Boxi Eis Userguide

BUSINESS OBJECTS XI INFOVIEW
EIS USER GUIDE

(Executive Information System)
North Carolina Community College Data Warehouse
BO XI EIS User Guide 052410 Last Saved: 5/24/10 9:05 AM
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Contact Information Helpdesk

If you have any questions about this document or need assistance with Business Objects XI InfoView, please contact the State-Level Reporting team using the following e-mail address.
Name/Title
NCCCS DW (State Level Reporting Team)
Email Address
DWreporting@nccommunitycolleges.edu
Phone Numbers
919-807-6983 (Director) 919-807-7045 919-807-7043 919-807-7044
Estimated Time to Complete Manual: 30 minutes
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Table of Contents
1.0 INTRODUCTION ............................................................................................................................................... 4 PURPOSE AND INTENDED AUDIENCE ........................................................................................................... 4 DOCUMENT ORGANIZATION ........................................................................................................................ 4 NEW TERMINOLOGY.................................................................................................................................... 5
1.1 1.2 1.3 2.0
BUSINESS OBJECTS XI INFOVIEW BASICS ................................................................................................ 6 LOGGING ON TO INFOVIEW ......................................................................................................................... 6 PERSONALIZING INFOVIEW ......................................................................................................................... 9 UNDERSTANDING INFOVIEW NAVIGATION AND COMPONENTS ................................................................. 12 HEADER PANEL ......................................................................................................................................... 12 NAVIGATION PANEL ................................................................................................................................. 13 WORKSPACE PANEL .................................................................................................................................. 15
2.1 2.2 2.3
2.4 3.0
NAVIGATING TO PUBLIC FOLDERS AND DOCUMENTS ............................................................................... 16
WORKING WITH DOCUMENTS ................................................................................................................... 17

OPENING A DOCUMENT
3.1 3.2 3.3 3.4 3.5
............................................................................................................................. 17
RETRIEVING A DOCUMENT ........................................................................................................................ 19

REFRESHING A DOCUMENT
........................................................................................................................ 23
VIEWING A DOCUMENT .............................................................................................................................. 27 SAVING DOCUMENTS ................................................................................................................................. 28 SAVING AS AN EXCEL, PDF OR CSV DOCUMENT .......................................................................................... 28
3.6 3.7 3.8 3.9 4.0
SENDING DOCUMENTS .............................................................................................................................. 31

PRINTING DOCUMENTS............................................................................................................................... 32 CLOSING DOCUMENTS ................................................................................................................................ 37 LOGGING OFF INFOVIEW ............................................................................................................................ 38
HELPFUL TIPS ................................................................................................................................................. 39

CREATING A SHORTCUT FOR YOUR DESKTOP ............................................................................................. 39 CHANGING YOUR PASSWORD ..................................................................................................................... 41
4.1 4.2
APPENDIX A. ABBREVIATIONS, ACRONYMS, AND DEFINITIONS ............................................................... 42 APPENDIX B. FREQUENTLY ASKED QUESTIONS ............................................................................................ 43
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1.0 INTRODUCTION
1.1 Purpose and Intended Audience
This user guide has been developed to assist all users of the North Carolina Community Colleges Data Warehouse (NCCCSDW) in the use of Business Objects XI InfoView to retrieve Web Intelligence and Desktop documents. The intended audience of this guide is any user that executes documents from Business Objects XI InfoView.
NOTE
InfoView users should have a basic understanding of navigation techniques and conventions used in Microsoft Windows and Microsoft Word.
User IDs College users will use an EIS id to access Business Objects XI InfoView and retrieve documents.
1.2 Document Organization

This user guide is organized into the following sections. A brief summary of the information contained in each section is also provided. Section 1: Introduction Describes the documents purpose and intended audience, provides an outline of document organization and describes the terminology used in InfoView. Section 2: Business Objects XI InfoView Basics Provides guidance on how to log in, change your password, and personalize Business Objects XI. An overview of the components and how to navigate folders and documents is included. Section 3: Working with Documents Provides guidance on how to use various functions associated with a document such as opening, refreshing, saving, and printing documents. Section 4: Helpful Tips Provides instructions on how to create a shortcut for Web Intelligence Rich Client. Appendix A: Abbreviations, Acronyms and Definitions Defines all abbreviations, acronyms and special terms used in this document. Appendix B: Frequently Asked Questions Some of the most common questions asked by users and the solutions to them such as My password has expired. What now?
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1.3 New Terminology

Some of the terminology used within the Data Warehouse has changed. The table below lists a few of the terminology changes.
Terminology in Previous Version (5.1) Corporate Documents / Canned Queries Queries or Reports Results Conditions
Terminology in New Version (XI) Public Documents/Folders Documents Result Objects Query Filters
Header Panel Functions as the main menu. It will always be at the top of the screen while you are using Business Objects. Navigation Panel Displays folder organization and allows you to access saved documents. The Navigation Panel will be visible while you are using Business Objects unless you hide it by clicking the Hide Navigation Panel icon , located at the top right of the Navigation Panel. Workspace Panel This is where the report is displayed. Document consists of two parts: the query and the report. Query The combination of result objects and query filters needed to pull the desired data from the Data Warehouse. Report - the presentation of the data returned from executing the query.
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2.0 BUSINESS OBJECTS XI INFOVIEW BASICS

In this section, you will learn how to perform the functions listed below in Business Objects XI InfoView: Log on to InfoView Personalize your InfoView Settings Understand InfoView Navigation and Components Navigate to Public Folders and Public Documents
2.1 Logging on to InfoView

Using Internet Explorer, enter https://dw.nccommunitycolleges.edu in the web browser and press Enter. Business Objects InfoView will be displayed.
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Enter your User Name and Initial Password. Click the Log On button.
Rules for New Passwords 1. Minimum of six characters. 2. Must use letters and numbers. 3. Cannot re-use a password. The following screen appears prompting the user to create a new password. Click OK after entering the new password.
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Once a new password has been created, InfoView will return to the Home page as shown below.
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2.2 Personalizing Your InfoView Settings

To customize how items are displayed when you log into InfoView for the first time, the following changes are suggested. Click on Preferences in the Header panel toolbar.
The Preferences window will open. 1. If General settings isnt open, click on settings.
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2. Select InfoView Start Page as: Folder.
3.
Click on Browse Folder (
) button.
4. Select Public Folders, if it is not highlighted.
Click on the OK button. 5. Select Document Navigation View as: Folder
6. Set the Number of objects (max.) per page as: 10
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7. Under Document List Display select: Description
8. Under Document Viewing select: In the InfoView portal
When the adjustments have been completed to preferences, click the OK button in the bottom right corner. The main page will appear with the Public Folders shown in the Navigational Panel.
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2.3 Understanding InfoView Navigation and Components

The navigation and the user interface in Business Objects XI InfoView are similar to Microsoft Windows Explorer and Microsoft Word: folders can be expanded and collapsed through a click of a mouse and documents and options selected with a click of a mouse. The web-based InfoView pages are divided into three panels, each of which provides specific functionality. An overview of each panels functionality is provided in the subsections that follow. Header panel - functions as the main menu in InfoView. Navigation panel provides a list of documents. Workspace panel where documents are displayed.
Header Panel
The Header panel functions as the main menu in InfoView and is located at the top of the InfoView page. The Header panel can be hid by clicking the Hide Header panel button ( right corner of the Workspace panel. ) that displays on the top
Click the View Header panel button ( ), that displays once the Header panel is hidden, to return the display of the Header panel at the top of all InfoView pages.
Header panel
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Table 1 describes the buttons, menu options and corresponding functionality available in the Header panel. Table 1. Header Panel Buttons and Menu Options Button or Option Name
Home Document List Open My InfoView and Encyclopedia Send Document Help Preferences
Function
Returns you to the InfoView Home page. Opens the list of folders containing documents. My InfoView - Customizes the Workspace panel to display multiple reports. Encyclopedia Disabled. Disabled Displays the appropriate help topic based on the current field or function selected. Allows you to set your preferences concerning the way InfoView pages display. You can customize such things as your initial view in InfoView upon logging on, how many documents display on a page, etc. Lists product and sales information about Business Objects. Click this button to log out of InfoView.
Sent To Help Preferences
About Log Out
About Log Out
Navigation Panel
The Navigation panel provides you with the ability to locate Public Documents stored in InfoView. Documents are stored in Public Folders that were migrated from the previous version of Business Objects. The Navigation panel displays on the left side of InfoView pages, under the Header panel:
Navigation functions Navigation panel
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Table 2 describes the buttons, menu options and corresponding functionality available in the Navigation panel. Table 2. Navigation Panel Buttons and Menu Options Button or Option Name
Show Folders
Function
Public Folders and Public Documents replace the Corporate Documents concept used in the previous version of Business Objects. Disabled. Refreshes the Navigation panel to display all available folders and reports. Refresh the Navigation panel if your access permissions change while logged in to InfoView. Disabled. Disabled. Disabled. (Properties) description of information in folders, subfolder or document is displayed. A drop-down menu that allows you to search for documents by the title. Click this button to conduct a search based on the criteria you have entered in the Search title field. This feature allows a user to move from page to page when searching for a document.
Switch to categories Refresh
New Add Organize
New Add a document Organize Actions Search title Execute Search Page displayed
Folders Subfolders can be viewed by clicking the plus sign ( ) that displays to the left of the folder name in the Navigation panel. Click the minus sign ( ) that displays to the left of the expanded top level folder to collapse the folder. If documents are stored in a folder, a list of these documents display in the Workspace panel when the folder is selected.
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Workspace Panel
The Workspace panel displays to the right of the Navigation panel under the Header panel. The contents of the Workspace panel change depending on the function used in InfoView. In the example below, the InfoView Home page view displays in the Workspace panel:
Workspace panel
Other items displayed in the Workspace panel are as follows:
Lists of documents stored in folders. Preferences. Report results from an executed document.
For more information on a specific toolbar function, click the Help button on the Header panel to view the online help.
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2.4 Navigating to Public Folders and Documents

Public Folders - Legacy documents from the previous version of Business Objects are stored here.
Click the appropriate subfolder. A list of documents stored in that folder will display in the Workspace panel. Documents are displayed in alphabetical order.
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3.0 Working with Documents

In this section, the following functions will be demonstrated: Open Retrieve Refreshing Viewing Saving Sending Printing Closing Logging off Business Objects
3.1 Open a Document in Public Folders

Click the plus sign ( ) that displays to the left of the All icon that displays in the Navigation panel. Click the plus sign ( ) that displays to the left of the Public Folders icon. The folder expands to reveal a list of sub folders available. Documents are displayed in alphabetical order.
NOTE: Double-click on the word Title to list the documents in descending order.
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To change the size of the display area for the Navigation panel, move the mouse over the right edge of the Navigation panel. Click and hold the edge of the panel when the double-sided arrow displays and drag the edge of the panel as appropriate to resize the Navigation and Workspace panels.
Move the cursor over the line to adjust the size of the navigational panel.
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3.2 Retrieving Documents

When opening a document in InfoView, the query defined for that document will run and the results display in the predefined report format in the Workspace panel. The example below illustrates the selection of the TABLE2SEM Semester Curriculum and Education FTE document stored in the Course FTE/Semester folder / Semester subfolder.
If the document you are looking for does not appear on the first page, use the page feature to click on the arrow pointing to the right. This action will take you to another page listing additional documents. NOTE: Double-click on a document to retrieve it.
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If prompts are required to run, the Prompts dialog box displays.
There are two options for responding to prompts. First Option: Type the value in the text box.
Values are case sensitive. If the entry is not typed correctly, an error message will be returned (Error: No data to fetch). Second (and recommended) Option: Select the value from the List of Values. If there is more than one prompt, select each prompt listed in the Reply to prompts before running the query field first, then ensure the desired values display in the field on the right that is now labeled for the prompt selected above.
Add and Removing values for a prompt: Add Select the value in the list on the left and click the right facing double arrow ( ) or doubleclick the value in the list. To enter multiple values, hold down the Ctrl key and click on all the values. Then click the double arrows button. NOTE: If the List of Values is empty, click the Refresh Values button. Remove Select the value in the field in the right and click the left facing double arrow ( ).
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In this example, 200901 is chosen as the reporting term. In order to click the Run Query button, scroll down on the right side of the window. When the values have been selected for all prompts, the report results will display.
A screen may appear informing the user of the Autosave function. To ensure this screen does not appear every time a document is retrieved, click on the box Dont Notify Me Again.
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The report results are now displayed.
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3.3 Refreshing Documents

To refresh a document means updating the current data or choosing another set of data to be displayed in the document. For example, the Spring 2009 data was retrieved for TABLE2SEM document. The user wants to retrieve the Summer 2009 data as well. Example: The Spring 2009 data is displayed in the TABLE2SEM document below. Click on the Refresh All ( ) button.
NOTE: It is recommended that a user select all queries when refreshing a document.
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Select 200902 (02 = Summer) from the List of Values.
Scroll down and click on the Run Query button.
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TABLE2SEM will be refreshed with Summer, 2009 (200902) data.
Close TABLE2SEM document.
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Exercise - Retrieve a Document

1. Folder: Course/FTE Sub-folder: Semester Document: DL200 For the prompt Reporting Semester select 200901.
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3.4 Viewing Documents

InfoView gives users several options for viewing a document before printing it.
Quick Display mode
This is the default view when a document is retrieved from public folders. The above example is in this mode. The document is displayed in a paginated view The document is displayed in a non-paginated view. The report header will not be displayed. A PDF of the document is displayed. The User Prompt Input, Navigation option and Find option is displayed. It appears in the bottom right of the document and displays the date the document was last refreshed. If only partial results are retrieved or if there is an error in running the query, it is displayed on the status bar.
Page mode . Draft mode
PDF mode Left panel Status Bar
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3.5 Saving Documents

There are several options for saving documents. The option that you use will be determined by where and what you are saving. Some Public Documents do not convert easily to Excel due to the complexity of the report. The available options to save documents to your computer are Excel, PDF, or CVS document. Save to my computer as This allows the user to save the whole document (multiple reports) in a different file format (Excel, PDF, or CSV). All of the document will be saved no matter how many reports are in it. Save report to my computer as This option allows a user to save one report in a document in a different file format (Excel or PDF).
Saving as an Excel, PDF or CSV Document

Excel Conversion Web Intelligence will open the document or report in an Excel spreadsheet. If there are multiple reports, then Microsoft will convert them to multiple tabs in the spreadsheet. Any report headers (Ex. North Carolina Community Colleges) will be lost in the conversion and formatting will be needed in the report. Column headers will still be in the report. PDF Conversion The document will open in Adobe Reader. If there is more than one report tab, the reports will be listed under Bookmarks on the left side of the screen for individual viewing. A document can be printed or one report can be printed. CSV Conversion When a user only needs the raw query results exported to Excel and the formatting does not have to be preserved, use the CSV option. The CSV with Options allows a user to specify a different delimiter (, or ). CSV uses a tab delimiter. When a user saves a document to CSV, all data is exported into one spreadsheet, including those from multiple report tabs.
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In this example, document DL200, will be saved as an Excel file. Click on Excel.
When saving a document, the browser will prompt you to open the document or download the file first. Click on Open.
Open Save
This will open the document in the chosen format (Excel, PDF or CSV). This will download the file to a location and filename the user has chosen. By default, the filename will be the same as the Web Intelligence filename. Users can save a document to their Desktop. This will stop the Save function and return the user to the document.
Cancel
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The DL200 document opens in Excel, as shown below.
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3.6 Sending Documents

Documents are sent through e-mail as an attachment. For example, the following document could be saved as an Excel, PDF, or CSV document on a users desktop. Location of saved documents: c:\Desktop\My Documents.
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3.7 Printing Documents

There are two options than can be used to print a document:
Printing Using the PDF View Mode Print Icon

) on the Workspace panel toolbar and select PDF Mode from the
Print using the PDF View Mode 1. Click the View button ( menu.
The report displays in PDF format in the Report Results frame.
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Click the Printer button (
) on the PDF toolbar to print the document.
The Print dialog box displays. Select the printer as appropriate and click the OK button to print the report results.
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Click on Viewing HTML format to return to the document.
InfoView will return to the main window.
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Print Icon 1. Click on the Print Icon ( ). It will export the document to print as a PDF document.
2. The following window will open. Click on Open.
3. Adobe Reader will open and display the document. Click on the Print Icon.
4. The Print window will open. Click on OK.
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5. Click on the X in the upper right hand corner to close Adobe Reader.
6. The InfoView page will return.
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3.8 Closing Documents

There are two options for closing a document. Click on Document and select Close. Click on the X icon to close a document. It is located in the header panel on the right side.
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3.9 Logging off Business Objects

It is important to log off BusinessObjects Inforview before exiting. Click on the words Log Off in the top right corner of the page.
The logon screen is displayed.
Click on File to open the drop down menu and click on Exit. InfoView will close.
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4.0 Helpful Tips

4.1 How to Create an InfoView Shortcut for your Desktop
1. Open Internet Explorer. 2. Type https://dw.nccommunitycolleges.edu 3. Left-click on the link to highlight it. 4. Right-click to bring up the speed menu.
5. 6. 7. 8.
Click on Copy. Minimize Internet Explorer and everything else until you are at the Desktop. Right-click to bring up the speed menu. Click on New.
9. Select Shortcut.
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10. A Create Shortcut screen appears.
11. Paste the link. 12. Click on Next. 13. Type the name as InfoView.
14. Click Finish. 15. InfoView shortcut has been created.
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4.2 Changing Your Password

A password will become disabled after three failed attempts to log in to InfoView. The user will need to create a new password. Call the DW State-Level Reporting Team to reset a password. The telephone numbers are listed at the front of this manual. After receiving the necessary information to reset a password, click on the word Preferences on the Header panel toolbar.
Scroll down to
and click on the arrow to open the panel.
Enter your old (this will be the password given to you by the DW State Level team) and new passwords. Click OK.
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APPENDIX A: ABBREVIATIONS, ACRONYMS, AND DEFINITIONS
Term
NCCCSDW CSV Document EIS User Comma Separated Value
Definition
North Carolina Community College Data Warehouse
A Web Intelligence Document contains two parts: a query and the formatted report resulting from that query. (Executive Information System) User has the ability to retrieve and refresh documents, save, send, and print documents from the data warehouse. EIS users can not create documents. A storage mechanism for Public Documents available in InfoView. Public Documents are storied in Public Folders. . A subsection of a Workspace panel. One of three main types of elements that display on every page in InfoView, unless one of these elements has been hidden. The types are the Header panel, which displays at the top of each page and functions as the main InfoView menu; the Navigation panel, which displays on the left side of each page and allows you to find stored documents; and the Workspace panel, which displays on the right side of each page and allows you to select, run, and edit documents. Portable Document Format Documents that are available to all users that have the appropriate level of access granted. Public Documents are stored within the Home/Public Folders folder. (Skilled Knowledge Worker) User has the ability to create documents on their own colleges data. Uniform Resource Locator
Folder Frame Panel
PDF Public Document
SKW User URL
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APPENDIX B: FREQUENTLY ASKED QUESTIONS

Problem Password has expired. Cause(s) Passwords are disabled after three failed attempts. Solution(s) Call the DW State-Level team to have the password reset. Contact information is listed on page 3. Click the Refresh Values button on the prompt screen to retrieve most recent values. Use the List of Values to ensure correct value is entered. Check NCCCS web site to determine if data has been loaded. http://www.nccommunitycolleges. edu/Reports/StatusReports/statisti cal/duedates.htm An error has occurred: A timeout error has occurred. Log on denied: You do not have the right to log on to the application. The session is idle for longer than the allotted time (20 minutes). A user cannot log into the application. Log out of InfoView then log back in. A user tried to log on to InfoView with their SKW user id. The EIS user id must be used to log on to InfoView. Check the box Always trust content from this publisher. Click on Run.
The semester or reporting year is not listed in the List of Values. No data to fetch. (Error message)
The List of Values has not been refreshed to list all current values.
An incorrect value may have been keyed for a prompt. The data may not have been loaded into the database.
The applications digital signature has an error. Do you want to run the application?
Security Warning to verify that you want to run the application.
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BUSINESS OBJECTS XI INFOVIEW

EIS USER GUIDE

North Carolina Community College Data Warehouse

BO XI EIS User Guide 052410 Last Saved: 5/24/10 9:05 AM

Contact Information Helpdesk

Estimated Time to Complete Manual: 30 minutes

BO XI EIS User Guide 052410 Last Saved: 5/24/10 9:05 AM

1.1 1.2 1.3 2.0

2.1 2.2 2.3

NAVIGATING TO PUBLIC FOLDERS AND DOCUMENTS ............................................................................... 16

WORKING WITH DOCUMENTS ................................................................................................................... 17

3.1 3.2 3.3 3.4 3.5

RETRIEVING A DOCUMENT ........................................................................................................................ 19

3.6 3.7 3.8 3.9 4.0

SENDING DOCUMENTS .............................................................................................................................. 31

HELPFUL TIPS ................................................................................................................................................. 39

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1.2 Document Organization

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1.3 New Terminology

BO XI EIS User Guide 052410 Last Saved: 5/24/10 9:05 AM

2.0 BUSINESS OBJECTS XI INFOVIEW BASICS

2.1 Logging on to InfoView

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2.2 Personalizing Your InfoView Settings

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2. Select InfoView Start Page as: Folder.

Click on Browse Folder (

4. Select Public Folders, if it is not highlighted.

Click on the OK button. 5. Select Document Navigation View as: Folder

6. Set the Number of objects (max.) per page as: 10

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7. Under Document List Display select: Description

8. Under Document Viewing select: In the InfoView portal

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2.3 Understanding InfoView Navigation and Components

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Sent To Help Preferences

About Log Out

About Log Out

Navigation functions Navigation panel

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Switch to categories Refresh

New Add Organize

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Other items displayed in the Workspace panel are as follows:

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2.4 Navigating to Public Folders and Documents

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3.0 Working with Documents

3.1 Open a Document in Public Folders

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3.2 Retrieving Documents

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If prompts are required to run, the Prompts dialog box displays.

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The report results are now displayed.

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3.3 Refreshing Documents

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