SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

Transcription

1 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide SAP BusinessObjects XI3.1 Service Pack 4

2 Copyright 2011 SAP AG. All rights reserved.sap, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign, SAP BusinessObjects Explorer, StreamWork, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and other countries.business Objects and the Business Objects logo, BusinessObjects, Crystal Reports, Crystal Decisions, Web Intelligence, Xcelsius, and other Business Objects products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of Business Objects Software Ltd. Business Objects is an SAP company.sybase and Adaptive Server, ianywhere, Sybase 365, SQL Anywhere, and other Sybase products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of Sybase, Inc. Sybase is an SAP company. All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves informational purposes only. National product specifications may vary.these materials are subject to change without notice. These materials are provided by SAP AG and its affiliated companies ("SAP Group") for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty

3 Contents Chapter 1 Introduction to the Integration Option for Microsoft SharePoint 7 Who Should Use this Guide?...8 About this Guide...8 What is the Integration Option for Microsoft SharePoint software?...8 Chapter 2 Web Parts 11 Overview...12 Web Parts in the Integration Option for Microsoft SharePoint software...12 Content Explorer Web Part...13 User Actions Web Part...17 Advanced Search Web Part...17 Crystal Report Viewer Web Part...18 Dashboard Web Part...19 Document Viewer Web Part...19 Analytical Report Viewer Web Part...20 Xcelsius Viewer Web Part...20 Chapter 3 Installing the software 21 What's new?...22 Prerequisites...23 Recommended Disk Space...24 Installation by Using the User Interface...24 Silent Installation...25 Installation by Using a Response File...25 Installation by Using the Command-Line Interface...25 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 3

4 Contents Chapter 4 Getting Started 27 Overview...28 Logging into the Integration Option for Microsoft SharePoint software...30 Logging off from the BusinessObjects Enterprise Content...32 Chapter 5 Setting Preferences 33 Overview...34 Setting the General Preferences...34 Setting the Web Intelligence Preferences...36 Selecting a View Format for Web Intelligence Documents...37 Selecting a Formatting Locale for Web Intelligence Documents...37 Selecting a Default Creation/Editing Tool...38 Selecting a Universe...39 Setting the Drill Options...40 Selecting an MS Excel Format...43 Setting the Desktop Intelligence Preferences...44 Setting Desktop Intelligence Viewing Preferences...44 Setting the Crystal Reports Preferences...45 Selecting a Crystal Report Viewer...45 Crystal Report Viewers...46 Changing Your Password...50 Chapter 6 Working with Objects 51 Overview...52 Navigating Through Folders and Categories...52 Accessing Objects in Personal Folders or Inbox...53 Selecting an Object for Display...54 Viewing an Object...54 Organizing Objects in Folders and Categories SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

5 Contents Adding Objects to a Folder...56 Creating a Folder or a Category...56 Editing the Properties of a Folder or a Category...56 Sorting Objects...57 Searching in the Integration Option for Microsoft SharePoint software...57 Searching for an Object...58 Performing an Advanced Search...59 Content Search...61 Scheduling Objects...69 Scheduling an Object...70 Setting the Instance Title...71 Selecting a Recurrence Pattern...71 Scheduling an Object with Database Logon Information...73 Available Instance Formats...74 Specifying an Instance Destination...83 Applying a Record Selection Formula...90 Specifying Print Settings for a Crystal Report...90 Specifying Print Settings for a Desktop Intelligence Document...91 Scheduling an Object with Events...92 Specifying the Settings of the Scheduling Server Group...93 Scheduling an Object with Parameters...94 Selecting a Cache Format for Web Intelligence or Desktop Intelligence Documents...94 Pausing and Resuming an Instance...95 Object Packages...96 Rescheduling an Instance...98 Replacing an Instance...99 Viewing the Latest Instance of an Object Deleting an Instance Viewing the History of an Object Sending Objects or Instances SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 5

6 Contents Creating Objects Adding Objects Adding a Crystal Report Adding a Document from Your Computer Copying an Object Moving an Object Deleting an Object Creating a Shortcut to an Object Creating a Hyperlink Setting Object Properties Sticking Objects Sticking a Report Sticking the Last Viewed Report Sticking a Report without Content Explorer Web Part Chapter 7 My InfoView 111 Creating My InfoView Editing My InfoView and Dashboards Appendix A More Information 115 Index SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

7 Introduction to the Integration Option for Microsoft SharePoint 1

8 Introduction to the Integration Option for Microsoft SharePoint 1 Who Should Use this Guide? Who Should Use this Guide? This guide is intended for users who want to know how to work with objects by using the integrated web parts of the SAP BusinessObjects Integration option for Microsoft SharePoint software. Familiarity with the following applications is essential: Microsoft Office SharePoint Server 2007 (MOSS 2007) Microsoft Office SharePoint Portal Server 2003 Windows SharePoint Services 3.0 (WSS 3.0) BusinessObjects Enterprise (BOE) For more information about the SAP BusinessObjects Integration option for Microsoft SharePoint software, see the SAP BusinessObjects Integration Option for Microsoft SharePoint Administrator Guide and the SAP BusinessObjects Integration Option for Microsoft SharePoint Installation Guide. Online versions of these guides are included in the docs directory of your product distribution. About this Guide This guide describes how to use the SAP BusinessObjects integration option for Microsoft SharePoint software. It also describes the various features and capabilities of the software. What is the Integration Option for Microsoft SharePoint software? The SAP BusinessObjects integration option for Microsoft SharePoint software runs in your web browser and is your main interface for working with objects in BusinessObjects Enterprise from within Microsoft SharePoint platform. The different types of objects include Crystal reports, Voyager workspaces, Web Intelligence documents, Desktop Intelligence documents, and other objects that are created by using the BusinessObjects Enterprise plug-in components. The web parts in the Integration Option software enable you to access, view, organize, and work with objects from within the SharePoint system. 8 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

9 Introduction to the Integration Option for Microsoft SharePoint What is the Integration Option for Microsoft SharePoint software? 1 You can customize the appearance and functionality of the software. Hence, the appearance of your desktop may vary from the one that is described in this help. However, you can still use the procedures that are described in this document. SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 9

10 Introduction to the Integration Option for Microsoft SharePoint 1 What is the Integration Option for Microsoft SharePoint software? 10 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

11 Web Parts 2

12 Web Parts 2 Overview Overview Web Part, a modular unit of information, enables you to view content in one or more web pages. It also enables you to modify the content, appearance, and behavior of web pages, directly from a browser. By using web parts, you can customize a SharePoint site by setting properties, store and keep track of documents, view content from many sources, view business data, and share reports of business processes, and so on. You can also use a web part to view information contained in existing lists and libraries in the SharePoint site. A web part page contains a collection of web part zones. Site owners can create their own web part pages. You can add a web part to a web part page by placing it in a web part zone. A web part zone is a section of the web page that contains web parts. You can group and arrange web parts in a web part zone. The web parts in the Integration Option software enable you to access, view, organize, and work with objects from within your SharePoint system. The following BOE web parts are supported: Content Explorer Web Part User Actions Web Part Advanced Search Web Part Dashboard Web Part Document Viewer Web Part Xcelsius Viewer Web Part Crystal Report Viewer Web Part Analytical Report Viewer Web Part Do not use the back button of your web browser to navigate within the integration option software or any portion of BusinessObjects Enterprise. Web Parts in the Integration Option for Microsoft SharePoint software This section discusses the various web parts in the Integration option for Microsoft SharePoint software. 12 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

13 Web Parts Web Parts in the Integration Option for Microsoft SharePoint software 2 Content Explorer Web Part The "Content Explorer Web Part" enables you to browse your list of documents, navigate to folders and categories, and access the content directly from your system. If you have administrative privileges, you can also create a personalized list that contains only the documents that you want to view. The "Content Explorer Web Part" includes a viewer that displays your documents in a tabular format. This web part comprises the following sections: Toolbar Tree Panel Details Panel The "Content Explorer Web Part" is mandatory to work with the BOE content. Toolbar The following table lists the options that are available in the "Content Explorer Web Part" toolbar: SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 13

14 Web Parts 2 Web Parts in the Integration Option for Microsoft SharePoint software Option Description Enables you to display folders in the Tree panel. Switch to Folders Enables you to display categories in the Tree panel. Switch to Categories Enables you to refresh the report data. Refresh New Add Organize Enables you to create new objects in BusinessObjects Enterprise through the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software. Enables you to add objects to BusinessObjects Enterprise. Enables you to organize the selected objects. 14 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

15 Web Parts Web Parts in the Integration Option for Microsoft SharePoint software 2 Option Actions Search Description Enables you to perform actions such as set object properties, schedule objects, view object history, and so on. Enables you to search for objects. Enables you to navigate between pages. Tree Panel The Tree panel of the "Content Explorer Web Part" enables you to view the folders and categories in BusinessObjects Enterprise in a hierarchical structure. It also enables you to navigate through the folders and categories. When you select a folder or category in the "Tree" panel, its contents appear in the Details panel. Object packages also appear in the "Tree" panel and behave like folders. When you select an object package, its contents appear in the Details panel. Details Panel The Details panel of the "Content Explorer Web Part" enables you to view the contents of folders, categories, and objects packages that are available in the BusinessObjects Enterprise system. If you have the required permissions, you can filter, sort, modify, view, organize, or schedule objects that are displayed in the Details panel. Folders and Categories When you access a web page that contains the "Content Explorer Web Part", the web part loads a default location that is set by the BusinessObjects Enterprise administrator. The default location is a folder or a category. SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 15

16 Web Parts 2 Web Parts in the Integration Option for Microsoft SharePoint software The "Content Explorer Web Part" in the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software includes the following folder types: Public Folders - The Public folders contain all the documents that you can access. Some of these documents may be located within subfolders. Select documents from the public folders and subscribe to them to add the documents to your personalized list. Other users can view your personalized list if they have the required permissions. However, only the BusinessObjects Enterprise administrator and users with administrative privileges can create Public folders. The documents that you can view in the Public Folders depend on your access permissions. As a result, you may find that other members in your organization view a different set of documents in their Public Folders. For more information about your access permissions, consult your BusinessObjects Enterprise administrator. My Favorites - The My Favorites folder contains your personalized list of documents. Documents and subfolders that you subscribe to are added to this folder. You can create any number of subfolders under the My Favorites folder, to organize your objects. You can add objects to My Favorites folders, as well as create shortcuts to or copies of objects in public folders. You can also create new objects. Apart from the administrator, only you can access the My Favorites folder. Inbox - Inbox contains documents that are sent to you by other Business Intelligence (BI) portal users. There are no subfolders or categories in the Inbox; all the documents are listed at the same level. The "Content Explorer Web Part" in the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software includes the following types of categories: Personal Categories - You can create any number of Personal Categories to organize your objects. The categories that you create appear under Personal Categories in the Tree panel. Corporate Categories - The BusinessObjects Enterprise administrator and users with administrative privileges can create Corporate Categories. For more information on creating personal categories, consult your BusinessObjects Enterprise administrator. Related Topics Organizing Objects in Folders and Categories 16 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

17 Web Parts Web Parts in the Integration Option for Microsoft SharePoint software 2 User Actions Web Part The "User Actions Web Part" enables you to perform the following actions: Assign objects to categories Set folder and category properties View object instances View history Create hyperlinks Set object properties Add Crystal Reports Add local documents Schedule objects Pause object instances Resume object instances Perform content search operation Depending on the operation you choose to perform, the "User Actions Web Part" displays the appropriate page and toolbar options. We recommend that you add the "User Actions Web Part" to the web page. If you do not add this web part, any action that you initiate from the "Content Explorer Web Part" opens a new browser window and the action is not completed as expected. Related Topics Working with Objects Advanced Search Web Part You can use the features of the "Advanced Search Web Part" to perform an advanced search on all documents in the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software. Advanced search enables you to perform more specific searches for objects, based on their keywords, title, description, owner, type, or the time when the object was SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 17

18 Web Parts 2 Web Parts in the Integration Option for Microsoft SharePoint software last modified. You can combine these fields according to your needs, to create more complex searches. For example, you may work in the finance department of your organization. You had read a sales report for the previous year, but you cannot remember the location from which you accessed the report, whether it was in a public folder or your BusinessObjects Enterprise inbox. However, you remember that it was uploaded by your manager in the period between the end of the previous fiscal year and the end of the first month of the current fiscal year. You also remember that it was a Web Intelligence document. To find the report, you can specify all the above search parameters in the "Advanced Search Web Part". However, the search results appear in a new window. The search result displays only those documents that meet all your search parameters. You can copy objects, move objects, create shortcuts to objects, and delete objects in the search result. You can also set object properties, change category, schedule objects and view object history in the search result. Depending on the action that you perform on objects in the search result, the appropriate page appears in the corresponding web part. For example, if you schedule an object from the search result, the schedule page appears in the "Advanced Search Web Part". The "Advanced Search Web Part" also enables you to search for objects both in the BusinessObjects Enterprise content as well as in the SharePoint content. The "Advanced Search Web Part" is mandatory to perform an advanced search operation. If the web part is not deployed in your system, then an alert message is displayed when you attempt to perform an advanced search operation. Related Topics Performing an Advanced Search Crystal Report Viewer Web Part The "Crystal Report Viewer Web Part" enables you to view Crystal reports that are available in the SharePoint site. This web part includes a viewer and a built-in toolbar that you can use to perform activities such as navigating 18 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

19 Web Parts Web Parts in the Integration Option for Microsoft SharePoint software 2 pages, drilling down on charts and summarized data, selecting parameter values, and so on. If this web part is not selected as the primary web part, then the documents you select open in the "Document Viewer Web Part", which is the secondary web part. If the secondary web part is not configured, then the documents you select open in a new browser window. In the "Crystal Report Viewer Web Part", the documents appear in the Crystal report (.rpt) format. Dashboard Web Part You can use the "Dashboard Web Part" to create and view dashboards, and view My InfoView. My InfoView and dashboards display objects (for example, reports, documents, and web sites) that you may want to view on a regular basis. These objects are displayed according to the settings that you specify. For example, if you are working for the legal department, then, apart from keeping track of the internal finance reports, you may be required to keep a close eye on the regulatory websites. In such a scenario, you can use the "Dashboard Web Part" to customize and personalize dashboards to view the required reports and websites in a convenient format. If the "Dashboard Web Part" is not added to the page, then a new browser window is displayed when you attempt to create dashboards. Related Topics My InfoView Document Viewer Web Part The "Document Viewer Web Part" enables you to view the information in third-party document types such as MS Word, MS Excel, PDF, and so on. If this web part is not specified as the primary web part, then the documents you select open in a new browser window. When you select a document, SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 19

20 Web Parts 2 Web Parts in the Integration Option for Microsoft SharePoint software the web part uses the default viewer that is appropriate for the document type to display it. For example, when you open a PDF file, Acrobat Reader launches in the "Document Viewer Web Part". Analytical Report Viewer Web Part The "Analytical Report Viewer Web Part" enables you to create and view Web Intelligence and Desktop Intelligence documents available in your SharePoint environment. This web part also enables you to edit these documents. If your BusinessObjects Enterprise administrator has configured "Analytical Report Viewer Web Part" as the primary web part, then the documents you select open in the "Analytical Report Viewer Web Part". If the primary web part is not specified, then the documents open in the secondary web part, which is the "Document Viewer Web Part". If the secondary web part is not specified, then the documents open in a new browser window. Xcelsius Viewer Web Part The "Xcelsius Viewer Web Part" enables you to view Xcelsius documents that are available in your SharePoint environment. If your BusinessObjects Enterprise administrator has configured the "Xcelsius Viewer Web Part" as the primary web part, then the documents you select open in the "Xcelsius Viewer Web Part". If the primary web part is not specified, then the documents open in the "Document Viewer Web Part", which is the secondary web part. If the secondary web part is not specified, then the documents open in a new browser window. 20 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

21 Installing the software 3

22 Installing the software 3 What's new? This section gives you an overview of installation of Integration Option software patch Service Pack 4. For a detailed understanding of various aspects and features of installation, refer to the SAP BusinessObjects Integration Option for Microsoft SharePoint software Installation Guide. What's new? The integration option for Microsoft SharePoint software Service Pack 4 is provided as a patch and not a full build as in case of Service Pack 3. As such, it is mandatory to have the Service Pack 2 or Service Pack 3 of the integration option installed on the system. Both these prior service packs are supported and either of them would suffice the successful installation of Service Pack 4. The Service Pack 3 of integration option can be directly installed on the BusinessObjects Enterprise XI 3.1.NET SDK, without needing the Web tier of BusinessObjects Enterprise Suite. But, it is mandatory to install Microsoft's MSXML4 patch before that. You must install the MSXML4 patch prior to installing the Service Pack 3 of the integration option for Microsoft SharePoint software. This patch enables you to create Web Intelligence documents. You can download this patch from the following website: crosoft.com/downloads/details.aspx?familyid=3144b72b-b4f2-46da-b4b6- c5d7485f2b42&displaylang=en. If you have already installed the application and if you want to change the minimum prerequisite to SAP BusinessObjects Enterprise XI 3.1.NET SDK, then you must uninstall SAP BusinessObjects Enterprise Web Tier and then install the following applications in the order given below: SAP BusinessObjects Enterprise XI 3.1.NET SDK SAP BusinessObjects Enterprise XI 3.1 Service Pack 3 Microsoft's MSXML4 patch SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software Service Pack 3 full build SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software Service Pack 4 patch If you are a new customer, you must install the softwares in following sequence: 22 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

23 Installing the software Prerequisites 3 SAP BusinessObjects Enterprise XI 3.1 Service Pack 2 or Service Pack 3 full build Microsoft's MSXML4 patch SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software Service Pack 2 patch or Service Pack 3 full build SAP BusinessObjects Enterprise XI 3.1 Service Pack 4 patch SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software Service Pack 4 patch For more information about the BusinessObjects Enterprise.NET SDK, see the SAP BusinessObjects Enterprise Administrator's Guide. The service pack of integration option for Microsoft SharePoint software can be installed only on the same level of the SAP BusinessObjects Enterprise software service pack. So, for example, if you have the SAP BOE Service Pack 2 installed on your system, you cannot directly install the integration option for Microsoft SharePoint software Service Pack 3. You would first need to install Service Pack 3 of SAP BOE to support the successful installation of integration option over it. Prerequisites In Service Pack 4, the Integration Option software is a patch and can be installed only on an existing installation of the Integration option for Microsoft SharePoint software build. If the Integration option for Microsoft SharePoint software build is not available, the following error message appears when you attempt to install the Service Pack 4 software patch: The upgrade patch cannot be installed by the Windows Installer service because the program to be upgraded may be missing, or the upgrade patch may update a different version of the program. Verify that the program to be upgraded exists on your computer and that you have the correct upgrade patch. SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 23

24 Installing the software 3 Installation by Using the User Interface Recommended Disk Space Ensure that the system on which you want to install the Integration option for Microsoft SharePoint software Service Pack 4 has the minimum disk space. The minimum disk space required to install the Service Pack is 600 MB. This includes the Online Help and all the language packs. Each language pack update requires minimum 20 MB free space. For more information about disk space requirements, see the Platform Availability Report (PAR) available at: Installation by Using the User Interface To install the software, complete the following steps: 1. Download the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software Service Pack 4 self-extractable file from the SAP Service Marketplace website. 2. Extract the software patch, and double-click the setup.exe file. 3. Click Run. The "SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint Software SP4 Update Setup" screen appears. 4. Click Next. The "License Agreement" screen appears. 5. Read and accept the license agreement by selecting the I accept the License Agreement option, and click Next. The "Start Installation" screen appears. 6. Click Next. The installation of the application begins. 7. Click Finish after the installation is complete. A message indicating the successful installation of the application appears. 24 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

25 Installing the software Silent Installation 3 Silent Installation This section describes the silent installation methods for installing integration option for Microsoft SharePoint software Service Pack 4. Installation by Using a Response File The response file contains the setup and configuration details specified through installation option parameters. You can use this file to install the application without any manual intervention. You can also use this file to run identical silent installations on multiple systems. To run a silent installation by using a response file, you must first create a.ini file. You can create the.ini file by executing the setup.exe command with the write (-w) option. You must ensure that the name of the response file you want to generate is included in the command, as follows: setup.exe -w <responsefilepath\filename.ini> where responsefilepath is the location of the response file and file name.ini is the name of the response file. You can run a silent installation after you create the.ini file by executing the setup.exe command with the read (-r) option, as follows: setup.exe -r <filepath\filename.ini> Installation by Using the Command-Line Interface To install the software by using the command-line interface, complete the following steps: 1. Download the integration option for Microsoft SharePoint software Service Pack 4 self-extractable files from the SAP Service Marketplace website. 2. Create a temporary folder to store the extracted setup.exe files (for example, C:\temp\). 3. Select Start > Run. 4. Enter cmd in the Open field. SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 25

26 Installing the software 3 Silent Installation The command prompt window appears. By default, the path appears as C:\Documents and Settings\Administrator. 5. Change the path to C:\temp (temporary folder in which you have stored the extracted setup.exe files) and then, enter the following command: setup.exe /qn+. The silent installation of the Service Pack begins. You can use the "Windows Task Manager" to monitor the progress of the installation. If you want the installer to prompt you when the installation is complete, use the /qn+ parameter in the install command. If you do not want the installer to prompt you when the installation is complete, use the qn parameter in the install command. 26 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

27 Getting Started 4

28 Getting Started 4 Overview Overview BusinessObjects Enterprise includes the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software, a web desktop that acts as a window to a range of useful business information about your company. You can use this application to access Crystal reports, Voyager documents, Web Intelligence documents, Desktop Intelligence documents, and other objects, and organize them to suit your preferences. The features that SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software supports vary by content type. However, in general, you can view information in your web browser, export it to other business applications (such as Microsoft Excel), and save it to a specified location. The SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software supports the following features: Document Navigation You can navigate the BusinessObjects Enterprise (BOE) content by using the "Content Explorer Web Part". This web part enables you to access the following BOE folders: My Favorites Inbox Public Folders You can sort objects, filter objects by their type, create, edit and upload documents, and send documents to different destinations. The "Content Explorer Web Part" displays objects in either the folder view or the category view. The folder view is the default view. However, you can switch between the two viewing options. Document Viewing You can view a report by navigating to the folder in which the report is located and double-clicking the file name. The SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software displays the selected object in the appropriate viewer web part. You can view the following BusinessObjects content types: Web Intelligence documents Crystal reports Xcelsius documents 28 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

29 Getting Started Overview 4 Desktop Intelligence documents Object Packages Voyager documents Third-party documents such as MS Word, MS Excel, PDF and so on Document Search Content Search, an optimized search tool, enables you to search within the content of objects managed by BusinessObjects Enterprise. Content Search also enables you to take advantage of features such as search result grouping, matched-word highlighting, suggested searches, multilingual searching, and search techniques. The advanced search feature provides you with a single point to search for any object, whether it resides in the SharePoint repository or the BOE repository. If the search criteria are met, the search result displays the documents from both the repositories. You can also perform actions, such as viewing, scheduling and so on, that are applicable to the object type that you select from the search results. Scheduling Scheduling an object enables you to run it automatically at specified times. When a scheduled object runs successfully, an instance is created. An instance is a version of an object that contains data from the time the object was last run. By scheduling and viewing instances, you can ensure that the objects display the most up-to-date information for viewing, printing, and distributing. Preference Management The SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software enables you to set preferences for displaying the BOE content and for viewing different object types. You can determine the language settings for the web page and the formatting conventions for date, time, and numbers. You can also set the time zone for your web page. Setting the time zone is very important because activities such as scheduling depends on the time zone that you select. Publishing The publishing feature enables you to make documents, such as Crystal reports, Web Intelligence documents and so on, available to all users. You can also publish documents to multiple formats and destinations. In addition, this feature supports customized processing extensions, dynamic recipients and delivery rules. You can tailor the documents for different SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 29

30 Getting Started 4 Logging into the Integration Option for Microsoft SharePoint software users or recipients. For example, you can schedule a publication to run at specified intervals and send it to a number of destinations, including the recipients' BusinessObjects inboxes and addresses. Related Topics Navigating Through Folders and Categories Viewing an Object Searching in the Integration Option for Microsoft SharePoint software Scheduling Objects Setting Preferences Logging into the Integration Option for Microsoft SharePoint software To use the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software, one of the following web browsers must be installed on your machine: Microsoft Internet Explorer - Version 6 or 7 Firefox - Version 2 or 3 To log into the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software, complete the following steps: 1. Open your web browser. 2. Enter the appropriate URL. The SharePoint page with the BusinessObjects Enterprise web parts embedded appears. 3. In any of the web parts displayed on the page, click Log On. The "Log On to InfoView" page appears. 30 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

31 Getting Started Logging into the Integration Option for Microsoft SharePoint software 4 4. Enter your login credentials in the User name and Password fields. 5. In the System field, enter the name of the Central Management Server (CMS). 6. From the Authentication drop-down list, select the appropriate authentication type. The following authentication types are supported: Enterprise - Enterprise authentication requires a user name and a password that are recognized by BusinessObjects Enterprise. LDAP- LDAP authentication requires a user name and a password that are recognized by an LDAP directory server. Windows AD - Windows AD authentication requires a user name and a password that are recognized by Windows AD. Windows NT - Windows NT authentication requires a user name and a password that are recognized by Windows NT. Enterprise authentication is the default authentication method. LDAP, Windows AD, Windows NT, and other third-party authentication types require special setup. For more information, see the SAP BusinessObjects Enterprise Administrator's Guide. SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 31

32 Getting Started 4 Logging off from the BusinessObjects Enterprise Content If the BusinessObjects Enterprise administrator has already configured the system name and the authentication type, then the fields related to these do not appear in the "Log On to InfoView" page. 7. Click Log On. The web parts are displayed. Logging off from the BusinessObjects Enterprise Content After you finish working with the BusinessObjects Enterprise content, you can end the session by logging off. To log off, at the top of the page, click Welcome <Your login name>, and select Business Objects Log Off. 32 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

33 Setting Preferences 5

34 Setting Preferences 5 Overview Overview The Preferences option enables you to customize the appearance of the main page of the application that is displayed after you log into the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software. This option also enables you to configure the specific settings of the various objects that you view, such as viewers for Crystal reports, and view formats for Web Intelligence and Desktop Intelligence documents. We recommend that you set your preferences before you begin to work with objects in the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software. However, depending on the deployment, your BusinessObjects Enterprise administrator may configure your system to use the predetermined settings. Related Topics Setting the Web Intelligence Preferences Setting the Desktop Intelligence Preferences Setting the Crystal Reports Preferences Setting the General Preferences To set the general preferences, complete the following steps: 1. Log into the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software. 2. At the top of the page, click Welcome <Your login name>, and select Business Objects Preferences Settings. The "General" section of the "Preferences" page appears in a new window. 34 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

35 Setting Preferences Setting the General Preferences 5 3. In the "InfoView Start Page" area of the "General Preferences" section, select the folder or page that you want to set as your initial view. For example, if you select Favorites, the Favorites folder automatically appears in the Tree panel of the "Content Explorer Web Part" the next time you log into the application. The folder is highlighted and the objects in the folder are displayed in the Details panel. 4. In the "Document Navigation View" area of the "General Preferences" section, select Folder or Category. Depending on the option that you select, the Tree panel displays objects by folders in which they are located or by categories to which they are assigned. 5. In the "Set the number of objects (max.) per page" area of the "General Preferences" section, specify the maximum number of objects that you want to view per page when you view the lists of objects. SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 35

36 Setting Preferences 5 Setting the Web Intelligence Preferences 6. Select the summary information that you want to view in the Details panel for each object. The following options are supported: description owner date instance count 7. In the "Product Locale" area of the "General Preferences" section, select your current language. This setting determines the language that is used by the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software. 8. In the "Current Time Zone" area of the "General Preferences" section, select the appropriate time zone. You must configure the time zone before you schedule any objects. The default time zone is local to the web server that is running BusinessObjects Enterprise, not the Central Management Server (CMS) machine to which each user connects. By setting your time zone properly, you ensure that your scheduled objects are processed in accordance with the time zone in which you are working. 9. In the "Preferred Viewing Locale" area of the "General Preferences" section, select the locale to define the formatting conventions for the date, time, and numbers. 10. Click OK. Setting the Web Intelligence Preferences Before you access the Web Intelligence documents through the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software, you must set the Web Intelligence preferences to suit your query and reporting needs. You can set the preferences for Web Intelligence documents only if you have the necessary Web Intelligence license. For information about licensing, consult your sales representative. 36 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

37 Setting Preferences Setting the Web Intelligence Preferences 5 Selecting a View Format for Web Intelligence Documents To select a view format for Web Intelligence documents, complete the following steps: 1. Log into the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software. 2. At the top of the page, click Welcome <Your login name>, and select Business Objects Preferences Settings. The "Preferences" page appears in a new window. 3. Click the Web Intelligence section. 4. In the "Select a default view format" area of the Web Intelligence section, select the format that you want to use to view your Web Intelligence documents. You can select any of the following view formats: Web - Select this option to view and print documents, respond to prompts, and perform drill analysis. You can also track data changes in the Web viewer if you have the required permissions. PDF (Adobe Acrobat Reader required) - Select this option to respond to prompts, and view and print documents directly in PDF format. Depending on how your BusinessObjects Enterprise administrator configures your system, you may view a PDF of the entire document, or of the default tab. If you view a PDF of the default tab, you can create PDFs of the other tabs in the report. To do this, click the links at the bottom of your screen. 5. Click OK. Selecting a Formatting Locale for Web Intelligence Documents To select a formatting locale for Web Intelligence documents, complete the following steps: 1. Log into the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software. SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 37

38 Setting Preferences 5 Setting the Web Intelligence Preferences 2. At the top of the page, click Welcome <Your login name>, and select Business Objects Preferences Settings. The "Preferences" page appears in a new window. 3. Click the Web Intelligence section. 4. In the "When viewing a document" area of the Web Intelligence section, select the locale you want to use. The locale that you select determines the format in which the date, time, and numbers are displayed in the Web Intelligence documents. You can select any of the following options: Use the document locale to format the data - Select this option to retain the locale that you used to format the data while creating the document. Use my Preferred Viewing Locale - Select this option to format the data with the locale that you selected in the "General Preferences" section of the "Preferences" page. 5. Click OK. Selecting a Default Creation/Editing Tool The creation/editing tool enables you to create and edit Web Intelligence documents. You may use a specific report panel format depending on how your system is configured or how you want to interact with Web Intelligence documents. To select a default creation/editing tool, complete the following steps: 1. Log into the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software. 2. At the top of the page, click Welcome <Your login name>, and select Business Objects Preferences Settings. The "Preferences" page appears in a new window. 3. Click the Web Intelligence section. 4. In the "Select a default creation/editing tool" area of the Web Intelligence section, select the tool that you want to use to create or edit Web Intelligence documents. The following options are available to you only if your administrator has deployed Web Intelligence in JSP mode: 38 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

39 Setting Preferences Setting the Web Intelligence Preferences 5 Advanced - Select this option to use a graphical editor to build formulas. The Java Report Panel, an advanced editing tool, enables you to define the content of documents from multiple data sources and create and modify queries on which new or existing documents are based. You can also create subqueries, combined queries, and rank data. Desktop - Select this option to edit or create your Web Intelligence documents in Web Intelligence Offline. Web Intelligence Offline must be installed on your computer to use this option. 5. Click OK. Selecting a Universe You can select a universe as the default data source for your Web Intelligence documents. To select a universe, complete the following steps: 1. Log into the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software. 2. At the top of the page, click Welcome <Your login name>, and select Business Objects Preferences Settings. The "Preferences" page appears in a new window. 3. Click the Web Intelligence section. 4. In the "Select a default Universe" area of the Web Intelligence section, click Browse, and select any of the following options: The name of a universe, if you want to assign a default universe. No default universe, if you do not want to set a default universe. 5. Click OK. SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 39

40 Setting Preferences 5 Setting the Web Intelligence Preferences Setting the Drill Options Drilling a report typically involves navigating up and down the levels in the report hierarchy. When selecting data, you can expand or collapse a hierarchy by drilling down or drilling up. For example, you can drill down on data grouped by country to view it grouped by region, or drill up data grouped by city to view it grouped by country. Before you begin a drill session, you must specify how your Web Intelligence documents must change when you perform a drill operation. To set the drill options, complete the following steps: 1. Log into the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software. 2. At the top of the page, click Welcome <Your login name>, and select Business Objects Preferences Settings. The "Preferences" page appears in a new window. 3. Click the Web Intelligence section. 4. In the "Drill options" area of the Web Intelligence section, select the general options that you want to apply to your drill sessions. You can select any of the following options: Prompt when drill requires additional data - Select this option if you want Web Intelligence to prompt you whenever a drill action requires a new query to fetch more data from the data source. For example, when you drill the results that are displayed in a Web Intelligence document, you may want to drill to a higher level or a lower level of information that is not included in the scope of analysis. In such a scenario, Web Intelligence needs to run a new query to retrieve additional data from the data source. You can set the drill option in such a way that you are prompted with an alert whenever a new query is required. The application prompts you to specify whether you want to run the additional query. The prompt may also allow you to apply filters on the extra dimensions that you want to include in the new query. You can use these filters to restrict the scope of the query to fetch the data that is necessary for your analysis. 40 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

41 Setting Preferences Setting the Web Intelligence Preferences 5 You need the administrative privileges to apply filters during a drill session. Synchronize drill on report blocks - Select this option if you want Web Intelligence to synchronize drilling on all report blocks. Each table, chart, or free-standing cell in a report represents a specific block of data. You can drill on a report with multiple report blocks in the following ways: Synchronize drill on all report blocks. Drill only on the selected block. The following examples illustrate how each option affects a report as you drill down on a table to analyze the detailed results per service line: a. In this example, the Synchronize drill on report blocks option is selected. Hence, both the table and the chart display the drilled values. The following figure displays the results of the drill operation: b. In this example, the Synchronize drill on report blocks option is not selected. The drill is performed only on the selected block. Hence, only the table displays the drilled values. The following figure displays the results of the drill operation: SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 41

42 Setting Preferences 5 Setting the Web Intelligence Preferences Hide Drill toolbar on startup - Select this option if you want Web Intelligence to hide the Drill toolbar when you switch to the drill mode. When you start the drill mode, by default, the Drill toolbar automatically appears at the top of the drilled report. The toolbar displays the values on which the report is drilled. These values filter the results that are displayed in the drilled report. For example, if you drill on the report for the year 2001, the results are displayed for Q1, Q2, Q3, and Q4 of the year This means that the quarterly values that you drilled to are filtered by the value The Drill toolbar displays 2001, the value that was used to drill the report. The Drill toolbar also enables you to select other values to filter the results differently. For example, if you use the Drill toolbar to select 2002, the results are displayed for Q1, Q2, Q3, and Q4 of for the year If the drilled report includes dimensions from multiple queries, then a tooltip appears when you rest your cursor on the value that is displayed on the filter. The tooltip displays the name of the query and the dimension for the value. You can choose to hide the Drill toolbar when you start drill mode. This is useful if you do not want to select filters during the drill operation. 42 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

43 Setting Preferences Setting the Web Intelligence Preferences 5 5. In the "Start drill session" area of the Web Intelligence section, select the option that you want to apply to the drill sessions. You can select any of the following options: On duplicate report - Select this option to retain a copy of the original document. This enables you to compare the drilled results with the data in the original document. Web Intelligence creates a duplicate of the original report. When you end the drill mode, both the original report and the drilled report are available for you to view. On existing report - Select this option to view the results of the drill operation on the original report. After the drill operation is complete, the report displays the drilled values. 6. Click OK. Selecting an MS Excel Format When you schedule or export documents to MS Excel format, you can specify how the data must appear in the instances of the Web Intelligence documents. To select an MS Excel format, complete the following steps: 1. Log into the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software. 2. At the top of the page, click Welcome <Your login name>, and select Business Objects Preferences Settings. The "Preferences" page appears in a new window. 3. Click the Web Intelligence section. 4. In the "Select a priority for saving to MS Excel:" area of the Web Intelligence section, select the option that suits your needs. You can select any of the following options: Prioritize the formatting of the documents - Select this option to view the data in a format that is similar to viewing the report in Web Intelligence. SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 43

44 Setting Preferences 5 Setting the Desktop Intelligence Preferences Prioritize easy data processing in Excel - Select this option to view the data in a text format. 5. Click OK. Setting the Desktop Intelligence Preferences Before you view Desktop Intelligence documents in the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software, you must set the Desktop Intelligence preferences to suit your viewing needs. Setting Desktop Intelligence Viewing Preferences To set the Desktop Intelligence viewing preferences, complete the following steps: 1. Log into the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software. 2. At the top of the page, click Welcome <Your login name>, and select Business Objects Preferences Settings. The "Preferences" page appears in a new window. 3. Click the Desktop Intelligence section. 4. In the "Select a default view format:" area of the Desktop Intelligence section, select the format in which you want to view Desktop Intelligence documents. You can select any of the following options: Web - If you select this option, then the Desktop Intelligence documents appear in HTML format in a web-based viewer. This format also enables you to perform report analysis. PDF - If you select this option, then the Desktop Intelligence documents appear in PDF format. You can either print or save the document. Depending on how your BusinessObjects Enterprise administrator configures your system, you may view a PDF of the entire document, or of the default tab. If you view a PDF of the default tab, you can create a PDF version of other tabs in the report. To do this, click the links at the bottom of your screen. 44 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

45 Setting Preferences Setting the Crystal Reports Preferences 5 Desktop Intelligence format (Windows only) - If you select this option, then the documents appear in the Desktop Intelligence client. The Desktop Intelligence client must be installed on your computer to view the report in this format. 5. Click OK. Setting the Crystal Reports Preferences Before you start working with Crystal reports in the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software, you must set the Crystal Reports preferences to suit your reporting needs. Selecting a Crystal Report Viewer To select a Crystal report viewer, complete the following steps: 1. Log into the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software. 2. At the top of the page, click Welcome <Your login name>, and select Business Objects Preferences Settings. The "Preferences" page appears in a new window. 3. Click the Crystal Reports section. 4. In the "Select a default view format" area of the Crystal Reports section, select the format in which you want to view the Crystal reports. You can select any of the following options: Web - The Web viewer does not require you to download any application. It can work without Java or ActiveX. a. If you select Web as the view format, you must also select the printing option in the "Select printing control (for Web):" area of the Crystal Reports section. You can select any of the following print options: PDF - If you select this option, then the viewer exports the report to PDF format. You can then print the report. We recommend that you select the PDF option to include the Flash objects in the printed copy of the report. SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 45

46 Setting Preferences 5 Setting the Crystal Reports Preferences ActiveX one click printing - If you select ActiveX one-click printing, then you can print the report directly from the Crystal report viewer. The ActiveX option requires the installation of the ActiveX component. b. In the "Select a rendering resolution" area of the Crystal Reports section, specify the appropriate resolution. You can select any of the following options: 96 DPI 120 DPI Web ActiveX - The ActiveX viewer is enabled if you use a version of Microsoft Internet Explorer that supports ActiveX controls. Web Java - The Java viewer is designed for web browsers that support the Java Virtual Machine. 5. In the "Select a default measuring unit:" area of the Crystal Reports section, select the appropriate paper size for printing the Crystal reports. The size that you select is used as the default unit when you schedule a Crystal report. The following options are supported: Inches Millimeters 6. Click OK. Related Topics Web ActiveX Viewer Web Java Viewer Web Viewer Crystal Report Viewers The Crystal report viewers enable you to view reports, navigate through multiple pages, refresh data, drill down to view details behind charts and summarized data, select parameters, and so on. These viewers also provide powerful printing and exporting capabilities. 46 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

47 Setting Preferences Setting the Crystal Reports Preferences 5 The online Crystal report viewers support ActiveX, Java, and a no-downloading web alternative. Typically, your BusinessObjects Enterprise administrator selects the viewer type that is best suited to your company's needs. However, you can also manually select your preferred viewer type from the Crystal Reports preferences page. For more information, see Setting the Crystal Reports Preferences. Some features of the Crystal report viewers may be disabled by your BusinessObjects Enterprise administrator. For more information, contact your BusinessObjects Enterprise administrator. Web ActiveX Viewer The Web ActiveX Viewer enables you to view, refresh, and print your reports, and export them to a variety of formats. You can use the Web ActiveX Viewer with versions of Microsoft Internet that supports ActiveX controls. However, you must download and install an ActiveX component. In addition to the functions that are provided on the browser's standard toolbar, the Web ActiveX Viewer offers the following extra functions on its custom toolbar: Export report Print report Toggle group tree Go to first page Go to previous page Go to next page Go to last page Go to page Stop loading Refresh Search text Zoom SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 47

48 Setting Preferences 5 Setting the Crystal Reports Preferences Close current view Web Viewer The Web Viewer enables you to view, refresh, and print your reports, edit parameters, and export reports to a variety of formats. You can access the Web Viewer by using your browser. You need not download a plug-in to use Web Viewer. In addition to the functions that are provided on the browser's standard toolbar, the Web Viewer offers the following extra functions on its custom toolbar: Export report Print report Show/Hide Parameter Panel Show/Hide group tree Go to first page Go to previous page Go to page Go to next page Go to last page Refresh page Zoom Search for text The Web viewer is the only Crystal report viewer that enables you to access the Parameter panel. 48 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

49 Setting Preferences Setting the Crystal Reports Preferences 5 Web Java Viewer The Web Java Viewer enables you to view, refresh, print and export your reports to a variety of formats. You can access the Web Java Viewer by using a web browser that supports Java Virtual Machine. In addition to the functions that are provided on the browser's standard toolbar, the Web Java Viewer offers the following extra functions on its custom toolbar: Export report Print report Show/Hide group tree Stop Refresh data Go to first page Go to previous page Go to next page Go to last page Current and last page numbers Search for text Magnification factor When you place the mouse pointer over a button on the custom toolbar, the associated description appears in the bottom left-hand side of the browser's status bar. You may experience minor problems when you scroll through reports in the Java viewer. These problems occur because of the implementation of Java Virtual Machine in certain web browsers. If you experience such problems, click repeatedly on the scroll buttons to scroll. Do not hold down the scroll buttons. SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 49

50 Setting Preferences 5 Changing Your Password Changing Your Password You can change the password that you use to log into the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software. To change your password, complete the following steps: 1. Log into the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software. 2. At the top of the page, click Welcome <Your login name>, and select Business Objects Preferences Settings. The "Preferences" page appears in a new window. 3. Click the Change Password section. 4. Enter your old password in the Old Password field. 5. Enter your new password in the New Password field. 6. Re-enter the new password in the Confirm New Password field. 7. Click OK. You must use the new password the next time that you log into the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software. 50 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

51 Working with Objects 6

52 Working with Objects 6 Overview Overview This chapter describes how to access, organize, and work with objects in the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software. It also describes how to search for objects and schedule them. Scheduling an object enables you to obtain the most recent information from a report at a specified time. The documents and files in your BusinessObjects Enterprise system are referred to as objects. Examples of objects include hyperlinks, shortcuts, MyInfoview page layouts, Crystal reports, Web Intelligence documents, Voyager workspaces, and Desktop Intelligence documents. In the "Content Explorer Web Part" of the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software, you can organize objects either by folders or by categories. Each object must belong to a folder, and an object cannot belong to more than one folder. You can assign an object to more than one category. However, it is not mandatory to assign an object to a category. Folders and categories can be either public (corporate) or personal. If you have the necessary permissions, you can view the public folders and categories. You need additional permissions to add, edit, and arrange objects in folders and categories. The private folders and categories cannot viewed by any other user except the BusinessObjects Enterprise administrator. This administrator can edit these folders, if required. The SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software also enables you to send objects or instances (or shortcuts to objects or instances) to other users. You can send objects from folders or categories as you browse, or instances from the "History" page. The objects that have been sent to you are stored in your inbox. Navigating Through Folders and Categories This section describes how to navigate through folders and categories in the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software. 52 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

53 Working with Objects Accessing Objects in Personal Folders or Inbox 6 You must not use the Back button of your web browser to navigate within the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software or any part of BusinessObjects Enterprise. To navigate through folders or categories, complete the following steps: 1. In the "Content Explorer Web Part" toolbar, click Switch to Folders or Switch to Categories to view the folders or categories. 2. Click a folder or category to view the subfolders or subcategories. Tip: To expand a folder or category, click the + (plus) symbol that appears beside the folder or category name. The subfolders or subcategories and objects in the selected folder or category are displayed in the Details panel. 3. In the Tree panel, click a subfolder or subcategory to view the objects. The objects appear in the Details panel. Related Topics Folders and Categories Accessing Objects in Personal Folders or Inbox To access objects in your folders or inbox, complete the following steps: 1. In the "Content Explorer Web Part", click Switch to Folders. The folders are displayed in the Tree panel. By default, My Favorites, Inbox, and Public Folders are displayed. 2. Click My Favorites or Inbox. The subfolders are displayed in the Tree panel. The subfolders and objects, if present, are also displayed in the Details panel. Related Topics Setting the General Preferences SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 53

54 Working with Objects 6 Selecting an Object for Display Selecting an Object for Display When you select a folder or a category, the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software displays all the objects for which you have the required permissions. To make a search easier, you can choose to display only objects of a specific type. Object types include Crystal reports, Web Intelligence documents, Excel spreadsheets, PowerPoint presentations, program objects, text files, and so on. To select an object type, complete the following steps: 1. In the Details panel of the "Content Explorer Web Part", click Type. 2. In the Type drop-down list, select the types of object that you want to view. Tip: To view all objects, select All Types. 3. Click OK. The selected object types are displayed in the Details panel. Viewing an Object You can view objects in the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software depending on the permissions that have been granted to you and the settings specified by the BusinessObjects Enterprise administrator. You can view the report directly from the data source, the latest instance of the object, or its saved copy. If you have the required permissions, you can also refresh the report. Refreshing an object requires a considerable amount of system resources. Hence, we recommend that you refresh an object only if you think the data has changed. To view an object, complete the following steps: 1. Navigate to an object and double-click its title. Depending on the object type you select, the selected object is displayed in the corresponding web part. 54 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

55 Working with Objects Organizing Objects in Folders and Categories 6 2. To view the object on demand, click Refresh in the object viewer. To view an older instance, select the object in the Details panel, click Actions in the "Content Explorer Web Part" toolbar, and then select History from the drop-down list. You cannot refresh objects or view the history of objects if you do not have the required permissions. The instances are displayed in the "User Actions Web Part". 3. Double-click the instance that you want to view. Depending on the object type that you select, the details of the selected instance are displayed in the corresponding web part. Related Topics Scheduling Objects Viewing the History of an Object Organizing Objects in Folders and Categories This section describes how to organize objects in folders and categories in the "Content Explorer Web Part" of the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software. It also describes how to create folders and categories, set properties of folders and categories, add objects to folders and categories, and sort objects. Typically, the BusinessObjects Enterprise administrator creates the folders and categories that are accessible to all users. However, if you have the required permissions, you can also create folders and categories in the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software. Related Topics Content Explorer Web Part Folders and Categories SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 55

56 Working with Objects 6 Organizing Objects in Folders and Categories Adding Objects to a Folder If you have the required permissions, you can add the new objects to a folder in the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software, or add multiple objects to BusinessObjects Enterprise by using the Publishing Wizard. For more information about the Publishing Wizard, see the SAP BusinessObjects Enterprise Administrator's Guide. You can also create new objects in the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software if you have the required permissions. Related Topics Adding Objects Creating a Folder or a Category To create a folder or a category, complete the following steps: 1. In the "Content Explorer Web Part" toolbar, click Switch to Folders or Switch to Categories. 2. Navigate to the folder or category where you want to add a new folder or a category. 3. Click New, and select Folder or Category. You are prompted to type a name for the new folder or category. 4. Specify a name for the folder or category. 5. Click OK. Editing the Properties of a Folder or a Category You can edit the properties of folders or categories that you have created. You can also edit the properties of folders and categories for which you have the required permissions. The Edit Properties feature enables you to change the name, description, and keywords of the folder or category. You can use the keywords to search for specific folders and categories. 56 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

57 Working with Objects Searching in the Integration Option for Microsoft SharePoint software 6 To edit the properties of a folder or a category, complete the following steps: 1. In the "Content Explorer Web Part" toolbar, click Switch to Folders or Switch to Categories. 2. Navigate to the folder or category that you want to edit. 3. Click Actions, and select Properties. The "General Properties" page appears in the "User Actions Web Part". This page also displays the date and the time at which the report was created, last modified, and last run. 4. Edit the information on the "General Properties" page. 5. Click OK. Sorting Objects By default, the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software sorts objects in the alphabetical order. However, you can reverse this order, or you can sort the objects by last run date, type, or owner. To sort objects, click the heading of the column by which you want to sort the object. For example, to sort the objects by title, click the Title column heading. To sort the objects by owner, click the Owner column heading. You can also sort objects by Last Run and Type. When you click the column heading, the system sorts the objects in the ascending order. If you click the column heading again, the objects are sorted in the descending order. Searching in the Integration Option for Microsoft SharePoint software The search section in the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software enables you to perform simple searches. A simple search allows you to match your search input with the keyword, title, description, and owner information. SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 57

58 Working with Objects 6 Searching in the Integration Option for Microsoft SharePoint software The results of a simple search operation are displayed in the Tree panel. This enables you to search within your search results and refer to them anytime during your session. You can also perform advanced searches. An advanced search works the same way as a simple search, except that you can indicate that all search results must meet your search criteria. If you need to search for a text among certain types of objects, you can do so by using the Content Search feature. This feature looks for the text among the keywords, titles, descriptions, owner information, and the report data. Simple searches are executed on all the objects in the folder or category that you have selected in the Tree panel, including child objects, subfolders, and subcategories. You cannot perform a simple search on public folders or categories, and personal folders or categories at the same time. Searching for an Object You can perform a structured search to find objects. This is a simple search in which the text string you enter is matched with the text strings in the specified properties fields of each object. To search for an object, complete the following steps: 1. In the "Content Explorer Web Part", navigate to the folder in which you want to search for an object. 2. In the Search field, enter the text that you want to locate in the selected folder. 3. In the drop-down list next to the Search field, select the appropriate option. The following search options are supported: Search all fields Search title Search keyword Search Content Advanced Search The Search all fields option enables you to search in all the fields in the document. The Search title option enables you to search for the title of 58 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

59 Working with Objects Searching in the Integration Option for Microsoft SharePoint software 6 a specific document. The Search keyword option enables you to search for specific keywords that are defined for a document. You can also click Advanced Search to view additional options that enable you to search for objects by location, description, owner, type, and the time when an object was last modified. If you have the required permissions and if your administrator has enabled Content Search, you can also search for content within objects. 4. Click Search A list of objects that match your search parameters appears in the Details panel. Your search results are saved as a node in the Tree panel. You can navigate back to the results of your simple search until you log out of the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software. You can search within the search results till you navigate away from the results of the first search operation. Related Topics Performing an Advanced Search Content Search Performing an Advanced Search To perform an advanced search, complete the following steps: 1. In the "Content Explorer Web Part" toolbar, click the Search button, and select Advanced Search from the drop-down list. The "Advanced Search" page appears in the "Advanced Search Web Part" in a new window. You can also access the "Advance Search" page from the Quick Launch panel. The Quick Launch panel appears below the View All Site Content link. SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 59

60 Working with Objects 6 Searching in the Integration Option for Microsoft SharePoint software 2. Select the locations in which you want to search. The following options are supported: Public Folder: Enables you to search for objects in all public folders. Private Folder: Enables you to search for objects in the My Favorites folders. Inbox Folder: Enables you to search for objects in the BusinessObjects Enterprise inbox. Corporate Categories: Enables you to search for objects that have been assigned to one or more corporate categories. Personal Categories: Enables you to search for objects that have been assigned to one or more personal categories. You can select more than one location to search. To search all objects, you must select Public Folder, Private Folder, and Inbox Folder. The folder or category that you were viewing or was selected when you navigated to the "Advanced Search" page does not effect the folders and categories that are searched. If you do not select a location, objects are searched in all the locations. 3. Select the parameters based on which you want to search for objects. The following options are supported: Search by Keyword - Enables you to search for objects that contain the keywords that you have listed. Search by Title - Enables you to search for an object with a specific title. To widen the scope of your search, you can also enter the most important words that appear in the title of objects. The search result displays all objects with titles that contain the words that you have listed. Search by Description - Enables you to search for objects that contain specific words or a specific text string in the description of the objects. Search by Owner - Enables you to search for objects by the name of the user who added the object. The search result displays all objects that is added by the user. All of these words - Enables you to search for objects that contain all words that you list. Objects must contain all of these words to appear in the search result. Search by DB - Enables you to search for objects based on the database to which they belong. The following options are supported: 60 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

61 Working with Objects Searching in the Integration Option for Microsoft SharePoint software 6 Both - This option is selected by default. It enables you to search for objects in both Business Objects content and the SharePoint content. The search results appear under the sections "Business Objects Search Result" and "Sharepoint Search Result" in a new window. You can perform actions that are applicable to the selected object type in the search results, regardless of which repository the objects belong to. Business Objects Content Only - Enables you to search for reports in the Business Objects content. Sharepoint Content Only - Enables you to search for reports in the SharePoint content. Type - Enables you to search for a specific type of object. To include all types of objects in the search operation, select All from the drop-down list. Search by Last Modification Time - Enables you to search for objects based on the time the objects were last modified. You can specify the time range in the Start and End fields. If you do not want to search by the time when the object was last modified, select Don't Search by Time. 4. Click Search. The list of objects that match your search criteria appears in a new window. In the new window, toolbar options such as Organize, Send, and Actions are supported for the Business Objects result set only. You can view a document in the respective viewer web part. You can modify an object in the respective viewer web part or client application depending on its type. All other actions in the new window are directed to the "User Actions Viewer Web Part". Related Topics Advanced Search Web Part Content Search Content Search is an optimized search tool that enables you to search within the content of objects managed by BusinessObjects Enterprise. These objects include Crystal reports, Web Intelligence and Desktop Intelligence documents, Microsoft Word, Excel documents, RTF, PDF, and TXT files. SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 61

62 Working with Objects 6 Searching in the Integration Option for Microsoft SharePoint software Content Search also enables you to take advantage of several other features to make searching for information easier, such as search result grouping, matched word highlighting, suggested searches, and multilingual searching. You can also use search techniques to ensure that your search string returns better results. Related Topics Content Search Features Search Techniques Searching Within the Content of Objects In addition to the search options, such as search keyword, search title, search all fields, and advanced search, you can search for objects by using the Search Content option in the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software. Content searches are performed on all objects in the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software, unless a user with the required permissions has excluded specific objects from the Search Content operation. To search within the content of objects, complete the following steps: 1. In the Search field of the "Content Explorer Web Part" toolbar, enter the words that you want to locate. 2. Select Search Content from the drop-down list that appears beside the search field. 3. Click Search. A list of objects that match your search parameters appears in the "User Actions Web Part". 4. In the "User Actions Web Part", double-click a document link to view its content. Depending on the object type that you choose to view, the report is displayed in the corresponding web part. For example, if you choose to view a Crystal Report from the search result, the report opens in the "Crystal Report Viewer Web Part". Related Topics Search Techniques 62 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

63 Working with Objects Searching in the Integration Option for Microsoft SharePoint software 6 Content Search Features The Content Search option supports the following features: Search Content You can search within the content of objects by selecting the Search Content option in the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software. Search Within Mixed-Language Objects You can search within a mixed-language object by entering a search input that comprises multiple languages. The following figure shows several examples of the Content Search operation with more than one language. Results are displayed only if the words in both languages are found in a document. Search Techniques You can search for content by using techniques similar to those used in other search engines. SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 63

64 Working with Objects 6 Searching in the Integration Option for Microsoft SharePoint software Suggestions for Alternate Spelling The system suggests up to five alternate spellings if a search input is misspelled, or if the search operation fails to yield results. The suggestion is made by substituting words in the original input with words from the system that are similar in spelling to the original one. For example, if you search for Euroe sales trent, the system recognizes the misspelled words and suggests Europe sales trend. An alternative is suggested only if the original search input produced no results and the suggested search term results in successful matches. This functionality does not apply to text in Chinese, Japanese, or Korean. Suggested Query When a search is executed, the system automatically displays the suggested documents based on your search input. When you execute your search, you may find that none of the result documents contain the information you are looking for, or that there are no results. In this case, suggested documents generated by the system may answer your questions. Suggested documents are created by interpreting the search input and comparing it to the structure of the universes and data in existing documents. For example, if you search for Mexico sales 2006, Content Search may find that sales is a measure in a universe that houses all sales data of your company. It may also find that, in another document, the field country is equal to Mexico, and use this to filter your data accordingly. Further, it may find that 2006 is a predefined filter. The Content Search option then creates a document by using the data from the universe and the identified filters. You can then view and edit the new document. You can click the Run Query link to view the document that is generated and save it, if required. Click Edit Query to open the document for editing. This enables you to further refine the query as needed. The Suggested Query feature is applicable only for Web Intelligence reports. Matched Word Highlighting When the text you are searching for matches the words in an object s title or description, the matched words are highlighted in yellow. 64 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

65 Working with Objects Searching in the Integration Option for Microsoft SharePoint software 6 Search Result Grouping Some searches may return too many results, thereby making navigation very difficult. Content Search uses information in and about the results to classify them into groups and facets. Search results can be classified into facets such as document type, public category, data in reports, and aspects of the report content. You can select a group and view the search results that are part of that group. For example, you may search for 2006 sales by employee. The public category facet may include HR Reports, Legal Documents and Sales reports. The objects appear in your search results, because each of these categories has objects assigned to it. However, if you want to look at a sales report, you can click Sales report to view search results specific to this category. Facets that are based on report content use fields or variables that exist in many documents. For example, the variable Product might be used in many sales reports, and Content Search creates a facet for it. This enables you to refine your search by product name to view results related only to that product. After you have refined your search, you can either close the refinement to return to the full list of results, or refine the list further by selecting options from other facets. All refinements currently in effect are displayed at the top of the search refinement panel. Facet grouping by fields in report content is available only for Crystal reports and Web Intelligence documents. Search Result Ranking Each object on the search result page is assigned a score ranging from 1 to 5 bars, depending on its relevance to the search input. A score of 5 bars indicates that the object is a strong match and a score of 1 bar indicates a weak match. Related Topics Searching in the Integration Option for Microsoft SharePoint software What Gets Searched with Content Search? Search Techniques SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 65

66 Working with Objects 6 Searching in the Integration Option for Microsoft SharePoint software What Gets Searched with Content Search? The following table lists the content types that are searched when you use Content Search in various object types: Object type What gets searched Crystal reports Title, description, selection formula, saved data, text fields in any section, parameter values, sub-reports (for saved data reports), and text in the title and axis of charts. Reports (both with and without saved data) are searched. Web Intelligence and Desktop Intelligence documents Title, description, name of the Universe filters used in the report, constants in the filter condition locally defined in the report, name of the Universe measures used in the report, name of the Universe objects used in the report, data in record set, and static text in cells. Reports (both with and without saved data) are searched. Microsoft Excel documents Data in cells, fields on the Summary page of the document properties (title, subject, author, manager, company, category, keywords and comments), and text in document headers and footers. For cells that use calculations or formulas, the value after the evaluation is searched. 66 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

67 Working with Objects Searching in the Integration Option for Microsoft SharePoint software 6 Object type What gets searched Microsoft Word documents Text in all paragraphs and tables, fields on the Summary page of the document properties (title, subject, author, manager, company, category, keywords and comments), text in document headers and footers, and numerical text. RTF, PDF, and TXT Files All texts in these files are searched. You can search for keywords, title, and description for the following objects: Hyperlink Program Object Package Publication Single dashboard (MyInfoview) EPM dashboard EPM analytics Search Techniques Content Search is an optimized search tool which enables you to execute a search by using techniques that are similar to those used in other search engines. The following table lists the ways in which you can perform the Search Content operation. Search content is NOT case sensitive. The search results for the term 'report' are same as the results for the search term 'REPORT'. SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 67

68 Working with Objects 6 Searching in the Integration Option for Microsoft SharePoint software Technique Example Description Separating search terms with spaces finance report Search results are produced only if all the words are found in the document. Separating search terms with a space implies an AND separation. Enclosing search input in quotations total sales growth Search results are produced only if the exact phrase is found in a document. Preceding search terms with a + episode +I Search results are produced only if all the words are found in the document. This technique is useful to search for words that are typically filtered during the search process. For example; a, for, by, is, the. Preceding search terms with a - Europe sales - revenue Search results are produced only if the word immediately after the - sign is NOT found, and all other words are found. Separating search terms with a capitalized OR bug OR defect count report Search results are produced if any of the words used with OR are found in the document. 68 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

69 Working with Objects Scheduling Objects 6 Technique Example Description Combining different search techniques marketing OR sales -finance increase OR decrease trend Search results are produced if the document contains the word mar keting or the word sales, and contains the phrase increase or decrease trend, but does not contain the word finance. Scheduling Objects Scheduling an object enables you to run it automatically at specified times. When a scheduled object runs successfully, an instance is created. An instance is a version of the object that contains data from the time that the object was last run. You can view a list of instances by viewing at an object's history. If you have the required permissions to view objects on demand, you can view and refresh any instance to retrieve the latest data from the data source. By scheduling and viewing instances, you can ensure that the objects have the most up-to-date information available for viewing, printing, and distributing. You can schedule the following object types: Crystal Reports Programs Object Packages Publications Web Intelligence documents Desktop Intelligence documents Before you schedule objects, ensure that you have set your time zone setting in the "Preferences" page. The default time zone is local to the web server that runs BusinessObjects Enterprise, not the CMS to which users connect. Set the time zone to ensure that your scheduled objects are processed in accordance with the time zone in which you are working. SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 69

70 Working with Objects 6 Scheduling Objects Related Topics Setting Preferences Scheduling an Object To schedule an object, complete the following steps: 1. In the "Content Explorer Web Part", navigate to the folder that contains the object that you want to schedule, click Actions, and select Schedule from the drop-down list. The "Schedule" page appears in the "User Actions Web Part". 2. Specify the scheduling options that you want to use. For more information about each option, see the following sections: Instance Title: Setting the Instance Title Recurrence: Selecting a Recurrence Pattern 70 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

71 Working with Objects Scheduling Objects 6 Database logon information: Scheduling an Object with Database Logon Information Formats: Specifying an Instance Format Destinations: Destination Locations Filters: Applying a Record Selection Formula Print: Specifying Print Settings for a Crystal Report Caching: Selecting a Cache Format for Web Intelligence or Desktop Intelligence Documents Events: Scheduling an Object with Events Server Group: Specifying the Settings of the Scheduling Server Group Parameters/Prompts: Scheduling an Object with Parameters In the case of some scheduling options, the settings that the administrator has already specified for the object are selected when you select these options. You can either schedule the objects with these options, or you can specify your own options. 3. Click Schedule. Setting the Instance Title You can specify a name to be used for each scheduled instance. In the "Schedule" page that appears in the "User Actions Web Part", enter the name in the Instance Title field. By default, the title of the selected object is displayed in this field. Selecting a Recurrence Pattern The Recurrence Pattern option specifies a schedule for running an object. Each parameter in the Run object list has its own specific data entry requirements. The following parameters are supported: Now SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 71

72 Working with Objects 6 Scheduling Objects When you click Schedule, the object runs once (immediately). Once This option requires a start and end time parameter. The object runs once at the time that you specify. If you schedule the object with events, the object runs once if the event is triggered between the start and end times. Hourly This option requires information in hours and minutes for how frequently the object is run. Instances are created regularly to match the parameters that you enter. The first instance is created at the start time that you specify, and the object will cease to run on its hourly schedule at the end time that you specify. Daily This option requires a start and end time parameter. The object runs once every N days at the time that you specify. It stops after the end time that you specify. Weekly This option requires a start and end time parameter. Each week, the object runs on the selected days at the time that you specify. An instance is not created after the end time that you specify. Monthly This option requires a start date and time, along with a recurrence interval in months. The object runs on the specified date and time every N months. An instance is not created after the end time that you specify. Nth Day of Month This option requires that you specify a day of the month on which the object is run. Instances are created regularly each month on the day that you enter at the start time that you specify. An instance is not created after the end time that you specify. 1st Monday of Month This option requires a start and end time parameter. An instance is created on the first Monday of each month at the time that you specify. An instance is not created after the end time that you specify. Last Day of Month 72 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

73 Working with Objects Scheduling Objects 6 This option requires a start and end time parameter. An instance is created on the last day of each month at the time that you specify. An instance is not created after the end time that you specify. X Day of Nth Week of the Month This option requires a start and end time parameter. An instance is created monthly on a day of a week that you specify. An instance is not created after the end time that you specify. Calendar This option enables you to select a calendar of dates. (Calendars are customized lists of schedule dates that are created by the BusinessObjects Enterprise administrator.) An instance is created on each day that is indicated in the calendar, beginning at the start time that you specify and continues till the end time that you specify. In the Number of retries allowed field, you can specify the number of times the server can attempt to run the job if the job fails. In the Retry interval in seconds field, you can set the time period the server must wait before retrying. Scheduling an Object with Database Logon Information Some objects require you to log into a database before you can successfully schedule them. You can do this on the "Schedule" page if you have credentials for the object's data source. To schedule an object with database logon information, complete the following steps: 1. On the "Schedule" page that appears in the "User Actions Web Part", click Database Logon. If necessary, change the logon information for the object's data source. 2. Set the scheduling parameters as required, and click Schedule. Related Topics Scheduling an Object SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 73

74 Working with Objects 6 Scheduling Objects Available Instance Formats Depending on the type of object that you schedule, you can select the format in which the object's instance must be saved when it is generated by BusinessObjects Enterprise. You can send or schedule specific object types in the following formats. Crystal Report Formats For Crystal reports, the following formats are supported: Crystal Reports Microsoft Excel ( ) Microsoft Excel ( ) Microsoft Excel ( ) (Data Only) Microsoft Word ( ) PDF Rich Text Format (RTF) Microsoft Word ( ) Editable (RTF) Plain Text Paginated Text Tab Separated Text (TTX) Separated Values (CSV) XML When you select a file format other than Crystal Reports, the program preserves as much of the formatting as the export format allows. Therefore, you may lose some or all of the formatting that appears in the report. The difference between Excel and Excel (Data only) is that the Excel option preserves the look and feel of your original report, while the Excel (Data only) focuses on preserving data and does not merge cells. 74 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

75 Working with Objects Scheduling Objects 6 The Tab Separated Text format places a tab character between values and attempts to preserve the formatting of the report; the Separated Values format places a specified character between values and does not attempt to preserve formatting. The Microsoft Word ( ) format maintains as much formatting as possible, including graphics. Each object appears in an individual text field. Microsoft Word ( ) Editable format does not preserve as much formatting; text is displayed in lines and images are placed in line with the text. Rich Text Format is similar to Microsoft Word ( ). For more information about the options you must set to schedule a Crystal report to a specific format, see Additional Formatting Options for Crystal Reports and the section on Exporting in the Crystal Reports User's Guide. Desktop Intelligence Document Formats For Desktop Intelligence documents, the following formats are supported: Desktop Intelligence Microsoft Excel PDF Plain Text Rich Text Web Intelligence Document Formats For Web Intelligence documents, the following formats are supported: Web Intelligence Microsoft Excel PDF Specifying an Instance Format To specify an instance format, complete the following steps: 1. On the "Schedule" page that appears in the "User Actions Web Part", click Formats. SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 75

76 Working with Objects 6 Scheduling Objects 2. From the Format Options drop-down list, select the format you want to schedule the report to. 3. Select additional formatting options as required. Some Crystal Reports format options require you to specify additional formatting options. These options vary, depending on the format that you select. 4. Set other scheduling parameters as required, and click Schedule. Related Topics Additional Formatting Options for Crystal Reports Scheduling an Object Additional Formatting Options for Crystal Reports When you schedule a Crystal report to different formats, you may be required to set additional options. This section discusses the additional options for each format: Microsoft Excel ( ) Microsoft Excel ( ) (Data Only) Microsoft Word ( ) PDF Rich Text Format (RTF) Microsoft Word - Editable (RTF) Plain Text Paginated Text Separated Values (CSV) XML Table 6-3: Microsoft Excel ( ) Option Description Use the export options defined in the report Select this option to use the export options that are already defined in the report. If you select this option, you are not allowed to set any other additional formatting options. 76 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

77 Working with Objects Scheduling Objects 6 Option Description Set Column Width Select this option to set the width of individual columns in the Excel. The following options are supported: To set the width of the Excel columns based on the objects in the report, select Column width based on objects in the:. Then, select the area of the report whose width you want to apply to the Excel columns. For instance, if you select Whole Report, the value set as the width of the Excel columns is same as that of the area of the report with the maximum width. If the Page Header has the maximum width, then the width of the Page Header is applied to the Excel columns. This ensures that report data is not lost. To set the constant column width as a constant, select Constant column width (in points) and specify the width. Export page header and page footer To include the page headers and footers in your instance, select whether you want to export them Once Per Report, or On Each Page. To exclude the page headers and footers from your instance, select None. Create page breaks for each page Select this option to create page breaks. Convert date values to strings Select this option to export date values as text strings. Show gridlines Select this option to view gridlines in the exported document. SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 77

78 Working with Objects 6 Scheduling Objects Option Description To include all the pages of the report, select All. Page range To specify a page range, enter the page numbers that you want to include in the from: and to: fields. Table 6-4: Microsoft Excel ( ) (Data Only) Option Description Use the export options defined in the report To use the export options that are already defined in the report, select this option. You are not allowed to set any other additional formatting options. Set Column Width To set the width of Excel columns based on the objects in the report, select Column width based on objects in the:. Then, select the area of the report whose width you want to apply to the Excel columns. For instance, if you select Whole Report, the value set as the width of the Excel columns is same as that of the area of the report with the maximum width. If the Page Header has the maximum width, then the width of the Page Header is applied to the Excel columns. This ensures that report data is not lost. To set the column width as a constant, select Constant column width (in points) and specify the width. Export object formatting Select this option to preserve the object formatting. Export images Select this option to export the images in your report. 78 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

79 Working with Objects Scheduling Objects 6 Option Description Use worksheet functions for summaries Select this option to use summaries in the report to create worksheet functions in Excel. Maintain relative object position Select this option to maintain the positioning of objects relative to one another. Maintain column alignment Select this option to preserve the alignment of text within the columns of your report. Export page header and page footer Select this option to include the header and footer in your instance. Simplify page headers Select this option to simplify the page headers. Show group outlines Select this option to display the group outlines. Table 6-5: Microsoft Word ( ) Option Description To include all the pages of the report, select All. Page Range To specify a page range, enter the page numbers that you want to include in the from: and to: fields. SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 79

80 Working with Objects 6 Scheduling Objects Table 6-6: PDF Option Description Use the export options defined in the report To use the export options that are already defined in the report, select this option. You are not allowed to set any other additional formatting options. To include all the pages of the report, select All. Page Range To specify a page range, enter the page numbers that you want to include in the from: and to: fields. Create bookmarks from group tree Select this option to create bookmarks in your PDF file based on the tree structure of the report. This enables you to navigate the report easily. Table 6-7: Rich Text Format (RTF) Option Description To include all the pages of the report, select All. Page Range To specify a page range, enter the page numbers that you want to include in the from: and to: fields. Table 6-8: Microsoft Word - Editable (RTF) Option Description Use the export options defined in the report To use the export options that are already defined in the report, select this option. You are not allowed to set any other additional formatting options. 80 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

81 Working with Objects Scheduling Objects 6 Option Description To include all the pages of the report, select All. Page Range To specify a page range, enter the page numbers that you want to include in the from: and to: fields. Insert page break after each report page Select this option to insert page breaks after each page of the report in the RTF file. Table 6-9: Plain Text Option Description Number of characters per inch Enter a value between 8 and 16 for the number of characters to include per inch. This setting controls the display and format of the text file. Table 6-10: Paginated Text Option Description Use the export options defined in the report To use the export options that are already defined in the report, select this option. You are not allowed to set any other additional formatting options. Number of lines per page Enter the number of lines of text to be included between page breaks. SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 81

82 Working with Objects 6 Scheduling Objects Option Description Number of characters per inch Enter a value between 8 and 16 for the number of characters to include per inch. This setting controls the display and format of the text file. Table 6-11: Separated Values (CSV) Option Description Use the export options defined in the report To use the export options that are already defined in the report, select this option. You are not allowed to set any other additional formatting options. Delimiter Enter the character you want to use as the delimiter. Separator Enter a character to separate values, or select Tab. Mode Select either Standard or Legacy mode. In the Standard mode, you can include report, page, and group sections in your instance. In the Legacy mode, you cannot select these options. Report and page sections If you have selected the Standard mode, indicate whether you want to export report and page sections. If yes, specify whether or not you want to isolate them. Group sections If you have selected the Standard mode, indicate whether you want to export group sections. If yes, specify whether or not you want to isolate them. 82 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

83 Working with Objects Scheduling Objects 6 Table 6-12: XML Option Description XML Exporting formats Select the XML export format that you want to use. Specifying an Instance Destination You can schedule an object instance to a specific destination on your computer, on a network, a default file location, , or FTP. If your administrator has specified a particular destination for the object, the same is displayed. You can select a different destination if you have the required permissions. You must provide additional information for the destination that you select. To specify a destination, complete the following steps: 1. On the "Schedule" page that appears in the "User Actions Web Part", click Formats and Destinations, Formats and destination, or Destination. 2. In the Output Format and Destination or Destination area, select the destination after you have selected the format you want to schedule to. If you are scheduling a Crystal report, do not select a format before you select a destination. If you want to use the default destination, leave the destination settings blank. Select Keep an instance in the history if you do not want to delete the instance from the server after it runs and is sent to a destination. 3. Set other scheduling parameters as required, and click Schedule. Related Topics Destination Options Available Instance Formats Scheduling an Object SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 83

84 Working with Objects 6 Scheduling Objects Destination Options If you want to specify options for an object that you are scheduling to a destination (for example, the names of recipients of the instance, the addresses, or an FTP server to upload the instance), you must enter information about the chosen destination. These destinations must be configured on the servers that run the scheduled jobs. Consult your BusinessObjects Enterprise administrator to ensure this. Inbox File Location FTP Server Recipients Table 6-13: Inbox Option Description Selected Recipients Select Users or Groups from the Choose list, and select the recipients to whom you want to send the instance from the list of "Available Recipients". Click > to add users or groups to the "Selected recipients" list. To allow BusinessObjects Enterprise generate to a name for the instance, select Automatically generated. To use a specific file name, enter the name in the Specific name field. Target Name To include variables in the subject, select the variables from the list beside the field. The variable is added at the end of the text in the box. The variables you can add include the object's title, ID, owner, the date and time, your address, and your name. 84 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

85 Working with Objects Scheduling Objects 6 Option Send As Description To send a shortcut of the instance to your recipients, select Shortcut. To send a copy of the instance to your recipients, select Copy. Table 6-14: File Location Option Description Directory Enter the path to the directory to which you want to send the instance. To allow BusinessObjects Enterprise to generate a name for the instance, select Automatically generated. File Name To use a specific file name, enter the name in the Specific name field. To include the file extension, select Add file extension. To include variables in the subject, select the variables from the list beside the field. The variable is added at the end of the text in the box. The variables you can add include the object's title, ID, owner, the date and time, your address, and your name. User name Enter the user name required to access the file location. Password Enter the password required to access the file location. SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 85

86 Working with Objects 6 Scheduling Objects Table 6-15: FTP Server Option Description Host Enter the name of the FTP server. Port Enter the port number that is used to access FTP. The default port number is 21. User name Enter the name of the user who is required to access the FTP server. Password Enter the password required to access the FTP server. Account Enter the account required to access the FTP server, if applicable. Directory Enter the path of the directory you want to send the instance to. To allow BusinessObjects Enterprise to generate a name for the instance, select Automatically generated. File Name To use a specific file name, enter the name in the Specific name field. To include the file extension, select Add file extension. To include variables in the subject, select the variables from the list beside the field. The variable is added at the end of the text in the box. The variables you can add include the object's title, ID, owner, the date and time, your address, and your name. 86 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

87 Working with Objects Scheduling Objects 6 Table 6-16: Recipients Option Description From Enter a return address. To Enter the address of the recipients to whom you want to send the instance. Separate multiple addresses with semicolons. Cc Enter the addresses to which you want to send copies of the instance. Separate multiple addresses with semicolons. Enter the subject line of the . Subject To include variables in the subject, select the variables from the list beside the field. The variables you can add include the object's title, ID, owner, the date and time, your address, and your name. Add attachment Select this checkbox to add the instance as an attachment to the . SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 87

88 Working with Objects 6 Scheduling Objects Option Description If you have selected Add attachment, then you can control the name of the attachment. To allow BusinessObjects Enterprise to generate a name for the instance, select Automatically generated. Attachment To use a specific file name, enter the name in the Specific name field. To include the file extension, select Add file extension. To include variables in the subject, select the variables from the list beside the field. The variables you can add include the object's title, ID, owner, the date and time, your address, and your name. Enter the message that must appear in the body of the . Message To include variables in the subject, select the variables from the list beside the field. The variable is added at the end of the text in the box. The variables you can add include the object's title, ID, owner, the date and time, your address, and your name. Destination Locations In BusinessObjects Enterprise, you can schedule, send, or publish objects to the following destination locations: Default Enterprise Location This option enables you to save the instance in the default BusinessObjects Enterprise location (the Output File Repository Server). Inbox 88 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

89 Working with Objects Scheduling Objects 6 This option enables you to save the instance to the Output File Repository Server and to inboxes as specified: If you select the Use the Job Server's defaults option, copies of the instance are saved to the inboxes that are configured on the job server. If you do not select the Use the Job Server's defaults option, specify the inboxes where you want to save the instance. File Location This enables you to save the instance to the Output File Repository Server and to the specified file location: If you select the Use the Job Server's defaults option, copies of the instance are saved to the unmanaged disk location that is configured on the job server. If you do not select the Use the Job Server's defaults option, a copy of the instance is saved to the file location that you specify. FTP Server This option enables you to save the instance to the Output File Repository Server and to the specified FTP server: If you select the Use the Job Server's defaults option, a copy of the instance is saved to the FTP server that is configured on the job server. If you do not select the Use the Job Server's defaults option, specify the FTP server where you want to save the instance. Recipients This enables you to save the instance to the Output File Repository Server and to the specified recipients: If you select the Use the Job Server's defaults option, copies of the instance are ed to the recipients whose names are configured on the job server. If you do not select the Use the Job Server's defaults option, specify the recipients to copies of the instance. If you select any option other than Default Enterprise Location and decide to use the job server's default option, you must ensure that the administrator SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 89

90 Working with Objects 6 Scheduling Objects has copied the location on the appropriate job server. For more information, see the SAP BusinessObjects Enterprise Administrator's Guide. Applying a Record Selection Formula If an object includes a record or group selection formula, you can modify it before you schedule it. Selection formulas help determine the data that appears in a report and may improve performance by eliminating unwanted records. For more information about record selection formulas, see the Crystal Reports User's Guide. To apply a record selection formula, complete the following steps: 1. On the "Schedule" page that appears in the "User Actions Web Part", click Filters. 2. Change the record or group selection formula as necessary. 3. Set other scheduling parameters as required, and click Schedule. Related Topics Scheduling an Object Specifying Print Settings for a Crystal Report When you schedule a Crystal report, you can print the object instance after it is generated. To specify the print settings for a Crystal Report, complete the following steps: 1. On the "Schedule" page that appears in the "User Actions Web Part", click Print Settings. 2. To print the report, select Print Crystal Reports when scheduling. 3. To use the default printer, from the Set layout to: drop-down list, select Specify printer settings, and select Default printer. To use another printer, provide the printer information in the Specify the printer field. 4. In the Number of Copies field, enter the number of copies you want to print. 90 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

91 Working with Objects Scheduling Objects 6 5. Under Print Range, select All to print all pages of the report, or select Pages to print specific pages of the report and enter the page range in the from: and to: fields. 6. To collate the printed copies of the instance, select the appropriate option from the Set collate option to drop-down list. 7. In the Page Scaling list, specify your scaling preferences. 8. To center each page, select Center the page. 9. To enable horizontal pages to fit in a single page, select Fit horizontal pages into one page. 10. Under Set the report's page layout, indicate the layout you want to use. To indicate the printer settings, select Specify printer settings. If you select Custom settings, indicate whether you want to use the standard layout settings or the custom layout settings. If you have selected Use custom layout settings, indicate the orientation and paper size you want to use. 11. Set other scheduling parameters as required, and click Schedule. Related Topics Scheduling an Object Specifying Print Settings for a Desktop Intelligence Document When you schedule a Desktop Intelligence document, you can print the object instance after it is generated. To specify the print settings for a Desktop Intelligence document, complete the following steps: 1. On the "Schedule" page that appears in the "User Actions Web Part", click Print. 2. To enable the settings that you specify in step 3, select the Enabled option. 3. To specify your system's default printer, select the Default Printer option, or select Specify the Printer and provide the appropriate printer information. SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 91

92 Working with Objects 6 Scheduling Objects Related Topics Scheduling an Object Scheduling an Object with Events Event-based scheduling provides you with additional control to schedule objects: you can configure the system to run objects only after a specified event has occurred. Working with events consists of two steps: creating an event and scheduling an object with the event. That is, once you create an event, you can select it as a dependency to schedule an object. The scheduled job is then processed only when the event occurs. You create events in Central Management Console (CMC), and then select the events when you schedule objects. For more information about creating events and the CMC, see the SAP BusinessObjects Enterprise Administrator's Guide. To schedule an object with events, complete the following steps: 1. On the "Schedule" page that appears in the "User Actions Web Part", click Events. 2. To specify an event to trigger the scheduled object, select the event in the "Available Events" pane, and click >. The selected events move to the "Events to wait for:" pane. 3. To specify another event to be triggered on the completion of the scheduled job, select the event in the "Available Schedule Events" pane, and then click >. The selected events move to the "Events to trigger on completion:" pane. 4. Set other scheduling options as required, and click Schedule. For more information on scheduling an object with events, see the Scheduling Objects chapter in the SAP BusinessObjects Enterprise Administrator's Guide. Related Topics Scheduling an Object 92 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

93 Working with Objects Scheduling Objects 6 Specifying the Settings of the Scheduling Server Group When you schedule an object, you can select the server group that the system must use to run the object. To specify the settings of the scheduling server group, complete the following steps: 1. On the "Schedule" page that appears in the "User Actions Web Part", click Scheduling Server Group. 2. Select the scheduling server group option you want. The following options are supported: Use the first available server This is the default option. BusinessObjects Enterprise uses the server that has the most number of free resources at the time of scheduling. Give preference to servers belonging to the selected group Select a server group from the drop-down list. This option attempts to process the object from the servers that are found in your server group. If the specified servers are not available, the object is processed on the next available server. Only use servers belonging to the selected group This option ensures that BusinessObjects Enterprise uses only the specified servers that are found in the selected server group. If all the servers in the server group are unavailable, the object is not processed. 3. If your deployment of BusinessObjects Enterprise uses federation and you want to run the object at the federation site on which the object is located, select Run at origin site. 4. Set other scheduling parameters as required, and click Schedule. Related Topics Scheduling an Object SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 93

94 Working with Objects 6 Scheduling Objects Scheduling an Object with Parameters Some objects make use of the parameters feature. Parameters prompt the user to enter information. For report objects, this information may determine the data that appears in the report. For example, in a report that is used by sales, there may be a parameter that asks the user to choose a region. When the user chooses a region, the report displays the results for chosen region only. In Web Intelligence documents, parameters are called prompts. You can set parameters on the "Schedule" page that appears in the "User Actions Web Part". The parameter option does not appear on the "Schedule" page if the object that you schedule does not contain parameters. To schedule an object with parameters, complete the following steps: 1. On the "Schedule" page that appears in the "User Actions Web Part", click Parameters or Prompts. The appearance of the parameter prompts on the "Schedule" page may differ from object to object, depending on how the parameter field was created. Program objects may provide an Argument field instead. 2. Click the value of a parameter to change it. If you are scheduling a Web Intelligence document, click Edit to edit the prompt values. 3. Set other scheduling parameters as required, and click Schedule. Related Topics Scheduling an Object Selecting a Cache Format for Web Intelligence or Desktop Intelligence Documents When the system runs a scheduled Web Intelligence or Desktop Intelligence document, it stores the instance on the Output File Repository Server. You can also select a cache format for the document to enable the system cache 94 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

95 Working with Objects Scheduling Objects 6 the report on the appropriate Report Server. The system does not cache the report unless you specify a caching format. To select a cache option, the output format you specified for the object must be either Web Intelligence or Desktop Intelligence. If you select a different format, the cache options that you specify has no effect. To select a cache format for documents, complete the following steps: 1. In the "Content Explorer Web Part", navigate to a folder or a category and select a Web Intelligence or Desktop Intelligence object. 2. Ensure that the format you are scheduling to is native to the object. For example, if you are scheduling a Web Intelligence document, ensure that you are scheduling to Web Intelligence format. if you are scheduling a Desktop Intelligence document, ensure that you are scheduling to Desktop Intelligence format. 3. In the "Content Explorer Web Part" toolbar, click Actions, and select Schedule from the drop-down list. 4. From the Available Formats to Cache, select the format you want to pre-load the cache with. Select the locales with which you want to pre-load the cache if you are scheduling a Web Intelligence document. When you schedule the Web Intelligence document, BusinessObjects Enterprise generates cached versions of the document in the locales that you specify. 5. Click Schedule. Related Topics Scheduling an Object Pausing and Resuming an Instance You can pause and resume an object's instance if necessary. For example, if a BusinessObjects Enterprise job server is down for maintenance reasons, you may want to pause a scheduled instance to prevent the system from running the object. You can pause an instance to avoid failure of the SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 95

96 Working with Objects 6 Scheduling Objects scheduled jobs when the job server is not running. When the job server is running again, you can resume the scheduled instance. You can pause or resume an instance only if it is scheduled; that is, the pause and resume operations can be performed only on object instances that have a Pending or Recurring status. Pausing an Instance To pause an instance, complete the following steps: 1. In the "Content Explorer Web Part", navigate to the folder that contains the object for the instance you want to pause, click Actions select History from the drop-down list. The "History" page appears in the "User Actions Web Part". 2. Select the scheduled instance that you want to pause. 3. In the "Content Explorer Web Part" toolbar, click Actions, and select Pause from the drop-down list. Resuming an Instance After Pausing It To resume an instance after pausing it, complete the following steps: 1. In the "Content Explorer Web Part", navigate to the folder that contains the object for the instance you want to resume, click Actions in the toolbar and select History from the drop-down list. The "History" page appears in the "User Actions Web Part". 2. Select the instance that you want to resume. 3. Click Resume. Object Packages An object package is a type of object that acts as a container for subobjects or components. They can be created or edited only in the CMC, and can contain any object type that can be scheduled. To add objects to an object package, a user with the required permissions must copy the object and paste it into the object package in the CMC. When you schedule an object 96 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

97 Working with Objects Scheduling Objects 6 package, instances are created for each component, enabling you to schedule several objects simultaneously. You cannot schedule a component of an object package. Scheduling an object package is slightly different from scheduling an individual object, because some scheduling options must be set at an object package level. These scheduling options are recurrence, destinations, events, and server group settings. Other scheduling options are set for each component of the object package. These scheduling options include notification, database logon settings, filters (if applicable), format, print settings, and parameters, prompts, or arguments (if applicable). Scheduling an Object Package To schedule an object package, complete the following steps: 1. In the "Content Explorer Web Part", select the object package that you want to schedule, click Actions in the toolbar, and choose Schedule from the drop-down list. 2. Set the instance title, recurrence, destination, events, and sever group settings. Follow the procedure that is applicable when you specify these settings for an object. For information about setting these options, see the following sections: Setting the Instance Title Selecting a Recurrence Pattern Destination Locations Scheduling an Object with Events Specifying the Settings of the Scheduling Server Group 3. Click Components. 4. Click the name of each component to set the notification, database logon, filters, format, print, cache, and parameters or prompts settings as applicable to each component. For more information about setting these options, see the following sections: Scheduling an Object with Database Logon Information Applying a Record Selection Formula Available Instance Formats Specifying Print Settings for a Crystal Report SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 97

98 Working with Objects 6 Scheduling Objects Selecting a Cache Format for Web Intelligence or Desktop Intelligence Documents Scheduling an Object with Parameters When you have finished setting the scheduling parameters for a component, click OK to return to the scheduling page for the object package, and set the remaining scheduling parameters. 5. Click Schedule. Rescheduling an Instance The Integration Option for Microsoft SharePoint software enables you to reschedule an instance. The status of the instance that you want to reschedule can be Success, Recurring, or Failed. If you reschedule an instance, then a new instance is created. To reschedule an instance, complete the following steps: 1. In the "Content Explorer Web Part", navigate to the folder that contains the object, and select it. 2. In the web part toolbar, click Actions, and select History from the drop-down list. The "History" page appears in the "User Actions Web Part". This page displays all the available instances for the selected object. If an instance is not available, then the "History" page displays the following message: No items to display. 3. From the list of available instances, select the instance that you want to reschedule. 4. In the "User Actions Web Part", click Actions, and select Reschedule from the drop-down list. The "Reschedule" page appears. 5. Specify the rescheduling options that you want to use. 6. Click Schedule. The "History" page, which appears in the "User Actions Web Part", displays the details of the new instance. Related Topics Scheduling an Object Viewing the Latest Instance of an Object 98 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

99 Working with Objects Scheduling Objects 6 Replacing an Instance The Integration Option for Microsoft SharePoint software enables you to replace an instance, or create a new instance by using the scheduling parameters that are defined for an existing instance. However, you can use this option only if the status of the existing instance is Recurring or Pending. To replace an instance, complete the following steps: 1. In the "Content Explorer Web Part", navigate to the folder that contains the object, and select it. 2. In the web part toolbar, click Actions, and select History from the drop-down list. The "History" page appears in the "User Actions Web Part". This page displays all the available instances for the selected object. If an instance is not available, then the "History" page displays the following message: No item to display. 3. From the list of available instances, select the instance that you want to reschedule. 4. In the "User Actions Web Part", click Actions, and select Reschedule from the drop-down list. The "Reschedule" page appears. 5. From the list of rescheduling options that are displayed on the "Reschedule" page, select Replace. 6. Depending on your requirements, select one of the following options: Replace existing schedule Create new schedule from existing schedule 7. Click Schedule. The "History" page, which appears in the "User Actions Web Part", displays the details of the new instance. Related Topics Scheduling an Object Rescheduling an Instance SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 99

100 Working with Objects 6 Viewing the Latest Instance of an Object Viewing the Latest Instance of an Object You can view instances of objects such as Crystal reports, Web Intelligence documents, Desktop Intelligence documents, publications, and object packages. You can view the latest instance only if successful instances are available for an object. To view the latest instance of an object, complete the following steps: 1. In the "Content Explorer Web Part", navigate to the folder that contains the object that you want to view. 2. Select the object, click Actions in the web part toolbar, and select View Latest Instance from the drop-down list. Depending on the type of the selected object, the latest instance appears in the corresponding web part. For example, if you select a Crystal report, the latest instance of the report appears in the "Crystal Report Viewer Web Part". 3. If you have the required permissions in BusinessObjects Enterprise, click Refresh in the web part toolbar to refresh the report with the latest data from the report's data source. Deleting an Instance You can delete instances of any object. To delete an instance, complete the following steps: 1. In the "Content Explorer Web Part", select the parent object of the instance you want to delete, click Actions, and select History from the drop-down list. The "History" page appears in the "User Actions Web Part". This page displays the successful instances of the selected parent object. 2. Select the instances that you want to delete. 3. Click Organize in the "User Actions Web Part" toolbar, and select Delete. 100 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

101 Viewing the History of an Object BusinessObjects Enterprise saves the history of successful object instances. The history list is arranged chronologically (with the most recent instance listed first) and contains the following information: Instance Time Title Run By Parameters Format Status To view the history of an object, complete the following steps: Working with Objects Viewing the History of an Object 1. In the "Content Explorer Web Part", navigate to the folder that contains the object, click Actions, and select History from the drop-down list. The "History" page appears in the "User Actions Web Part". 6 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 101

102 Working with Objects 6 Sending Objects or Instances You can choose to display all the available instances or only the instances that you own by selecting the appropriate option. 2. Double-click a link under the Instance Time column to view an object instance. Tip: To sort instances chronologically, click the Instance Time column heading. Click the column heading again to reverse the sort order. You can also sort the instances by owner and status. To do this, click the appropriate column heading. 3. Double-click to view an object instance. The instance opens in a web part that corresponds to the object type. For example, if you want to view the instance of a Crystal Report, the report opens in the "Crystal Report Viewer Web Part". The information that is available depends on the type of object that you are viewing. For example, the History page for Desktop Intelligence documents includes Arguments instead of Parameters, and the History page for object packages includes fewer columns. Sending Objects or Instances You can use the Send feature to send existing objects or instances of objects to different locations. You can also send copies of the objects, instances or shortcuts. Creating Objects In addition to working with objects that your administrator and other authorized users have added to the Integration option for Microsoft SharePoint software, if you have the required permissions, you can also create objects in the Integration option for Microsoft SharePoint software. To create an object, click New in the "Content Explorer Web Part" toolbar and select the type of object that you want to create. For information about creating specific object types, see the following sections: Single Dashboard enables you create a new My InfoView page 102 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

103 Working with Objects Adding Objects 6 Creating a Hyperlink Organizing Objects in Folders and Categories You can also add existing objects. For information about adding existing objects, see Adding Objects. For more information, see the SAP BusinessObjects Enterprise Administrator's Guide, the Crystal Reports User's Guide, the Building Reports with the Web Intelligence Report Panel help, which is available when you view a Web Intelligence document, the SAP BusinessObjectsVoyager User's Guide, and the SAP BusinessObjects EnterpriseDesktop Intelligence Access and Analysis Guide. Adding Objects If you have the required permissions, you can add objects to the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software from your local computer. For example, a business analyst has finished creating a report on how a recent merger has affected sales and needs to share it with the rest of the company. When the business analyst adds the report to BusinessObjects Enterprise, everyone in the company with the required permissions can view. For information about adding many objects at a time to the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software, see the section about the Publishing Wizard in the SAP BusinessObjects Enterprise Administrator's Guide. For additional information, see the Crystal Reports User's Guide, and the Building Reports with the Web Intelligence Report Panel help. You can access the Web Intelligence Report panel only when you are viewing a Web Intelligence document. Related Topics User Actions Web Part Adding a Crystal Report To add a Crystal Report, complete the following steps: SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 103

104 Working with Objects 6 Adding Objects 1. In the "Content Explorer Web Part", navigate to the folder you want to add the Crystal report to, click Add, and select Crystal Reports from the drop-down list. The relevant page appears in the "User Actions Web Part". 2. In the "Crystal Reports" section of the page, enter the name of the Crystal report in the Filename: field, or click Browse to select the report from a specific location in your computer. 3. Select Use description from report if you want to add the report along with the description associated with it. If you want to retain the saved data in the report, select Keep saved data. If you do not select this option, the report is added with the associated layout, and the report data is not included. In the "General Properties" section of the page, you can change the report properties such as title, description, and keywords, if required. 4. Expand "Categories", and select a category to which you want to assign the Crystal report. 5. Click OK. Adding a Document from Your Computer To add a document from your computer, complete the following steps: 1. In the "Content Explorer Web Part", navigate to the folder you want to add the document to. 2. In the web part toolbar, click Add and select Local Document from the drop-down list. The "Local Document" page appears in the "User Actions Web Part". 3. In the Filename: field, enter the name of the file that you want to add, or click Browse to select the document from a specific location in your computer. If necessary, from the File Type: drop-down list, select the type of file that you want to add. If you select Other from the File Type drop-down list, enter the MIME type of the file in the MIME field. 104 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

105 Working with Objects Copying an Object 6 In the "General Properties" section of the "Local Document" page, you can change the report properties such as title, description, and keywords, if required. 4. Expand Categories, and select a category to which you want to assign the document. 5. Click OK. Copying an Object The SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software enables you to create copies of objects and save them in folders for which you have the required permissions. By creating a copy of an existing object, you can edit the new object without changing the original version. The Copy command copies the objects to a clipboard. It does not create a copy in the same folder. You must select the Paste command to place your copied object. To copy an object, complete the following steps: 1. In the "Content Explorer Web Part", navigate to the object that you want to copy, and select it. Tip: You can select multiple objects to copy. To do this, press the CTRL or SHIFT key and then select the objects. 2. Click Organize in the "Content Explorer Web Part" toolbar, and select Copy from the drop-down list. Your object is copied to a clipboard. 3. Navigate to the folder in which you want to save the copy. 4. Click Organize in the "Content Explorer Web Part" toolbar, and select Paste from the drop-down list. Your object is saved in the selected folder. Related Topics Content Explorer Web Part Creating a Shortcut to an Object SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 105

106 Working with Objects 6 Moving an Object Moving an Object You can reorganize objects by using the Cut command to move them from their current location. The Cut command deletes the object from its current location and copies it to a clipboard. You must then use the Paste command to save. For example, consider a company that recently opened a second location. They want to organize employee reports by location. Folders already exist for each location. Now, they want to move reports about employees who work at the second location to the appropriate folder. They can move the reports by using the Cut and Paste commands. To move an object, complete the following steps: 1. In the "Content Explorer Web Part", navigate to the object that you want to move, click Organize in the web part toolbar, and select Cut from the drop-down list. Your object is copied as soon as you click Cut. However, it is not deleted until you paste it in a new location. 2. Navigate to the folder to which you want to save the object. 3. Click Organize and select Paste from the drop-down list. The object now exists only in the folder you pasted it into. Shortcuts to an object remain operational after you move it. If you use the Cut command to remove an object and then use the Cut or Copy command on a second object, only the second action takes effect. You do not lose the first object on which you had used the Cut command. Related Topics Content Explorer Web Part Deleting an Object If you have the required permissions, you can delete objects in the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software. 106 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

107 Working with Objects Creating a Shortcut to an Object 6 To delete an object, complete the following steps: 1. In the "Content Explorer Web Part", navigate to the object that you want to delete, and select it. 2. Click Organize in the "Content Explorer Web Part" toolbar, and select Delete from the drop-down list. The system prompts for confirmation. 3. Click OK to confirm. You cannot follow shortcuts to a deleted object. Related Topics Content Explorer Web Part Creating a Shortcut to an Object The SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software enables you to create shortcuts to objects. Shortcuts enable easy access to the objects from more convenient locations. The shortcut appears in the Tree panel of the "Content Explorer Web Part", and takes you to the most recent version of the object. For example, Human Resource personnel need to refer to a report about employee vacation time on a daily basis. They may have to navigate through several folders to access this report. Instead, they can create a shortcut to the report in their My Favorites folder for easy access. Shortcuts are objects. All actions that are available for an object are also applicable on a shortcut, including the option to set properties. To create a shortcut to an object, complete the following steps: 1. In the "Content Explorer Web Part", navigate to the object you want to create a shortcut to, click Organize in the web part toolbar, and select Copy Shortcut from the drop-down list. 2. Navigate to the folder in which you want to create the shortcut. 3. Click Organize in the "Content Explorer Web Part", and select Paste Shortcut from the drop-down list. SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 107

108 Working with Objects 6 Creating a Hyperlink Related Topics Content Explorer Web Part Creating a Hyperlink If you have the required permissions, you can create hyperlinks to web pages in the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software. The hyperlinks enable you to direct users to a relevant website outside the application. Hyperlinks also enable you to retain a link to an important site that is easily available. For example, assume that an article about current spending trends in several key demographics is available online. You can create a hyperlink to this article to share with everyone. Hyperlinks are saved in folders. Click the title of the hyperlink to view the website. You can set your preferences to determine whether the link must open in a new window or in the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint softwaredetails panel. To create a hyperlink, complete the following steps: 1. In the "Content Explorer Web Part", navigate to the folder in which you want to create the hyperlink, click New in the web part toolbar, and select Hyperlink from the drop-down list. The relevant page appears in the "User Actions Web Part". 2. In the "General Properties" section of the page, enter the title, description, and keywords for your hyperlink. 3. In the URL section, enter the complete URL, including of the website. 4. In the Categories section, select the category you want to assign the hyperlink to. 5. Click OK. Related Topics Content Explorer Web Part User Actions Web Part 108 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

109 Working with Objects Setting Object Properties 6 Setting Object Properties If you have the required permissions, you can change the following properties of an object: title description keywords categories To set the properties of an object, complete the following steps: 1. In the "Content Explorer Web Part", navigate to the folder that contains the object, click Actions in the web part toolbar, and select Properties from the drop-down list. The "General Properties" page appears in the "User Actions Web Part". 2. Change the title, description, or keywords for the object per your requirements. 3. Click OK. 4. Select the object again, click Actions in the "Content Explorer Web Part" toolbar, and select Categories from the drop-down list. The "Categories" page appears in the "User Actions Web Part". 5. Select the categories to which you want to assign the object. 6. Click OK. Related Topics Content Explorer Web Part User Actions Web Part Sticking Objects Stick This Report is an option that enables you to associate an object to a viewer web part in the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software. This feature removes the dependency on "Content Explorer Web Part" and ensures that you do not get a blank viewer web part in your shared and personal views. You will be able to use this option if you have administrative privileges or personalization permissions. SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide 109

110 Working with Objects 6 Sticking Objects Sticking a Report To associate a report to the viewer web part, complete the following steps: 1. Select the desired report in the "Content Explorer Web Part". The report opens in the corresponding viewer web part. 2. Select Stick This Report from the viewer web part menu. The report is associated with the viewer web part. Sticking the Last Viewed Report To associate the last viewed report to the viewer web part in your personal view, complete the following steps: 1. Select a report in the "Content Explorer Web Part". The report opens in the corresponding viewer web part. 2. Select Modify My Web Part from the viewer web part menu. The page reloads in Edit mode. 3. Click SAPBusinessObjects and then select Stick Last Viewed Report. 4. Click Apply and then OK. The last viewed report is associated with the viewer web part. Sticking a Report without Content Explorer Web Part To associate a report to the viewer web part when "Content Explorer Web Part" is disabled, complete the following steps: 1. Select Modify My Web Part from the viewer web part menu. The page reloads in Edit mode. 2. Click SAPBusinessObjects and then provide CUID of the report in the Preferred Report CUID field. 3. Click Apply and then OK. The report is associated with the viewer web part. 110 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide

111 My InfoView 7

112 My InfoView 7 Creating My InfoView This section describes how to create My InfoView. You can create only one My InfoView. To view the My InfoView, navigate to the folder that contains the page, and double-click the document title. My InfoView appears in the "Dashboard Web Part". Related Topics Dashboard Web Part Creating My InfoView To create the My InfoView page, complete the following steps: 1. Log into the SAP BusinessObjects XI 3.1, integration option for Microsoft SharePoint software. 2. In the Quick Launch panel, select Dashboard. The Quick Launch panel appears below the View All Site Content link. The "My InfoView" page appears. To create a new dashboard, click New in the "Content Explorer Web Part" toolbar, and select Single Dashboard. The page opens in the "Dashboard Web Part". If the Dashboard Web Part is not available, the page appears in a new browser window. 3. Select a template. A template consists of frames that determine the layout of the objects in your page. You can include only one object in each frame. 4. Click Define Content. The "Dashboard Properties" window appears. 5. Specify what you want to display in the frame that you are defining. For example, you can include a web address or an object. You can also specify a header and a footer for each frame. The headers and footers can be text strings that may or may not be linked to a website. 112 SAP BusinessObjects Integration Option for Microsoft SharePoint Getting Started Guide