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InfoView quick guide

This is a brief guide to just the InfoView features of your new Business Objects XI System.

Contents
1 2 InfoView quick guide ......................................................................................................... 1 Introduction ........................................................................................................................ 2 2.1 2.2 3 4 What is Infoview? ....................................................................................................... 2 Where do Infoview Reports come from? .................................................................... 2

Getting started with InfoView ............................................................................................ 3 Navigating in Infoview ....................................................................................................... 5 4.1 4.2 4.3 The InfoView Home Page folders and categories .................................................... 5 The Navigation Bar ..................................................................................................... 5 Browse and search for a document ............................................................................. 6

View a WebIntelligence document in InfoView ................................................................ 8 5.1 5.2 Refresh a Report in InfoView ..................................................................................... 8 Altering a report ........................................................................................................ 10

6 7 8 9 10 11 12 13

Print a WebIntelligence document ................................................................................... 12 Save a document to a Favourites Folder ........................................................................... 13 Sending Infoview Reports to other Users ......................................................................... 15 Exit a report ...................................................................................................................... 16 My Favourites ............................................................................................................... 16 Inbox ............................................................................................................................. 17 Set InfoView preferences .............................................................................................. 18 Trouble Shooting .......................................................................................................... 19

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2.1

Introduction
What is Infoview?

Infoview allows you to access reports which display data from the University's Corporate Systems, including Banner. Most Infoview reports are dynamic, meaning that when you 'refresh' them, they connect to the relevant database to return up-to-date data. Reports in Infoview present data in a variety of formats including tables, pivot tables, letters, forms and charts. Reports currently accessible in Infoview include Class-lists, Exam Board Profiles, Address Labels, and Registration and Enrolment Summaries. 2.2 Where do Infoview Reports come from?

Most reports in Infoview are written using Business Objects, usually by 'Report Writers' in Planning and Registry Services or Computing Services at present. Business Objects is software that enables users to retrieve data from databases and present it in useful formats.

Getting started with InfoView

1. To log onto InfoView, use this URL: http://bob1:8080/InfoViewApp/logon.jsp or go to the Information Systems Development page and select the link. There is also a link from the Banner Support page.

Tip: For future use, add the address to your list of Favourites. 2. The InfoView welcome and login screen appears.

3. Use your existing login and password as in the previous version of Business Objects/Infoview 4. Click Log On.
If you experience any problems logging in, see the troubleshooting section on page 19.

InfoView logs you in and displays the InfoView Home Page.

5. Click Document List to begin. 6. From the top navigation bar, select Document List to access Public Folders (previously called Corporate Documents), My Favourites (Personal Reports), and your Inbox.

7. Exiting Infoview
When you've finished using Infoview, you should log out by clicking the 'Logout' button at the top right of the screen. Logging off in this way is good practice and will ensure that your connection to the database is terminated correctly. Logging out will return you to the Infoview homepage. Note: If you are logged in but have not used Infoview for 20/30 minutes, your connection will be terminated automatically and you will be required to log in again.

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4.1

Navigating in Infoview
The InfoView Home Page folders and categories

From the home page you can access documents. These may be stored in a variety of folders in My Favourites, or Categories. Within the Favourites folder, you can store documents in folders that you create yourself. You also have a personal Inbox, where other users can send documents directly to you.

To view corporate documents To view documents you have saved in your own area.

In here you can change the view of your home page i.e. which page it opens on when logging on, or how many reports viewed per page etc.

To view inbox documents.

From the top navigation bar, select Document List to access Categories (Corporate Reports), My Favourites (Personal Reports), and your Inbox. Categories are a way of grouping related documents together. For example, you may not store all documents to do with accounting in the same folder, but they may all share a category called Finance. From the InfoView home page you can create new documents. You can also set Preferences to change your start page, views, and other preferences. 4.2 The Navigation Bar

This bar contains buttons for everyday tasks in InfoView: Home, Document List, Open, Send To, Log Out and Preferences. Once youve logged in youll see this screen click onto Document List and then Corporate Categories on the next screen and youll see a list of categories, where you can access reports (see below) as you could in the previous version of Business Objects

The Navigation Panel toolbar This bar allows you to manage your folders, and switch between folder and category views. It contains buttons: Show Folders, Show Categories, Refresh, New, Add, Organise, Action and Search.

4.3

Browse and search for a document

You can search for a document using the search box that appears on the top right of the document list window. 1. 2. 3. 4. Select the category you wish to search Click in the search box and type part of the report name you are looking for Click on the magnifying glass to search. This will bring back all reports in the category and sub-categories selected that contain the search criteria.

5. If you wish to narrow this search further simply change the search criteria in the search box and this will refine the first search using the new search criteria.
Searching for for within the add search

6. If you wish to reset the search you first need to click on the category you wish to search again this will remove the existing search and allow you search from the top.

5 View a WebIntelligence document in InfoView

1. Click a category containing the document you wish to open. 2. Double-click the document title.

Double-click on report title to view the report

3. WebIntelligence opens the document in the Workspace panel. 4. This Workspace view is used primarily to view and refresh existing documents. 5. Click the Document drop down menu: 6. When reading a report you will need to click through the pages if there is more than one using this button scrolled down. whereas in the old version the page just

7. Report tabs are displayed at the bottom of the report as you would see in Excel 8. These tabs are displayed as bookmarks within pdf. It is very easy to believe that THE FULL DATA SET HAS NOT BEEN RETURNED, be sure to check the pages first before calling the support desk. 5.1 Refresh a Report in InfoView

Refreshing a document sends your previously-built question back to the database, and retrieves the latest answers to that question. To refresh a document manually: 1. View a WebIntelligence document as described above.

Click refresh to get the update the data being presented within the report.

2. Click Refresh Data. 3. When you refresh most reports, you will be required to complete a number of prompts. These enable you to filter your reports to show only data that you are interested in. Some examples of prompts might include 'Select a School', 'Enter Program Code', 'Enter Current Term Code'. An example of a prompt box is shown below: WebIntelligence retrieves the latest data.

c b e

To change the value for each prompt you will need select each one, then change the values by selecting from the list of values or typing in values whichever is appropriate. Prompt hints: a. The right hand side window displays the selected value for the prompt

b. c. d. e.

Use these arrows to move prompt values in and out of selected values Free-hand box to type in prompt value you wish to search on LOV box from which you can select one or more values to search on Order LOV bar ot order the LOVs to make it easier to find the value you are intesred in. f. LOV subsets to limit the number of values in LOVs list eg A-G, H-P, Q-Z

g. Search bar to search your list of values All prompts must be entered to enable the Run Query button. 4. There is now a useful pop up window which will tell you how long the previous refresh took, so that you can estimate how long the current refresh may take.

5.2

Altering a report

You will be able to alter the report layout by dragging and moving cells and widths as you would in excel, these changes would not be applied to the corporate documents but you would be able to save these changes to a document in your Favourite Folder. Once a report has been saved to your favourite folder, it will not be updated. Any changes that are made will be made to the original report in the repository. Adjust column Width/Height

To do this, simply hover the mouse on the edge of the cell you wish to expand/contract and drag as you would in excel or word. Move cells around by selecting the cell and dragging. Once you have arranged the report it may be useful to view the report in page more to see how it would be displayed if you were to print

View/Page mode to see how it will look on the page, click the View drop down menu: You can view the document in different modes Page, Draft or PDF.

6 Print a WebIntelligence document

1. View a WebIntelligence document as described above.

You can print from here, click on , this will prompt you to open or save the report In PDF mode. Click open and this will open the report in PDF from which you can print as described in point 2. 2. Alternatively from the report Click View>PDF. PDF is the best view for printing and its set as a default for you all here

3. If you do not want to print all report tabs, do the following: In the Print dialog box Print Range section, change to "Pages" and specify a range of pages to print (you can determine which to include by navigating around the report using bookmarks on the left) 4. Click Print. Note: each page of a multi-page WebIntelligence report will need to be printed individually.

7 Save a document to a Favourites Folder

1. Double-click a WebIntelligence document. The document opens in the Workspace Panel. 2. Choose Document>Save As.

3. The Save As dialog appears.

4. Click the Categories tab.

5. Uncheck any categories that may be selected as we only want to save in folders. 6. Click on the Folders tab. 7. Select The Favourite folder. 8. Rename the report if you wish to do so.

9. Click OK 10. The document has been saved into your favourite folder. In the document/save option you will notice that in the Save options you can save the report to your computer in several formats, i.e. excel, pdf, csv etc, this will save a copy of the report to your computer in the selected format.

Document/Save to my computer as (excel, pdf, csv, csv(with options)) This option will save the whole reports (i.e. all tabs if more than one)) in any of the listed options to a location you choose on your pc/shared drive.

Document/Save Report to my computer as (excel, pdf) This option will save only the selected tab (if more than one) in either of the 2 listed options to a location you choose on your pc/shared drive.

8 Sending Infoview Reports to other Users

1. To send an Infoview report another user, you can either select the report from the document list or open the report and click 'Send To' from the report toolbar. This will give you a drop down menu from which you should choose Business Objects Inbox. You will then be presented with this view:

2. You will need to deselect the Use default settings check box, this will display all of the users and groups you can send the report to:

3. From here you select the user(s) you wish to send a report to, and use the the users to the selected panel o the right-hand side. 4. Once users have been selected, click on submit to send the report.

to add

Exit a report
which appears on the top right hand side of the report

To exit a report click on the window.

Note: to exit any screen this same principal applies click on the

10 My Favourites
To view your Favourite reports, the reports you may have saved for personal use, you need to navigate to the home page where you will see a link to your favourites folder.

Or you can see favourites from your document list, if you click on document List on the top menu bar and then select the yellow folder you can see your favourite folder listed. you will see the folder hierarchy from which

Yellow folder

11 Inbox
To view your Inbox reports, the reports that users may have sent to you, you need to navigate to the home page where you will see a link to your Inbox folder.

Or you can see Inbox from your document list, if you click on document List on the top menu bar and then select the yellow folder you can see your inbox folder listed. you will see the folder hierarchy from which

Yellow folder

12 Set InfoView preferences

1. Click Preferences. 2. Click General.

3. In here you are able to set your home page i.e. which window you see when you log in, many users will mainly use infoview for a subset of reports so it can be useful to set a particular category by default so that you do not have to navigate to the report each time. To do this select browse next to category, and then select the category you wish to view when you login. This will set it as your default view.

Note: clicking OK or Submit from the Preferences tabs returns you to the InfoView home page.

13 Trouble Shooting

FAQ Login Problems

If you have not logged into Infoview before, you may not be able to get in because an account has not been set up for you. You will need to contact your Support Team. Your Infoview user name should be the Comp ID on your (old) staff card (e.g. exampl01). Your initial password is usually the same as the word beneath your Comp ID. Both your user name and your Password should normally be entered in lowercase. If you do not have an old staff card please contact Bob support to obtain your password. (This work is due to be transferred to IMTS helpdesk but until notified please use usual channels.) If you have accessed Infoview on previous occasions but cannot get in now, there may be two reasons for this: 1. The user name and/or password you have entered may be incorrect try again making sure that CAPS LOCK is off. 2. There is a technical problem that is preventing you from accessing Infoview.

Cannot use Desktop Business Objects anymore

Who to contact in the event of: Problem Login Problems Report Problems Who to Contact Virtual Helpdesk Student Reports HR Reports Any other reports Link https://vhd.leedsmet.ac.uk/main/index.php Email Banner Support Email HRIS Email Bob Support