Setting the Web Intelligence Preferences

Before you access the Web Intelligence documents through the integration option for Microsoft SharePoint software, you must set the Web Intelligence preferences to suit your query and reporting needs.

The following screenshot displays the settings of the “Web Intelligence” area on the User "Preferences"

page of an SAP BusinessObjects site.

Note:

You can set the preferences for Web Intelligence documents only if you have the necessary Web Intelligence license. For information about licensing, consult your sales representative.

9.3.1 Selecting a Default View Format

Through the preference settings, you can specify the format in which you want Web Intelligence documents to appear in their default view. For this, perform the following steps:

1. Log onto the integration option for Microsoft SharePoint through the "Log on" page of your SAP BusinessObjects site.

2. At the top of the page, click<Your login name>, and select the My SAP BusinessObjects Settings option from the menu that appears.

You are routed to the preference settings' web page.

3. In the "Select a default view format" area of the Web Intelligence section on the preference settings page, you can select one of the following radio-button options based on your requirements:

• Rich Internet Application

• PDF

4. Click OK.

9.3.2 Setting the Drill Options

Drilling a report typically involves navigating up and down the levels in the report hierarchy. When selecting data, you can expand or collapse a hierarchy by drilling down or drilling up. For example, you can drill down on data grouped by country to view it grouped by region, or drill up data grouped by city to view it grouped by country.

Before you begin a drill session, you must specify how your Web Intelligence documents must change when you perform a drill operation.

To set the drill options, perform the following steps:

1. Log onto the integration option for Microsoft SharePoint.

2. At the top of the page, click<Your login name>, and select the My SAP BusinessObjects Settings option from the menu that appears.

You are routed to the preference settings' web page.

3. In the "Drill options" area of the Web Intelligence section on the preference settings' web page, select the general options that you want to apply to your drill sessions. You can select any of the following options:

• Prompt when drill requires additional data - Select this option if you want Web Intelligence to prompt you whenever a drill action requires a new query to fetch more data from the data source.

For example, when you drill the results that are displayed in a Web Intelligence document, you may want to drill to a higher level or a lower level of information that is not included in the scope of analysis. In such a scenario, Web Intelligence needs to run a new query to retrieve additional data from the data source. You can set the drill option in such a way that you are prompted with an alert whenever a new query is required.

The application prompts you to specify whether you want to run the additional query. The prompt may also allow you to apply filters on the extra dimensions that you want to include in the new query. You can use these filters to restrict the scope of the query to fetch the data that is necessary for your analysis.

Note:

You need the administrative privileges to apply filters during a drill session.

• Synchronize drill on report blocks - Select this option if you want Web Intelligence to synchronize drilling on all report blocks.

When you enable this preference setting for Web Intelligence, then if you drill a given block in the report, all blocks in the reports will be drilled simultaneously to the same level.

For example, you want that a drill from California to Los Angeles carried out on a block of Sales.webI report, brings all blocks in the report to the same level. For this, you just need to enable drill synchronization through this preference setting.

Note:

Each table, chart, or free-standing cell in a report represents a specific block of data.

• Hide Report Filter toolbar on start - Select this option if you want Web Intelligence to hide the report filter toolbar when you switch to the drill mode.

When you start the drill mode, by default, the report filter toolbar automatically appears at the top of the drilled report. The toolbar displays the values on which the report is drilled. These values filter the results that are displayed in the drilled report.

For example, if you drill on the report for the year 2001, the results are displayed for Q1, Q2, Q3, and Q4 of the year 2001. This means that the quarterly values that you drilled to are filtered by

the value 2001. The Report Filter displays “2001” which is the value that was used to drill the report.

The Report Filter toolbar also enables you to select other values to filter the results differently.

For example, if you use the Report Filter toolbar to select “2002”, the results are displayed for Q1, Q2, Q3, and Q4 of for the year 2002.

If the drilled report includes dimensions from multiple queries, then a tooltip appears when you rest your cursor on the value that is displayed on the filter. The tooltip displays the name of the query and the dimension for the value.

You can choose to hide the Report Filter toolbar when you start drill mode. This is useful if you do not want to select filters during the drill operation.

Note:

For more business examples of drill options and detailed understanding of drill on Web Intelligence reports, refer to theSAP BusinessObjects Web Intelligence User Guide.

4. In the "Start drill session" area of the Web Intelligence section, select the option that you want to apply to the drill sessions. You can select any of the following options:

• On duplicate report - Select this option to retain a copy of the original document. This enables you to compare the drilled results with the data in the original document.

Web Intelligence creates a duplicate of the original report. When you end the drill mode, both the original report and the drilled report are available for you to view.

• On existing report - Select this option to view the results of the drill operation on the original report.

After the drill operation is complete, the report displays the drilled values.

Note:

If no settings are explicitly done, then by default the drill happens on current or original report.

5. Click OK.

9.3.3 Selecting a Formatting Locale for Web Intelligence Documents

To select a formatting locale for Web Intelligence documents, perform the following steps:

1. Log onto the integration option for Microsoft SharePoint through the "Log on" page of your SAP BusinessObjects site.

2. At the top of the page, click<Your login name>, and select the My SAP BusinessObjects Settings option from the menu that appears.

You are routed to the preference settings' web page.

3. In the "When viewing a document" area of the Web Intelligence section, select the locale you want to use. The locale that you select determines the format in which the date, time, and numbers are displayed in the Web Intelligence documents. You can select any of the following options:

• Use the document locale to format the data - Select this option to retain the locale that you used to format the data while creating the document.

• Use my Preferred Viewing Locale to format the data - Select this option to format the data with the locale that you selected in the "General Preferences" section of the "Preferences" page.

4. Click OK.

9.3.4 Selecting an MS Excel Format for the Document

When you schedule or export documents to MS Excel format, you can specify how the data must appear in the instances of the Web Intelligence documents.

To select an MS Excel format, perform the following steps:

1. Log onto the integration option for Microsoft SharePoint through the "Log on" page of your SAP BusinessObjects site.

2. At the top of the page, click<Your login name>, and select the My SAP BusinessObjects Settings option from the menu that appears.

You are routed to the preference settings' web page.