Portal Integration Kit User s Guide for Microsoft SharePoint

Transcription

1 Portal Integration Kit User s Guide for Microsoft SharePoint BusinessObjects Enterprise XI 3.1 windows

2 Copyright 2008 Business Objects, an SAP company. All rights reserved. Business Objects owns the following U.S. patents, which may cover products that are offered and licensed by Business Objects: 5,295,243; 5,339,390; 5,555,403; 5,590,250; 5,619,632; 5,632,009; 5,857,205; 5,880,742; 5,883,635; 6,085,202; 6,108,698; 6,247,008; 6,289,352; 6,300,957; 6,377,259; 6,490,593; 6,578,027; 6,581,068; 6,628,312; 6,654,761; 6,768,986; 6,772,409; 6,831,668; 6,882,998; 6,892,189; 6,901,555; 7,089,238; 7,107,266; 7,139,766; 7,178,099; 7,181,435; 7,181,440; 7,194,465; 7,222,130; 7,299,419; 7,320,122 and 7,356,779. Business Objects and its logos, BusinessObjects, Business Objects Crystal Vision, Business Process On Demand, BusinessQuery, Cartesis, Crystal Analysis, Crystal Applications, Crystal Decisions, Crystal Enterprise, Crystal Insider, Crystal Reports, Crystal Vision, Desktop Intelligence, Inxight and its logos, LinguistX, Star Tree, Table Lens, ThingFinder, Timewall, Let There Be Light, Metify, NSite, Rapid Marts, RapidMarts, the Spectrum Design, Web Intelligence, Workmail and Xcelsius are trademarks or registered trademarks in the United States and/or other countries of Business Objects and/or affiliated companies. SAP is the trademark or registered trademark of SAP AG in Germany and in several other countries. All other names mentioned herein may be trademarks of their respective owners. Third-party Contributors Business Objects products in this release may contain redistributions of software licensed from third-party contributors. Some of these individual components may also be available under alternative licenses. A partial listing of third-party contributors that have requested or permitted acknowledgments, as well as required notices, can be found at:

3 Contents Chapter 1 Welcome to the BusinessObjects Enterprise XI Portal Integration Kit 7 About this guide...8 Who should read this guide...8 Business Objects information resources...8 Chapter 2 Using the Document List Web Part 9 Overview...10 Web part features...10 Toolbar...11 Header...12 Working with document lists...16 Navigation...17 Personalization...19 Accessing Documents...20 Type...21 Availability...21 Troubleshooting...23 Web part help...23 Document List...23 Error Messages...23 Chapter 3 Configuring the Document List Web Part 27 Overview...28 To add the Document List web part to a web page...28 Configuring the web part...29 Portal Integration Kit User s Guide for Microsoft SharePoint 3

4 Contents Web part menu...30 Properties pane...31 To access the Connections menu...41 Troubleshooting...43 Error messages...43 Chapter 4 Using the Crystal Report View Web Part 45 Overview...46 Web Part Features...46 Toolbar...47 Standard...47 Full report only...49 Parameters...51 Viewing Reports...53 To select a report in the Crystal Report View web part...53 Paging...54 Searching...55 Drilling down...56 Alternative formats...56 Real-time or scheduled reports...57 Preserving the reports displayed...57 Troubleshooting...58 Chapter 5 Configuring the Crystal Report View Web Part 63 Overview...64 To add the Crystal Report View web part to a web page...64 To create a personal zone...65 Configuring the web part...66 Web part menu...67 Properties pane Portal Integration Kit User s Guide for Microsoft SharePoint

5 Contents Crystal Report View properties...68 Verifying the setup...84 To access the Connections menu...85 Troubleshooting...87 Chapter 6 Using the Document View Web Part 93 Overview...94 Web Part Features...94 To view a document in the Document View web part...94 Chapter 7 Configuring the Document View Web Part 97 Overview...98 To add the Document View web part to a web page...98 Configuring the Web Part...99 Web part menu...99 To access the Properties pane Document View properties To access the Connections menu To remove a connection Troubleshooting Chapter 8 Creating Applications with the Web Parts 105 Overview Web part arrangement Within a page Across Multiple Pages Query string parameter for URLs Appendix A Get More Help 123 Portal Integration Kit User s Guide for Microsoft SharePoint 5

6 Contents 6 Portal Integration Kit User s Guide for Microsoft SharePoint

7 Welcome to the BusinessObjects Enterprise XI Portal Integration Kit 1

8 Welcome to the BusinessObjects Enterprise XI Portal Integration Kit 1 About this guide About this guide This guide provides information about the web parts from the BusinessObjects Enterprise XI 3.1 Portal Integration Kit that allow you to access and view the documents from within your SharePoint system: Document List, Crystal Report View, and Document View. Who should read this guide This guide is intended for two audiences: Information Consumers and Web Site Creators. Information Consumers want to know how to organize their documents and view their reports by using the integrated web parts, and Web Site Creators want to know how to set up and customize the web parts for the Information Consumers. Familiarity with Windows SharePoint Services and/or Office SharePoint Portal Server 2003 is beneficial, as is a working knowledge of both Crystal Reports and BusinessObjects Enterprise. For more information about the BusinessObjects Enterprise XI 3.1 Portal Integration Kit, consult the BusinessObjects Enterprise XI 3.1 Portal Integration Kit Installation Guide and the BusinessObjects Enterprise XI 3.1 Portal Integration Kit Administrator s Guide, visit Business Objects information resources For more information and assistance, see "Appendix A: Get More Help". This appendix describes Business Objects documentation, customer support, training, and consulting services, with links to online resources. 8 Portal Integration Kit User s Guide for Microsoft SharePoint

9 Using the Document List Web Part 2

10 Using the Document List Web Part 2 Overview Overview You can use the features of the Document List web part to browse your list of documents, navigate to folders and categories, and access the content directly from your system. If you are enabled by your Web Site Creator, you can also create a personalized list that contains only the documents that you want to view. Web part features The Document List web part comes with a viewer that displays your document lists in a tabular layout. The web part can be configured to display or hide the following features: Toolbar The toolbar contains options that you can use to go to other locations within your system and specify the documents that you want to add to your personalized list. Header The header contains columns that display the information about the documents that are in a list. While the Document List web part is typically deployed by the Web Site Creator, the features of the web part depend on configurations that are set by both the Web Site Creator and the BusinessObjects Enterprise administrator. The BusinessObjects Enterprise administrator must enable certain options to allow the Web Site Creator to enable the features of the web part. As well, the settings that are specified by the BusinessObjects Enterprise administrator override the settings that are specified by the Web Site Creator. For information about the availability of the features in the Document List web part, contact both your Web Site Creator and your BusinessObjects Enterprise administrator. 10 Portal Integration Kit User s Guide for Microsoft SharePoint

11 Using the Document List Web Part Web part features 2 Toolbar The toolbar contains options that you can use to go to other locations within your system and specify the documents that you want to add to your personalized list. Options Description Subscribe/Unsubscribe Select a document, and click the Subscribe button to add it to your personalized document list. To remove a document from your personalized document list, select the document, and click the Unsubscribe button. For more information about creating your own personalized document list, see Personalization on page 19. Page The Page feature displays the current page number and the total number of pages. You can select a page from the list, or in the go to page box, type a page number to jump directly to a page, or type a +n or a -n to advance n number of pages at a time. Portal Integration Kit User s Guide for Microsoft SharePoint 11

12 Using the Document List Web Part 2 Web part features Options Description Search You can search for content by name in the current location and any sublocations. In the search field, type the text to search for and click the Search button. To refine your search, on the results page from the previous search, type new search criteria and click Search. Show The Show list displays the name of the folder that you are currently viewing. Your Web Site Creator can configure the list to display the toplevel folders in your system, as well as the path to your current location. For more information about how to use the Show list to access folders in your system, see Navigation on page 17. These options depend on the configurations that are set by both the Web Site Creator and the BusinessObjects Enterprise administrator. For information about the availability of these options, contact both your Web Site Creator and your BusinessObjects Enterprise administrator. Header The header columns display the information about the documents that are in a list. 12 Portal Integration Kit User s Guide for Microsoft SharePoint

13 Using the Document List Web Part Web part features 2 Not all header columns are available for all views. Column Description Select (check box) The Select column allows you to select the documents in the list. To select all of the documents, click the check box on the header. Unread (icon) The Unread column displays an unopened envelope icon for unread mail, and an open envelope icon for read mail. This option is available in the My Inbox view only. Alert (icon) The Alert column displays a flag icon when a scheduled Crystal Report has a valid alert. The Type column icons identify the format of the documents that are in the list. Type For more information about the different types of documents that you can access from the Document List web part, see Type on page 21. Portal Integration Kit User s Guide for Microsoft SharePoint 13

14 Using the Document List Web Part 2 Web part features Column Description Name The Name column displays the names of the objects that are in the list. Move your mouse over the name of an object to view a description of the object. Sent The Sent column displays the date an object was sent. his option is available in the My Inbox view only. From This option displays the name of the person who sent the document. This option is available in the My Inbox view only. Updated The Updated column displays the dates and times the documents in the list were last updated and saved. 14 Portal Integration Kit User s Guide for Microsoft SharePoint

15 Using the Document List Web Part Web part features 2 Column Description Availability The Availability column contains information about how regularly the documents in the list are updated. The column is empty for object types that cannot be scheduled. For types that can be scheduled, the column displays one of the following values: Unavailable Always Daily Hourly Weekly Monthly Custom time plan (displays the name of the customer calendar) This column applies only to documents that can be scheduled (updated) on a regular, recurring basis. For more information about these types of documents, see Availability on page 21. Keyword The Keywords column contains additional classification for the object. Author The Author column displays the name of the person who created the document, not the BusinessObjects Enterprise XI Administrator. Portal Integration Kit User s Guide for Microsoft SharePoint 15

16 Using the Document List Web Part 2 Working with document lists Column Description The Folder column displays the folder that the object belongs to. Folder The Folder is available in My Inbox, Personal and Corporate categories, and Search results view. The Category column displays the categories that the object belongs to. Category The Category column is not available in the Personal or Corporate categories views. These columns depend on the configurations that are set by both the Web Site Creator and the BusinessObjects Enterprise administrator. For information about the availability of these columns, contact both your Web Site Creator and your BusinessObjects Enterprise administrator. Working with document lists When you access a web page that contains the Document List web part, the web part loads a default location, which is set by your Web Site Creator. The default location may be one of the following items: Public Folders Public Folders contains a list of all the documents that are available to you. (Some of these documents may be located within sub-locations.) Select documents from the public folders and subscribe to them to add the documents to your personalized list. The documents that appear in the Public Folders folder depend on your access rights. As a result, you may find that other people in your 16 Portal Integration Kit User s Guide for Microsoft SharePoint

17 Using the Document List Web Part Working with document lists 2 organization have a different set of documents in their Public Folders folder. For more information about your access rights, contact your BusinessObjects Enterprise administrator. My Favourites My Favorites contains your personalized list of documents. Any documents and/or sub-locations to which you subscribe are added to this folder. My Inbox My Inbox contains documents that are sent to you by other BI Portal users. There are no sub-locations or categories in My Inbox; all the documents are listed on one level. When a document is marked as read in My Inbox, it will also be marked read in the inbox in BusinessObjects Enterprise InfoView. Personal Categories and Corporate Categories Personal Categories contains the personal categories that you set up in InfoView, and Corporate Categories contain categories that have been set up by your BusinessObjects Enterprise Administrator. For more information on creating personal categories, talk to your BusinessObjects Enterprise Administrator or see the BusinessObjects Enterprise XI InfoView User s Guide. Custom sub-location The Web Site Creator may also choose a specific sub-location within Shared documents to be the default location that displays on the web part. Navigation Use folders and subfolders to organize the documents in your system. Portal Integration Kit User s Guide for Microsoft SharePoint 17

18 Using the Document List Web Part 2 Working with document lists To navigate between the top-level locations By default, the Document List web part allows you to access the following top-level locations: My Inbox My Favourites Public Folders Personal Categories Corporate Categories 1. In the document list, move your mouse over a sub-location. The row and hyperlink of the sub-location change color as the mouse passes over them. 2. Click the link for the sub-location. The contents of the sub-location are displayed. If your BusinessObjects Enterprise administrator disabled My Favorites or My Inbox, it will not be present in the Show list. If the Show list is not present in your deployment, you may navigate only to the sub-locations within your current location. For information on how to navigate within a location, see "To navigate with sub-locations". To navigate to sub-locations The location that is displayed may contain sub-locations that you also want to view: 1. In the document list, move your mouse over a sub-location. The row and hyperlink of the sub-location change color as the mouse passes over them. 2. Click the link for the sub-location. The contents of the sub-location are displayed. When you navigate to a sub-location, the Show list displays the name of the sub-location that you are viewing. (This situation applies only if the Show list is present in your deployment.) 18 Portal Integration Kit User s Guide for Microsoft SharePoint

19 Using the Document List Web Part Working with document lists 2 Example: For example, if you are currently viewing a folder called General Business, the Show list displays General Business. If you expand the list, you may see a broken line, and below the broken line a list of names. The last item in the list will be the name of the folder you are currently viewing, and the names above it will be the parent folders of that folder. For example, Report Samples is the parent folder for General Business. Accessible top-level locations are displayed above the broken line. Use the Show list to access any of the locations that are on the list. If the default location is a custom location and the top-level location has been turned off in edit mode, you will not see the path to the top level. Also, the top-level location will not be present in the list. Personalization The toolbar may include the Subscribe feature, which allows you to create a customized document list. When you subscribe to a document, you add it to the document list in the My Favorites location, which eliminates the need to navigate to various folders and categories to access your documents. To add documents to the My Favorites folder 1. Use the Show list to go to one of the top-level locations such as Public Folders or Corporate Categories. Portal Integration Kit User s Guide for Microsoft SharePoint 19

20 Using the Document List Web Part 2 Accessing Documents 2. Select the check boxes of the documents and categories that you want to add to your personalized list. 3. On the web part toolbar, click Subscribe. The web part displays the My Favorites folder and arranges the items in the list by name in alphabetical order. If you attempt to subscribe to a document or folder that is already in your personalized list, the web part remains in the current location and a message appears that states you have already subscribed to the document or folder. To remove documents from the My Favorites folder 1. Use the Show list to go to the My Favorites folder. 2. Select the check boxes of the documents and/or subfolders that you want to remove from your personalized list. 3. On the web part toolbar, click Unsubscribe. The web part reloads the My Favorites folder and arranges the items in the list by name in alphabetical order. Accessing Documents To view a document, click the link of the document that you want to view. Typically, when you click the link, the document opens in the program that corresponds to its format. (For example, a.xls file opens in Microsoft Excel.) However, if you choose to view any document type, the document will open in one of the following places: The main window of your web browser. A new browser window. Another web part. Where the report opens depends on how your Web Site Creator configured the Document List web part. Contact your Web Site Creator or your SharePoint administrator for more information. 20 Portal Integration Kit User s Guide for Microsoft SharePoint

21 Using the Document List Web Part Accessing Documents 2 Type The Document List web part allows you to access the document types that BusinessObjects Enterprise supports including Crystal Reports, Adobe Acrobat PDFs, Microsoft Excel files, and so on. The web part also supports other object types such as hyperlinks, programs, and object packages (which consist of Crystal Reports and/or programs). By default, programs and object packages are not set to display on the web part list. Contact your BusinessObjects Enterprise administrator or your SharePoint administrator for more information about these object types. To determine the type of an object in your list, click the link for the object. (The object opens in the program that corresponds to its format.) Alternatively, if your Web Site Creator enabled the Type column, you will see icons and tooltips that identify the types of objects in the list. Availability The Availability column in the Document List web part displays the schedule for the documents that are updated (or can be updated) on a regular, recurring basis. These documents are typically Crystal reports or OLAP Intelligence reports. Programs and object packages are object types that can also be updated on a set schedule. However, these objects are available only if the SharePoint administrator has enabled them to be visible in the Document List web part. For more information, see Type on page 21. By default, when you view a report, the most recently saved version of the report is displayed. If a saved version of the report is unavailable, then the web part attempts to retrieve and display the most current information from the data source for the report. (You need to have the necessary access rights to obtain up-to-date information from the data source for the report. For information about your access rights, contact your BusinessObjects Enterprise administrator.) To determine whether the information is from a previously saved version of the report or from a live? version of the report, look at the information in Portal Integration Kit User s Guide for Microsoft SharePoint 21

22 Using the Document List Web Part 2 Accessing Documents the Availability column. For every document on the list, the Availability column can have one of the following values: Value (Blank) Always Hourly Daily Weekly Monthly Custom Time Plan Description This document type cannot be scheduled (updated) on a regular, recurring basis; therefore, the document does not have Availability information. This document can be viewed at any time, because it has an available saved version, or you have the necessary rights to obtain information directly from the document s data source. This document updates every sixty minutes. This document updates every twentyfour hours. This document updates every seven days. This document updates once every thirty-one days. This document updates on a customized schedule, which is set according to the calendars in the Central Management Console by your BusinessObjects Enterprise administrator. Unavailable This document is inaccessible because a saved version is unavailable, and you do not have the necessary rights to retrieve information on demand. 22 Portal Integration Kit User s Guide for Microsoft SharePoint

23 Using the Document List Web Part Troubleshooting 2 After you identify the availability of the report, you can compare the schedule to the information in the Updated column to determine how current the information is, and when the information will next be updated. Troubleshooting This section provides information about specific issues that may occur when you use the Document List web part. Web part help If you want to view the online help for the Document List web part, click the Web Part Menu arrow (on the upper-right corner of the web part) and select Help. The online help contains all of the information that is in this guide. Document List If the content of a folder updates while you are viewing the folder (for example, if your BusinessObjects Enterprise administrator adds new documents), the Document List web part does not automatically refresh to display the new content. To view the updated document list, go to another folder, and then return to the folder that you were previously viewing. Error Messages When you view a web page that contains the Document List web part, you may encounter the following error messages: Portal Integration Kit User s Guide for Microsoft SharePoint 23

24 Using the Document List Web Part 2 Troubleshooting Message Description Unable to access the BusinessObjects Enterprise infrastructure at servername for username. Contact your reporting administrator for assistance. This message means that you are unable to access the BusinessObjects Enterprise CMS; as a result, the Document List web part is unable to function properly. Contact your SharePoint administrator and your BusinessObjects Enterprise administrator to resolve the issue. Unable to access the BusinessObjects Enterprise infrastructure at servername for username. The infrastructure may not be accessible, or you have not been granted access using automatic sign-on with authentication. Contact your reporting administrator for further details on availability. This message means that the single sign-on feature has not been enabled for your account. Contact your SharePoint administrator and your BusinessObjects Enterprise administrator to resolve the issue. Unable to access the BusinessObjects Enterprise infrastructure at servername for username. The infrastructure may not be accessible, or you have not been granted access as username with authentication. Contact your reporting administrator for further details on availability. This message means that you do not have the necessary authentication/access rights (or the system does not recognize your authentication\access rights). Contact your SharePoint administrator and your BusinessObjects Enterprise administrator to resolve the issue. To view documents in favorites, subscribe to shared documents. This message appears in the My Favorites folder if you have not subscribed to any documents (that is, the folder is empty). For information about subscribing to documents, see Personalization on page Portal Integration Kit User s Guide for Microsoft SharePoint

25 Using the Document List Web Part Troubleshooting 2 Message Description No documents available. Contact your BusinessObjects Enterprise administrator for further details on availability. The message means that the folder that you are viewing does not contain any available documents. Portal Integration Kit User s Guide for Microsoft SharePoint 25

26 Using the Document List Web Part 2 Troubleshooting 26 Portal Integration Kit User s Guide for Microsoft SharePoint

27 Configuring the Document List Web Part 3

28 Configuring the Document List Web Part 3 Overview Overview The Document List web part lets Information Consumers view the lists of documents that are available to them. If the web part is enabled, it may also let Information Consumers create and manage their own personalized document list. When you define the properties of the web part, you need to consider a few things: The number and type(s) of documents that Information Consumers will access through the web part. The document information (for example, availability or update information) that needs to be displayed on the web part. The interaction that occurs among the various web parts in the SharePoint system. The level of technical knowledge that the Information Consumers possess. The functionality that you need to make available for the Information Consumers. To add the Document List web part to a web page As the Web Site Creator, you can modify the appearance and functionality of a web page in your SharePoint system by adding web parts. If you want to provide Information Consumers with access to their shared documents in BusinessObjects Enterprise, you need to add the Document List web part to a shared page in the SharePoint portal. You can also add the web part to a personal page instead of a shared page. However, if you add the web part to a personal page, only the Information Consumer to whom the page belongs can see the web part. 1. Open your web browser and go to the page in the SharePoint portal where you want to add the web part. 2. In the Actions area of the page, click Edit Page. The page reloads in Edit mode. 28 Portal Integration Kit User s Guide for Microsoft SharePoint

29 Configuring the Document List Web Part Configuring the web part 3 3. On the upper-right corner of the page, click Modify > Shared Page > Add Web Parts > Browse. The Add Web Parts pane appears on the right side of the page. 4. From the list of galleries, select Virtual Server Gallery. The Web Part List displays the available web parts in the Virtual Server Gallery. 5. From the Web Part List, select Document List. 6. At the bottom of the pane, select the zone where you want to add the Document List web part, then click Add. Tip: You can also drag the web part to the zone where you want it to appear. The Document List web part is now added to the web page. To close the Add Web Parts pane, click Close on the top-right corner of the pane. Configuring the web part As the Web Site Creator, you can also modify the features of the Document List web part. To make changes to the appearance and/or functionality of the web part, see the following sections: Web part menu on page 30 Properties pane on page 31 To access the Connections menu on page 41 By default, the BusinessObjects Enterprise XI Portal Integration Kit installs sample web parts that you can use as models of a configured Document List web part. These sample web parts General Business, Shared Documents, and My Favorites are located in the Virtual Server Gallery, along with the Document List web part. For more information about the sample web parts, contact your SharePoint administrator. Portal Integration Kit User s Guide for Microsoft SharePoint 29

30 Configuring the Document List Web Part 3 Configuring the web part Web part menu The Web Part menu contains options to modify the entire web part. To access the menu, click the arrow on the upper-right corner of the Document List web part. In addition to Help, which is typically the only function that is available to Information Consumers, the web part menu includes the following options for Web Site Creators: Option Description Minimize/Restore Click Minimize to hide the contents of the web part. If you want to see the contents of a minimized web part, click Restore (which appears in place of Minimize) from the Web Part menu. Close Click Close to remove the web part from the page. Click Modify Shared Web Part to access the Properties pane and the Connections menu. Modify Shared Web Part For information about the web part Properties pane, see Properties pane on page 31. For information about the web part Connections menu, see To access the Connections menu on page Portal Integration Kit User s Guide for Microsoft SharePoint

31 Configuring the Document List Web Part Configuring the web part 3 Option Description Export Click Export to save the web part (and its current settings) as a.dwp file that you can install and deploy on another SharePoint system. Click Help to access the help for the Document List web part. Help The web part help is a compiled set of HTML files. If you want to modify the URL of the help, expand the Advanced node in the Properties pane. The URL of the help is located in the Help Link field. For information about the web part Properties pane, see Properties pane on page 31. Properties pane The Properties pane allows you to customize the features of the Document List web part. The settings that you specify in this pane determine what Information Consumers can see and do when they use the web part. To access the Properties pane 1. In the Actions area of the page, click Edit Page. The page reloads in Edit mode. 2. On the upper-right corner of the web part, click the Web Part Menu arrow. The web part menu appears. Portal Integration Kit User s Guide for Microsoft SharePoint 31

32 Configuring the Document List Web Part 3 Configuring the web part 3. Select Modify Shared Web Part. The Properties pane opens on the right side of the page. 4. Expand the various nodes and specify the properties of the web part. For specific information about the properties that you can modify, see Document List properties on page Click Apply. 6. After you have made all of the changes, click OK. Document List properties By default, the SharePoint system offers three categories of properties that you can modify to customize the features of a web part: Appearance Layout Advanced Custom Appearance These categories are available in all web parts. (For information about modifying the properties in these categories, refer to your SharePoint documentation.) The Document List web part has the following additional categories: Custom Appearance Columns Navigation Custom Appearance contains the properties that determine how a document list is displayed to the Information Consumers. 32 Portal Integration Kit User s Guide for Microsoft SharePoint

33 Configuring the Document List Web Part Configuring the web part 3 Option Description Allow Subscription This option shows/hides the Subscribe button, which allows Information Consumers to add documents to their personalized document list. If you disable the Subscribe button, the check boxes on the document list disappear as well. Allow Delete This option shows/hides the Delete button, which allows Information Consumers to remove objects. Portal Integration Kit User s Guide for Microsoft SharePoint 33

34 Configuring the Document List Web Part 3 Configuring the web part Option Description This option shows/hides the number of pages as well as the go to page box and button. If the total number of pages is unknown, a plus sign displays beside the total page count. Allow Paging The go to page box allows the Information Consumers to specify which page to display. When Allow Paging is turned off, all documents in the current location will be displayed, no matter what value is set in the Page Size box. For example, the Page Size value is 50, but there are 1000 documents. All 1000 documents will be displayed. Allow Searching This option shows/hides the search box and button. Show Navigation List This option shows/hides the Show list, which displays the current folder that the Information Consumers are viewing. The list may also display the top-level folders that they can access and the path of folders that lead from the top-level folder to the current folder. For more information about the Show list, see Navigation on page Portal Integration Kit User s Guide for Microsoft SharePoint

35 Configuring the Document List Web Part Configuring the web part 3 Option Description This option lets Information Consumers see the documents that they are not able to access. Show Unavailable Documents A document is inaccessible in one of the following situations: No previously saved versions of the document are available and if the Information Consumer does not have the rights to view the document on demand. The processing server is down. The document link is an orphaned shortcut. For more information, see Availability on page 21 or contact your BusinessObjects Enterprise administrator. Show Footer Toolbar This option shows/hides the toolbar in the Documents for You web part footer. Page Size This option allows you to specify how many records to show per page. Alternating Row Style This option shows/hides the lines that visually separate the documents on the list. The row style options are as follows: None Lines Alternating Portal Integration Kit User s Guide for Microsoft SharePoint 35

36 Configuring the Document List Web Part 3 Configuring the web part Columns The web part toolbar disappears when you disable all of the following options: Allow Subscription Allow paging Allow search Show navigation list Columns lists the properties that determine which columns of data displays to the Information Consumers. Option Description Show Read This option displays an open envelope icon when the item is read. This option is available in the Inbox view only. Show Type This option displays the icon that represents the type of document. 36 Portal Integration Kit User s Guide for Microsoft SharePoint

37 Configuring the Document List Web Part Configuring the web part 3 Option Description Show Updated This option displays the date and time the document was last updated. Show Sent This option displays the date and time the document was sent. This option is available in the Inbox view only. Show From This option displays the name of the person who sent the document. This option is available in the Inbox view only. Show Availability This option displays the document schedule plan and availability. Show Alert This option displays an alert if a Crystal Report that is scheduled on a recurring basis has generated an alert. Show Keyword This option displays keywords Show Author This option displays the name of the person who created the document, not the BusinessObjects Enterprise XI Administrator. Portal Integration Kit User s Guide for Microsoft SharePoint 37

38 Configuring the Document List Web Part 3 Configuring the web part Option Description Show Folder This option displays the folder that the object belongs to. Show Folder is available from only the Inbox and the Search results locations. This option displays the category that the object belongs to. Show Category Show Category is available from only the Inbox and the Search results locations. Navigation Navigation properties affect which locations Information Consumers can access through the web part. 38 Portal Integration Kit User s Guide for Microsoft SharePoint

39 Configuring the Document List Web Part Configuring the web part 3 Option Description Show Inbox This option determines if the Inbox entry should appear in the Show list. Show My Favourites This option determines if the My Favorites entry should appear in the Show list. Show Public Folders This option determines if the Public Folders entry should appear in the Show list. Show Personal Categories This option determines if the Personal Categories entry should appear in the Show list. Show Corporate Categories This option determines if the Corporate Categories entry should appear in the Show list. This option sets the initial location that the web part displays when Information Consumers access the web page Default Location The list provides the option to choose a customized sub-location instead of the typical locations such as Public Folders, Inbox, and so on. Select Custom sublocation from the list, and in the Custom sub-location box, type the default location for the web part. Portal Integration Kit User s Guide for Microsoft SharePoint 39

40 Configuring the Document List Web Part 3 Configuring the web part Option Description This option allows you to specify a sub-location as the initial location that the web part displays when Information Consumers access the web page. Custom Sub-Location Select Custom sub-location in the Default Location property before you specify a sub-location in this box. You can type the full name or partial name of a sublocation. If you type a partial name, the web part specifies the closest available match that it can find. (For example, if you type Business, and the Business? in its name is General Business?, then the web part specifies General Business? as the default custom sub-location.) Remember Active Location This option shows the last visited location when the Information Consumer returns for a subsequent session. 40 Portal Integration Kit User s Guide for Microsoft SharePoint

41 Configuring the Document List Web Part Configuring the web part 3 Option Description Alternative Report View Url In this box, you can specify the URL of a web page that contains a web part capable of displaying reports (for example, a Report for You web part). When Information Consumers click to view a report from the document list, the report displays on the web part in the URL that you specified. For more information about this property, see Overview on page 106. Open Document in New Window This option opens a document in a new browser window instead of replacing the current web page with the document. Accept Location by Url This option enables the web part to receive folder information from another Document List web part (or any other web part that is capable of sending BusinessObjects Enterprise folder information) or static hyperlink in another web page. For more information about this property, see Overview on page 106. To access the Connections menu The Connections menu allows you to establish communication and interaction among the web parts in a web page. 1. In the Actions area of the page, click Edit Page. Portal Integration Kit User s Guide for Microsoft SharePoint 41

42 Configuring the Document List Web Part 3 Configuring the web part The page reloads in Edit mode. 2. On the upper-right corner of the web part, click the Web Part Menu arrow The Web Part menu appears. 3. Select Modify Shared Web Part. The Document List web part is outlined with a broken yellow line. 4. Click the Web Part Menu arrow again. The Web Part menu appears with two new options: Delete and Connections. 5. Select Connections. The menu expands and displays three options which are the options of the web part Connections menu. These options allow you to configure the Document List web part to send or receive information to or from other web parts on the same web page. Option Description Send Folder This option allows you to send the document list that is currently displayed on the web part to another Document List web part (or any other web part that can display BusinessObjects Enterprise folder information) on the web page. Receive Folder This option enables the web part to receive and display the document list that is sent by another Document List web part (or any other web part that is able to send BusinessObjects Enterprise folder information). This option corresponds to the Send Folder option. 42 Portal Integration Kit User s Guide for Microsoft SharePoint

43 Configuring the Document List Web Part Troubleshooting 3 Option Description Send Document This option allows you to specify the web part(s) that display the reports that Information Consumers view. You can also send documents to any web parts that can receive and display Crystal Reports. For more information and specific examples of how to use the Connections menu in the Document List web part, see Overview on page 106. Troubleshooting This section provides information about specific issues that may occur when you configure the Document List web part. Error messages When you view a web page that contains the Document List web part, you may encounter the following error messages: Message Description Unable to access the BusinessObjects Enterprise infrastructure at servername for username. Contact your reporting administrator for assistance. This message means that you are unable to access the BusinessObjects Enterprise CMS; as a result, the Document List web part is unable to function properly. Contact your SharePoint administrator and your BusinessObjects Enterprise administrator to resolve the issue. Portal Integration Kit User s Guide for Microsoft SharePoint 43

44 Configuring the Document List Web Part 3 Troubleshooting Message Description Unable to access the BusinessObjects Enterprise infrastructure at servername for username. The infrastructure may not be accessible, or you have not been granted access using automatic sign-on with authen tication. Contact your reporting administrator for further details on availability. This message means that the single signon feature has not been enabled for your account. Contact your SharePoint administrator and your BusinessObjects Enterprise administrator to resolve the issue. Unable to access the BusinessObjects Enterprise infrastructure at servername for username. The infrastructure may not be accessible, or you have not been granted access as username with authentica tion. Contact your reporting administrator for further details on availability. This message means that you do not have the necessary authentication/access rights (or the system does not recognize them). Contact your SharePoint administrator and your BusinessObjects Enterprise administrator to resolve the issue. To view documents in favorites, subscribe to shared documents. This message appears in the My Favorites folder if you have not subscribed to any documents (that is, the folder is empty). For information about subscribing to documents, see Personalization on page 19. No documents available. Contact your BusinessObjects Enterprise administrator for further details on availability. The message means that the folder that you are viewing does not contain any available documents. 44 Portal Integration Kit User s Guide for Microsoft SharePoint

45 Using the Crystal Report View Web Part 4

46 Using the Crystal Report View Web Part 4 Overview Overview Depending on how your Web Site Creator has configured the web parts in your system, the reports that you choose to view may open in three possible places: The main window of your web browser. A new browser window. Another web part. If the report opens in a browser window, then the viewer that is used is the standalone web Crystal Report viewer. (For more information about the web Crystal report viewer, contact your BusinessObjects Enterprise administrator.) However, if the report opens within another web part, then that web part is an example of a Crystal Report View web part deployment. The reports that appear in the Crystal Report View web part are in.rpt (Crystal report) format. If you choose to view a document that is in a different format (for example, a Word document or a PDF), then that document will open inside its corresponding program (Microsoft Word and Adobe Acrobat). Web Part Features The Crystal Report View web part enables you to view the information in a Crystal Report from within your SharePoint portal. The web part comes with a viewer and a built-in toolbar that you can use to do a number of report-viewing activities, such as navigating pages, drilling down charts and summarized data, selecting parameter values, and so on. 46 Portal Integration Kit User s Guide for Microsoft SharePoint

47 Using the Crystal Report View Web Part Web Part Features 4 While the Crystal Report View web part is typically deployed by the Web Site Creator, the features of the web part depend on configurations set by both the Web Site Creator and the BusinessObjects Enterprise administrator. The BusinessObjects Enterprise administrator must enable certain options in the Central Management Console (CMC) to allow the Web Site Creator to enable features in the web part. As well, the settings that are specified by the BusinessObjects Enterprise administrator override the settings that are specified by the Web Site Creator. For this reason, if you have questions about the availability of the features in the Crystal Report View web part, contact both your Web Site Creator and your BusinessObjects Enterprise administrator. Toolbar The web part toolbar provides options that allow you to search easily and work with the data in your report. Standard The standard toolbar contains options that may be enabled regardless of the way that the report is displayed on the web part; that is, these options may be available whether the web part displays the full report or only the report summaries. Portal Integration Kit User s Guide for Microsoft SharePoint 47

48 Using the Crystal Report View Web Part 4 Web Part Features For information about toolbar options that are available only if the full report is displayed, see Full report only on page 49. Option Description Crystal Reports viewing Click the Crystal Reports viewing button to view the report in the web Crystal report viewer. Microsoft Excel viewing Click the Microsoft Excel viewing button to view the report in.xls (Excel spreadsheet) format. Microsoft Word viewing Click the Microsoft Word viewing button to view the report in.doc (Word document) format. Adobe Acrobat viewing Click the Adobe Acrobat viewing button to view the report in.pdf (Acrobat PDF) format. If you move your mouse over the various viewing buttons, the button tooltips may display a date and time. The date and time on a tooltip indicate which saved version of the report is displayed when you click the viewing button. (For more information about saved versions of reports, see Availability on page 21.) If the tool tip does not display a date and time, then the report that is displayed when you click the button is the most up-to-date version from the report s data source. When you choose to view the report in a format other than Crystal Reports, the program attempts to preserve the design of the report. However, depending on the format that you choose, you may loose some or all of the structure and design that appears in the original report. 48 Portal Integration Kit User s Guide for Microsoft SharePoint

49 Using the Crystal Report View Web Part Web Part Features 4 Option Description Refresh Click Refresh to obtain the most upto-date data from the report s data source. Zoom Select a magnification factor from the dropdown list to zoom in or out on a report. Show Use the Show list to view or return to the report sections from which you drilled down. For information about drilling down report data, see Drilling down on page 56. All of the toolbar options described are set by both the Web Site Creator and the BusinessObjects Enterprise administrator. In particular, the four viewing buttons and the Refresh option require that certain rights be enabled by the BusinessObjects Enterprise administrator, or they will not appear on the toolbar regardless of the configuration set by the Web Site Creator. For more information about the availability of these options, contact both your Web Site Creator and your BusinessObjects Enterprise administrator. Full report only If your web part is configured to display full reports instead of report summaries (or if the report itself does not contain summaries), you may find additional options on the web part toolbar. Portal Integration Kit User s Guide for Microsoft SharePoint 49

50 Using the Crystal Report View Web Part 4 Web Part Features Option Description Click Print to print a copy of the report directly from the web part. Print This option may require you to download a small ActiveX component. Toggle Report Map Click Toggle Report Map to show/hide the Report Map. (You use the Report Map to navigate to different sections of the report.) If the report does not contain multiple sections, clicking this button does not display anything. Page Use the Page list to go to the different pages in the report. For more information about using the Page list, see Paging on page 54. Go to Page Type a page number in the field (beside the page count area) and click the Go to Page button to view that page. For more information about using the Go to Page button, see Paging on page Portal Integration Kit User s Guide for Microsoft SharePoint