user manual bex bi 7.0 v1.0

USER MANUALSAP BUSINESS EXPLORER

Bex BI 7.0

Swisslife

SAP Business Warehouse

Version 1.0as per 22.4.2007

User Manual SAP Business Explorer BEx BI 7.0 Swiss Life

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Table of Contents

1 About this Manual.................................................................................................................71.1 What is this Manual about?...........................................................................................71.2 Who should read this Manual?.....................................................................................71.3 How is this Manual organized?.....................................................................................71.4 Owner of this Manual.....................................................................................................7

2 Introduction...........................................................................................................................82.1 Overview..........................................................................................................................82.2 Terminology....................................................................................................................8

2.2.1 What is the SAP Business Information Warehouse (BW)?.....................................10

3 Overview and General Features........................................................................................113.1 Business Explorer Suite..............................................................................................113.2 BEx Tool Changes and Replacements.......................................................................113.3 New BEx tools in SAP NW 2004s................................................................................123.4 3.x Tools on top of SAP NW 2004s BI........................................................................123.5 Transition from BEx 3.x to SAP NW 2004s BEx Tools..............................................12

4 Working with the BEx Analyzer.........................................................................................134.1 Overview........................................................................................................................134.2 Accessing the BEx Analyzer.......................................................................................13

4.2.1 Starting the BEx Analyzer........................................................................................134.2.2 Logon in SAP BW....................................................................................................144.2.3 The Open Dialog Box...............................................................................................16

5 BEx Analyzer.......................................................................................................................185.1 Introduction to MS Excel integration..........................................................................185.2 New Navigation Features.............................................................................................19

5.2.1 Key Features at a Glance........................................................................................195.2.2 New Buttons.............................................................................................................205.2.3 Filtering....................................................................................................................215.2.4 Exclude from Filter...................................................................................................225.2.5 Drill Down.................................................................................................................235.2.6 Exchange Characteristics........................................................................................235.2.7 Change Column Order.............................................................................................245.2.8 Local Calculations....................................................................................................24

5.3 Context Menu Functions.............................................................................................265.3.1 Back.........................................................................................................................275.3.2 Back to Start............................................................................................................275.3.3 Convert to Formula..................................................................................................275.3.4 Keep Filter Value.....................................................................................................285.3.5 Select Filter Value....................................................................................................28

5.3.5.1 Save Selections.................................................................................................295.3.5.2 Download Selections.........................................................................................295.3.5.3 Upload Selections.............................................................................................30

5.3.6 Filter and Drill Down ® List of Dimensions..............................................................30

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5.3.7 Remove Filter...........................................................................................................315.3.8 Exchange Dimension1 with ® List of Dimensions...................................................315.3.9 Drill Down ® List of Dimensions..............................................................................315.3.10 Drill Across...........................................................................................................325.3.11 Remove Drilldown................................................................................................325.3.12 Swap Axes............................................................................................................325.3.13 Sort Dimension ® Sort Ascending/Sort Descending............................................325.3.14 Properties.............................................................................................................32

5.3.14.1 Characteristic Properties..................................................................................325.3.14.2 Key Figure Properties.......................................................................................34

5.3.15 Query Properties..................................................................................................365.3.16 Open.....................................................................................................................42

5.3.16.1 Open Workbooks..............................................................................................425.3.16.2 Open Queries...................................................................................................455.3.16.3 Open Saved Views...........................................................................................455.3.16.4 Open Exceptions..............................................................................................45

5.3.17 Save......................................................................................................................455.3.17.1 Save as new workbook.....................................................................................455.3.17.2 Save as existing workbook...............................................................................465.3.17.3 Change Workbook Title....................................................................................465.3.17.4 Save view as jump target..................................................................................475.3.17.5 Save view.........................................................................................................47

5.3.18 Refresh Query......................................................................................................475.3.19 Change Variable Values.......................................................................................475.3.20 Tools.....................................................................................................................475.3.21 Global settings......................................................................................................48

5.3.21.1 Global Setttings ‚Behaviour’..............................................................................485.3.21.2 Select Default Workbook..................................................................................495.3.21.3 Trace.................................................................................................................495.3.21.4 Statistics...........................................................................................................50

5.3.22 System information...............................................................................................515.3.23 Help......................................................................................................................51

5.3.23.1 Business Explorer Online Help.........................................................................515.3.23.2 About................................................................................................................52

5.4 Workbook Design and Excel Integration...................................................................535.4.1 Design Items - Overview..........................................................................................535.4.2 Analysis Grid............................................................................................................53

5.4.2.1 General Tab......................................................................................................555.4.2.2 Clipping Tab......................................................................................................565.4.2.3 Associated Charts.............................................................................................57

5.4.3 Navigation Pane.......................................................................................................585.4.3.1 General..............................................................................................................595.4.3.2 Dimensions........................................................................................................605.4.3.3 Display Settings.................................................................................................61

5.4.4 List of Filters.............................................................................................................625.4.4.1 General..............................................................................................................625.4.4.2 Dimensions........................................................................................................63

5.4.5 Button.......................................................................................................................645.4.5.1 General..............................................................................................................64

5.4.6 Drop Down Box........................................................................................................675.4.6.1 General..............................................................................................................685.4.6.2 Dimensions........................................................................................................685.4.6.3 Target Data Provider.........................................................................................69

5.4.7 Check Box Group.....................................................................................................705.4.7.1 General..............................................................................................................70

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5.4.7.2 Dimensions........................................................................................................715.4.8 Radio Button Group.................................................................................................72

5.4.8.1 General..............................................................................................................725.4.8.2 Dimensions........................................................................................................735.4.8.3 Target Data Provider.........................................................................................74

5.4.9 List of Conditions.....................................................................................................745.4.10 List of Exceptions.................................................................................................755.4.11 Text.......................................................................................................................76

5.4.11.1 General.............................................................................................................765.4.11.2 Constants..........................................................................................................775.4.11.3 Filters................................................................................................................79

5.4.12 Messages.............................................................................................................795.4.12.1 General.............................................................................................................805.4.12.2 Clipping.............................................................................................................80

5.4.13 Workbook Settings...............................................................................................815.4.13.1 Generals...........................................................................................................815.4.13.2 Themes.............................................................................................................835.4.13.3 Items.................................................................................................................845.4.13.4 Data Provider....................................................................................................855.4.13.5 Exits..................................................................................................................85

5.4.14 Moving and Resizing Design Items......................................................................86

6 BEx Query Designer...........................................................................................................896.1 Overview........................................................................................................................896.2 State of the Art User Interface (UI)..............................................................................896.3 Enhanced Support for Business Expert....................................................................926.4 New functions...............................................................................................................936.5 The BEx Query Designer Toolbar...............................................................................976.6 Query Properties..........................................................................................................99

6.6.1 Use...........................................................................................................................996.6.1.1 Features............................................................................................................996.6.1.2 Tab Page: General............................................................................................99

7 Appendix............................................................................................................................1047.1 Abbreviations................................................................................................................104

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1 About this Manual

1.1 What is this Manual about?

This Manual explaines the data analysing part of the SAP BW world. It is a description of the tools that are offered to request and analyse the data of the reporting applications of Swisslife.

The manual is of technical nature, which means that it explaines how to get the data, but not what kind of data, reports and objects exist nor the meaning of it.

For information about the content of queries, workbooks or InfoProviders, please contact the according responsible application owner at the headquarter.

1.2 Who should read this Manual?

It is meant as a reference paper to these users while working with the BEx Analyzer or the BEx Query Designer. When questions or problems occur, please consult firstly this manual, you will probably find the solution within these pages.

1.3 How is this Manual organized?

Chapter 2 of this manual gives you first an explanation of the terminology that is used in the SAP Business Warehouse environment. Then an introduction of what SAP Business Warehouse and its tools is and what it is used for is given. As well you will get an overview of the data process. Finally, some practical issues like authorization and naming conventions are outlined.

Chapter 3 is about the analysing tool of the SAP BW, the BEx Analyzer. It will show you the several possibilities of how to analyse the data and how to move within the reports in details.

Chapter 4 will introduce you into the BEx Query Designer, which is used to define the queries that are later on used in the BEx Analyzer.

Chapter 5 in the end gives you the possibility to look up definitions by an index and explains abbreviations.

1.4 Owner of this Manual

This manual will be maintained and updated by the designated modul responsible persons within the SAP BW Team at IT/FDWI under the lead of:

Enrique Lopez, +41 1 284 44 73, [email protected]

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mailto:[email protected]


2 Introduction

2.1 OverviewThis chapter gives you first an explanation of the terminology that is used in the SAP Business Warehouse environment. Then an introduction of what SAP Business Warehouse and its tools is and what it is used for is given. As well you will get an overview of the data process. Finally, some practical issues like authorization and naming conventions are outlined.

2.2 Terminology

CharacteristicsCharacteristics provide classification possibilities for the dataset. An InfoCube generally con-tains only a partial quantity of the characteristic values from the master data table at a time. The master data includes the permitted values for a characteristic, also called characteristic values. Characteristic values are discrete names.

The characteristic "item" for example has all possible accounts as specifications, the characte-ristic "version" has specifications like RAT, DIS, ACQ, etc.

Basic characteristics (and its specifications) can be:

Cons. Chart of Accts. (=LD) Fiscal Year / Period (=ppp.yyyy or variable) SL Cons Unit (=ZMRCUAUT, taken from authorization) Segment (=free definition) Item (=free definition) Position (=free definition) Cost Center (=free definition) Country (=free definition)

Key figuresKey figures contain values or quantities.

In addition to the key figures saved on the database, there may be calculated key figures available in the query definition in the Business Explorer. Such key figures are calculated using a formula from the key figures of the InfoCube. Other key figures may be restricted to certain values of characteristics.

Basic key figures can be:

Amount Quantity

StructuresWithin the query definition of the BEx Analyzer, structures can be created for the rows and columns (but only a maximum of two structures per query can be used). Structures contain selections which can consist of restrictions to characteristic values (including exclusions) or formulas to mathematically derive columns from the existing selections of the relevant structure. Structures can be saved to the underlying InfoCube and can therefore be re-used in additional queries.

Infoobjects

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InfoObjects are subdivided into characteristics, key figures, units, time characteristics, and technical characteristics (such as request numbers).

QueryA query is a report definition to extract data from SAP BW. Queries are designed with the Query designer. If you start a query in the BEx Analyzer, it will be opened in an empty Excel workbook (can be defined differently), and all definitions like characteristics, key figures, formats, etc. are taken from the query definition - it is the initial view of the query. It is not possible to change this initial view of a query within the BEx Analyzer, this has to be done in the Query designer. If you want to save the changes you made in the BEx Analyzer (like layout, format, etc.), you have to save the query as a workbook.

Queries that are assigned to your role are called Standard Queries. The Queries you changed or created yourself and saved them under your favorites are called Individual Queries You do not have authorization to change any Standard Query, this task can only be applied by the application owner.

WorkbookA workbook is an Excel-based file which contains one or more queries. To create a workbook, you have to save a query ‘as a workbook’, according to chapter 5.3.17.1 on page 45. You may insert one or more queries into the same workbook in addition (see chapter Error: Reference source not found on page Error: Reference source not found). Within a workbook you are able to change layout, format, etc. and save these changes (within the existing or as a new work-book).

You can call the workbook at a later date, create a connection to the Business Information Warehouse Server (this information is saved within the workbook), and refresh the queries contained in the workbook.

Workbooks that are assigned to your role are called Standard Workbooks. Workbooks you changed or created yourself and saved them under your favorites or locally are called Indivi-dual Workbooks. You do not have authorization to change any Standard Workbook , this task can only be applied by the application owner.

InfoProviderAn InfoProvider is an object in SAP BW that contains the data which can be extracted later on into a query. A typical InfoProvider for example is an InfoCube.

HierarchyA hierarchy is a method of displaying a characteristic structured and grouped according to individual evaluation criteria. A BW hierarchy has the following properties: Hierarchies are created for basic characteristics (characteristics containing master data);

they can be version-dependant and time-dependant. The characteristic item is example. Several hierarchies can be defined for a single characteristic. A hierarchy can have a maximum of 98 levels.

Hierarchies may be loaded from the R/3 system or from a flat file. They can be manually crea-ted and changed within the Administrator Workbench of the BW system.

The usage of hierarchies (especially in contrast to structures) allows flexible analysis functions in the Business Explorer including drill-down along the hierarchy levels.

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2.2.1 What is the SAP Business Information Warehouse (BW)?

SAP BW is an enterprise-wide information hub that enables data analysis from R/3 and other business application, including external data sources. Severals devices like Business Applica-tion Programing Interfaces (BAPI) or a staging engine are used to transfer the data into the SAP BW.

Not only transactional data is loaded into SAP BW, but also master data. Loading frequency may be different between this types of data. To manage the meta data (information about the structure of the data, like type, length of field, description, etc.) and the loading process, the BW administrator is working with the Administrator Workbench.

It is a comprehensive end-to-end data warehouse solution with optimized structures for repor-ting and analysis. With an Microsoft Excel-based user interface (Business Explorer), you can create, format and analyse reports.

Built for high performance, SAP BW resides on its own dedicated server. Online Transaction Processing (OLTP) and reporting activities are therefore separated, and system performance is not compromised.

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3 Overview and General Features3.1 Business Explorer Suite

In order to use the new SAP NW 2004s BI BEx Suite, the usage of type BI Java, including the usage types Portal and AS Java, must be installed.

The BEx Suite now can access any data source including: SAP BI Info Providers SAP and non SAP OLTP Sources Other data warehouse sources

3.2 BEx Tool Changes and Replacements

BW 3.x Tools SAP NW 2004s BI Tools

BEx Browser BEx Broadcaster, Enterprise Portal & Knowledge Mgmt.

BEx Reporting Agent BEx Broadcaster, Enterprise Protal & Alert Framework

BEx Ad Hoc Query Designer BEx Web Analyzer

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3.3 New BEx tools in SAP NW 2004s New SAP NW 2004s frontend features are ONLY available with the new SAP NW 2004s

BEx Tools. Objects that where created with the SAP NW 2004s BEx tools can no longer be editet with

3.x BEx Tools.

3.4 3.x Tools on top of SAP NW 2004s BI To ensure that existing customer scenarios can continue to be edited (mainly for correction

purposes), an additional set of 3.x BEx tools is delivered with the SAP NW 2004s BEx frontend installation.

It is possible to work with these 3.x BEx tools in connection with the new SAP NW 2004s BI Server.

3.5 Transition from BEx 3.x to SAP NW 2004s BEx Tools

Conversion (if possible) occurs when the previous objects are opened in the new tools. This enables transition on an as-needed basis. There is no mass conversion of objects.

Converted objects are stored as new objects. Old objects are never automatically deleted.

The recommendation is to make the change step by step, because further new features will be only be made for the new tools.

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4 Working with the BEx Analyzer

4.1 Overview

This chapter is about the analysing tool of the SAP BW, the BEx Analyzer. It will show you the several possibilities of how to analyse the data and how to move within the reports in details.

4.2 Accessing the BEx Analyzer

4.2.1 Starting the BEx Analyzer

To start the the BEx Analyzer you have to start first the ICA Client environment of Citrix as follows.1st option: You can click twice on the icon ICA Client:

2nd. Option: Or you can select the ICA Client going through this path:

The following window will appear:

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Click twice on the Icon SAP BEX Analyzer NW 2004s.

The BEx Analyzer starts Microsoft Excel with the BEx Analyzer menu and the BEx Analyzer toolbar. BEx functionality is now active in Microsoft Excel:

4.2.2 Logon in SAP BW

Before you can get data from the SAP BW into your queries or workbooks, you need to logon into SAP BW. The logon window automatically pops up when your are going to open or refresh a file. In addition, you can start the logon manually within the settings of the BEx Analyzer:

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The SAP Logon appears. Entry your User ID and PW. Select Lenguage EN.

By choosing System you can select in which system you want to logon:

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EB1 is the development system which is also used for testing purposes. PB1 is the productive system containing the actual data.

After you entered your user and correct password, the connection with the SAP BW will be esta-blished. If you log in the SAP BW on for the first time, the following popup will appear additional-ly, asking you to change the initial password into your personal one (the same popup appears when you choose Password instead of OK). Your user and initial password will be delivered to you separately during the training.

As soon as the connection with the SAP BW is established, the window to choose your file you want to open appears according to chapter on page 42.

4.2.3 The Open Dialog BoxThe Open dialog box allows you to open BI objects from different views. You can also store BI objects in different views, search for objects, delete objects, remove objects from different views, and display the properties of the objects.

The Open dialog box contains different views which you can change between using the application toolbar in the left area of the dialog box.

(Search)

You can use the Search view to search for BI objects.

(History)

The History view displays the last 15 objects that you used (user and system dependently).

(Favorites)

The Favorites view displays your favorite objects in a tree structure.

(Roles)

The Roles view displays your role-based objects in a tree structure.

(InfoAreas)The InfoAreas view displays all InfoObjects (InfoAreas, InfoCubes, queries, and query views) in a tree structure.

Some of these views are not available for all object types.

In the upper right area of the dialog box, the following single functions are available in the toolbar:You use (One Level Higher) to move up one level in the folder structure.

You use (Delete) to delete objects as follows:...

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You remove objects from the current view. This deletes the link to the object from the current view.

You delete the object permanently. This deletes the physical object and all links to the object are removed from all views.

You use (Add to Favorites) to add the current object to your favorites and store it in a freely definable hierarchical tree structure. You can create a new folder for your new favorite.

You use (Refresh) to refresh the list of objects in the current view.

You use (Display Properties) to display additional properties for the object, such as the creation date or the object type.

You use (Display Object Name As) to display the name of the object using the description and/or the technical name. In the case of objects without technical names, the description is displayed (often the case for folders and workbooks).

Some of these single functions are not available for all object types. If they are not available, the symbol is grayed out.

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5 BEx AnalyzerBI Usage Type BI Java including the usage types Portal & AS Java isrequiredforusingtheNW04s BEx Explorer Suite (including BEx Analyzer)

In Addition to the BEx Analyzer from SAP BW 3.x, a completely new version of the Analyzer is delivered with NW 2004s. The new BEx Analyzer will provide the following features: To continue support the existing customer scenarios, the BEx Analyzer from BW 3.x with the

existing functionality will continue to be available.

An upgrade process will be provided that makes the relevant objects (workbooks) for the Analyzer from SAP BW 3.x available to the new version of the Analyzer

In the case of the BEx Analyzer, the objects (workbooks) are converted when the previous objects are opened with the BEx Analyzer from SAP NW 2004s. With the newly generated workbooks, any program changes that have been made could not be converted.

Generally, a manual change needs to be made with the new BEx tools. Newly created workbooks developed with NW 2004s BEx Analyzer can no longer be edited with the BEx Analyzer from BW 3.x

5.1 Introduction to MS Excel integrationThe Business Explorer Analyzer offers convenient functions for Business Experts to evaluate and present BI data interactively within MS Excel.

A user can define queries and subsequently analyze the data. Using embedded navigation functions (e.g., expand hierarchy, filter a characteristic by a characteristic value and so on) a business user is able to look at and evaluate data from different perspectives.

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Key Capabilities BI data is easily embeddable into MS Excel

Business users can utilize their Excel know-how and use Excel functionality on top of BI data. SAP NetWeaver 2004s provides enhanced navigationfeatures such as Drag & Drop

SAP NetWeaver 2004s provides additional functionality such as a design mode and leverages Excel formatting and formula features

Planning is completely integrated

BI data has to be easily distributable. Hence, BEx Analyzer Workbooks can be pre-calculated and distributed via Information Broadcasting

5.2 New Navigation Features5.2.1 Key Features at a Glance

Intuitive Drag & Drop Direct Access to Info Providers as wells as Queries & Query Views New Workbook Default Layout Personalized Filter Value List Excel-based Data Entry Information Broadcasting

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In the new NW 2004s BI SAP put more emphasis on the two modes of the BEx Analyzer. The two modes are:

Analysis mode – in this mode the user interacts with the report results using navigation features

Design mode – in this mode the developer has access to a wide range of tools to assist in the development of flexible and well formatted workbooks.

Major improvements to the NW 2004s BEx Analyzer include:

- A new drag and drop interface to allow intuitive navigation.- As well as the traditional access to queries, you can now access query views and

InfoProviders- There is a new improved default workbook template so that reports should require

less formatting in the basis areas.- It is possible for the use to save frequently used filter value lists so they ma be recalled

later and used in other reports.- Workbooks can accept manual entries into the cells; these will be stored with the

reports results.- The new Information Broadcasting features are compatible with the NW 2004s BEx

Analyzer.

5.2.2 New Buttons

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The standard template includes 3 new buttons:

Chart: This button switches the reports result to a chart graphic. When the chart is displayed the button description changes to TABLE so that you can switch back to procedure a table display of the report result.

Info: When you press this button the text elements are displayed to provide the user with additional context information about the result set.

Filter: When you press this button the navigation block appears (the default view does not show the navigation block).

5.2.3 Filtering The usage of drag and drop navigation is prominently featured in the BEx Analyzer. This

means, that navigation is more intuitive and does not require searching through context menus looking for the correct navigation task. It is worth nothing that the context menu options are still available for navigation

If you want to reduce the result set in the existing report, then simply drag the required characteristic values from the report into the filter area. Be sure to drop the characteristic value directly onto the filter area values to the right of the heading (not on top of the characteristics heading).

Again, be careful to see the mouse pointer change to show a filter symbols (see below) which means you have reached a valid drop point.

Note: It is not possible to select multiple values simultaneously with this feature!

Drag “Löhne” into the Navigation Panel:

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Result: Query is filtered for “Löhne”

5.2.4 Exclude from FilterDrag “Löhne” out of the result area:

Result: “Löhne” excluded from filter

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5.2.5 Drill DownDrag “Auftrag” anywhere over the values of “Kostenart”:

Result: “Drilldown by “Auftrag”” added

5.2.6 Exchange CharacteristicsDrag “Auftrag” over “Werttyp” heading”:

Result:

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5.2.7 Change Column OrderDrag „20“in front of „10“:

Result:

5.2.8 Local Calculations

In BW 3.x formulas were always developed within the Query Designer an the end user hat no acccess to the formula editor for their own workbook specific calculations. Of course it was always possible to use Excel formulas, but these were not supported by BW and so as the BEx queries changed the external (Excel) formulas would have to be reviewed and often modified.

In NW 2004s BI, local calculations are a subset of the formulas in the Query Designer and use a similar dialog. They can be saved together with the workbook. The query result set embedded in the workbook (including the embedded local calculations) can also be saved as a query view.

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Result:

The BEx Analyzer functions you need to navigate are in the BEx Analyzer toolbar and in the OLAP functions of the filter and results area cells.

The two key design items in which you can navigate in analysis mode are the analysis grid and the navigation pane, in which you can navigate in several different ways:

Use the context menuOpen the context menu for a particular cell using the secondary mouse button or using the BEx Analyzer menu.

Use drag and dropUsing the mouse, drag one cell onto another either within the analysis grid or the navigation pane.

Use symbolsThe analysis grid and navigation pane may display different types of icons with which you can navigate.

Double-Clicking the Primary Mouse ButtonYou can perform the following navigation functions:

In the navigation pane: If you want to display drilled-down dimension values in a report, you can double-click a

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dimension. However, if you double-click a dimension that is already drilled down, the dimension values are removed from the report.

You can double-click an empty cell to use the input help to select a filter value for a key figure or free characteristic. You can double-click a structure member (key figure) with the primary mouse button to call a dialog box to perform calculations locally on key figure data in analysis mode.

In the analysis grid: If you do not want to display drilled-down dimension values in a report, you can double- click a dimension.

You can double-click a structure member (key figure) to filter the results according to this structure member.

Cell areas that do not belong to the query have only the MS Excel context menu.

5.3 Context Menu Functions

To access the context menu, you can either use the right mouse button (secondary mouse button) or choose Context Menu for Selected Cell in the BEx Analyzer menu.

The two key design items in which you can navigate with the context menu are the analysis grid and the navigation pane. (You can also activate and deactivate conditions and exceptions using the context menu for their respective design items.)

Many of the functions available in the context menu can also be executed by using drag and drop or by choosing icons in the analysis grid and navigation pane.

The features in this document describe the functions of the context menu in analysis mode. The context menu is also available in design mode, and allows you to delete a design item (see Deleting Design Items) or access its properties.

The options that are displayed in the context menu depend on the type of cell (for example, characteristic, structure member, or data value), on the design item currently selected, and on the navigational state of the query. For a list of the context menu items available for each design item, see the properties for the individual design items.

The features available are described below:

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5.3.1 BackRestores the previous navigational state, allowing you to undo a navigational step.

5.3.2 Back to StartRestores the initial view of the data when you opened the query or workbook. This allows you to undo all navigational steps and revert to the saved view.

5.3.3 Convert to FormulaThis function converts data in the cells of the result set into formulas. When you work in formula mode, the system replaces each cell in the analysis grid with a Microsoft Excel formula. The result values are called or read from the server using the formula. By working in formula mode, you can prevent standard formatting that you have overwritten with your own formatting from being restored when you navigate in the results.

To switch to formula mode, you can use the function in the Convert to Formula context menu, which sets the formula display. This changes the way the link to the server is established, deleting the actual design item and instead retrieving the results on a cell-by-cell basis using a Microsoft Excel function. The system also deletes the number formats and deactivates navigation using drag and drop.

The Microsoft Excel function that is used by the analysis grid in formula mode is BExGetData.

The formula reads data from a BI data provider and consists of three arguments: Map name of the structure member of the column The map name corresponds roughly to

the technical name, but is shorter and easier to recognize semantically.

Technical name (GUID) of the structure member of the rows

Data provider name (see Configuring Data Providers)

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http://help.sap.com/saphelp_nw2004s/helpdata/en/62/390ea989bd40ffb01b2860a8cff183/content.htm


5.3.4 Keep Filter ValueFilters the query by the selected characteristic or structure member. When you filter, you restrict the data, specifying which subset appears in the result set. Only the data for the selected value is displayed; the actual value is removed from the drilldown.Analysis grid only.

For example, in the drilldown, you have the characteristic Country. From the characteristic value Switzerland, you choose the function Keep Filter Value. The result in the analysis grid is now filtered for Switzerland, and the characteristic value Switzerland is no longer displayed in the drilldown. You can only see that the result is filtered for Switzerland in the navigation pane or in the list of filters.

You can select multiple values when filtering by selecting multiple cells of the same type (characteristic, key figure) in the result set. Use SHIFT+select, or CTRL+select to select values that are not listed together.

5.3.5 Select Filter Value

Calls a dialog box in which you can configure complex filter selections.

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Use the value selection dialog box evoked by the Select Filter Value context menu item to configure complex filter conditions. Filtering lets you define a set of criteria that restricts the set of records returned as the result of a query. With filters, you define which subset of data appears in the query result, allowing you to create new, more specific views of your data. You can select filter values while in analysis mode in the analysis grid or navigation pane.

The filter value selection dialog box lists all the values that belong to the dimension or structure member (key figure) of the currently selected cell, which allows you to select single or multiple contiguous or disparate values.

5.3.5.1 Save SelectionsWith ‘Save Selections’ you can save the selected values from the selection window. This copied selection will be stored into your favorites.

5.3.5.2 Download SelectionsWith ‘Download Selections’ you can save in a .txt file the selected values from the selection window.

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5.3.5.3 Upload SelectionsWith ‘Upload Selections’ you can upload a .txt file with selected values into the selection window.ShowWith ‘Show’ you can select wich values for the selection should be displayed.

HistoryUnder ‘History’ you will find the recorded selections.

FavoritesHere you will find the selections you have saved into the favorites storing.

5.3.6 Filter and Drill Down ® List of DimensionsFilters by the selected characteristic or structure member (so that only its data is displayed), and drills down according to the selected dimension. In a drilldown, values for the selected dimension are added to the rows.

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Analysis grid only.For example, in the drilldown, you have the Country dimension. From the characteristic value France, you choose the function Filter and Drilldown According to, and then you select the Country dimension. The data is filtered for Australia, so that only its data is displayed, and the characteristic value Australia disappears from the drilldown. Simultaneously, the Country dimension is drilled down and values for it are added to the rows. You can see the current state of the result in the navigation pane.

5.3.7 Remove FilterRemoves a filter, if one has been selected, and displays all values again.

5.3.8 Exchange Dimension1 with ® List of DimensionsExchanges the selected dimension with another dimension you choose from a list of all dimensions.

5.3.9 Drill Down ® List of DimensionsDrills down the selected dimension according to another dimension you choose from a list of all dimensions. If the dimension has been filtered previously, only the filtered values are used in the drilldown.

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5.3.10 Drill AcrossDrills the selected dimension or structure member across, adding values for that dimension or structure member to the columns.

5.3.11 Remove DrilldownRemoves a drilldown (or across) if one has been selected.

5.3.12 Swap AxesSwaps the axes of the query, and sends row values to columns and column values to rows. Analysis grid only.

For example, if you have characteristics in the rows and key figures in the columns and you choose Swap Axes, the key figures are displayed in the rows and the characteristics are displayed in the columns.

5.3.13 Sort Dimension ® Sort Ascending/Sort DescendingSorts the selected dimension, either in ascending or descending order. In the navigation pane, you can also sort structure members. Keys are usually sorted according to internal formatting. If you want to sort according to external formatting, you have to include this formatting with the InfoObject.

In hierarchy lists, the relationship between the upper-level and lower-level nodes is retained in the hierarchy structures. Lower-level nodes, however, are usually displayed in the sequence in which they appear in the sort criteria.

5.3.14 PropertiesCalls the Characteristics Properties dialog box if you selected a characteristic or characteristic value. Calls the Key Figure Properties dialog box if you selected a data value. In these properties dialog boxes, you can configure runtime properties for characteristics or key figures.

5.3.14.1 Characteristic PropertiesWith this function, you configure various settings for a selected characteristic. The settings determine how the characteristic works and how it is displayed in analysis mode. Settings for a selected characteristic apply to all its values in the query results.

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GeneralThe following functions are available on the General tab page:

PresentationDetermines whether and in which format the individual characteristic values of a specific dimension are to be displayed: None: The characteristic display is hidden. This might be useful, for example, if you have selected attributes for a given dimension and you only want to display those. The dimension itself would then be hidden, but not its selected attributes.

Key: The characteristic values are shown by their technical key. Key and Text: The characteristic values are shown by their technical key and by their

text. Text and Key: The characteristic values are shown by their text, followed by their

technical key. Text: The characteristic values are shown by their text.

Text TypeDetermines which text type is to be displayed for the characteristic values:

Default Text: The shortest available text for the characteristic values is used as the text. Long Text: The long text for the characteristic values is used as the text. Medium Text: The medium text for the characteristic values is used as the text. Short Text: The short text for the characteristic values is used as the text.

Sorted BySpecifies how the selected characteristic is to be sorted. You can select from:

Key Text Hierarchy – available if a display hierarchy is active for the selected characteristic Selection

If you selected a characteristic with an active display hierarchy, you use the second dropdown box to select the attribute for which this setting is to be applied. Sort Direction

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Specifies the sort direction: Ascending Descending

Suppress Result RowsDetermines whether the results rows are to be suppressed:

Never: Always display the results rows Always: Never display the results rows Conditional: Suppress only those results rows that aggregate just one value, that is,

where the value and result are identical and the results row repeats the same value.

Result AccessSpecifies the access type for result values:

In the properties for a characteristic, you can specify the access type for result values of a characteristic. The characteristic must be in the drilldown. (You can restrict the display of query result values.) You can use the following options to specify when a data row is to be generated:

Posted Values: Generate data rows if posted data exists for the selected characteristic, that is, values have been saved for the selected characteristic that can be read when the query is executed.

Characteristic Relationships: Generate data rows if this is specified in the characteristic relationships in the planning workbench. For more information about access this type, see Form-Based Planning.

Master Data: Always generate data rows if values exist in the master data for the selected characteristic. (All characteristic values from the master data are displayed, independently of transaction data.)

Default Value (Default Setting): The standard value is to be used. Restores the setting to Posted Values. Data rows are generated if posted data for the selected characteristic exists and can be read. (This setting is selected by default.)

5.3.14.2 Key Figure PropertiesWith this function, you configure various settings for a selected key figure that affect how it behaves and displays in analysis mode. Settings for a selected key figure apply to all its values in the query results.

There are three tabs in the key figure properties dialog box: Number Format – lets you configure options for displaying numbers.

Calculations – lets you apply calculations to the displayed results.

Sorting – lets you configure the sort order.

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Use the Display Technical Names / Do Not Display Technical Names button on any tab to toggle the display of technical names.

Number FormatThe following functions are available on the Number Format tab:

Scaling FactorUse the dropdown box to set a scaling factor of 1 to ten billion (10,000,000,000). If, for example, you set a scaling factor of 1,000, the value 3,000 is shown in the analysis grid as 3.

You can display the scaling factor currently applied in an additional cell using Display Scaling Factors in Query Properties.

Decimal PlacesUse the dropdown box to set the number of decimal places to display, from 0 to 10. For example, set the decimal places to display as 0, 0.0, 0.00... to 0.0000000000.

The default settings for the scaling factor and the number of decimal places correspond to settings in the query’s design under Selection/Formula Properties. If you have not made these settings in the query’s design, the system will use the default settings that you have made in InfoObject maintenance under Tab Page: Additional Properties.

HighlightingSelect this checkbox to display all the values of the selected key figure in a different color.Highlighting assigns the Microsoft Excel style SAPBExEmph to the cell. If you want to display highlighted cells differently – for example, boldfacing instead of coloring their contents – simply alter this style as you wish. CalculationsOn this tab, you can set options for recalculating the results rows and single values that are displayed in the query results according to particular criteria:

Calculate Result as

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Use this function to recalculate the results rows displayed in the report according to particular criteria. These local calculations include only those numbers in the calculation that appear in the current view of the report. In this way, you override the standard OLAP processor calculations.

Calculate Single Values asUse this function to recalculate the single values displayed in a report according to particular criteria. These local calculations include only those numbers in the calculation that appear in the current view of the report. In this way, you override the standard OLAP processor calculations.

CumulatedUse this function to cumulate the individual cells in an area. The first value is added to the second value, the result is added to the third value, and so on. In the columns, the cells are cumulated from top to bottom, and in the rows, the cells are cumulated from left to right. With blocks of single values, that is, a drilldown in both the rows and the columns, the values are cumulated from top to bottom and from left to right.

Also Apply to ResultsSelect this checkbox to also apply the selected calculation to the results rows.

Calculation DirectionThe default calculation direction is not always as expected. You can change the calculation direction as required using the values in this dropdown box:

Use the Default Direction (from top to bottom and from left to right) Calculate Along the Rows (from top to bottom) Calculate Along the Columns (from left to right)

The Calculate Along the Columns setting is useful, for instance, for all queries for which a time dimension is drilled down in the columns, and a cumulated output is to be created. SortingOn the Sorting tab, you can configure the following sort options for the selected key figure:

Leave Sorting: Leaves the sort order as it is in the analysis grid. Descending: Sort in descending order. Ascending: Sort in ascending order.

5.3.15 Query PropertiesCalls the Query Properties dialog box, in which you can configure runtime properties for your query.

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Using this function, you configure various settings that affect how the query behaves and is displayed in analysis mode. These are local query properties, rather than properties defined in the query itself. To change the query itself, use the Query Designer There are seven tab pages in the query properties dialog box:

Navigation State – allows you to reconfigure the distribution of dimensions along the query axes

Data Formatting – allows you to change the way the axes display Display Options – allows you to configure various display settings Currency Conversion – allows you to convert currency Zero Suppression – allows you to configure options for suppressing results that contain

zeros Presentation Options – allows you configure the result positions and display of zeros Properties – displays properties for the query Conditions - displays the conditions for the query view and enables you to edit them.

To toggle the display of technical names, choose Display Technical Names/Do Not Display Technical Names on the tab pages.

Navigation StatusUse this tab to change the arrangement in the analysis grid of dimensions (characteristics and key figures) on the rows, columns, and free characteristics for the query. The navigational status of the query is displayed in three list boxes: Columns: Lists the dimensions that currently appear in the columnsRows: Lists the dimensions that currently appear in the rowsFree Characteristics: Lists the free characteristics and dimensions that do not currently appear in the results

The dimensions are displayed in the rows and columns in the sequence in which they appear in the query. You can select a dimension or dimensions and rearrange their position and sequence in the rows axis and columns axis of the query (or remove them from the current results to the free characteristics) by using the arrow buttons:

Move Selected Dimensions from the Columns to the Rows Move Selected Dimensions from the Rows to the Columns Move the Selected Dimension of the Columns One Position Up Move the Selected Dimension of the Columns One Position Down Move Selected Dimensions from the Rows to the Free Characteristics Move Selected Dimensions from the Free Characteristics to the Rows Move the Selected Dimension of the Rows One Position Up Move the Selected Dimension of the Rows One Position Down Move the Selected Dimension of the Free Characteristics One Position Up Move the Selected Dimension of the Free Characteristics One Position Down

You can also arrange the dimensions across columns, rows, and free characteristics using the drag and drop function.

You can open the Properties dialog box and Selector dialog box (to select a filter value) of a dimension. To do this, use the secondary mouse button to choose the dimension and select the appropriate option from the context menu.

Data FormattingYou switch between a tabular result display and a multidimensional result display, and configure additional multidimensional options, by making the following settings:

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Tabular View – presents the results in Tabular Reporting format, as in a table. In this view, InfoObjects are displayed only in the columns. A multidimensional result is adjusted to be displayed in a table.

Multidimensional View – presents a multidimensional result and allows you to configure hierarchies as you want:

Display the Columns Hierarchically and Expand Till – Select this checkbox to place characteristics that are split over several columns into one

column in a hierarchy. In the dropdown box, specify the node to which you want to expand this hierarchy.

Display the Rows Hierarchically and Expand Till – Select this checkbox to place characteristics that are split over several rows into one row

in a hierarchy. In the dropdown box, specify the node to which you want to expand this hierarchy.

Display OptionsYou configure various display settings using the following functions:

Display Scaling FactorsIf a scaling factor has been applied to the key figures, select this checkbox to add an additional header row in the row or column header of the table that displays the factor (for example, 1,000 EURO).

Scale key figures by factors using the Scaling Factor setting in Key Figure Properties.

Display Document Links on …Select the checkboxes to display links to documents if they exist for different types of objects:

Data: Displays links to documents that have been created for InfoProvider dataMetadata: Displays links to documents that have been created for metadataMaster Data: Displays links to documents that have been created for master dataIf you have selected this indicator and if the documents exist, the document icon appears next to these objects in the analysis grid. Click this icon to jump to the document display in a Web browser window.

Currency TranslationYou can choose to convert the currency displayed in your results in various ways: Convert to Currency as Defined in the Query Definition: Complex currency translations can be configured using the BEx Query Designer. If such a translation has been configured in your query, this option is available and you can use it in your query results. Convert to Currency: Select this option to convert results to a specific currency. In the dropdown list, select the currency in which the results are to be displayed.

Use Currency Translation: After you have selected the currency for the results, select which type of translation to use when converting from this dropdown box.

Consider Translation from Query Definition: Select this checkbox to convert first to the currency defined in the query, and then to the currency as customized in these settings.Show Original Currency: Select this option to disable currency conversions. Zero SuppressionTo suppress results rows or columns that contain zeros, and therefore remove them from the display in the analysis grid, select the following options:

Zero Suppression

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Use this dropdown box to select the following suppression options:None: Rows or columns with zeros are displayed.

Active: If there are characteristics in the rows and columns, those rows or columns that have a result of zero are not displayed.

For example, if the rows or columns include the values 1, -1, 1, -1, the result is 0. If you select Active, the whole row or column is not displayed

Active (all values = 0): Columns or rows containing zero values in all cells are not displayed.

Apply toUse this dropdown box to define whether suppression of zero values is to be applied to rows and columns, only to rows, or only to columns:

Rows Rows and Columns Columns

Apply to Members of Structure Key Figures Too Select this checkbox if you also want to suppress the structure elements that only contain zeros. Presentation OptionsYou configure the results position and display of zeros using the following functions:

Result Position for Rows Specify the position in the columns in which you want to display the results.

Left Right (default)

Result Position for the ColumnsSpecify the position in the columns in which you want to display the results.

Bottom (default) Top

Display of +/- Signs Use this function to specify how to display negative values that appear in your results:

5-: Display the sign behind the value. -5: Display the sign in front of the value. (5): Display the value in parentheses. Default: Use the default display.

Display of ZerosThe following display options are available for displaying zeros:

Display: Zeros are displayed with their respective currency or unit (for example: 0.00EUR). This is the default setting.

Display No Unit: Zeros are displayed without a currency or unit entry, that is, 0.00. Do Not Display: Cells containing a zero value remain empty.

Show Zeros asEnter a value to display in cells that contain zero results. You can enter any character, number, or letter, for example, *. Cells that contain a zero value are filled with this value, for example *. PropertiesDisplays the following data about a query:

Owner

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Last changed by Modified on

The Editable checkbox, which is active for input-ready queries only, allows you to toggle between display and change mode for the query data. ConditionsDisplays the following data about a query:

Description Status

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Bex Analysis Toolbox

When you start BEx Analyzer, the BEx Analyzer menu and two toolbars appear in Microsoft Excel. You access analysis functions with the analysis toolbar (BEx Analyzer Analysis) and the BEx Analyzer menu. All functions available on the toolbar are also available on the menu.

5.3.16 Open

5.3.16.1 Open Workbooks

(For the difference between a workbook and a query see chapter 2.2 on page 8.)

By choosing Open Workbooks the following windows appears (exemple of an IT Controlling Application Owner):

This windows contains different views which you can change between using the application toolbar in the left area of the window.

(Search)

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You can use the Search view to search for BI objects.

(History)

The History view displays the last 15 objects that you used (user and system dependently).

(Favorites)

The Favorites view displays your favorite objects in a tree structure.

(Roles)

The Roles view displays your role-based objects in a tree structure.

(InfoAreas)The InfoAreas view displays all InfoObjects (InfoAreas, InfoCubes, queries, and query views) in a tree structure.

Find

If you do not know where to find your workbook, you can look after by choosing Find. The following dialog offers you the possibility to search:

In the upper area of the dialog box, you determine whether the search text is defined as the

description and/or the name of the object for which you are searching including workbooks, queries and infoproviders.

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In the area of the dialog box, you determine whether the search text is defined as the description and/or the name of the specified object for which you are searching. Under Type you restrict the search to the specific object type (workbooks or queries or infoproviders).

DeleteDeletes the selected workbook from the role you are assigned to (you are not authorized to carry out this action) or from your favorites.

After selecting ‘Delete’ appears the following window to confirm the deletion from the assigned role or a a fisical deletion of the workbook.

Add to Favorites (only active when a workbook is selected)Adds the current workbook to your favorites and to store it in a freely-definable hierarchical tree structure. You can create a new folder for your new favorite.

Refresh To refresh the list with objects from the dialog window.

Properties On/OffDisplays the properties of the workbook (creator, date, and so on).

Technical Name On/Off

Displays the name of the workbook by description, technical name and description, description and technical name or only technical name.

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As well as calling up these single functions using the toolbar, you can also call some of them up (for example, Delete or Properties On) using the context menu of an object (right mouse click). Depending on the type of object, you can also call up other functions from the context menu.

In the lower area of the window, you can enter the description or technical name of the workbook and open it directly.

By choosing OK the workbook will be opened.

Depending on the query definitions a dialog box for query selections might appear where you have to select the according values, as for example the period and year.

By choosing the Execute-Icon the data is loaded from the BW Server:

5.3.16.2 Open QueriesBasically, Open Queries works the same way as Open Workbooks which is described in the previous chapter.

5.3.16.3 Open Saved ViewsThis functionality is not in use at Swisslife.

5.3.16.4 Open Exceptions

This functionality is not in use at Swisslife.

5.3.17 Save

5.3.17.1 Save as new workbook

Please be aware of the naming conventions on your reporting area.

Every query or workbook you open you may save under a new name as a new workbook (individual workbook), but only under your favorites. You have the possibility to structure your favorites by creating and deleting folders:

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You are not authorized to save a new workbook within your role.

By saving the workbook within the above functionality, your workbook is saved on the BW server and may be opened on every workstation that has access to the BW server.

By saving the workbook within the normal Microsoft Excel functionalities (not via the BEx Analy-zer Toolbar), your workbook is either saved on a local drive or on a drive of the company net-work and can be opened on every workstation with access to this drive. Opening the workbook as a normal Excel file will not give you the BEx Analyzer functionality, but by starting the BEx Analyzer and then opening the workbook will provide you with the BEx Analyzer functionality again. To get the lastest data of the workbook, you need to have access to the BW server in addition and refresh the workbook (see also chapter 5.3.18 on page 47).

5.3.17.2 Save as existing workbookSaving an individual workbook:

With this functionality you save changes within your individual workbook.

Saving a standard workbook:

You do not have the authorization to save a standard workbook:

5.3.17.3 Change Workbook TitleChange workbook title of an individual workbook:

With this functionality you can change the title of your individual workbook.

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Change workbook title of a standard workbook:

You do not have the authorization to change the title of a standard workbook:

5.3.17.4 Save view as jump target


5.3.17.5 Save view


5.3.18 Refresh Query

Whenever you need the latest data within your query or workbook, you choose Refresh.

When you use the refresh functionality in a workbook that contains several queries, the system will sequentially refresh all queries included in the workbook. The sandclock will appear and in the left botton corner will appear the following message: ‘Bex Analyzer is processing’.

If you are not connected to the BW server at the time of refreshing, you have to logon as descri-bed in chapter 4.2.2 on page 14.

5.3.19 Change Variable Values

With the Chage Variable Values Button you can select another value to the defined selection characteristics (e.g. if you wanto to select another period/year).

5.3.20 Tools

With the Tools Button you can select more functions like ‚Create New Query’, ‘Planning Modeler’, ‘Bex Report Designer’ or ‘BEx Web Analyzer’.

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In the Swiss Life is in use only the function ‘Create New Query’. This function will be described in chapter …….

5.3.21 Global settings

With this function you can configure default settings valid for the whole application..

5.3.21.1 Global Setttings ‚Behaviour’

By ‘Behaviour’ under Global Settings you can choose the following funtions:

Maximum Umber of Objects in Local HistoryUse this dropdown box to configure the maximum number of objects that should display in your local history.

Display System in Local HistoryThis feature allows the system to display the system names alongside the workbook or query shortcuts. This allows you to check if the workbook or query that you want to access refers to the system that you want.

Log on with attached SAP GUI

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When this function is checked, you will receive messages such as transport messages from the server. In some situations this is necessary; for example, if you save a workbook while you have the standard transport system activated.Typically, you will want to leave this function unchecked for performance reasons

Launch legacy vesion from RRMXThis feature determines which version of the BEx Analyzer should be launched from the RRMX transaction of the SAP BI system. If you select this option, the SAP BW 3.x release BEx Analyzer is launched when you use the RRMX transaction in the SAP BI system. If you do not select this option, the BEx Analyzer of the SAP NetWeaver 2004s is launched

Launch Analyzer whenever Excel startsIf this option is selected, BEx Analyzer starts as soon you open Microsoft Excel. If this option is not selected, then you must start BEx Analyzer manually.

Cancel Popup Delay

5.3.21.2 Select Default Workbook

With this set of functions, you view and select the default workbook. The default workbook is the workbook into which queries are opened. You can customize a workbook, including any constituent worksheets, as you like using Microsoft Excel functions or BEx Analyzer design functions, and then set it as the default workbook for subsequently opened queries

The Current Default Workbook field displays the name of the current default workbook.Choose the Display Technical Names / Do Not Display Technical Names icon to toggle the display of technical names for the workbook.To set the current default workbook to the default as specified in the system, choose Use Default.

5.3.21.3 Trace

The trace file is a text file that contains a log of BEx Analyzer’s activities. It is stored in the system’s temporary folder. You can view and set the following trace file properties:The Trace File Name field displays the path to and name of the trace file (BexAnalyzerTrace.txt). Select the Record Trace checkbox to record trace information to this file

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Choose the Display Trace button to display the file using your system’s default text editor.

5.3.21.4 StatisticsThis setting allows you to record the statistical data, for example, rendering of analysis grids, time taken to execute a query and so on when you execute a query. You can use this data to analyze the performance issues, or to get technical support if needed.Select the Collect Statistic Information checkbox to enable this setting. Then, system records the statistical information. When you choose the Display Statistic Information button, system displays the statistical information in a separate workbook.

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5.3.22 System information

With this icon you can obtain the system information like Cleint, User ID, Language, usw.If you click on ‘Disconnect’ you will loose the connection to the system.

5.3.23 Help

5.3.23.1 Business Explorer Online Help

Within the Online Help, you will get additional information about the functionalities of the Busi-ness Explorer. It also offers an index and a search function.

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5.3.23.2 About

Displays information about the version and the patches of the BW server:

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5.4 Workbook Design and Excel Integration5.4.1 Design Items - Overview

Chapter Details

Analysis Grid displays the results of a query. The analysis grid is the main design item in which you can navigate and perform OLAP functions

Navigation Pane provides access to all characteristics and structures in the query for use in navigation and analysis

List of Filters lists all currently active filters

Button lets you execute a customized command on your results

Drop Down Box allows you to set a filter via selection from the dropdown box

Check Box Group allows you to set a filter via checkbox selection

Radio Button Group allows you to set a filter via radio button selection

List of Conditions lists existing conditions and their status, and lets you activate and deactivate them

List of Exceptions lists existing exceptions and their status, and lets you activate and deactivate them

Text displays text elements for the query

Messages displays messages associated with the application (the workbook)

Workbook Settings refresh on opening, macros, etc.

5.4.2 Analysis Grid

The analysis grid is the design item that provides the main analysis functions in the BEx Analyzer. It displays the results of a query in a table in which you can navigate and execute OLAP functions.

Cell Types of the Analysis Grid:When referring to the analysis grid, we use the following terminology for the different types of cells:

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Different navigation functions are available depending on which type of cell you select.

Context Menu Functions by Cell Type:The context menu functions available in analysis mode for the analysis grid are outlined in the table below. A function is available in the context menu for a given cell type if the corresponding cell in the table below is shaded and marked with an X. See the notes below the table for the cells that contain asterisks (*).

* Displayed if the filter has already been set.** Displayed if the drilldown has already been set.

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*** If any cell in the query is input ready, these are displayed in the context menu for any cell

in the analysis grid.**** Displayed if Goto has been customized in the query.

5.4.2.1 General Tab

Data Provider

You assign an existing data provider to the analysis grid, create and assign a new one, or change or delete a data provider. The initial view of a data provider corresponds to the query view.

Area

You manipulate coordinates for a cell or cells in this field to move or resize the button.

Use Formulas

You select this checkbox to replace each cell in the analysis grid with a Microsoft Excel formula. This property of the Analysis Grid design item is set by the context menu function Convert to Formula.The property is activated in supported queries only.

Adjust Print Area

Adjusts the Microsoft Excel print area automatically to the size of the analysis grid, and also repeats the header rows and header on every page.

Enable Cell Protection

Locks (protects) all cells that are not defined in the query as input ready, and unlocks all input-ready cells. This prevents you from changing data in any cells other than input-ready cells. This is mainly used with planning functions and prevents you from entering data where inappropriate. Compare this cell-by-cell protection with Microsoft Excel sheet protection, enabled by default in design mode, with workbook protection, which you can enable in Excel or using the BEx Analyzer.

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Apply Formatting

Deselect this checkbox to switch off the display of formatting, including icons and background color. Displaying formatting during navigation can be time consuming. You may therefore want to switch if off for performance reasons. An example is if you are navigating to achieve a result that you want to export to a text-based file.Scroll bars and scrolling icons are not affected by this setting.

Allow Navigation

Deselect this checkbox to deactivate the context menu and drag and drop functions in analysis mode. A similar option is available for the navigation pane. This prevents you from analyzing and navigating in the query.

AutoFit

When you select this option, the width of the cells in the analysis grid expands as required to fit the contents. If this option is selected, after you navigate and the analysis grid is rendered, the columns are resized horizontally to the minimum size needed to render the whole content of the column.

Display Sort Icons The icons for sorting characteristics and key figures in ascending and descending order are displayed in a report only when this option is selected.

Display Hierarchy Icons

The icons for expanding or collapsing a hierarchy are displayed in a report only when this option is selected.

Suppress New Lines In BI applications that use data providers that are assigned an input-ready query, the system allows you to manually enter data in new input-ready rows. Select this checkbox to suppress the option of creating new input-ready rows.

Do Not Delete Number

Formats When Convertingto Formula

Number formats are deleted by default when you convert data in cells for the result set into formulas. Select this checkbox to retain the unit when you work in formula mode.

5.4.2.2 Clipping Tab

You use the clipping options to specifically define the size of the analysis grid using clipping or scroll bars. Clipping settings work together with cell coordinate settings in the Range field. You can independently configure horizontal or vertical clipping using the following options:

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Horizontal Clip – the analysis grid can only extend as far to the right as the right-most column defined

in the Range field. The horizontal display beyond that is clipped, or not displayed. Full Size – the analysis grid is displayed starting from the left-most column defined in the

Range field, but expands to the right to be as wide as required to display the results. Scroll – the analysis grid displays within the right and left coordinates configured in the

Range field, and a scroll bar allows you to scroll to the right or to the left within the results. You can scroll using the following icons in the scroll bar:

Scroll Full Left Scroll Left Scroll Full Right Scroll Right

Vertical Clip – the analysis grid can only extend as far down as the lower-most row defined in the

Range field. The vertical display beyond that is clipped, or not displayed. Full Size – the analysis grid is displayed starting from the top-most row defined in the Range

field, but expands down as many rows as required to display the results. Scroll – the analysis grid displays within the upper and lower coordinates configured in the

Range field, and a scroll bar allows you to scroll up or down within the results. You can scroll using the following icons in the scroll bar:

Scroll to Bottom Scroll Down Scroll Up Scroll to Top

5.4.2.3 Associated Charts

You use this function to associate Microsoft Excel with the analysis grid, so that the charts always represent the results of the query.

The name of any chart you have inserted on any sheet in the workbook appears in the Associated Charts list. Select the checkbox next to the chart or charts you want to associate with this analysis grid. When you associate a chart with a grid, the chart is automatically updated with the cell ranges and values in the grid, even if the grid resizes and the values within it change when you navigate.

When you use Microsoft Excel to create charts for your analysis grid, you can leave the data range (cell coordinates) blank. Associated charts are automatically updated with the appropriate data range in the current navigational state.

Worksheets are automatically protected in design mode. Temporarily unprotect the sheet to insert the chart (Tools ® Protection ® Unprotect Sheet in the Microsoft Excel menu), or switch to analysis mode first.

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5.4.3 Navigation Pane

The navigation pane design item provides access to all dimensions (characteristics and structures) in the query for use in navigation and analysis.

A navigation pane is very similar to the former navigation block, but here we have much more control over the behaviour and the setting of this important reporting element.

Row Types of the Navigation Pane:When referring to the navigation pane, we use the following terminology for the different types of rows:

The third column of each row in the navigation pane is the filter area. This column displays the values for any filters that have been configured and allows you to manually enter filters.

Different types of navigation functions are available depending on which type of row you have selected.

Context Menu Functions by Row Type:The context menu functions available in analysis mode for the navigation pane are outlined in the table below. A function is available in the context menu for a given cell type if the corresponding cell in the table below is shaded and marked with an X. See the notes below the table for the cells that contains asterisks (*).

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* Displayed if the filter has already been set.

** Displayed if the drilldown has already been set.

5.4.3.1 General

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5.4.3.2 Dimensions

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Data Provider

You assign an existing data provider to the navigation pane, create and assign a new one, or change or delete a data provider. The initial view of a data provider corresponds to the query view.

Area

You manipulate coordinates for a cell or cells in this field to move or resize the navigation pane.

AutoFit

When you select this option, the width of the cells in the navigation pane (except the third column) expands as required to fit the contents. When the pane is auto fit, the columns are resized horizontally to the minimum size needed to render the whole content of column. This setting does not apply to the third column (the filer area) because filter values can be very long.

Available Dimensions

Lists all the available dimensions in the query. Select a dimension in this list and choose Add the Selected Dimensions to the Displayed Dimensions to transfer it to the Selected Dimensions list. This allows you to specify which dimensions are to be displayed in the navigation pane.

By default, all dimensions are displayed.

Selected Dimensions

Lists the dimensions that are to be displayed in the navigation pane. You can use this setting to reorder the list of selected dimensions. By default, all dimensions are displayed although this list is empty.

Select a dimension in this list and choose Remove Selected Dimensions from the Displayed Dimensions to remove it, or Move the Selected Displayed Dimension Up or Move the Selected Displayed Dimension Down to reorder it.


5.4.3.3 Display Settings

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Display Filter Texts

Deselect this checkbox to turn off the display of the filter area of the navigation pane. In this case, the whole third column of the pane is hidden.

Allow Navigation

Deselect this checkbox to deactivate the context menu, drag and drop, and icon functions in analysis mode. A similar option is provided for the analysis grid. This prevents you from analyzing and navigating in the query.

Display Icons

Deselect this checkbox to turn off the display of icons in the navigation pane.

Scroll bars and scrolling icons are not affected by this setting.

Show Dimensions on Rows

If selected, the dimensions that appear in the rows in the current navigational state of the analysis grid are displayed in the navigation pane.

Show Dimensions on Columns

If selected, the dimensions that appear in the columns in the current navigational state of the analysis grid are displayed in the navigation pane.

Show Dimensions on Free Characteristics

If selected, the dimensions that appear in the free characteristics in the current navigational state of the analysis grid are displayed in the navigation pane.

Number of Dimensions Per Row

If you have selected the Display Dimensions Horizontally property, you use this field to select the number of dimensions to display in each row of the navigation pane, horizontally across the sheet. This effectively vertically shortens your navigation pane.

Display Dimensions Horizontally

You select this option to display multiple dimensions for each row in the navigation pane. You then configure the number of dimensions using the Number of Dimensions Per Row property.


5.4.4 List of Filters

The list of filters design item lists all currently active filters set on selected dimensions in the query results.

5.4.4.1 General

Data Provider Assign an existing data provider to the list of filters, create and assign a new one, or change or delete a data provider. The initial view of a data provider corresponds to a query or query view.

Range Manipulate coordinates for a cell or cells in this field to move or resize the list of filters.

Display Characteristic Text

Select this checkbox to display the name of the dimension in a field next to the list of its selected filters. This acts as a sort of label for each selected dimension in the filter list.

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5.4.4.2 Dimensions

Available Dimensions Lists all the available dimensions in the query. Select a dimension in this list and choose the Add the Selected Dimensions to the Displayed Dimensions button to transfer it to the Selected Dimensions list. You determine in this way the dimensions for which to display a list of filters.

By default, all dimensions are displayed.

Selected Dimensions Lists the dimensions for which you have chosen to display filters, and allows you to reorder or remove them. By default, all dimensions are displayed although this list is empty.

Select a dimension in this list and choose the Remove Selected Dimensions from the Displayed Dimensions button to remove it, or the Move the Selected Displayed Dimension Up or Move the Selected Displayed Dimension Down buttons to reorder it.

Presentation Style Determines how the filter values are displayed in the list. Select from the following values:

Key: Display technical key

Key and Text: Display technical key, followed by text

Text and Key: Display text, followed by technical key

Text: Display text

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5.4.5 Button

The Button design item enables you to execute a customized command against the query results.

Use the Button design item to customize a specific command or sequence of commands. In the syntax, based on the Web API Reference, all data provider-specific commands and parameters are accepted, except functions to export to Microsoft Excel.

Using a button, you can customize any steps you take when you manually navigate a query using the context menu. When you choose the button, you execute the command or commands and the query results are updated accordingly in the analysis grid.

To add a button to the workbook, you must enable Microsoft Excel’s Trust access to visual basic project setting (in Tools ® Macro ® Security ® Trusted Sources). If you omit this step, an Access to Visual Basic project failed error is displayed when you attempt to insert the button.

5.4.5.1 General

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Workbook Specific Command:

Planning Specific Command:

Data Provider specific Command

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Button Name Displays the name of the button, which is generated automatically and is unique. This name is used in the BEx Analyzer ® Design Toolbar menu to refer to a particular instance of the button.

Area Manipulate coordinates for a cell or cells in this field to move or resize the button.

Button Text The text (caption) you want to display on the button. You can use this to describe the command the button executes.

Command Range (Optional) Specify a three-column range of cells in the worksheet that contains the command parameters. In these cells, you provide the same parameters (Name, Index, and Value) as you do for Static Parameters (see below). But in the worksheet these can be variable; they can change during navigation based on query results or on a value you manually specify.

When the button is chosen to initiate the command, all values in Static Parameters are evaluated first. Then all the parameters in the Command Range are appended.

Static Parameters Configure the command or commands to execute by supplying name-value pairs to send to the server. A command can consist of multiple name-value pairs; configure one for each row in this table. Any data provider-specific command in the Web API Reference (except functions to export to Microsoft Excel) is accepted.

● Name: The name of the command.

● Index: The sequence in which the command is to be executed. The start command begins with 0. You can configure as many commands as you want.

● Value: The value for the command.

Example: You want to create a button that removes the currently configured filter. Enter Remove Filter in the Button Text field and configure the following three rows in the Static Parameters section. Name = DATA_PROVIDER; Index = 0; Value = [name of data provider] Name = CMD, Index = 0; Value=REMOVE_FILTER Name = FILTER_IOBJNM, Index = 0; Value = [name of dimension]

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If you want to filter by product, but specify which product while you are navigating in analysis mode, use the Command Range field to specify the three-column range in the worksheet in which to look for the parameters. For example, you could configure it in the worksheet as follows:

Column E Column F Column G Column H

Filter to the following product:

Row 8 FILTER_VALUE 0 PROD0001

Set Command Range to F8:H8. You can now provide dynamic input for the value in column H, labeled Filter to following product: in the worksheet. You can also hide columns F and G so that the static parameters of the command remain hidden. Buttons can be useful within the context of planning functions, which are not executed in the

context of a data provider, but within a workbook. For example, in a re-evaluation scenario, you have created a planning function on the back end in which you get a raise and make your calculations increase by 1%. You can add a button to the worksheet to execute this planning function.Although planning functions are modeled on the back end, they can have variables – which you can also supply in the worksheet using the Command Range field.

5.4.6 Drop Down Box

The dropdown box design item lists the values of a dimension and lets you filter it by selecting a value from the list.

Use the dropdown box to easily filter a selected dimension. Since filtering is a function also provided in the navigation pane, you might not want to use a navigation pane in the same worksheet as a dropdown box. You might use the dropdown box if, for example, you don’t want to offer the whole range of navigation that the navigation pane provides, but you want to be able to conveniently set filters. The checkbox group and radio button group design items provide similar functionality, except the checkbox group allows you to select multiple filter values at once.

In the dropdown box properties, you configure the values for the dimension to appear in the dropdown list. When you then select a value from the dropdown box in analysis mode, the dimension is filtered by your selection, and the query results in the analysis grid update accordingly.

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5.4.6.1 General

Data Provider Assign an existing data provider to the dropdown box, create and assign a new one, or change or delete a data provider. The initial view of a data provider corresponds to a query or query view.See Configuring Data Providers

Range Manipulate coordinates for a cell or cells in this field to move or resize the dropdown box.See Moving and Resizing Design Items

Display Label Select this checkbox to display the name of the dimension to be filtered next to the dropdown box.

5.4.6.2 Dimensions

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Text Type Determines which text type to display for the values of the dimension:

1. Default Text: Use the shortest available text to display the values.

2. Short Text: Use the short text to display the values.

3. Middle Text: Use the medium text to display the values.

4. Long Text: Use the long text to display the values.

Read Mode Determines the method of retrieving the list of filter values:

1. Posted Values (Q): Performs a SELECT on the fact table to list filter values that actually return data. Values that would return no results when filtered are not displayed in the list. This calculation can be time-consuming, but yields only usable values in the list.

2. Dimension Table (D): Performs a SELECT on the dimension table to retrieve the list of filter values. This calculation is less time-consuming than Posted Values, with better chances of yielding results than Masterdata Table.

3. Masterdata Table (M): Offers all members of the selected dimension that appear in the masterdata table. Since InfoCubes may be quite sparsely populated, this will yield many selections that would show no results when filtered (No applicable data found), but the logic involved is simple and hence the performance is optimal.

Display Determines how the filter values are displayed in the list. Select from the following values:

1. Text: Display text

2. Key: Display technical key

3. Key and Text: Display technical key, followed by text

4. Text and Key: Display text, followed by technical key

5.4.6.3 Target Data Provider

Data Target Provider Name The query results of a data provider can be filtered by the value of a dimension for which a dropdown box is designed. This filtering is not applied in other data providers within a workbook even though the same dimension is reused. That means you need to create individual filters for the same dimension, which is used in different data providers.

However, the target data provider feature allows you simplify the above scenario. In this tab page, you can view all data providers being used in the workbook. You can select the required or all data providers to apply the same filtering for specific or all data providers used in a workbook.

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5.4.7 Check Box Group

The checkbox group design item lists the values of a dimension and lets you filter it by selecting one or more values from the list.

Use the checkbox group to easily filter a selected dimension by multiple values at once. Since filtering is a function also provided in the navigation pane, you might not want to use a navigation pane in the same worksheet as the checkbox group. You might use the checkbox group if, for example, you don’t want to offer the whole range of navigation that the navigation pane provides, but you want to be able to conveniently set a group of filter values at once. The dropdown box and radio button group design items provide similar functionality, except they restrict filer selection to one value at a time.

In the checkbox group properties, you configure the values for the dimension you wish to filter. In analysis mode, each value appears next to one of a group of checkboxes, and any currently filtered values are checked. Two buttons at the bottom of the list, Submit and Clear, let you either submit or clear checked filter selections, upon which the dimension filters are updated according to your selection, and the query results in the analysis grid are updated.

5.4.7.1 General

Data Provider Assign an existing data provider to the checkbox group, create and assign a new one, or change or delete a data provider. The initial view of a data provider corresponds to a query or query view.See Configuring Data Providers

Range Manipulate coordinates for a cell or cells in this field to move or resize the checkbox group.See Moving and Resizing Design Items

AutoFit When selected, the width of the cells in the checkbox group expands as needed to accommodate the longest value listed.


Select this option to display the values of the checkbox group horizontally, in one row across the sheet.

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5.4.7.2 Dimensions

Dimension Select the dimension you wish to filter.















Maximum Number ofDisplayed Values

Use this selector to set the maximum number of values to display in the checkbox group.

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5.4.8 Radio Button Group

The radio button group design item lists the values of a dimension and lets you filter it by selecting a value from the list.

Use the radio button group to easily filter a selected dimension. Since filtering is a function also provided in the navigation pane, you might not want to use a navigation pane in the same worksheet as the radio button group. You might use the radio button group if, for example, you don’t want to offer the whole range of navigation that the navigation pane provides, but you want to be able to conveniently set filters. The dropdown box and checkbox group provide similar functionality, except the checkbox group allows you to select multiple filter values at once.

In the radio button group properties, you configure the values for the dimension you wish to filter. In analysis mode, each value appears next to one of a group of radio buttons. When you then select one of the radio buttons, the dimension is filtered by your selection, and the query results in the analysis grid update accordingly.

5.4.8.1 General

Data Provider Assign an existing data provider to the radio button group, create and assign a new one, or change or delete a data provider. The initial view of a data provider corresponds to a query or query view.

Range Manipulate coordinates for a cell or cells in this field to move or resize the radio button group.

AutoFit When selected, the width of the cells in the radio button group expands as needed to accommodate the longest value listed.


Select this option to display the values of the radio button group horizontally, in one row across the sheet.

5.4.8.2 Dimensions

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Dimension Select the dimension you wish to filter.















Maximum Number of

Displayed Values

Use this selector to set the maximum number of values to display in the radio button group.

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5.4.8.3 Target Data Provider

Target Data Provider Name

The query results of a data provider can be filtered by the value of a dimension for which a radio button is designed. This filtering is not applied in other data providers within a workbook even though the same dimension is reused. That means you need to create individual filters for the same dimension, which is used in different data providers.

However, the target data provider feature allows you simplify the above scenario. In this tab page, you can view all data providers being used in the workbook. You can select the required or all data providers to apply the same filtering for specific or all data providers used in a workbook.

5.4.9 List of Conditions

The list of conditions design item lists all conditions defined in the query and lets you activate and deactivate them with the context menu or with an icon.

If conditions have been defined in the query, you can use the list of conditions design item to display them in rows in the worksheet. The description of each condition appears in a cell, and its status (Active or Inactive) and an icon (Activate / Deactivate) displays in the cell next to it.

In analysis mode, click the icon to toggle the active status or evoke the context menu and choose:

Activate to activate a selected inactive condition Deactivate to deactivate a selected active condition

Conditions filter the results so that only the part of the results you are interested in is displayed, so when you activate or deactivate a condition, the navigational state of the analysis grid updates accordingly.

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Condition List Name

Displays the name of the list of conditions, which is generated automatically and is unique. This name is used on the BEx Analyzer ® Design Toolbar menu to refer to a particular instance of the list of conditions.

Data Provider Assign an existing data provider to the list of conditions, create and assign a new one, or change or delete a data provider. The initial view of a data provider corresponds to a query or query view.

Range Manipulate coordinates for a cell or cells in this field to move or resize the list of conditions.

5.4.10 List of Exceptions

The list of exceptions design item lists all exceptions defined in the query and lets you activate and deactivate them with the context menu or with an icon.

If exceptions have been defined in the query, you can use the list of exceptions design item to display them in rows in the worksheet. The description of each exception appears in a cell, and its status (Active or Inactive) and an icon (Activate / Deactivate) displays in the cell next to it.

In analysis mode, click the icon to toggle the active status or evoke the context menu and choose:

Activate to activate a selected inactive exception Deactivate to deactivate a selected active exception

Exceptions set the background color of data cells in results alerting you to exceptional values, so when you activate or deactivate an exception, the background color of relevant data cells in the analysis grid updates accordingly.

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5.4.11 Text

The text design item displays text elements associated with the query.

Use the text item to display text-based information saved with the query such as author, query description, InfoProvider, and any global filters configured in the query. You configure which text elements you want to see, and they then display in a list in your worksheet.

5.4.11.1 General

Data Provider Assign an existing data provider to the text item, create and assign a new one, or change or delete a data provider. The initial view of a data provider corresponds to a query or query view.

Range Manipulate coordinates for a cell or cells in this field to move or resize the text item.

AutoFit When selected, the width of the cells in the text item expands as needed to accommodate the contents.

Display Caption

Select this checkbox to display the name of the text element in a field next to the text itself. This acts as a sort of label for each selected text element.

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5.4.11.2 Constants

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After you have selected a data provider on the General tab, the list of available constant text elements appears on this tab, including:

Author: The user who defined the query.

Last Changed by: The user who last changed the query definition so that the query has been regenerated. Small changes that you can also make by using navigation are not real definition changes.

InfoProvider: The InfoProvider with the data reported on in the query

Query Technical Name: Technical name for the query that you enter when you save it

Query Description: Description of the query

Key Date: The key date is the date for which time-dependent master data is selected. You determine the key date either in the query definition (query properties) or supply the value using a variable. If the key date has not been defined, then the system date is automatically made into the key date.

Changed At: This time tells you when the query definition was last changed.

Current User: The user who has this query open or has inserted it into a workbook.

Last Refreshed: When the query data was last refreshed. This is the point at which you display the text elements, since refreshing the query is necessary for displaying the text elements.

Status of Data: The point in time when data for the latest request that can be used for reporting was posted to the InfoProvider. For MultiProviders, the current InfoPackages are determined from the individual basic cubes and from these, the basic cube with the oldest data validity date is called. This shows a date and a time (in the local time zone).

Relevance of the Data (date): The date of the Status of Data text element.

Relevance of the Data (hour): The time of the Status of Data text element.

Status of Data From: (MultiProviders only)

Status of Data To: (MultiProviders only)

Select the checkbox next to the text elements you wish to display.

You may also:

Choose Select All to select all checkboxes and hence all constants

Choose Deselect All to deselect all checkboxes and hence all constants

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5.4.11.3 Filters

If global filters have been configured in the query, the dimensions for which they are configured are listed on this tab. Select the checkbox next to the ones you wish to display. Current filter values configured for the selected dimension are then displayed in the text element.

You may also:

Choose Select All to select all checkboxes and hence display all filters

Choose Deselect All to deselect all checkboxes and hence disable display of all filters

Select Display All Global Filter Values to display all the static filter values

Select Display All Global Variable Values to display all the static variable values

5.4.12 Messages

The messages design item displays messages associated with your workbook, such as messages generated by BEx Analyzer as well as messages generated from the system to which you are currently connected.

Use the messages design item to reproduce messages in your worksheet. You configure which type of messages (warning, success, information, or any or all of these) you want to see. BEx Analyzer messages, including the latest messages generated from the system to which you are logged on, display in your worksheet. Unlike other design items, messages are not associated with one particular data provider.

In analysis mode, the messages display in a list, each next to an icon representing its type. If there has been no message since you last refreshed your query results, nothing displays.

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5.4.12.1 General

Range Manipulate coordinates for a cell or cells in this field to move or resize the message item.

Display Warnings Select this checkbox to display warning messages, for example: The value for the variable ‘def’ is incorrect; Access to Visual Basic project failed

Display Success Messages

Select this checkbox to display success messages, for example: The query ‘abc’ was successfully saved

Display Information Select this checkbox to display informational messages, for example: The system will close down at 6pm today

AutoFit When selected, the width of the cells in the message item expands as needed to accommodate the contents of the message.

5.4.12.2 ClippingUse the clipping options to specifically define the vertical size of the message item using clipping or scroll bars. Clipping settings work together with cell coordinate settings in the Range field. Configure vertical clipping using the following options:Vertical

1. Clip – the message item can only extend as far down as the lower-most row defined in the Range field. The vertical display beyond that is clipped, or not displayed.

2. Full Size – the message item begins display from the top-most row defined in the Range field, but expands down as many rows as the results dictate.

3. Scroll – the message item displays within the upper and lower coordinates configured in the Range field, and a scroll bar allows you to scroll up or down within the results. You can scroll using the following icons in the scroll bar:

Scroll to Bottom

Scroll Down

Scroll Up

Scroll to Top

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5.4.13 Workbook Settings

5.4.13.1 Generals

Refresh Workbook on Open If selected, when you open a workbook from the server, the query is automatically refreshed with values from the server. If not selected, of if you open a workbook from your local file system, you must manually refresh the query after you open it to retrieve the latest results from the server. See also Refresh/Pause Automatic Refresh.

Process Variables on RefreshIf any query in your workbook contains variables, any current values set for the variables are part of the query view definition and are therefore stored in the workbook. If you refresh the workbook, these existing values are used to retrieve the data.

If you want to enter new variable values whenever the workbook is refreshed, select this checkbox. Whenever you refresh your query, the Change Variable Values dialog box is also called and you can then set new values for the variables in the query.

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Allow Drag and DropThis setting is selected by default. If you deselect this setting, you cannot use drag and drop functions to navigate your query in the analysis grid and navigation pane. See also Drag and Drop Functions.

Protect WorkbookIf you select this setting, the BEx Analyzer password-protects all the sheets in your workbook against any changes you make with BEx Analyzer functions. When you attempt to change your workbook by inserting a design item, for example, the BEx Analyzer requests the password you specified here. The BEx Analyzer only accepts the changes if you enter the correct password.

When the BEx Analyzer protects your workbook, you can still navigate in analysis mode, but you cannot enter data. Cells that are not locked with cell protection are not protected. Activate Enable Cell Protection in the Analysis Grid properties to protect the cells in the analysis grid as well.

The workbook protection in the BEx Analyzer is similar to Microsoft Excel’s workbook protection (Tools ® Protection). However, you cannot navigate your query if you protect your workbook using the Microsoft Excel protection.

When Protect Workbook is selected, the Password and Confirm Password fields are active. Enter a password in the Password field, and re-enter the same password in the Confirm Password field.

In design mode, worksheets are protected by default to prevent you from unintentionally deleting design items. Temporarily disable sheet protection (Tools ® Protection ® Unprotect Sheet on Microsoft Excel’s menu) or switch to analysis mode before formatting your workbook.

Transfer Plan ValuesIn a planning workbook, when you change the value of an input-ready cell and then navigate, the changed value is stored in the buffer on the BI server. However, you can change this behaviour by selecting the following options:

Transfer Plan Value to the Server before Navigation– The changed value is transferred automatically when you navigate. You do not need to execute the Transfer Plan Values function explicitly from the context menu when you change data in an input-ready cell.

Confirm Transferring Plan Values to the Server Before Navigation – A message popup prompts you to confirm whether the changed value need to be transferred. You do not need to execute the Transfer Plan Values function explicitly from the context menu when you change data in an input-ready cell.

Do Not Transfer Plan Values to the Server Before Navigation – The changed value is not transferred automatically when you navigate. You have to execute the Transfer Plan Values function explicitly from the context menu when you change data in an input-ready cell.

Use Compression when Storing the WorkbookYou use this option to reduce the space required by your workbook if your workbook includes a large amount of information and metadata. Select this checkbox to compress the data in the worksheet on saving.

You can use this option if, for example, you are working in formula mode and want to view the data in your result set without having to connect to the server. To do this, you must first save the result set in the workbook. If you do not do this, the data is not available in the cells the next time you open the workbook; only the formulas are displayed.

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5.4.13.2 ThemesBEx themes, based on NetWeaver Portal styles, are shared services across the Business Explorer suite. In the BEx Analyzer, they are delivered as a set of Microsoft Excel style definitions for your workbook. Themes provide formatting information such as background color, font, and font size. To display the set of style definitions for a workbook, choose Format ® Style from the Microsoft Excel menu. The styles provided by the Business Explorer are prefixed with SAPBEX*.

Themes are content objects that are stored on the server and that you can choose to activate. Themes are stylesheets in which you can make important changes to a theme. All workbooks in which the theme is used are updated accordingly.

The following settings are available on the Themes tab page:Current ThemeDisplays the list of available BEx themes. The BEx theme that is currently applied to your workbook, if any, is selected.

New/Delete/Apply/SaveIf the following special authorization is assigned to your user name, you can change and save themes on the server: AUTHORITY-CHECK OBJECT 'S_RS_TOOLS' ID 'COMMAND' FIELD 'THEMES'.

If you have this authorization, these buttons appear: Create a new theme by choosing the New button. Select a theme from the Current Theme list, and choose Delete to delete it. This deletes

your theme locally. Select a theme from the Current Theme list, and choose Apply to apply currently

configured styles to it. When you do this, the BEx Analyzer reads the Microsoft Excel style definitions of all the styles in the workbook that are prefixed with SAPBEX* and stores them in the selected theme. This allows you to edit the styles in Microsoft Excel and then create a theme with these customized styles.

To save all the themes to the server, choose Save.Reapply Theme Before Rendering Since BEx themes are saved on the server, they can be changed on the back end. Select this radio button if you want to retrieve the most up-to-date definition of the style from the server and apply it again.

Apply New StylesSelect this radio button to update the current workbook with any style that has been added to the theme on the server since the theme was originally applied. If, for example, new styles have been added to a theme during a patch release, you can retrieve them from the server with this option.

Do Not Use a ThemeSelect this radio button to stop using the selected theme in your workbook.

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5.4.13.3 Items

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5.4.13.4 Data Provider

5.4.13.5 ExitsTo use the BEx Analyzer API, you need a particular macro as well as references to the type libraries. Instead of manually maintaining the macro and references, you can do this using the following toggle button, which is available on both tab pages in this dialog box:

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Attach Macros/Delete MacrosChoose Attach Macros to attach the macro and references you need to use the BEx Analyzer API. To remove the references, choose Delete Macros.

If you attach macros to your workbook and then save it locally, when you open it again a security popup is displayed. For this reason, macros are not automatically attached to workbooks. Simply choose Delete Macros to discontinue their use and the appearance of these popups.

5.4.14 Moving and Resizing Design Items A design item’s location and size is described using coordinates for cell or range of cells in a Microsoft Excel worksheet. To move or resize a design item, you must therefore change the coordinates of the item’s range. Use the Range field, which appears in the properties dialog box for each design item, for these purposes.

Ensure that you have inserted a design item and configured its data provider before you attempt to move or resize it.

Procedure:In design mode, evoke the properties dialog box for your design item:

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To access item properties with a mouse, click the icon that represents the item (with your left, or primary mouse button). You may also click with your right (or secondary) mouse button, and choose Properties.

To access item properties with the menu, while in design mode choose BEx Analyzer ® Design Toolbar ® [Item Name] from the menu.

In the Range field (located on the first or only tab in the design item’s properties dialog box), configure the coordinates to the item’s location and size.

The Range field initially contains the coordinates to the range of cells you selected when you inserted the design item. The first group of coordinates corresponds to the upper-left cell, and the second group of coordinates corresponds to the lower-right cell of the design item.

For example, a range value of $B$12:$E$13 indicates that you selected cell $B$12 as the upper-right coordinate, and then dragged your mouse to cell $E$13 as the lower-right coordinate, and with that range of cells selected, you inserted your design item. (If your design item has already been populated with results, see Expansion and Clipping, below).

If you selected one cell, the field displays the coordinates for that cell, for example $B$12.

1. To resize a design item, add or enter a different value for the lower-right coordinate.

You can resize a design item by using the drag and drop function also. You select the design item with the primary mouse button, next select the edge of the design item, drag it until item reaches the required size and then drop it by releasing the mouse button. The coordinates of the new range of cells appear automatically in the Range field.

2. To move a design item, enter different values for the coordinate or both coordinates. To move an item to a different sheet, prefix the values with proper syntax to designate the sheet. To move an item from Sheet1 to Sheet2, for example, enter a value such as Sheet2!$E$5:$G$6.

You can move a design item by using the drag and drop function also. You select the design item with the primary mouse button, drag it to the required location and then drop it by releasing the mouse button. The coordinates of the new range of cells appear automatically in the Range field.

Choose OK in the properties dialog box to confirm your settings.

When you move or resize design items, their contents are deleted and then rebuilt. Refresh the query in order to refresh the results with values from the server.

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6 BEx Query Designer

6.1 Overview

6.2 State of the Art User Interface (UI)A newly developed state-of-the-art UI helps all types of users in creating queries. It includes:(1) Enhanced property display and change directly in context (properties pane)

(2) Support of multi-selected objects (drag & drop and changing properties for objects of the same type)

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(3) Extended visualization of states and user actions, for example:

a. Display of the objects during a drag operation

b. Display of drop points

(4) Creating display hierarchies for key figures or structure members using drag & drop

(5) Options for “Cut”and “Insert”

a. Cut and insert are available via the context menu.

b. Cut: The objects are just marked as contained in clipboard (displayed with semitransparent icons).I

c. Insert: The objects are moved from source and pasted to the target.

(6) New layout of components

o InfoProviders

o Filter

o Rows/Columns

o Tabular mode

o Cell Editor

o Properties etc. available via Tab pages or Windows

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(7) Enhanced editors for formulas, conditions, exceptions, variables etc.

(8) Enhanced application menus, context menus, and toolbars

a. Context menu and application menu containing icons for common commands and showing common keyboard shortcuts (if available)

b. Three task oriented Toolbars are available

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c. Toolbars can be displayed or removed on demand via application menu

6.3 Enhanced Support for Business Expert

In order to help Business Experts to create BEx Queries in a simple and intuitive way, the new BEx Query Designer provides a lot of enhancements and new functions, for example:

(1) A task pane that presents available tasks for a selected object in context

(2) A message pane that shows errors in the query definition and provides correction helps

(3) Erroneous objects are underlined with a zigzagged line.

(4) Correction helps are available via context menu, message panel, task panel, or applications help menu.

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6.4 New functionsThe new version of the BEx Query Designer provides a large number of new functions and enhancements for query authors, for example:

Display Options:Display options for default property values of query objects: For every query object, the user can choose for any property, if it represents the setting of the InfoObject, or his/her self defined setting.

Example: Number format properties of a key figure:

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Display KeyText:Enhanced options for displaying keys and texts (and its combinations) for objects in the query definition (available in the properties).

Top Down Definition Capabilities:Top down definition capabilities: Creation of objects which might be needed is allowed at the same place where they are needed.

Example: You want to create a formula “Variance from US Revenue“ using a restricted key figure that shows the revenue for the US. You can create this new restricted key figure launching the selection editor directly from the context of the formula editor.

Saving incomplete Queries: Up to now, it was not possible to save an incomplete or erroneous query definition. With the

new Query Designer, you can save incomplete query definitions that should be completed at a later point in time.

Due to the fact that the user is able to correct errors or complete the query definition at any time he wants, he might have lost the context and the knowledge about the erroneous objects when open the query again –using the information and the functions available in the message panel it is easy to navigate to these objects and correct errors or complete missing object definitions.

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Exceptions:In the new BEx Query Designer, there is a separate tab page available where exceptions can be created. It can be started using the exceptions button or via the menu (view –exceptions).

In order to create a new exception, right click in the exceptions area to start the context menu, then choose “New Exception”.

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Conditions:In the new BEx Query Designer, there is a separate tab page available where conditions can be created. It can be started using the conditions button or via the menu (view –conditions).

Start the definition of a new condition using the context menu (right click in the conditions area -New condition).

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6.5 The BEx Query Designer Toolbar

Exit and use QueryIf you created or changed a query, you can open it as a workbook.

End and discard changesTo leave the query definition screen, choose End and discard changes. Entries are not saved.

New QueryTo create a new query, choose New Query

Open QueryTo open an existing query, choose Open Query. The following dialog box works the same way as in the BEx Analyzer.

Save QueryTo save the existing query, choose Save Query. Note that you are not authorized to save standard queries.You may only save your individual queries within your favorites.

Save Query asTo save the query under a new name, choose Save Query as. You only may save your indivi-dual queries within your favorites. You have the possibility to structure your favorites by creating and deleting folders.

Please be aware of the naming conventions assign to your reporting area. Contact your Application Owner.

Execute queryTo execute your query, chosse Execute query.

Check queryTo check the correct definition of your query, chosse Check query.

Query PropertiesChoose Query properties, if you want to change the description of the query, or you want to make settings for the Results Position, Display Options, Number Display and Suppression of Zeroes for the query. See the separate description.

CutTo cut your selections, for example to move a seletion from the filter area.

CopyTo copy your selections, for example to copy a filter into the free characteristics area.

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PasteAfter you have copied your selections then you can paste it in the selected area, for example to entry a copied a filter into the free characteristics area.

InfoProvider (open)To display the InfoProvider in which you are creating your query, choose InfoProvider (open).

Filter (open)To display the filter area, choose Filter (open).

Rows/columnsTo display the row and column structures, choose Rows/columns

CellsYou can define formulas and selection conditions explicitly for cells in queries with two structu-res. In this way you can override the cell values that are created implicitly from the intersection of the structure components. This function allows you to design much more detailed queries. For more information please refer to the Online Documentation (choose Help in the toolbar). So far, this functionality is not in use at Swisslife.

ConditionsYou can define conditions for a query. You can specifiy threshold value conditions for the key figure values in every characteristic, for example, specify all borrowings under or above a certain threshold value. In the query, the selected characteristics display with the restricted key figures. For more information please refer to the Online Documentation (choose Help in the toolbar). So far, conditions are not in use at Swisslife.

ExceptionsYou can define exceptions for a query. Exceptions are variations in key figure values that you define yourself. Exceptions display in a different color in the query view. The different color allows you to see at a glance unusual deviations from the results you expected to get. For more information please refer to the Online Documentation (choose Help in the toolbar). So far, exceptions are not in use at Swisslife.

PropertiesChoose Properties, if you want to change the description of the query, or you want to make settings for the Results Position, Display Options, Number Display and Suppression of Zeroes for the query. See the separate description. Same as Query Properties.

TasksIn the Tasks screen area, the Query Designer provides various context-sensitive editing options for the current situation. These functions are available from the context menu or the menu bar. The Tasks area is intended for users that rarely work with the Query Designer and do not have much experience. The tasks offered facilitate searching for the suitable functions. Correction help for incorrect objects and further explanations are provided in the tasks.

Messages (open) Error handling in the Query Designer allows you to create and edit objects without disrupting your individual workflow. The Query Designer informs you of errors by underlining incorrect or incomplete objects in red. However, your work will not be disrupted by error messages that are shown as dialogs. The error messages appear in the Messages screen area instead. Warnings and information are also displayed here. The messages are displayed in groups to improve understanding.

Query Where-used ListWith the Query Where-Used List, you get a list of all the workbooks in which the query is used.

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DocumentsYou can use this function to show the Documents screen area. If you select the Display Error Message function, the system message texts appear here.

Technical NamesYou can use this function to show or hide the technical names of the query components (InfoObjects, structures, variables, and so on).

Context MenuThe Context Menu function allows you to display the context menu without using the right mouse button. Place the cursor on the according object and choose the Context Menu function. The context menu for the item you highlighted appears.

HelpChoose Help to go to the Business Information Warehouse online documentation. The Query Design: BEx Query Designer section in the documentation for the Business Explorer is dis-played automatically there.Using the small arrow next to the help symbol under the entry About..., you can see the version of the Query Designer with the number of the support package and the revision.

6.6 Query Properties

6.6.1 UseYou can make various settings for your query in the Query Properties dialog box.

6.6.1.1 FeaturesThe Query Properties dialog box is divided into tab pages; each tab page provides different settings.

6.6.1.2 Tab Page: General

6.6.1.2.1 DescriptionYou can enter or change the query description here. You can use Text Variables in the description. You can also enter the query description when you save the query.

6.6.1.2.2 Technical NameThe technical name of the query is displayed.

6.6.1.2.3 InfoProviderThe technical name of the InfoProvider on which the query is based is displayed.

6.6.1.2.4 Key DateEvery query has a key date. For time-dependent data, the key date determines the time for which the data is selected. The default value for the key date is the date on which the query is executed, that is <today>.

You can also select a variable key date:...

For the selection, you may need to know the technical names of the variables as well as their descriptions. In the Description window on the left, choose Technical Names in the context menu (using the secondary mouse button).

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If you want to create a new variable, in the Description window on the left, choose New Variable in the context menu (using the secondary mouse button). The new variable is displayed. In the context menu of the new variable, choose Edit. The variable editor appears and you can create a new variable.

If you want to change a variable, in the Description window on the left, select the variable and choose Change Variable in the context menu (using the secondary mouse button). The variable editor appears and you can change the variable.

The key date only applies to time-dependent master data.

6.6.1.2.5 Last ChangedDetails of the owner of the structure, the person who last changed the structure, and the date and time when the query was changed are displayed.

6.6.1.2.6 Tab Page: Variable SequenceAny entry variables the query contains are listed here. You can use the two arrow buttons to determine the sequence in which the variables appear in the variables screen when the query is executed.

6.6.1.2.7 Tab Page: Display

6.6.1.2.8 Display OptionsThe following settings are possible:

Adjust Formatting after RefreshingThe setting is useful in the BEx Analyzer and is therefore the default setting.

The formatting for the query underlines the type of data contained in a cell and highlights the structure of the delivered results. The position and size of the cell area in the analysis grid changes when the query is refreshed. The Adjust Formatting After Refreshing function guarantees that the format is adjusted when the updated query data is refreshed.

You can deactivate the function for adjusting the format, for example, if you want to display the data more quickly, or if you use a workbook with your own format template.

Hide Repeated Key ValuesYou can specify whether identical key figures are to be displayed more than once in the query. The Hide Repeated Key Values setting is active by default, such that only the first key value is displayed for each characteristic and additional, identical key values are suppressed.

The key value is the value with which the characteristic is presented. This can be the characteristic description or the characteristic key. You can specify how the characteristic is presented using characteristic properties.

In the following example, the Hide Repeated Key Values setting is activated:

Region Order Sales

DE A EUR 14,900

B EUR 15,800

C EUR 17,600

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USA A EUR 12,800

C EUR 32,800

In the following example, the Hide Repeated Key Values setting is deactivated:

Region Order Sales

DE A EUR 14,900

DE B EUR 15,800

DE C EUR 17,600

USA A EUR 12,800

USA C EUR 32,800

Note that the setting made to hide repeated key values when using the query as a data provider in Web applications is not evaluated. You need to make this setting again for the analysis Web item. When the query is used in the BEx Analyzer, the settings you make here are taken into consideration.Display Scaling Factors for Key FiguresKey figures can have scaling factors and units or currencies. Units or currencies are displayed for every key figure, but not the scaling factors. If you activate the Display Scaling Factors for Key Figures setting, an additional header row is added to the row or column header in the query. Information about the scaling factor and unit or currency appears in this additional header row, as long as it is consistent (for example, EUR 1,000).This setting is deactivated by default.

In the following example, the Hide Repeated Key Values and Display Scaling Factors for Key Figures settings are activated:

Region Order Sales

EUR 1,000

DE A 14

B 15

C 17

F D 12

E 32

Note that the setting selected to display the scaling factors for key figures when using the query as a data provider in Web applications is not evaluated. You need to make this setting again for the analysis Web item. When the query is used in the BEx Analyzer, the settings you make here are taken into consideration.

6.6.1.2.9 Document LinksFor metadata, master data, and InfoProvider data for a query, you can display links to documents that you have created for these objects. If documents exist for these objects, the icon appears next to these objects. You can choose this icon to navigate to where the document is displayed on the Web.

Select the appropriate setting so that the document links for the required document class are displayed. Document classes are provided in line with the various categories of BI objects: InfoProvider data, metadata, and master data.

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Note that the setting selected to display the document links when using the query as a data provider in Web applications is not evaluated. You need to make this setting again for the analysis Web item. When the query is used in the BEx Analyzer, the settings you make here are taken into consideration.

6.6.1.2.10Tab Page: Rows/Columns

6.6.1.2.11Results PositionThis is where you specify where the result is displayed.●Rows: Above or Below

●Columns: Left or RightBy default, the results are displayed at the bottom right.

6.6.1.2.12Suppress ZerosYou can use this setting to specify whether columns or rows containing zeros are to be displayed.The following options are available under Suppression:●Do Not Suppress: Rows or columns with zeros are displayed.

● Active: If characteristics are in the rows and columns, any row or column with a result of zero is not displayed. The rows or columns include, for example, the values 1, -1, 1, -1 and thus the result is 0. If you select this setting, the whole row or column is hidden.● Active (all values = 0): Columns or rows containing zero values in all cells are not

displayed.Under Effect On, define whether suppression of zero values should be applied to rows and columns, only to rows, or only to columns.

6.6.1.2.13Tab Page: Value Display

6.6.1.2.14Display of +/- SignsHere you specify how the minus sign (-) is displayed. The following display options are available for negative values:● Before the Number -123.45: The minus sign (-) is positioned before the value (default

setting).

● After the Number 123.45-. The minus sign (-) is positioned after the value. ● In Parentheses (123.45): Negative values are displayed in parentheses.

6.6.1.2.15Zero Value DisplayThe following display options are available for displaying zeros:● Zero with Currency/Unit: Zeros are displayed with the currency or unit, for example, EUR

0.00. This is the default setting.

● Zero Without Currency/Unit: Zeros are displayed without a currency or unit entry, for example, 0.00.

● Zero as Space: Cells containing a zero value remain empty

● Zero as Default Text: If you choose this setting, the Show Zeros As field is activated. You can now enter the required value (character, number, or letter), such as an asterisk (*). Cells that contain a zero value are filled with this value.

6.6.1.2.16Tab Page: Advanced

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6.6.1.2.17Release for OLE DB for OLAPExternal reporting tools that communicate using the OLE DB for OLAP interface use queries as data sources. If you want to release this query as a data source for external reporting tools, select Allow External Access to this Query.

Queries that contain formulas with the operators %RT, %CT, %GT, SUMRT, SUMCT, SUMGT, and LEAF cannot be released for OLE DB for OLAP. These operators depend on the display of the list in the BEx Analyzer and the formulas would return unexpected values when using OLE DB for OLAP or MDX. It is possible to achieve the required result with constant selection..

6.6.1.2.18Tab Page: Planning

6.6.1.2.19Start Query in Display ModeHere you can specify that the query is only started in display mode. At runtime, the user can switch on the input-ready field to use the query for manually entering plan data or executing planning functions. This guarantees that users can use the query in planning applications without locking each other out.For queries that are not input-ready, this function is always active and cannot be changed. For input-ready queries, this function is not active by default, but can be switched on. Queries are input-ready as soon as they contain a structural component that has one of the following properties: ● Data can be changed by planning functions

● Data can be changed by user input or planning functions

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7 Appendix

7.1 Abbreviations

BEx Business ExplorerBW Business Information WarehouseEC-CS Enterprise Controlling - Consolidation SystemOLAP Online Analytical ProcessingOLTP Online Transactional ProcessingSAP Systeme, Anwendungen und Produkte in der Datenverarbeitung (Systems,

Applications and Products in data processing)

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