns. By default,
.lov files are located in sub-folders inside the UserDocs folder.

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374 Accessing Data and Data Analysis

How are lists of values created?

In Designer, the universe designer decides whether to associate a list of values
with an object. Once associated, the list of values can be viewed or edited in
Designer or BusinessObjects.
The first time you view an objects list of values, BusinessObjects runs a query
and retrieves the values from the database; the objects default list of values is
generated by the object query.

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 Accessing Data and Data Analysis 375

Customizing lists of values in BusinessObjects

You can customize lists of values in the following ways:
By editing the lists corresponding query.
For example, you can limit the data returned by a list of values by applying a
condition.
By assigning data from personal data files.
This feature is especially useful if you always use the same subset of the values
available in the database when applying conditions. You can view only the values
you need without having to connect to your remote database. For more
information, refer to Assigning personal data to a list of values on page 380.

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376 Accessing Data and Data Analysis

Editing lists of values

The universe designer decides whether a list of values is editable in
BusinessObjects. You can edit a LOV only if the designer has granted you the
right to do so.
Because the list of values is a query, you edit it by editing its corresponding query
in the Query Panel. You can edit the query by:
applying conditions to restrict the values returned
applying sorts to order the values
building a combined query
including additional objects in the query
The following example shows you how to edit a list of values.

EXAMPLE
Showing cities and regions in a list of cities
The Island Resorts Marketing universe has a City object. However, it is possible
for cities in different regions to have the same name. To identify a city precisely,
you want to display the citys region along with the citys name in a list of values.
To do this:

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 Accessing Data and Data Analysis 377

1. Click Universes on the Tools menu.

The Universes dialog box appears.

2. Select the Island Resorts Marketing universe and click List of Values.
3. Navigate to the City object beneath the Customer class.

Editing lists of values

378 Accessing Data and Data Analysis

4. Click Edit.
The Query Panel appears showing the query for the City objects list of
values.
5. Add the Region object to the query.

6. Click Run.
Now when you see the City list of values dialog box it shows the cities and their
regions.

Using and Customizing Lists of Values

 Accessing Data and Data Analysis 379

If you select Hierarchical View, the List of Values dialog box shows the cities
organized hierarchically within their regions.

Editing lists of values

380 Accessing Data and Data Analysis

Assigning personal data to a list of values

If you always choose from the same subset of values when applying conditions,
you can limit your choices by assigning personal data to an objects list of values.
This decreases the time required for the query because it is quicker to retrieve
values from a list than it is to query the database.
You can assign personal data to a list of values from three sources:
text files
Microsoft Excel files
dBase files
The following sections describe how to assign a list of values from a personal
data file by associating a file of cities with the City object in the Island Resorts
Marketing universe.

Assigning personal data from a text file

To do this:
1. Create a text file containing the values you want to include in the list (for
example cities):
Cities
Los Angeles
San Diego
San Francisco
(The first entry in the text file is the name of column of data, which you can
display in the list of values dialog box.)
2. In BusinessObjects, click Universes on the Tools menu, select the Island
Resorts Marketing universe and click Lists of Values.

Using and Customizing Lists of Values

 Accessing Data and Data Analysis 381

3. Open the Customer class and select the City object.

4. Select Personal Data.

The Access Personal Data dialog box opens.

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382 Accessing Data and Data Analysis

5. Click Browse to locate the text file containing the values.

6. Select First Row Contains Column Names. (In this case, the first row is called
Cities.)
7. Click Run.
8. To view the list of values, click Display.

9. Click OK.

Assigning personal data from an Excel file

To do this:
1. Create an Excel file containing the list of values.
2. In BusinessObjects, click Universes on the Tools menu, select the Island
Resorts Marketing universe and click List of Values.
3. Open the Resort class and highlight the City object.
4. Select Personal Data.
The Access Personal Data dialog box appears.
5. Select Microsoft Excel Files from the Format dropdown list.
The bottom half of the dialog box now contains controls that you use to select

Using and Customizing Lists of Values

 Accessing Data and Data Analysis 383

the cells containing the values in the Excel file.

6. Click Browse and select the Excel sheet containing the values.
7. Select the worksheet containing the values in the Sheet Name dropdown list.
8. Select the range of cells (for example A1:A4) containing the list of values in
the Range Definition box
or
Select the named range containing the list of values in the Named Range
dropdown list.
9. Select First Row Contains Column Names if the range contains the column
name.
10. Click Run.

Assigning personal data from a dBase file

To do this:
1. Click Universes on the Tools menu, select the Island Resorts Marketing

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384 Accessing Data and Data Analysis

universe and click List of Values.

2. Open the Resort class and select the City object.
3. Select Personal Data.
The Access Personal Data dialog box appears.
4. Select dBase Files from the Format dropdown list.
5. Click Browse and select the dBase (.dbf) file that contains the list of values.
6. Click Run.

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 Accessing Data and Data Analysis 385

Displaying, refreshing and purging lists of

values
BusinessObjects lets you display, refresh and purge lists of values at any time.
To do so:
1. Click Universes on the Tools menu.
The Universes dialog box appears.
2. Select the universe that contains the list of values you want, then click Lists
of Values.
The Lists of Values dialog box appears.
3. Open a class by clicking its + sign, then select the object whose list of values
you want to view, refresh or purge.
4. Click the button you want:

Button Action
Display BusinessObjects displays the values in the List of
Values of Object Name dialog box.
To view the list in table or hierarchy format, click
Tabular View or Hierarchical View respectively.
These options are useful if the list of values contains
more than one object; that is, it combines two or
more columns of values:
In Tabular View, the columns appear next to
each other.
In Hierarchical View, the values from the first
column appear as a folder. The folder contains
the values of the second column. If there is a
third column, the second column appears as a
folder that contains these, and so on.
Refresh BusinessObjects runs the query for the list of values,
and a refreshed list appears.
Purge BusinessObjects empties the .lov file corresponding
to the list of values.

5. Click OK to close the dialog box.

Displaying, refreshing and purging lists of values

386 Accessing Data and Data Analysis

TIP
You can populate a purged list of values by clicking Refresh.

Using and Customizing Lists of Values

Creating Calculations

chapter
388 Accessing Data and Data Analysis

Overview
This chapter explains how to create and display simple calculations in tables and
crosstabs. The final section of this chapter describes all you need to know about
converting currencies to and from euros in BusinessObjects
The following chapters give further information on using calculations in
BusinessObjects:
Formulas, Local Variables and Functions on page 465 explains how you can
use the power of the BusinessObjects formula editor to write your own
calculations.
Calculation Contexts and Extended Syntax on page 407 explains the more
sophisticated aspects of writing formulas and gives some background about
how the BusinessObjects calculation engine works.
Calculation Troubleshooting on page 437 explains the error messages and
other problems you may encounter when inserting formulas and calculations
in your reports and explains how to fix these problems.
For information on using calculations in charts, see the BusinessObjects
Users Guide: Report Techniques and Formatting.

Creating Calculations
 Accessing Data and Data Analysis 389

Calculations
BusinessObjects has standard calculation functions that enable you to make
quick calculations on the data in reports. These calculations are available directly
from a menu. The most commonly used calculations are also available on the
Report toolbar. This section describes how to make calculations using the menu
and toolbar functions.
You can also add calculations to your reports by writing your own formulas. This
is described in Formulas, Local Variables and Functions on page 465.

Adding simple calculations to reports

To add a simple calculation to a report:
1. Select the row or column on which you want to make the calculation.
2. Click Data, then the calculation you want, on the Calculations menu.

To... Choose...
Calculate the sum of the selected data, Sum
Count all rows for a Measure object. Count
Count distinct values for a Dimension or Detail
object.
Count the number of rows in the body including all Count All
duplicate and empty rows,
Calculate the average of the selected data. Average
Display the maximum value of the selected data, Maximim
Display the minimum value of the selected data, Minimum

Calculations
390 Accessing Data and Data Analysis

To... Choose...
Display the selected data as a percentage, Percentage
Calculate the difference between two selected Variance
values,
Calculate the difference between two selected Variance
values and display it as a percentage, percentage
The result of the calculation is inserted in a new cell in the table or crosstab.

NOTE
Variance syntax containing the Where operator will work in all cases except when
you have two cascading Wheres (a variance using a Where operator that
contains a formula that also uses a Where operator) or in certain contexts, for
example the variance of the variable "<Revenue>" in Report.

Count and Count All

In the example below, if you insert a Count on the Resort column, the result of
the calculation is 3 because there are three different resorts, Bahamas Beach,
Hawaiian Club and French Riviera. The Count function counts values of a
dimension object that are the same only one time. This is called a distinct count.
If you insert Count All on the same column, the result is 12 because there are
twelve rows of data in the resort column. The Count All function counts all rows
including empty and duplicate rows.

Creating Calculations
 Accessing Data and Data Analysis 391

If you look at the Revenue column, Count and Count All return 12. For a measure
object, the Count function counts all rows.

Using the Calculation toolbar

You can also use the buttons on the Report toolbar for certain calculations.

a. Sum
b. Percentage
c. Count
a b c d e
d. Variance
e. Variance percentage

Deleting calculations from a table or a crosstab

To delete calculations from a table or crosstab:
1. Select the row or column where the calculation is displayed.
2. Click Calculations then the calculation on the Data menu..
You can see which calculations have been applied to a row or column of data.
On the Data menu, the icon next to the calculation is dimmed or has a check
mark next to it to show it has been used. Buttons on the toolbar are dimmed
to show they have been used on the selected data.

NOTE
The calculation commands available on the menu and toolbar depend on the
data you have selected in the table or crosstab.

Making calculations on dimension and detail objects

You can use the following calculations on dimension and detail objects:
Count
Minimum
Dimension
Maximum
objects

Detail objects

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392 Accessing Data and Data Analysis

Calculation examples
The following section contains several examples of making calculations using the
Calculations menu.

EXAMPLE
Displaying total revenue and subtotals
You want to calculate and display the total revenue in a table. To do this:
1. Click in the Revenue column.
2. Click Sum on the Calculations toolbar.
Sum
- BusinessObjects displays the total revenue in the footer at the end of the
table.
- The sum button on the Calculations toolbar is dimmed.
Sum button
dimmed

You now decide you want to insert a break on this table to display subtotals for
each resort.
Insert break
3. Click inside the Resort column and click Insert Break.
The data is broken up and an empty row is inserted at the end of each resort
section.
4. Click in the Revenue column.
5. Click Sum once to remove the existing calculation.
6. Click Sum again to insert the subtotals.
BusinessObjects displays a subtotal for each resort and a total at the end of

Creating Calculations
 Accessing Data and Data Analysis 393

the table:

BusinessObjects inserts a
subtotal for each resort,

and a grand total for all resorts.

Calculations
394 Accessing Data and Data Analysis

EXAMPLE
Displaying average, maximum and minimum revenue
The following table has four different calculations for revenue. Notice that the
Average revenue, the Maximum and Minimum revenues and the Sum are all
displayed in separate rows in the order they were applied. Each figure is
identified by the name of the calculation. When you add a Percentage calculation,
BusinessObjects adds an extra column that shows each row as a percentage of
the total.

EXAMPLE
Calculating the difference in revenue between two quarters
In this example you have a crosstab that displays revenue per resort per quarter
and total revenue per quarter. You want to show in the table the difference in
revenue between two quarters. To do this:
1. Select Q2 with the mouse, then, holding down the Ctrl key, select Q1.
2. Click Variance Percentage on the Calculations toolbar.
BusinessObjects displays the difference in revenue between Q1 and Q2 for
Variance each resort as a percentage in a new cell called Q2-Q1.
Percentage
3. Select Q4 with the mouse.
4. Hold down the Control key and select Q3.
BusinessObjects displays the difference in revenue between Q1 and Q2 for

Creating Calculations
 Accessing Data and Data Analysis 395

each resort as a percentage in a new cell called Q4-Q3.

NOTE
You can also use the Shift key to select columns and rows. If you use the Shift
key, BusinessObjects does not take into account the order in which you selected
the columns and rows and always selects cells from top to bottom and from left
to right. If you carry out the calculation above using the Shift key,
BusinessObjects will calculate Q1-Q2.

Re-using a calculation elsewhere in a report

You can drag a calculation from a table or a crosstab and place it in a different
position in a report. BusinessObjects keeps the formula with the cell. To do this:
1. Click inside the cell containing the calculation.
2. Click inside the cell again and, holding down your mouse button, drag the cell
to the desired position.
3. Release the mouse button.

NOTE
When you move a cell containing a calculation to a different part of the report, the
calculation result depends on where exactly the cell is positioned as this can
change the context in which the calculation is made. For more information on this
point see Calculation Contexts and Extended Syntax on page 407.

EXAMPLE
Displaying total revenue as a table title
You have a report showing overall total and maximum revenues, and total and
maximum revenue by resort and service line. You want the total revenue to
appear at the top of the report. To do this:

Calculations
396 Accessing Data and Data Analysis

1. Select the Sum cell at the bottom of the report and drag it to the top of the
report.

Mouse pointer during

drag operation

2. Click Cell on the Insert menu and type Total Revenue in the inserted cell,
then align it next to the cell you placed at the top of the report.

Creating Calculations
 Accessing Data and Data Analysis 397

3. Select the block at the bottom of the report that contains the overall sum and
maximum calculations and press the Delete key to delete it.

Calculations
398 Accessing Data and Data Analysis

Converting to and from Euros

The following section describes how BusinessObjects uses built-in functions to
help you quickly and accurately convert a currency to or from euros.

What is the euro?

The euro is the official currency unit of the European countries that belong to the
EMU (European Monetary Union).
Each one of these countries has a conversion rate between the euro its former
national currency. EMU regulations stipulate how the conversion must be carried
out.
BusinessObjects euro conversion functions adhere to these stipulations.

Displaying the euro symbol

The euro is designated by an official symbol. To display this currency symbol in
BusinessObjects, you need to have a Windows operating system that can display
it or you need to install a euro font upgrade to your Windows operating system.

Euro currency If your operating system cannot display the euro symbol, you can use the official
symbol ISO three-letter code, EUR, instead.

How does the conversion work?

Each currency has a fixed conversion rate of six significant digits. The number of
digits after the decimal point depends on the number of digits before the decimal
point.

EXAMPLE
Converting to euros: six- digit conversion rates
The conversion rate for Dutch guilders (NLG) is 2.20371, with 1 digit before the
decimal and five after.
The conversion rate for Belgian francs (BEF) is 40.3399, with 2 digits before the
decimal point and four after.
To convert to euros from an EMU-compliant currency, you divide the local
currency amount using the six-digit conversion rate for that currency and then
round the result to display the appropriate number of decimal digits.
To convert from euros to an EMU-compliant currency, you multiply the amount in
euros by the six-digit conversion rate for the target currency and then round the
result to display the appropriate number of decimal digits.

Creating Calculations
 Accessing Data and Data Analysis 399

Conversion errors
When you convert an EMU-compliant currency to or from euros, you use the fixed
six-digit conversion rate and then round the result to the appropriate number of
decimal digits. Rounded numbers are less accurate than the original numbers
and the round error on a given amount may be fairly negligible or quite
substantial. BusinessObjects allows you to display round errors after you have
converted amounts to and from euros to assess the importance of the difference.

Displaying currency formats in BusinessObjects

BusinessObjects uses the default currency defined for your operating system
defined in the Windows Regional Settings in the Windows Control Panel.
You can display custom currencies in your BusinessObjects reports in addition to
the default currency provided by your operating system. For example, if your
default currency is $, all the amounts in your report will be in US dollars. If you
also want to display a column with revenue in euros, you can add your own
currency format in BusinessObjects. See the BusinessObjects Users Guide:
Report Techniques and Formatting for details.

Converting to euros
You can convert an amount from one of the eleven EMU currencies into euros
using one easy mouse click.
To do this:
1. Select the column, row or cell that contains the data you want to convert.
2. Click Euro, then click Convert To Euro on the Data menu.
- If BusinessObjects recognizes the currency, it carries out the conversion
and displays the result.
- If BusinessObjects does not recognize the currency, it displays the Select
Currency dialog box.
3. Choose the currency from the list box and click OK.
The data is converted. If the source data was formatted as currency, the
converted data is formatted with the euro currency formatting defined in the
Conversion Rates table.

How does BusinessObjects recognize the currency of the selected data?

BusinessObjects recognizes the currency of selected data if:
it is formatted as currency using the standard Windows currency symbol
and the selected currency is in the Conversion Rates list
For example, 47 DM will be recognized by BusinessObjects as German marks.

Converting to and from Euros

400 Accessing Data and Data Analysis

If the data is not formatted as a currency BusinessObjects recognizes, the Select

Currency dialog box is displayed.
If the currency you want to convert to euros is not in the list, you can add it as
described below.

Converting from euros

You can convert a figure from euros into one of the eleven EMU currencies using
one easy mouse click.
To do this:
1. Select the column, row or cell that contains the data you want to convert.
2. Click Euro, then Convert From Euro on the Data menu.
The Select Currency dialog box opens.

3. Choose the currency you want to convert the euros to and click OK.
The data is converted. If the data in euros was formatted as currency, the
converted data is formatted with the currency formatting defined in the
Conversion Rates table.

Displaying rounding errors

A rounding error occurs because when an amount is converted to or from euros,
the result is rounded to show only the appropriate number of decimal digits. The
rounding error returns the difference between the rounded number and the
number before rounding.
To display rounding errors:
1. Select the column, row or cell that contains the converted data.
2. Click Display Rounding Errors on the Data menu.
The rounding errors are displayed in a new column, row or cell which is
inserted after the selected column, row or cell.

Creating Calculations
 Accessing Data and Data Analysis 401

NOTE
The Display Rounding Errors command is only available if the selected cell
contains a number that has been converted to or from euros.

Conversion rates
BusinessObjects stores the conversion rates and other information for the EMU
currencies and uses this information to carry out conversions to and from euros.
You can edit this information and add other currencies to this list.

Viewing conversion rates

1. Click Euro, then click Display Conversion Rates on the Data menu.
The Conversion Rates dialog box appears.

This dialog box shows the following information about each currency:

Converting to and from Euros

402 Accessing Data and Data Analysis

Currency Shows the official ISO (International Standards

Organization) label for the currency.
Rate Shows the official 6-digit conversion rate
between the currency and the euro.
Decimal Shows the number of decimal digits used by
each currency.
Format Shows the symbol or abbreviation used to
designate the currency.
Label Shows the name of the currency in the local
language.

Editing information about a currency

1. Click Euro, then click Display Conversion Rates on the Data menu.
2. The Conversion Rates dialog box appears.
3. Select the currency you want to edit from the list.
4. Click Edit.
The Edit Conversion Rate dialog box appears.

This dialog box displays the information that BusinessObjects currently uses
for the selected currency.
5. Make any necessary changes by typing in the new information over the old
information in the text boxes.
6. Click OK when you have finished.
The Edit Conversion Rate dialog box closes.
The new information concerning the selected currency is now displayed in the
list in the Conversion Rates dialog box.
7. Click OK to close the Conversion Rates dialog box.

Creating Calculations
 Accessing Data and Data Analysis 403

Adding a new currency

1. Click Euro, then click Display Conversion Rates on the Data menu.
The Conversion Rates dialog box appears.
2. Click Add.
The Add Conversion Rate dialog box appears.

3. Enter the required information in each text box

You must enter information in each text box.
4. Click OK to close the Add Conversion Rate dialog box.
The new currency is now displayed in the list in the Conversion Rates dialog
box.
5. Click OK to close the Conversion Rates dialog box.

EXAMPLE
Adding US dollars to the currency list
You want to add US dollars to the list of currencies since you regularly use dollar
to euro conversion in your business. You have today's dollar/euro exchange rate.
Since the price of the dollar against the euro fluctuates daily, you will have to
update dollar currency information regularly.

Converting to and from Euros

404 Accessing Data and Data Analysis

To add US dollars to the currency list:

1. Click Euro, then click Display Conversion Rates on the Data menu.
The Conversion Rates dialog box appears.
2. Click Add.
The Add Conversion Rate dialog box appears.
3. Enter the information in the Add Conversion Rate dialog box:
- Enter USD in the Currency box.
- Enter 0.9 in the Rate box
- Enter 2 in the Decimal box.
- Enter $ in the Format box.
- Enter US Dollars in the Label box.
4. Click OK.
US dollars now appears in your list and will be recognized by BusinessObjects
so that you can convert between US dollars and euros using the Convert to Euro
and Convert from Euro menu commands.

Fixed and fluctuating currency rates

The conversion rates between the euro and EMU-compliant currencies are fixed.
When converting euros to any other currency you must use the daily rate set by
financial institutions.

Triangulation
If you want to convert from one EMU-compliant currency to another EMU-
compliant currency, you cannot simply use cross rates. You have to use a
procedure called triangulation. To triangulate, you convert the first currency into
euros using a six-digit conversion rate and then convert the euros into the second
currency using another six-digit conversion rate.

EXAMPLE
Triangulation: converting between EMU-compliant currencies
In the following example, you want to convert an amount in German marks into
Belgian francs. To do this, you first have to convert the German marks into euros
using the six-digit conversion rate for German marks. You then round the euros
to no less than three decimal digits. Finally you convert the euros into Belgian
francs using the six-digit conversion rate for Belgian francs. You can carry out this
conversion by writing a BusinessObjects formula.
The following BusinessObjects formula converts 100 DEM to 2063 BEF.

Creating Calculations
 Accessing Data and Data Analysis 405

EuroConvertFrom(EuroConvertTo(100, "DEM", 3), "BEF", 0)

Converting to and from Euros

406 Accessing Data and Data Analysis

Creating Calculations
Calculation Contexts and
Extended Syntax

chapter
408 Accessing Data and Data Analysis

Overview
This chapter is designed to help you use the powerful calculation capabilities
delivered with BusinessObjects.

Who should read this chapter

This chapter especially concerns those users whose business requires that they
perform advanced calculations. The information here is also useful for any user
who has experienced computation errors in their BusinessObjects reports.

Whats in this chapter

The chapter provides information on how BusinessObjects performs calculations
in reports. It describes the concepts behind the BusinessObjects calculation
engine. Most specifically, its aim is to explain the extended syntax that enables
you to manipulate complex aggregations in reports.
You can find calculation troubleshooting information on error messages such as
#COMPUTATION in "Calculation Troubleshooting" on page 437.

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 Accessing Data and Data Analysis 409

Introduction to contexts and extended syntax

This section introduces you to calculation contexts and extended calculation
syntax. Each calculation that you place in a report has a default context
determined by where you place it. With extended syntax you can overide these
defaults and control the context yourself.

Semantically-dynamic calculations
In BusinessObjects, you create a report by building a query that retrieves data
from a database. Typically, your query contains:
Dimensions, which retrieve character-type data (customer names, product
names), or dates (years, quarters, reservation dates).
Measures, which retrieve numeric data that is the result of calculations. For
example, in the BusinessObjects demo universe, Revenueis the calculation
of number of items sold multiplied by item price.
When you run the query, BusinessObjects retrieves the data corresponding to
the dimensions and measures you selected. BusinessObjects calculates
measures dynamically, based on the dimensions with which they appear. Heres
an example.

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410 Accessing Data and Data Analysis

EXAMPLE
Revenue per region per year, and revenue per region
The report illustrated below contains two tables: revenue per region per year, and
revenue per region.
BusinessObjects dynamically calculates the Revenue measure according to the
dimensions in the table. If you remove the Year column, BusinessObjects returns
revenue per region:

Revenue by region by year. Revenue by region.

Understanding input and output contexts

BusinessObjects defines an input context and an output context to determine the
result of an aggregate calculation. Remember that a context is made up of one
or more dimensions. The following table defines which dimensions in a report
make up which context:

The... Consists of one or more dimensions that...

Input context Go into the calculation
Output context Determine the result of the calculation

(BusinessObjects also supports reset contexts, which are used in cumulative

aggregations such as running totals. To find out about reset contexts, refer to
Reset contexts on page 420).

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 Accessing Data and Data Analysis 411

This section explains how BusinessObjects defines input and output contexts in
different parts of a report. This information is important if you
want to understand the different results BusinessObjects returns from the
same formula in different parts of a report
cannot obtain the results you need from the default calculation behavior
need to fix errors such as #COMPUTATION

How BusinessObjects defines input and output contexts

To understand how BusinessObjects defines input and output contexts, you must
first understand the terms body and local context. The following table provides a
definition of these terms, and shows how they map to input and output contexts
in a report:

The... Consists of one or And by default is the

more dimensions that... same as the...
Body Are present in the part of Input context.
the report (for example a
block) where the
calculation is inserted
Local context Govern the part of the Output context.
report where the
calculation is inserted
(For example, a master
variable in a section).

Below is an illustrated example that helps you to understand the dimensions in

the body and the local context and thus the default input and output contexts
in different parts of a report.

EXAMPLE
Calculate revenue in various default contexts
The following report displays revenue per city per quarter in 2000. The user has
placed calculations in different parts of the report:
Total revenue at the top of the report
Revenue in the Year section
Revenue in the table, and
Average revenue in the break footer.

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412 Accessing Data and Data Analysis

The table below the illustration explains the default input and output contexts
BusinessObjects uses to obtain the result of each calculation.

a. Total revenue
for the report.

b. Total revenue
by year.
c. Total revenue
by year and
quarter.

d. Average
revenue by
year, quarter

Calculation Contexts and Extended Syntax

 Accessing Data and Data Analysis 413

The calculation Because the body And the local (ouput)

returns... (input) context is... context is...
a. Total revenue for All dimensions - including The same as the body.
the report any that are not
displayed in the report
b. Total revenue for Year, the section master, The same as the body.
2000 (the calculation is placed
at the section level)
c. Revenue per city Year, Quarter, City - the The same as the body.
per quarter per year dimensions in the section
and table
d. Average revenue Year, Quarter, City - the Quarter (the calculation
per city per quarter dimensions in the section is placed in the footer of
per year and table the break on Quarter.)

Using your understanding of input and output contexts

Once you understand input and output contexts, you are ready to use extended
syntax.
The extended syntax of an aggregate formula contains not only the basic
formula, but also the dimensions that make up the aggregations calculation
contexts. Heres an example.

EXAMPLE
The extended syntax of an aggregate formula
The report shown here calculates running total resort revenue per country:

Introduction to contexts and extended syntax

414 Accessing Data and Data Analysis

You obtain the running totals by applying the RunningSum function on the
Revenue column. The basic formula for the calculation is
=RunningSum(<Revenue>)
The extended syntax of the formula, in which the explicit input and output
contexts are shown, is
=RunningSum(<Revenue> In Body) In <Country>
where Body is the input context, and Country, the output context.
You can use your knowledge of extended syntax to:
understand the results BusinessObjects returns by default (see below), and
change the default input and output contexts of a formula to get the results
you need. For information on how to do this, refer to Using extended syntax
for advanced calculations on page 416.

Viewing the extended syntax of a formula

BusinessObjects provides two simple ways of viewing a formulas extended
syntax, to find out the dimensions in the input and/or output context of an
aggregate calculation. You can view extended syntax by
using the Formula Bar, or
using the Define As Variable command on the Data menu
Using the Formula Bar
1. If the Formula Bar is not displayed, click Formula Bar on the View menu.
2. Click the cell containing the calculation.
3. Hold the mouse pointer over the Formula Bar.
4. The extended syntax of the formula appears in a tooltip.

Calculation Contexts and Extended Syntax

 Accessing Data and Data Analysis 415

Using the Define As Variable command

1. Click the cell containing the calculation.
2. Click Define as Variable on the Data menu.
The Define As Variable dialog box appears.
3. Click Evaluate the formula in its context.
The extended syntax of the formula appears in the dialog box:

4. Click Cancel to close the dialog box.

Introduction to contexts and extended syntax

416 Accessing Data and Data Analysis

Using extended syntax for advanced

calculations
When you insert a simple aggregation in a report, for example to calculate
average revenue, BusinessObjects writes a simple formula, in this case
=Average(<Revenue>)
By default, BusinessObjects evaluates the formula in its default context, as
explained in the previous section, Understanding input and output contexts on
page 410.
What if you do not want the detault context? What if you need average revenue
per city in a table containing region and city? By default, BusinessObjects returns
results based on region and city, that is, both dimensions from the local context.
What if you need a result based on a dimension that is available in the document
but which you do not want to display in the report?
BusinessObjects provides extended syntax so that you can specify the
dimensions to use in your calculations. Heres an example.

EXAMPLE
Calculating the number of cities per region
In a table containing the dimensions City and Region, if you insert a count,
BusinessObjects counts the cities one by one, using the following formula:
=Count(<City>)
By default, BusinessObjects makes the calculation based on the dimensions in
the table (Region, City). Theres only one city per city, so BusinessObjects
returns 1 every time.
Extended syntax enables you to specify that you want BusinessObjects to count
the cities per region. To obtain this result, you must extend the formula:
=Count(<City>) In <Region>

Calculation Contexts and Extended Syntax

 Accessing Data and Data Analysis 417

Now you get the result you were looking for:

Defining calculation contexts with extended syntax

Using extended syntax, you specify the dimensions you need for your
calculation. In the example above, we specified the dimension Region in order to
return the number of cities per region. When you use extended syntax to specify
dimensions in this way, you define calculation contexts other than the default
contexts assigned by BusinessObjects.
BusinessObjects lets you define your own input and output contexts. A quick
reminder of the difference between them:

The... Consists of one or more dimensions that...

Input context Go into the calculation.
Output context Determine the result of the calculation.

Thus, in the example on page 416 (number of cities per region), we defined an
output context, Region. Heres an example of a calculation with an input context
defined by the user.

EXAMPLE
Calculating the minimum revenue per city for each region
You display Region, City and Revenue in a table. When you remove City from the
table, BusinessObjects automatically calculates revenue per region, because
Region is now the only dimension in the body.
The only way to display minimum revenue per city for each region is to define an
input context, because the local context does not contain the City dimension.
BusinessObjects allows you to do this, because even though you have removed
City from the report display, it is still available in the document.

Using extended syntax for advanced calculations

418 Accessing Data and Data Analysis

The formula and the result are as follows:

=Min(<Revenue> In (<Region>,<City>))

How to define input and output contexts

When you insert an aggregation such as Sum, BusinessObjects writes a simple
formula, for example
=Sum(<Revenue>)
To define contexts, you have to edit formulas, so the first thing to do is to display
the Formula Bar. To do this, click Formula Bar on the View menu. Now, when
you click a cell in a report, its formula appears in the Formula Bar:

Syntax for input and output contexts

To define contexts, you add arguments to a formula. The syntax for input and
output contexts is as follows:
=AggregateFunction(<measure> In <input context>) In <output context>
The following example explains this in more detail.

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 Accessing Data and Data Analysis 419

EXAMPLE
A formula containing input and output contexts
The following formula returns the minimum revenue per city per region:
=Min(<Revenue> In (<Region>,<City>)) In <Region>
The input context consists of Region and City, while the output context is Region.

To add an input and output context to a formula

This procedure shows you step-by-step how to add an input and/or output
context to a simple calculation you have already inserted. The procedure is
based on the example on page 417, Calculating the minimum revenue per city
for each region.
1. If the Formula Bar is not displayed, click Formula Bar on the View menu.
2. Click inside the cell containing the calculation you want to change, in this case
a column containing the Revenue measure.
The formula appears in the Formula Bar, for example
=Min(<Revenue>)
3. If youre adding input context, click to the left of the closing parenthesis. For
an output context, click to the right of the closing parenthesis.
4. Type a space, type In, then type another space.
5. Type the name of the dimension you want to specify as the context.
6. Type < > on either side of the dimension, for example
<City>
7. If you need to add dimensions to the context, separate each one with a
comma, and place the list of dimension in parentheses, like this:
(<Region>,<City>,<Year>)
8. Press Enter to validate the formula.

TIP
You can also use the Formula Editor to add contexts to a formula. The advantage
is that you can double-click variables to add them to the formula, instead of
having to type them.
Formula Editor
To display the Formula Editor, click Formula Editor on the left of the Formula
Bar.

Using extended syntax for advanced calculations

420 Accessing Data and Data Analysis

Reset contexts
You use a reset context in a cumulative aggregation, such as running total
revenue per quarter. The reset context consists of one or more dimensions which
reset the value of the calculation to zero each time a dimension value changes.
This is best explained with an example.

EXAMPLE
Calculating running total revenue per country
You want to calculate running total revenue per country per year, and naturally
you want the calculation to be reset for each country. When the value of Country
changes, you want the calculation to begin at 0.
To obtain this result, you display Country, Year and Revenue in a table, and apply
a break on Country. You then add the cumulative aggregation
=RunningSum(<Revenue>;<Country>)
in which you specify Country as the reset context. Heres what you get:

How to define reset contexts

You define a reset context by specifying one or more dimensions in the
cumulative formula. The syntax is
=RunningAggregateFunction(<measure>;<dimension>)
giving, for example
=Sum(<Revenue>;<Year>;<Region>)

Calculation Contexts and Extended Syntax

 Accessing Data and Data Analysis 421

To define a reset context:

1. If the Formula Bar is not displayed, click Formula Bar on the View menu.
2. Click inside the cell containing the calculation you want to change.
The formula appears in the Formula Bar.
3. Type a parenthesis before the function name.
4. Type a semi-colon (;) after the measure.
5. Type the name of the dimension you want to use as the reset context, for
example,
<Year>
6. Add other dimensions if necessary; separate each with a comma and place
the list in parentheses.
A reset context with more than one dimension looks like this:
;<Year>,<Region>
7. Type a closing parenthesis at the end of the formula, then press Enter.

Using reset contexts in crosstabs

A crosstab displays data in rows and columns, as opposed to a table which
displays data in columns only. Measures are typically placed in the body of a
crosstab at the intersection of rows and columns. The crosstab illustrated here
shows revenue per region in 1998, 1999 and 2000:

Now, to calculate running total revenue, you insert a break on Year, then change
Revenue to
=RunningSum(<Revenue>)
Heres the result:

Using extended syntax for advanced calculations

422 Accessing Data and Data Analysis

Notice that BusinessObjects calculates the running totals for both Year and
Region. In other words, the figures are added from left to right, and from top to
bottom.
To reset the running sum for either Year or Region, you add a reset context to the
formula. The formula to reset the running sum to 0 for each year is
=RunningSum(<Revenue>;<Year>)
and the result is as shown:

NOTE
Users of previous versions of BusinessObjects may have used the keywords Col
and Row to define reset contexts in crosstabs. These keywords are no longer
necessary. You can use them, but they have no added value. For example
=RunningSum(<Revenue>; Col <Year>)
and
=RunningSum(<Revenue>; <Year>)
return the same result.

Syntax for combining reset, input and output contexts

When input and output contexts are specified, the syntax for reset contexts is as
follows:
=RunningAggregateFunction(<measure> In <input context>;<reset
context>) In <output context>

Modifying contexts with the operators ForEach and ForAll

When you define a context, you specify the dimension(s) it must contain. The
syntax requires that you use the In operator to introduce the context:
=Min(<Revenue> In (<Region>,<City>) In <Region>

Calculation Contexts and Extended Syntax

 Accessing Data and Data Analysis 423

In is the default operator for defining a context. However, you can modify the
context youre defining by replacing In by ForEach or ForAll. The following table
provides a definition of ForEach and ForAll:

Operator Definition
ForEach Adds dimensions to the input or output context.
ForAll Removes dimensions from the input or output context.

The following example illustrates how ForEach and ForAll work.

EXAMPLE
Using ForEach and ForAll
A table containing Region, City and Revenue returns the revenue per city per
region.
The Year dimension is also available in the document. You want to display
maximum revenue per city per year, but you dont want to add Year to the table.
Instead, you add Year to the local context by using ForEach:
=Max(<Revenue> ForEach <Year>)

Finally, you want to display maximum revenue per region, but want City to remain
in the table. In other words, you have to remove City from the local context
without physically removing the City column. You achieve this by using ForAll.
Heres the formula and the result:

Using extended syntax for advanced calculations

424 Accessing Data and Data Analysis

=Max(<Revenue>) ForAll <City>

Getting the same result: ForAll <City> vs. In <Region>

In the previous example, we calculated maximum revenue per region by using
ForAll to remove City from the local context. You could obtain the same result by
making Region the output context.
Heres how this works. The local context is City and Region. Unless you specify
otherwise, BusinessObjects returns maximum revenue per city per region. You
want maximum revenue per region. To calculate this, you must tell the formula
to ignore City, either by
removing City from the local context, or
defining an output context, Region
So, these two formulas,
=Max(<Revenue>) ForAll <City>
=Max(<Revenue>) In <Region>
where the local context is Region and City, obtain the same result.
Now try ForEach <City> vs. In (<Region>,<City>)
In the example entitled Calculating the minimum revenue per city for each region
on page 417, you used
=Min(<Revenue> In (<Region>,<City>))
to calculate minimum revenue per city in a table containing only Region and
Revenue. The default input context is Region, but you added City to it.
You could obtain the same result by adding City with the ForEach operator, the
formula being
=Min(<Revenue> ForEach <City>)

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 Accessing Data and Data Analysis 425

Using the Rank function and extended syntax

The Rank function allows you to rank the values of a dimension based on a
measure. The syntax is:
=Rank(dimension ,measure)
The first table below shows revenue per quarter per countrythat is, quarters
based on their total revenues, igorning countries. (You can see this more clearly
if you look at the table below the first table, which breaks on quarters and shows
total quarter revenues.) The rank formula in this table is:
=Rank(<Quarter> ,<Revenue>)

Using extended syntax for advanced calculations

426 Accessing Data and Data Analysis

But what if you put a break or a section on country? The result is that the quarters
are ranked for each country separately, as shown in the table to the right..

Quarters ranked on totals by

country

This is because, by default, BusinessObjects includes country in the calculation

context. Since there are two values for Country, BusinessObjects makes a
calculation for each value.
You can modify the calculation context by using the ForAll context operator. This
tells BusinessObjects to ignore the break (or section) on Country. The syntax is:
=Rank(<Quarter> ,<Revenue>) ForAll <Country>

Calculation Contexts and Extended Syntax

 Accessing Data and Data Analysis 427

The result is:

BusinessObjects now calculates the rank according to revenue generated per

quarter and for all values of the Country dimension.
What if you now want to rank all eight quarters in the block according to revenue
generated?
To do this, you have to remove the Country break from the rank calculation
context, but keep it in the revenue calculation context. The best way to achieve
this is to create a new variable to calculate the revenue and then include this in
the formula inserted in the Rank column.
Heres how to do it:
1. Create a new measure variable using the following syntax:
=<Revenue> ForEach <Country>
This variable calculates the revenue for each country.
2. Name the variable Revenue ForEach Country.
3. Insert the following formula in the rank column:
=Rank(<Quarter> ,<Revenue ForEach Country>) ForAll <Country>

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428 Accessing Data and Data Analysis

The result is:

Using the Rank function in crosstabs

In the following example, you have a crosstab that displays revenue per quarter
per resort. You have inserted a column to display rank after each Resort column
and inserted the following syntax:
=Rank(<Quarter> ,<Revenue>)
The result is:

The problem is that the rank is the same for all quarters in all resorts.
What you want to do is rank the quarters for each resort in the crosstab. To do
this, you have to specify that you want to calculate rank for each resort in the
output context. The syntax is:
=Rank(<Quarter> ,<Revenue>) ForEach <Resort>
And the result is:

Calculation Contexts and Extended Syntax

 Accessing Data and Data Analysis 429

Defining contexts with keywords

Calculation contexts consist of one or more dimensions. In the examples so far,
weve defined contexts by writing the names of dimensions inside the formula.
BusinessObjects provides keywords that enable you to define contexts without
listing the specific dimensions you need. A keyword corresponds to the
dimension or dimensions in a specific part of the report. Keywords can define all
types of context in extended syntax- input, output or reset.
Keywords offer you the following advantages:
It is often quicker to add one keyword to a formula than to write a list of
dimensions.
The syntax for keywords is simple: you add the keyword to the formula,
avoiding things like missing parentheses and misspelled dimensions.
If you add or remove dimensions from the report, perform drag-and-drop or
slice-and-dice, you do not have to rewrite formulas containing keywords
This section provides:
definitions of the keywords you can use
an example of how to use a keyword in a formula
astep-by-step procedure for writing formulas with keywords
information on how BusinessObjects assigns keywords to formulas, and
an explanation of how report filters behave when you use keywords.

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430 Accessing Data and Data Analysis

Keywords: definitions and example

The four keywords you can use in formulas are Report, Block, Body and
CurrentPage. Each keyword corresponds to the dimension or dimensions in a
specific part of the report. The definitions in the following table indicate
in which part of a report you can use each keyword, and
the dimensions the keywords correspond to.

Keyword Can be used in formilas... And corresponds to...

Body Inside a block The dimensions in the block.
Outside a block The dimensions in the current
section.
Block Inside a block The dimensions in the current
section.
Report Anywhere in the report All the dimensions in the
document.
CurrentPage Inside the current page The dimensions in the current
page.

To illustrate how keywords can be used, heres an example.

EXAMPLE
Calculating a grand total by using the Report keyword
You want to display the grand total revenue across all dimensions in a report.
This calculation does not require extended syntax if the formula is placed in a cell
at the very top of the report, because in this case the default output context
contains all the dimensions in the report. But you want to display the information
elsewhere, for example inside a table footer.
To obtain this result, you could define an output context by listing all the
dimensions in the report. A much simpler solution is to use the Report keyword
in the following formula:
=Sum(<Revenue>) In Report
Wherever you display this formula in the report, you obtain the grand total.

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 Accessing Data and Data Analysis 431

NOTE
A formula in which the Report keyword is used to define the output context
always returns a single value.

How to define a context using a keyword

Heres the step-by-step procedure for using a keyword to define a context:
1. If the Formula Bar is not displayed, click Formula Bar command on the View
menu.
2. Click the cell in which you want to place the formula, then write the basic
formula, for example,
=Sum(<Revenue>)
in the Formula Bar.
1. If youre adding input context, click to the left of the closing parenthesis. For
an output context, click to the right of the closing parenthesis.
2. Type a space, type In, then type another space.
3. Type the keyword (Block, Body, Report, or CurrentPage), then press Enter.

How BusinessObjects uses keywords

You use keywords in extended syntax when you need to define contexts in
aggregate formulas. BusinessObjects defines contexts in all aggregate formulas,
however simple, and often uses keywords to do so. The following example
illustrates this behavior.

EXAMPLE
The formula BusinessObjects writes for a simple calculation
You create a master/detail report that shows revenue per resort per year. You
insert a sum on Revenue. This is a simple calculation requiring no extended
syntax.
BusinessObjects, however, writes a full formula in which it specifies input and
output contexts. The formula is
=Sum(<Revenue> In Body) In (<Year>)
where Body corresponds to Resort (the dimension in the table containing the
calculation, the local context), and Year is the output context.
You can view the full formula by clicking the cell containing the sum, then resting
the mouse pointer over the Formula Bar. The formula appears in a tooltip.

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432 Accessing Data and Data Analysis

You can also view the full formula by clicking Define As Variable on the Data
menu.

Benefits
In simple aggregations such as the one in the example above, you rarely need to
understand the extended syntax BusinessObjects uses. But what if you dont
understand the numbers BusinessObjects displays in a report? What if youre
having a hard time fixing an error such as #COMPUTATION?
In these cases, you can use the extended syntax BusinessObjects provides to
Understand the computation behind the report display, then
Edit your formula to get the result you want. The formula displayed in the
tooltip is a base for you to work from.

Filters and keywords

BusinessObjects still applies filters when you use keywords in aggregations, but
you can force BusinessObjects to ignore them.
How to force BusinessObjects to ignore filters
You have a master/detail report and a filter on the master variable. You want to
calculate a grand total using the Report keyword. You dont want to compute the
filter but you dont want to delete it either.
The solution is to use the NoFilter function The syntax is
=NoFilter(formula)
an example being
=NoFilter(Sum(<Revenue>) In Report)

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 Accessing Data and Data Analysis 433

Quick reference
This section provides a quick reference to the terms and concepts discussed in
this chapter.
The information below is organized by category:
Basic terms such as document, microcube, aggregation, etc.
Calculation contexts (local, body, input, output and reset)
Context operators (In, ForEach, ForAll)
Keywords (Report, Block, Body, CurrentPage).

Frequently used terms

A selection of useful terms often used in this context.

Term Definition
Aggregation A calculation that returns totals, percentages, etc. in which any
of the following functions are used:
Average, Count, Max, Min, StdDev, StdDevP, Sum, Var, VarP.
Cumulative A calculation that returns running totals, percentages, etc. in
aggregation which any of the following functions are used:
RunningAverage, RunningCount, RunningMax, RunningMin,
RunningSum.
Dimension Qualification of an object, variable or formula that returns text
(names, IDs, etc.) or dates.
In a report, dimensions make up calculation contexts.
Document A BusinessObjects file (extension .rep).
Extended The syntax of a formula for an aggregation, in which the input
syntax and output contexts for the aggregation are displayed.
You can use extended syntax to define your own input and
output contexts
You have to use extended syntax to define reset contexts.
Formula The definition of the content of a cell. Can contain functions,
operators, variables and text.

Quick reference
434 Accessing Data and Data Analysis

Term Definition
Measure Qualification of an object, variable or formula that returns
numeric data, such as revenue.
The result of a measure is by default determined by the
dimensions in the context in which the measure is placed in a
report.
Microcube Set of data returned by a query.
Because documents can contain data from different sources in
BusinessObjects, any given document can contain multiple
microcubes.
Report Pages in a document where data is displayed. A document can
contain many reports; each report has a tab at the bottom of the
application window.
A report can display only a subset of data from the document.
You can use any dimension - displayed or not - as input or
output for a calculation.
Variable A named formula.
BusinessObjects always stores query results as variables.

Calculation contexts
A calculation context consists of one or more dimensions that determine the input
and output of aggregate calculations.Important: In BusinessObjects 5.1.x, the

Context Definition
Local Dimension or dimensions that govern the part of the report
where the calculation is inserted (e.g., a master variable in
a section).
Body Dimension or dimensions that are present in the part of the
report (e.g., a block) where the calculation is inserted.

Calculation Contexts and Extended Syntax

 Accessing Data and Data Analysis 435

Context Definition
Input One or more dimensions that go into an aggregate
calculation. By default, the input context for a calculation is
the defined by the dimension(s) in the body.
You can define your own input context using extended
syntax.
Output One or more dimensions that determine the result of an
aggregate calculation. By default, the output context is
defined by the dimension(s) in the local context.
You can define your own output context using extended
syntax.
Reset One or more dimensions that reset a cumulative
aggregation such as running total to 0 when the value of the
dimension(s) changes.
You specify reset contexts using extended syntax.

NOTE
In BusinessObjects 5.1.x and later, the SQL for contexts is generated differently
from previous versions. Therefore, if you run a query that was built in a previous
version to 5.0.x, you receive #SYNTAX, #COMPUTATION and #ERROR
messages in the upgrading report.

Context operators
In the formula for an aggregation using extended syntax, an operator introduces
the input and/or output context.

Operator Definition
In The default operator. Includes the specified dimension(s) in
the context.
ForEach Modifies a context by including the specified dimension(s).
ForAll Modifies a context by excluding the specified dimension(s).

Quick reference
436 Accessing Data and Data Analysis

Keywords
In extended syntax, a keyword stands for the dimension(s) in a specific part of a
report. The keyword enables you to define contexts in aggregate formulas by
using one word rather than listing the dimensions in the context.

Keyword Definition
Block Corresponds to the dimensions in the current section.
Can only be used in a formula placed inside a block.
Body When the formula is Corresponds to...
placed...
Outside a block The dimensions in the
current section.
Inside a block The dimensions in the block.
Report Anywhere in the report All the dimensions in the
document.
CurrentPage Inside the current page The dimensions in the
current page.

Calculation Contexts and Extended Syntax

Calculation Troubleshooting

chapter
438 Accessing Data and Data Analysis

Overview
This chapter describes solutions for computation errors that might occur in
BusinessObjects. A computation error always starts with # and appears the cells
where the data should be.
The bulk of the information in this chapter focuses on the most common errors,
#COMPUTATION and #MULTIVALUE. For the full list of errors covered here,
please refer to the table of contents or the index.
If you need help with #COMPUTATION and #MULTIVALUE errors in your
reports, you are strongly advised to first read Calculation Contexts and Extended
Syntax on page 407, because these errors often result from the use of extended
syntax.

Calculation Troubleshooting
 Accessing Data and Data Analysis 439

#COMPUTATION
This section provides descriptions, examples and solutions for the following
errors in BusinessObjects:
#COMPUTATION in cumulative aggregations such as running average
revenue per city
#COMPUTATION in non-aggregate formulas, for example using IF THEN
ELSE statements.

#COMPUTATION in cumulative aggregations

The expression cumulative aggregations refers to any aggregation containing
a running aggregate function such as RunningMax or RunningAverage. In
reports, cumulative aggregations let you answer questions such as Whats the
running percentage of revenue per city for each year?.

NOTE
The information presented here requires that you understand BusinessObjects
extended syntax, which is described in Using extended syntax for advanced
calculations on page 416.

Description of #COMPUTATION in a cumulative aggregation

#COMPUTATION can occur in cumulative formulas where a reset context is
defined. A reset context consists of a dimension, and resets a running calculation
to zero when the value of the dimension changes. For further information on reset
contexts, refer to Reset contexts on page 420.
#COMPUTATION occurs in cumulative aggregations for the following reason:
The reset context is not included in the output context.
Heres an example.

EXAMPLE
#COMPUTATION resulting from a running sum with a reset context
Youve displayed running totals per country per year, and reset the calculation
per country. The formula is as follows:
=RunningSum(<Revenue>;<Country>)

#COMPUTATION
440 Accessing Data and Data Analysis

You now set a break on Year, because you want to display the running total for
each year. You copy the formula from the running total column and paste it in the
break footer. #COMPUTATION appears:

Why? Because the reset context in the formula you pasted is Country, but you
placed the formula in the footer of the break on Year. Thus, the reset context
(Country) is not in the output context (Year).
To fix this error, you need to display the Formula Bar and change the reset
context from Country to Year. The correct formula is:
=RunningSum(<Revenue>;<Year>)
Alternatively, you could set the break on Country, but you would obtain a different
result.

Solution for #COMPUTATION in a cumulative aggregation

To avoid #COMPUTATION in a cumulative aggregation, the reset context must
be included in the output context. In other words, the dimension or dimensions
after the semi-colon (;) in the formula must also be listed after the operator (In,
ForEach or ForAll) on the right of the formula.

REMINDER
If you do not define an output context in the formula, BusinessObjects makes the
calculation using the local context. For further information, refer to Understanding
input and output contexts on page 410.

To fix your formula:

1. Display the Formula Bar (Formula Bar command, View menu), then click the

Calculation Troubleshooting
 Accessing Data and Data Analysis 441

cell containing the formula.

2. Check that the dimension in the reset context is also specified in the output
context. The following table will help you determine this:

When the reset context is Region and... Then...

Only the output context is defined, for example Region must also
=RunningSum(<Revenue>;<Region>) In be specified in the
(<Region>,<City>)) output context.
Only the input context is defined, for example, Region must be
=RunningSum(<Revenue> In present in the
(<Region>,<City>);<Region>) local context.
Neither the input nor output contexts are defined, e.g., Region must be
=RunningSum(<Revenue>;<Region>) present in the
local context.
Both the input and the output contexts are defined, e.g., Region must also
=RunningSum(<Revenue> In be specified in the
(<Region>,<City>);<Region>) In output context.
(<City>;<Region>)

3. Edit the formula in the Formula Bar, then press Enter.

#COMPUTATION in non-aggregate formulas

#COMPUTATION can occur in formulas that do not contain aggregate or running
aggregate functions.

Description of #COMPUTATION in a non-aggregate formula

In non-aggregate formulas, #COMPUTATION occurs because the output context
is not included in the input context. Heres an example.

EXAMPLE
#COMPUTATION caused by a conditional formula in a break footer
You can use an IF THEN formula to set a condition for displaying data in a report.
The following formula
= If (<Year>="FY1998") Then <Revenue>
displays the Revenue measure only when the year is 1998.

#COMPUTATION
442 Accessing Data and Data Analysis

In the report illustrated here, the formula is inserted in a break footer, and this
causes #COMPUTATION:

Why? The input context required to display revenue for 1998 is Year, whereas
the output context of the break footer is Resort. To fix this error, you add Year to
the output context using the ForEach operator:
=(If (<Year>="FY1998") Then <Revenue>) ForEach <Year>
Finally, you add Max (or Min) to return the single value you need:
=Max((If (<Year>="FY95") Then <Revenue>) ForEach <Year>)
BusinessObjects now displays Revenue for 1998 in the break footer.

Solution for #COMPUTATION in a non-aggregate formula

You must:
1. Edit the formula so that the output context is included in the input context, as
described in the example above.
2. Add Max or Min to the beginning of the formula, followed by an opening
parenthesis.
3. Add a closing parenthesis at the end of the formula, then press Enter.

Calculation Troubleshooting
 Accessing Data and Data Analysis 443

#MULTIVALUE
This section provides descriptions, examples and solutions for #MULTIVALUE in
BusinessObjects:
#MULTIVALUE in aggregations such as maximum revenue per year
#MULTIVALUE in break headers and footers

#MULTIVALUE in aggregations
The expression aggregations refers to any calculation containing an aggregate
function such as Sum, Count, Min, Max etc. In reports, aggregations let you
answer questions such as What is the minimum revenue per city for each
region?.
This section provides a description of why #MULTIVALUE occurs in
aggregations, with an example, and offers a solution.

NOTE
The information presented here requires that you understand BusinessObjects
extended syntax, which is described in Using extended syntax for advanced
calculations on page 416.

Description of #MULTIVALUE in an aggregation

#MULTIVALUE occurs in aggregations because
The output context is not included in the local context.

EXAMPLE
#MULTIVALUE in an aggregation
Look at the following table:

The desired result in the right-hand column is revenue for a dimension that is not
present in the table, for example, Year. The formula

#MULTIVALUE
444 Accessing Data and Data Analysis

=<Revenue> In <Year>
returns #MULTIVALUE because Year is specified as the output context but it is
not present in the local context (the table).

NOTE
The formula in this example does not begin with an aggregate function (Min, Max,
etc.). If you omit the function in this way, BusinessObjects calculates a sum by
default. However, if you had specify Sum or another aggregate function in the
formula above, for example
=Sum(<Revenue>) In <Year>
BusinessObjects returns #COMPUTATION.

If the Year dimension is available in the document, you can, using extended
syntax, calculate revenue per year without displaying Year in the table. To do
this, you must define a formula with an input and an output context, like this:
=Sum(<Revenue> In (<Region>,<City>,<Year>) In <Year>)

Solution for #MULTIVALUE in an aggregation

To avoid #MULTIVALUE in an aggregation, the output context must be included
in the local context, which means that the dimension(s) specified on the right of
the formula after In or ForEach must be present. To fix your formula:
1. Display the Formula Bar (Formula Bar command, View menu), then click the
cell containing the formula.
2. Look for the following:
- Does the output context contain dimensions that are not in the block or
section in which the formula is inserted? For example, if the following formula
appears in a block that does not contain Year, youll get a #MULTIVALUE:
=Min(<Revenue>)In(<Year>)
- Does the output context contain more dimensions than the local context?
- For example
=Min(<Revenue>) In(<Region>,<City>)
- returns #MULTIVALUE in a table containing only one of these dimensions.
3. Edit the formula in the Formula Bar, then press Enter.

#MULTIVALUE in break headers and footers

#MULTIVALUE can occur when you insert a variable in a break header or footer
in a table or crosstab.

Calculation Troubleshooting
 Accessing Data and Data Analysis 445

Description of #MULTIVALUE in a break header or footer

A break splits up the values of a variable and thus enables you to make
calculations.
A break footer is a cell at the bottom of each value of the break. Users typically
display text or calculations such as running totals in break footers.
#MULTIVALUE occurs in a break header or footer:

If You... Then You... And...

Set a break on a variable Insert a second variable These two variables
in the break footer have a 1:1 relationship,
as is the case with
Customer and Age.

Heres an example.

EXAMPLE
#MULTIVALUE in a break footer
The table below shows the running total revenue for two customers. When you
insert Age in the break footer, BusinessObjects returns #MULTIVALUE:

This error occurs because variables with a 1:1 relationship, (Customer and Age),
are inserted at the same break level. By default, a break is based on one variable
only.

Solution for #MULTIVALUE in a break header or footer

You fix this problem by including the variable from the header or footer in the
break definition. Heres how to do it:
1. Click inside the table or crosstab containing the break, then select click

#MULTIVALUE
446 Accessing Data and Data Analysis

Breaks on the Format menu.

The Breaks dialog box appears.
2. Click the icon of the break concerned, then click Edit.
3. A dialog box listing all the variables in the report appears.
4. Click the check box next to the variable you want to display in the break footer
(Age in the example on page 445), then click OK.
5. Click OK in the Breaks dialog box.
BusinessObjects displays the variable in the break footer.

Calculation Troubleshooting
 Accessing Data and Data Analysis 447

#MULTIVALUE in a cell at the section level

Description
A report section displays data in a master cell and in a block or blocks. If you use
two variables at the section level, #MULTIVALUE can occur. Heres an example.

EXAMPLE
#MULTIVALUE in a section containing name and address
You want to display customer names and addresses in a section, and the
customers revenue details in a table. You build a table containing Customer,
Address, Invoice Date and Revenue, then drag Customer out of the block to
create a section.
The next step is to drag Address out of the block, and drop it next to Customer.
Heres what you get:
Why? Because by default, there is only one master variable per section.

#MULTIVALUE
448 Accessing Data and Data Analysis

Solution #1 for #MULTIVALUE at the section level

The way round this problem is to turn the variable that returns the error into a
measure. Heres how to do it:
1. Click the cell containing the #MULTIVALUE error.
2. Click Variables on the Data menu.
The Variables dialog box appears:

3. In the dialog box, click the variable that returns the error.

Calculation Troubleshooting
 Accessing Data and Data Analysis 449

4. The next step depends on the type of variable you just clicked:

If the Edit button is grayed If the Edit button is available

This means that the variable you need You can change the variable into a
to turn into a measure comes from a measure.
query on a universe.
You cannot edit variables that come
from queries on universes, so you
have to create a new variable instead.
Click Add. Click Edit.
The Variable Editor appears. The Variable Editor appears.
In the Definition tab, type a name In the Qualification box, click
for the new variable. Measure, then click OK.
In the Qualification box, click
Measure.
Click the Formula tab.
In the Variables box, double-click
the name of the variable that
returned the error. For example if
you are creating a new variable to
replace Address, double-click
Address in the Variables box.
Click OK.

5. In the Variables dialog box, click Replace.

You replace the erroneous variable with the one you have just either created
or modified. The data appears instead of the error.

Solution #2 for #MULTIVALUE at the section level

You can also fix #MULTIVALUE at the section level by applying the Min or Max
function, which forces BusinessObjects to display only one value. This solution
works for master variables with a 1:1 relationship, such as Customer and
Address (unless your customers have more than one address). If the variable
returning #MULTIVALUE contains more than two values, you will only be able to
display the first and last of these by applying Min or Max.
1. Click the master cell displaying #MULTIVALUE.
2. In the Formula Bar, type Min or Max after =, then add parentheses, like this:
=Min(<Address>)
3. Press Enter.

#MULTIVALUE
450 Accessing Data and Data Analysis

#######
Description
The cell is not wide enough to display the data it contains in full.

Solution
Double-click the cells right border. BusinessObjects widens the cell to autofit the
data.

Calculation Troubleshooting
 Accessing Data and Data Analysis 451

#ALERTER
Description
This error occurs when an alerter contains a missing variable. For example, if the
definition of the alerter contains the Revenue variable, #ALERTER appears if
Revenue does not exist in the report.
The definition of the alerter itself may also be the cause of this error. For example,
if you try to compare a measure with a dimension (Revenue greater than
Country), #ALERTER is returned.

Solution
You can:
Obtain the missing data by adding the corresponding object to the query (Edit
Data Provider command, Data menu)
Edit the alerter so that its definition contains only available data (Alerters
command, Format menu)
Deactivate the alerter (Alerters command, Format menu, then uncheck the
alerter in the dialog box).
Check that the definition of the alerter does not contain a comparison such as that
of a measure with a dimension.

TIP
To use the Alerters command on the Format menu, first click any cell containing
data.

#ALERTER
452 Accessing Data and Data Analysis

#DICT.ERROR
Description
In BusinessObjects, you can format a report by applying a template. You do this
by choosing Report, then clicking Apply Template on the Format menu. The
Apply Template dialog box appears.
A template contains a set of variables, also referred to as the variable dictionary.
The report you wish to format also contains a variable dictionary. When you apply
a template, unless you click Options button in the Apply Template dialog box in
order to specify the correspondence between the two variable dictionaries,
BusinessObjects automatically replaces the variables in the template with the
variables in the report. In some cases, BusinessObjects cannot match the
variable dictionaries and returns #DICT.ERROR.

Solution
To fix this problem:
1. Click the cell containing #DICT.ERROR, then click Variables on the Data
menu.
The Variables dialog box appears.
2. Click the variable or formula that you want to display in the selected cell.
3. Click Replace.
The Variables dialog box closes, and the variable or formula appears in the
report.

How to avoid #DICT.ERROR

If the template you select has many more variables than the report you are
working on, you may well end up with #DICT.ERROR. To avoid the problem:
1. Click Report, then click Apply Template on the Format menu.
The Apply Template dialog box appears.
2. Click the template you want to apply, then click Options.
The Template Options dialog box appears.
3. Uncheck Replace Variables Automatically, then click Define.
The Replace Variables dialog box appears.
4. In the Report Variables box, click a variable, then click a corresponding
variable in the Template Variables box, making sure that the two variables are
of the same type (dimension, measure or detail).
5. Click Replace, then repeat the previous step until you have replaced all

Calculation Troubleshooting
 Accessing Data and Data Analysis 453

variables from the template with variables from the report.

6. Click OK in the Replace Templates dialog box.
You return to the Template Options dialog box.
7. Ensure that Delete Undefined Template Variables is checked, then click OK.
8. Click OK in the Apply Template dialog box.
9. BusinessObjects applies the template to the report.

#DICT.ERROR
454 Accessing Data and Data Analysis

#DIV/0
Description
Occurs when a formula performs a division by 0. For example, the formula
=<Revenue>/<Quantity Sold>
returns 20 if Revenue is 100 and Quantity Sold is 5. But if Quantity Sold is 0, then
the result is #DIV/0.

Solution
Using an IF THEN ELSE statement, you can set up a value or text, for example.,
No Sale, which will appear when a division by zero occurs. To do this:
1. Click Formula Bar on the View menu.
2. Click inside the cell where #DIV/0 appears.
3. Write the following formula in the Formula Bar:
=If IsError (<VariableName>) Then No Sale Else
(<VariableName>)
4. Press the Enter key.

TIP
You can use an IF THEN ELSE statement such as the one in the above
procedure to return default values for errors other than #DIV/0.

Calculation Troubleshooting
 Accessing Data and Data Analysis 455

#ERROR
Description
This error occurs when the definition of a formula or a variable within a formula is
incorrect. For example, the formula that returns percentages based on a
measure, such as
=<Nb Customers>/Sum(<Nb Customers>)
returns #ERROR if the measure, in this case Nb Customers, itself contains an
error.

Solution
You need to break down the formula into its component parts in order to find
which part contains the error. Heres how:
1. Insert a new cell in the report by clicking Cell on the Insert menu.
2. Select the cell containing the error, then click Copy on the Edit menu.
3. Select the new cell, then click Paste on the Edit menu.
4. The formula containing the error appears in the new cell.
5. Click the new cell, then in the Formula Bar, select one part of the formula.
6. Copy and paste the selection into the cell where the error first occurred, then
press Enter.
7. Repeat this step until you find the part of the formula that contains the error.
8. Fix the error, then paste the whole corrected formula back into the cell where
the error first occurred.

#ERROR
456 Accessing Data and Data Analysis

#IERR
Occurs in complex formulas within formulas. The three common causes are:
Formulas combining measures and dimensions, where a dimension is
missing from the calculation context
Aggregations containing multiple formulas
Formulas with complex WHERE clauses.

TIP
When you make calculations by combining formulas, #IERR might occur
because the formulas within the formulas contain errors. If none of the solutions
in this section remove #IERR, try breaking down the formula into its component
parts, and test each one. This procedure is described under #ERROR on page
455.

#IERR in a formula combining measures and dimensions

Description
BusinessObjects supports aggregate formulas that contain both dimensions and
measures. For example, the following formula displays revenue for customers
called Prince:
=If(<Customer>=Prince) Then <Revenue>
BusinessObjects qualifies any formula containing a measure (for example,
Revenue) as a measure. This qualification requires that all dimensions are
present in the calculation context - the local context if none is specified. #IERR
may occur when a dimension required to compute the formula is missing from the
context.

TIP
For information on calculation contexts, refer to "Calculation Contexts and
Extended Syntax" on page 407.

Solution
You add the missing dimension to the context using the ForEach operator, and
apply the Sum function. So, if
=If(<Customer>=Prince) Then <Revenue>
returns #IERR, the formula you need is as follows:

Calculation Troubleshooting
 Accessing Data and Data Analysis 457

=Sum((If(<Customer>=Prince) Then <Revenue>) ForEach

<Customer>)

#IERR in an aggregation containing a complex formula

Description
An aggregation such as Min, Max etc., used on a formula that already contains a
formula, may produce #IERR.

Solution
Turn the formula within the formula into a variable, then rewrite the whole formula
using the new variable.
A variable is a formula with a name. Once you have made your variable, to
include it in your formula, all you have to do is write its name, rather than a
complex formula within a formula. Heres an example.

EXAMPLE
Solving #IERR by turning part of a formula into a variable
You want to know the week your top ten customers placed their first order. In a
table containing the list of customers, you add a column and insert the following
formula:
=Min(Week(<Order Date>))
If #IERR occurs, the first thing to do, using the Variables command on the Data
menu, is to create a variable called WeekOrderDate from the formula
=Week(<Order Date>)
Then, rewrite the original formula using the new variable, as follows:
=Min(<WeekOrderDate>)
Note that the original formula might work. The purpose of this example is to show
how to fix #IERR should it occur in similar formulas.

#IERR in a formula using WHERE

Description
The WHERE operator lets you specify values of a dimension to include in a
calculation. For example
=(<Revenue>*2) WHERE (<Customer>=Prince)
shows revenue at 200% for customers named Prince. #IERR can occur in
WHERE clauses that contain complex formulas.

#IERR
458 Accessing Data and Data Analysis

Solution
Turn conditions specified after WHERE into variables. Then, you can rewrite the
whole formula, using the variables instead of the original formulas in the WHERE
clause.
This is the same solution as for #IERR in an aggregation containing a complex
formula. Refer to Solving #IERR by turning part of a formula into a variable on
page 457 for more information.

Calculation Troubleshooting
 Accessing Data and Data Analysis 459

#OVERFLOW
Description
The calculation returns a number that is too big for BusinessObjects to compute.
The maximum is 17e +/- 308, or 15 digits.

Solution
Check the maximum value of the function used in the formula. For example, the
maximum value for the Fact function is 709.
The BusinessObjects online help on functions includes maximum values where
appropriate.

#OVERFLOW
460 Accessing Data and Data Analysis

#SYNTAX
Description
#SYNTAX occurs when a variable used in a formula no longer exists in the
document. For example, the formula
=<Product Price> * <Quantity Sold>
returns #SYNTAX if the user deletes either object from the query.
The missing variable can correspond to
an object returned by a query, or
a local variable that you have defined in the report.

Solution
The way you fix this problem depends on the data available in the report:

If the variable you need is... Then...

Available as an object in the universe Edit the query (Edit Data Provider
you are using, command, Data menu), add the object
you need, then click Run.
A local variable that you have defined Create it in the Formula Editor
in the report, (Variables command, Data menu, Add
button).

Calculation Troubleshooting
 Accessing Data and Data Analysis 461

#UNKNOWN
Description
Occurs when the object corresponding to a variable displayed in the report has
been removed from the query.
When you remove an object from a query BusinessObjects does not always
remove it from the report, More specifically:

If the variable is displayed in... Then BusinessObjects...

A table or simple crosstab Removes it from the report.
A master cell
A free-standing cell Returns #UNKNOWN.
A break header or footer

NOTE
If the missing variable is used in a formula, BusinessObjects returns #SYNTAX.

Solution
You have to add the missing object to the query. Heres how to do it:
1. Click Edit Data Provider on the Data menu. If the List of Data Providers
dialog box appears, click the query you want to edit, then click OK.
The Query Panel appears.
2. Double-click the missing object in the Classes and Objects box.
The object appears in the Result Objects box.
3. Click Run.
BusinessObjects replaces #UNKNOWN with the variable corresponding to
the object you added.

NOTE
If you do not want to add the missing data to your report, simply clear the cell
containing the error. Select the cell, then press the Del key on your keyboard. To
delete the cell, click Delete on the Edit menu.

#UNKNOWN
462 Accessing Data and Data Analysis

Tips and tricks

This section provides tips for writing formulas and avoiding #COMPUTATION,
#MULTIVALUE and other errors.

Tip What to do
1. All formulas must begin with = Type = before your formula.
If you forget =, BusinessObjects
displays the formula as text!
2. The extended syntax of a formula 1. Click the cell containing the
shows you the contexts formula.
BusinessObjects applies by default. 2. Rest your cursor over the
There are two easy ways to see the Formula Bar.
extended syntax of a formula. The extended formula appears
in a tooltip.
- or -
1. Click the cell containing the
formula.
2. Click Define as Variable on the
Data menu.
3. Click Evaluate the formula in its
context.
The extended formula appears
in the dialog box.
3. If you remove a dimension from a 1. Click the table containing the
table, a calculation that needs that dimension you want to hide.
dimension can return an error. To 2. Click Table on the Format
avoid this, you can hide the menu.
dimension: it wont appear in the 3. In the Pivot tab, click the
report, but it will be included in the dimension.
calculation.
4. Click Hide, then click OK.
4. The best way to fix #MULTIVALUE Click Break on the Format menu.
is to include the variable returning For more information, refer to
the error in the current break. Solution for #MULTIVALUE in a
break header or footer on page 445

Calculation Troubleshooting
 Accessing Data and Data Analysis 463

Tip What to do
5. If you get #MULTIVALUE when you 1. Click the cell containing
insert a variable in a column header #MULTIVALUE.
of a table, try fixing it by applying a 2. Click Sort on the Insert menu.
sort.
6. When you create or edit a formula in If a variable name is highlighted
the Formula Bar or the Formula in full, add parentheses and
Editor, you press enter to validate check the spelling.
the formula. If theres a syntax error, If one end of a variable name is
BusinessObjects tells you so and highlighted, add a parenthesis.
highlights the anomaly in the
formula itself. This helps you fix the
specific problem.
7. You can edit formulas directly in the 1. Double-click the cell containing
report, without using the Formula the formula you want to edit.
Bar or the Formula Editor. 2. Edit the formula in the cell, then
press Enter when youre done.
8. You can display the Formula Editor Click the Formula Editor button:
from the Formula Bar.

9. You can view and edit all the Click Structure on the View
formulas displayed in a report by menu.
switching to Structure view.
10. BusinessObjects lists all the Click Report Manager on the View
formulas you create in a document menu. Click the Data tab and
in the Data tab of the Report expand the Formulas folder.
Manager.
11. BusinessObjects also lists formulas 1. Click Variables on the Data
in the Variables dialog box. In this menu.
dialog box, you can view, edit or 2. Double-click the Formulas
insert any formula you have folder.
created. 3. To edit a formula, select it then
click Edit.
4. To insert a formula, select it then
click Insert or Replace.

Tips and tricks

464 Accessing Data and Data Analysis

Calculation Troubleshooting
Formulas, Local Variables and
Functions

chapter
466 Accessing Data and Data Analysis

Overview
This chapter gives you an introduction to using BusinessObjects formulas, local
variables and functions. It explains how to set up your own formulas and
variables in BusinessObjects reports using BusinessObjects syntax, how to use
BusinessObjects functions, and also includes several examples of business
calculations.
Calculation Contexts and Extended Syntax on page 407 describes how to build
more powerful calculations by using extended syntax to define calculation
contexts. This chapter also has a calculations Quick reference on page 433 that
recaps some of the key BusinessObjects terms.
Calculation Troubleshooting on page 437 gives solutions to computation errors
that may occur in BusinessObjects when you are writing or using formulas.

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 Accessing Data and Data Analysis 467

Formulas
When you run a query, BusinessObjects makes calculations on the data at the
query level and returns the results as variables. You can also make calculations
on report data using the built-in calculations available on the calculations menu
or toolbar. This section explains how you can set up your own personalized
calculations on data in your reports by writing BusinessObjects formulas.

Why use formulas?

You use formulas to carry out calculations locally in the report to set conditions
on filters and data display.
A BusinessObjects formula is made up of functions, variables, and operators and
always begins with an equal to sign. The examples below show two very simple
formulas:
=Sum<Sales Revenue>
=<Margin>/<Sales revenue>*100%

Making local calculations

You might want to carry out personal calculations in your reports or compare
database figures to figures from a spreadsheet for example. Writing a formula
allows you to do this.
In addition, there are certain types of calculation that some SQL servers cannot
carry out. For example, standard SQL does not allow you to use decision logic
such as the IF statement.

Setting conditions
You can use BusinessObjects formulas to set conditions. For example, you can
set up a condition to hide sections in a report if the sales revenue falls below a
certain level.
You can also set up conditional filters. For example, you want to display just the
outlets that have generated weekly revenue above a certain sum. By setting a
filter with a condition, when you refresh the report with the new weekly data, only
those outlets that satisfy the condition will be displayed in the report.
You can use conditions in Broadcast Agent when you are setting up reports for
scheduled processing to specify under what conditions your documents should
be processed.

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468 Accessing Data and Data Analysis

Creating formulas
There are three ways of creating formulas. You can:
type your formula directly into a cell
type your formula in the Formula Bar
use the Formula Editor

Displaying the Formula Bar

Once you are familiar with BusinessObjects syntax you can type simple formulas
directly into a cell or into the Formula Bar. Using the Formula Bar allows you to
see more clearly what you are doing as the whole formula is displayed more
easily than in a cell. If the Formula Bar is not displayed:
Click Formula Bar on the View menu.

a b c d e
a. Opens the Variable Editor
b. Defines the formula displayed in the Formula Bar as a variable
c. Clears the Formula Bar text box of any non-validated changes you make in the
Formula Bar
d. Validates the formula displayed in the text box
e. Opens the Formula Editor

The Formula Bar has five buttons and a text box where the formula is displayed.
If you click inside any cell in a report, the contents are displayed in this text box.
Depending on the type of cell you clicked in, this could be text, the name of a
variable or a formula.

Displaying the Formula Editor

If you are not familiar with BusinessObjects syntax or are writing more complex
formulas, the best method is to use the Formula Editor.
1. Click inside the cell where you want the formula to appear.
- If the Formula Bar is open, click Formula Editor on the Formula Bar or click
Edit Formula on the Data menu.
The Formula Editor appears.

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 Accessing Data and Data Analysis 469

Using the Formula Editor

The Formula Editor allows you to create your formula by choosing variables,
functions and operators directly from the lists.

The Formula Editor has four main parts:

Formulas box
Displays the formula. You use this box to write or edit formulas.
Variables box
Displays a list of all the variables in the document, which can be local variables
or variables returned by the data provider. You can include these variables in
your formula.
Functions
Displays a list of all BusinessObjects functions.
Operators
Operators define the relationship between elements in a formula. Operators
include mathematical operators such as addition (+) and division (/), relational
operators such as greater than (>) and between, logical operators such as If

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470 Accessing Data and Data Analysis

Then Else and context operators such as ForAll, ForEach and In. The list of
operators in this window is updated as you add elements to the formula so that
only the operators that are compatible with the current syntax are displayed.
To understand how the Formula Editor works, let's look at an example.

EXAMPLE
Calculating a running total
In the table below you want to display a running total for the monthly sales
revenue.

To do this:
1. Insert a new column after the Sales Revenue column and name it Running
total.
2. Click inside the Running total column.
This is where you are going to insert the formula.
3. Click Edit Formula on the Data menu.
The Formula Editor appears.
4. Double-click the equal sign (=) sign in the Operators list.
The equal (=) sign is displayed in the Formulas box.
5. In the Functions box, open the All functions & aggregates folder.
6. Scroll down until the function RunningSum is displayed in the Functions box.
7. Double-click RunningSum.
BusinessObjects displays RunningSum in the Formulas box. Notice that the
cursor is inside the brackets. This is where BusinessObjects will insert the

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 Accessing Data and Data Analysis 471

variable.
8. In the Variables box, double-click Sales Revenue.
Sales revenue is added to the formula. Notice the angle brackets which are
automatically added to a variable by the Formula Editor.
9. Click OK.
The Formula Editor closes and the calculation is displayed in the
RunningSum column.
BusinessObjects stores the formula in the Formulas folder of the Report Manager
Data tab.

Guidelines on the syntax to use in formulas

Whichever method you use to write formulas, always bear these guidelines in
mind:
A formula must begin with an "equal to" sign. If you remove this sign, the
formula is considered as a constant or as text.
Variables included in formulas must be surrounded by a less than sign (<) and
a greater than sign (>), for example, <Revenue>.
Text included in formulas must be surrounded by double-quotes (")

Syntax errors
If there is a syntax error in a formula, an error message is displayed and the part
of the formula that contains the error is highlighted.

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472 Accessing Data and Data Analysis

Local variables
A local variable is a named formula. Local variables appear in the list of variables
in the Report Manager Data tab; you can use them to build tables, charts and
crosstabs in the same way as you use variables returned by a data provider.

Why use local variables?

Variables have a number of advantages over formulas because there are some
things you cannot do using formulas alone:
You cannot apply alerters, filters, sorts and breaks on columns or rows
containing formulas, but you can on those containing variables.
You can include variables qualified as dimensions in drill hierarchies.
Local variables are also useful because:
You can re-use them easily in the same document.
Formulas can be complex. You can use (and reuse) variables in formulas to
simplify them. Because you can re-use variables, you dont need to type the
same formulas over and over again. Variables make complex formulas easier
to decipher because they break the formulas up into manageable
components. See Determining the first and last days of the previous month
on page 496 for an example.

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 Accessing Data and Data Analysis 473

How to recognize local variables

If you want to know whether a variable has been returned by a data provider or
created locally in a report:
Right-click on the variable in the list in the Data tab of the Report Manager. If
the Edit Variable command is available in the shortcut menu, the variable is a
local variable..

If the Edit Variable is not available (grayed out) the variable was returned by
the data provider and cannot be edited.

Creating a local variable

You can create local variables using the variable editor, by turning an existing
formula into a variable, and by grouping values from an existing variable to create
a new one.

Using the Variable Editor

You can create a local variable using the Variable Editor. To do this:
1. Right-click on the Data tab of the Report Manager and click New Variable on
the shortcut menu.
The Variables dialog box opens.
2. Click the Formula tab.
3. Type the formula in the Formula box, or double-click the function(s),

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474 Accessing Data and Data Analysis

variable(s) or operator(s) you need.

4. Click the Definition tab and type a name in the Name box.

5. In the Qualification box, choose whether you want the local variable to be
defined as a Dimension, Measure or Detail object.
6. Click OK.
The new variable is displayed in the list of variables in the Report Manager
data tab.

Transforming a formula into a local variable

You can also transform an existing formula into a local variable. This allows you
to apply alerters, filters, and sorts . After setting up a formula in a report, you
might decide that you would like to highlight the top values. To do this, you
transform the formula you have created into a variable.

EXAMPLE
Highlighting above-average margin
You have set up a formula to calculate average margin and now decide you want
to highlight all those stores that have made above average margin. In
BusinessObjects you can highlight data in this way using alerters but you cannot

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 Accessing Data and Data Analysis 475

apply an alerter on a column or row of data that contains a formula. However, you
can use an alerter on a variable. By turning your formula into a variable you can
highlight your above-average stores.
To transform a formula into a variable:
1. Select the column of data that contains the formula.
2. Click Define As Variable on the Data menu.
3. Type in a name for the variable in the Define the Variable dialog box.

4. Set how you want the formula to be defined.

If you want to.... Choose...

Restrict the definition of this variable to Evaluate the formula in its context. If
its context in the current block. you insert this variable in another block
in the report, the result of that
calculation will always be based on the
original context
Allows you to define the variable so Keep the formula generic
that it calculates the data dynamically,
based on the context of the block
where the variable is inserted

5. Click OK.
The variable is now displayed in the variables folder in the Report Manager
Data tab and you can set up an alerter using the variable.
For further information on calculation contexts, see "Calculation Contexts and
Extended Syntax" on page 407.

Local variables
476 Accessing Data and Data Analysis

Creating local variables by grouping values

You can also create new variables by grouping the values of existing variables
which enables you to create dynamic groups for analysis purposes. Grouping
values prior to analyzing your data in drill mode is useful, for example, if you have
a variable that has many values. It allows you to create an intermediary level of
detail in your analysis.

EXAMPLE
Group quarters to display revenue per semester
You have a report showing the sales revenue per quarter, as follows:

You want to display revenue per semester. You do this by grouping the quarters.
The Quarter variable returns four values - Q1, Q2, Q3, Q4. By grouping Q1 and
Q2 into one value (H1), and Q3 and Q4 into a second value (H2) you create a
new variable, Semester, and then calculate revenue by semester. You then add
Semester to a drill hierarchy and use it in your analysis in drill mode.
To do this:
1. Select Q1 in the table.
2. Holding down the Ctrl key, select Q2.
3. Click Group Values on the Report toolbar.
The Rename grouped values box opens.
Group Values

4. Type in the new name, H1, in the Rename Group box and click OK.
BusinessObjects groups Q1 and Q2 together and displays the new name, H1,

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 Accessing Data and Data Analysis 477

in the table.

BusinessObjects createsa a new variable and displays it in the Report Manager

list. BusinessObjects updates the table column header with the name of the new
variable, Quarter+ In Table 1.

5. Repeat Step 1 to Step 4 to group the values for Q3 and Q4 and name the new
value H2.
The table now looks like this.

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478 Accessing Data and Data Analysis

You can rename the new variable to make its name more meaningful To do this:
1. Right-click on the Quarter+ In Table 1 variable in the Report Manager window.
2. Click Edit Variable on the shortcut menu.
The Edit box opens.

3. Type in a new name, Semester, in the Name of the Variable text box and click
OK.
The new name, Semester, is displayed in the Variables list and in the table.
Your table now displays sales revenue per semester.

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 Accessing Data and Data Analysis 479

Editing grouped values

You can edit variables created by grouping values from another variable. You can
rename the variable or the values, re-arrange the values in the groups or create
a new group of values. To do this:
1. Right-click on the variable in the Report Manager window.
2. Click Edit Variable on the shortcut menu.
The Edit box opens.

You can rename the

variable here.
You can rename the
values here. Click on
the name and type in
the new one.

Clicking the New

button adds a new
group to the Groups of
Values box..

You can drag and drop

values from one group
folder to another.

3. Make the required changes and click OK.

Deleting grouped values

You can delete a variable created by grouping values from another variable.
1. Click Variables on the Data menu.
2. In the Variables box, select the variable you want to delete.
3. Click Remove and then OK.

Ungrouping grouped values

You can ungroup a variable created by grouping values from another variable.
1. Select the grouped value in the table.
2. Click Group Values on the toolbar.

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480 Accessing Data and Data Analysis

Adding grouped values to a drill hierarchy

You can add a local variable that has been qualified as a dimension to a drill
hierarchy and then use it in your analysis in drill mode. You can now add
Semester to the Time period hierarchy and then drill down from Year to Semester
and then to Quarter.

To add Semester to the drill hierarchy:

1. Click Hierarchies on the Analysis menu.
The Hierarchy Editor appears.
2. Add Semester to the Time period hierarchy between Year and Quarter.

NOTE
For more information on setting up and using drill mode, see Analyzing Data in
Drill Mode on page 237.

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 Accessing Data and Data Analysis 481

Managing formulas and local variables

This section describes how to insert, edit and delete the local variables and
formulas you have created.

Inserting local variables and formulas in a report

You can drag the variable or formula from the Data tab of the Report Manager
window and drop it where you want it to appear on the report.

Editing formulas
You can edit a formula directly in the cell or in the Formula Bar or you can use
the Formula Editor.
1. Click the cell that displays the result of the formula you want to edit.
2. Then:
Type your changes into the cell and press Enter to validate them
Click inside the Formula Bar, and edit the formula and click Validate Formula
to validate the formula.
Click Edit Formula on the Data menu, make your changes in the Formula
Editor and click OK to validate them.
BusinessObjects displays the result of the formula in the cell.

Editing local variables

You can edit a local variable directly from the Report Manager. To do this:
1. Right-click the variable in the Data tab of the Report Manager window.
2. Click Edit Variable on the shortcut menu.
The Variable Editor appears.
3. You can:
type in a new name in the Name box
change the qualification of the variable
edit the formula on the Formula tab
4. click OK to validate your changes

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482 Accessing Data and Data Analysis

Deleting formulas and local variables

To delete a formula or local variable from a report:
1. Click Variables on the Data menu.
The Variables dialog box appears:

The Edit and Remove

buttons are not available if
you choose a variable
returned by the data
provider.

2. Open the Variables or the Formulas folder.

3. Select the variable or formula to delete.
4. Click Remove and then click Close.

NOTE
You can delete local variables only, not variables returned by a data provider.

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 Accessing Data and Data Analysis 483

Functions
BusinessObjects contains many built-in functions which greatly extend its
capabilities. Functions are pre-defined formulas. A function consists of the
function name followed by a pair of parentheses. The parentheses can contain
arguments and arguments supply functions with values on which to operate.
Arguments can be objects, constants or other functions.
Some commonly used functions are available directly from the BusinessObjects
menus and toolbars. When you choose one of these functions, the necessary
arguments are added automatically.
The entire set of functions is organized in nine folders in the Functions box of the
Formula Editor:

The folder... Lists...

All All functions in alphabetical order.
Aggregates Functions that return aggregate totals
(for example sums or averages).
Numeric Functions Functions that operate on numerical
arguments.
Character Functions Functions that operate on character
objects and text strings.
Date Functions Functions that operate on dates.
Logical Functions Functions that return true or false.
Document Functions Functions that return information about
a document.
Data Provider Functions Functions that return information about
a data provider.
Miscellaneous Functions Functions that cannot be categorized
into one of the seven category folders.

Using Functions
When you select a function in the list in the Functions window, a description of
the syntax the function requires is displayed at the bottom of the Formula Editor
window.

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484 Accessing Data and Data Analysis

When you add a function to the Formula window, any necessary commas are
added. The following example shows you how to use a BusinessObjects function
to rank data according to revenue generated.

EXAMPLE
Ranking cities according to sales revenue
In this example, you want to rank the cities in your table according to sales
revenue generated this quarter.

To do this:
1. Add a new column to the table and name it Revenue Rank.
Click in the Revenue rank column.
2. Click Edit Formula on the Data menu.
The Formula Editor appears.

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 Accessing Data and Data Analysis 485

3. Open the All functions and aggregates folder and scroll down to the Rank
function.
4. Double-click on Rank.

BusinessObjects
adds parentheses
and commas
automatically.

Click here to
get more
information on
the function.

BusinessObjects shows
the syntax for the
selected function here.

BusinessObjects adds the Rank function to the Formula window.

To use the Rank function, you need to add a dimension variable, a comma
and then a measure variable inside the parentheses. The function then ranks
the dimension according to the measure.
5. In the Variables list, double-click City and then Sales revenue.
BusinessObjects displays the completed syntax in the formulas window.
=Rank(<City> ,<Sales revenue>)
6. Click OK.
The cities are ranked from 1 to 10 according to sales revenue.

TIP
To find a function quickly in the Functions list, open the All functions & aggregates
folder and then type the first letter of the function you want to find.
BusinessObjects highlights the first function beginning with that letter.

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486 Accessing Data and Data Analysis

Using the function help

Before working with a function for the first time, use the Function Help to find out
what the function does. To do this:
Select the function in the Functions list and click the Function Help button.
The help page gives a description of the function, its syntax, and an example.

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 Accessing Data and Data Analysis 487

Function equivalents in Microsoft Excel

Many BusinessObjects functions have equivalents in Microsoft Excel, or
equivalent formulas that use different Excel functions to produce the same result.
The following table cross-references BusinessObjects functions to Excel
functions or formulas.

Aggrgregate function equivalents

BusinessObjects Excel equivalent

Sum Sum
Count Count
CountAll CountA
Average Average
Min Min
Max Max
StDev StDev
StDevP StDevP
Var Var
VarP VarP

Numeric function equivalents

BusinessObjects Excel equivalent

Abs Abs
Ceil Ceiling
Cos Cos
EuroToRoundErr Round(Round(Value / conversionRate, 2) -
(Value / conversionRate), 3)
EuroFromRoundErr Round(Round(Value * conversionRate, 2) - (Value *
conversionRate), 3)

Function equivalents in Microsoft Excel

488 Accessing Data and Data Analysis

BusinessObjects Excel equivalent

EuroConvertTo Round(Round(Value / conversionRate, 2), 2)
EuroConvertFrom Round(Round(Value * conversionRate, 2), 2
Exp Round(Exp(Value), 2)
Fact Fact
Floor Floor
Ln Round(Ln(Value), 2)
Log Log
Log10 Log10
Median Median
Mod Mod
Power Power
Round Round
Sign Sgn
Sin Round(Sin(Value), 2)
Sqrt Sqr
Tan Round(Tan(Value), 2)
Truncate Round(Value, 0)

Character function equivalents

BusinessObjects Excel equivalent

WordCap StrConv(String, vbProperCase)
Upper StrConv(String, vbUpperCase)
Trim Trim
Substr Mid
RightTrim RTrim
Right Right
Replace Replace

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 Accessing Data and Data Analysis 489

BusinessObjects Excel equivalent

Pos Instr
Match If StrComp(Value, MatchPattern, vbTextCompare)
Then True Else False End If
Lower StrConv(String, vbLowerCase)
Length Len
LeftTrim LTrim
Left Left
InitCap InitCap
FormatNumber FormatNumber
FormatDateF Format
Fill
Concatenation
Char Chr
Asc Asc

Date function equivalents

BusinessObjects Excel equivalent

Year Year
Week DatePart(ww,InputDate)
ToDate Format(InputDate,date_format)
RelativeDate DateAdd(d,numberofdays,InputDate)
Quarter DatePart(q,InputDate)
MonthNumberofYear Month(InputDate)
Month MonthName(Month(InputDate))

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490 Accessing Data and Data Analysis

More examples of using formulas

There are examples of using functions and writing formulas throughout this
chapter and throughout this users guide. This section has several additional
examples on using the BusinessObjects formula editor and BusinessObjects
functions to set up personal calculations.

EXAMPLE
Calculating a 3-week rolling average
Using a rolling average smooths out the fluctuations of a measure variable that
fluctuates over time, for example stock prices, which change daily. A rolling
average is obtained by calculating the average of the current value and the
specified number of previous values. In BusinessObjects, you use the Previous()
function to set up a rolling average.
This example shows you how to create the variable to calculate a three-week
rolling average for sales revenue.
1. Right-click on any variable in the Report Manager Data tab and click New
Variable on the shortcut menu.
The Variable Editor appears.
2. Click the Definition tab.
3. In the Name box, type 3 weeks rolling.
4. Under Qualification, choose Measure.
5. Click the Formula tab.
6. In the Formulas box, type the formula:
=(<Sales revenue>+Previous(<Sales
revenue>)+Previous(Previous(<Sales revenue>)))/3.
This formula adds the sales revenue for the current week to the sales revenue for
the two previous weeks and then divides the total by three to obtain an average
for those three weeks. To create this formula, we use the BusinessObjects
Previous() function.
7. Click OK.
The new variable is added to the list in the Report Manager Data tab and you
can use it in the tables and charts in your report.

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 Accessing Data and Data Analysis 491

Combining data in a single cell

You frequently need to combine different pieces of data returned by data
providers in a single cell of a report. For example, first and last names are
typically stored as separate pieces of data in the database but you often need to
display a persons whole name in a single cell of a report.
There are two ways of combining pieces of data or combining text and data in a
single cell in BusinessObjects. You can either use the Concatenation() function
or the & operator.
The examples below describe how to use both methods to combine character-
type data, and how to combine numbers and dates with text or with other pieces
of data.

EXAMPLE
Combining first and last names in a single cell
The BusinessObjects Concatenation() function allows you to combine two
character strings. The character string may be a piece of text or a character-type
variable. The syntax for this function is:
Concatenation(character string, character string)
To display a persons first and last name in a single cell, the following syntax:
=Concatenation(<First Name>,<Last Name>)
will give the following result: JohnGardner
You would typically wish to have a space between the first and last name. To do
this, you need to use the following syntax:
=Concatenation(<First Name> ,(Concatenation(" " ,<Last Name>)))
You can also use the concatenation operator (&) to concatenate strings. If you
are combining several character strings and want to add spaces, using the &
operator is a simpler solution than using the Concatenation() function. The syntax
to achieve the same result as shown above using the & operator is:
=<First Name>&" "&<Last Name>
Notice that the space you typed is surrounded by quote marks.

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492 Accessing Data and Data Analysis

EXAMPLE
Combining text and data in a single cell
You can use the same syntax as in the example above to add a comment to data
in a table cell or a master cell. The table below shows sales figures for Austin for
Q1 2001, but quarter is not displayed in the table. By editing the master cell
contents, you can add a more explanatory title for each section in the report as
shown below:

To obtain the result illustrated above, the formula:

=Sales for Q1 in &<City>
will give you the following result:
Sales for Q1 in Austin
Notice that text is surrounded by quote marks and that we typed a space at the
end of the text and before the final quote marks to add a space between the text
and the name of the city.

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 Accessing Data and Data Analysis 493

If you want to place a filter on the City section after combining text and data in the
master cell, youll notice that the Insert Filter button on the Standard toolbar is
unavailable. To insert a filter:
1. Select the master cell.
2. Click Filters on the Format menu.
The Filters dialog box appears.
3. Click Add.
The Variables to Filter dialog box appears.
4. Select City and click OK to return to the Filters dialog box.
In the Values box, select the cities you want to filter and click OK.

EXAMPLE
Combining text and numbers in a single cell
The Concatenation() function and & operator allow you to combine character-
type data only. If you want to combine text or character-type data with numbers
you must first convert the number into a character string. Otherwise,
BusinessObjects displays the error message 'Incompatible data type'. You can
convert a number to a character string using the FormatNumber() function.

To obtain the result illustrated above, the formula:

="Revenue for week: "&FormatNumber(<Week> ,"0")
will give you the following result:
Revenue for week: 1

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494 Accessing Data and Data Analysis

EXAMPLE
Combining text and dates in a single cell
In the same way, if you want to combine text with dates using the & operator or
the Concatenation() function, you must first convert the date into a character
string. Otherwise, BusinessObjects displays the error message 'Incompatible
data type'. You can convert a date into a character string using the FormatDate()
function.

To obtain the result illustrated above, the formula:

="Invoice date: "&FormatDate(<Date>, "dd/mm/yyyy")
will give you the following result
Invoice date: 01/01/1998

EXAMPLE
Comparing yearly margin growth using the Where function
A common requirement in business is to compare data from different dates or
periods so you can evaluate how key indicators such as revenue and margin
have progressed. The BusinessObjects Where function allows you to identify
data with the values of another variable so that you can compare related data.

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 Accessing Data and Data Analysis 495

In the example below, you want to compare yearly margin. Your BusinessObjects
document contains the variables for year, margin and city. Using this data, you
can write a BusinessObjects formula to assign margin to a specific year and then
calculate margin growth from one year to the next.

To do this:
1. Right-click on any variable in the list of variables in the Report Manager Data
tab and click New Variable on the shortcut menu.
The Variable Editor appears.
2. Click the Definition tab.
3. In the Name box, type 2001 Margin.
4. In the Qualification section, choose Measure.
5. Click the Formula tab.
6. In the Formulas box, type the formula:
=<Margin> Where (<Year>="2001")
This formula calculates the margin for the year 2001 only. Note that we use the
BusinessObjects Where operator in the formula to specify the year.
7. Click OK.
BusinessObjects adds the new variable to the list in the Report Manager Data
tab.
8. Repeat the procedure above to create one variable called 2002 Margin and
one called 2003 Margin using the following syntax:
=<Margin> Where (<Year>="2002")
=<Margin> Where (<Year>="2003")
BusinessObjects adds the new variables to the list in the Report Manager Data
tab.

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496 Accessing Data and Data Analysis

You could have simply created a formula to calculate the margin for each year.
The advantage of creating a variable is that you can then re-use it more easily in
other formulas. For example, you can now easily calculate the percent increase
in margin between the 2001 and 2002 using the variables you have just created
and display the increase in a new column in the table. The formula for the 2001-
2002 growth is as follows:
=FormatNumber((((<2002 Margin> - <2001 Margin>)/<2001 Margin>)
* 100) ,"0.0")&"%"
and the formula for 2002-2003 growth is:
=FormatNumber((((<2003 Margin> - <2002 Margin>)/<2002 Margin>)
* 100) ,"0.0")&"%"

EXAMPLE
Using function output as input to another function
You can use the output of a function as the input to another function. In this way
you can combine functions to create complex formulas. For example, the
UniverseName() function returns a string containing the name of a universe on
which a data provider is based. You use this function by supplying the the name
of the data provider as a string argument, for example:
UniverseName(Sales).
The problem with hard-coding a data provider name in this way is that, if the data
provider name is changed, the function will no longer work.
You solve this by using the output of the DataProvider() function as input to the
UniverseName() function. DataProvider() takes a variable as input, so
DataProvider(<Sale Date>)
returns the name of the data provider of the Sale Date variable. As a result, the
formula
UniverseName(DataProvider(<Sale Date>))
always returns the universe name, even if the data provider name is changed.

EXAMPLE
Determining the first and last days of the previous month
It is commmon to run reports against the last complete months data. In order to
do this you need to determine the first and last days of the previous month. You
do this by creating variables that return these dates and then using these
variables in your report. These variables combine numerous functions and use
function output as the input to other functions.

Formulas, Local Variables and Functions

 Accessing Data and Data Analysis 497

First, create a variable that returns the date of the first day in the previous month
as a string in the form YYYYMMDD (for example 20020601).
To do this:
1. Click Variables on the Data menu.
The Variables dialog box appears.
2. Click Add.
The Variable Editor appears.
3. Type FirstDayOfPrevMonthAsString in the Name box.
4. Click the Formula tab.
5. Type the formula
FormatNumber(Year(CurrentDate()),"0000")&
FormatNumber(MonthNumberOfYear(CurrentDate()) - 1 ,"00")&"01"
6. Click OK to close the Variable Editor.
7. Click OK to close the Variables dialog box.
This formula shows how you can combine multiple functions, using the output of
functions as the input to other functions to create complex formulas. The table
below breaks down the formula.

Function Returns
CurrentDate() The current date
Year(CurrentDate()) The current dates year
as an integer
MonthNumberOfYear(CurrentDate()) The current dates month
as an integer
(Subtract 1 from this to
give the previous month
as an integer)
FormatNumber(Year(CurrentDate()),0000) The current dates year
as a string
FormatNumber(MonthNumberOfYear( The previous month
CurrentDate())-1),00) number as a string

The formula you typed takes the last two functions in the table, concatenates
them (using the & operator) and concantenates 01 to the end (for the first day
of the month) to give a string in the form YYYYMMDD (for example
20020601).

More examples of using formulas

498 Accessing Data and Data Analysis

Next, create a variable that expresses this string as a date:

1. Click Variables on the Data menu.
The Variables dialog box appears.
2. Click Add.
The Variable Editor appears.
3. Type FirstDayOfPrevMonthAsDate in the Name box.
4. Click the Formula tab.
5. Type the formula
ToDate(<FirstDayOfPrevMonthAsString>),yyyymmdd)
in the Formula box.
6. Click OK to close the Variable Editor.
7. Click OK to close the Variables dialog box.
Note how you greatly simplified this formula by creating the
FirstDayOfPrevMonthAsString variable beforehand. Without this variable you
would have to type the formula it contains in full, making the formula of the
FirstDayOfPrevMonthAsDate variable much more complex and difficult to follow.
Finally, create a variable that returns the last day of the previous month as a date.
You use the FirstDayOfPrevMonthAsDate variable that you have already created
in this formula.
To do this:
1. Click Variables on the Data menu.
The Variables dialog box appears.
2. Click Add.
The Variable Editor appears.
3. Type LastDayOfPrevMonthAsDate in the Name box.
4. Click the Formula tab.
5. Type the formula
LastDayOfMonth(<FirstDayOfPrevMonthAsDate>)
in the Formula box.
6. Click OK to close the Variable Editor.
7. Click OK to close the Variables dialog box.
You can now use the FirstDayOfPrevMonthAsDate and
LastDateOfPrevMonthAsDate variables in your report.

Formulas, Local Variables and Functions

 Accessing Data and Data Analysis 499

EXAMPLE
Calculating total revenue for all resorts when some are filtered out
In this example you have a report containing the top two resorts in a report
showing resorts, their countries and their associated revenues. You restrict the
report to the top two resorts by placing a rank on the Resort column.

If you insert a Sum calculation on the Revenue column, BusinessObjects uses

the following formula by default:
Sum(<Revenue>)
which gives the following result:

Why is this different from the result above? By default the Sum function takes into
account only the revenues in the block; the sum shown is the total revenue for
the Hawaiian Club and Bahamas Beach resorts. The French Riviera resort is
filtered from this report by the rank on the Resort column. However, you need to
include its revenue in the calculation of total overall revenue. The NoFilter()
function makes this possible. This function tells BusinessObjects to ignore filters
when calculating, so the formula
NoFilter(Sum(<Revenue>))
returns the total revenue for all resorts.

More examples of using formulas

500 Accessing Data and Data Analysis

Formulas, Local Variables and Functions

Appendix

part
Launching BusinessObjects with
the Run Command

appendix
504 Accessing Data and Data Analysis

Overview
This appendix explains how to run BusinessObjects by using the Run command
on Windows. You can use the Run command as an alternative way of double-
clicking the BusinessObjects icon. You can also specify command line options
such as your user name, password and other options.

Launching BusinessObjects with the Run Command

 Accessing Data and Data Analysis 505

Using the Run command

The following procedure describes how to launch BusinessObjects by using the
Run command. The options you can include in the Run command are listed and
explained in Run command options below.
1. Click the Start button, then click Run on the Start menu.
The Run dialog box appears.
2. In the Open text box, enter the path to the BusinessObjects executable file
(Busobj.exe). By default, this file is located in the BusinessObjects folder. You
can click Browse to specify the path, rather than type it.
3. Click OK.
The User Identification dialog box appears.
4. Enter the user name and password that your BusinessObjects supervisor
provided, then click OK.
The BusinessObjects application is now launched.

Using the Run command

506 Accessing Data and Data Analysis

Run command options

Run command options allow you to log in to BusinessObjects with your user
name and password. The table below describes the options that you can use.

Option Description
-user [user name] The user name assigned to you by your supervisor.
User names that include spaces must be written in
double quotes, for example user name.
-pass [password] The password assigned to you by your supervisor.
This option is mandatory if you enter the -user
option. Passwords that include spaces must be
written in double quotes, for example my
password.

-online or By default, the last connection mode of the specified

-offline user, or online the first time you launch
BusinessObjects.
Offline mode disconnects you from the repository
and therefore disables remote connections during
your work session.
repname.rep The name of the document that you wish to work
with on launching BusinessObjects. You must
include the path to this file, for example:
c:\BusinessObjects\userdocs\sales.rep
-keyfile [keyfile name If you are working with multiple repositories,
specifies the repository you want to work with.
-nologo Runs BusinessObjects without showing the logo
screen.
-vars myfile.txt Name of a text file in which variables are specified.
You can specify BOUSER and BOPASS, which
manage your access to BusinessObjects. You can
also declare your own variables in the file. For more
information on these variables, refer to Specifying
BOUSER, BOPASS and Other Variables below.

Launching BusinessObjects with the Run Command

 Accessing Data and Data Analysis 507

TIP
In the file you declare after the -vars option, you can also specify the variables
such as DBUSER, DBPASSWORD and DBDSN. (The names of such variables
depend on the database at your site). These variables can be used to define a
restriction on an object, for example. For further information on these variables,
refer to BusinessObjects Variables in the Database Guide included in your
BusinessObjects package.

Specifying BOUSER, BOPASS and Other Variables

You can use the BOUSER and BOPASS variables to manage your access to
BusinessObjects. You can specify the values of these variables in the Run
command, or in a file that you call from the Run command. Other variables can
be declared in this file.

BOUSER and BOPASS

When the BusinessObjects supervisor creates users, they assign each one a
user name and password. The users name and password are stored on the
repository. When you log in to BusinessObjects in online mode, which is the
default working mode, BusinessObjects connects to the repository and reads
your security information. Your user name and password are then written to
either the objects.lsi file or the objects.ssi file, located in either the ShData folder
or the LocData folder.
Once you have launched BusinessObjects in online mode, you can use the
BOUSER and BOPASS variables in the Run command. You can:
Declare the value of the variables after -user and -pass.
For example, if your supervisor assigned you the user name JOHN and the
password SMITH, you can write the following command:
c:\BusinessObjects\Busobj.exe -user JOHN -pass SMITH
Declare the variables and their values in a text file in the BusinessObjects
folder. Then, in the Run command, you specify the file name after the -vars
option.
For example, if your supervisor assigned you the user name JOHN and the
password SMITH, you create a .txt file (myfile.txt) in which you specify:
BOUSER=JOHN
BOPASS=SMITH
You can now use the following Run command:
c:\BusinessObjects\Busobj.exe -vars myfile.txt

Using the Run command

508 Accessing Data and Data Analysis

NOTE
User names and passwords that contain spaces must be written in double
quotes, e.g., user name. You must use upper-case characters when specifying
the variables that manage security, as in the example above.

Other variables you can specify in a file

In the .txt file that you declare after the -vars option, you can specify other
variables that you work with in BusinessObjects. For example, if you have
created a variable that displays a prompt when a query is run, you can specify
this variables value in the .txt file. The syntax is as follows:
VARIABLENAME=VALUE

Launching BusinessObjects with the Run Command

BusinessObjects and Visual
Basic for Appplications

appendix
510 Accessing Data and Data Analysis

Overview
You can customize BusinessObjects 6.x using the Microsoft Visual Basic for
Applications programming language. BusinessObjects 6.x has a Visual Basic
Editor that you can use to develop macros, add-ins and VBA data providers. The
Visual Basic Editor is the standard Microsoft VBA editor that you may already be
familiar with if you use Microsoft Office products.
This chapter describes how to use macros and add-ins in BusinessObjects. For
information on building VBA data providers, see Using Visual Basic for
Applications procedures on page 98.

What is a macro?
A macro is a series of commands and functions that are stored in a Visual Basic
for Applications module and can be run whenever you need to perform the task.
If you perform a task repeatedly, you can automate the task with a macro.You
create macros using the Visual Basic Editor.

What is an add-in?
Add-ins are programs that add optional commands and features to
BusinessObjects. Add-ins are usually created by those responsible in your
company for adding customized features to BusinessObjects. All you probably
need to do is install and uninstall add-ins that are sent to you.
Before you can use an add-in, you must install it on your computer and then load
it in BusinessObjects. Add-ins (*.rea files) are installed by default in the UserDocs
folder in the BusinessObjects folder. Loading an add-in makes the feature
available in BusinessObjects and adds any associated commands to the
appropriate menus.
Unloading an add-in removes its features and commands from BusinessObjects,
but the add-in program remains on your computer so you can easily load it again.
You can use your own Visual Basic for Applications programs as custom add-ins.
For information about making a Visual Basic for Applications program an add-in,
see the BusinessObjects SDK Reference Guide.

What about the scripts I used in BusinessObjects 4.1?

The scripts that you created using the ReportScript programming language can
be automatically converted into Visual Basic macros by BusinessObjects 6.1.
See Converting scripts to macros on page 516 for information on how to do this.

BusinessObjects and Visual Basic for Appplications

 Accessing Data and Data Analysis 511

Using macros
Macros are created and stored inside BusinessObjects documents (.rep files) or
BusinessObjects add-ins (.rea files). You can run macros either from the Macros
dialog box or from the Visual Basic toolbar if macros have been assigned to the
macro buttons.

Running a macro
1. Click Macro, then Macros on the Tools menu or click Macros on the Visual
Basic toolbar.
The Macros dialog box opens.

2. From the Macros in: list box, choose the documents where the macros are
stored. You can display the macros available in the active document, all
macros in all open documents, macros in a selected open document or
macros in add-ins.

The macros stored in the selected document(s) are displayed in the Macro
Name list.
3. Select the name of the macro you want to use and click Run.

Using macros
512 Accessing Data and Data Analysis

NOTE
If VBA is not installed and you open a document that contains macros, you
receive an error message warning you that macros will not be executed. In this
situation, your document might return incorrect or incomplete data. The Olap
Connect and Web Connect data providers also require VBA in order to function
correctly.

Using the Visual Basic toolbar

To open the Visual Basic toolbar:
Right-click on any other open toolbar and click Visual Basic on the shortcut
menu..

a b c

Opens the macros dialog box

Opens the Visual Basic Editor
Buttons 1-5 run the macros that have been assigned to them

BusinessObjects and Visual Basic for Appplications

 Accessing Data and Data Analysis 513

Associating a macro to a toolbar button

1. Click Options on the Tools menu.
The Options dialog box opens.
2. Click the Macro tab.

3. Click check box 1 to activate the first button on the Visual Basic toolbar.
4. Click the button to the right of the Macro Name box.
5. The Macros dialog box opens.
6. Click on the macro you want to use from the list and click Select.
The name the macro is displayed in the Macro Name box.
7. In the Tooltip box, type the tooltip that you want to use for the macro.
The tooltip appears when you rest the cursor over the button on the Visual
Basic toolbar.

Using macros
514 Accessing Data and Data Analysis

Using add-ins
BusinessObjects add-ins are Visual Basic for Applications programs that add
optional commands and features to BusinessObjects. You can distribute add-ins
you have created to other users and retrieve and use add-ins that others have
created.

Installing an add-in
Click Add-Ins on the Tools menu.
The Add-Ins dialog box opens.

The check mark shows

that this add-in has been
installed

No check mark shows

that this add-in is on the
computer but not
installed

8. Click Browse to locate and open the add-ins on your computer.

The Add-Ins Available box displays the list of available add-ins. There are two
types of add-ins that you may see in this dialog box: those that are available
and those that have been installed. You cannot use an add-in until it has been
installed.
9. Click the check box next to the name of the add-in and click OK.
The add-in is installed and can now be used.

NOTE
When a user installs an add-in, it is only installed for that user. If that user logs
on under a different name, the add-in will not be available.

BusinessObjects and Visual Basic for Appplications

 Accessing Data and Data Analysis 515

Using an add-in
You can run an installed add-in from the Macros dialog box, or you can associate
it with a button on the Visual Basic toolbar.

Uninstalling an add-in
1. Click the check box next to the add-in name in the Add-Ins dialog box to
remove the check mark
2. Click OK.
The add-in features and commands are removed from BusinessObjects, but
the add-in program remains on your computer so you can easily load it again
if you want to use it.

Exchanging add-ins with other users

You can send and retrieve add-ins (.rea files) in the same way you can send and
retrieve BusinessObjects documents.

Using add-ins
516 Accessing Data and Data Analysis

Converting scripts to macros

In BusinessObjects 4.1, you could create scripts to automate tasks using the
ReportScript programming language. This programming language has been
replaced in BusinessObjects 5.x and upwards by the Visual Basic programming
language.
BusinessObjects 6.1 can convert your SBL scripts into Visual Basic (VBA)
macros which you can then run from the Macros dialog box.
The script is converted in the following way:
Dialogs are converted to a VBA form.
The code logic is converted to a VBA module.
SBL specific functions and instructions are declared in an extra module.

To convert a script
1. Click Macro then Convert from ReportScript on the Tools menu.
The Open dialog box is displayed. By default, the Scripts folder is open and a
list of available scripts is displayed.
Image not available for Beta
2. Select the script you want to convert.
3. In the Convert in: list box, choose where you want the converted macro to be
saved.
You can convert the macro in the active document or in a new document.
4. Click Import.
The script is converted.

NOTE
The macro may sometimes need some slight tweaking in the Visual Basic Editor
after conversion to get it to work correctly. For information on how to do this, see
the Customizing BusinessObjects guide.

BusinessObjects and Visual Basic for Appplications

 Accessing Data and Data Analysis 517

Using the Visual Basic editor

You can open the Visual Basic Editor directly from BusinessObjects to create
macros and programs to use in BusinessObjects. This development environment
has its own set of online Help files.
Running the Visual Basic Editor

To open the Visual Basic Editor:

Click Visual Basic Editor on the Visual Basic toolbar.
The Visual Basic development environment opens up.
Programming in Visual Basic requires knowledge of the programming
Visual environment. This is covered in the Customizing BusinessObjects guide.
Basic
Editor

Using the Visual Basic editor

518 Accessing Data and Data Analysis

BusinessObjects and Visual Basic for Appplications

 Accessing Data and Data Analysis 519

Index
####### error 450 B
#ALERTER error 451 Basic Authentication
#COMPUTATION error 439 querying a page using 175
#DICT.ERROR error 452 blocks
#DIV/0 error 454 using separate data providers for 205
#ERROR error 455 BOPASS variable 507
#IERR error 456 BOUSER variable 507
#MULTIVALUE error 443 breaks
#OVERFLOW error 459 and ranking 319
#SYNTAX error 460 applying in slice-and-dice mode 292
#UNKNOWN error 461 BusinessObjects
defined 25
A demo materials and samples 30
Abs function launching with the Run command 505
Excel equivalent 487 new features 31
accessing data sources 36 source of data 25
alerters upgrading from earlier versions 31
copying 327 BusinessObjects administrator
creating 323 and free-hand SQL 87
deleting 328
displaying/hiding 327 C
editing 327 calculations
naming 324 adding to reports 389
selecting data 324 examples of 392
setting conditions 325 re-using 395
setting formatting 325 Ceil function
switching off 326 Excel equivalent 487
switching on 326 cells
analyzing data autoqualifying 171
on-report analysis 233 Char function
overview 232 Excel equivalent 489
using an OLAP server 235 charts
using drill mode 234 displaying data in 208
using slice-and-dice mode 236 drilling on 247
Asc function combining data 40
Excel equivalent 489 complex condition calculations
Average function examining the SQL of 352
Excel equivalent 487

Index
520 Accessing Data and Data Analysis

complex conditions data providers

applying on queries 337 adding to existing document 47
applying with a calculation 344 basing on existing data providers 210
applying with calculations 344 cancelling 48
deleting 344 combinations of 204
editing 343 creating a base data provider 227
tips for applying 341 deleting links between 217
using the Different From operator 342 discarding the data from 49
using the Except operator 342 editing 47, 48
using the In List operator 342 free-hand SQL 75
using the Not In List operator 342 getting statistics on 224
using wildcard characters 341 linking 207, 212
Concatenation function linking dimensions 212
Excel equivalent 489 linking existing 214
conditions linking when inserting new block 213
applying to queries 65 OLAP cubes 116
defined 65 packaged applications 36
connections personal data files 94
defining 39 prompted linking 212
setting up 39, 40 purging and deleting 225
corporate queries reasons for renaming 221
running 131 renaming 221, 222
Cos function restrictions on access 39
Excel equivalent 487 restrictions on building 38
Count function situations requiring linking 212
Excel equivalent 487 spreadsheets 36
crosstab stored procedures 88
building from table or 2-D chart 286 text files 36
moving data between columns and rows 288 using efficiently 227
reducing to table or 2-D chart 286 using for separate blocks 205
crosstabs VBA 36
displaying data in 208 VBA procedures 98
custom hierarchies 262 viewing data from previous execution 49
viewing partial results 49
D Web Connect 117
web pages 36
data
workflows for creating 41
presenting and analyzing 27
XML 36, 105
workflows for accessing 41
data sources 203
accessing 35, 36
combining 40
combining different in one report 204
list of 36

Index
 Accessing Data and Data Analysis 521

database connections drill mode

creating 78, 79, 80 analyzing measures 254
editing 79, 81 and hierarchies 239
managing using free-hand SQL editor 79 bringing in new data using filters 259
selecting 78 changing data in tables 250
demonstration materials 53 continuing drill-down 242
eFashion 55 default BusinessObjects actions 241
generic SQL scripts 53 defined 234, 238
Island Resorts Marketing 53 displaying values in the Drill toolbar 243
detail objects 55 drilling across 244
dimension objects 55 drilling down 241
dimensions drilling down to another hierarchy 245
adding to hierarchies 263 drilling on charts 247
restrictions on combining 263, 265 drilling on multiple hierarchies 248
documents drilling through to the database 258
creating new 56 drilling up 243
creating new data providers in 56 drilling using custom hierarchies 262
editing data providers in 56 printing a report from 269
refreshing 29, 168 printing from 269
refreshing in Broadcast Agent 169 re-organizing the drill toolbar 253
refreshing in InfoView 169 setting options 270
drill filters setting up a report for 240
bringing in new data using 259 switching to 241
taking report snapshots 256
undoing drill actions 244
using 241
using the drill toolbar 252
Drill toolbar
moving variables from 251
moving variables to 250
using 252
drill toolbar
displaying values in 243
inserting contents as a report title 269
moving objects to block from 253
removing objects from 252
re-organizing 253
drilling down 241, 245
drilling through 258
drilling up 243

Index
522 Accessing Data and Data Analysis

E filters
error messages adding 302
####### 450 applying in slice-and-dice mode 292
#ALERTER 451 creating complex filters 304
#COMPUTATION 439 displaying names of in special fields 303
#DICT.ERROR 452 editing complex filters 305
#DIV/0 454 ignoring 305
#ERROR 455 inserting 299
#IERR 456 inserting complex filters 304
#MULTIVALUE 443 managing 300
#OVERFLOW 459 removing 303
#SYNTAX 460 selecting different values for 301
#UNKNOWN 461 Floor function
tips and tricks regarding 462 Excel equivalent 488
EuroConvertFrom function FormatDate
Excel equivalent 488 Excel equivalent 489
EuroConvertTo function FormatNumber
Excel equivalent 488 Excel equivalent 489
EuroFromRoundErr function formulas
Excel equivalent 487 creating using Formula Editor 469
Euros defined 467
converting from 400 guidelines on syntax 471
converting to 399 qualifying 266
converting to and from 398 free-hand SQL
displaying rounding errors in calculations 400 and sorts 69
displaying the euro symbol 398 creating a connection 80
EuroToRoundErr function creating interactive reports with 83
Excel equivalent 487 creating reports using 75
Exp function creating/editing a connection for 79
Excel equivalent 488 editing a connection for 81
extended calculation syntax 409 editing an SQL script 79
and Rank function 425 example of 83
context operators 435 example of query with prompt 86
ForAll operator 422 opening an existing script 77
ForEach operator 422 restrictions on scripts 87
keywords 429 viewing raw data 78
quick reference 433 writing a new script 77
functions
Excel equivalents of 487
F
Fact function
Excel equivalent 488 G
Fill function grouped values
Excel equivalent 489 adding to drill hierarchy 480

Index
 Accessing Data and Data Analysis 523

H LeftTrim function
hidden data Excel equivalent 489
displaying 322 Length function
hiding report data 321 Excel equivalent 489
hiding data 321 lists of values
hierarchies 239 assigning data from a dBase file 383
adding dimensions to 263 assigning personal data from a text file 380
changing the order of dimensions in 264 assigning personal data from an Excel file 382
creating 264 assigning personal data to 380
creating custom hierarchies 264 customizing 375
custom hierarchies defined 262 defined 373
default 239 displaying, purging and refreshing 385
deleting 264 editing 376
drilling on multiple hierarchies 248 Ln function
drilling up on multiple hierarchies 249 Excel equivalent 488
drilling using custom hierarchies 262 local variables
editing 262 creating 473
in Island Resorts Marketing 240 creating by grouping values 476
qualifying data for 266 defined 472
removing dimensions from 264 qualifying 266
renaming 264 transforming formulas into 474
restrictions on editing 262 Log function
viewing 63 Excel equivalent 488
highlighting data see Alerters 323 Log10 function
Excel equivalent 488
Lower function
I Excel equivalent 489
InitCap function
Excel equivalent 489
Internet queries 121 M
conversion errors 174 master/detail reports
creating 138 activating/deactivating multiple sections 282
editing 166 building 277
saving 167 deactivating sections of 279, 280
saving preferences 168 ranking in 318
setting individual options 172 reactivating sections of 282
Internet Query Panel reorganizing 276
description of 134 structuring existing reports as 275
setting size 168 undoing 278
toolbar buttons 135 using different master 277
working in slice-and-dice mode with 273
Match function
L Excel equivalent 489
Left function matrix chart, 3-D
Excel equivalent 489 building from table or 2-D chart 286

Index
524 Accessing Data and Data Analysis

Max function P
Excel equivalent 487 personal data files 37
measure objects 55 benefits of 94
measures creating reports using 94
analyzing in drill mode 254 setting options 97
collapsing 255 Pos function
defined 254 Excel equivalent 489
expanding 254 Power function
Median function Excel equivalent 488
Excel equivalent 488 predefined conditions
Min function applying to queries 66
Excel equivalent 487 in Island Resorts Marketing universe 66
Mod function removing 67
Excel equivalent 488 printing
monovalued prompts from drill mode 269
defined 153 prompts
Month function adding to Web Connect queries 124
Excel equivalent 489 creating in Web Connect queries 154
MonthNumberofYear function defined 153
Excel equivalent 489 displaying values in a separate column 157
multivalued prompts in free-hand SQL 83
defined 153 monovalued 153
multivalued 153
O syntax in free-hand SQL scripts 84
objects using with Web Connect queries 153
changing order of in queries 60
detail 55 Q
displaying in Query Panel 59 Quarter function
including in queries 60 Excel equivalent 489
measure 55
moving from Drill toolbar to blocks 253
removing from queries 60
searching for in Query Panel 60
OLAP cubes
using to build reports 116
OLAP servers 38, 235
operators
Different From 342
Except 342
In List 342
Not In List 342
options
setting for drill mode 270

Index
 Accessing Data and Data Analysis 525

queries reports
adding content to in Web Connect 136 adding columns to 212
applying complex conditions on 337, 338 combining data sources in 204
building in Query Panel 59 including data from different data sources 204
building on universes 52, 56 making copies of 256
building powerful queries 63 sharing 28
Business Objects Web Connect queries 123 Right function
corporate Web Connect queries 123 Excel equivalent 488
creating new Web Connect queries 133 RightTrim function
eliminating duplicate rows 70 Excel equivalent 488
generating SQL without retrieving data 70 Round function
Internet queries 123 Excel equivalent 488
running 61
running on different universes 72 S
saving definitions of 62
SAP 38
setting options 70
saving documents in Excel format 31
specifying number of rows to return 70
scope of analysis
using output in conditions 356
and hierarchies 63
query catalogs 121
defined 63
query panel
defining 63
building a query using 59
defining default 64
changing object order 60
defining manually 65
described 58
drilling through to the database 258
displaying 56
extending 257
including objects in queries 60
secured web sites
removing objects from queries 60
accessing using Web Connect 175
running queries from 61
security 29
searching for objects in 60
seperators
specifying in Internet queries 173
R Sign function
ranking Excel equivalent 488
and breaks 319 simple conditions
applying in slice-and-dice mode 291 applying 67
ranking data 315 deleting 69
displaying percentages 318 selecting different values for 68
displaying subtotals 317 Sin function
editing an existing ranking 319 Excel equivalent 488
ranking in master/detail reports 318
removing a ranking 320
RelativeDate function
Excel equivalent 489
Replace function
Excel equivalent 489
Report Manager
moving variables from 250

Index
526 Accessing Data and Data Analysis

slice-and-dice mode stored procedures

adding data in 209 defined 37, 88
and Web Connect queries 124 example of 89, 90
applying breaks in 292 restrictions on 88
defined 272 supplying parameters to 93
displaying and removing data 288 using to retrieve data 88
making calculations in 291 Substr function
moving data in crosstabs 288 Excel equivalent 488
positioning data horizontally in 282 Sum function
ranking data in 291 Excel equivalent 487
repositioning data vertically 287
sorting data in 291 T
transforming blocks in 289
Tan function
using filters in 292
Excel equivalent 488
working in 273
ToDate function
working with blocks in 289
Excel equivalent 489
working with crosstabs/3-D matrix charts in
ToNumber function
284
Excel equivalent 488
working with master-detail reports in 273
transparent sorts
sorting data 307
defined 70
sorts
Trim function
adding from the Sorts dialog box 314
Excel equivalent 488
and free-hand SQL 69
Truncate function
applying custom 309
Excel equivalent 488
applying in slice-and-dice mode 291
applying on objects 69
applying on report data 307 U
defined 69 universe queries
defining priority 70 defined 52
defining sort priority 313 universes
inverting 69, 307 building basic queries on 56
managing 311 creating 52
removing 69, 308, 314 creating queries with 52
SQL defined 37, 52
defined 75 running queries on different 72
parsing 77 selecting 43
Sqrt function Upper function
Excel equivalent 488 Excel equivalent 488
StDev function
Excel equivalent 487
StDevP function
Excel equivalent 487

Index
 Accessing Data and Data Analysis 527

user objects
creating 331
creating a time hierarchy for 336
defined 331
deleting 336
editing 335
qualifying 268
reasons for creating 331
restrictions on 332
sharing with other users 332

V
Var function
Excel equivalent 487
variables
compatibility rules 207
VarP function
Excel equivalent 487
VBA procedures 37
accessing Outlook with 100
creating a report using 99
example of 102
using 98

Index
528 Accessing Data and Data Analysis

W saving reports 149

Web Connect selecting corporate queries 123
accessing form pages 179 selecting the Web Connect data provider 126
accessing secured Web sites 175 setting data types as characters 150
adding content to a query 136 setting data types as dates 150
adding multiple cells in one cell 136 setting data types as numeric 150
adding prompts to queries 124 setting error management options 173
assembling query data 122 setting query timeout 168
autoqualifying cells 171 using prompts with 153
clearing data from rows 151 Web Connect data provider 31
creating a new query 133 selecting 126
creating a query with prompts 192 Week function
creating Internet queries 123 Excel equivalent 489
creating prompts 154 WordCap function
creating reports in HTML 144 Excel equivalent 488
deleting columns 150 World Wide Web 38
deleting rows 151
editing an Internet query 166 X
editing cells 151 XML
generating reports 124 building an XML filter 106
interpretation of separators 172 creating a report using 106
linking data to data in browser 151 defined 105
making data static 151 example of 105
managing queries 164 setting file locations 115
menu options 150 XML data provider 31
opening existing queries 164 XML files 37
pasting data into rows 151 XML query panel 113
placing data on the clipboard 151
qualifying data as details 150
qualifying data as dimensions 150 Y
qualifying data as measures 150 Year function
query examples 183 Excel equivalent 489
querying multi-frame pages 169
querying pages using Basic Authentication 175
refreshing reports 124
renaming headers 150
retrieving Business Objects queries 128
retrieving corporate queries 128
retrieving HTML cell source 151
retrieving hyperlinks 151
running a query with a prompt 162
running Business Objects queries 129
running corporate queries 131
saving Internet queries 167
saving Internet query preferences 168

Index