Cognos 8.2: User Guide

Cognos8.
2
User Guide QUERY STUDIO GETTING STARTED
Table of Contents
1 2 3 Introduction......................................................................................................................... 3 1.1 What is Query Studio? ................................................................................................ 3 Reference Sheet ................................................................................................................ 5 Getting in and Out of Query Studio .................................................................................... 7 3.1 Signing in to Cognos ................................................................................................... 7 3.1.1 From the Cognos Welcome Page........................................................................ 7 3.2 From Cognos Connection ........................................................................................... 8 3.3 Query Studio Window ................................................................................................. 9 3.4 Signing out of Query Studio ........................................................................................ 9 3.5 Returning to Cognos Connection................................................................................ 9 Creating a Basic Report ................................................................................................... 11 4.1 New Report ............................................................................................................... 11 4.2 Navigating the Source Tree ...................................................................................... 11 4.2.1 Data Source Icons ............................................................................................. 11 4.3 Adding Data to a Report............................................................................................ 12 4.3.1 Inserting Data Items........................................................................................... 12 4.3.2 Moving Columns within a Table......................................................................... 13 4.3.3 Changing Data Format....................................................................................... 14 4.3.4 Defining Number of Rows .................................................................................. 15 4.4 Saving a Report ........................................................................................................ 15 4.4.1 Open the Report ................................................................................................ 16 Running Reports in other Formats ................................................................................... 17 5.1 Printing a Report ....................................................................................................... 17 5.2 Converting a Report to Excel .................................................................................... 17 Report Types .................................................................................................................... 19 6.1 Grouped List Report.................................................................................................. 19 6.1.1 Expanding and Collapsing Groups .................................................................... 19 6.2 Section Report .......................................................................................................... 20 6.3 Crosstab Report ........................................................................................................ 21 6.4 Set Page Breaks ....................................................................................................... 21 Formatting Reports........................................................................................................... 23 7.1 Report Heading The Title Area .............................................................................. 23 7.2 Changing Column Headings ..................................................................................... 23 7.3 Formatting ................................................................................................................. 24 7.3.1 Text and Borders ............................................................................................... 24 7.3.2 Applying Templates ........................................................................................... 25 Working with Data ............................................................................................................ 27 8.1 Sorting ....................................................................................................................... 27 8.2 Filtering...................................................................................................................... 27 8.2.1 Filtering on an Item ............................................................................................ 27 8.2.2 Filtering on a Measure ....................................................................................... 28 8.2.3 Adding a Filter Prompt ....................................................................................... 29 8.3 Summaries ................................................................................................................ 30 8.3.1 Auto Summaries ................................................................................................ 30 8.3.2 Summaries......................................................................................................... 30 8.4 Calculations............................................................................................................... 31 8.5 Custom Groups ......................................................................................................... 33 8.6 Conditional Styles ..................................................................................................... 35 Report Administration....................................................................................................... 37 9.1 Accessing Report Properties .................................................................................... 37 9.2 General Properties .................................................................................................... 37 9.3 Query Properties ....................................................................................................... 38
Introduction
Cognos8.2
Introduction
WELCOME!
Welcome to Cognos User Guide for Query Studio Getting Started. This guide is intended to help you understand the functionality of Query Studio. For ease of use it is divided into several chapters, each one covering one stage in the process. Each chapter is a step-by-step guide to what you need to type, click on or look at. In addition to this guide, Cognos provide a searchable electronic user guide, which can be found in the Help facility within the application itself. We hope you find this guide easy to follow informative and helpful.
1.1
What is Query Studio?
Query Studio is the component of Cognos 8 that is used for the production of ad hoc reports. It will answer simple business questions, that dont require complex formatting or layouts. In Query Studio, you can: View data Create reports Change the appearance of reports Create basic charts Work with the data in a reports
Page 3 of 38 Copyright 2007 University of Cambridge - Confidential and Proprietary Version 5.0
Reference Sheet
Cognos8.2
Reference Sheet
Below is a list of commonly used Cognos terminology. Cube Physical data source containing multidimensional information, optimised for faster retrieval and navigation. A broad grouping of descriptive data about a major aspect of the business, such as products, dates or staff. The act of navigating from one level of data to a more detailed level. The act of navigating from one level of data to a less detailed level. A representation of dimensional data organised into a tree structure, with each level having parent and/or child members, such as years, having a child of quarters and each quarters having a child of months. Anything that can be manipulated in the work area of Query Studio A detail is another name for a child in hierarchical data structures, such as months being the detail of the year. What Cognos calls a quantifiable performance indicator, such as Gross Profit, Salary or Revenue A hierarchical structure is made up of levels. For example, Product Line and Product Types might be levels within the hierarchy of Products. A unique item within a level. For example, Camping Equipment and Golf Equipment are members of a Product Line level. The generic name for all physical data sources, such as Cubes and Star Schemas. What Cognos calls reports created using Query Studio.
Dimension
Drill down
Drill up
Hierarchy
Item
Details
Measures
Level
Member
Package
Query
Getting in and Out of Query Studio
Cognos8.2
3
3.1

Signing in to Cognos
Query Studio can be accessed via a webpage from anywhere in the university. To make the website secure, it is only available to people with a RAVEN ID and password RAVEN is the Universitys website security system, controlled by Computer Services. You might have already been issued with a RAVEN ID and password if you have not, you will need to obtain one before you can access the Cognos LIVE system. To apply for a RAVEN ID and password, please contact Computing Services, not the Cognos Team. To access Query Studio, open your web browser, and navigate to the Cognos web page:
https://reporting.admin.cam.ac.uk/live/cognos8/
This will take you to the Cognos 8 Welcome Page. From the Welcome page you can go directly into Query Studio or you can access Query Studio via the Cognos Connection link on this page.
3.1.1 From the Cognos Welcome Page

To go directly into Query Studio, click on the link.
A new window will open offering the packages you are authorised to use.
Select the package you wish to use by clicking on the package name.
Cognos8.2
Query Studio will open.
3.2
From Cognos Connection
You can quickly access all the Cognos tools you are authorised to use directly from the Cognos Connection window.
To access Query Studio from Cognos Connection, select the link on the Cognos Connection window.
Query Studio will open.
Cognos8.2
3.3
Query Studio Window
The Query Studio interface consists of two main areas: the Source Tree and Work Area. Source Tree Work Area The source tree contains the data for your package. The work area is where you drag and drop the data from the source tree.
3.4
Signing out of Query Studio
When you have finished using Query Studio, you close the window by selecting LOG OFF
3.5
Returning to Cognos Connection
If you wish to return to Cognos Connection, select the COGNOS CONNECTION link.
Creating a Basic Report
Cognos8.2
Once you are logged into Query Studio you are ready to start creating a Report (Query). This section will get you started.
4.1
New Report
When you open Query Studio, the default view is a blank report.
If youve been working on a report and want to create a new one, select NEW REPORT from the MANAGE FILE menu. A new report will open, with the existing data source in the Source Tree.
4.2
Navigating the Source Tree
4.2.1 Data Source Icons

Icon Package Query Subject Represents a table in the database Query Item Represents a column of qualitative data in the database Attribute Not a data item from the table, but used to add a description to a report Measure or Fact Represents a column of quantitative data in the database Object
When creating a report, you must first navigate the Source Tree and find the data you wish to work with.
Cognos8.2
To open the Source Tree, select the INSERT DATA menu.
The Package will open, with a list of Query Subjects. The Insertable data is accessed by opening the relevant QUERY SUBJECTS. To open a Query Subject, select the BLACK CROSS next to the Subject.
The query items and any measures within the Query Subject will now be in view.
4.3
Adding Data to a Report
4.3.1 Inserting Data Items

Once you have found the data item you wish to use in to your report, you need to add it to the work area. There are two ways of doing this.
Cognos8.2
Click with the left mouse button on the item to select it (use CTRL and the left mouse button to select multiple items) Then either DRAG the data onto the work area, or click on INSERT.
The items will appear on the Work Area.
4.3.2 Moving Columns within a Table

Once you have created a table you might want to change the column order.
Select the HEADING of the column you wish to move. From the EDIT DATA menu, select CUT
Cognos8.2
Select the COLUMN HEADING to the LEFT of where you want the column to be moved to.
From the EDIT DATA menu, select PASTE
The column will move to its new location.
4.3.3 Changing Data Format

You can change the appearance of numbers, dates, and times without changing the underlying data. In this example we will change the currency from dollars to pounds.
To change the format of a Measure item, select the COLUMN HEADING of the measure you want to change. From the EDIT DATA menu, select FORMAT DATA
Select the CATEGORY you wish to use.
Complete the fields that appear, and click on OK to apply the change.
Cognos8.2
The format within the table will change.
4.3.4 Defining Number of Rows

The default number of rows of data that appear on a page is twenty. You can specify your own maximum number of rows but the more rows it retrieves, the longer it will take to bring the data to your screen.
To change the number of rows, select SET WEB PAGE SIZE from the Change Layout menu.
The Set Web Page Size screen will appear.
Select the number of rows you wish to appear from the NUMBER OF ROWS Drop Down. Then Click OK
Your report will now show up to the maximum number of rows you selected. NOTE: The change will only apply to this report; it will not change the default number of rows for new report.
4.4
Saving a Report
When you save a report, it is saved to Cognos Connection.
From the MANAGE FILE menu, select SAVE.
Cognos8.2
Enter the TITLE for the report in the NAME Field.
Using the links under LOCATION, navigate to the location in Cognos Connection you want the report saved, then click on OK.
4.4.1 Open the Report

Opening reports is done via Cognos Connection. Navigate the Cognos Connection folders until you find the report you wish to open. Select the NAME heading to open the Query Studio report.
For further information about using Cognos Connection, please see the Cognos Connection user guide.
Running Reports in other Formats
Cognos8.2
Query Studio allows you to choose the output format the report runs in; your choice is dependant on what you want to do with the output. This section explains how to run your reports in PDF format for printing, and how to convert results to Excel.
5.1
Printing a Report
When printing a report, you need to first run it in PDF format. To do this you will need Adobe Acrobat Reader installed on your computer.
From the RUN REPORT menu, select VIEW IN PDF FORMAT.
The report will open in PDF format. To print the report, select the PRINT ICON from the toolbar.
5.2
Converting a Report to Excel
From the RUN REPORT menu, select VIEW IN EXCEL 2002 FORMAT.
Note: to create a .CSV file select VIEW IN CSV FORMAT.
Cognos8.2
The report will open in an Excel view window.
Report Types
Cognos8.2
Report Types
The default report type for a Query Studio report is a standard list report. However, Query Studio allows you to quickly change a list report into a variety of other report types. This section explains how to do this.
6.1
Grouped List Report
As you add more columns of data to your list report, you might find duplicates appear. Query Studio allows you to group together these duplicate items making it easier to read.
First, select the Column Heading you wish to group on. Then from the CHANGE LAYOUT menu, select: GROUP
The report is now grouped by the selected item
By following the steps above you can apply multiple groups.
6.1.1 Expanding and Collapsing Groups

By collapsing the report items, Query Studio makes it easy to find and compare high level summaries. Note: In the case of crosstab reports, this only works if it contains grouping or nesting.
Report Types
Cognos8.2
To Collapse a Group, select COLLAPSE GROUP from the CHANGE LAYOUT menu.
The results for the report then show for the next level. Note: there is no visible indication that the report is collapsed. You can continue this process until you reach the top level of the grouped items.
To reverse the process, select: EXPAND GROUP from the CHANGE LAYOUT menu
6.2
Section Report
Creating sections shows the value of a report item as the heading of a section.
To create a section, select the ITEM HEADING you wish to turn into a section. Then, from the CHANGE LAYOUT Menu, select CREATE SECTION
Report Types
Cognos8.2
The report will be divided into individual sections. Note: when printing you might want the report to print the sections on separate pages. See 6.4 Set Page Breaks for how to do this.
6.3
Crosstab Report
Crosstab reports are useful for showing more information in a smaller area.
To create a crosstab report, select the COLUMN HEADING for the item you want to be the column in your crosstab. Then select: PIVOT from the CHANGE LAYOUT menu.
The report will change to a crosstab report.
6.4
Set Page Breaks
If you want sections or groups in a list report to appear on separate pages when printed, you must set the page breaks.
First select the GROUP or SECTION. Then, from the CHANGE LAYOUT MENU, select SET PAGE BREAKS.
Report Types
Cognos8.2
Your page breaks will have been applied. If you use Page Down you will see each item breaks on separate pages.
Formatting Reports
Cognos8.2
Formatting Reports
Because Query Studio is designed for quickly producing ad-hoc reports, formatting of the report is limited. This section explains the formatting that is available to you.
7.1
Report Heading The Title Area
To add a title to your report, click on TITLE.
The EDIT TITLE AREA screen will appear.
Enter the title and any subtitle you wish to see on your report.
If youve applied any sorts or filters, you can choose whether you want these to appear at the top your report.
7.2
Changing Column Headings
By default, Query Studio uses details from the source data to create the column and row headings. Below is an explanation of how to amend these headings in your report.
Formatting Reports
Cognos8.2
Select the COLUMN/ROW HEADING you wish to amend. Then from the EDIT DATA menu, select: RENAME COLUMN HEADINGS.
The Rename screen appears. Enter the heading you wish to use, and click on OK.
The new heading will appear.
7.3
Formatting
7.3.1 Text and Borders

When formatting, select the item in the report you wish to format. Then you can use the various formatting options available from the Change Layout Menu, or the shortcuts from the toolbar. Note: There is no formatting options available for charts in a report. Change Layout Menu Make multiple formatting changes, i.e. size, colour and font. Apply formatting to the table borders. By default, Cognos applies a faint grey border. Reset the font and border styles to the report default value. Toolbar Make multiple formatting changes, i.e. size, colour and font.
Formatting Reports
Cognos8.2
Change the font style Change the size of the font Change the font colour Change the background colour Bold the text Make the text italic Underline the text Justify the text Apply formatting to the table borders. Note: by default, Cognos applies a faint grey border.
7.3.2 Applying Templates

Templates are most commonly used to ensure all reports produced conform to a corporate style, with the same font type and size, background colour, logos etc. Format templates are created using another Cognos tool, Report Studio. Once created, they are then made available to the Query Studio user to apply to their Queries.
To apply a template, select: APPLY TEMPLATE from the CHANGE LAYOUT menu.
The Apply Template screen will appear. Use the SELECT A TEMPLATE link to navigate to the template you wish to apply.
Formatting Reports
Cognos8.2
Once you can see the template you wish to use, select it and click OK.
The Template will be applied to your report.
Working with Data
Cognos8.2
Working with Data
In 4.3.3 we covered changing the format of data items. This section covers how to control report data with sorts, filters, summaries and calculations.
8.1
Sorting
You can sort your data in either ascending or descending alphabetic or numeric order.
Select the HEADING of the item you wish to sort by.
From the EDIT DATA menu, select: SORT
The sort screen will appear. Select the SORT ORDER you wish to apply.
The sort will be applied to your report.
8.2
Filtering
You can use a filter to specify the subset of data that the report retrieves. If the data does not meet the criteria of the filter, it is excluded from the report.
8.2.1 Filtering on an Item

To apply a filter to an item:
Working with Data
Cognos8.2
Select the HEADING of the report item you want to filter on.
From the EDIT DATA menu, select: FILTER.
The Filter window will open.
In this example we are filtering on a data item (as opposed to measure) therefore it offers a PICK LIST to select from. Select the values you wish to include in the report. Finally click on OK to apply it.
8.2.2 Filtering on a Measure

To apply a filter to a measure
Select the HEADING of the report item you want to summarise.
Working with Data
Cognos8.2
From the EDIT DATA menu, select: FILTER.
The Filter window will open.
Choose the CONDITION you wish to apply.
Enter the NUMBER RANGE you wish to filter by.
Finally, click on OK to apply the filter to your report.
8.2.3 Adding a Filter Prompt

You can add a filter prompt to your report so when it is run in the future, a criterion needs to be entered before it opens on your screen. To do this you create the required filter as mentioned above.
Then with the FILTER WINDOW on the screen, select: PROMPT EVERY TIME THE REPORT RUNS.
Then click on OK
Working with Data
Cognos8.2
Now when the report is run from Cognos Connection, the prompt page will open before the report appears on the screen.
8.3
Summaries
By default, Query Studio automatically apples summaries to the data. This section covers how to remove these summaries from your report and apply your own custom summaries.
8.3.1 Auto Summaries

You can switch off both the automatic summarising of data and the suppression of duplicates. To do either of these:
From the RUN REPORTS menu, select: ADVANCED OPTIONS
The Advanced options screen will appear. De-select the QUERY OPTIONS you wish to disable on your report and click on OK.
An example of a report with automatic Footer summaries removed:
8.3.2 Summaries
Working with Data
Cognos8.2
You can use predefined summaries to calculate values for individual report items (total, count, maximum, minimum or average). The summaries available depend on the type of data selected. For example, the only summary you can apply to text data is a count. In the example below we will apply a summary to display the total quantity sold.
Select the HEADING of the report item you want to summarise.
From the EDIT DATA menu, select: SUMMARIZE.
. The SUMMARIZE window will open. From the SUMMARY FOR FOOTERS drop down, select the summary you wish to apply, and click OK.
Your chosen summary will be applied to the report.
8.4
Calculations
You can perform many types of calculation in Query Studio. Calculations use data from one or more report items to create an additional report item. In this example a calculation is added to show GP, by subtracting Production cost from Revenue.
Working with Data
Cognos8.2
Select the COLUMN HEADINGS you will be using in the calculation. (Use CTRL and the left mouse button to select multiple columns)
From the EDIT DATA menu, select: CALCULATE.
The Calculate window will open.
Select the OPERATION TYPE you wish to use for your calculation. Then select the specific OPERATION.
Select the ORDER for your calculation.
Working with Data
Cognos8.2
Finally you need to decide on the heading that will appear for the new column. Choose either the default name (whatever appears in the Expression box) or enter a NEW ITEM NAME. Click INSERT to add the new column.
The new column will now appear on your report.
8.5
Custom Groups
Custom Groups are used to produce new report items containing values that are meaningful to you. For example, converting a list of numeric results to data items (good, average and poor). In the example below, a Custom Group is created that groups different countries by their geographic region.
Click on the COLUMN HEADING you wish to use to create the Custom Group.
From the EDIT DATA menu, select: DEFINE CUSTOM GROUPS
. The Define Custom Groups window will open.
Working with Data
Cognos8.2
Select the CUSTOMISATION TYPE (range or individual values) Type in the name for the group and then click on the green Insert arrow. The name you entered will appear in the Custom Groups field.
From the AVAILABLE VALUES list, select the items you wish to be part of the group youre creating. (Use CTRL and the left mouse button to select multiple entries) Then click on the green Insert arrow to add them to the group.
The items you selected will move across to the Custom group values field.
Follow the steps above until you have all the groups you want. When you have finished click on OK.
The Custom Group will be added to your report.
Working with Data
Cognos8.2
8.6
Conditional Styles
Query Studio allows you to apply a Conditional Style to highlight exceptional data. In this example we are going to highlight the product types that deliver a very high or a very low percentage profit.
Select the column heading which you want to apply the Conditional Style to.
From the CHANGE LAYOUT menu, select: DEFINE CONDITIONAL STYLES
The Define Conditional Styles window will open.
Enter the value (in this example we want 100%), and click on INSERT. The value will then appear in the Range on the right. Add any other values you wish to apply a style to.
We now need to apply the actual style to the value.
Using the drop down lists select the Styles you wish to use.
Working with Data
Cognos8.2
Using the MOVE VALUE arrow, position your values next to the style you wish to apply it to.
Use APPLY to view the results
Use OK when you want to apply the Styles and come out of the Conditional Styles window.
The Conditional styles will be applied to the column you selected.
Report Administration
Cognos8.2
You can control the way your report appears and behaves by modifying its properties. The properties for entries vary depending upon the type of entry selected and your privileges.
9.1
Accessing Report Properties
Navigate through the folders until you can see the Actions next to your query. Click on the queries SET PROPERTIES action.
9.2
General Properties
General properties appear on the General tab of the Set properties page.
Property
Type Owner The type of entry.
Description
The owner of the entry. By default, the owner is the person who created the entry. When the owner no longer exists in the namespace, or is from a different namespace than the current user, the owner shows as Unknown. The person responsible for the entry. Click the link to send an email to the contact. Click Select the contact to select or change the contact for the entry. The location of the entry in the portal and its ID (a unique number assigned to it by the system. Click View the search path, ID and URL to view the fully qualified location and the ID of the entry in the content store. The date the entry was created. The most recent date that the entry was modified. When selected, users that do not have write permissions for this entry cannot access it. The entry is no longer visible in the portal. If an entry is disabled and you have write access to it, the disabled icon appears next to the entry.
Contact
Location
Created Modified Disable this entry
Cognos8.2
Language Name Screen tip Description Run history Report output versions Package
A list of languages that are available for the entry name, screen tip, and description according to the configuration set up by your administrator. The name of the entry (can be amended here) An optional description of the entry. The screen tip appears when you pause your pointer over the icon for the entry in the portal. An optional description of the entry. It appears in the portal when you set your preferences to use the details view. The number of occurrences or period of time to retain run histories for the entry. The number of occurrences or period of time to keep report outputs. The package that is associated with the entry. If the source package was moved or deleted, the text reads "Unavailable." Link to a package allows you to link the report to a different package. WARNING: This does not mean you can link one data source to another. It swaps your existing data source to a new one, so unless exactly the same items appear in the new data source, the query will not run.
9.3
Query Properties
Query properties appear on the Query tab of the Set properties page:
Property
Default action Report options: Override the default values Format
Description
The default action when the report is run. Whether to override default run options for the report. When selected, the values that you can override appear. The default format, orientation, and paper size to use when the report runs. Appears only if Override the default values is selected. The Query can be run as and HTML page, PDF document, Excel or CSV file. The default language to use for the report data when the report runs. Appears only if Override the default values is selected. If your report has a prompt, Prompt values allows you to set any default values. Whether to use the owner credentials when the report is run.
Language Prompt values Run as the owner

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Cognos8.

What is Query Studio?

Getting in and Out of Query Studio

Getting in and Out of Query Studio

3.1.1 From the Cognos Welcome Page

Getting in and Out of Query Studio

Query Studio will open.

From Cognos Connection

Query Studio will open.

Getting in and Out of Query Studio

Query Studio Window

Signing out of Query Studio

Returning to Cognos Connection

Creating a Basic Report

Creating a Basic Report

Navigating the Source Tree

4.2.1 Data Source Icons

Creating a Basic Report

To open the Source Tree, select the INSERT DATA menu.

Adding Data to a Report

4.3.1 Inserting Data Items

Creating a Basic Report

The items will appear on the Work Area.

4.3.2 Moving Columns within a Table

Creating a Basic Report

From the EDIT DATA menu, select PASTE

The column will move to its new location.

4.3.3 Changing Data Format

Select the CATEGORY you wish to use.

Creating a Basic Report

The format within the table will change.

4.3.4 Defining Number of Rows

The Set Web Page Size screen will appear.

When you save a report, it is saved to Cognos Connection.

From the MANAGE FILE menu, select SAVE.

Creating a Basic Report

Enter the TITLE for the report in the NAME Field.

4.4.1 Open the Report

Running Reports in other Formats

Running Reports in other Formats

From the RUN REPORT menu, select VIEW IN PDF FORMAT.

Converting a Report to Excel

Note: to create a .CSV file select VIEW IN CSV FORMAT.

Running Reports in other Formats

The report will open in an Excel view window.

Grouped List Report

The report is now grouped by the selected item

By following the steps above you can apply multiple groups.

6.1.1 Expanding and Collapsing Groups

The report will change to a crosstab report.

Set Page Breaks

Report Heading The Title Area

To add a title to your report, click on TITLE.

The EDIT TITLE AREA screen will appear.

Changing Column Headings

The new heading will appear.

7.3.1 Text and Borders

7.3.2 Applying Templates

The Template will be applied to your report.

Working with Data

Working with Data

Select the HEADING of the item you wish to sort by.

From the EDIT DATA menu, select: SORT