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BusinessObjects Live Office XI 3.0

User Guide

Business Objects Enterprise XI 3.0

Windows


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2008 Business Objects. All rights reserved. Business Objectsowns the following

U.S. patents, which may cover products that are offered and licensed by Business

Copyright

Objects: 5,555,403; 5,857,205; 6,289,352; 6,247,008; 6,490,593; 6,578,027;

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7,222,130; 7,181,440 and 7,181,435. Business Objects and the Business Objects

logo, BusinessObjects, Business Objects Crystal Vision, Business Process OnDemand, BusinessQuery, Crystal Analysis, Crystal Applications, Crystal Decisions,

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owners.

Business Objects products in this release may contain redistributions of software

licensed from third-party contributors. Some of these individual components may

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Contributorsalso be available under alternative licenses. A partial listing of third-party

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notices, can be found at: http://www.businessobjects.com/thirdparty

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ContentsAbout this document 9Chapter 1

Who should read this document ...............................................................10

How to use this document.........................................................................10

Getting Started with Live Office 13Chapter 2

Overview....................................................................................................14

About Live Office content ..........................................................................14

Live Office concepts.............................................................................15

What's New in Live Office?........................................................................19

New Features.......................................................................................19

Feature enhancements........................................................................20

Live Office toolbar and Insert Wizard at a glance.................................20

Live Office toolbar ...............................................................................20

Logging on to BusinessObjects Enterprise................................................23

Logging on to secured databases.............................................................24

Working with Crystal Reports Content in Live Office 25Chapter 3

Overview....................................................................................................26

About Crystal Reports content in Live Office.............................................26

The Wizard at a glance........................................................................26

Key terms and concepts.......................................................................28

Inserting Crystal Reports content..............................................................29

Inserting report parts............................................................................30Inserting fields as a data set.................................................................36

Modifying Crystal Reports content.............................................................40

Adding more report parts......................................................................41

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Viewing and modifying general object properties.................................41

Inserting rows or columns....................................................................42

Modifying parameter values.................................................................42

Modifying fields ....................................................................................43

Modifying filters....................................................................................44

Working with Web Intelligence Content in Live Office 47Chapter 4

Overview....................................................................................................48

About Web Intelligence content.................................................................48

The Wizard at a glance........................................................................48

Key terms and concepts.......................................................................50Inserting Web Intelligence content.............................................................52

Logging on and running the Live Office Wizard...................................52

Selecting a data source........................................................................53

Specifying a context.............................................................................54

To specify prompt values......................................................................54

To select report parts ...........................................................................55

Creating your Live Office objects.........................................................55

Configuring general object properties..................................................56

Configuring data refresh options..........................................................56

Configuring prompt binding options ....................................................58

Modifying Web Intelligence content...........................................................58

Viewing and modifying general object properties.................................58

Adding more Web Intelligence report parts..........................................59

Modifying prompt values......................................................................60

Upgrading content from the previous version......................................61

Working with Queries in Live Office 63Chapter 5

Overview....................................................................................................64

Query fundamentals..................................................................................64

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What are universes?............................................................................65

What is a prompt?................................................................................66

What is a query context? .....................................................................66

About query building in Live Office............................................................66

Creating and running queries....................................................................68

Selecting a data source........................................................................69

Building your query...............................................................................69

Defining your data filters.......................................................................72

Specifying context for your query.........................................................74

Specifying prompt values.....................................................................74

Naming and inserting your Live Office query object ............................75Configuring prompt binding options for your query..............................75

Configuring query options....................................................................77

Viewing query properties...........................................................................78

To view query properties for an existing query.....................................78

Editing queries...........................................................................................79

Changing the universe location............................................................79

Modifying the query definition...............................................................79

Modifying a query context....................................................................80

Performing Common Tasks with Live Office Objects 81Chapter 6

Performing Common Tasks with Live Office..............................................82

Publishing and Viewing Files................................................................82

Saving your data locally and to the repository.....................................86

Copying and pasting Live Office Objects.............................................86

Distributing objects via Outlook............................................................88

Loading, updating, and refreshing existing content..............................89

Removing Live Office objects...............................................................90


Contents


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Performing Advanced Tasks 91Chapter 7

Performing Advanced Tasks......................................................................92

Managing prompt and parameter settings ................................................92

Managing time dependent variables (Key Date)..................................92

Managing global Live Office properties.....................................................95

Configuring the shortcut menu.............................................................96

Changing default layout, formatting, and refresh behavior..................98

Configuring default error message strings...........................................99

Configuring field display settings........................................................101

Changing the viewing locale ..............................................................101Managing document security and access ..............................................102

Adding security to your documents....................................................102

Logging on to BusinessObjects Enterprise automatically..................103

Connecting to a different CMS...........................................................104

Relinking objects to Business Objects Enterprise..............................104

Working with Smart Tags in Live Office...................................................105

Troubleshooting Live Office 107Chapter 8

Sample Live Office log files ....................................................................108

Enabling logging for Live Office...............................................................109

Troubleshooting Live Office components................................................109

Problem: LiveOffice menu disappeared.............................................110

Problem: document refresh failed......................................................110

Problem: context dialog box is not displayed on refresh even if the Reset

Context on Refresh option is checked...............................................111

Problem: report sorting and filtering lost when refreshing..................111

Problem: access denied to universe..................................................112


Contents


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Reference 113Chapter 9

Live Office Insert Wizard..........................................................................114

Options dialog box..............................................................................115

Properties dialog box..........................................................................119

Backward compatibility............................................................................119

Deprecated features...........................................................................119

Unsupported features.........................................................................120

Live Office object size limitations.......................................................120

Get More Help 123Appendix A

Index 127


Contents


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Contents


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About this document

1


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Welcome to Business Objects Live Office User's Guide. Live Office lets

anyone, from business workers to experienced data analysts, easily retrieve

business information, createqueries, perform calculations, andshare answers

to business questions without having to understand complex databaselanguages and structures.

Live Office helps business workers like you easily embed accurate,

trustworthy up-to-date Crystal Reports or Web Intelligence information into

your Microsoft Office documents, spreadsheets, emails, and presentations.

If you know how to create documents and spreadsheets, you'll have no

problem learning to use Live Office.

This guide provides comprehensive information and procedures to help you

to perform the following business tasks from within the Microsoft Office

application environment:

Create simple queries and summary reports, based on verifiable,

up-to-date, real-time information, to analyze data, such as quarterly sales

figures, answer important business questions, and make informed

decisions.

View, modify, and refresh existing queries quickly to suit your business

needs.

Share the results with your colleagues securely over the web or intranet

for collaborative, strategic decision making.

Live Office, part of the BusinessObjects XI 3.0 Productivity Pack, is one of

a suite of query and analysis products provided by Business Objects.

Who should read this document

This document is intended for business users of Microsoft Office applications

who want to work with Business Objects data within the Microsoft Office

application environment. You must be familiar with Microsoft Office Excel,

Microsoft Office Word, Microsoft Office Outlook, and Microsoft Office

PowerPoint, and you must have some familiarity with BusinessObjectsEnterprise to understand this guide.

How to use this document

This guide covers the following topics and tasks


About this document

1 Who should read this document


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Go to this section To do this

About Live Office content onpage 14

Understand key Live Office conceptsand product enhancements.

About Crystal Reports content in Live

Office on page 26

Create and modify Crystal Reports

documents from withinyour Microsoft

Office applications.

About Web Intelligence contenton

page 48

Create and modify Web Intelligence

documents from withinyour Microsoft


About query building in Live Office

on page 66

Build, edit, and refresh universe

queries from within your Microsoft


Performing Common Tasks with Live

Office on page 82

Performing common tasks with Live

Office objects such as saving docu-

ments and removing objects.

Performing Advanced Tasks on

page 92Overviewon page 82

Perform more complex Live Office

tasks such as managing prompts and

configuring Single Sign On authenti-

cation.

Troubleshooting Live Office on

page 107

Enable Live Office logging and trou-

bleshoot common Live Office errors.

Reference on page 113

Review reference material including

backward compatibility information

and a list of unsupported and depre-

cated features.


1About this document

How to use this document


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About this document

1 How to use this document


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Getting Started with LiveOffice

2


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Overview

BusinessObjects Live Office (Live Office) gives you access to up-to-dateinformation you use everyday to do your job and make important business

decisions. It gives you real-time data that is verifiable and easily refreshed.

Live Office is built in to Microsoft Office applications you already use. The

information you need is at your finger tips and available in a familiar, easy

to use format. Live Office empowers business workers like you to easily

access corporate data from within Microsoft Office Excel, Word, Outlook,

and PowerPoint without depending on IT expertise to use complex business

intelligence tools.

Note:If you are not sure whether or not you have the appropriate rights,contact your BusinessObjects Enterprise administrator.

You can format the imported data by using standard Microsoft Excel

functionality and the features of Live Office.

This document provides a high-level overview of Live Office concepts,

features, and functionality, and user interface to quickly familiarize you with

the product.

Related Topics

New Features on page 19

Logging on to BusinessObjects Enterprise on page 23

Live Office toolbar on page 20

Live Office content types on page 18

Live Office concepts on page 15

About Live Office content on page 14

About Live Office content

Before you start working with Crystal Reports or Web Intelligence content inLive Office , you need to understand how Live Office content works.

Related Topics

Live Office architecture on page 19



Getting Started with Live Office

2 Overview


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What are report objects, instances, and parts?on page 15

Live Office concepts

To understand how Live Office data can answer your business questions

quickly and easily, you need to be familiar with the following key concepts:

Report objects including instances and parts

Universes

Parameters

Prompts

Related Topics

What are report objects, instances, and parts?on page 15 What are Universes?on page 17

What are parameters and prompts?on page 18

What are report objects, instances, and parts?

When you use Live Office to insert data in a document, you can choose from

Crystal Reports or Web Intelligence content stored in the BusinessObjects

Enterprise repository. Reports stored in the BusinessObjects repository are

called report objects.

Report objects

A report is a document you create containing the information about your

business presented in tables, charts, and graphs. A report object is what

supplies the data to the report. In Live Office , you work with report objects

because they are connected to the most up-to-date content stored in

databases. So, when you create a report, you'll know it will contain the latest

information when people view it.

When a report is created with Crystal Reports or the Web Intelligence ReportPanel , its information may come from various databases. The source report

is called a report object, because it is a source data object and contains

information from various data sources. The report object returns data from

the underlying data source either on demand from the database or depending

on the other refresh option chosen.


2Getting Started with Live Office



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Report instances

An instance is a version of that object created by BusinessObjects Enterprise

when users modify the source document or schedule reports. Each instance

contains data that is current at the time the source report is processed.

Essentially, a report instance is a report object that contains report data that

is retrieved from one or more databases. Typically, report objects are

designed such that users can schedule several instances with varying

characteristics. For example, if users run a report object containing

parameters, they can schedule one instance that contains report data from

a particular department, and schedule another instance that contains

information from another department, even though both instances originate

from the same report object.

Report parts

A part of section of a report displayed by itselfwithout the rest of the report

pageare referred to as report parts. More precisely, report parts are objects

that use hyperlinks to point from a source report object to a destination Live

Office object. Report parts include objects such as text or charts.

The following diagram shows the relationship between report objects, report

instances, and report parts in Live Office .



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Related Topics

To configure refresh options for your Live Office objects on page 34

Configuring data refresh options on page 34

What are Universes?

A Live Office universe is an abstraction of a data source that presents data

in non-technical terms for business users. Business users of Web Intelligence

and Crystal Reports can connect to a universe and through it run queriesagainst a database. They can perform data analysis and create reports using

the objects in the universe, without seeing, or having to know anything about,

the underlying data structures in the database.





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What are parameters and prompts?

This section explains parameters and prompts in non-technical terms.

Parameters

Parameter is a Crystal Reports term. A parameter is a question that you

need to answer before generating your report. The information you enter, or

the way you respond, determines what appears in the report. For example,

in a report used by sales people, there might be a parameter that asks the

user to choose a sales region. The report would return the results for the

specific region, instead of returning the results for all of the regions.

Parameters may be either mandatory or optional.

Prompts

A prompt is similar to a parameter in Crystal Reports. This Web Intelligence

term refers to a dynamic filter that displays a question every time you refresh

the data in a report. You respond to prompts by typing or selecting the prompt

value(s) you want to view before you refresh the data. Prompts may be either

mandatory or optional.

Related Topics

What is a query context? on page 66 Specifying parameter values on page 32

Live Office content types

Support for different kinds of data objects has been enhanced in this version

of Live Office. The following table explains how support for fields and report

parts, such as charts and text, works in Live Office.

Report partsFieldsLive Office contenttype

YesYesCrystal Reports



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Report partsFieldsLive Office content

type

YesNAWeb Intelligence

NAYesQuery Panel

Note: Embeded Crystal Reports subreports are not supported.

Related Topics


Live Office architecture

BusinessObjects Live Office XI 3.0 architecture, and the reliability of

BusinessObjects Enterprise XI 3.0, uses Web services to provide you with

enhanced performance, scalability, and deployment.

Related Topics

New Features on page 19

What's New in Live Office?

New Features

New features for this version of Live Office include:

Full support for Microsoft Office Outlook Support for Microsoft Office 2007

Copy and paste objects across Microsoft Office applications





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Feature enhancements

Feature enhancements in this version of Live Office include:

Support for suite-wide parameter and prompt enhancements

Ability to view and access publication objects

Integration of universe level security

Business Objects Query Panel enhancements

Support for user-specified preferred viewing locale (PVL)

Existing customers can build on the proven BusinessObjects XI release 2,.

They can make the power of business intelligence available to the businessuser inside the common Microsoft Office applications environment, with a

minimum of disruption and down time, for optimized efficiency and

productivity.

Live Office toolbar and Insert Wizard at a glance

This section provides an overview of the improvements to the Live Office

toolbar and Insert Wizard.

Live Office toolbar

The BusinessObjects Live Office toolbar provides you with quick access to

some of the most common commands you will need to create and modify

reports or run queries to answer your business questions.

It provides you with quick access to the Live Office objects in your Microsoft

Office Excel, PowerPoint, Outlook, and Word documents. You can:

Insert a report object

Refresh all report objects

Save an object to BusinessObjects Enterprise

Navigate to the source report for your Live Office object



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Access the Online Help for Live Office

The toolbar contains the following options:

For more information

about the objects that

you can insert, see In-

serting Crystal Reports

contenton page 29.

Insert Crystal Reports

Content

For more information

about the options you

can use, seeAbout Web

Intelligence contenton

page 48

Insert Web IntelligenceContent

For information about

the options that you can

use, see About query

building in Live Office on

page 66

Insert Universe Query

Opens the Repository

Explorer and allows you

to select Crystal Reports

or Web Intelligence

documents for insertion.

See Live Office Insert

Wizardon page 114.

Open from Business

Objects Enterprise

For information aboutthe options that you can

use, see Publishing a

document to Busines-

sObjects Enterprise on

page 84.

Save To Business Ob-

jects Enterprise





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For information about

the options that you can

use, see .Publishing a

document to Busines-sObjects Enterprise on

page 84

Save As New to Busi-

nessObjects Enter-prise

Refreshes the data of

each View in the docu-

ment against the source

document For more in-

formation, see Configur-

ing data refresh optionson page 34.

Refresh All Objects

Allows you to easily

navigate to a recently

accessed Live Office

object to insert more

content from the same

source.

Go to Object

Displays the Online

Help for Live Office.Help

Live Office ribbon menu

The BusinessObjects Live Office ribbon menu shown below, helps you create

and modify reports or run queries to answer your business questions when

using any Microsoft Office 2007 application.



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To hide the BusinessObjects Live Office toolbar

Right-click the Live Office toolbar and deselect.BusinessObjects Live

Office.

The toolbar appears or disappears.

Logging on to BusinessObjects EnterpriseIf you have not already logged on, you are prompted to log on to

BusinessObjects Enterprise when you add or modify a Live Office object.

You must also log on before you can publish a document or open a published

document.

To log on to BusinessObjects Enterprise

1. Click Start > Programs > Microsoft Office, and select Microsoft Excel,

Word, or PowerPoint to launch the application.

2. Click LiveOffice, click Options, and then click Enterprise.

3. When the Options dialog box appears, enter your BusinessObjects

Enterprise credential in the following fields:

User name

Password

4. Verify the information in the Web Service URL and System fields to

ensure that the application is pointing to the correct Central Management

System (CMS).

For example, if the Web Intelligence document you want to insert is on

a CMS called businessobjects01, and the webservices server is running

on a server called businessobjects02, then the following information would

be accurate:



Logging on to BusinessObjects Enterprise


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Working with CrystalReports Content in Live

Office

3


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Overview

With BusinessObjects Live Office (Live Office), you can leverage the power,convenience, and reliability of Crystal Reports functionality from within the

Microsoft Office applications you use everyday to make better business

decisions. With point and click ease, you can easily monitor regional sales

trends or analyze quarterly sales figures from within MIcrosoft Office Excel,

Word, Outlook, or PowerPoint, and share that analysis with your colleagues

for improved decision making.

With Live Office, you have the comfort of knowing that the data you are

accessing to make business decisions is reliable, up-to-date, and easily

refreshed on demand from the database. Data accuracy is no longer a

concern.

With an easy to use Live Office Insert Wizard, you can insert Crystal Reports

report parts or fields into your Microsoft Office documents.

About Crystal Reports content in LiveOffice

This section contains the following topics to familiarize you with the wizard

interface in Live Office, terms you need to know, and sample data that willbe used in the examples:

The Wizard at a glance

To use Crystal Reports functionality in Live Office, you select a series of

options using the Live Office Insert Wizard. The Live Office Insert Wizard is

composed of five pages which are explained below


Working with Crystal Reports Content in Live Office

3 Overview


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To do this taskUse this page in the wizard

Browse available reports.

Locate the data you want to use.

If the report you selected requires

database logon credentials, you

are also prompted again to log on.

For more information, see

Choosing your data source on

page 30.

Choose Document

Choose parameters from a pre-

selected list of values.

Specify that you are to prompted

each time data is refreshed.

For more information, see Specifying

parameter values on page 32

Note: This page only appears if your

report contains predefined parameters.

You cannot use Live Office to introduce

new parameters into a report.

Specify Parameter Values

Select the Crystal Reports document

you want to use from the Repository.

For more information, see Choosing

and inserting data as report parts on

page 32 and Choosing fields as your

data seton page 38.

Choose Data


3Working with Crystal Reports Content in Live Office

About Crystal Reports content in Live Office


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Select filters to apply to data that youinsert as fields in your Live Office

documents. For more information,

see Applying filters on page 39.

Note: This page only displays if you

have selected to insert data as fields.

Set Filters

Type the name of your Live Office

object.

Verify its path in the repositorybefore inserting it into your docu-

ment.

Summary

Key terms and concepts

To use Crystal Reports functionality within Live Office to retrieve live dataand answer your important business questions, you need to understand the

following concepts.

The following table defines each of these term for you.

DefinitionTerm or concept

Report parts are objects, such as

images or tables, that point from a

source report object to a destinationLive Office object. For more informa-

tion, see Choosing and inserting data

as report parts on page 32.

Report parts



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DefinitionTerm or concept

Parameter is a Crystal Reports term.A parameter is a question that you

need to answer before generating

your report. The information you en-

ter, or the way you respond, deter-

mines what appears in the report. For

example, in a report used by sales

people, there might be a parameter

that asks the user to choose a sales

region. The report would return the

results for the specific region, insteadof returning the results for all of the

regions. Parameters can be either

mandatory or optional. For informa-

tion about working with parameters,

see Specifying parameter values on

page 32.

Note: Parameter is a Crystal Reports

term. Prompt is a Web Intelligence term

for a similar concept. For information

about prompts, see About Web Intelli-gence contenton page 48

Parameters

Inserting Crystal Reports content

Using the Live Office Insert Wizard you can easily choose a report, select

Crystal Reports data objects, and insert them in your Microsoft Office Excel,

PowerPoint, Outlook or Word applications as Live Office objects to share

with your colleagues.





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Inserting report parts

This topic shows you how to insert and refresh report parts in a MIcrosoftOffice Excel 2003 document.

Running the Live Office Insert Wizard

To run the Live Office Insert Wizard

1. Open a Microsoft Office document.

2. Log on to BusinessObjects Enterprise. For more information, see Logging

on to BusinessObjects Enterprise on page 23.

3. Select where you want to insert the Live Office object.

Note: Live Office inserts Live Office objects as Microsoft Word tables.

4. On the Insert menu, select Crystal Reports Content.

The Live Office Insert Wizard appears. If you have not already logged on

to BusinessObjects Enterprise, you are prompted to do so.

After you have successfully logged on to the BusinessObjects Enterprise

system, the Live Office Insert Wizard guides you through from choosing your

document, selecting report contents (fields or report parts), selecting

parameters if required, and inserting data into your Microsoft Office document.

Choosing your data source

The first page of the Live Office Insert Wizard displays the Repository Explorer

so that you can navigate easily to the report you want to use. The Repository

Explorer displays all crystal reports to which you have access, including

reports contained within publications.

Tip: You can also use the search functionality to search by title, keywords,

content or all fields to locate a specific report quickly. If you are importing to

an email in Outlook, the search dialog will default to a content search based

on the subject line of your email. The Recent folder also contains any reports

you have created or modified most recently for ease of access.



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To locate your document using the Repository Explorer

1. In the "Repository Explorer" page of the Live Office Insert Wizard, navigate

to and double-click the folder that contains the report you want to use.

For example, a regional sales manager might click a Demo subfolder inthe Public folder.

The folder hierarchy expands. If the report is contained within a displayed

publication, select the publication instance to reveal its contents.

Note: For a report instance to be imported, the instance must be stored

somewhere on the BusinessObjects Enterprise system. Instances sent

directly to Inboxes are not stored on the system, and cannot be imported

into Live Office.

2. In the right-hand pane of the "Repository Explorer", select the report you

want to use, and click Next.

For example, a regional sales manager might select a report

calledActivities by Location to monitor regional sales figures.

Tip:

Select a column name, for example, Name, Owner, or Type, to sort

available reports.

You can search for a specific report or object by title or keywords using

the search dialog above the frameset.

If you are importing to an Outlook email, a suggestion folder will alsobe available. For your convenience, this folder will contain the results

of a content search based on the email's subject line.

Note:

If the report you selected contains parameters, the Specify Parameter

Values page appears. See Specifying parameter values on page 32.

If the report you selected does not contain parameters, the next page

of the Live Office Insert Wizard prompts you to select the parts of the

report you want to include and insert into your Microsoft Office

application. For more information, see Choosing and inserting data


If the report you selected requires database logon credentials, you

are prompted again to log on. See Logging on to secured databases

on page 24.





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Specifying parameter values

This section demonstrates the use of parameters to populate dynamicpicklists. For example, in the "Activities by Location" report object that a sales

manager might use to monitor regional sales activity, his report could have

one parameter called "Select Region" with a values list of East and West.

To specify parameter values from a list of values

1. In the Specify Parameter Values page, select the parameter values you

want to include from the available drop down list.

2. Click Next.

Note: You must select a value for every mandatory parameter. if the

parameter is optional you may leave the value as unspecified.

You can use this list of parameter values to later bind parameters to particular

cells in your Microsoft Office Excel spreadsheet for easy updating For

information about how parameter binding works, see Configuring parameter

binding options on page 34

First, however, you must choose the data you want to include as report parts

and insert it as a Live Office object into your Microsoft Office document. See

Choosing and inserting data as report parts on page 32.

Choosing and inserting data as report parts

The next page of the Live Office Insert Wizard is the Choose Data page

which prompts you to select the parts of the report you want to include and

insert into your Microsoft Office document.

To select report parts

1. Choose your preferred options for viewing report data from the Live Office

Insert Wizard toolbar.

Select the Toggle Interactive Parameters icon to adjust the

parameter value in the Interactive Parameters pane. You can use the

pane to adjust the parameter values you selected in the Specify

Parameter Values page. Use the drop down list under each parameter

in the pane to adjust the parameter value. After you have completed

your parameter value selections click Apply.





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Note: The Toggle Interactive Parameters icon will not appear if your

report does not contain predefined parameters or if you click Switch

to Fields in the Choose Data page.

Select the Toggle Group Tree icon to switch document view. For

example, in a quarterly sales report, data could be grouped and sorted

by sales person and product in document tree view for quick access

Select the right or left facing arrows in the toolbar to navigate to a

particular page in a report.

Select the search icon to search on particular text strings in the report

such as a sales person's name.

Choose a page magnification or zoom factor for the report from the

available drop-down list for optimal display.

2. In the document viewer, select the report parts or objects you want to

include. For example, for a quarterly sales report, you could include the

name of the sales person, their product class, and their sales total by

quarter.

Tip:

You can use the cursor to select multiple objects at once.

Click Switch to Fields to display the available objects as fields rather

than report parts.

3. Click Next.

The Summary page appears.

4. Name your report part and verify its location in the repository.

5. Click Finish to insert the Live Office object in your application.

6. To insert additional report parts from the same source, right-click the Live

Office object you just created and select New Object from Same Report.

Tip: You can select multiple report parts to insert into your office application

by using ALT + Click . For example, you could select all countries in a salesreport and insert them as a row set.





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Configuring parameter binding options

Parameter binding is a useful way to allow parameter values to be updatedautomatically from within a Live Office object. For example, you may have

a cell that allows you to enter a Minimum Sales Value to allow you to see

only customers that have greater than a certain value. Or, in terms of our

Activities by Location report example, you could have Select a Region

parameter with two discrete values, East and West. With cell binding, from

within your Microsoft Office application, you can choose the parameter value

you want (East or West) and then dynamically retrieve the latest data from

the database.

Related Topics

To bind a prompt to your Microsoft Office document on page 76

Configuring data refresh options

The data that is returned when you refresh an object depends on:

The type of object that was used as the source object and the refresh

option you select.

The data refresh option you select.

You can change the refresh behavior for the Live Office report objects and

instances to which you have access on the Live Office Object Properties

dialog box.

To configure refresh options for your Live Office objects

1. In your Microsoft Office document, right-click the Live Office object for

which you want to change the refresh properties.

2. Click Live Office and click Refresh Option.

The Refresh Options dialog box appears.

3. Select the refresh option you want and click OK





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DefinitionRefresh Option

Refresh the latest instance of the

selected Live Office object for a

specific user. The default user is

the current user.

Note: When refreshing from the

latest instance of a report contained

in a Publication, Live Office re-

trieves the report content from the

latest Publication instance for the

current user. The publication in-

stance has to be published to an

Enterprise location in report format.

Instances set to be distributed di-

rectly to user Inbox cannot be ac-

cessed by Live Office.

Latest instance: From the latest in-

stance scheduled by

Refresh the data from the

database. This is the default value.On demand

Refresh the selected instance

based on data saved with a pub-

lished report. This option is only

valid after you have saved the re-

port.

Use report saved data: From saved

data report

Refresh the data for the selected

instance only.

Specific instance: From a specific

instance of the report

Note:





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"On demand" is the default option, and it will be the only active value if

the report object does not have report instances or versions, and there

is no saved data with the report.

If you choose to remove data when you save the document for securityreasons, anyone opening the document will see a message that data has

been removed. They must refresh the objects to view the imported Live

Office objects. To refresh the objects, users need to have Live Office

installed and have access to the source object in BusinessObjects

Enterprise. For more information about concealing data, see Managing

document security and access on page 102.

Saving your data locally and to the repository

After inserting and configuring your Live Office objects, you can save yourwork locally and to the BusinessObjects Enterprise repository.

To save your file to a local drive

Do one of the following to save your file locally:

From the File menu click Save orSave As

From the LiveOffice menu, click Create Snapshot

To save your file to the BusinessObjects Enterprise repository

For more information about publishing your data object to your BusinessObjects Repository, see Publishing a document to BusinessObjects Enterprise

on page 84.

Inserting fields as a data set

Running the Live Office Wizard

This topic shows you how to insert field as a dataset in a Microsoft Office

2003 document.








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Note: Live Office inserts objects as tables. If you are inserting into

PowerPoint, ensure that you click outside a text placeholder. (A text

placeholder does not contain sufficient space for a Live Office object.

Blank slides usually provide the best background for a Live Office object.)3. Click Live Office > Insert > Crystal Reports Content.



After you have successfully logged on to the BusinessObjects Enterprise

system, the Live Office Insert Wizard guides you through from choosing your

document, selecting report contents (fields or report parts), selecting

parameters if required, and inserting data into your Microsoft Office document.

Related Topics


Choosing your data source



Explorer displays all crystal reports to which you have access, including

reports contained within publications.

Tip: You can also use the search functionality to search by title and keyword

to locate a specific report quickly. The Recent folder also contains any reports


To locate your Crystal Reports document using the Repository Explorer

1. In the Repository Explorer page of the Live Office Insert Wizard, navigate

to and double-click the folder that contains the report you want to use.

For example, a regional sales manager might click a Demo subfolder in

the Public folder.

The folder hierarchy expands. If the report is contained within a displayedpublication, select the Publication to reveal its contents.

2. In the right-hand pane of the Repository Explorer, select the report you

want to use, and click Next.





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For example, a regional sales manager might select a report called

"Activities by Location" to monitor regional sales figures.

Tip: Select a column name, for example, Name, Owner, or Type, to sort

available reports.

Note:

If the report you selected contains parameters, the Specify Parameter

Values page appears. See Specifying parameter values on page 32.

If the report you selected does not contain parameters, the next page

of the Live Office Insert Wizard prompts you to select the parts of the

report you want to include and insert into your Microsoft Office

application. For more information, see Choosing and inserting data


If the report you selected requires database logon credentials, youare prompted again to log on. See Logging on to secured databases

on page 24.

The next page of the Live Office Insert Wizard prompts you to select the

report fields you want to include and insert into your Microsoft Office

application.

Choosing fields as your data set

This topic shows you how to insert field as a dataset in a MIcrosoft Office

2003 document.

Note: The Select Fields dialog box does not appear if you have chosen to

select parts of a crystal report.

To select fields

1. In the Choose Data page of the Live Office Insert Wizard, select the

Switch to Fields option.

2. In the Available Fields list, click a field that you want to include in the

Report object, and then click the right arrow (>).

The selected fields appear in the Selected Fields list.

3. Use the up and down arrows to change the order of the included fields,

as required.

4. Click Next.





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You can now do one of the following:

Filter the data in the report object. See Applying filters on page 39.

Verify your selections, including the name and location of the report,

and insert your Live Office object in your Microsoft Office document.

Applying filters

You can apply filters to all available fields in your Crystal Reports documents

to restrict the data in your report, even if the fields do not appear in your

document.

Note: In Microsoft PowerPoint, the Live Office object can show only 50 rows

and 50 columns of data. If you insert a Report View that contains more datathan this, the data will be truncated. You can reduce the number of fields

shown in the report object or add filters to reduce the data to fewer than 50

rows and columns.

To filter the data

1. In the Set Filters page of the Live Office Insert Wizard, click the field that

you want to filter.

2. Select a suitable operator from the Operators drop-down list on the right.

There are many different types of operators that you can choose. You

can further qualify your operator with values from the Value lists. The

options that you are presented with depend on the selected operator.

Note:

If you want to filter out null values, you can use the is nulland is not

nulloperators in combination with other operators. The is not equal

to operator also filters out null values.

If you add a filter to a calculated field, you must type in the value,

rather than select from the lists. Live Office cannot retrieve the

calculated values from the underlying database.

3. Select a value from the drop-down list of values for the operator you

chose, and click Add Filter.

The filter and applicable value appear under the field to which they apply.

The filter is stored as a comment or bookmark on the field that contains

the filter.





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4. Click Next and click Finish to verify your selections, including the name

and location of the report, and insert your Live Office object in your

Microsoft Office application.

Configuring object properties and saving the document

1. Configure cell and parameter binding options for your Live Office data

object. For more information, see Configuring parameter binding options

on page 34.

2. Configure refresh options for your Live Office data object. For more

information, see Configuring data refresh options on page 34.

3. From the File menu, click Save orSave As to save your document locally.

4. Save your work to your BusinessObjects Enterprise repository. For more

information about publishing your data object to your BusinessObjects

Repository, see Publishing and Viewing Files.

Modifying Crystal Reports content

There are many features in BusinessObjects Live Office (Live Office) that

allow you to easily modify your existing Live Office documents.

Click the appropriate link to jump to that section:

This section contains the following topics:

Adding more report parts on page 41

Viewing and modifying general object properties on page 41

Inserting rows or columns on page 42

Modifying parameter values on page 42

Modifying fields on page 43

Modifying filters on page 44

Removing Live Office objects on page 90



3 Modifying Crystal Reports content
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Adding more report parts

You can quickly and easily add additional report parts to your Live Officeobject embedded in a Microsoft Office document.

Note: The information in this section does not apply to Live Office objects

embedded in a recieved email.

To add report parts from the same source

1. Select the source Live Office object.

2. Right-click,point to Live Office, and click New Object from Same Report.

The source report relaunches in the Live Office Insert Wizard.

3. Select the additional report parts you want to add and insert them using

the Live Office Wizard.

Tip: You can select multiple report parts of the same type by using ALT +

Click. For example, you could select all countries in a sales report and insert

them as a row set in your Microsoft Office document.

Viewing and modifying general object properties

You can also display and modify the properties for your Crystal Reports Live

Office object.

To view the properties of a Crystal Reports object

1. From within your Microsoft Office application, right-click your Live Office

object and click Properties.

The Object Properties dialog box appears.

Note: The properties shown and tabs available depend on the type of

cell you selected.

2. Do any of the following:





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Click General to view and modify object properties such as location

and object name.

Click Prompts to view and modify parameters values associated with

the Live Office object you selected.

Click Refresh tab to view and modify refresh options associated with

this Live Office object.

Inserting rows or columns

1. Select the source Live Office object.

2. Right-click, point to Live Office, and click Insert Rows.

3. Repeat Step 2 depending on the number of rows or columns you want

to insert.

Modifying parameter values

If your Live Office object is based on a report object that contains parameters,

you can change the parameter values when you insert the object, or you can

change the values later. If you do not specify parameter values when you

insert Live Office objects into your Microsoft Office document, Live Officeuses the current values.

Note: If the report object contains mandatory parameters, you have to specify

a paramater value to insert the object.

You can modify the Live Office properties so that you are prompted for the

parameter values when you refresh the data. You can also use commands

on the shortcut menu and the Navigation Bar to modify the parameters.

To modify parameter binding options

1. Right-click the Live Office object that contains the parameter you want to

bind to a specific location in your Microsoft Officedocument, point to Live

Office, and click Properties.

2. From the Live Office Object Properties dialog, select the Prompts tab.





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All the available parameters for the currently selected object are listed

under the Parameters heading.

3. Select the parameter you want and click Parameter Values.

The Specify Parameter Values dialog is displayed.

4. Select theAlways ask for value if you not want to specify a specific

parameter value.

Note: If you select this option, the Live Office object will automatically

prompt for a parameter value upon every data refresh.

5. Modify the parameter binding as required and click OK.

To automatically refresh the data when cell binding changes

This topic is relevant if you use Live Office objects with Microsoft Office Excel.

1. On the Live Office menu, click Options.

2. In the Options dialog box, click the General tab.

3. Select Refresh Live Office object when binding cell changes.

4. Click OK.

Note: When you refresh any single LiveOffice object, the Specify Parameter

Values dialog box opens and allows you to modify the parameter values.

Modifying fields

You can add or remove fields from a report object that is based on a Crystal

Reports document or document instance.

To add or remove fields

1. Click any cell in the Live Office object that you want to modify.

2. On the LiveOffice menu, click Modify and then click Add/Remove Fields

to open the Choose Data page of the Live Office Insert Wizard.

3. Do one of the following:

To add a field, select it in the Available fields list; then click the right

arrow (>).





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To remove a field, select it in the Included fields list; then click the

left arrow (


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If you format individual cells in a report object and then change the

filters, the formatted cells may disappear.

6. Click Add Filterto add the filter to the field.

The filter appears under the field to which it applies.

7. Click OK to apply the changes.

To remove a filter

1. Select a cell in your document that contains the filter you want to remove.

2. On the LiveOffice menu, click Modify, click Filter Setting, and then click

Add/Modify to open the Filter Settings page of the Live Office Insert

Wizard.

Tip: You can also right-click the Live Office object, point to Live Office,

point to Filter Settings, and click Add/Remove.

3. In the Filter Settings page, select the filter that you want to delete, Remove

Filter, and click OK.

Choosing specific field values as filter settings

You can also focus on or filter on a particular set of field values. to narrow

down the data in your report. For example, if your report data containsinformation on a range of bicycles, you might have three fields containing

the following information: Size, Color, and Price. The bicycles might come

in four colors: red, black, blue, and green. If you want your report to display

the size and price for the black bicycles only, you could use the Focus On

Value filter setting to return that information. Alternatively, you can use the

Exclude Value to exclude specific values.

To focus on a value

1. Click the cell containing the field value that you want to include as a filter.

For example, black bicycles.

2. On the LiveOffice menu, click Modify,click Filter Setting, and then click

Focus On Value.

Your report now displays size and price information for black bicycles.

To restore the default view, remove the filter.





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To exclude a value

1. Click the cell containing the value that you want to exclude.

2. On the LiveOffice menu, click Modify, click Filter Setting, and then click

Exclude Value.

Live Office removes the rows in that field containing the selected value.

In this example, all red bicycles would disappear from the field. To restore

the default view, remove the filter.





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Overview

Web Intelligence provides access to business information over intranet andextranets for powerful ad hoc queries and sophisticated, easy-to-use

interactive analysis.

With BusinessObjects Live Office (Live Office), you can easily and

conveniently manipulate Web Intelligence data from within the Microsoft

Office application environment.

You can compile, analyze, and manipulate live Web Intelligence data from

within the Microsoft Office Excel, PowerPoint, Outlook, and Word documents

that you use everyday for improved collaborative decision making.

About Web Intelligence content

This section contains information to familiarize you with how to work with

Web Intelligence data in the Live Office Insert Wizard.

The Wizard at a glance

To insert Web Intelligence data into your Microsoft Office documents usingLive Office, you perform a series of tasks in the Live Office Insert Wizard.

The Live Office Insert Wizard has five pages which are explained in the

following table.


Working with Web Intelligence Content in Live Office

4 Overview


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Select the folder, publication orcategory to retrieve the Web Intel-

ligence data from.

Browse available reports.

Locate the report you want to use.

Note: Using the icons from within the

wizard you can switch between folder

and category views of the available re-

ports.

See Logging on and running the Live

Office Wizardon page 52.

Choose Document

If more than one context exists for

the Web Intelligence data you have

selected, you must specify the con-

tent you want to use. For example,

Web Intelligence report parts that

apply to either a Marketing or a Sales

context.

See Key terms and concepts on

page 50 and Specifying a contexton

page 54

Specify Context

Specify that you are to be

prompted each time data is re-

freshed.

Choose a prompt value from a

pre-selected list of values.

See To specify prompt values on

page 54

Specify Prompt Values


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Select the data that you want to useto create your Live Office object.

See To select report parts on page

55

Choose Data

Type the name of your Live Office

object.

Verify its path in the repository

before inserting it into your docu-

ment.

See Creating your Live Office ob-

jects on page 55

Summary

Key terms and concepts

To insert Web Intelligence data into your Microsoft Office Excel spreadsheets,Microsoft Office PowerPoint presentations, Outlook messages, or Microsoft

Office Word documents using Live Office you need to understand the

following key terms and concepts.

The table below defines these terms.



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DefinitionTerm

A universe context indicates whattypes of business questions are an-

swered by the sameuniverse objects.

For example, a universe might have

a universe context for Sales, one for

Marketing, and so on.

Because each type of business

question may share objects that use

the same database, a universe con-

text helps to ensure you retrieve the

right data. For example, data on ex-penses from an employee expense

account may be stored in the same

database as data on expenses from

marketing a product. Choosing the

right universe context will ensure you

get the appropriate expense data.

Therefore, when you select a uni-

verse, you may have more than one

universe context to choose from.

Note: Contexts are defined by the

system administrator.

For more information, see Specifying

a contexton page 54.

Context

Report parts are objects in a Live

Office document such as charts or

tables.

Report part





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DefinitionTerm

A prompt is similar to a parameter inCrystal Reports. This Web Intelli-

gence term refers to a dynamic filter

that displays a question every time

you refresh the data in a report.

Prompts can be either mandatory or

optional

See To specify prompt values on

page 54.

Prompt

Inserting Web Intelligence content

With this version of BusinessObjects Live Office the power and convenience

of Web Intelligence functionality has been extended to the Microsoft Office

application environment.

Using a convenient, easy-to-use wizard interface, business users can quickly

add Web Intelligence report parts to their Microsoft Office Excel, Word,Outlook, and PowerPoint documents.

Related Topics

Managing time dependent variables (Key Date) on page 92

Logging on and running the Live Office Wizard




Note: Live Office inserts objects as tables. If you are inserting into

PowerPoint, ensure that you click outside a text placeholder. (A text



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placeholder does not contain sufficient space for a Live Office object.

Blank slides usually provide the best background for a Live Office object.)

3. Click Live Office > Insert > Web Intelligence Content.



Related Topics


Selecting a data source

In the Live Office Insert Wizard, you select the Web Intelligence report that

contains the data you want to view.

To select a data source



Explorer displays all the web intelligence data to which you have access,

including data contained within publications.

Tip: You can also use the search functionality to search by title, keywords,

content or all fields to locate a specific report quickly. If you are importing to

an email in Outlook, the search dialog will default to a content search based

on the subject line of your email. The Recent folder also contains any reports


Note: If you wish to use an instance of a report, that instance must be stored

somewhere on the BusinessObjects Enterprise system. Instances only sent

directly to Inboxes are not stored on the system and cannot be accessed.

1. Double-click the folder that contains the report you want to use. For

example, a regional sales manager might click the Demo subfolder in thePublic folder. If the report is contained within a displayed publication,

select the publication instance to reveal its contents.

The folder hierarchy expands.

2. From the right-hand pane of the Repository Explorer, select the report

you want to use, and click Next.





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Case sensitive for the search string. Click > to add it to your selected

values.

Note: If the list of available values is empty or needs to be updated,

click the Refresh List icon .

You can also double click on a displayed value to add it to the list of

selected values.

Type a prompt value and click > to add the value to the list of values.

2. Click Next.

The Choose Data page appears.

To select report parts

The Choose Data page appears after either selecting a context or specifying

prompt values.

1. On the Choose Data page of the Live Office Insert Wizard, select the

Web Intelligence report parts you want to include.

2. Click Next.

The Summary page appears.

Creating your Live Office objects

The Summary page is the last screen in the Live Office Insert Wizard before

the current object is inserted into your Microsoft Office application. Follow

the instructions below to complete the process of creating your Live Office

object.

1. From the Summary Page, name your Live Office object and verify its path

in the BusinessObjects repository2. Click Finish to insert your Live Office object into your Microsoft Office

document.

A progress bar appears as your Live Office object is inserted in your

Microsoft Office document.





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You can now either save the inserted data or define specific object properties.

Related Topics


Saving your data locally and to the repositoryon page 86

Configuring general object properties

After inserting your Web intelligence object, you should configure Live Office

objectproperties which include general objectproperties, prompt configuration

options, refresh options, and formatting and display options.

To configure general object properties

1. Right-click your Live Office Web intelligence object, point to Live Office,

and click Properties.

2. From the General tab ofLive Office Object Properties dialog, verify the

object name, the time the object was last refreshed, the name and path

to the source document, and the object definition.

Related Topics

Managing global Live Office properties on page 95

Managing prompt and parameter settings on page 92


Configuring data refresh options

The data that is returned when you refresh an object depends on:

The type of object that was used as the source object and the refresh

option you select.

The data refresh option you select.

You can easily configure or modify the refresh behavior for the Live Office

objects and instances using the Live Office shortcut menu.



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To configure refresh options for your Live Office Web intelligence

objects

1. From within your Microsoft Office document, right-click the Live Office

object for which you want to change the refresh properties.

2. Click Live Office and click Refresh Option.

The Refresh Options dialog appears.

3. Select the refresh option you want and click OK. The refresh options are

explained in the following table.

DefinitionRefresh Option

Refresh the latest instance of the

selected Live Office object for a

specific user. The default user is

the current user.

Latest instance: From the latest in-

stance scheduled by

Refresh the data from the

database.On demand

Refresh the selected instance

based on data saved with a pub-

lished report.

Use report saved data: From saved

data report

Refresh the data for the selected

instance only.

Specific instance: From a specified

instance of the report

Note: On demand is the default option, and it will be the only active valueif the report object does not have report instances or versions or there is no

saved data with the report.





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Configuring prompt binding options

Prompt binding is a useful way to allow prompt values to be updatedautomatically from within a Live Office object. For example, you may have

a cell that allows you to enter a Minimum Sales Value to allow you to see

only customers that have greater than a certain value. Or, in terms of our

Activities by Location report example, you could have Select a Region

prompt with two discrete values, East and West. With cell binding, from

within your Microsoft Office application, you can choose the prompt value

you want (East or West) and then dynamically retrieve the latest data from

the database.

Related Topics To bind a prompt to your Microsoft Office document on page 76

Modifying Web Intelligence content

You can also modify existing Web Intelligence data objects. This section

explains how to view and modify existing Live Office objects.

It contains the following topics:

Click the appropriate link to jump to the topic: Upgrading content from the previous version on page 61

Viewing and modifying general object properties on page 58

Adding more Web Intelligence report parts on page 59

Modifying prompt values on page 60

Removing Live Office objects on page 90

Viewing and modifying general object properties

You can also display and modify the properties for your Web Intelligence

Live Office object



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To view the properties of a Web Intelligence object

1. From within your Microsoft Office application, right-click your Web

Intelligence Live Office object and click Properties.

The Object Properties dialog box appears.

Note: The properties shown and options available depend on the object.

2. Do one or more of the following:

Click General to view and modify object properties such as location

and object name.

Click Prompts to view and modify prompts and query contexts

associated with the Live Office object you selected. Click Refresh tab to view and modify refresh options associated with

this Live Office object.

Related Topics



Modifying prompt values on page 60

Adding more Web Intelligence report parts

You can quickly and easily add additional report parts to your Live Office

Web Intelligence document.

To add report parts from the same source

1. Select the source Live Office object in your Microsoft Office application.

2. Right-click, point to Live Office, and click Insert from Same Source.3. Select the additional report parts you want to add and insert them using

the Live Office Wizard.





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Modifying prompt values

You can change the prompt values when you insert the Web Intelligencedata object or you can change the values later. If you do not specify prompt

values when you insert the object, Live Office uses the current prompt values.

To modify prompt options using the shortcut menu

1. Right-click the Live Office object and click Properties.

The Live Office Object Properties dialog is displayed.

2. Click the Prompts tab.

All the available prompts and query contexts are listed in two separatetables together with their current values.

3. From the list under the Prompts heading select the prompt you want

modify then click Prompt Values.

The Specify Prompt Values dialog is displayed.

4. Modify the prompt options as required according to the following table

and click OK

DescriptionPrompt option

You will always be prompted for a

value. This prompt type is referred

to as "unbound" as it is not linked

to a constant value.

Always ask for value

This prompt type is always bound

or linked to a constant value. Click

the browse button to modify thevalue.

Choose values from list





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DescriptionPrompt option

This prompt type is used to bind avalue to a range of values in a Mi-

crosoft Excel spreadsheet only.

Excel data range

Related Topics

Configuring prompt binding options on page 58



Upgrading content from the previous version

Earlier versions of Live Office only supported inserting Web Intelligence fields

into Microsoft Office documents. This version is backward compatible with

the earlier versions of Live Office and you can therefore upgrade Web

Intelligence content.

To upgrade a Web Intelligence document from the previous

version

1. Log on to BusinessObjects Enterprise and launch the Live Office Insert

Wizard.

2. Open the Web Intelligence document from the previous version. You will

be prompted to upgrade.

3. Click OK to convert the Web Intelligence document to this version of Live

Office.

4. After the upgrade process is complete, right click the object and selectAdd/Remove Fields to modify the field list setting.





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Working with Queries in LiveOffice

5


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Overview

A query is used to answer a business question from data stored in one ormore databases. Traditionally, queries could only be designed by an expert

in IT or database languages. However, BusinessObjects Live Office (Live

Office) has a wizard that makes it easy to build queries. You do not need to

know complex programming languages.

With minimal effort, you can define queries and retrieve meaningful answers

to business queries such as the following:

Get sales figures for the first three quarters of this year for all customers

in North America by region.

Get a list of all customers worldwide who are partners.

The data is arranged in table format where you can access it from your

Microsoft Office Excel, Word, Outlook or PowerPoint documents. This

document contains information about creating, editing, and revising queries

in Live Office.

Related Topics

Viewing query properties on page 78

Creating and running queries on page 68

About query building in Live Office on page 66 Query fundamentals on page 64

Query fundamentals

A request can be simple, such as give me total sales in California for the first

quarter of last year. Or, it can be more complex, depending on your business

need.

Although queries are usually sent to databases in a language called

Structured Query Language (SQL), you don't have to know SQL to query forinformation in Live Office. The Live Office Insert Wizard presents the

information available in the database as objects that have familiar names

and meanings.


Working with Queries in Live Office

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Related Topics

What are universes?on page 65

What is a query context? on page 66

What are universes?

In

Xi3 Bip Live Office User En

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