Griffin Training Manual Grif-WebI Introduction (For Analysts)

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1 Griffin Training Manual Grif-WebI Introduction (For Analysts)

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3 Alumni Relations and Development The University of Chicago Table of Contents Chapter 1: Defining WebIntelligence... 1 Chapter 2: Working with the Home View... 2 Chapter 3: Creating a New Grif-WebI Document... 8 Chapter 4: Navigating the Grif-WebI Query Window Grif-WebI Toolbar Query View Query Toolbar Report View Report Toolbar Java Report Panel Options Chapter 5: Understanding Queries and Universes What is a Query? What is a Universe? What Does a Universe Contain? Ad Hoc Universe Reporting Data Model Inner Join Outer Join What are Different Types of Objects That May Be Used in a Query? What are Classes and Subclasses? Creating and Running a Query Why build a query? How is the universe used to build a query? What happens when a query is run? SQL Keywords Returned Data is Stored for Analysis Chapter 6: Save and Print Grif-WebI Reports How do I save my reports? How do I print my reports? Grif-WebI Introduction for Analyst Revised i

4 The University of Chicago Alumni Relations and Development Appendix A: Glossary Appendix B: Compatibility with Java Appendix C: Auto Save of Timed-Out Reports ii Grif-WebI Introduction for Analyst Revised:

5 Alumni Relations and Development The University of Chicago Chapter 1: Defining WebIntelligence WebIntelligence is commonly referred to as Grif-WebI (pronounced web-b), splicing Griffin, the name of University of Chicago s fundraising software with the end users reporting tool, WebIntelligence. Grif-WebI is a basic query and analysis reporting tool working with the Griffin fundraising software and Griffin data. Grif-WebI allows users to create customized reports which may then be displayed in an exportable format. WARNING: Protect your privacy. Prevent unauthorized use by completely exiting your Web browser when Grif-WebI will not be used for a period of time. Grif-WebI Introduction for Analyst 1

6 The University of Chicago Alumni Relations and Development Chapter 2: Working with the Home View The Home view The Document List view is presented in three sections, 1- the Navigation (Tree) panel on the left of the window, 2- the Details panel on the right of the window and 3- the Header panel towards the top of the window Grif-WebI Introduction for Analyst

7 Alumni Relations and Development The University of Chicago The Navigation Panel is described here: Switch to Folders This displays the folder view in the Tree panel. 2. Switch to Categories This displays the category view in the Tree panel. 3. Refresh the Navigation Panel This refreshes the view of the current Document List. 4. New Document Create a new WebI Intelligence document. 5. Add A Crystal Report or local document may be uploaded to existing folders. 6. Organize A selected document may be cut, copied, pasted, or deleted. A shortcut to a document may also be created. 7. Actions Information on the selected document properties, category, and document history may be accessed. The selected document may also be viewed, modified, and scheduled. 8. My Favorites Your personal folders and Grif-WebI documents are located in this folder. 9. Inbox If Grif-WebI users wish to send documents to one another via InfoView, the inbox is the location to which these documents would be sent. 10. Public Folders This is the location where public Grif-WebI documents reside and are shared. Grif-WebI Introduction for Analyst 3

8 The University of Chicago Alumni Relations and Development 11. Grif-WebI Resources Grif-WebI release notes, pre-designed report templates, training course queries/ materials, and user group meeting notes are stored here. 4 Grif-WebI Introduction for Analyst

9 Alumni Relations and Development The University of Chicago Whenever a folder is selected in the Navigation (Tree) panel, its contents will display in the right Details panel: Title Bar The blue bar indicates the current view being accessed and the document file name. 2. Workspace Panel This is the main body of the application where Grif-WebI documents are created, defined, and run. 3. Show/Hide the Header Panel This toggle allows the Header Panel to be visible or hidden. 4. Go Back to Last Main Workspace Page This feature displays the last main workspace page in the Workspace Panel. Grif-WebI Introduction for Analyst 5

10 The University of Chicago Alumni Relations and Development The Header panel is described as follows: Home The Home page is the first page being opened when logging into InfoView. The Home page is the primary page for viewing, managing, and distributing the documents in your corporate database, including WebIntelligence and BusinessObjects documents. 2. Document List Displays the left Navigation panel with folders and Detail pane located on the right. 3. Open- This allows users to access My InfoView, a user-customized display of views. The encyclopedia is also accessible. 4. Send To This functionality is available for a selected report document and is provided through the Grif-WebI (InfoView) tool where file exchanges between Grif-WebI users are permitted. This functionality is not connected to university addresses or other desktop applications. 5. Dashboards- (This item is not in use.) 6. Help This Help feature provides context-sensitive assistance. The InfoView and WebIntelligence Online Help page is displayed. 6 Grif-WebI Introduction for Analyst

11 Alumni Relations and Development The University of Chicago 7. Preferences The Preferences page is where all personal InfoView settings are defined. The available links are as follows: a. General This link provides options to select default views and other options for InfoView. b. Change Password- Select this link if your Grif-Webi password needs to be changed. c. Web Intelligence Document This link provides options to select a default view format, drill-down settings, and default universe. d. Desktop Intelligence (This item is not in use.) e. Crystal Reports (This item is not in use.) f. Dashboard and Analytics- (This item is not in use.) 8. About The About link shows installed products with respective version numbers. 9. Log Off This feature will log off the user from InfoView. Grif-WebI Introduction for Analyst 7

12 The University of Chicago Alumni Relations and Development Chapter 3: Creating a New Grif-WebI Document How do I Start a New Document in Grif-WebI? 1. Log into InfoView using the steps below the How do I Access Grif-WebI? section of this manual. 2. Select New button and then Web Intelligence Document. 3. Select Griffin Ad-Hoc link. Note: There may be more than one selection available based on the privileges granted in Grif-WebI. To generate a Grif-WebI document, Griffin Ad-Hoc Universe should be selected. 8 Grif-WebI Introduction for Analyst

13 Alumni Relations and Development The University of Chicago 4. If a Warning Security window appears, confirm that Always trust content from this publisher is selected. 5. Select Run. Note: The Grif-WebI Query Window will finish opening. Note: See the What Does the Grif-WebI Query Window Contain? section for a description of the screen layout and terminology. Note: See the How Do I Build a Basic Query? section for continued instructions on building a personalized report. Grif-WebI Introduction for Analyst 9

14 The University of Chicago Alumni Relations and Development Chapter 4: Navigating the Grif-WebI Query Window Grif-WebI Toolbar The Grif-WebI toolbar provides the options needed to manage the Java Report Panel and the document. This toolbar is displayed permanently when working in the report panel New Document This allows the creation of a new document on the currently selected universe. Any work on the current document will be cleared unless it is saved. 2. Save This action retains the WebIntelligence document in the Favorites folder in InfoView. Other Save options include saving WebIntelligence documents to the Corporate Documents or to the Favorites folder in InfoView. WebIntelligence documents may be downloaded as Excel spreadsheets or PDF files. 3. Export to PDF for Printing This option generates a copy of individual reports or specific pages to a PDF format file for printing. 4. Search- This tools allows the search of specific words in a report document. 5. Configure View This view sets the view properties for Grif-WebI. 6. Edit Query This button toggles the view from the Report View to Query View. Query View is where the data content of the document is defined. 7. Edit Report This button toggles the view from Query View to Report View. Report View is where the reports may be edited in a document. 8. Refresh Data This action resends the query to the server and returns the latest values from the database to the document. The values displayed in the reports are updated. 9. Track Changes This action allows changes between a base instance or previous report instance to be compared. 10 Grif-WebI Introduction for Analyst

15 Alumni Relations and Development The University of Chicago 10. Show/Hide- Fold-Unfold Toolbar- Toggles between displaying/hiding this vertical toolbar. 11. Show/Hide- Report Filter Toolbar- Toggles between displaying/hiding the report filter toolbar. 12. Drill- (This item is not in use.) 13. Show User Settings This option allows users to personalize the display properties of the Java Report Panel. 14. Help This option displays the Help menu with links to online help and documentation, as well as other Business Objects information sources on the Internet. Grif-WebI Introduction for Analyst 11

16 The University of Chicago Alumni Relations and Development Query View The data content of a document is defined in this view. Universe objects are selected and defined in the panes Grif-WebI Introduction for Analyst

17 Alumni Relations and Development The University of Chicago 1. WebIntelligence toolbar See the Grif-WebI Toolbar section for full details. 2. Query toolbar See the Query Toolbar section for full details. 3. Data tab The Query Manager displays the Data tab which contains objects and hierarchies available on the selected universe. 4. Properties tab This tab offers options to optimize and secure the query, as well as setting the order of prompt filters.query Filters pane This pane displays filters on the query, including prompt filters. 5. Result Objects pane This pane displays the objects included in the document when the query is run. 6. Display by Objects This display option lists objects and predefined filters available in the universe. 7. Display by Hierarchies This display option shows the hierarchical relationship between the dimensions on the universe. The hierarchies are the drill paths for drill analysis. 8. Query tabs These tabs indicate the different queries within the document. Grif-WebI Introduction for Analyst 13

18 The University of Chicago Alumni Relations and Development Query Toolbar The Query toolbar provides options needed to manage queries that define the data content of a document Show/Hide Data Manager This toggle allows the Query Manager to be visible or hidden. It also displays the Properties tab, where specific attributes may be applied to the query e.g. limiting the query size and setting security restrictions. 2. Show/Hide Filter Pane This toggle allows the Query Filters Pane to be visible or hidden. The Query Filter Pane is located below the Result Objects Pane. 3. Show/Hide Scope of Analysis Pane This toggle allows the Scope of Analysis Pane to be visible or hidden. Scope of analysis facilitates drill down capabilities on displayed values. 4. Add Query This feature inserts an additional query into the document. Multiple queries may be defined on one or more universes. 5. Add a Combined Query This feature displays the frame for combined queries i.e. union, minus, or intersection queries. 6. View SQL This toggle allows the SQL Viewer to be visible or hidden. The viewer displays the SQL generated by WebIntelligence for the query. 14 Grif-WebI Introduction for Analyst

19 Alumni Relations and Development The University of Chicago Report View A document may contain one or multiple reports. Defining data content and formatting report properties as well as analyzing the report occurs in this view Grif-WebI Introduction for Analyst 15

20 The University of Chicago Alumni Relations and Development 1. Data tab This tab displays the objects and variables included in the document. 2. Templates tab This tab lists the templates for tables, charts, and free-standing cells. 3. Map tab This tab provides links to the different reports and report elements in the document for easy navigation (This tab only appears in when you view the document in Results View). 4. Properties tab This tab offers options to define the formatting and properties of reports. 5. Input Controls- This tab allows users to choose a different display format for the field e.g. combination box, list box, or radio button. 6. WebIntelligence toolbar See the Grif-WebI Toolbar section for full details. 7. Report toolbar See the Report Toolbar section for full details. This toolbar will allow navigation within the Grif-WebI report document. 8. Report Filters pane This pane displays filters on the current report. To create new filters, drag objects here and define filter operators/ values in the Filter Editor. 9. Document zone This area displays the report body. 10. Report tab(s) This tab displays each report within a document. 11. Report Manager This area contains the objects to be used within the document. The Report Manager organizes your objects according to the data providers. 16 Grif-WebI Introduction for Analyst

21 Alumni Relations and Development The University of Chicago Report Toolbar The Report toolbar provides the options needed to manage data definitions and report formats Show/Hide Filter Pane This toggle allows the Report Filters Pane to be visible or hidden. 2. Show/Hide Formula Toolbar This toggle allows the Formula Toolbar to be visible or hidden. Custom formulas may be entered on the Formula Editor, which provides a graphical interface for creating formulas. 3. Show/Hide Variable Editor This toggle allows the Variable Editor to be visible or hidden. Formulas may be saved as variables for re-use on different reports in the same document 4. Undo This item cancels the previous formatting modification. (Note: This feature does not apply to changes made on the query definition.) 5. Alerters This item allows the creation, modification, or application of alerters to report cells. Alerters activate conditional formatting on report cells where results meet the specified conditions. 6. Apply/Remove Ranking This item is used to set a ranking order to the result set. 7. Add Quick Filter Selecting the Add Quick Filter button displays the list of values associated with the selected object. One or more values may define a filter on the object. The filter may be applied to a selected report, block, or section. The filter appears on the Report Filters Pane. 8. Insert/Remove Break This allows the insertion or removal of a break on a table column or table row. Grif-WebI Introduction for Analyst 17

22 The University of Chicago Alumni Relations and Development 9. Apply/Remove Sort This inserts or removes a sort on a table. A specific sort order may be defined. 10. Insert Count This feature will insert a standard calculation. A list of standard predefined calculations display. Each calculation is inserted in a new footer row. 11. Insert Row/Column This feature inserts a new row or column above the selected row or column. 12. Order- When multiple graphics or tables visually overlap, this features allows the selection to be placed in the front or back. 13. Align Blocks & Cells- Allows alignment of multiple blocks or cells when designing a report. 14. Switch Page/ Quick Display This toggle allows the Page Layout to be visible or hidden. 15. View Structure/View Results This toggle allows the report structure to be visible or hidden. Structure View allows modifications to the report. Results View implements modifications and displays the values as well as the formatting on the report tables and charts. 16. Zoom- Allows the user to zoom in on a report at various percentages. 17. Page navigation This search feature allows quick navigation to a specific page. 18 Grif-WebI Introduction for Analyst

23 Alumni Relations and Development The University of Chicago Java Report Panel Options At the Java Report panel, WebIntelligence user settings are able to position report elements on report pages: define the unit for measurement display a grid to help align page elements use snap to grid to reposition page elements accurately define grid spacing Since this is an advanced feature, the default settings are recommended How Do I Set My Java Report Panel Options? 1. Select the User Settings button in the Report Panel toolbar. 2. Note: The User Settings dialog box appears. 3. Specify measurement settings for the document properties and define grid settings here. 4. Select on OK. Note: WebIntelligence saves your new settings. The new settings are applied the next time you launch a WebIntelligence Report Panel. Grif-WebI Introduction for Analyst 19

24 The University of Chicago Alumni Relations and Development Chapter 5: Understanding Queries and Universes What is a Query? A query is a request for data from a database. Queries are sent to the databases in a language called SQL (Structured Query Language). If data is available, then data is returned as a table with rows and columns. The WebIntelligence report panel represents database information. Each WebIntelligence object is named with meaningful business terms and further, represents a field within a database table located at the back-end. Queries are created using a combination of objects. What is a Universe? When data is requested of the database, retrieved data is displayed according to the way data tables are related to one another. A data model represents these table relationships. The reporting data model resides in a universe, the middle layer between the database and your retrieved report data. 20 Grif-WebI Introduction for Analyst

25 Alumni Relations and Development The University of Chicago Query Manager Result Object Pane Query Filter Pane Grif-WebI Introduction for Analyst 21

26 The University of Chicago Alumni Relations and Development What Does a Universe Contain? Universes are made up of objects and classes. These are described below: Universe Component Object Description Named component that maps to data or a derivation of data in the database. Objects in a query are used to retrieve data for reports. For example, some of the objects in a sales universe would be Products, Region, and Sales Revenue. Class Logical grouping of objects. Each class has a meaningful name, for example; the class Store contains the objects State, City, and Store name. Ad Hoc Universe Reporting Data Model Each class folder and object in the Grif-WebI tree structure (located in the query manager) corresponds to tables within an underlying reporting data model. This model shows how tables relate to one another and furthermore, determines how data is extracted. Address Degrees PROSPECT [Prospect Mgmt] ENTITY [Entity (Active/Inactive)] Bio Detail Events GIFT Allocation (Giving Information) 22 Grif-WebI Introduction for Analyst

27 Alumni Relations and Development The University of Chicago The tables in the data model are related by a common field and are joined with specific properties indicating how the data will be retrieved. Inner Join An inner join property may be set between joined tables where values within the linking field appear in both tables. For this example, Entity ID #123 would be retrieved in the dataset because it displays in both the ENTITY table and the SIMPLE TRANSACTION LIST (GIVING INFORMATION) table. Entity ID #123 (Ann) has given to the institution. The inner join property will also retrieve ID #456 (Bob) who has also given to the institution. Bob s ID #456 displays in both the ENTITY table and the SIMPLE TRANSACTION LIST (GIVING INFORMATION) table. The inner join property will not allow ID #789 (Cindy) to be retrieved in the dataset. ID #789 only appears in the ENTITY table and not the SIMPLE Grif-WebI Introduction for Analyst 23

28 The University of Chicago Alumni Relations and Development TRANSACTION LIST (GIVING INFORMATION) table. ID #789 (Cindy) has not given a gift to the institution. Outer Join Alternatively, the outer join property may be set between joined tables. Values within the linking field must appear in both tables, similar to the inner join. However, the outer join also includes values that appear in a single table but not the other joined table. For this example, Entity ID #123 would be retrieved because it displays in both the ENTITY table and the SIMPLE TRANSACTION LIST (GIVING INFORMATION) table. Entity ID #123 (Ann) has given to the institution. Entity ID #789 (Cindy) exists in the ENTITY table but not the SIMPLE TRANSACTION LIST (GIVING INFORMATION) table. Entity ID #789 (Cindy) will appear in the dataset because this property allows ID s that exist in one table but may not be in the other joined table. Entity ID #789 (Cindy) has not given a donation to the institution. This outer join is commonly used by the User Relations, Reporting Team at the University of Chicago. It is the primary join property set to retrieve all entities, regardless of giving. This join will retrieve Ann- ID #123, Bob-ID #456, and Cindy-ID Grif-WebI Introduction for Analyst

29 Alumni Relations and Development The University of Chicago What are Different Types of Objects That May Be Used in a Query? Grif-WebI objects represent different types of information: Object Examples Description Dimension Retrieves the data that will provide the basis for analysis in a report. Dimension objects typically retrieve charactertype data. For example; Entity ID, Entity Rpt Name, Entity Full Name. Measure Condition Retrieves numeric data that is the result of calculations on data in the database. For example; Giving Totals are the calculation of multiple gifts. Measure objects are often located in a Measures class. Prompts for information when the report is run. The query results are filtered based on prompt selections. For Example: Report will prompt for Degree Year. Results of query will only display information for the selected Degree Years. What are Classes and Subclasses? Objects are grouped into folders called classes. Classes organize objects into logical groups facilitating easier access to objects. Each class may contain one or more subclasses with objects such as dimensions, measures, or conditions. Classes and objects are presented in a tree structure as follows: Grif-WebI Introduction for Analyst 25

30 The University of Chicago Alumni Relations and Development Each folder represents a class Each icon within a folder represents an object Entity Addresses is a subclass of Entity 26 Grif-WebI Introduction for Analyst

31 Alumni Relations and Development The University of Chicago Creating and Running a Query A universe is needed to construct a Grif-WebI query in much the same way as nouns and verbs are needed to construct a sentence. The dimension objects form the subject matter for the query. A measure gives the query its required action, indicating what to do with the information represented by the dimensions. Why build a query? Queries are built in order to address specific business questions. To access the database and obtain necessary information for these business questions, they must be translated into a technical language request whereby the database may understand, process, and retrieve the desired information. How is the universe used to build a query? The Query Manager indicates the universe being accessed. From the Query Manager, dimension, measure, or condition objects representing the desired information are added to the work space, Results Objects pane. Criteria are set at the Query Filter pane, and the query is then run against the database. What happens when a query is run? When a query is run, the request for information is processed in the database and the results are sent back to the WebIntelligence Java Report Panel in the form of a document. The document contains all information requested through the query, arranged in table columns and rows. When a query is created through the Grif-WebI tool, a structured query language (SQL) is simultaneously generated to ask for data in a manner understood by the database. The following illustration shows the corresponding SQL to a Grif-WebI query: Grif-WebI Introduction for Analyst 27

32 The University of Chicago Alumni Relations and Development SQL Keywords Every SQL statement contains keywords indicating what information to retrieve, from what tables the information should be retrieved, and how the records should be retrieved (related to join type). There are three basic keywords used in an SQL statement, and each keyword is part of a clause. 28 Grif-WebI Introduction for Analyst

33 Alumni Relations and Development The University of Chicago SELECT: specifies the table columns retrieved in this clause FROM: specifies the tables to be accessed WHERE: specifies which rows in the FROM tables will be filtered and how tables should be joined Returned Data is Stored for Analysis Data returned from the query request is stored in the document and is organized within a cube. Each column in a returned document represents an axis in the cube. When data within a column is changed, data within an axis of a cube is also changed. The new result is reflected as a flat, two-dimensional view of the data cube. Grif-WebI Introduction for Analyst 29

34 The University of Chicago Alumni Relations and Development Chapter 6: Save and Print Grif-WebI Reports How do I save my reports? To save an entire report, select the drop-list arrow from the Document button. In Business Objects version XIR3, we now have the ability to export reports as a *.csv file format within Infoview. This may be accessed at the Save to my Computer As menu option. 30 Grif-WebI Introduction for Analyst

35 Alumni Relations and Development The University of Chicago Save a single tab of a report using Save report to my computer as menu option. Grif-WebI Introduction for Analyst 31

36 The University of Chicago Alumni Relations and Development When saving files, over 65,000 rows may be exported in separate tabs. How do I print my reports? Printing a hardcopy of a report may be easily done by selecting the print icon. From the File Download dialog box, select Open, Save, or Cancel button. 32 Grif-WebI Introduction for Analyst

37 Alumni Relations and Development The University of Chicago Appendix A: Glossary Clipboard: A Griffin feature used to temporarily retain a list of records. LOV: List of Values (Reporting) Universe: A universe maps to a database storing corporate business information. Grif-WebI Introduction for Analyst 33

38 The University of Chicago Alumni Relations and Development Appendix B: Compatibility with Java Note: For Grif-webI users running an updated version of Java Some users have reported seeing an empty blue/yellow box on the report results screen after running a Grif-WebI query, similar to the following: Sun/Oracle s recent enhancement to Java improves the security of the runtime environment. If you have recently updated your local instance of Java to , the security dialog box has been updated to block unsafe content by default. The former dialog box read, Would you like to run this content? The newer dialog box now appears as follows: If Yes is selected, the blue/yellow screen will appear as a result to any Grif-WebI query. If the most recent version of the Java Runtime Environment is used, please select No when prompted with this dialog box. 34 Grif-WebI Introduction for Analyst

39 Alumni Relations and Development The University of Chicago Note: This only applies to the most recent version of Java. Most users should not be affected (unless you regularly update your JRE). To verify your version of Java: 1. Double-click the icon (if you have a Java application currently running) 2. View the Java settings in the control panel: 3. Go to a command prompt and type java version (there is a space between java and the minus sign) Grif-WebI Introduction for Analyst 35

40 The University of Chicago Alumni Relations and Development Appendix C: Auto Save of Timed-Out Reports Settings are 70 MB total space for temporary report space and 5 minute intervals for auto-saving instances. This temporary space clears out every 24 hours. When resuming from a closed session, a prompt will appear. This prompt will ask to restore the most recent report instance when the timeout occurred. 36 Grif-WebI Introduction for Analyst