Tips and Shortcuts for using InfoView

September 2003

About Todays Session

Note: Real data is being used for the DS Users Group (demo is live, data is day old) If you are here, you need to treat all the data you see on screen as extremely confidential.
This session is being offered in addition to: Business Objects WebIntelligence or 5i Class Finance Data Education Session XX100 - InfoView Reporting Overview http://wbt.apps.uillinois.edu/traincenter_wbt_FN.htm UI-Integrate information: http://www.ui-integrate.uillinois.edu/imp_emp_finance.asp This session covers how to use InfoView only. Access to specific reports will depend on your individual Security Profile
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Rumors & Tips

We are learning right along with you. Many of these suggestions came from you. To the best of our knowledge, this information is accurate. If we find out something changes, we will post the correction to:

DS User Groups www.ds.uillinois.edu/user_groups.asp

DS Changing Lanes listserv (subscribe at: www.ds.uillinois.edu/changing_lanes.asp)

and well announce it at the DS User Groups.

If you find something changes, have a tip or want to verify a rumor, please send it to your Campus Data Steward
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Rumor # 1: You must have a PC. The UIIntegrate Finance Standard Reports will not run on a MAC.

False. There are some issues with Macs please refer to: http://www.ds.uillinois.edu/Docs/Workstat ion%20Requirements%20for%20BO.doc for more information.
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Tip # 1: Reports run better using the most recent version of your internet browser (MS Internet Explorer, Netscape, etc.).
True. You can check your browser version from the Help menu and selecting About Internet Explorer. Then check your version number here against the most recent version.
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Know Your Data

Tip # 3: Know your data as much as possible.

Go to the UI-Integrate (www.uiintegrate.uillinois.edu) & OBFS (www.obfs.uillinois.edu) Training classes.

Keep a notebook or file.

How to Log In
Go to: https://eddie.ds.uillinois.edu/ Select the Log In button

Enter User Name & Password

Enter your User Name. Your User Name should be your netid (which may or may not be your Banner Enterprise Id) Enter your Password. If you do not know your password, please contact the AITS Helpdesk. Press Ok
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Your Login is Not Valid

This means your User Name does not have permission to log-in. Please double check to make sure you are using your netid and not your Enterprise Id. If you get this error message, please contact the AITS Helpdesk.

Disabled by Your Supervisor

This means you have tried to log in unsuccessfully three times within the same day. If you get this error message, please contact the AITS Helpdesk and ask them to reset your Eddie password.

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Welcome Page
A successful login will look something like this:

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University Documents
University Documents is where the UI-Integrate Standard Reports are posted. OBFS, HRIS, OARs & maybe others will be posting standard reports.

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Personal Documents
Personal Documents is where reports you save are stored.

You may save a University Document to your Personal Documents.

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Inbox Documents
You can send documents to others & find documents that others have sent you under the Inbox Documents.

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Scheduled Documents
We are not currently using the Scheduled Documents option. DS is exploring ways that reports can be scheduled.

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Create Documents
Create Documents is only available to people who use WebIntelligence and 5i.

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Other Menu Bar Items

Search will allow us to find reports (more later in the presentation)

Options allow you to change the screen appearance, passwords, etc. Logout closes your session. You will need to log-in again to get access
Help shows you the on-line help for the Business Objects software.

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Select University Documents

New black menu bar across the top

Same black menu bar on the left

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Search For
Search For allows you to find Documents based on words in their Name For example, using the word detail finds these three documents

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Categories
Tip # 4: Use the drop down box with Categories to narrow your search

Picking the OBFS Finance Reports category yielded these 15 documents

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Refresh List
Tip # 5: Click Refresh List You can go to Options, Document Lists & set the Refresh List option.

Look here to see when you last refreshed the document list
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Expand
Tip # 6: Click Expand to see more information about each document

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Guide to the Expand View

a c b

d
e

The Expanded view includes: a. Document Name b. Environment you should see Production. We have others including Development, Training or Testing c. Description starting with the database (in this case, Student RA EDW) & then a brief description of the document d. Last Update of the document logic e. From is the person who posted the document (DS only) f. Document Size

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More on the Expand View

You can also: a. Download b. Save c. Send to Users d. Edit of the document logic e. Properties More on these later.
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University Documents Tour

Name of the document
From is the person who posted the document (DS only) Date when the document was last published Size of the document

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Compact
Tip # 7: Click Compact to see less information about each document

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Refresh
Many of the UI-Integrate Finance Standard Reports open to a shell containing no data. To get data, you need to click on Refresh.

If you do not see the Refresh option, please call the AITS Helpdesk.

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Prompted For Values

After clicking Refresh, you should be prompted for values. You should see both a blank box to enter the value and the Show Values button.

If you do not see the blank box to enter the value and the Show Values button, please call the AITS Helpdesk.
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Show Values
Click on the Show Values button to get a list of values to chose from:

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Entering Values
If you know what the values are you can type them in instead of using the Show Values button, but be very careful. If you mistype the value, omit a space, insert a space, etc., you wont get any data back.
For example, there is no easy way of telling how many spaces are in this value or how many follow the word Urbana.

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Entering Values
Tip # 8: Only enter values on small strings of numbers or text. On this example, you might want to use Show Values for the Chart of Accounts, but then enter the remaining values.

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Selecting Multiple Values

Tip # 9: Some prompts will allow you to select multiple values. Hold the Control key down and click on individual values.

Or you can put a semicolon (;) between each value as you type it in.

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Extra Spaces
Tip # 10: If you are going to enter your own values, watch out for a leading space. You can remove it with a backspace.

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Wild Cards
Tip # 11: The wild card for these documents is the asterisk (*). Use this to get all values.

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Run Query
Once all the prompts are filled in, press Run Query

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White Screen of Wait

Sometimes it takes awhile for data to return. Its hard to tell if your machine is locked up or what. Weve been talking with Business Objects about a better status bar.

DS takes performance issues seriously and we are working to improve it. DS will discuss performance issues at future DS User Group meetings. Performance has improved significantly, but if you continue to experience problems please contact AITS Help Desk with the report name.
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Data! Now What?

Now our report contains data. What else can we do?

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Some Options

a.

b.

c. d.

e.

f.

g.

This is the sections tree

a. b. c. d.

Hide/Show Sections Tree Sizing Options Panning (to scroll around) Zooming

e. Page Setup f. Print g. Location

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Refresh

The Prompt window opens using your previous values. You can now select another set of values to run.

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Edit

You cannot Edit UI-Integrate Standard Reports.

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Save

Save will store the document in your Personal Documents. You can*: a. Rename it b. Create your own Description c. Select a category or create a new category d. Enter in Keywords e. Overwrite saved documents
*These changes will only show up in Personal Documents. You cannot modify University Documents.
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More on Saving
DS is looking at space considerations. Today there are no limits. However, please bear in mind, that if space gets tight DS may limit the amount of available space. This has the advantage of saving the previous prompt values. Then you only have to make minor changes.

Tip # 13: If you have saved the document, remember to look for it under Personal Documents.

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Send

You can use the Send feature to send documents to another Business Objects user. Expect a delay before the send screen displays.

*DS is working on an alternative method called the Query Clearinghouse. DS will be presenting information to the DS User Group about the Query Clearinghouse in the next few months.

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Delete

You can also delete the document from your Personal Documents. You cannot delete the document from University Documents.

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AITS Helpdesk Contact Information

AITS Helpdesk for UIC = 312 996-4806 AITS Helpdesk for UIS = 217 333-3102 AITS Helpdesk for UIUC = 217 333-3102 helpdesk2@uillinois.edu

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DS User Group
You can find copies of our presentations and future meeting times at: www.ds.uillinois.edu/user_groups.asp

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