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Business Objects Enterprise InfoView User Guide

Banner Handout:
BUSINESS OBJECTS ENTERPRISE (InfoView)
Document: boxi31sp3-infoview.docx
Created: 5/11/2011 1:24 PM by Chris Berry; Last Modified: 8/31/2011 1:53 PM

Purpose: .........................................................................................................................................................................2
Introduction: ..................................................................................................................................................................2
Business Objects Enterprise User Accounts: .................................................................................................................2
Setup:.............................................................................................................................................................................2
Logging On to Business Objects Enterprise InfoView: ...................................................................................................3
The Business Objects InfoView home page: ..................................................................................................................3
The Document List window: ..........................................................................................................................................4
Header Panel .................................................................................................................................................................4
Workspace Panel ...........................................................................................................................................................5
Tree Panel ......................................................................................................................................................................5
Detail Panel ....................................................................................................................................................................5
Business Objects Enterprise Folders: .............................................................................................................................6
Changing Preferences: ...................................................................................................................................................6
Selecting a Report to View or Schedule:........................................................................................................................7
Viewing a report ............................................................................................................................................................8
Printing a Report:......................................................................................................................................................... 10
Scheduling a Report: .................................................................................................................................................... 10
Send to an alternate destination: ................................................................................................................................ 14
Send to Specific email recipients: ................................................................................................................................ 14
Send to FTP: ................................................................................................................................................................. 15
Send to File System:..................................................................................................................................................... 16
Export to alternate format .......................................................................................................................................... 17
File Management: ........................................................................................................................................................ 18
Copy Report(s) to Favorites: ........................................................................................................................................ 18
Move Report(s) to New Folder: ................................................................................................................................... 19
Create Shortcut of Report(s) to My Favorites: ............................................................................................................ 21
Rename Report/Shortcut: ........................................................................................................................................... 22
Delete Report(s) or Report Instances: ......................................................................................................................... 23
Create a new folder: .................................................................................................................................................... 23
Searching for a Report: ................................................................................................................................................ 24
Changing your Password: (Not used when logged in to Active Directory) .................................................................. 25
Logging off InfoView: ................................................................................................................................................... 25

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Purpose:

Business Objects Enterprise InfoView

This document is intended as a quick guide to using the Hamline University Business Objects Enterprise
Server (InfoView) to schedule existing Crystal reports or view output from reports already run. It may be
used as a training aid as well as reference document.

Introduction:
Crystal Reports is a powerful reporting tool that is used at Hamline to create visually appealing reports,
letters, charts, and labels. Although these reports can be created by ITS Programmers as well as
administrative staff, a certain level of expertise is required to master the skill of creating these Crystal
reports.
The Business Objects Enterprise Server is a completely web-based application that publishes these
Crystal reports for novice users to be able to view or schedule. Very little training is required to be able
to use this system. Hopefully, after going through this document, any Hamline staff or faculty person
should be able to use this system to obtain administrative information.
Administrative information at Hamline resides in the Banner database. Banner forms written by SCT and
Hamline staff may be used to enter and query information, typically one entity (student, constituent,
class, etc.) at a time. Banner reports may be used to do complex or high volume reporting. Crystal
Reports (a separate product sold by Business Objects) is designed to be used by novice computer users
to create documents on an ad-hoc basis.
Crystal may be used to produce lists, cross-tabs, charts and graphs, labels, and form letters. Reports can
be designed, run, and printed directly from a PC without needing to make a request from the
Information Systems staff. Where complex reports are needed, the ITS staff can assist with the initial
creation process. Once reports are designed (by office staff or ITS staff), they may be made accessible to
any other user, or kept for private or departmental use only.
Reports may be scheduled to run immediately or scheduled for a later time. In either event, all
processing takes place on the Enterprise Server, keeping the local PC free to do other computer work
without causing any performance degradation.

Business Objects Enterprise User Accounts:


Campus users who wish to use the Business Objects Enterprise system must have their own username
and password. This password is associated with one or more departmental groups within the Crystal
Enterprise system, which in turn provides access to departmental folders containing Crystal reports. The
Public folder is available to all Hamline user accounts.

Setup:
Since little or no training is required in order to use Crystal Enterprise, the only setup required is to have
a user account created on the server. You may contact the ITS Helpdesk (x2220) to request a Crystal
Enterprise user account. The only software needed is a supported web browser (Internet Explorer 7 &
8).

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Business Objects Enterprise InfoView

Logging On to Business Objects Enterprise InfoView:

To log on to InfoView, open a web browser and go to the Banner login page located at
https://banner.hamline.edu/banner.html and select the appropriate link.

Enter your User-Name, Password, and


make sure that the Authentication is
Windows AD then click the Log On
button. (This website will utilize the
password you use to login to your
campus machine)

You will be connected to the server, and the folders that you have access to will become available to
you. (If this is your first time logging on to the InfoView application, the Home page will be displayed.
You will be able to change this under preferences.)

The Business Objects InfoView home page:


The Infoview Home page is separated by two columns. The left column Navigate provides navigational
functionality. The right column Personalize will direct you to personalization options. The link called
Document List will open a window to allow you access to My Favorites, Inbox and Public
Folders. The list of reports that you have access to will either be in the folder called My Favorites or
Public Folders.

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Business Objects Enterprise InfoView

The Document List window:

The Document List window provides access to InfoView objects available to the user. This includes
folders, reports, report instances and shortcuts. Under this view, four different panels are used to
provide access to these objects. They are:
- Header Panel
- Workspace Panel
- Tree Panel
- Details Panel
Header Panel
Workspace Panel

Details Panel

Tree Panel

Header Panel The header panel displays the logo and the username of the account that is logged onto
InfoView. It also contains the InfoView toolbar which can be used to perform the following actions:
Icon

Option

Description

Home

Displays the InfoView Start Page (defined by


Preferences)
Show the Document List (Accessible documents)

Document List
Open
Send To
Dashboards
Help
Preferences
Log Out

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Sends an object or instance to a destination


Allows you to access dashboards and analytics
(not active)
Displays online help for InfoView
Allows you to set how information is displayed
Logs the user out

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Workspace Panel

Business Objects Enterprise InfoView

The workspace panel is displayed when viewing the Document List. It allows you to perform actions
on objects, categories or folders in the Document List. These menus or icons are context specific and
will only become active if the object selected can be utilized by them. The workspace toolbar contains
Icon

Option

Description

Switch to Folders
Switch to Categories

Displays the InfoView Start Page (defined by


Preferences)
Not used

Refresh the Navigation Panel

Refresh the Navigation Panel

Add

Allows you to add an existing object. This may be


a locally stored Crystal Report, Microsoft Office
(Excel, Word, PowerPoint) document or Text file
Allows you to organize the existing document.
Options includes: Cut, Copy, Copy Shorcut, Paste
and Delete (if appropriate access exists)
Allows you to perform certain actions on objects.
Actions include: Properties, Categories, View (not
used), View Latest Instance, Schedule and History
Allows you to search for objects by title or
description

Organize
Actions
Search title

Tree Panel
The tree panel is visible when you view the Document List. It displays the folders in Business Objects
Enterprise in a hierarchical structure, allowing you to navigate through them. When you select a folder
in the Tree panel, its contents are displayed in the Details panel.

Detail Panel
The detail panel is visible when you view the Document List. It displays the contents of folders in
Business Objects Enterprise. You can filter and sort the objects displayed in the Details panel as well
as choose to modify, view, organize, or schedule objects if you have the necessary rights.

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Business Objects Enterprise InfoView

Business Objects Enterprise Folders:


InfoView folders are of two types:

Private (My Favorites) - contains your Favorites folder (links to reports


in other folders)
Pubic (Public Folders) - contains Departmental Folders (reports arranged
by department)
You may use the Preferences page to specify which of these folders is
presented when you log on to InfoView (initially, the InfoView home page
is displayed).
To move between folders, click the folder name or the expand (+) or
compress (-) icons next to the folder name.

Changing Preferences:
InfoView allows each user to specify their preferences
through saved settings. To change these settings, click
the Preferences icon

under the Personalize

on the header panel. In


column or select
most cases, what you choose is completely up to you.
There are some cases where ITS recommends a
particular setting. After changing settings, click the
Apply button at the bottom of each tabbed page. We
recommend that you change the InfoView Start Page
to a departmental folder (ie. CLA Admissions) that you
have access to.

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Business Objects Enterprise InfoView

In the General settings tab, you may wish to set the following:
InfoView Start Page:
Document Navigation View:
Set the number of objects (max.) per
page:
Document List Display:
Document Viewing:
Product Locale:
Current Time Zone:
Preferred Viewing Locale:

Folder: The folder (department folder that you use most


often)
Folder (default)
30
Description, owner, date and instance count (default)
In the InfoView portal (default)
Use browser locale (default)
Local to web server (default)
Use browser locale (default)

In the Crystal Report settings tab, you may wish to set the following:
Select a default view format:
Select printing control (for Web):
Select a rendering resolution (for Web):
Select a default measuring unit:

Web (default)
Active X (default)
96 DPI
Inches

Selecting a Report to View or Schedule:


For each report, you may choose one of the following actions. You can select multiple objects in the
details panel by selecting the CTRL and left clicking on the objects individually. You can also select in
groups by selecting the first object, press SHIFT and then select the last object in the list. Please note
that you may use either the workspace panels Action menu or right click on the object and select
from the pop-up menu (detail information found in subsequent sections of this document):

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Business Objects Enterprise InfoView

Organize/Action menu from workspace panel

Pop-up menu by right-click of mouse on object

1. To view the most recent results from the last time this report was run (ie. CLA Standard Talley
commented), select Actions View Latest Instance
2. To print an instance of the report, select the
printer icon on the upper left hand side of the
report output
3. To schedule the report, select Actions Schedule
4. To view a list of recent occurrences of this report, select History
5. To view creation, modification, and last run date for this report, select Action Properties
6. To delete, select Organize Delete (if it is allowed by security settings)
7. To move this report, select Organize Cut; Navigate to a new folder and select Organize
Paste. (object does not actually move until Paste has occurred)
8. To copy this report, select Organize Copy; Navigate to a new location and select Organize
Paste.
9. To add a shortcut (a link to this report) in a different folder, select Organize Copy Shortcut;
Navigate to a new location and select Organize Paste Shortcut

Viewing a report
To view the latest instance of the report, double-click the report title link from the list below the report
name. No database login is required - since you are viewing the report results that are already created,
no access to the Banner database is required.

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Business Objects Enterprise InfoView

export the results (to PDF, Word, etc),


print, move from page to page
From this view, you may
(use arrow icons or page number box), search for text, or zoom. To close this view, click the small X in
the upper right corner of the report frames (not the browser window).
To view other (earlier run) instances of the report, click the History link from the list below the report
name. A new window will open with a history of all instances for the report.
From the history window, find the instance that you wish to view (status must be a success), and click on
the date or time in the Instance Time column.

This instance of the report will display in the report frames. The same options are available as above
(export, print, search, zoom, etc).
NOTE: For reports that have a status of Failed, Recurring, or Pending in the History window, you
may click on the status description to obtain additional information about this instance. It is also
possible to either delete a report or pause a recurring job while in the History window.

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Printing a Report:

Business Objects Enterprise InfoView


To print a report, you must first
select the instance to be viewed.
Once the instance is open for
viewing, you may select the print
icon
to start the printing
process.
You may change printers and
options in the Print dialog box.
When ready, click the OK button.

Scheduling a Report:
To schedule a report to run, select the report you want (see Selecting a Report), select Action
Schedule from the workspace panel. The schedule page will appear.

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Business Objects Enterprise InfoView

The Schedule window will automatically default to


Now, which will run the report immediately after the
Schedule button is pressed. If an instance is to be scheduled
any time in the future, a dropdown list is available to provide
many options.

Recurrence:
Now
Once
Hourly
Daily
Weekly
Monthly
Nth Day of the Month
1st Monday of Month
Last Day of Month
X Day of Nth Week of
Month
Calendar

Run the report immediately


Run the report one time at a specific time in the future.
Run the report every x hours and y minutes.
Run the report each day at a specified time
Run the report each week at a specified time.
Run the report every x months at a specified time, certain day of each
month, starting and ending a specified day
Run the report on every n day of the month
Run the report on the first Monday of the month
Run the report of the last day of the month
Run the report on the x day of the n week of month
Run the report based on customized calendars designed by the Enterprise
Administrator (not used at this time)

To change the date/time the report will run:


To schedule the report to run once, but at a different time, select the correct time (hours, minutes) from
the dropdown list. To schedule the report on a different day, click on the icon, which will bring up a
calendar. Once the calendar is open, it will be possible to a different date.

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Business Objects Enterprise InfoView

To schedule the report to run on a recurring basis, use the Run Report pull-down list to select Hourly,
Daily, Weekly, Monthly, Nth Day of Month, 1st Monday of Month, or Last Day of Month.
To specify your Database Logon:
Select the Database Logon option from the Customize your
schedule options pull-down.
Enter your Banner username and password (different from the
Crystal Enterprise username and password), and click the Update
button.

To specify the report Parameters:


Select the Parameters option from the
Customize your schedule options pulldown. (If no parameters were defined for
this report, that pull-down option would
not be available).
For each parameter, either accept the
Current value, or type in a new value by
selecting the Value column for the
parameter you would like to enter a value for. Make sure that all parameters have at least one value.

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Business Objects Enterprise InfoView


Sample of Completed parameters

When you are finished entering the run time, database logon, and parameters (if they exists), click the
Schedule button to submit the job to run. Please note that this is the most basic
requirement necessary to schedule a report to run. There are however, more advanced options
including specifying an alternate Destination (FTP, Email, or Printer) or an alternate Format other than
Crystal Reports (Adobe, Excel, etc.)
The History window will display a history of the instances of this report, including the one that was just
scheduled.
Note that once scheduled, the status is listed as Pending. Click the
Refresh button, to refresh this
window to see the status change to Running, and then to Success.

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Business Objects Enterprise InfoView

Send to an alternate destination:

Select the destination option from the schedule frame.

Destination
Default Enterprise
Location
Business Objects Inbox

Description
Report instance will be created stored locally in the
enterprise repository
Default inbox specified by the administrator

Email

Report instance output will be sent to 1 or many email recipients


Report instance output will be sent to an ftp site
Report instance output will be sent to a local/network
drive.

FTP server
File System

Comments
Selected by default
NOT USED AT THIS
TIME

Send to Specific email recipients:


Once the Email option has been selected, the current window will be refreshed with additional options
related to sending an email.

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Business Objects Enterprise InfoView

Steps:
1. Select Email from the destination dropdown box
2. Un- check Use default settings in over to specify specific email recipients
3. Enter a valid email address in the From section (required)
4. Enter a valid email address in the To section (required)
5. If additional email addresses need to be added, they must be entered in the CC section (optional).
If more than one e-mail address is needed in either the to or cc fields, they must be separated by a
semicolon (;).
6. Enter subject (optional)
7. Enter message (optional)
8. Enter the name of the file. By default, an attachment will be generated. In order to generate a file,
you must select either With automatically generated name or Specific name. To create a
specific file name for the email attachment, select the radio button labeled Use Specified Name
and enter the name of the file. There is a drop down list of codes which will take access specific
information from the actual file/schedule request in order to create the correct file name. For
example, in the example above, UG_201111. was entered as well as %EXT% which was added
by the File Extension option in the drop down list. A description of these options will be listed
below.

Title
ID
Owner
DateTime
Email Address
User Full Name
Viewer Hyperlink
File Extension

9. Select

Add the title from the actual report


Add the internal ID of the Instance
Add the username of the owner of the instance
Add the date and time the report finished
Add the email address associated with the user
running the report instance
Add the name associated with the user running
the report instance
Add the link to the report hosted on the infoView
server.
Add the extension of the report. This is based on
what is entered under the Format section.

(Schedule) if no additional requests are needed.

Send to FTP:
Once the FTP option has been selected, the current window will be refreshed with additional options
related to sending an FTP will be displayed.

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Business Objects Enterprise InfoView

Steps:
1. Select FTP Server from the destination dropdown box
2. Un- check Use default settings in over to specify specific ftp server settings
3. Enter a valid FTP site in the Host section (required)
4. Enter a valid port (21 is default) (required)
5. Enter a valid username and password for FTP site
6. Enter an additional directory path if needed. (ie. /htdocs/crystal_data/sas)
7. Enter the name of the file. The default option will create a randomly generated file made of a
string of numbers. Remember that it is possible to create a custom file name. Refer to step #7 in
Sent to Specific email recipients for detailed instructions.
8. Select

(Schedule) if no additional requests are needed.

Send to File System:


Once the File System option has been selected, the current window will be refreshed with additional
options related to sending an report to a network file system (I drive or S drive..

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Business Objects Enterprise InfoView

Steps:
1. Select File System from the destination dropdown box
2. Un- check Use default settings in over to specify specific file system settings
3. Enter a valid Directory site in the Directory item box (required)
I drive
\\NAS-STP1B\user\<<username>>
S drive
\\NAS-STP1B\file\SECURE\<<path of folder>> (ie. ITS)
4. Enter the name of the file. The default option will create a randomly generated file made of a
string of numbers. Remember that it is possible to create a custom file name. Refer to step #7 in
Sent to Specific email recipients for detailed instructions.
5. Enter a valid username and password for network file server (HU domain username/password)
6. Select

(Schedule) if no additional requests are needed.

Export to alternate format: (Adobe, Excel, Word, etc.):


Select the Format option from the Customize your schedule options pull-down.
The default option for formation is Crystal Report format, but it is also possible to assign alternate
format to the scheduled instances. Once the format is selected, the instance will be generated under
the defined format. Once the desired format is selected from the dropdown list, select
(Schedule) to run the instance.

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File Management:

Business Objects Enterprise InfoView

A user of the infoView system also has the ability to organize the objects in the system. As long as the
correct access is granted, a user has the ability to copy, move, create shortcuts, rename, delete an
object or folder and create new folders within the enterprise system.

Copy Report(s) to Favorites:


Once the report(s) is/are selected/highlighted, select Organize Copy from the workspace pane. Go to
the folder you would like the object to be copied to (ie. My Favorites). Select Organize Paste.
If the user does NOT have the rights to copy to the folder/file to the selected destination option to
Paste will not be displayed or grayed out.

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Business Objects Enterprise InfoView

Move Report(s) to New Folder:


Once the report(s) is/are selected/highlighted, select Organize Cut from the workspace pane. Go to
the folder you would like the object to be copied to (ie. My Favorites/Test). Select Organize Paste.
If the user does NOT have the rights to copy to the folder/file to the selected destination option to
Paste will not be displayed or grayed out.

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Business Objects Enterprise InfoView

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Business Objects Enterprise InfoView

Create Shortcut of Report(s) to My Favorites:

Once the report(s) is/are selected/highlighted, select Organize Copy Shortcut from the workspace
pane. Go to the folder you would like the object to be copied to (ie. My Favorites). Select Organize
Paste Shortcut.

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Business Objects Enterprise InfoView

Rename Report/Shortcut:
Once the report(s) is/are selected/highlighted, select Actions Properties from the workspace pane.
You will be directed to a new window which will allow you to either change the name or description of
the report. Once the change is made, you may use the

OK button the right hand side to save or

Cancel button to undo the change.


If the user does not have access to modify the properties, the editable information (Title, Description,
Keywords) will be grayed out and the

OK button will not be displayed.

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Business Objects Enterprise InfoView

Delete Report(s) or Report Instances:

Once the report(s) is/are selected/highlighted, select Organize Delete from the workspace pane.
You will be directed to a dialog box to verify the delete request. You may use the

OK button or the

Cancel button to undo the deletion request.


If the user does not have access to delete the report, the delete action will be grayed out

Create a new folder:


Under any of the directories the user has write access to, the option to create a folder also exists. To
create a folder, go to the location where the new folder should exists (ie. My Favorites) and select New
Folder from the workspace pane. A new window will appear prompting for the folder name. Once
the change is made, the

OK button the right hand side to save the folder name.

Please keep in mind which folder you have selected prior to creating a new folder. If you are in your
Favorites, you will always be able to create new folders, but if you are in a Department Folder (ie.
Registrar), you may not be able to create new folders.

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Business Objects Enterprise InfoView

Searching for a Report:

When many reports are in various folders of the InfoView system, it may become cumbersome to locate
a particular report. The search facility makes finding a report very easy. To search for a report by title,
description, folder title, or all fields (title, desc, folder title), select the location of the search (ie. Public
Folders or My Favorites) enter the search criteria in the main toolbar header, and select which item to
search in, and then click the

search button.

From the search results, you should be able to schedule, view, modify, or manage reports depending
upon your security access.

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Business Objects Enterprise InfoView

Changing your Password: (Not used when logged in to Active Directory)


To change your InfoView password, click the
scroll down to Change Password.

Preferences button in the header pane and

Enter your old password and the new password twice. Click the OK button when ready.

Logging off InfoView:


To log off the Enterprise server, click the
Log out button in the header pane. After confirming
that you really wish to log off, you will be placed back InfoView logon dialog window. You may then
close your browser, or move to a different web page.
Note that while you are logged on, you are taking up one of the Crystal licenses. It is critical for you to
log off as soon as you are done.

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