Griffin Training Manual Grif-WebI Intermediate Class

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1 Griffin Training Manual Grif-WebI Intermediate Class

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3 Alumni Relations and Development The University of Chicago Table of Contents Chapter 1: Setting Up My Computer for Successful Use of the Grif-WebI Tool... 1 Trusted Sites...1 What is a Trusted Site?... 1 How do I add this site to my list of Trusted Sites?... 1 Chapter 2: Accessing Grif-WebI... 4 How do I access Grif-WebI?... 4 Chapter 3: Understanding Queries and Universes... 7 What is a Query?...7 What is a Universe?...7 What Does a Universe Contain?...8 Ad Hoc Universe Reporting Data Model... 9 Inner Join Outer Join What are Different Types of Objects That Might Be Used in a Query?...12 What Are Classes and Subclasses?...12 Create and Process a Query...14 Why build a query? How is the universe used to build a query? What happens when a query is processed? Returned Data is Stored for Analysis...14 Chapter 4: Building Simple Queries Build the Query...15 Use the Query Manager How Do I Open and Close a Class Folder? How Do I Add an Object to a Query? How Do I Add All Objects in a Class to a Query? How Do I Remove an Object from a Query? Define Query Filters...20 How query filters work The difference between query filters and report filters What objects could be filtered on the query? Grif-WebI Intermediate i

4 The University of Chicago Alumni Relations and Development Which operator should be used? How are the value(s) specified? How many filters may be applied to a query? Different types of query filters Different types of query filters Use predefined filters How Do I Include a Predefined Filter in My Query? Customize filters Use the Quick Filter How Do I Create a Report Filter Using the Quick Filter Option? Use the Query Editor How Do I Create a Custom Query Filter Using the Filter Editor? Use Wildcard Characters with List of Values How Do I Use Wildcard Characters to Search for Values? Combine Multiple Filters How are query filters combined? How Do I Combine Various Types of Query Filters in the Query? Combine Filters How Do I Combine Simple Filters with Combined Filters? Edit and Remove query filters How Do I Edit a Query Filter? How Do I Remove a Filter from a Query? How Do I Build and Run a Simple Query? Define Query Properties...45 Query Properties How Do I Set Query Properties? Chapter 5: Using Aggregates What standard functions are available?...47 Aggregate Amounts (predefined measures)...48 Calculate with Donor Totals...48 Chapter 6: Organizing Reports Apply Sections to Group Data...51 How Do I Create a Section by Moving a Cell from a Table? ii Grif-WebI Intermediate

5 Alumni Relations and Development The University of Chicago How Do I Create a Section Using the Data Tab? How Do I Change the Order of My Report Sections? How Do I Remove My Report Sections? Apply Report Breaks...58 Understand the Sort Order in Report Breaks How Do I Insert a Break in My Report? How Do I Apply Additional Properties to Report Breaks? Chapter 7: Formatting Reports Format Text...62 Text in Table Cells How Do I Format the Text in Table Cells? Apply Alerters How Do I Create an Alerter? How Do I Edit an Alerter? How Do I Delete an Alerter? How Do I Apply an Existing Alerter Format to Another Field? How Do I Remove the Alerter Format from the Table? Format the Table...72 How Do I Change the Background Color of the Data Table in My Report? Row and Column Colors How Do I Define Alternating Row and Column Colors in My Report? Row and Column Modifications How Do I Insert a Data Object Using the Drag and Drop Method? How Do I Insert a Blank Row/Column Using the Shortcut Menu? How Do I Insert a Blank Row/Column Using the Toolbar Menu? How Do I Remove a Row/Column? How Do I Replace an Existing Row/Column? Table or Cell Borders How Do I Format Borders in My Table or Cells? Cell Size How Do I Change the Height and Width of My Cell? Autofit and Wrap Text Input Controls Grif-WebI Intermediate iii

6 The University of Chicago Alumni Relations and Development How Do I Apply a Different Input Control to My Field? Format the Report Background...89 Background Image for a Report How Do I Apply a Background Image to My Report? Chapter 8: Performing Routine Actions Access Grif-WebI Query in Edit Mode...92 Save Documents...95 Saving new documents to Favorites How Do I Save a New Document to the Favorites Folder? How Do I Save Changes to an Existing Document? Save to My Personal Computer in MS Excel, CSV or PDF Format Save WebIntelligence documents as MS Excel Spreadsheets How Do I Save a WebIntelligence Document as an MS Excel spreadsheet? Save WebIntelligence documents as a CSV file How Do I Save a WebIntelligence Document as CSV File? Generate WebIntelligence documents to PDF How Do I Save a WebIntelligence Document in a PDF Format? View Existing Documents How Do I View Documents Saved in the Favorites Folder or the Inbox? Edit Existing Documents How Do I View a Document and Switch to Edit Mode? How Do I Edit a WebIntelligence Document Directly? Delete Grif-WebI Documents How Do I Delete a WebIntelligence document in InfoView? Print Documents Organize page breaks Print reports in WebIntelligence documents How Do I Print a Report? Chapter 9: Sharing Grif-WebI Documents How Do I Send a Grif-WebI Document to Another Grif-WebI User? How Do I Open a Grif-WebI Document Sent by another Grif-WebI User? Chapter 10: Customizing InfoView Create Folders iv Grif-WebI Intermediate

7 Alumni Relations and Development The University of Chicago How Do I Create a Folder in Grif-WebI? How Do I Add a Description to My Grif-WebI Folder? Move a Folder How Do I Move a Folder? Copy a Folder How Do I Copy a Folder? Delete a Folder How Do I Delete a Folder? Move a Document to a Different Folder How Do I Move a Document to a Different Folder? Apply a Sort Order for Documents in Favorites Folder or Inbox How Do I Change the Sort Order of Documents in My Favorites Folder or Inbox? Categories How Do I Create My Own Category within Personal Categories Folder? Move a Category Delete a category How Do I Delete a Category? Appendix A: Glossary Appendix B: Grif-WebI Statistics Grif-WebI Intermediate v

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9 Alumni Relations and Development The University of Chicago Chapter 1: Setting Up My Computer for Successful Use of the Grif-WebI Tool Grif-WebI operates using the internet which requires a web browser. Since Grif-WebI is a Web-based tool, there are no specific settings to be made on your computer. However, several links need to be identified as trusted sites. Trusted Sites What is a Trusted Site? Some websites are not trustworthy. They contain viruses, spyware or other intrusive applications that may remain on your computer. A trusted site is a website where the content is trustworthy under all circumstances. When a website has been added in your internet settings as a Trusted Site, then all content is approved by the University, may be downloaded, and may receive pop-up windows at the specified website. This process only needs to be completed once for each website. How do I add this site to my list of Trusted Sites? 1. Launch the desired browser e.g. Internet Explorer. 2. Select Tools. Then choose Internet Options. 3. Select Security tab. Grif-WebI Intermediate 1

10 The University of Chicago Alumni Relations and Development 4. Select Trusted sites icon. 5. Select the Sites button. 2 Grif-WebI Intermediate

11 Alumni Relations and Development The University of Chicago 6. Type in the text box below Add this Web site to the zone and select Add. Then type in the text box under Add this Web site to the zone and select Add. 7. Select OK. 8. Select OK. 9. Close the browser to apply changes. Note: The next time the browser is launched, the site will be accessed without error messages. Grif-WebI Intermediate 3

12 The University of Chicago Alumni Relations and Development Chapter 2: Accessing Grif-WebI Grif-WebI is accessed through the application InfoView, a web based report viewing application. Login to InfoView to access Grif-WebI. How do I access Grif-WebI? 1. Launch the desired browser e.g. Internet Explorer. Note: If this site has not been added to your Trusted Sites please complete the steps at How do I add this site to my Trusted Sites? before continuing. 2. Type in the Address bar and press the Enter key on your keyboard. 3. If the Security Alert window appears select OK. 4. Select the link for Grif-WebI. 4 Grif-WebI Intermediate

13 Alumni Relations and Development The University of Chicago 5. Type grifrep in the System text box. Provide your CNetID and password in the corresponding textboxes. Select the drop-down list for Authentication and select Windows AD. Select Log On. 6. If prompted with the following Security Warning, select Yes. Grif-WebI Intermediate 5

14 The University of Chicago Alumni Relations and Development The InfoView Home page view will appear. 6 Grif-WebI Intermediate

15 Alumni Relations and Development The University of Chicago Chapter 3: Understanding Queries and Universes What is a Query? A query is a request for data from a database. Queries are sent to the databases in a language called SQL (Structured Query Language). If data is available, then data is returned as a table with rows and columns. The WebIntelligence report panel represents database information. Each WebIntelligence object is named with meaningful business terms and further, represents a field within a database table located at the back-end. Queries are created using a combination of objects. What is a Universe? When data is requested of the database, retrieved data is displayed according to the way data tables are related to one another. A data model represents these table relationships. The reporting data model resides in a universe, the middle layer between the database and your retrieved report data. Grif-WebI Intermediate 7

16 The University of Chicago Alumni Relations and Development Query Manager Result Object Pane Query Filter Pane What Does a Universe Contain? Universes are made up of objects and classes. These are described below: Universe Component Object Description Named component that maps to data or a derivation of data in the database. Objects in a query are used to retrieve data for reports. For example, some of the objects in a sales universe would be Products, Region, and Sales Revenue. Class Logical grouping of objects. Each class has a meaningful name, for example; the class Store contains the objects State, City, and Store name. 8 Grif-WebI Intermediate

17 Alumni Relations and Development The University of Chicago Ad Hoc Universe Reporting Data Model Each of the classes and objects represented in the tree structure of Grif-WebI correspond to tables within an underlying reporting data model. The way tables relate to one another determines how data is extracted. Address Degrees PROSPECT [Prospect Mgmt] ENTITY [Entity (Active/Inactive)] Bio Detail Events GIFT Allocation (Giving Information) Grif-WebI Intermediate 9

18 The University of Chicago Alumni Relations and Development The tables in the data model are related by a common field and are joined with specific properties indicating how the data will be retrieved. Inner Join An inner join is a property that may be set between tables, retrieving only entities who have given. This join will retrieve Ann- ID #123 and Bob-ID # Grif-WebI Intermediate

19 Alumni Relations and Development The University of Chicago Outer Join The outer join is another property that may be set between tables and is commonly used as the University s primary join property set to retrieve all entities regardless of whether or not an entity has given. This join will retrieve Ann- ID #123, Bob-ID #456, and Cindy-ID #789. Grif-WebI Intermediate 11

20 The University of Chicago Alumni Relations and Development What are Different Types of Objects That Might Be Used in a Query? Grif-WebI objects represent different types of information: Object Examples Description Dimension Retrieves the data that will provide the basis for analysis in a report. Dimension objects typically retrieve charactertype data. For example; Entity ID, Entity Rpt Name, Entity Full Name. Measure Condition Retrieves numeric data that is the result of calculations on data in the database. For example; Giving Totals are the calculation of multiple gifts. Measure objects are often located in a Measures class. Prompts for information when the report is run. The query results are filtered based on prompt selections. For Example: Report will prompt for Degree Year. Results of query will only display information for the selected Degree Years. What Are Classes and Subclasses? Objects are grouped into folders called classes. Classes organize objects into logical groups facilitating easier access to objects. Each class may contain one or more subclasses with objects such as dimensions, measures, or conditions. Classes and objects are presented in a tree structure as follows: 12 Grif-WebI Intermediate

21 Alumni Relations and Development The University of Chicago Each folder represents a class Each icon within a folder represents an object Entity Addresses is a subclass of Entity Grif-WebI Intermediate 13

22 The University of Chicago Alumni Relations and Development Create and Process a Query A universe is needed to construct a Grif-WebI query in much the same way that nouns and verbs are needed to construct a sentence. The dimension objects form the subject matter for the query. A measure gives the query its required action, indicating what to do with the information represented by the dimensions. Why build a query? Queries are built in order to address specific business questions. To access the database and obtain necessary information for these business questions, they must be translated into a technical language request whereby the database would understand, process, and retrieve the desired information. How is the universe used to build a query? The Query Manager indicates the universe being accessed. From the Query Manager, dimension, measure, or condition objects representing the desired information are added to the work space, Results Objects pane. Criteria are set at the Query Filter pane, and the query is then run against the database. What happens when a query is processed? When a query is run, the request for information is processed in the database and the results are displayed as a table in your report document. Returned Data is Stored for Analysis Data returned from the query request is stored in the document and is organized within a cube. Each column in a returned document represents an axis in the cube. When data within a column is changed, data within an axis of a cube is also changed. The new result is reflected as a flat, two-dimensional view of the data cube. 14 Grif-WebI Intermediate

23 Alumni Relations and Development The University of Chicago Chapter 4: Building Simple Queries Before creating a query, begin at the WebIntelligence panel and select a universe. Refer to the chapter Creating and Editing WebIntelligence Documents for more information on connecting to a universe. Build the Query Once a universe has been accessed, the universe objects will appear in the Query Manager. To begin building a query, objects within the Query Manager Data page must be selected, and added to the Result Objects pane. Various criteria may be set for the query before the query is run and data is retrieved for each object. Use the Query Manager Objects used in a query represent fields from tables located in a universe. Within a universe, objects are organized in folders called classes which are arranged in a tree view in the Query Manager. Grif-WebI Intermediate 15

24 The University of Chicago Alumni Relations and Development How Do I Open and Close a Class Folder? Each class is attached to the tree by a node which may be selected alternatively to open (expand) the class folder with its objects or close (collapse) the class folder to hide its objects. To open (expand) a class folder: Select the + sign next to the class that contains the object that you want to use in a query. Or Double-click a class folder. Note: The class expands. The objects contained in the class appear in the tree view. To close (collapse) a class folder: Or Select the - sign next to the class that you want to close. Double-click an open class folder. Note: The class closes. The objects contained in the class are no longer displayed. 16 Grif-WebI Intermediate

25 Alumni Relations and Development The University of Chicago The following is an overview of steps to build a query. Each stage is described in more detail in its corresponding section. An overview of the query building process appears below: What you do to build a query Navigate the Query Manager to find the objects that you want to use in the query Select and add objects to a query Set the properties for the queries Run the query See the section Using the Query Manager Building the Query Defining Query Properties Running a Simple Query Grif-WebI Intermediate 17

26 The University of Chicago Alumni Relations and Development How Do I Add an Object to a Query? 1. Access the Query View. Note: The Edit Query button is pressed in when working in Query View mode. 2. In the Data tab, open a class folder. Note: The class folder expands to show objects belonging to the class. 3. Select an object and drag it over to the Result Objects pane. 18 Grif-WebI Intermediate

27 Alumni Relations and Development The University of Chicago How Do I Add All Objects in a Class to a Query? 1. Access the Query View. Note: The Edit Query button is pressed in when working in Query View mode. 2. Select a class and drag it over to the Results Objects pane. Note: All of the objects in the class appear in the Result Objects pane. Or How Do I Remove an Object from a Query? Access the Query View. Note: The Edit Query button is pressed in when working in Query View mode. Select an object in the Result Objects pane. Drag the object over to the Data tab. Select Delete. Note: The object is removed from the Result Objects pane. The next time the query is run the object will not be included in the query definition. Grif-WebI Intermediate 19

28 The University of Chicago Alumni Relations and Development To create a query, connection to a universe must occur from the InfoView portal. For more information, see the How Do I Access Grif-WebI? and the How Do I Start a New Document in Grif-WebI? sections. Once the universe is available in the Java Report Panel, begin building the query. A query is comprised of the following: Results Objects- fields being displayed in the report Query Filters- criteria limiting the search results Define Query Filters The data returned in a WebIntelligence document is limited by applying filters when defining a query. Using query filters enable secured data by limiting specific user groups from viewing confidential information and by limiting the size of documents stored on the network. Whenever a query s document data is run or refreshed, WebIntelligence returns information according to the query s filter definitions. How query filters work When building a query, a query could be filtered to limit the data returned in a WebIntelligence document. Query filters retrieve a subset of data from the database and return corresponding values to the document. The recordset corresponds to criteria set in the Query Filter which are further defined by specific business questions. For example, filter the [Est. Net Worth (CR)] dimension to view only entities who have a Capacity Research Est. Net Worth = $2M-$9.9M; or filter the [Home Addr State Desc] dimension to view only entities who have an Active Home Address in Arizona. Query filters enable the following: Retrieval of specific data addressing a business question Concealment of confidential data Optimization of technical performance by controlling the quantity of data returned to the document 20 Grif-WebI Intermediate

29 Alumni Relations and Development The University of Chicago Grif-WebI Intermediate 21

30 The University of Chicago Alumni Relations and Development Query filters are defined in the Query View. The difference between query filters and report filters Two levels of filters may be applied within a document: Report filters These filters limit the values displayed on reports, tables, charts, and sections within the document by hiding values at the report level. Report filters do not limit data retrieved from the data source. As a result, the report filter will not be included with the SQL code. 22 Grif-WebI Intermediate

31 Alumni Relations and Development The University of Chicago Report Quick Filter Query filters These filters are defined on the query. This filter limits the data retrieved from the data source and on the returned WebIntelligence document. To create a Query filter, these elements could be used: A filtered object An operator A value(s) Grif-WebI Intermediate 23

32 The University of Chicago Alumni Relations and Development What objects could be filtered on the query? Custom query filters are defined on any dimension, measure, or detail object listed on the Data tab in Query View. Predefined filters may also be created by your administrator at the universe level. Predefined filters appear with the universe objects and are indicated by the filter icon. Which operator should be used? It is important to understand the effect of available operators when defining a filter. The table below lists the operators available for query filters and provides an example of each operator in the context of a business question: To obtain data For example Select To create filter equal to a value specified, retrieve data for Active Entities only Equal to [Entity Record Status Desc] Equal to Active different from a value specified, retrieve data for all Entities except Orgs, Not Equal to [Entity Person or Org Ind] Not Equal to P (Person) greater than a value specified, retrieve solicitations for actual amt over $1,000, Greater than [Actual Amt] Greater than 1000 greater than or equal to a value specified, retrieve data for First Deg Year starting from 1980 upward, Greater than or equal to [First Deg Year] Greater than or equal to 1980 lower than a value specified, retrieve data for Entity Birth date before 1/1/2007, Less than [Entity Birth Date] Less than 1/1/2007 lower than or equal to a value specified, Entities whose Entity Marriage Dt 2/2/2003 or prior Less than or equal to [Entity Marriage Date] Less than or equal to 2/2/2003 between two specified values, Prospect Actions with an Action Due date between 12/1/2007 and 12/31/2007 (including 12/1/2007 and 12/31/2007) Between [Action Due Date] Between 12/1/2007 and 12/31/ Grif-WebI Intermediate

33 Alumni Relations and Development The University of Chicago outside the range of two specified values, Entity records added to Griffin from all dates except 7/1/2007 through 7/10/2007 (7/1/2007 and 7/10/2007 are excluded from results) Not between [Entity Dt Added] Not Between 7/1/2007 and 7/10/2007 the same as several values specified, retrieve data for Entities with a Capacity Research Est. Net Worth of $100K-$199.9K, $1M-$1.9M, and $50M-$99.9M. In list [Est. Net Worth (CR)] In list $100K- $199.9K, $1M-$1.9M, $50M-$99.9M different from multiple values specified, Exclude data for Entities with a Capacity Research Est. Net Worth of $100K-$199.9K, $1M-$1.9M, and $50M-$99.9M. Not in list [Est. Net Worth (CR)] Not in list $100K- $199.9K, $1M-$1.9M, $50M-$99.9M for which there is no value entered on the database, Entities without Research Reports (The resulting Entities do not have an Research Rpt ID record in the database) Is null [Research Rpt ID] is Null for which a value was entered on the database, Entities with Research Reports (The resulting Entities have an Research Rpt ID record in the database) Is not Null [Research Rpt ID] Is not Null containing a specific string, Entities whose date of birth is 1972, Matches pattern [Entity Birth Dt] Matches pattern, 72 Grif-WebI Intermediate 25

34 The University of Chicago Alumni Relations and Development does not contain a specific string, customers whose date of birth is not 1972, Different from pattern [Entity Birth Dt] Different from pattern, 72 that corresponds to two values specified, Entities who have a Degree from the College and Booth Both [Degree School Desc] Both College and Business, Graduate School of that corresponds to one specified value and does not correspond to another specified value Entities who have a Degree from the College, but not the Booth Except [Degree School Desc] College Except Business, Graduate School of Not Equal to, Not in list, and Except are operators that exclude certain data from query results. For example, this query filter may be used to obtain a list of Entities who do not have a Degree from the College. Use the Not in list operator to exclude multiple degrees. If the Except operator is used, the query would exclude all Entities with a Degree from the College, whether or not a Degree was earned. How are the value(s) specified? When defining query filters, specify the value(s) WebIntelligence should retrieve from the database and ultimately return to the document. For example, to limit the document data to one or more Entity Address Countries, the defined value(s) should indicate the names of specified countries, such as the United States and Japan. Define values for a filter using the Java Report Panel: Type a specified value, known as a constant Ask WebIntelligence to prompt with a list of values from the database to be selected 26 Grif-WebI Intermediate

35 Alumni Relations and Development The University of Chicago The following table gives examples of when it is more efficient to type a constant or select value(s) from list: If For example Then The list of values on the object being filtered is long and the spelling of value(s) being filtered is uncertain; Spelling for the value(s) being filter is uncertain; Entity IDs, Prospect IDs, URM IDs Entity Est. Net Worth, Capacity Rating Desc Type a constant. Select value(s) from the List of Values. How many filters may be applied to a query? One or multiple filters may be applied to a single query. For example, to retrieve data for Active Entities and only for Entities who have Active Home Addresses in specific states, combine a predefined filter with a custom filter: Predefined Query Filter Custom query filter applied to the Home Addres State dimension object Grif-WebI Intermediate 27

36 The University of Chicago Alumni Relations and Development Different types of query filters Four types of filters may be applied to queries when building queries with the Java Report Panel: Predefined filters created by your administrator Custom filters individually defined on the query Prompts individually defined dynamic filters which prompt with a question or a list of values. A different value may be selected at each document refresh (explained in the Grif-WebI Fundamentals II training class manual) Advanced filters individually defined on sub-selections of data on the query (explained in the Grif-WebI Fundamentals II training class manual) If needed, all four types of filters may be combined on a single query. Use predefined filters Predefined filters are a method of permanently limiting and making available most commonly used report data at the WebIntelligence data tab. These filters are created by an administrator and stored within the universe. Predefined filters often contain complex expressions that require a detailed knowledge of the database structure. Including predefined filters within the universe means that each new WebIntelligence document using these custom filters will execute the same custom logic without any need to recreate the logic by each user. Or How Do I Include a Predefined Filter in My Query? 1. Access the Query View. Note: The Edit Query button is pressed in when in Query View mode. 2. Double-click objects for the query results. Drag and drop the objects onto the Result Objects pane. Or 3. Set query filters. Double-click the predefined filter. Drag-and-drop the predefined filter to the Query Filters pane. 28 Grif-WebI Intermediate

37 Alumni Relations and Development The University of Chicago Customize filters Create custom query filters to limit document data with information corresponding to: A specific business question The business information needs of a specific group of users Define custom query filters two ways: Using the Quick Filter option allows for quick selection of one or multiple values from a list of value(s) Using the Filter Editor allows selection from multiple operators or the option to type value(s) Grif-WebI Intermediate 29

38 The University of Chicago Alumni Relations and Development Use the Quick Filter Quick Filter limits records for a specific object without launching the Filter Editor. By default, Quick Filter uses the Equal to operator when selecting a single value or the In list operator for when selecting multiple values. For example: When selecting the [Entity Primary Record Type Desc] dimension and the value Trustee the following filter is created: [Entity Primary Record Type Desc] Equal to Trustee When selecting the [Home Addr Country Desc] dimension and the values United States, Japan, Germany, the following filter is created: [Home Addr Country Desc] In list United States;Japan;Germany 30 Grif-WebI Intermediate

39 Alumni Relations and Development The University of Chicago How Do I Create a Report Filter Using the Quick Filter Option? 1. Access the Report View. Note: The Edit Report button is pressed in when working in Report View mode. 2. Select the field to be filtered. 3. Select the Report Quick Filter icon. Report Quick Filter Note: The List of Values dialog box appears. The values for the selected object are listed. Grif-WebI Intermediate 31

40 The University of Chicago Alumni Relations and Development 4. Select the desired value(s) to be retrieved from the database. For example, for records of entities who live in Iowa, select Iowa from the list of values. 5. Select OK. The new filter appears on the Query Filters pane. When running the query or refreshing the document, WebIntelligence retrieves only the values that correspond to the filter. Multiple filters may be applied to the same query. See the Combining multiple filters on a query section. For information about editing and removing query filters, see the Editing and removing query filters section. 32 Grif-WebI Intermediate

41 Alumni Relations and Development The University of Chicago Use the Query Editor Using the Query Editor allows a range of operators, the selection of values from the List of Values, or a typed constant to define a filter condition. How Do I Create a Custom Query Filter Using the Filter Editor? 1. Access the Query View. Note: The Edit Query button is pressed in when working in Query View mode. 2. On the Query toolbar, access the Query Filters pane. This pane displays all selected filters for the query. 3. Select the object to be filtered and drag it to the Query Filters pane. 4. Select the drop-down arrow to the right of In list and select an operator from the drop down list. Note: For a description and example of each operator, refer to the Which Operator Should Be Used? section of this manual. 5. Type a value in the displayed text box(es) OR select from the list selection. 6. Select Constant, Value(s) from list, or Prompt. Grif-WebI Intermediate 33

42 The University of Chicago Alumni Relations and Development The following table will aid in the selection of the most suitable option: If For example Then the list of values on the dimension or detail being filtered is long and spelling for the filter value is uncertain; Entity IDs, Entity Names type a Constant. Spelling for the filter value(s) is uncertain; Entity Home Address Country Desc, Entity Interest Desc select Value(s) from list. the same query must be run multiple times using different filter values; Any criteria select Prompt. Set additional properties by selecting the adjacent icon. In XIR3, selecting the Optional Prompt property will not require a value to be entered when prompted. 34 Grif-WebI Intermediate

43 Alumni Relations and Development The University of Chicago 7. Select OK. Grif-WebI Intermediate 35

44 The University of Chicago Alumni Relations and Development Use Wildcard Characters with List of Values When defining filters on a large database, the list of values may contain thousands of values. To bypass the review of every value in the list, use wildcards to isolate the desired information. Then select the Search button to find the value(s) quickly. For example, to define a filter on Entity Last Name by retrieving data for Entities whose last name begins with Mac, combine the characters Mac with wildcard characters. Last names such as MacDermott, MacPherson, or MacMillan would match the criteria. These names may be further selected and added to the filter. How Do I Use Wildcard Characters to Search for Values? 1. Access the Query View. Note: The Edit Query button is pressed in when working in Query View mode. 2. On the Query toolbar, select the Show/Hide Filter Pane button to display the Query Filters pane. 3. Double-click a filter. Or Create a new filter by selecting, dragging, and dropping the desired object from the Data tab onto the Query Filters pane. 4. In the Filter Editor, verify that an operator is selected for the filter OR change the operator if necessary. 5. For the operand type, select Constant. 6. Type the series of characters that occur in the desired value(s) to be retrieved. For example, to find all Entities whose Entity Last Name begins with Mac, type: Mac 7. Type the appropriate wildcard. In this example, all records with a state name beginning with In will be retrieved. 36 Grif-WebI Intermediate

45 Alumni Relations and Development The University of Chicago This wildcard Does this % Replaces one or several characters. For example: C% typed as the value to filter the Home Addr State Desc dimension will return all states that start with the letter C; such as California, Colorado. 8. Select OK. Combine Multiple Filters Typical business questions require the retrieval of information that matches more than one criterion. For example, when analyzing Entity data, focus on Entities with a specific Capacity Research Est. Net Worth and with a Degree from a specific School and likely from a specific Degree Year. With WebIntelligence several business requests may be answered. In technical terms, records with several criteria may be retrieved by combining filters in a single query. Grif-WebI Intermediate 37

46 The University of Chicago Alumni Relations and Development How are query filters combined? Filters are combined to retrieve data corresponding to multiple business criteria. For example, to retrieve data for Entities who have a Degree from the Booth and who have a Capacity Research Est. Net Worth of $1M-$1.9M, combine the following two filters: Filter 1: [Degree School Desc] Equal to Business, Graduate School of And Filter 2: [Est. Net Worth (CR)] Equal to $1M-$1.9M How Do I Combine Various Types of Query Filters in the Query? 1. Create each filter. Note: For step-by-step information on how to create query filters, see the Creating custom query filters section. 2. Confirm the Query Filter pane is accessible. Note: When the Show/Hide Filters pane button is pressed in on the Query toolbar, the Query Filter pane is accessible. Note: Query filters may be viewed at the Query Filters pane. Note: By default WebIntelligence combines filters with the And operator: 3. The And operator may be retained or toggled to Or. This table explains the difference between the And and Or operators: You want to retrieve For example Select data is true for both filters, Entities that have a Degree from the Booth And and a Capacity Research Est. Net Worth of $1M-$1.9M. data is true for any one of the filters, Entities that have a Degree from the Booth or a Capacity Research Est. Net Worth of $1M- $1.9M. Or 38 Grif-WebI Intermediate

47 Alumni Relations and Development The University of Chicago 4. If necessary, change the operator by double-clicking the operator along the left side of the objects. Combine Filters Sometimes complex business questions require complex combinations of criteria to answer them. Multiple filters may be grouped with the And or Or operator. The following example explains how the And and Or operators affect returned WebIntelligence data. For example, this query lists all Entities who either graduated from Booth in 2007 or have a Capacity Research Est. Net Worth less than $1M=$1.9M. Grif-WebI Intermediate 39

48 The University of Chicago Alumni Relations and Development How Do I Combine Simple Filters with Combined Filters? 1. Create each query filter. Note: For step-by-step information on how to create a query filter, see the Creating custom query filters section. 2. Access the Query Filter pane. The Query Filter pane is accessible if the Show/Hide Filters pane button on the Query toolbar is pressed in. Filters and prompts on the query are listed. Note: By default WebIntelligence combines the filters and prompts with the And operator. 3. Retain the And operator or double-select the operator to change its value to Or: 4. To nest filters, select the desired object and drag to the desired location: WebIntelligence groups the two filters and nests the grouped filters beneath the other filter(s). 40 Grif-WebI Intermediate

49 Alumni Relations and Development The University of Chicago 5. If necessary, double-click the And or Or operator to change the operator. When processing the query or refreshing the document data, WebIntelligence filters the data according to the defined query filters. Grif-WebI Intermediate 41

50 The University of Chicago Alumni Relations and Development Edit and Remove query filters Any filter defined on a query may be easily edited or removed. How Do I Edit a Query Filter? 1. Access the Query View. Note: The Edit Query button is pressed in when working in Query View mode. 2. Access the Query Filters pane. Note: If the Query Filters pane is not displayed, select the Show/Hide Query Filters Pane button. 3. Select the drop-down arrow next to the current operator and select a different operator if desired. 4. Select the list selection icon to change the manner in which the values are selected. 5. Select OK. Note: The modified query appears in the Query Filters pane. When selecting Run Query to regenerate the document, the displayed results correspond to the new filter definition. 42 Grif-WebI Intermediate

51 Alumni Relations and Development The University of Chicago Or How Do I Remove a Filter from a Query? 1. Access the Query View. Note: Query View is accessed when the Edit Query button is pressed in. 2. Access the Query Filters panel. Note: If the Query Filters pane is not displayed, select the Show/Hide Query Filters Pane button. Note: The query filters and prompts are listed in the Query Filters pane. 3. Drag and drop the desired filter onto the Data tab. Select the filter and then press the Delete key. Note: If the Data tab is not visible, select the Show/Hide Manager button to display the Report Manager with the Data and Query Properties tabs. The filter is removed from the query definition and no longer appears on the Query Filters pane. When selecting Run Query to regenerate the document, the displayed results are no longer filtered. How Do I Build and Run a Simple Query? 1. Access the Query View. Note: Query View is accessed when the Edit Query button is pressed in. 2. Select the + sign next to the class folder containing the desired object. The class expands to show objects. 3. Select an object and drag it into the Result Objects pane. Or Double-click an object to move it to the Result Objects pane. Note: The object appears in the Result Objects pane. 4. Repeat steps 2 and 3 for each object as needed. 5. Select a filter object and drag it into the Query Filters pane. Note: The object appears in the Query Filters pane. 6. Repeat step 5 for each object that you want to filter by in the query. 7. Choose filter criteria by selecting the Constant or Filter by List value. 8. Select the Run Query button. Grif-WebI Intermediate 43

52 The University of Chicago Alumni Relations and Development WebIntelligence generates a report that contains a table displaying query results. Each table column corresponds to an object added in the Result Objects pane. Data for each of these objects appears in the table rows (records). The report and table use the WebIntelligence default layout and formatting. The data contents and formatting of the report may be further customized. 44 Grif-WebI Intermediate

53 Alumni Relations and Development The University of Chicago Define Query Properties Setting properties for queries may optimize run-time or the amount of data returned. Set security options, specify the order of prompts in the report and control potential ambiguous query results. The Query Properties options are located on the Properties tab of Query View. Query Properties The following query properties are available: Query Property Available Options and Description Name The specified query name is displayed on the corresponding query tab. Universe Indicates the universe that is being accessed for the query. Limits Max rows retrieved This is the maximum number of rows of data allowed to be returned when a query is run. The number of rows may be limited on a document, improving retrieval time. Note: The Max rows retrieved setting can be overridden by the limits set by your administrator in your security profile. For example, if the Max rows retrieved is set in the HTML report panel to 400 rows and your security profile limits a display of 200 rows, then 200 rows of data will be retrieved when running your queries. For the Griffin Adhoc Universe, 100,000 is the maximum number of rows that are allowed for retrieval. For larger reports, please contact User Relations. Max retrieval time This property indicates the maximum time a query may run before it is stopped. Setting a limit is useful especially when queries run for a long period of time due to excess of data or network problems. Sample Result set could be limited to a specified or default fixed amount. Data Retrieve duplicate rows In a database, the same data may be repeated over many rows. Repeated or unique rows may be returned in a query, Security Allow other users to edit all queries When selected, other users with editing rights may access Query View and modify the queries in the document. When cleared, Grif-WebI Intermediate 45

54 The University of Chicago Alumni Relations and Development only the report creator may modify the queries. This option is selected by default and applies to all queries in a document. Prompt Order Available prompts are displayed in a list. Order the prompts using the arrows provided. Contexts Contexts are not used with Grif-WebI data. How Do I Set Query Properties? 1. Access the Query View. 1. The Edit Query button is pressed in when you are working in Query View. 2. Select the Properties tab. 3. The Query Properties options appear. 4. Select the Fold/Unfold arrows at the top right of each section of the options to expand or close the property groups. 5. Select or type query property options. 6. The modifications made to the query properties are applied immediately. 46 Grif-WebI Intermediate

55 Alumni Relations and Development The University of Chicago Chapter 5: Using Aggregates Aggregated records are a list of records that are grouped together by a common value e.g. the same state or the same transaction type, and a function has been executed e.g. sum, count, average. Aggregate amounts provide useful summaries. In Grif-WebI, aggregated records may be achieved by using standard functions, measured objects, or variables at the report level. Note: Variables will be covered in more depth at the next Grif-WebI course. What standard functions are available? With business queries, standard functions are often needed. Within WebIntelligence functions are available to provide standard functions to common business requests. This section describes the various types of standard functions that may be applied to tables and crosstabs. The following are available in WebIntelligence reports at the Report toolbar: Calculation type Icon Sum Count Average Minimum Maximum Percentage Use to Calculate the sum of the selected data. Count all rows for a measure object or count distinct rows for a dimension or detail object. Calculate the average of the selected data. Display the minimum value of the selected data. Display the maximum value of the selected data. Display the selected data as a percentage of the total. The results of the percentage are displayed in an additional column or row of the table. Grif-WebI Intermediate 47

56 The University of Chicago Alumni Relations and Development Aggregate Amounts (predefined measures) Aggregate amounts are measure objects which provide giving transaction totals. When using aggregate amounts avoid using credit amount totals as duplicate values may occur. Using aggregate legal amounts is recommended instead of aggregate credit amounts. Calculate with Donor Totals Another set of pre-calculated aggregates may occur at the underlying table, before being retrieved and displayed in the report. Most objects in the donor totals folder are generated in this manner. Alternatively, calculations using standard functions and predefined measures occur at the report level. 48 Grif-WebI Intermediate

57 Alumni Relations and Development The University of Chicago In the Griffin database, donor totals may be viewed at the Giving -> Donor Totals link in the navigation panel located to the left of the screen. Grif-WebI Intermediate 49

58 The University of Chicago Alumni Relations and Development The corresponding donor totals values are available in Grif-WebI at the Giving Information -> Donor Totals subclass folder. 50 Grif-WebI Intermediate

59 Alumni Relations and Development The University of Chicago Chapter 6: Organizing Reports Breaks or sections may be needed to organize your report. A report break divides data within one block. One column contains the values for a dimension, detail, or measure; this object value is repeated for each other row of values in the block. Applying a section groups the data into multiple free-standing cells called section headers. Each section header contains a unique value within the dimension. The block of data corresponds to the dimension value. Apply Sections to Group Data Report sections split report information into smaller, more comprehensible parts. For example, the section feature may be useful when filtering for entities with a College affiliation but whose display includes their record types and degree information. Grif-WebI Intermediate 51

60 The University of Chicago Alumni Relations and Development To display as follows, section by each record type: A single or multiple sections could be applied in a report. These may also be removed and repositioned within a report. A section is created from one of two sources: on a dimension already displayed on a table or chart on a dimension included in the document but not displayed on a table or chart Sections cannot be created from a measure object. How Do I Create a Section by Moving a Cell from a Table? 1. Access the Report View. 2. Select the header or body cell of the field for which a section will be created. For example, to section by record type, select the header or body cell labeled Record Type. 3. Drag the selected cell above the table and drop it onto the report background. Note: A section is created for each value of the selected dimension. 52 Grif-WebI Intermediate

61 Alumni Relations and Development The University of Chicago Grif-WebI Intermediate 53

62 The University of Chicago Alumni Relations and Development How Do I Create a Section Using the Data Tab? 1. Select a dimension object. 2. Drag the dimension over an empty area above the data table and drop the dimension in the area. If a report contains tables or charts, these may also be included in sections. In Results View, unique values for section headers appear above the table. The data in the table is automatically sorted according to the section name value. Note: A section is created for each unique value in the selected dimension. Reports could be created with sub-sections by using the same method for creating/adding a single section: Access another field form the existing table. Select a dimension object form the Data tab (in the Java Report Panel). 54 Grif-WebI Intermediate

63 Alumni Relations and Development The University of Chicago How Do I Change the Order of My Report Sections? 1. Access the Report View. 2. Select the section header being moved. 3. Drag and drop the object to the desired location. A help tip will appear, Drop here to swap columns rows. Grif-WebI Intermediate 55

64 The University of Chicago Alumni Relations and Development 4. Section headers and data table will change accordingly. 56 Grif-WebI Intermediate

65 Alumni Relations and Development The University of Chicago How Do I Remove My Report Sections? 1. To delete a section, select the beginning or end divider of the section, then press the Delete key. 2. Select Yes. Or 1. To delete a section cell, right-click the cell, then select Remove from the menu. 2. Select Yes. Grif-WebI Intermediate 57

66 The University of Chicago Alumni Relations and Development Apply Report Breaks A break is a division within a block in which data is grouped according to a selected dimension, detail, or measure. These sections are self- contained sections and are represented as smaller tables within the same block of data. Using breaks has two main advantages: Organizes how data is represented Allows the display of subtotals 58 Grif-WebI Intermediate

67 Alumni Relations and Development The University of Chicago Understand the Sort Order in Report Breaks When applying a break on an object, values are automatically sorted in ascending order as follows: If the values are numeric, the lowest value appears in the first row of the table, the highest in the last row. If the values are alphabetical characters, then the values are sorted in alphabetical order from top to bottom. Grif-WebI Intermediate 59

68 The University of Chicago Alumni Relations and Development How Do I Insert a Break in My Report? 1. Select a table cell in the column or row where the break is needed. 2. Select Insert/Remove Break on the Reporting toolbar. Web Intelligence segments the table according to the number of unique values associated with the object receiving the break. Web Intelligence inserts a footer at the end of each break. 60 Grif-WebI Intermediate

69 Alumni Relations and Development The University of Chicago How Do I Apply Additional Properties to Report Breaks? A table may need additional customizations. At the properties tab the sort order, removal of duplicate values, and avoiding page breaks in the table could be set 1. Right-click on the table which contains multiple breaks. 2. At the Properties tab, expand the desired category. 3. Update the desired property as needed. Grif-WebI Intermediate 61

70 The University of Chicago Alumni Relations and Development Chapter 7: Formatting Reports Applying formats to a report allows information to be displayed more clearly, highlights important data, and groups similar data together. Format Text Text in Table Cells How Do I Format the Text in Table Cells? 1. Select the desired cell for formatting. 2. Right-click the table, then select Format Text from the shortcut menu. 3. Format the text in the Format Text dialog box and then select OK. 62 Grif-WebI Intermediate

71 Alumni Relations and Development The University of Chicago Apply Alerters Alerters accent specific records when report data meet specific conditions. If these conditions are met, the format of displayed report values will change. For efficiency, an existing alerter may be easily duplicated, renamed, and edited as needed. Alerters may be created for and removed from tables, cells, or reports. For example, to highlight all cells with the record type of Trustee, an alerter may be applied to bold and italicize trustee records. How Do I Create an Alerter? 1. Select the column to which the alerter will be applied. 2. Select the Alerters button on the reporting toolbar. 3. Select New. Grif-WebI Intermediate 63

72 The University of Chicago Alumni Relations and Development 4. Type a name for the alerter in the Alerter name text box. 5. Type a description for the alerter in the Description text box. 6. Select the condition objects (cell, operator, and operands) in the Sub-Alerter group. a. Cell This should not need to be changed unless the desired cell was not selected. If the cell reference must be changed, select the elliptical button, select the desired object, and select OK. b. Operator Select the Operator drop-down arrow and choose the appropriate operand for the condition. c. Operands Type the appropriate value in the text box next to Operands. 64 Grif-WebI Intermediate

73 Alumni Relations and Development The University of Chicago 7. Select Format. 8. Specify the format to apply when the conditions are met. Tip: To change the text display, type the text in the formula bar at the top of the window. Grif-WebI Intermediate 65

74 The University of Chicago Alumni Relations and Development 9. Select OK. 10. To add more conditions, select the + next to Operands and repeat steps To add additional sub-alerters, select Add Sub-Alerter and repeat steps Select OK. 66 Grif-WebI Intermediate

75 Alumni Relations and Development The University of Chicago This alerter will display as follows: Grif-WebI Intermediate 67

76 The University of Chicago Alumni Relations and Development How Do I Edit an Alerter? 1. Select the Alerters button on the reporting toolbar. 2. Select the alerter being modified. 3. Select Edit. 4. Make the desired modifications to the alerter and select OK. 5. Select OK at the Alerters dialog box. 68 Grif-WebI Intermediate

77 Alumni Relations and Development The University of Chicago How Do I Delete an Alerter? 1. Select the Alerters button on the reporting toolbar. 2. Select the alerter being deleted. 3. Select Remove then OK. Grif-WebI Intermediate 69

78 The University of Chicago Alumni Relations and Development How Do I Apply an Existing Alerter Format to Another Field? An alerter must already exist in order to apply its format to another field. For example, the Trustee alerter in the previous section applied a format to a specific column. An entire row could have the same format. This could be done even if the Record Type column is not displayed. 1. Select the field (column) to which the alerter will be applied. 2. Select the Properties tab. 3. Expand the Available alerters section. 4. Expand the Alerters section. 5. Select the Alerter name checkbox for which the format will apply. 70 Grif-WebI Intermediate

79 Alumni Relations and Development The University of Chicago The new field for this alerter will appear as follows: 6. Repeat these steps for each field. How Do I Remove the Alerter Format from the Table? 1. Select the field (column) for which the alerter format will be removed. 2. Select the Properties tab. 3. Expand the Available alerters section. 4. Remove the check for the appropriate alerter. 5. Changes will apply immediately to the data table. Grif-WebI Intermediate 71

80 The University of Chicago Alumni Relations and Development Format the Table How Do I Change the Background Color of the Data Table in My Report? 1. Select the table, column, or cell for which the background will be formatted. Note: When the table is selected, a gray border appears around the table. When a column or cell is selected, the column or cell is highlighted in gray. 2. Right-click the table, then select Edit Format from the shortcut menu. Note: The Properties tab displays formatting options according to the selected element. 3. Select the drop-down arrow next to Text Format > Background color. 72 Grif-WebI Intermediate

81 Alumni Relations and Development The University of Chicago 4. Select the desired color. More Colors will expand the palette and custom color could be created using the Swatches, HSB (Hue, Saturation, Brightness), or RGB (Red, Green, Blue) tab. 5. Select OK. Web Intelligence applies the background color to the selected table or cell. Note: If the RGB hexadecimal color reference is known, type the reference into the combination boxes on the RGB tab. Grif-WebI Intermediate 73

82 The University of Chicago Alumni Relations and Development Row and Column Colors How Do I Define Alternating Row and Column Colors in My Report? 1. Select the table for which alternating row colors will be applied. Note: When the table is selected, a gray border appears around the table. 2. Right-click the table, then select Format > Table from the shortcut menu. 3. The Properties tab displays table formatting options. Locate the Alternate Row/Column colors property. 4. To set the frequency for the alternate row color in the combo box by Frequency. Enter a number or use the up/down arrows to the desired value. 5. Select the drop-down arrow for Color. 74 Grif-WebI Intermediate

83 Alumni Relations and Development The University of Chicago 6. Select a color or Custom. By selecting Custom, the palette is expanded at the Swatches, HSB (Hue, Saturation, Brightness), or RGB (Red, Green, Blue) tab. 7. Select OK. Grif-WebI Intermediate 75

84 The University of Chicago Alumni Relations and Development Row and Column Modifications There are two ways to add a row or column in Grif-WebI. How Do I Insert a Data Object Using the Drag and Drop Method? 1. From the data tab, identify the object to be inserted into the table. 2. To insert the object to the left of an existing column, drag the object onto the left edge of a column header. Or To add the object into a new column to the right of an existing column, drag the object onto the right edge of a column header. Or To add the object into a new row before an existing row, drag the object onto the top edge of a row header. Or 3. To add the object into a new row after an existing row, drag the object onto the bottom edge of a row header. 76 Grif-WebI Intermediate

85 Alumni Relations and Development The University of Chicago 4. The name of the object appears in the new column or row header, and the values appear in the new body cells. Grif-WebI Intermediate 77

86 The University of Chicago Alumni Relations and Development How Do I Insert a Blank Row/Column Using the Shortcut Menu? 1. Select the column or row next to which the new column or row will be inserted. 2. Right-click on the column or row. 3. Select the desired option from the drop-down menu. An additional row/column should appear. 4. Drag an object from the Data tab, and drop the object onto the blank column or row. Note: Web Intelligence allocates the selected object to the new column or row. The name of the object displays in the column or row header, and the values for the object display on the body cells. 78 Grif-WebI Intermediate

87 Alumni Relations and Development The University of Chicago How Do I Insert a Blank Row/Column Using the Toolbar Menu? 1. Select the row or column where the insertion will occur. 2. On the Reporting toolbar, select the drop-down arrow of the Insert button. 3. Select the appropriate option from the drop-down menu. Web Intelligence adds a blank column or row to the table. 4. Drag an object from the Data tab, and drop the object onto the blank column or row. Web Intelligence allocates the selected object to the new column or row. The name of the object displays in the respective header, and the values for the object display on the body cells. Grif-WebI Intermediate 79

88 The University of Chicago Alumni Relations and Development How Do I Remove a Row/Column? Right-click the table column or row being removed. Select Remove Row, Remove Column or Remove from the shortcut menu. How Do I Replace an Existing Row/Column? 1. Select the report tab containing the table to be modified. 2. Select the Data tab, if needed. 3. From the Data tab, drag the desired object. Drop the object onto the row, column, or body being replaced. 80 Grif-WebI Intermediate

89 Alumni Relations and Development The University of Chicago Note: The values for the new object display on the table. Grif-WebI Intermediate 81

90 The University of Chicago Alumni Relations and Development Table or Cell Borders The Properties tab displays the table or cell formatting options according to the selected element. Set the borders of header cells, body cells and footer cells in the table properties. How Do I Format Borders in My Table or Cells? 1. Select the table for which alternating row colors will be applied. Note: When the table is selected, a gray border appears around the table. 2. Right-click the table, then select Format > Table from the shortcut menu. 3. The Properties tab displays table formatting options. Locate the Text Format category, Borders property. 4. Select the ellipsis to the right of the Borders property. 5. Select the desired properties for the border. 6. Select OK. 82 Grif-WebI Intermediate

91 Alumni Relations and Development The University of Chicago Cell Size The height and width of cells may be defined by using drag and drop or specifying its size at the Properties tab. How Do I Change the Height and Width of My Cell? 1. Drag the cell borders to the desired height and width. Or 2. Select the desired table cell to format. 3. Right-click and select Format > All Table Cells. 4. The Properties tab displays cell formatting options. Set the Width and Height properties. Tip: Cell contents could also be hidden by setting the cell width to 0.1 cm. Cell width may be later modified to display the cell contents. Grif-WebI Intermediate 83

92 The University of Chicago Alumni Relations and Development 5. To autofit the cell, select Autofit Width and/or Autofit Height. Autofit and Wrap Text When Autofit and wrap text properties are used separately or in combination with other properties, various results occur: Feature Effect Wrap text Text is wrapped at the end of the cell. Autofit width Autofit height Autofit width + autofit height Wrap text + autofit width Wrap text + autofit height Wrap text + autofit height + autofit width Cell width is adjusted to display all the text. Cell height is adjusted to display all the text. Cell width and height is adjusted to display all the text. Cell width is adjusted to accommodate the longest word. Because the cell height is not adjusted to the number of lines of text, text might be truncated vertically. Cell height is adjusted to accommodate the number of lines of text created by the wrap text. Because the cell width is not adjusted to the longest word, text might be truncated horizontally. Cell height and width is adjusted to the text and there is no horizontal or vertical truncation. 84 Grif-WebI Intermediate

93 Alumni Relations and Development The University of Chicago Tip: To set AutoFit cell width, double-click the right border of the cell To set AutoFit cell height, double-click the bottom border of the cell. AutoFit retains the current cell size as the minimum size and enlarges the cell size if the cell content is larger than the minimum size specified. Some Web Intelligence functions are incompatible with AutoFit cells. If any of these functions are placed in an AutoFit cell, Web Intelligence returns the #RECURSIVE error message as the function output. For document performance, documents with AutoFit properties applied in tables will take longer to display in the Java Report Panel or InfoView. For large documents, it is recommended that a fixed sized cell width and cell height be specified instead. Grif-WebI Intermediate 85

94 The University of Chicago Alumni Relations and Development Input Controls When filtering records, sometimes the physical properties of a field faciliate the ease of use. Input controls are report filtering components that allow various control types to facilitate easier filtering of records. List boxes, radio buttons, and checkboxes are examples of control type properties that may be applied within Business Objects version XIR3. How Do I Apply a Different Input Control to My Field? 1. In Report View, identify the field requiring a list box, radio button, or check box. The field should have more than one unique value. 2. Select the Input Controls tab along the left panel. 3. Select the New button. 86 Grif-WebI Intermediate

95 Alumni Relations and Development The University of Chicago 4. Select the desired field. 5. Select the desired control type and properties. Select Next. 6. The report element could be applied to any area of the report. Select the area in which this report element will be applied. Select Finish. Grif-WebI Intermediate 87

96 The University of Chicago Alumni Relations and Development 7. Return to the Input Controls tab. The field with your selected control type will appear in the left panel. 88 Grif-WebI Intermediate

97 Alumni Relations and Development The University of Chicago 8. Select the desired field value in the left panel. Your selection will be applied to the dataset. Format the Report Background Background Image for a Report Setting the background for a report provides subtle and repetitive communication for important messages e.g. the status of the document or organizational branding. How Do I Apply a Background Image to My Report? 1. Select the table, right-click to Format > Table from the shortcut menu. 2. Select the elliptical button next to Background image in the Appearance property sub-group. The "Background Image" dialog box should display. Grif-WebI Intermediate 89

98 The University of Chicago Alumni Relations and Development 3. To display a background image for the report, select Skin and an option from the list. 4. A background image may not be available. To reference an image using a URL, select Image from URL then type the URL. To access an image file directly, select Image from file, then select Browse to browse to the file. If an image file is referenced, use the Display and Position lists to determine how the image appears. In Business Objects version XIR3, images may now be embedded into Grif-WebI reports from a local computer (and be visible to other users in multiple formats). 90 Grif-WebI Intermediate

99 Alumni Relations and Development The University of Chicago 5. Select OK. Grif-WebI Intermediate 91

100 The University of Chicago Alumni Relations and Development Chapter 8: Performing Routine Actions Access Grif-WebI Query in Edit Mode If Grif-WebI will not allow access to an existing query in edit mode, use the following JAVA Runtime Environment Settings: 1. Open the Java Control Panel by selecting START SETTINGS CONTROL PANEL JAVA. 2. The following Java Control Panel dialog box will display. Note: The dialog box may differ depending on the version of Java being used. 92 Grif-WebI Intermediate

101 Alumni Relations and Development The University of Chicago 3. Select the Java tab and select View to manage Java Runtime Settings Grif-WebI Intermediate 93

102 The University of Chicago Alumni Relations and Development 4. Enter the following information into the Runtime Parameters Note: This information should be entered for all versions of Java. Xmx256m 5. Select OK to apply changes. Confirm changes were successful by re-launching the web browser and re-accessing the query in Edit mode. 94 Grif-WebI Intermediate

103 Alumni Relations and Development The University of Chicago Save Documents To save WebIntelligence documents exclusively for personal reference place these in the Favorites folder. Saving new documents to Favorites The document author has rights to view and modify the documents saved to the InfoView Favorites folder. How Do I Save a New Document to the Favorites Folder? 1. Select the arrow to the right of the Save button on the WebIntelligence toolbar. 2. From the Save menu, select Save as The Save Document dialog box appears. Grif-WebI Intermediate 95

104 The University of Chicago Alumni Relations and Development 4. In the Name text box, type a name for the document. Use the following formats for naming files: The document name must contain less than 100 characters. Spaces, uppercase and lowercase characters are permitted. The following characters are not permitted when naming a document: / \ : * < > The document name will appear in the documents list of the Favorites page. 96 Grif-WebI Intermediate

105 Alumni Relations and Development The University of Chicago 5. When the Advanced button is selected, Document Options will display. 6. Additional information could be noted in the Description text box. 7. In the Keywords box, type common words associated with and/or contained within the document, separating each value with a semi-colon. This information will expedite searches for Grif-WebI documents. 8. Select Refresh on open if you wish to automatically refresh or retain contents when opening the document in the future: If you want WebIntelligence to refresh the document data automatically each time the document is opened To display values at the time the document was last saved and retain these same values whenever the document is accessed Then Select the Refresh on open check box. Do not select Refresh on open check box. (The Refresh button may be selected in the opened document to view the most recent database values.) 9. Select OK. WebIntelligence saves the document to your My Favorites folder in InfoView. Grif-WebI Intermediate 97

106 The University of Chicago Alumni Relations and Development How Do I Save Changes to an Existing Document? 1. In Report View, apply changes to the document as desired. 2. Select the Save button on the WebIntelligence toolbar. If the document was previously saved in the Favorites folder, WebIntelligence saves your modifications and overwrites the previous version. The document name, description, category, and other properties are not modified. Save to My Personal Computer in MS Excel, CSV or PDF Format WebIntelligence documents could be saved as Microsoft Excel spreadsheets and Adobe Acrobat PDF files. The layout and formatting in the original WebIntelligence document is closely retained in the new file format. 98 Grif-WebI Intermediate

107 Alumni Relations and Development The University of Chicago Save WebIntelligence documents as MS Excel Spreadsheets Creating a copy of Grif-WebI documents as a Microsoft Excel file is especially useful when information from WebIntelligence must be combined with other spreadsheet data. Unlike WebIntelligence documents, the MS Excel files are not connected to the database. Once a WebI document has been saved as an MS Excel file, this file cannot be refreshed. To display up-to-date data in MS Excel format, refresh the WebIntelligence document and then save it as a new MS Excel file. In Business Objects version XIR3, over 65,000 records (in separate tabs) are allowed to export at once in a *.csv file. Tip: When naming Grif-WebI reports that will eventually be saved in MS Excel format, the names of reports must not include more than 31 characters or include spaces or the following special characters: * : \ / [ ] Dates prior to 1900 will not display correctly in MS Excel. Grif-WebI Intermediate 99

108 The University of Chicago Alumni Relations and Development How Do I Save a WebIntelligence Document as an MS Excel spreadsheet? 1. Select the arrow to the right of the Save button on the WebIntelligence toolbar. 2. From the Save menu, select Save to My Computer As... Note: The MS Excel and PDF format options appear. 3. Select Microsoft Excel format (.xls). WebIntelligence saves a copy of your document in Microsoft Excel format. Each report tab within the WebIntelligence document converts each separate tab to an MS Excel worksheet within a single file. Some WebIntelligence chart formats do not exist in MS Excel format. These charts are automatically converted to the closest corresponding chart format available in MS Excel. MS Excel has a maximum display limit of 65,000 rows. 100 Grif-WebI Intermediate

109 Alumni Relations and Development The University of Chicago Save WebIntelligence documents as a CSV file Creating a copy of your documents as a CSV file is especially useful if the file will be imported into a Griffin clipboard. Unlike WebIntelligence documents, the CSV files are not connected to the database. Once a WebI document has been saved as a CSV file, this file cannot be refreshed. To display up-to-date data in the CSV format, refresh the WebIntelligence document and then save it as a new CSV file. When naming Grif-WebI reports that will eventually be saved in a CSV file, the reports names must not contain more than 31 characters, spaces, or the following special characters: * : \ / [ ] How Do I Save a WebIntelligence Document as CSV File? 1. Select the arrow to the right of the Save button on the WebIntelligence toolbar. 2. From the Save menu, select Save to My Computer As... Note: The MS Excel, CSV and PDF format options appear. 3. Select CSV file. WebIntelligence saves a copy of your document in CSV Format. Each report within the WebIntelligence document converts to a separate CSV file. Grif-WebI Intermediate 101

110 The University of Chicago Alumni Relations and Development Generate WebIntelligence documents to PDF Creating a copy of your documents as a PDF file is especially useful when providing document information in a printable format. The page layout and formatting of the WebIntelligence document is retained in the PDF file. How Do I Save a WebIntelligence Document in a PDF Format? 1. Select the arrow next to the Save button on the WebIntelligence toolbar. 2. From the Save menu, select Save to Computer As Select PDF format. WebIntelligence saves a copy of your document in Adobe Acrobat PDF format. The document may also be saved using the Acrobat Save menu. The file has the standard Adobe Acrobat file extension: pdf. View Existing Documents After documents have been created and saved, these may need to be re-accessed and viewed in the future. Your personal documents are stored and available in the Favorites folder. Colleagues with access to InfoView could send documents to your Business Objects Inbox. How Do I View Documents Saved in the Favorites Folder or the Inbox? 1. From the InfoView home page select Favorites or the InfoView Inbox. 2. Select the title of the document. 3. If the document contains prompts, select the desired value(s) to be returned in the document. 4. Select Run Query. After running the query, the document will open in InfoView. 102 Grif-WebI Intermediate

111 Alumni Relations and Development The University of Chicago Edit Existing Documents WebIntelligence documents are opened and edited from InfoView. (See the How do I access Grif-WebI? section of this manual.) There are two ways to open a WebIntelligence document in edit mode: View the document first and switch to Edit mode. Switch to edit mode directly without first viewing the document contents. How Do I View a Document and Switch to Edit Mode? 1. From the InfoView home page select Favorites or the InfoView Inbox. Note: Documents only available to you are stored in the Favorites folder, and documents sent by business colleagues or partners with access to InfoView are delivered to your Inbox. Note: The document titles are listed in the right pane. 2. Select the appropriate document. 3. If the document contains prompts, select the appropriate value(s). 4. Select Run Query. The document will open in InfoView. 5. Select drop-down arrow next to Document and select Edit. The document will open in Grif-WebI Report view Select Edit Query and apply the desired modifications to the query. Grif-WebI Intermediate 103

112 The University of Chicago Alumni Relations and Development How Do I Edit a WebIntelligence Document Directly? 1. From the InfoView home page select Favorites or the InfoView Inbox. 2. Select the desired report. 3. From the toolbar, select the drop list for Actions. 4. Select Modify 5. If the document automatically refreshes and contains prompts, select the appropriate value(s). Select Run Query. 6. Otherwise, select Refresh Data to access the most up-to-date information. 104 Grif-WebI Intermediate

113 Alumni Relations and Development The University of Chicago Delete Grif-WebI Documents WebIntelligence documents saved in the InfoView Favorites folder may be deleted, if necessary. How Do I Delete a WebIntelligence document in InfoView? 1. From the InfoView Home Page locate the document and select the report. If needed, access the My Favorites folder to view your default personal folders. 2. Select the drop-list Organize. 3. Select Delete. InfoView will confirm the deletion of the document(s). 4. Select OK. The deleted document(s) no longer appears. Grif-WebI Intermediate 105

114 The University of Chicago Alumni Relations and Development Print Documents Organize page breaks WebIntelligence prints reports from left to right, and then top to bottom. If a report is wider than the width of the paper size defined in the Report Page Layout, WebIntelligence inserts page breaks for the printout, as illustrated below: The paper size and page orientation for printing may be different from the paper size and page orientation set for the reports when viewed in the Java Report Panel. This enables users with different printers to specify the appropriate layout when printing. The paper size and page orientation of printed reports are defined at the print setup. See the Printing a report section below. Specify the paper size of the report or page(s) for the print-out. The paper size set for printing overrides paper size definitions in the Report Properties Page Layout tab. 106 Grif-WebI Intermediate

115 Alumni Relations and Development The University of Chicago Print reports in WebIntelligence documents WebIntelligence documents print report-by-report. One or multiple reports may be printed from a single document. This section illustrates how to print WebIntelligence reports when working in the Java Report Panel. How Do I Print a Report? 1. Access the Edit Report view. The Edit Report button is pressed in when Edit Report View is being accessed. 2. Access Results view. Results view displays the data in the report tables and charts. 3. Select the report (tab) to be printed. 4. Select Print this document button on the Report toolbar. 5. When the Print dialog box appears, select the desired properties. 6. Select OK. Grif-WebI Intermediate 107

116 The University of Chicago Alumni Relations and Development If you want to Print the entire report Print the page currently displayed Print a range of specified pages Then Select Current report Select Current page In the Pages box: Type the specific page numbers separated by commas (for example: 1,4,5) Or Indicate a page range (for example: 2-4) 7. To change the paper size, select the arrow next to the list box below Paper Size, and then select a different paper size from the list. 8. For Orientation, select the most suitable page orientation at the report page layout. For this page orientation Select Portrait Landscape 9. Select OK. WebIntelligence generates a copy or a PDF file. 10. Select Open when prompted to open or save the file to your computer. As a default, the report launches in Adobe Acrobat. 11. Print the report using the Print button or menu on the Acrobat toolbar. 12. Repeat steps 3 to 10 if other report tabs in the same document will be printed. 108 Grif-WebI Intermediate

117 Alumni Relations and Development The University of Chicago Chapter 9: Sharing Grif-WebI Documents It is possible to share Grif-WebI documents in your Favorites folder to other Grif-WebI users. Note: This feature is not connected to the university address or Outlook. Messages or other information cannot be sent using this feature. How Do I Send a Grif-WebI Document to Another Grif-WebI User? Note: The document being sent must first be saved in the Favorites folder. 1. If needed, expand My Favorites in the Navigation Pane by selecting the icon to the left of the folder. 2. Select the My Favorites folder. Grif-WebI Intermediate 109

118 The University of Chicago Alumni Relations and Development 3. Select the document being sent. 4. Select the drop-down arrow beside Send To > BusinessObjects Inbox on the InfoView Toolbar. 5. Deselect Use default settings. The default setting will send the document to your Business Object inbox. 6. Type the individual s CNetID in the text box of Search title. Select the search icon. From the left box, select the CNetID of Available recipients. Transfer the name from to the right by selecting the arrow >. Alternately, an individual could be removed by selecting the arrow <. 110 Grif-WebI Intermediate

119 Alumni Relations and Development The University of Chicago 7. If needed, choose a Target Name, Use Automatically Generated or Use Specific Name. 8. To specify a type of document for the recipient, choose the Shortcut or Copy radio button beside Send As. 9. Select Submit at the lower right corner. The Send Application will close and the Favorites folder contents will be displayed again. Grif-WebI Intermediate 111

120 The University of Chicago Alumni Relations and Development How Do I Open a Grif-WebI Document Sent by another Grif- WebI User? 1. If needed, expand My Favorites in the Navigation Panel 2. Select the Inbox subfolder. 3. Select the title of the Grif-WebI document in the right panel The report title will read, Shortcut to if a shortcut to the original document was sent. In this case, the original document cannot be edited and a copy of it must be saved to the Favorites folder. 4. Saving or editing the document is now permissible using the instructions provided throughout this manual. 112 Grif-WebI Intermediate

121 Alumni Relations and Development The University of Chicago Chapter 10: Customizing InfoView Folders and subfolders are used to organize various reports. Although users have the ability to create new folders within the Public Folders heading, as a general University of Chicago- ARD policy, users should create folders exclusively in My Folders > Favorites heading. Create Folders New folders may need to be created when organizing your reports. How Do I Create a Folder in Grif-WebI? 1. In the Navigation panel, Switch to Folders should be already accessed. 2. Select the target folder where new sub-folders will be created. Grif-WebI Intermediate 113

122 The University of Chicago Alumni Relations and Development 3. On the Header panel toolbar, select New > Folder. 4. Create Folder prompt will display. Type a name for the new folder. 5. Select OK. 6. The new folder will appear. 114 Grif-WebI Intermediate

123 Alumni Relations and Development The University of Chicago How Do I Add a Description to My Grif-WebI Folder? Documentation is important especially when sharing reports and folders with colleagues. 1. Select the newly created folder. 2. Right-click to Properties. 3. The Properties dialog box appears: 4. Enter a description for the folder contents and keywords. Keywords are using the search utility. 5. Select OK to confirm updates. Grif-WebI Intermediate 115

124 The University of Chicago Alumni Relations and Development Move a Folder For organizational purposes, personal folders within the My Favorites folder may need to be moved. The My Favorites folder cannot be moved. How Do I Move a Folder? 1. In the Navigation panel, select Switch to Folders. 2. Select the folder being moved. 3. Select Organize > Cut. 4. In the Navigation Panel select the target destination for the folder. 5. Select Organize > Paste. The Navigation Panel should reflect the change. 116 Grif-WebI Intermediate

125 Alumni Relations and Development The University of Chicago Copy a Folder Sub-folders within the Favorites folder may be copied, however, the Favorites folder may not. How Do I Copy a Folder? 1. In the Navigation panel, select Switch to Folders. 2. Select the folder being copied. 3. At the Organize button, select the drop-list and choose Copy. Grif-WebI Intermediate 117

126 The University of Chicago Alumni Relations and Development 4. Select the new location for the copied folder. 5. At the Organize button, select the drop-list and choose Paste. Any documents that are saved within the folder remain in the folder when the folder was copied. Therefore, a duplicate copy of the document within the copied folder now exists. 118 Grif-WebI Intermediate

127 Alumni Relations and Development The University of Chicago Delete a Folder Folders within the Favorites folder may be deleted as needed, however, your Favorites folder may not. How Do I Delete a Folder? 1. In the Navigation panel, select Switch to Folders. 2. Select the folder being deleted. 3. Select Organize > Delete. 4. A confirmation dialog box will appear. Select OK. The folder and all its contents will be deleted. Grif-WebI Intermediate 119

128 The University of Chicago Alumni Relations and Development Move a Document to a Different Folder A document may not be moved, however, a copy of the document may be created and saved to a different folder. How Do I Move a Document to a Different Folder? 1. Locate and select the document being moved. 2. Select the drop-list for Organize and choose Cut. 3. Select the target folder where the document will be placed. 4. Select the drop-list for Organize and choose Paste. The document still exists within the previous folder. The previous version may need to be deleted in order to prevent confusion. 120 Grif-WebI Intermediate

129 Alumni Relations and Development The University of Chicago Apply a Sort Order for Documents in Favorites Folder or Inbox By default, reports are sorted alphabetically by title. This sort order on title may be reversed or be placed on the last run date, type, or owner. How Do I Change the Sort Order of Documents in My Favorites Folder or Inbox? 1. Select the desired folder. 2. In the Workspace panel, select the column heading to which a sort will be applied. For example, to sort the objects by title, select the Title column heading. To sort the objects by date, select the Last Run column heading. When selecting a column heading, the reports are then sorted in ascending order. If selecting the column heading again, the sort order changes to descending order. Grif-WebI Intermediate 121

130 The University of Chicago Alumni Relations and Development Categories Placing reports in categories is another way to organize your reports. Reports may be assigned to one or more customized categories and subcategories. These categories appear within Personal Categories at the Navigation panel. How Do I Create My Own Category within Personal Categories Folder? 1. In the Navigation panel, select Switch to Categories. 2. Select the target category where a new sub-category will be created. Personal Categories is the default folder available. 3. On the toolbar, select the drop-list for New and select Category. 4. Type a name for the new category at the dialog prompt and select OK. 122 Grif-WebI Intermediate

131 Alumni Relations and Development The University of Chicago 5. If additional description is needed for the category, select the new category and right-click to Properties. Keywords are helpful when searching for reports with the Search tool. 6. Select OK. Grif-WebI Intermediate 123

132 The University of Chicago Alumni Relations and Development Move a Category For organizational purposes, categories may need to be moved within the Personal Categories folder. Apply the same method used in section, How Do I Move a Folder? Delete a category For organizational purposes, categories may need to be deleted within the Personal Categories folder. How Do I Delete a Category? 1. In the Navigation panel, select Switch to Categories. 2. Select the category being deleted. 3. Select the drop-list for Organize and choose Delete. 4. A confirmation dialog box will appear. Select OK. All documents linked to the category remain in the original folder where they were saved. 124 Grif-WebI Intermediate

133 Alumni Relations and Development The University of Chicago Appendix A: Glossary Clipboard: A Griffin feature used to hold a list of individuals or organizations LOV: List of Values Universe: A universe maps to a database storing your corporate business information. Grif-WebI Intermediate 125

134 The University of Chicago Alumni Relations and Development Appendix B: Grif-WebI Statistics Maximum number of records allowed for a query is 500,000. In Business Objects version XIR3, over 65,000 records (in separate tabs) are allowed to export at once in a *.csv file. File size maximum is 50 megabytes. However, users are unable to identify file sizes. Time-out settings: 10 minutes allowed for Grif-WebI to be inactive. 20 minutes allowed for queries/reports to run. Auto-Save of Timed-Out Reports (Business Objects XIR3) Settings are 70 MB total space for temporary report space. Auto-saving instances have 5 minute intervals. Temporary report space clears every 24 hours. When resuming from a closed session, a prompt will appear. It will ask to restore the most recent instance of the report when the timeout occurred. This setting is applied at the back-end and cannot be accessed by users. Query operator In List only allows for 999 values. After that point, must use Or operator. 126 Grif-WebI Intermediate

135 Alumni Relations and Development The University of Chicago Appendix C: Compatibility with Java Note: For Grif-WebI users running an updated version of Java Some users have reported seeing an empty blue/yellow box on the report results screen after running a Grif-WebI query, similar to the following: Sun/Oracle recently made an enhancement to Java to improve the security of the runtime environment. If you have recently updated your local instance of Java to , the security dialog box has been updated to block unsafe content by default. The former dialog box read, Would you like to run this content? The newer dialog box now appears as follows: If Yes is selected, the blue/yellow screen will appear as a result to any Grif-WebI query. If the most recent version of the Java Runtime Environment is used, please select Grif-WebI Intermediate 127

136 The University of Chicago Alumni Relations and Development No when prompted with this dialog box. Note: This only applies to the most recent version of Java. Most users should not be affected (unless you regularly update your JRE). To verify your version of Java: -Double-click the icon (if you have a Java application currently running) -View the Java settings in the control panel: - Go to a command prompt and type java version (there is a space between java and the minus sign) 128 Grif-WebI Intermediate