Griffin Training Manual Grif-WebI Orientation Class For View Only Users
Alumni Relations and Development The University of Chicago Table of Contents Chapter 1: Defining & Accessing Web Intelligence... 1 What are common terms used in Grif-Webi?... 1 How do I access Grif-Webi?... 1 Chapter 2: Working with the Homepage View... 4 What features are available in the Navigation Panel?... 5 What features are available in the Details panel?... 6 What features are available in the Header panel?... 7 Chapter 3: Accessing the Grif-Webi Inbox... 9 How would I save documents sent via the Inbox?... 11 Chapter 4: Navigating the Grif-WebI Query Window... 12 What is a query?... 12 Why build a query?... 12 What happens when a query is run?... 12 How do I run a query?... 13 As a View Only user, what features are relevant on the Grif-WebI Toolbar?... 14 As a View Only user, what features are relevant at Report View?... 15 As a View Only user, what features are relevant on the Report Toolbar?... 17 Chapter 5: Save and Print Grif-WebI Reports... 18 Why is saving my report important?... 18 When would I use Save As?... 18 When would I use Save to my computer as?... 18 When would I use Save report to my computer as?... 20 How do I print my reports?... 22 Appendix A: Glossary... 24 Appendix B: Compatibility with Java... 25 Appendix C: Auto Save of Timed-Out Reports... 27 Grif-WebI Orientation Class i
Alumni Relations and Development The University of Chicago Chapter 1: Defining & Accessing Web Intelligence What are common terms used in Grif-Webi? 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. The Business Objects Reporting Universe is the environment that contains our data. Data from our Griffin database is transferred to the reporting universe overnight. This means that any data entered in Griffin today will not be available in Grif-Webi until tomorrow. How do I access Grif-Webi? To access our Grif-Webi tool a browser is required. How do I access Grif-Webi? 1. First, using a browser i.e. Internet Explorer or Firefox, type https://griffin.uchicago.edu/ as the URL address. Grif-WebI Orientation Class 1
The University of Chicago Alumni Relations and Development 2. Select the Grif-Webi link. 3. Enter your CNet ID and CNet password at the login screen. Authentication is Windows AD. 2 Grif-WebI Orientation Class
Alumni Relations and Development The University of Chicago 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 Orientation Class 3
The University of Chicago Alumni Relations and Development Chapter 2: Working with the Homepage View The Homepage 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. 3 1 2 4 Grif-WebI Orientation Class
Alumni Relations and Development The University of Chicago What features are available in the Navigation Panel? The first panel, Navigation Panel, is described below: 1 2 3 4 5 6 7 1. 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. My Favorites Your personal folders and Grif-WebI documents are located in this folder. 5. Inbox Grif-WebI users are able to send documents to one another via Infoview. 6. Public Folders This is the location where public Grif-WebI documents reside and are shared. 7. Grif-WebI Resources Grif-WebI release notes, pre-designed report templates, training course queries/ materials, and user group meeting notes are stored here. Grif-WebI Orientation Class 5
The University of Chicago Alumni Relations and Development What features are available in the Details panel? Whenever a folder is selected in the Navigation (Tree) panel, its contents will display in the right Details panel, the second panel: 1 2 3 4 5 1. 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. Search Title- Use this search tool to locate reports within Grif-Webi. This feature is accessible only when a folder is selected in the Navigation panel. 4. Show/Hide the Header Panel This toggle allows the Header Panel to be visible or hidden. 5. Go Back to Last Main Workspace Page This feature displays the last main workspace page in the Workspace Panel. 6 Grif-WebI Orientation Class
Alumni Relations and Development The University of Chicago What features are available in the Header panel? The last panel in the Document List view is the Header panel: 7 2 4 1 3 5 6 8 1. 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) e-mail tool where file exchanges between Grif-WebI users are permitted. This functionality is not connected to university e-mail 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 Web Intelligence Online Help page is displayed. Grif-WebI Orientation Class 7
The University of Chicago Alumni Relations and Development 7. About The About link shows installed products with respective version numbers. 8. Log Off This feature will log off the user from InfoView. 8 Grif-WebI Orientation Class
Alumni Relations and Development The University of Chicago Chapter 3: Accessing the Grif-Webi Inbox Colleagues will often share reports with one another. This may be done several ways e.g. leaving reports in a shared folder or sending via the Business Objects Inbox. Grif-WebI Orientation Class 9
The University of Chicago Alumni Relations and Development How do I display contents of the Inbox? 1. Once the inbox is selected at the Navigation panel, identify the report by referring to the Title, Sent and From fields. 2. Launch the report by double-clicking on the hyperlinked report name. 10 Grif-WebI Orientation Class
Alumni Relations and Development The University of Chicago How would I save documents sent via the Inbox? Save sent documents locally or to shared folders. The Inbox is not intended for permanent storage of documents. Once the report is launched, follow these steps: How do I save documents that are sent via the Business Objects Inbox? 1. Select the Document button to Save the document with a different name in Grif- Webi. 2. To export the report external to Grif-Webi, select the Save to My Computer As. Note: More information on Save options will be described later. Grif-WebI Orientation Class 11
The University of Chicago Alumni Relations and Development Chapter 4: Navigating the Grif-WebI Query Window What is a query? A query is a data request or a question that is being asked of the database. If data is available, then requested data is returned as a table, with rows and columns. The Web Intelligence report panel contains objects representing fields in the database. Web Intelligence queries are created using a combination of objects from a universe. Why build a query? Queries are built in order to address specific business questions. What happens when a query is run? To access the database and obtain necessary information for these business questions, the questions must be translated into a technical language whereby the database may understand, process, and retrieve the desired information. When a query is run, the request for information is processed in the database and the results are displayed in Web Intelligence Infoview. 12 Grif-WebI Orientation Class
Alumni Relations and Development The University of Chicago How do I run a query? After criteria have been created for a query, it will need to be processed for the result set to display. As a View Only user, inherited queries would be processed by selecting the Refresh Data button on the Grif-Webi toolbar. Grif-WebI Orientation Class 13
The University of Chicago Alumni Relations and Development As a View Only user, what features are relevant on the Grif- WebI Toolbar? Several items are important on the Grif-WebI toolbar to manage the document. 1 2 3 5 4 1. 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. Web Intelligence documents may be downloaded as Excel spreadsheets or PDF files. 2. Export to PDF for Printing This option generates a copy of individual reports or specific pages to a PDF format file for printing. 3. Search- This tool allows the search of specific words in a report document. 4. 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. 5. 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. 14 Grif-WebI Orientation Class
Alumni Relations and Development The University of Chicago As a View Only user, what features are relevant at Report View? A document may contain one or multiple reports tabs. When a report is launched, this view will display its records. 1 2 3 4 6 5 Grif-WebI Orientation Class 15
The University of Chicago Alumni Relations and Development 1. Data Tab This tab displays the objects and variables included in the document. 2. Web Intelligence Toolbar See the Grif-WebI Toolbar section for full details. 3. Report Toolbar See the Report Toolbar section for full details. This toolbar will allow navigation within the Grif-Webi report document. 4. Document Zone This area displays the report body. 5. Report Tab(s) A tab represents a report within a document. 6. 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 Orientation Class
Alumni Relations and Development The University of Chicago As a View Only user, what features are relevant on the Report Toolbar? The Report toolbar provides the options needed to manage data definitions and report formats. Actions relevant to View Only users are mentioned below: 2 4 1 3 5 1. Undo This item cancels the previous formatting modification. (Note: This feature does not apply to changes made on the query definition.) 2. Switch Page/ Quick Display This toggle allows the Page Layout to be visible or hidden. 3. View Structure/View Results This toggle allows the report structure to be visible or hidden. Structure View allows modifications to the report. Results View applies modifications and displays record values. As a View Only user, Results View should contain the necessary information. 4. Zoom- Allows the user to zoom in on a report at various percentages. 5. Page Navigation This search feature allows quick navigation to a specific page. Grif-WebI Orientation Class 17
The University of Chicago Alumni Relations and Development Chapter 5: Save and Print Grif-WebI Reports Why is saving my report important? In order to use a report in the future its criteria and report design should be saved. As a best practice, save the report document often. When would I use Save As? To save a report as a different name in a different location, select Save As. Prefix query names with naming conventions such as your initials. This will group your queries together e.g. cgv_fiscal_2009_annualfund. When would I use Save to my computer as? 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. 18 Grif-WebI Orientation Class
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The University of Chicago Alumni Relations and Development When would I use Save report to my computer as? Save a single tab of a report using Save report to my computer as menu option. 20 Grif-WebI Orientation Class
Alumni Relations and Development The University of Chicago When saving files, over 65,000 rows may be exported in separate tabs. Grif-WebI Orientation Class 21
The University of Chicago Alumni Relations and Development How do I print my reports? Printing a hardcopy of a report may be easily done by selecting the print icon. What Steps Should I Follow to Print My Report? 1. Select the Print icon from the Grif-Webi toolbar. 2. The File Download dialog box will appear. As a default, the file will be saved as a *pdf file. 3. Select Open, Save, or Cancel button. 4. The file may then be printed as a *pdf file. Select the File, Print option on the menu. 22 Grif-WebI Orientation Class
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The University of Chicago Alumni Relations and Development 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. 24 Grif-WebI Orientation Class
Alumni Relations and Development The University of Chicago Appendix B: Compatibility with Java The following applies to 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 1.6.20, 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. Grif-WebI Orientation Class 25
The University of Chicago Alumni Relations and Development 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) 26 Grif-WebI Orientation Class
Alumni Relations and Development The University of Chicago 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. Grif-WebI Orientation Class 27