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Accessing Data and Data Analysis

Building a basic query on a universe

X Running the query

Once you have built the query you want, you click Run to have the query retrieve

the data from the database.

EXAMPLE

Building a query in the Query Panel and running the query

You have displayed the Query Panel for the Island Resorts Marketing universe

and want to move objects from the Classes and Objects box to the Result Objects

box to build your query.

1. Click the + sign next to the Resort class, the Sales class and the Measures

class.

Doing this reveals the objects in each class.

2. Double-click the objects you want. For example, to find out yearly revenue in

each resort, double-click Resort, Year, and, in the Measures class,

Revenue.

The Query Panel now looks like this:

3. Click Run.

BusinessObjects retrieves the data for Resort, Year and Revenue and

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Accessing Data and Data Analysis

Building Queries on Universes

displays this in a new document:

NOTE

If the universe designer has set the up the universe with a restrictive connection,

BusinessObjects prompts you to enter your database username and password

before retrieving the data. For more information on restrictive connections, see

Restrictive connections on page 40.

Saving the definition of a query

You can build a query without having to run it right away. This feature lets you:

• save a query so that you can continue defining it at a later stage

• save a query that you have finished defining, but that you do not want to run

right away, for example because you know network traffic is heavy

To save the definition of a query:

1. Build a query by moving objects into the Result Objects and Conditions boxes

in the Query Panel.

2. Click Save and Close.

The result objects from the query appear as column headings. You then

refresh the query in order to view the data.

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Accessing Data and Data Analysis

Building a more powerful query

You build a simple query by adding objects to the Query Panel. The procedures

described in the following sections enable you to build a more powerful query by

controlling the data that your queries retrieve. You can:

• define scope of analysis, which means that you retrieve data that you will later

use for analysis in the report

• limit the query results to data that satisfies conditions

• sort data, for example alphabetically

• retrieve a specified number of rows of data

• eliminate duplicate rows of data from the query result

NOTE

All the above tasks are easy to perform for non-technical end users. In

"Customizing Queries on Universes" on page 329, you can find information on

more powerful query building procedures that are designed for advanced users.

Defining scope of analysis

Analysis means looking at data from different viewpoints and on different levels

of detail. In reports, you can use scope of analysis to ensure that the data

included in your report can be displayed at the appropriate level of detail for your

analysis. Setting a scope of analysis allows you to work in drill mode, which

enables you to display data in progressively greater detail.

“Scope of analysis” means a subset of data, returned by a query, that you will use

for analysis in your report. The data for your scope of analysis does not appear

in the report until you decide that you want to use it in analysis

The scope of analysis you can define depends on hierarchies in the universe. A

hierarchy, which the designer sets up when creating the universe, consists of

dimension objects ranked from “less detailed” to “more detailed”. The objects that

belong to hierarchies are the ones you can use to define scope of analysis.

To view the hierarchies in the universe you are working with, click the Scope of

Analysis button on the Query Panel toolbar. The Scope of Analysis dialog box

appears:

Scope of

Analysis

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Accessing Data and Data Analysis

Building Queries on Universes

NOTE

If a universe contains no hierarchies, BusinessObjects uses its classes as

hierarchies by default.

X To define default scope of analysis

Once you include one object that belongs to a hierarchy in a query, you can

define a default scope of analysis that includes other objects at other levels from

the same hierarchy. Including more levels in your scope of analysis allows you to

view lower levels of detail in your analysis. For example, the Resort object

belongs to the Resort hierarchy. Once you include Resort in a query, you can

automatically include the Service Line and Service objects in your scope of

analysis because these objects also belong to the Resort hierarchy.

A check appears next to

the objects that are

included in the scope of

analysis.

Click the + sign to the

left of the hierarchy’s

folder to view the

objects it contains.

Hierarchies are

represented

by folders.

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Accessing Data and Data Analysis

Building a more powerful query

To use this feature, first insert an object from a hierarchy in the Result Objects

box. Then, click the arrow on the Scope of Analysis list box on the Query Panel

toolbar:

This list enables you to include one, two or three objects from the hierarchy in

your scope of analysis. For example, if you insert Resort in the Result Objects

box, then click One Level Down, your scope of analysis contains the object below

Resort (Service Line) in the Resort hierarchy. Click the option that corresponds

to the number of objects you want to include in your scope of analysis. This option

is now active in the Scope of Analysis list box.

When you run the query, the report displays the data for the objects that you

included in the Result Objects box of the Query Panel. The data for the objects

in your scope of analysis is not displayed, but it is available for use in analysis.

X To define scope of analysis manually

Instead of using the default method described in the previous section, you can

manually select the dimension objects you want. To do this:

1. Click the Scope of Analysis button in the Query Panel toolbar.

The Scope of Analysis dialog box appears.

2. Click inside the checkbox of each object you want to include in your scope of

analysis.

3. Click OK to return to the Query Panel.

The Scope of Analysis list box on the Query Panel toolbar displays “Custom

Level”, which indicates that you manually defined your scope of analysis.

TIP

You can select all the objects in a hierarchy by clicking the hierarchy check box

in the Scope of Analysis dialog box.

Applying conditions

A condition is a way of limiting the data that a query returns. Here’s a simple

example.

Scope of

Analysis

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Accessing Data and Data Analysis

Building Queries on Universes

EXAMPLE

Limiting query results by using a condition

The Resort object retrieves five values: Australian Reef, Bahamas Beach,

French Riviera, Hawaiian Club and Royal Caribbean.

You can apply a condition on the Resort object to stipulate that you want to

retrieve the data for only the Bahamas Beach and Royal Caribbean resorts only.

In BusinessObjects, you can set three types of conditions on a query:

X To apply a predefined condition

1. Click Predefined Conditions below the Classes and Objects box in the

Query Panel.

The Predefined Conditions box replaces the Classes and Objects box.

The predefined conditions in the Island Resorts Marketing universe are

Condition

Description

Predefined conditions

When universe designers build universes, they can

create predefined conditions for you to use. For

example, the Island Resort Marketing universe

contains predefined conditions such as Year 2002,

which lets you obtain reservations for 2002 only.

You can apply one or more predefined conditions

when you build a query. However, you can neither

delete predefined conditions from a universe, nor

can you edit their definition.

Simple conditions

Enable you to limit data returned by a result object.

For example, you can find out about certain

customers by applying a simple condition on the

Customer object, then selecting the customer

names that appear in a dialog box.

Complex conditions

Enable you to limit the query results by any object in

the universe.

For more information on complex conditions, refer to

Applying complex conditions on queries on

page 337.

Predefined

Conditions

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Accessing Data and Data Analysis

Building a more powerful query

illustrated here:

2. Double-click the predefined condition you want to apply.

The condition appears in the Conditions box.

When you run the query, only the data corresponding to the predefined

condition appears in the report.

TIP

For information on using two or more conditions in the same query, refer to Using

an existing query in a condition on page 356.

X To remove a predefined condition

Click the condition’s icon in the Conditions box, then press the Delete key.

X To apply your own simple condition

Before you can apply a simple condition on an object, you must include the object

in the query. Then:

1. Click the object icon in the Result Objects box.

2. Click the Simple Condition button on the toolbar.

The list of values for the object is retrieved from the database, and appears in

Simple

Condition

Accessing Data and Data Analysis

Building Queries on Universes

the List of Values dialog box:

3. Hold down the Ctrl key on your keyboard, click the values you want the object

to retrieve, then click OK.

The condition appears in the Conditions box.

When you run the query, only the data corresponding to the value(s) you

selected will appear in the report.

X To select different values for a simple condition

Once you have applied a simple condition on an object in a query, you can modify

it by selecting different values for the object to return. To do this:

1. In the Conditions box of the Query Panel, click the value(s) that appear(s) on

the right-hand side of the condition.

The Classes and Objects box becomes the Operands box.

2. Double-click the Show list of values operand.

The object's list of values appears in the List of Values dialog box.

3. If you want to select more values for the condition, hold down the Ctrl key and

then, in the List of Values dialog box, click each value that you want the object

to retrieve.

4. Click any selected values that you do not want the object to retrieve, and click

OK.

Accessing Data and Data Analysis

Building a more powerful query

X To delete a simple condition

Click the condition in the Conditions box, then press the Delete key.

Applying sorts

Sorts control the order in which data appears: ascending or descending. For

example, you can apply a sort on a measure object so that its data appears in

ascending order, from lowest to highest values.

The following table summarizes the order in which data appears:

X To apply a sort on an object

1. Click an object in the Result Objects box.

2. Click the Sort button on the toolbar.

A sort icon appears below the object icon in the Result Objects box.

X To remove a sort

There are two ways of doing this:

• Click the sort icon then press the Delete key.

• Drag the sort icon from the object in the Result Objects box to the Classes

and Objects list, where you release your mouse button.

In both cases, the sort icon disappears from the object in the Result Objects

box.

X To invert a sort

Double-click the sort icon below the object. The arrow in the sort icon appears the

other way up, to indicate that you have inverted the sort.

X Sorts and free-hand SQL

If you apply a sort on a query and then use the SQL statement generated by the

query to create a new report, the SQL statement will ignore the sort. You need to

either adjust the order of the columns in the SQL statement to create the report

you want or modify the order of the columns in the report itself.

Text

Numbers

Dates

Ascending

A-Z

lowest to highest

past to present

Descending

A-Z

highest to lowest

presnt to past

Sort

Accessing Data and Data Analysis

Building Queries on Universes

X To define sort priority and apply transparent sorts

When you apply more than one sort on a query, you may want to define sort

priority. You can also apply transparent sorts (sorts on objects that are not result

objects) provided that the database at your site supports this feature.

To define sort priority or apply transparent sorts, click Manage Sorts on the

Query Panel toolbar. The Sorts dialog box appears.

To find out more about these tasks, click Help in the Sorts dialog box.

Setting options and running a query

Before running a query, you can set options that enable you to:

• Specify the number of rows of data that you want the query to return. The

Default Value option corresponds to the maximum number of rows that the

universe designer specified for queries on the current universe, in the

Designer module.

• Eliminate duplicate rows of data. This feature is useful if you think that the

query will return many rows containing the same data.

• Retrieve no data when you run the query. In this case, BusinessObjects

generates the query SQL but does not connect to the database. The names

of the objects included in the query appear as column headings in the report.

This option is useful if you want to save the query you have built, but refresh

it at an off-peak time.

To set options, then run a query:

1. Click Options in the Query Panel.

The Query Options dialog box appears.

2. Click No Duplicate Rows if you want to eliminate duplicate rows of data from

Manage Sorts

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