Business Warehouse reports Running and manipulating reports. Newcastle University Andy Proctor 9 th March 2017

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1 Business Warehouse reports Running and manipulating reports Newcastle University Andy Proctor 9 th March 2017

2 Table of Contents Running a business warehouse report... 2 Adding a characteristic... 4 Drag and drop... 4 Right click add to end of report... 4 Right click add in specific position... 5 Remove a characteristic... 5 Drag and drop... 5 Right click... 6 Replace a characteristic... 6 Drag and drop... 6 Right click... 7 Filter... 7 Drag and drop... 7 Right click on characteristic... 9 Right click on required filter value Edit filter Remove filter Removing filter using filter area Right click Sorting Adding a subtotal Save view Open View Printing a report Export to Microsoft Excel IT Service Training Team Page 1

3 Running a business warehouse report 1. Log in to the myworkplace Portal and access the Business Warehouse reports on the Student/Campus Administration tab, or on the P2P > Shopping Cart Reports sub tab. For further details see the Logging in to Business Warehouse reports procedure. Figure 1 BW Student/Campus Administration tab 2. Navigate to the required report in the Detailed Navigation panel; click the black arrow heads to expand folders. For details of the reports available see the relevant sections of the Business Warehouse reports training documentation web site. 3. Click the required report, eg click RL01y Registered Students (Year). 4. Choose one of the following: If Then Results are displayed straight away. The selected report has set variables, go to Step 7. A Variable Entry screen is displayed. The selected report does not have set variables. The required variables need to be entered, go to Step 5. IT Service Training Team Page 2

Figure 2 BW A typical report selection screen 5. Complete the selection fields as required, using the search help button if needed to ensure correct entries. 6. Click the OK button.

For further details on these processes refer to the relevant sections of this guide.

4 Figure 2 BW A typical report selection screen 5. Complete the selection fields as required, using the search help button if needed to ensure correct entries. 6. Click the OK button. Figure 3 BW Typical report results 7. The report results are now displayed in their default format. You can now open previously saved views, manipulate the data, print, export to Microsoft Excel etc. For further details on these processes refer to the relevant sections of this guide. The characteristics panel down the left hand side of the report displays all the possible characteristics for the report split in to 3 sections: Columns this section displays all characteristics currently on the report drilled down in the columns (a column for each entry). The characteristics are displayed in the order they are shown on the report. IT Service Training Team Page 3

Rows this section displays all characteristics currently on the report drilled down in the rows (a row for each entry). The characteristics are displayed in the order they are shown on the report.

5 Rows this section displays all characteristics currently on the report drilled down in the rows (a row for each entry). The characteristics are displayed in the order they are shown on the report. Free characteristics this section displays all the characteristics that are not currently displayed on the report but could be added. The characteristics are displayed in alphabetical order. Adding a characteristic Characteristics can be added using drag and drop or right click functionality. Drag and drop 1. Find the Characteristic to be added in the Free characteristics section of the characteristics panel. 2. Click on the required characteristic and drag it to the required position (before or after an already displayed characteristic) in the Columns or Rows section. Arrow heads, pointing in, joined by a line are displayed when the characteristic is hovering over a potential location. Figure 4 BW Characteristic being added between School and Programme Type using drag and drop 3. Drop the characteristic in the required position. Right click add to end of report 1. Find the Characteristic to be added in the Free characteristics section of the characteristics panel. 2. Right click on the required characteristic. Figure 5 BW Characteristic being added to end of report using right click 3. From the pop up menu select Change Drilldown > Drill Down By then Horizontal to add the characteristic drilled down in the columns (a column for each value) or Vertical to add the characteristic drilled down in the rows (one column with a row for each value). IT Service Training Team Page 4

Figure 6 BW Characteristic being added to specific position using right click 3.

6 Right click add in specific position 1. Decide which characteristic, shown on the report, the new characteristic is to be displayed after. 2. Right click on an entry displayed on the report for the characteristic the new characteristic is to be displayed after (this can be rows or columns). Figure 6 BW Characteristic being added to specific position using right click 3. From the pop up menu select Change Drilldown > Drill Down By then select the required characteristic from the list of possibilities. Remove a characteristic Characteristics can be removed using drag and drop or right click functionality. Drag and drop 1. Locate characteristic to be removed in the Columns or Rows section of the characteristics panel. 2. Click the characteristic to be removed and drag it to the Free characteristics section title. A highlight box will appear around the section title when the dragged characteristic is over it. Figure 7 BW Characteristic being removed by dragging to Free characteristics 3. Drop the characteristic on the Free characteristics section title. IT Service Training Team Page 5

Right click 1. Locate characteristic to be removed in the Columns or Rows section of the characteristics panel. 2. Right click on the characteristic to be removed.

Replace a characteristic Characteristics can be replaced using drag and drop or right click functionality. Drag and drop 1.

7 Right click 1. Locate characteristic to be removed in the Columns or Rows section of the characteristics panel. 2. Right click on the characteristic to be removed. Figure 8 BW Characteristic being removed using right click 3. From the pop up menu select Change Drilldown > Remove Drilldown. Replace a characteristic Characteristics can be replaced using drag and drop or right click functionality. Drag and drop 1. Locate the characteristic to be added in the Free characteristics section of the characteristics panel. 2. Click the characteristic to be added and drag it to the name of the characteristic it is going to replace in the Columns or Rows section. A highlight box will appear around the name of the characteristic to be replaced when the dragged characteristic is over it. Figure 9 BW Characteristic being replaced using drag and drop 3. Drop the characteristic on the characteristic to be replaced. IT Service Training Team Page 6

Right click 1. Locate the characteristic to be replaced in the Columns or Rows section of the characteristics panel. 2. Right click the characteristic to be replaced.

From the pop up menu select Change Drilldown > Swap <name of characteristic being removed> with then select the characteristic to be added from the list of possibilities.

8 Right click 1. Locate the characteristic to be replaced in the Columns or Rows section of the characteristics panel. 2. Right click the characteristic to be replaced. Figure 10 BW Characteristic being replaced using right click 3. From the pop up menu select Change Drilldown > Swap <name of characteristic being removed> with then select the characteristic to be added from the list of possibilities. Filter Characteristics can be filtered using drag and drop or right click functionality. Drag and drop 1. Locate the characteristic to be filtered in the characteristic panel. 2. Click the characteristic to be filtered and drag it to the horizontal filter area above the report results. A highlight box will appear in the filter area when the dragged characteristic is in a suitable position Figure 11 BW Characteristic being dragged to filter area IT Service Training Team Page 7

3. Drop the characteristic in the filter area. Figure 12 BW Characteristic (Gender) after being dropped in filter area 4. Click the dropdown list for the characteristic and select Edit.

9 3. Drop the characteristic in the filter area. Figure 12 BW Characteristic (Gender) after being dropped in filter area 4. Click the dropdown list for the characteristic and select Edit. Figure 13 BW Set filter dialogue box The table of selectable values for the filter initially shows a maximum of Change the value in the Maximum Records field then click the Refresh button there are more than 1000 values. if you believe The fields below the column headers are search fields. To use the search fields enter what you want to search for in the relevant field using wildcards (*) if it is not the exact entry, then press Enter on the keyboard. IT Service Training Team Page 8

10 5. Click the select row button for each value to filter to. 6. Click the Add button. 7. Click the OK button. Right click on characteristic 1. Locate the characteristic to be filtered in the characteristic panel. 2. Right click the characteristic to be filtered. Figure 14 BW Adding filter to characteristic using right click 3. From the pop up menu select Filter > Select Filter Value. Figure 15 BW Set filter dialogue box IT Service Training Team Page 9

The table of selectable values for the filter initially shows a maximum of 1000. Change the value in the Maximum Records field then click the Refresh button there are more than 1000 values.

11 The table of selectable values for the filter initially shows a maximum of Change the value in the Maximum Records field then click the Refresh button there are more than 1000 values. if you believe The fields below the column headers are search fields. To use the search fields enter what you want to search for in the relevant field using wildcards (*) if it is not the exact entry, then press Enter on the keyboard. 4. Click the select row button for each value to filter to. 5. Click the Add button. 6. Click the OK button. Right click on required filter value 1. In the displayed report results, locate the value to be filtered to. 2. Right click on the value to be filtered to. Figure 16 BW Filtering on a value using right click 3. From the pop up menu select Filter > Keep Filter Value. When a filter is added this way the characteristic that the filter was applied to is no longer displayed on the report results. Edit filter 1. Locate the filter to be edited in the filter area. 2. Click the dropdown list and select Edit. IT Service Training Team Page 10

3. Choose from the following: If Additional values are to be added to the filter. Figure 17 BW Editing filter Then 1. In the All table, click the select row button for each value to filter to. 2.

12 3. Choose from the following: If Additional values are to be added to the filter. Figure 17 BW Editing filter Then 1. In the All table, click the select row button for each value to filter to. 2. Click the Add button. Values are to be removed from the filter. 1. In the Selections table, click the select row button for each value to be removed. 2. Click the Remove button. 4. Click the OK button. Remove filter Filters can be removed using the filter area or right click functionality. Removing filter using filter area 1. Locate the filter to be removed in the in the filter area. 2. Click the dropdown list and select Clear. IT Service Training Team Page 11

Right click 1. Locate the characteristic with the filter applied in the characteristics panel. 2. Right click on the characteristic with the filter applied.

13 Right click 1. Locate the characteristic with the filter applied in the characteristics panel. 2. Right click on the characteristic with the filter applied. Figure 18 BW Remove filter using right click 3. From the pop up menu select Filter > Remove Filter Value. Sorting The report results are always sorted by the displayed characteristics from left to right. By default each characteristic is sorted in ascending order. To change the orientation of sorts click the orientation indicator, or, in the column header for the relevant characteristic. Changing the orientation of a characteristics sort will only affect that characteristic and those to the right of it. Adding a subtotal For reports displaying a count column, subtotalling can be added to the report results as required. 1. In the Rows section of the characteristics panel, locate the characteristic immediately after the characteristic a subtotal is to be added to. 2. Right click on the characteristic immediately after the characteristic a subtotal is to be added to. IT Service Training Team Page 12

Figure 20 BW Properties of characteristic dialogue box 4.

14 Figure 19 BW Adding a subtotal to a characteristic using right click 3. From the pop up menu select Properties > Characteristic. Figure 20 BW Properties of characteristic dialogue box 4. Click the Display Results dropdown list and select Always. 5. Click the OK button. IT Service Training Team Page 13

Save view 1. Click the Save View button. Figure 21 BW Save view dialogue box 2. Complete/review the following fields: Field R/O/C Description Description: R Enter a descriptive name for the view.

15 Save view 1. Click the Save View button. Figure 21 BW Save view dialogue box 2. Complete/review the following fields: Field R/O/C Description Description: R Enter a descriptive name for the view. Technical name: R Enter your network user ID followed by a unique identifier. Example: nap1a The technical name cannot contain spaces. For personal views always use your network user ID at the start as this helps when opening your saved views. For views to be used by others in your school or service use a code for the school or service at the start. 3. Click the OK button. IT Service Training Team Page 14

Figure 23 BW Search tab on Open view dialogue box 4.

16 Open View 1. Click the Open View button. Figure 22 BW Open view dialogue box 2. Click the Type dropdown list and select View. 3. Click the Search tab. Figure 23 BW Search tab on Open view dialogue box 4. Complete/review the following field: Field R/O/C Description Search R Enter the full technical name or description to find a specific view, or your user ID followed by a wildcard (*) to find all your views. Example: nap1* IT Service Training Team Page 15

5. Click the Search button. Figure 24 BW Open view dialogue box search results 6. Click the select row button for the required view. 7. Click the OK button.

17 5. Click the Search button. Figure 24 BW Open view dialogue box search results 6. Click the select row button for the required view. 7. Click the OK button. Saved views retain the selection criteria used when they were created, therefore after opening the view you may need to update the variables using the Variable Screen button. Saved views will stop working when changes have been made to the structure of a report. IT Service Training Team Page 16

Figure 26 BW BEx Web tab appears in browser window 4.

18 Printing a report 1. Click the Print Version button. Figure 25 BW Print version export dialogue box 2. Check the entries in the export dialogue box and amend if required. 3. Click the OK button. Figure 26 BW BEx Web tab appears in browser window 4. Click the BEx Web tab that appears in your browser window. 5. A printable version of the report is now displayed and can be printed as normal from your browser. IT Service Training Team Page 17

19 Export to Microsoft Excel 1. Click the Export to Microsoft Excel button. Figure 27 BW Export to MS Excel File Download dialogue box 2. Click the Open button. Figure 28 BW Microsoft Excel dialogue box 3. Click the Yes button. IT Service Training Team Page 18

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