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User Guide
For
Business Objects Training
Version 042204
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Table of Contents
TASK PAGES
Welcome
Objectives
Changing Your Password
3
Lesson 1-1:Getting Started
Logging Into Business Objects
Terms & Navigation
3-5
Lesson 1-2:The Basics
Retrieving A Document
Working With The Report
5- 7
Lesson 1-3:Working With The Report
Helpful Terms & Toolbars
Refresh & Filter
Signature Authorization Report
Demand Check Report
Purchasing Report
Payroll ReportCenter Information Report
Person Report
7-15
Miscellaneous
Finding DataMap Feature
Saving A File
Printing A Report
Exiting Business Objects
15-17
Business Objects User Help & Support 17-18
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Welcome
Welcome to Business Objects training for the STAR universe! This user user-guide is intended
to give you step-by-step instructions on how to execute a pre-existing query using Business
Objects in the STAR Universe. While this guide is very comprehensive, it does not cover the use
of Business Objects in the Financial Reporting or EPIC universes. The objectives for this user
guide are:
To provide you with a basic understanding of how to access and
navigate within Business Objects,
To provide you with step-by-step instructions on how to execute the
existing Signature Authorization query, and
To demonstrate helpful features such as saving and printing your
report.
As a reminder, Business Objects requires the use of your VUnet ID and E-password for security
authentication. If you need to reset your VUnet ID password, you can do so by visiting
https://vunetid.vanderbilt.edu/faq.html.
If you are ready, lets get started!
Lesson 1-1: Getting Started
Logging Into Business Objects
Double-click on the Business Objects icon on your desktop, or select it from your Start menu.
You will see the following screen prompting you for your username and password. For your User
Name, enter your VUnet ID. For your Password, enter your E-password.
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You will know that the system has accepted your login when you see the following screen.
The New Report Wizard is a helpful feature if you are interested in creating new reports inBusiness Objects. Since we are primarily interested in executing an existing report, lets de-select
the Run this Wizard at Startup box at the bottom left of the Welcome screen.
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Next, select the Cancel button and the following screen will appear.
Lesson 1-2: The Basics
Retrieving A Corporate Document
Now that we are in Business Objects, lets find our report. At the FILE menu, go to File |
Retrieve From | Corporate Documents as shown below:
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You will see a window similar to this:
Click on the Uncategorized folder under Corporate Documents, and you will see the following
screen:(Note: Your screen may look slightly different.)
Locate and highlight the file SigAuth (All).rep and make sure the Open on Retrieval box has
been selected. Next, click on the Retrieve button as shown below:
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creation/renaming capabilities.
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Menu Bar and Toolbars
Formula Tool Bar
Report Tool BarFormatting Tool Bar
Standard Tool Bar
Main Menu Bar
Tip: Generally all the icons and navigation buttons that you will need for training and everyday
use will be found on these toolbars.
Viewing Your Report
To maximize the viewing area of your report, lets minimize the Report Manager feature in
Business Objects. The Report Manager is the panel on the left-hand side of your screen. To hide
this panel, select the x as demonstrat
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r Signature
Authorization Roles by center customized for users in the Demand Check areas. The report will
display the following codes:
Y indicates the individual has Signature Authority for a particular role at this
center.
N indicates the individual does not have Signature Authority for a particular role
at this center.
All indicates that the individual has approval for all dollar amounts for this
particular role and center.
Specific dollar amounts indicate the level of authority that an individual has for a
particular role and center.
The recommended filter is #1 only. Set filters 2, 3& 4 to return all values.
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Purchasing - This report provides you with a list of persons with Signature Authorization
authority for Purchase Requisition, Small PO and Capital Requisition roles by center. The report
will display the following codes:
Y indicates the individual has Signature Authority for a particular role at this
center
N indicates the individual does not have Signature Authority for a particular role
at this center.
All indicates that the individual has approval for all dollar amounts for this
particular role and center.
Specific dollar amounts indicate the level of authority that an individual has for a
particular role and center.
The recommended filter is #1 only. Set filters 2, 3 & 4 to return all.
Payroll - This report provides a list of persons and their Signature Authorization Roles by centercustomized for users in the Payroll area. The report will display the following codes:
Y indicates the individual has Signature Authority for a particular role at this
center.
N indicates the individual does not have Signature Authority for a particular role
at this center.
The recommended filter is #1 only. Set filters 2, 3 & 4 to return all.
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Center Information This report will provide the name and address of the person responsible
for the requested center(s). An Open/Close field is will populate the status of the requested
center(s).
The recommended filter is #1 only. Set filters 2, 3 & 4 to return all.
Person Information This report displays detailed Signature Authorization information in
VUnet ID and cost center combinations. For each person and center combination, you can see the
following information:
The Signature Authority Role(s).
The Tree in which they have authority, and at the highest node within that Tree
that they have been granted access.
Whether the access is Direct or Inherited.
Any combination of filters works well with this report.
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Lesson 1-4: Miscellaneous
There are two ways to find data in the results of your query. They are the Find-In-Report Tool
and the Map Feature in Report Manager.
Finding Data (Find In Report Tool)
Business Objects provides with you the ability to search your data for specific information. To
do this, select the binocular icon from the Standard Toolbar. When prompted, enter thenumbers or characters that you wish to search for and select Find Next. Business Objects will
take you to the first occurrence of that item. The following screen demonstrates this feature in
action.
Map Feature
The second feature that allows you to locate data in your report is the Map Feature. The Mapping
Feature is located in the Report Manager. As you recall, we closed the Report Manager at thebeginning of the training so that we had more room to view our report. For this exercise, we need
to bring the Report Manager back into view. To do this, simply click the Report Manager icon
from the Standard Menu Toolbar, or select View| Report Manager from the Main Menu
Toolbar.
The Report Manager panel will now be visible on the left-hand side of your screen. At the top of
the panel you will see two tabs: Data and Map. In the lower left-hand corner of the Report
Manager panel there are two radio buttons. The button on the left is the default selection and it
displays data in alphabetical order. With that button highlighted, click on the Map tab and you
should see the following in the Report Manager panel:
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While working within the Map tab, observe what happens to your report data when you click
on the various report names. The map feature will automatically take you to that portion of the
report.
Also notice what happens when you click on the bullet points under the report name. The Map
Feature automatically takes you to that point in the report. This is especially helpful if you are
trying to locate one specific name or cost center.
Saving A File
There may be a situation where you need to save a copy of the data returned in your query.
Business Objects will allow you to save you results as an Excel file. To do this, simply selectFile| Save As| and the following screen will appear: Note: The files listed in your userDocs will
be different.
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In the Save as type: drop down menu, select Microsoft Excel Worksheet then select Save and
your report will be saved in the .XLS format.
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P rinting A Report
Occasionally, you may have a need to print a hardcopy of one of the report tabs in your query.
To do this, select File| Print Preview and the report tab in which you are viewing will be
displayed. See the following screen as an example of one of the report tabs in Print Previewmode. When you are comfortable with the page setup, select print and the report will print as
displayed.
Exiting Business Objects
When you have completed your work in Business Objects and you are ready to exit, select File|
Close to exit the query. Next, select File| Exit to leave the Business Objects tool.
Business Objects User Help & Support
Business Objects offers an extensive amount of electronic-based Help. Select Help from the MainMenu toolbar and you will access the on-screen help window as shown below:
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