19
Working with Web Reports and Graphs

Chapter summary

This chapter describes how to work with Financial Analyzer reports and graphs in the Web environment.

List of topics

This chapter includes the following topics:

• About Web Reports and Graphs

• Creating Web Reports and Graphs

• Selecting Data for Web Reports and Graphs

• Arranging and Viewing Data in Web Reports and Graphs

• Creating Exception and Ranking Reports

• Changing the Appearance of Reports and Graphs

• Printing Web Reports and Graphs

• Saving Web Reports and Graphs

• Copying Data from Web Reports

• Exporting Data from Web Reports and Graphs

• Using Folders to Manage Web Reports and Graphs

• Working with Reports and Graphs in the Navigation List

About Web Reports and Graphs

Description: Web reports

Web reports display multi-dimensional data in tabular format. You can open and work with reports that have been distributed to you by your administrator. If you are an analyst user, you can also create and save personal reports.

Example: Web report

The following illustration shows a sample Web report.

Text description of the illustration 11irep.gif

Description: Web graphs

Web graphs display multi-dimensional data in graphical format. You can open and work with graphs that have been distributed to you by your administrator. If you are an analyst user, you can also create and save personal graphs.

Types of graphs

The following list describes the types of graphs that are available in the Web interface.

Graph Type	Graph Subtypes	Description
Bar	Clustered Clustered Dual-Y Stacked	Compares data associated with different dimension values
Line	Absolute Absolute Dual-Y Stacked Stacked Dual-Y Percentage	Shows trends over time and emphasizes rates of change
Area	Absolute Stacked Percentage	Shows trends and emphasizes the degrees of change
3D	None	Isometric presentation of an area stacked graph, representing the same type of data, but from a different perspective
Single Pie	None	Shows part-to-whole relationships
Scatter	Dual-Y	Shows relationships between two financial data items

Example: Web graph

The following illustration shows a sample Web graph.

Text description of the illustration 11igraph.gif

Opening a report or graph

Reports and graphs are displayed as objects in the navigation list, located in the left frame of your browser. Some reports and graphs might appear in individual folders, while others appear in the main Documents folder.

To open a report or graph, double-click its folder. Then double-click the document. Alternatively, you can right-click the document and choose Open from the popup menu.

Note: To search for a report or graph, right-click the main Documents folder or a specific document folder, choose Find Documents, and enter a name or name fragment.

Using the Document toolbar to work with reports and graphs

The Document toolbar appears at the top of an open report or graph in the Web interface. The toolbar buttons enable you to perform the following tasks:

Button	Name	Function
Text description of the illustration vltool.gif	Select Data	Select values from a list and access various data selection tools. Also sort selections.
Text description of the illustration vsavsel.gif	Apply Saved Selection	Replace the current values in the document with a saved selection of values.
Text description of the illustration vrotate.gif	Change Layout	Change the layout of the report or graph. Note: Asymmetric reports that join a financial data item and a dimension do not support this function.
Text description of the illustration vvwtype.gif	Change Document Type	Change a report to a graph or a graph to a report. For a graph, you can also choose the graph type. Note: Asymmetric reports that join a financial data item and a dimension do not support this function.
Text description of the illustration vexport.gif	Export	Export data and labels from the report or graph to a comma delimited (.csv), tab delimited (.txt), or Excel 2000+ (*.htm) file.
Text description of the illustration toolfmt.gif	Format Document	Specify document formatting.
Text description of the illustration tooldfmt.gif	Color Coding	For a report, define and apply color formats based on data conditions.
Text description of the illustration U_tool_rank.gif	Ranking/ Exception Reports	For a report, limit the display to rows that meet user-specified criteria for exception, ranking, or exception then ranking.
Text description of the illustration save.gif	Save As	Save the report or graph. Note: Only analyst users have access to this command.
Text description of the illustration copy.gif	Copy to Clipboard	Copy selected data from a report to the Windows clipboard.
Text description of the illustration print.gif	Print	Print the report or graph.
Text description of the illustration vhelp.gif	Help	Display Financial Analyzer HTML Help.

Closing a report or graph

To close a report or graph, click its close button, located in the upper right corner.

Text description of the illustration close.gif

If you are an analyst user, and you have modified the report or graph, you will be prompted to specify whether you want to save the document.

Creating Web Reports and Graphs

Who can create reports and graphs?

If you are an analyst user, you can create personal reports and graphs.

Procedure: Creating a report or graph

To create a report or graph, on the Navigation toolbar, click the New button:

Text description of the illustration toolnew.gif

and choose New Report or New Graph.

Alternatively, you can right-click Documents in the navigation list and choose New Report or New Graph from the popup menu.

Result: A default report or graph appears. The title "Untitled Report" or "Untitled Graph" appears on the document's title bar.

Selecting Data for Web Reports and Graphs

About selecting data

You specify the slice of data that you want to include in a report or graph. In the context of a report or graph, a data slice is defined by one or more financial data items and a set of dimension values.

Whether data selections persist beyond your current working session depends on the type of user that you are set up to be.

• If you are an analyst user and save the report or graph, the data selections are saved with the document.

• If you are not an analyst user, you can select data while the report or graph is open in the workspace, but your selections will not be retained when you close the document.

Data selection tools and techniques

Use the Select Data button on the Document toolbar to open the Select Data dialog box where you can choose a dimension and access tools that enable you to choose values from a list, select data by criteria, order your selections, and apply a saved selection of values.

Text description of the illustration vltool.gif

Data Selection toolbar

The Data Selection toolbar appears at the top of the Select Data dialog box. The toolbar buttons enable you to perform the following tasks.

Button	Description	Function
Text description of the illustration ssave.gif	Save Current Selection	Save selected values as a custom saved selection. Note: Only analyst users have access to this command.
Text description of the illustration vfamily.gif	Choose Values by Family	Select values based on a family relationship.
Text description of the illustration vattrib.gif	Choose Values by Attribute	Select values that share an attribute.
Text description of the illustration vmatch.gif	Choose Matching Values	Select values that match one or more character strings.
Text description of the illustration vexpval.gif	Choose Values Meeting Value Condition	Select values based on the way in which data values for a financial data item compare with a value or range of values.
Text description of the illustration vexpmeas.gif	Choose Values Meeting Financial Data Item Condition	Select values based on the way in which data values in one financial data item compare with data values in another financial data item.
Text description of the illustration vtopbot.gif	Choose Top/ Bottom Values	Select the largest and smallest values for a financial data item.
Text description of the illustration vsort.gif	Sort	Sort selected values.

Example: Selecting data

The following illustration shows the Select Data dialog box. In the example, the user has selected four values in the Custom Time dimension.

Text description of the illustration exseldta.gif

Sorting selections

Once you have selected dimension values, you can arrange them in the Selected box in the order in which you want them to appear. You can use the following techniques to order values:

• Use the Sort tool on the Data Selection toolbar to specify sorting criteria

• Drag and drop values to specific positions

• Use a right-click function to change the relative position of a value or values

Procedure: Using the Sort tool to sort values

To use the Sort tool to sort values in the Selected box, follow these steps:

1. Click the Sort button on the Data Selection toolbar.

   
   
   Text description of the illustration vsort.gif

2. Select a sort option. Depending on the dimension and whether a hierarchy is in use, the following options are available:
   • name -- Sorts values in alphabetical order by name. You can choose A to Z or Z to A.

   • data value -- Sorts values numerically based on a specified financial data item and the qualifying dimension values for that financial data item. You can choose high to low or low to high.

   • hierarchy -- Sorts values based on hierarchy. Child values are grouped by parent values. You can choose top to bottom or bottom to top.

   • depth -- Sorts values by depth of hierarchical relationship. You can choose top to bottom or bottom to top.

3. You can choose the Preview button to preview the results of the sort.

4. Choose OK.

Procedure: Using drag and drop to order values

To use drag and drop to order values in the Selected box, click one or more values and drag them to a new location. As you move the selection, a black bar appears to help you identify the current position. When the black bar is under the desired location, release the selection.

Procedure: Using a right-click function to order values

To use a right-click function to order values in the Selected box, follow these steps:

1. Right-click the value whose position you want to change.

   Result: A popup menu appears, listing options for changing the position of the value. The options vary depending on the current position of the value.

2. Choose the option that specifies how you want to position the value:
   • To place the selected value first in the list, choose Move to top.

   • To place the selected value last in the list, choose Move to bottom.

   • To place the selected value below another value in the list, choose Move below, choose the target value, and then choose OK.

   You can also choose Remove to remove the selected value from the selected list.

Shortcut: Defining saved selections

If you are an analyst user, you can save selections to use again in other documents. Saved selections are useful when you want to quickly retrieve a group of values without repeating the steps that you followed to select them.

You can define a saved selection so that it will be automatically updated as data is added to or removed from the database. For example, you might define a saved selection that selects all products that are children of a specific parent. As your administrator adds new products and distributes structures, the new products will automatically be added to your saved selection.

You can define a saved selection directly from the navigation list, or you can define it on-the-fly as you select data for a report or graph.

Procedure: Defining a saved selection from the navigation list

To define a saved selection from the navigation list, follow these steps:

1. On the Navigation toolbar, click the New button.

   
   
   Text description of the illustration toolnew.gif

   and choose New Saved Selection from the popup menu.

   Alternatively, you can right-click the Saved Selections folder in the navigation list or the Saved Selections folder for a specific dimension. Then choose New Saved Selection from the menu.

   Result: The New Saved Selection dialog box appears. If you clicked the Saved Selections folder, the New Saved Selections dialog box displays a default dimension, which you can change. If you clicked a Saved Selections folder for a specific dimension, the Saved Selections dialog box displays the selected dimension.

2. In the Name box, enter a name for the saved selection (up to 70 characters).

3. The Dimension box displays a default dimension. If this is not the dimension for which you want to create the saved selection, select an alternate dimension.

4. Click the Selector button.

   
   
   Text description of the illustration vltool.gif

   Result: The Select Data dialog box appears.

5. Choose the values that will comprise the saved selection.

   You can select values from a list. You can also use the buttons on the Data Selection toolbar to select values by specific criteria and sort your selections.

6. When your value selections are complete, choose OK.

   Result: The New Saved Selection dialog box displays. The Selections box displays the values that you chose.

7. Specify how you want the values to be saved:
   • Save steps -- Saves the steps that you followed to select the values. Use this option when you anticipate applying the same criteria repeatedly over a long period of time, but expect that the values that comprise the selection might change.

   • Save members -- Saves the actual dimension values. Use this option when you want to examine data for the same dimension values on an ongoing basis.

   Note: If you used the drag and drop method or a right-click function to sort values for the selection, then you will not be able to save steps.

8. In the Description box, you can enter optional text to identify the saved selection.

9. If a report or graph that includes the dimension for the saved selection is open in the workspace, you can apply your saved selection directly to the document. To apply the saved selection to the document, check the Apply to Open Report or Apply to Open Graph box.

10. Choose OK to save the selection.

Procedure: Saving a selection from within a document

To save a selection of values as you are selecting data for a document, follow these steps:

1. With the document open in the workspace, click the Select Data button on the Document toolbar.

   
   
   Text description of the illustration vltool.gif

2. From the drop-down list, select a dimension.

   Result: The Select Data dialog box appears, displaying values for the dimension.

3. Select the values that will comprise the saved selection.

   You can select individual values from a list. You can also use the buttons on the Data Selection toolbar to select values by specific criteria and sort your selections.

4. When your selections are complete, click the Save Current Selection button on the toolbar.

   
   
   Text description of the illustration ssave.gif

   Result: The Save a Selection for Dimension dialog box appears.

5. In the Save a Selection for Dimension dialog box, enter information for the saved selection as follows:
   1. In the Save current selection as box, enter a name for the saved selection (up to 70 characters).

   2. In the Description box, you can enter optional text that describes the saved selection.

   3. Specify how you want the values to be saved:
      • Save steps -- Saves the steps that you followed to select the values. Use this option when you anticipate applying the same criteria repeatedly over a long period of time, but expect that the values that comprise the selection might change.

      • Save members -- Saves the actual dimension values. Use this option when you want to examine data for the same dimension values on an ongoing basis.

      Note: If you used the drag and drop method or a right-click function to sort values for the selection, you will not be able to save steps.

6. Choose OK to save the selection.

Example: Saved selection definition

The following illustration shows the New Saved Selection dialog box. In this example, the user defines a saved selection from the navigation list. The Apply to Open Report box indicates that a document is open in the workspace.

Text description of the illustration ex_savesel.gif

Applying saved selections to reports and graphs

You can apply a saved selection to an open report or graph. Applying a saved selection replaces all of the values for the dimension with the values in the saved selection. You can apply any saved selection that has been distributed to you. If you are an analyst user, you can also apply a personal saved selection.

Methods for applying saved selections to reports and graphs

You can use the following methods to apply a saved selection to a report or graph:

• You can select a saved selection in the navigation list and use a right-click command to apply it to the open document. The document must include the dimension for the saved selection.

• You can use the Apply Saved Selection tool in the Select Data dialog box and choose a saved selection to apply.

• As you define or edit a saved selection, you can apply it to the open document if the document includes the dimension for the saved selection. This option is only available if you are an analyst user.

Procedure: Using a right-click command to apply a saved selection to a report or graph

To use a right-click command to apply a saved selection of values to an open report or graph, follow these steps:

1. In the navigation list, locate the saved selection that you want to use.

   Tip: To search for a saved selection, right-click the Saved Selections folder or the Saved Selections folder for a dimension, choose Find from the popup menu, and enter a name or name fragment. Alternatively, you can use the Find button on the navigation toolbar.

2. Ensure that the open document includes the dimension to which the saved selection refers.

3. Right-click the saved selection that you want to apply. From the popup menu, choose Apply to Open Report or Apply to Open Graph.

   Result: The saved selection replaces the current values for the dimension in the document.

Procedure: Using a tool on the Document toolbar to apply a saved selection to a report or graph

To use a tool to apply a saved selection of values to an open report or graph, follow these steps:

1. With the document open in the workspace, click the Apply Saved Selection button on the Data Selection toolbar.

   
   
   Text description of the illustration vsavesel.gif

   Result: A list of dimensions for which one or more saved selections have been defined appears.

2. Select a dimension.

   Result: The Apply Saved Selection dialog box appears. The Available box lists the saved selections for the dimension that you chose.

3. Choose a saved selection from the list.

4. You can choose Preview to preview the values that will be selected as a result of your choice.

5. Choose OK to apply the saved selection.

   Result: The values in the document change to reflect the saved selection.

Procedure: Applying a new or modified saved selection to a report or graph

To apply a new or modified saved selection of values to an open report or graph, click Apply to Open Report or Apply to Open Graph in the New Saved Selection or Edit Saved Selection dialog box as you define the selection. When you choose OK, Financial Analyzer will save the selection and apply it to the document.

Text description of the illustration ex_savselapply.gif

Arranging and Viewing Data in Web Reports and Graphs

Changing the document layout

You can rearrange the dimensions on the page of a report or graph to view your data in various ways.

Whether layout selections persist beyond your current working session depends on the type of user that you are set up to be.

• If you are an analyst user and save the report or graph, the layout is saved with the document.

• If you are not an analyst user, you can change the layout while the report or graph is open in the workspace, but the layout will not be retained when you close the document.

Using the Change Layout button to change the layout of a report or graph

With the document open in the workspace, click the Change Layout button on the Document toolbar.

Text description of the illustration vrotate.gif

This opens the Change Layout dialog box, where you can change the position of one or more dimensions as follows:

• In a report, you can exchange one dimension with another, position a dimension before or after another dimension, or move a dimension to the row, column, or page edge.

• In a graph, you can rotate a specific dimension, the page edge, the group (which corresponds to the X-axis), or the series (which corresponds to the legend).

Using drag and drop to change the layout of a report

In a report, you can use the row, column, and page selectors to drag and drop dimensions to new positions. These selectors are located beside the row, column, and page labels and appear similar to a stoplight, as shown following.

Text description of the illustration rotate.gif

If you drag a row, column, or page selector and drop it on another, or drag it to a new position, the dimension moves with the selector.

Following are some tips for dragging and dropping dimensions:

• If you drag a dimension near another dimension and the dimension turns grey, this indicates that the two dimensions will exchange (swap) positions.

• If you drag a dimension and a black bar appears, this indicates that the dimension will be placed on the page edge.

Drilling through levels of data in a report or graph

If a dimension is organized by a hierarchy, you can view data at various levels of aggregation in a report or graph by drilling within aggregate dimension values. For example, if the document displays a geography that includes lower level values, you can "drill down" and expand the display to show component geographies. You can then "drill up" to re-aggregate the display.

In a report, you can drill a dimension value that is in the row or column position if a drill icon appears to the left of the dimension value name. The icon shape changes, depending on whether you can expand or collapse the value.

In a graph, you can drill a dimension value that is on the X or Y axis if a plus (+) or minus (-) symbol and the words "Drill down (or up) from dimension value name" appears when you sweep the cursor over the value.

Note: A report format option enables you to turn drilling on or off for a report. For more information, see "Procedure: Specifying general display elements for a report.

Changing the document type

You can change a report to a graph, or a graph to a report. You can also change the type of graph.

Procedure: Changing a report to a graph or a graph to a report

With the document open in the workspace, click the Change View Type button on the Document toolbar.

Text description of the illustration vvwtype.gif

This opens the Change View Type dialog box, where you can select an alternate format.

Procedure: Changing the type of graph

With the graph open in the workspace, click the Change View Type button on the Document toolbar.

Text description of the illustration vvwtype.gif

This opens the Change View Type dialog box, where you can select an alternate graph type. For information about graph types, see "Types of graphs.

Paging through a report or graph

Report or graph data is displayed one page at a time. You can use the page control to display a page other that the one that is currently in view. For example, the current page might show data for Total Product, but you can select another product from the list to see its data.

Text description of the illustration page.gif

Adjusting columns and rows in a report

You can change the size of columns and rows in a report so that the information is easier to read. You can use drag and drop to adjust column and row sizes. You can also use a format option, as described in the topic "Procedure: Setting the size for rows and columns in a report.

Creating Exception and Ranking Reports

About Exception and Ranking reports

Using an existing report as a starting point, you can create a report that meets exception criteria, ranking criteria, or both exception and ranking criteria.

• Exception report -- Displays data that meets criteria that you specify.

• Ranking report -- Presents data in descending order based on criteria that you specify.

• Exception then Ranking report -- Displays data that meets criteria that you specify, presented in descending order based on criteria that you specify.

Example: Ranking/Exception report

The following illustration shows an example of a ranking report.

Text description of the illustration ex_rank.gif

Planning your Ranking/Exception report

Identify the row dimension

Before you create a Ranking/Exception report, identify the dimension in which you want to rank members or specify exception criteria. This is the focus of the report and the dimension that you will select as the row dimension (also known as the down dimension) for the report. For example, if you intend to rank geographies by revenue, you would specify Geography as the row dimension.

Identify the financial data item and the qualifying dimension values

Also identify the financial data item that you want to use as the basis for evaluating the dimension values in the row position and set this as the financial data item in the base report. For example, if you intend to use Geography as the row dimension, do you want to evaluate the geographies in terms of Revenue, Expense, Net Income, or another financial data item? You should also identify the qualifying dimension values that you intend to apply to the financial data item. To continue with the previous example: for what time period do you want to look at the financial data item?

By default, Financial Analyzer will attempt to use the first financial data item that is displayed in the base report as the financial data item for exception and ranking. You can change this selection, but before you do so, ensure that the report includes the financial data item that you intend to choose. This will prevent a situation in which you create a report that is correct but not relevant: for example, a report that ranks geographies by Revenue, but displays data for Expense.

Working with Ranking/Exception reports

You can work with a Ranking/Exception report, just as you would any Financial Analyzer document, with several exceptions:

• The row dimension determines the report's focus. Therefore, you cannot use drag and drop or the Change Layout tool to place an alternate dimension in the row position while the ranking/exception criteria is applied. If you want to focus the report on a different dimension, you can create a new Ranking/Exception report. Alternatively, you can remove all ranking/exception criteria from the report, change the report layout, and then reapply the criteria.

• Although you can use drag and drop or the Change Layout tool to change the column dimension, adding a dimension to the column position or removing a dimension from the column position can change the values that are displayed.

• If you change a Ranking/Exception report to a graph, the ranking/exception settings will be removed.

• As you page through a Ranking report, the order of the rows will change as the ranking criteria is re-evaluated. For example, if Geography is in the page position and the first page of the report ranks Sales for a group of products in New York and another page ranks Sales for the same group of products in Boston, the products that are displayed on the pages may vary.

• If you attempt to modify a Ranking then Exception report that was saved in the client environment, you will be prompted to convert the document to an Exception then Ranking report.

Procedure: Creating a report that meets exception criteria

To create a report that meets exception criteria, follow these steps:

Note: The following procedure describes how to apply exception criteria to a report for the first time. If you are modifying previously defined criteria, see "Procedure: Modifying exception and ranking criteria for a report.

1. With a report open in the workspace, click the Ranking/Exception Reports button on the Document toolbar.

   
   
   Text description of the illustration tool_rank.gif

2. If you see the Welcome dialog box, click Next to continue.

   Note: To suppress the Welcome dialog when creating other Ranking/Exception reports, click Do not show this page in the future before you continue.

   Result: The Row Dimension dialog box appears.

3. In the Row Dimension dialog box, choose the row dimension for the report and the member values that you want to evaluate for the dimension. Proceed as follows:
   1. In the Dimension box, select the row dimension. You can choose the default, or you can click the box and select an alternate dimension from the list.

      Note: The dimension that you choose will become the only row dimension in the report. Any other dimensions that are currently in the row position will move to the page position.

   2. The Members box displays the number of values that are currently selected for the dimension that you chose in Step 3a. Click the Ellipsis button to access the Select Data dialog box, where you can view the current selections and choose alternate values.

   3. Choose Next to continue.

   Result: The Exception dialog box appears.

4. In the Exception dialog box, click Yes for the "Do you want to apply exception criteria to the xyz dimension" prompt, where xyz is the dimension that you chose in Step 3a. This enables you to choose the financial data item on which to base the exception, specify cutoff values, and select qualifying dimension values. Proceed as follows:
   1. In the financial data item box, select the financial data item on which to base the exception condition. You can accept the default that appears in the box, or click the Ellipsis button to access a dialog box where you can select an alternate financial data item.

   2. In the operator box, choose the operator that specifies how the values for the financial data item that you selected in Step 4a must relate to a value.

      The operators that you can choose depend on the type of financial data item (numeric or text). For example, if you select a numeric financial data item, you can choose equal to, not equal to, greater than, less than, greater than or equal to, less than or equal to, between including, between excluding, or outside.

   3. In the values box, enter the value to which the values in the financial data item will be compared. If you chose the between including, between excluding, or outside operators, you must specify two values.

   4. The Dimensions box displays default qualifying dimension values for the comparison. You can accept the default value that appears in the box for a dimension, or you can select an alternate value.

      To select an alternate value for a dimension, highlight the value that you want to change and click the Dimension Values button. This opens a dialog box where you can select alternate values for that dimension.

   5. Click Finish to display the report.

Example: Exception criteria

The following example shows the dialog box for defining exception criteria.

Text description of the illustration db_except.gif

Procedure: Creating a report that meets ranking criteria

To create a report that meets ranking criteria, follow these steps:

Note: The following procedure describes how to apply ranking criteria to a report for the first time. If you are modifying previously defined criteria, see "Procedure: Modifying exception and ranking criteria for a report.

1. With a report open in the workspace, click the Ranking/Exception Reports button on the Document toolbar.

   
   
   Text description of the illustration tool_rank.gif

2. If you see the Welcome dialog box, click Next to continue.

   Note: To suppress the Welcome dialog when defining other Ranking/Exception reports, click Do not show this page in the future before you continue.

   Result: The Ranking/Exception Wizard Row Dimension dialog box appears.

3. In the Ranking/Exception Wizard Row Dimension dialog box, choose the row dimension for the report and the member values that you want to evaluate. Proceed as follows:
   1. In the Dimension box, select the row dimension. You can choose the default, or you can click the box and select an alternate dimension from the list.

      Note: The dimension that you choose will become the only row dimension in the report. Any other dimensions that are currently in the row position will move to the page position.

   2. The Members box displays the number of values that are currently selected for the dimension that you chose in Step 3a. Click the Ellipsis button to access the Select Data dialog box, where you can view the current selections and choose alternate values.

   3. Choose Next to continue.

   Result: The Ranking/Exception Wizard Exception dialog box appears.

4. In the Ranking/Exception Wizard Exception dialog box, click Next.

   Result: The Ranking dialog box appears.

5. In the Ranking dialog box, click Yes for the "Do you want to apply ranking criteria to the xyz dimension" prompt, where xyz is the dimension that you chose in Step 3a. This enables you to choose the financial data item on which to base the ranking, specify ranking criteria, and select qualifying dimension values. Proceed as follows:
   1. In the financial data item box, select the financial data item on which to base the ranking condition. You can accept the default that appears in the box, or click the Ellipsis button to access a dialog box where you can select an alternate financial data item.

   2. To rank top values, in the top box, enter the number or percentage of top values to select. To indicate that the value that you entered is a percentage, choose percent.

   3. To rank bottom values, in the bottom box, enter the number or percentage of bottom values to select. To indicate that the value that you entered is a percentage, choose percent.

   4. The Dimensions box displays default qualifying dimension values. You can accept the default value that appears in the box for a dimension, or you can select an alternate value for any dimension.

      To select an alternate value for a dimension, highlight the value that you want to change and click the Dimension Values button. This opens a dialog box where you can select an alternate value for that dimension.

   5. Click Finish to display the report.

Example: Ranking criteria

The following example shows the dialog box for defining ranking criteria.

Text description of the illustration db_rank.gif

Procedure: Creating a report that meets exception and ranking criteria

To create a report that meets exception and ranking criteria, follow these steps:

Note: The following procedure describes how to apply exception and ranking criteria to a report for the first time. If you are modifying previously defined criteria, see "Procedure: Modifying exception and ranking criteria for a report.

1. With a report open in the workspace, click the Ranking/Exception Reports button on the Document toolbar.

   
   
   Text description of the illustration tool_rank.gif

   Result: The Ranking/Exception Wizard Welcome dialog box or the Ranking/Exception Wizard Row Dimension dialog box appears.

2. If you see the Ranking/Exception Wizard Welcome dialog box, click Next to continue.

   Note: To suppress the Welcome dialog when defining other Ranking/Exception reports, click Do not show this page in the future before you continue.

   Result: The Row Dimension dialog box appears.

3. In the Row Dimension dialog box, choose the row dimension for the report and the member values that you want to evaluate. Proceed as follows:
   1. In the Dimension box, select the row dimension. You can choose the default, or you can click the box and select an alternate dimension from the list.

      Note: The dimension that you choose will become the only row dimension in the report. Any other dimensions that are currently in the row position will move to the page position.

   2. The Members box displays the number of values that are currently selected for the dimension that you chose in Step 3a. Click the Ellipsis button to access the Select Data dialog box, where you can view the current selections and choose alternate values.

   3. Choose Next to continue.

   Result: The Exception dialog box appears.

4. In the Exception dialog box, click Yes for the "Do you want to apply exception criteria to the xyz dimension" prompt, where xyz is the dimension that you selected in Step 3a. This will enable you to choose the financial data item on which to base the exception, specify cutoff values, and select qualifying dimension values. Proceed as follows:
   1. In the financial data item box, select the financial data item on which to base the exception condition. You can accept the default that appears in the box, or click the Ellipsis button to access a dialog box where you can select an alternate financial data item.

   2. In the operator box, choose the operator that specifies how the values for the financial data item that you selected in Step 4a must relate to a value.

      The operators that you can choose depend on the type of financial data item (numeric or text). For example, if you select a numeric financial data item, you can choose equal to, not equal to, greater than, less than, greater than or equal to, less than or equal to, between including, between excluding, or outside.

   3. In the values box, enter the value to which the values in the financial data item will be compared. If you chose the between including, between excluding, or outside operators, you must specify two values.

   4. The Dimensions box displays default qualifying dimension values for the comparison. You can accept the default value that appears in the box for a dimension, or you can select an alternate value.

      To select an alternate value for a dimension, highlight the value that you want to change and click the Dimension Values button. This opens a dialog box where you can select alternate values for that dimension.

   5. Click Next to continue.

   Result: the Ranking dialog box appears.

5. In the Ranking dialog box, click Yes for the "Do you want to apply ranking criteria to the xyz dimension" prompt, where xyz is the dimension that you chose in Step 3a. This will enable you to select the financial data item on which to base the ranking, specify ranking criteria, and select qualifying dimension values. Proceed as follows:
   1. In the financial data item box, select the financial data item on which to base the ranking condition. You can accept the default that appears in the box, or click the Ellipsis button to access a dialog box where you can select an alternate financial data item.

   2. To include top values in the ranking, in the top box, enter an integer that represents the number or percentage of top values to select. To indicate that the value that you entered is a percentage, choose percent.

   3. To include bottom values in the ranking, in the bottom box, enter the number or percentage of bottom values to select. To indicate that the value that you entered is a percentage, choose percent.

   4. The Dimensions box displays default qualifying dimension values. You can accept the default value that appears in the box for a dimension, or you can select an alternate value for any dimension.

      To select an alternate value for a dimension, highlight the value that you want to change and click the Dimension Values button. This opens a dialog box where you can select an alternate value.

   5. Click Finish to display the report.

Procedure: Modifying exception and ranking criteria for a report

To modify criteria for a Ranking/Exception report, follow these steps:

Note: The steps in this procedure limit your changes to criteria selections (financial data item, cut-off or ranking values, and qualifying dimension values). If you want to change the focus of the report -- that is, place an alternate dimension in the row position, you must remove the exception/ranking settings and start again. Alternatively, you can create a new report.

1. With the report open in the workspace, click the Ranking/Exception Reports button on the Document toolbar.

   
   
   Text description of the illustration tool_rank.gif

   Result: The Modify Ranking/Exception Settings dialog box appears.

2. Click Modify Ranking/Exception Settings and then click OK.

   Result: The wizard starts. The Exception tab is active.

3. In the Exception tab, you can do one of the following:
   • Modify the current exception criteria.

   • Disable the current exception criteria. To do this, click No for the "Do you want to apply exception criteria to the xyz dimension" prompt, where xyz is the row dimension.

   • Define exception criteria if none currently exists. To do this click Yes for the "Do you want to apply ranking criteria to the xyz dimension" prompt, where xyz is the row dimension. Then define the criteria as described in the topic "Procedure: Creating a report that meets exception criteria.

   Note: If you do not want to define, disable, or modify exception criteria, proceed to Step 4.

4. To define, disable, or modify ranking criteria, choose the Ranking tab or click Next.

   Note: If you do not want to define, disable, or modify ranking criteria, proceed to Step 6.

5. In the Ranking tab, you can do one of the following:
   • Modify the current ranking criteria.

   • Disable the current ranking criteria. To do this, click No for the "Do you want to apply ranking criteria to the xyz dimension" prompt, where xyz is the dimension.

   • Define ranking criteria if none currently exists. To do this click Yes for the "Do you want to apply ranking criteria to the xyz dimension" prompt, where xyz is the row dimension. Then define the criteria as described in the topic "Procedure: Creating a report that meets ranking criteria.

6. Choose Finish to display the report.

Procedure: Removing exception and ranking settings from a report

To remove exception and ranking settings from a report, follow these steps:

1. With the report open in the workspace, click the Ranking/Exception Reports button on the Document toolbar.

   
   
   Text description of the illustration tool_rank.gif

   Result: The Modify Ranking/Exception Settings dialog box appears.

2. Click Remove Ranking/Exception Settings and then click OK.

Changing the Appearance of Reports and Graphs

Format options for reports

You can format a report as follows:

• Format Document -- You can select format options that apply to the entire report. For example, you can specify display options, fonts and background colors, automatic row and column sizing, and text elements such as title, subtitle, and footnote.

• Format Rows and Columns -- You can select format options that apply to selected rows or columns of the report. For example, you can specify number formatting, borders, and fonts and colors.

• Color Coding -- You can define special format conditions that apply when the data values for a financial data item meet criteria that you specify.

For information about report format options, see Chapter 20.

Format options for graphs

You can format a graph as follows:

• You can specify graph text elements such as title, subtitle, and footnote.

• You can specify the type of dimension labels to use and the properties for tick labels on the graph's X-axis.

• You can show or hide the graph legend and specify whether its orientation is horizontal or vertical.

For information about graph format options, see Chapter 20.

Printing Web Reports and Graphs

About printing reports and graphs

You can print a report or graph and specify settings that determine how the printed pages will look. If you are an analyst user and save the document, Financial Analyzer will save the print settings for order, scaling, and page setup.

You can also print one or more reports, graphs, and forecasts directly from the navigation list.

Procedure: Printing a report or graph

To print a report or graph, follow these steps:

1. With the document open in the workspace, click the Print button on the Document toolbar.

   
   
   Text description of the illustration print.gif

   Result: The Print dialog box for your browser appears.

2. You can change the print defaults for the browser. For example, you can specify new values for printer and number of copies.

3. Choose OK to continue.

   Result: The Print dialog box for Financial Analyzer appears.

4. In the Print box, specify the pages that you want to print. You can choose one of the following options:
   • Current Page -- Prints the current page of data as indicated by the page label

   • All n pages -- Prints all pages of data, beginning at the first logical page, regardless of the current page settings

   Note: If you choose to print all pages, the system prints all data for all dimension values that are in the page position in the document. Depending on the number of dimensions that are in status in the page position, printing all pages might result in many pages of output.

5. For a report, you can specify the order in which to print the pages. In the Order box, you can choose one of the following ordering options:
   • Across then down -- Prints as many rows and columns as will fit on a physical page, then moves across the columns (until all are printed) and then down the rows (until all are printed).

   • Down then across -- Prints as many rows and columns as will fit on a physical page, then moves down the rows (until all are printed) and then across the columns (until all are printed).

6. In the Scaling box, you can specify how to scale the document.

   For a graph, you can choose one of the following options:

   • Fit to Page -- Scales the graph to fit the width and height of the physical printed page. If you want to maintain the proportions that are presented on the screen, also select Maintain Proportions.

   • Actual Size -- Prints the graph as it appears on the screen. Large graphs may be truncated.

   For a report, you can choose one of the following options:

   • Adjust to -- Scales each logical page by a percentage that you select. The output will span the number of physical pages that are necessary to meet the specified percentage.

   • Fit to -- Scales each logical page to fit completely within the number of pages that you select.

7. To indicate how you want the printed pages to look, choose Page Setup. This opens the Page Setup dialog box, where you can perform the following operations:
   • Specify optional header text (up to 100 characters) for the printed page.

   • Specify an optional footer for the printed page. You can include the date and page number.

   • For a report, specify whether row, column, and page labels will be repeated on each printed page.

   • For a report, specify whether a title, subtitle, and footnote will appear on the printed pages.

   • Specify margin settings for the printed pages.

8. If you want to preview the pages before printing them, choose Preview.

9. Click OK to print the document.

Saving Web Reports and Graphs

Who can save reports and graphs?

If you are an analyst user, you can save a report or graph that you have created. You can also save a report or graph that has been distributed to you by your administrator by giving it a new name.

Saving a report or graph saves the view with the current financial data items and dimension value selections, formatting, and layout. Saving also preserves current specifications for ranking/exception, print scaling and page setup, as well as export option settings.

You have the following options when you save a report or graph:

• You can save the document. The saved report or graph will appear in the main Documents folder in the navigation list.

• You can save the document in a folder that you have previously created. The saved report or graph will appear in the specified folder in the navigation list. For information about folders, see "Using Folders to Manage Web Reports and Graphs.

• You can save the document as the default for that document type. When you create a new document that is based on the default, the report or graph will have the dimension values, layout, and other characteristics of the default.

Procedure: Saving a report or graph

To save a report or graph, follow these steps:

1. With the document open in the workspace, click the Save As button.

   Result: The Save As dialog box appears. If you are saving a new document, the default name of the document, such as "Untitled Report" or "Untitled Graph," appears in the Save Document As box. If you are saving modifications to an existing document, its current name appears in the Save Document As box.

2. Specify the name for the document that you are saving, as follows:
   • If you are saving a new document, type a name for it in the Save Document As box.

   • If you are saving an existing document under a new name, replace the name in the Save Document As box with the new name.

   • If you are saving a report or graph and want to give it the same name as an existing report or graph, click the Save As box and select the name from the list of saved documents.

   • If you are saving an existing document under its current name, do nothing with the information in the Save Document As box.

3. In the Into Folder box, select the folder into which you want to save the document.

   Note: If you want to save the report in the main Documents folder, select None in the Into Folder box.

4. If you want to save the current document as your default document, so that its structure will appear whenever you create a new document of that type, select the Save As Default option.

5. Choose OK.

Copying Data from Web Reports

About copying data

You can copy data in contiguous cells from a report to the Windows clipboard. You can choose to copy data that has not been rounded and has been stripped of special formats such as thousands separators, currency signs, and percent symbols or you can copy rounded data that includes these elements. You can also copy row and column labels.

Procedure: Copying data from a report

To copy data from a report, follows these steps:

1. With the report open in the workspace, select the cell or cells that you want to copy.

   You can select cells by using row and column selectors. You can also select cells by selecting a cell as a starting point, dragging the mouse pointer, and then releasing the mouse button at the end of the block.

   Note: You cannot select cells that are not contiguous.

2. Click the Copy to Clipboard button on the Document toolbar.

   
   
   Text description of the illustration copy.gif

   Alternatively, you can click the right mouse button and select a copy option from the popup menu.

3. Choose a copy option:
   • Copy -- Copies data that is not rounded and excludes formats such as thousands separators, currency signs, and percent symbols.

   • Copy Special -- Presents a submenu from which you can select one of the following:
     • Copy Data with Labels -- Copies data that is not rounded and excludes formats such as thousands separators, currency signs, and percent symbols. Also copies row and column labels.

     • Copy Number Formatted Data -- Copies data that is rounded and includes formats such as thousands separators, currency signs, and percent symbols.

     • Copy Number Formatted Data with Labels -- Copies data that is rounded and includes formats such as thousands separators, currency signs, and percent symbols. Also copies the labels.

     • Copy Row Labels -- Copies the row labels that are associated with the selected data. Does not copy the actual data.

     • Copy Column Labels -- Copies the column labels that are associated with the selected data. Does not copy the actual data.

4. If you see a dialog requesting additional privileges, choose Grant.

   Result: The data is copied to the Windows clipboard.

Exporting Data from Web Reports and Graphs

About exporting data from reports and graphs

You can export data from Web reports and graphs to files that can be used in Microsoft Excel and other applications. You can select one of three export format options (CSV, TXT, or HTM for Excel 2000+), and export data from all pages or from a specific page.

You can also select an option that will repeat the document's group labels in the export file and another option that will include the document's title, subtitle, and footnote. For a CSV or TXT file, you can specify whether to include number formatting in the export file. The Excel 2000+ HTM export file automatically includes number formats.

Note: If the document contains many pages of data, you might have difficulty opening the exported file in certain applications. To avoid this situation, modify the data selections to reduce the number of values before exporting data.

Procedure: Exporting data from a report or graph

To export data from a report or graph, follow these steps:

1. With the document open in the workspace, click the Export button on the Document toolbar.

   
   
   Text description of the illustration vexport.gif

   Result: The Export dialog box appears.

2. In the Export box, specify the pages to export: Current or All n pages.

3. In the As Type box, select the format for the export file:
   • Comma delimited (*.csv) -- Exports the data in Comma Separated Value format, in which labels and data values are separated by commas.

   • Tab delimited (*.txt) -- Exports the data in text file format, in which labels and data values are separated by tabs.

   • Excel 2000+ (*.htm) -- Exports the data in a format that can be read by a browser and opened in Excel version 2000 and version 2002, also known as XP.

4. In the Options box, you can choose other properties for the export:
   • Include Number Formatting -- For a CSV or TXT export file, check this option to export the data with the current number formatting. Do not check this option if you want to export unformatted data. Note that an HTM export always includes number formats.

   • Repeat Group Labels -- Check this option to repeat outer labels for columns and rows of inner, nested dimensions. Do not check this option if you want the export file to display labels as they appear in the Financial Analyzer screen display.

     Include Title, Subtitle, Footnote -- Check this option if you want to include the title, subtitle, and footnote of the document as part of the export. Do not check this option if you do not want to include these elements.

   • Create One Sheet per Page -- For a multi-page HTM export, check this option to export the data from each logical page to a separate worksheet. Do not check this option if you want to export the data from all pages to a single worksheet. For more information, see "About Excel 2000+ output files.

5. Choose OK to continue.

   Result: If you chose CSV or TXT format, the Save As dialog box opens. If you chose HTM format, the Export to HTML/Excel 2000+ dialog box opens.

6. Proceed as follows:
   1. In the Save in box, select the output directory for the file.

   2. In the File name box, enter a name for the file.

   3. Choose OK to export the file.

   Result: Depending on your browser configuration, the labels and data from the report may be displayed in a spreadsheet, or you may be prompted to perform additional tasks, such as saving the file to disk or choosing the application in which to display the data.

Example: Exporting data

The following example shows the Export dialog box. The user has selected Excel 2000+ (*.htm) as the export file type.

Text description of the illustration wexport.gif

About Excel 2000+ output files

When you export to a single worksheet in Excel 2000+ (*.htm) format, Financial Analyzer generates a single HTML file in the directory that you specify.

When you export to a multi-page file in Excel 2000+ format and specify that you want to create one sheet per page, Financial Analyzer generates an HTML table of contents file plus a number of other files in the specified directory. Use the table of contents file to access the individual worksheets.

Using Folders to Manage Web Reports and Graphs

Folders organize personal documents for analyst users

If you are an analyst user, you can create personal folders to organize the reports and graphs that you create. You can populate a folder with saved documents. You can also add documents to a folder, delete documents from a folder, and copy and move documents between folders.

Procedure: Creating a folder

To create a new folder, follow these steps:

1. On the Navigation toolbar, click the New button,

   
   
   Text description of the illustration toolnew.gif

   and choose New Folder from the popup menu.

   Alternatively, you can right-click Documents in the navigation list and choose New Folder from the popup menu.

   Result: The New Folder dialog box appears.

2. Enter a name for the folder (up to 70 characters) and choose OK.

   Result: The new folder is displayed as a personal object in the navigation list.

Adding a document to a folder

When you save a personal report or graph, you have the option to add it to a folder that you have previously created.

For a Web report or graph, you specify the folder in the Save As dialog box, as shown following.

Text description of the illustration exsavfld.gif

If you choose (none), the document will be saved in the main Documents folder.

Moving or copying documents between folders

If you are an analyst user, you can move a personal report or graph from one personal folder to another personal folder or to the main Documents folder. You can also copy a report or graph to another folder.

Selecting documents to move or copy

Select documents to move or copy as follows:

• To select a single document, click the document.

• To select multiple nonsequential documents, press and hold the CTRL key and click each document.

• To select multiple sequential documents, click the first document, press and hold the SHIFT key, and then click the last document.

Moving reports and graphs

You can use the following methods to change the position of personal reports and graphs in the navigation list:

• Drag and drop -- Click the selection, drag it to the new location, and release the mouse.

• Popup menu commands -- Right-click the selection, choose Cut, click the new location, and then choose Paste.

• Keyboard shortcuts -- Highlight the selection, press CTRL+x, navigate to the new location, and press CTRL+v.

Copying reports and graphs

You can use the following methods to copy reports and graphs in the navigation list:

• Drag and drop -- Press the CTRL key and click the selection, drag it to the new location and release the mouse.

• Popup menu commands -- Right-click the selection, choose Copy, navigate to the new location, and choose Paste.

• Keyboard shortcuts -- Highlight the selection, press CTRL+c, navigate to the new location, and press CTRL+v.

Removing a document from a folder

If you are an analyst user, you can remove a personal document from a folder in the navigation list.

To remove a document from a folder, open the folder, select the document, and click the Delete button on the Navigation toolbar.

Text description of the illustration delete.gif

Alternatively, you can right-click the document and choose Delete from the popup menu.

In either case, the system will prompt you to confirm the deletion.

Result: The document is removed from the specified folder. If there is a copy of the document in another folder, it is not removed.

Changing the order of documents in a folder

If you are an analyst user, you can change the current order of personal documents in a folder by dragging a document from its current position to a new position. Proceed as follows:

1. Open the folder.

2. Select one or more documents.

3. Drag the selection to a new location in the folder. As you move the cursor, a black bar appears to help you identify the new position.

4. When the black bar is below the desired position, release the selection.

Note: You cannot change the order of documents in the main Documents folder

Working with Reports and Graphs in the Navigation List

Navigation list functions for reports and graphs

You use the navigation list to open reports and graphs. If you are an analyst user, you can also use the navigation list to create and maintain personal reports, graphs, and folders.

In addition, you can work with reports and graphs in the navigation list as follows:

• Search for a report or graph

• Rename a personal report or graph (analyst user only)

• Apply a saved selection to an open document.

• Print one or more documents.

• View the object properties of a document.

• Delete one or more personal documents (analyst user only)

Procedure: Searching for a report or graph

To search for a report or graph, follow these steps:

1. Right-click the Documents folder or a specific folder in the navigation list and choose the Find option from the popup menu.

2. Enter a name or name fragment.

Procedure: Renaming a personal report or graph

To rename a personal report or graph, right-click the document in the navigation list and choose Rename from the popup menu. Then type the new name (up to 70 characters long).

Note: If the document is in more than one folder, it will be renamed in all folders.

Applying a saved selection to a report or graph

When a report or graph is open in the workspace, you can choose a saved selection in the navigation list and apply it directly to the document. For information about applying a saved selection, see "Procedure: Using a right-click command to apply a saved selection to a report or graph.

Printing one or more reports and graphs

About printing multiple documents

You can select multiple reports, graphs, and data entry forms in the navigation list and print them using a single command. Note that when you print multiple documents, you do not have the same options that are available when you use the Print tool on the Document toolbar to print an individual document. For example, when you print an individual document, you can specify the pages to print. When you print multiple documents, Financial Analyzer prints all pages of the selected documents.

Procedure: Printing multiple documents

To print one or more saved documents, follow these steps:

1. In the navigation list, open the folders that contain the documents that you want to print.

2. Scroll to a document, press the CTRL key and simultaneously click the document object.

   Result: The document is highlighted.

3. Repeat Step 2 for each document that you want to print.

4. After you make your final selection, right-click and choose Print from the popup menu.

Procedure: Viewing the properties of a report or graph

To view the properties for a report or graph, right-click the document in the navigation list and choose Properties from the popup menu.

The following information appears:

• Name

• Created

• Modified

• Class

• Saved Selections

Procedure: Deleting a personal report or graph

To delete a personal report or graph, click the document in the navigation list and click the Delete button on the Navigation toolbar.

Text description of the illustration delete.gif

Alternatively, you can right-click the document and choose Delete from the popup menu.

In either case you will be prompted to confirm the deletion.

Note: If the document is in more than one folder, it will be deleted only from the specified folder.

Procedure: Deleting multiple documents

To delete more than one personal document, follow these steps:

1. In the navigation list, scroll to a personal document that you want to delete. Press the CTRL key and simultaneously click the object.

   Result: The document is highlighted.

2. Repeat the previous procedure for each personal document that you want to delete.

3. After you make your final selection, right-click and choose Delete from the popup menu.

   Result: You will be prompted to confirm the deletion.