Crystal Enterprise SAP Edition -SAP ePorfolio user's guide.pdf

7/25/2019 Crystal Enterprise SAP Edition -SAP ePorfolio user's guide.pdf

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Crystal EnterpriseSAPEditionSAP ePortfolio Users Guide

Crystal Decisions, Inc.895 Emerson St.

Palo AltoCalifornia, USA 94301


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Copyright 2002 Crystal Decisions, Inc., 895 Emerson St., Palo Alto, California,USA 94301. All rights reserved.

Issue 1.

No part of this documentation may be stored in a retrieval system, transmitted orreproduced in any way, except in accordance with the terms of the applicablesoftware license agreement. This documentation contains proprietary informationof Crystal Decisions, Inc., and/or its suppliers.

Trademark Acknowledgements

2002 Crystal Decisions, Inc. All rights reserved. Crystal Decisions, Crystal,Crystal Reports, Crystal Enterprise, Seagate Info, Seagate Software, Seagate, andthe Seagate and Crystal logos are trademarks or registered trademarks of CrystalDecisions, Inc. and/or Seagate Technology, Inc. All other trademarks referencedare the property of their respective owner.


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SAP ePortfolio Users Guide i

Contents

Chapter 1: Welcome to Crystal Enterprise

What is SAP ePortfolio? .................................................................... 2

Who should use this guide? ............................................................... 2

About this guide ................................................................................ 2

Chapter contents ................................................................................................... 3

Crystal Care technical support .......................................................... 3

Crystal Training ................................................................................. 4

Crystal Consulting ............................................................................. 4Document conventions ..................................................................... 4

Chapter 2: Using SAP ePortfolio

SAP ePortfolio overview ................................................................... 6

SAP ePortfolio main page ...................................................................................... 6

Getting started .................................................................................. 7

Accessing SAP ePortfolio ....................................................................................... 7Logging on to SAP ePortfolio ................................................................................. 8

SAP ePortfolio views ....................................................................... 10

Guest .................................................................................................................. 10

Public ................................................................................................................. 11

My Roles ............................................................................................................. 13

Favorites ............................................................................................................. 14

Working with SAP ePortfolio .......................................................... 17Choosing the report type ..................................................................................... 17

Sorting reports ..................................................................................................... 17

Searching for reports ........................................................................................... 18


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ii SAP ePortfolio User s Guide

Viewing the last five reports ................................................................................ 18

Navigating through folders .................................................................................. 19

Creating folders ................................................................................................... 19

Working with reports on SAP ePortfolio ......................................... 20Scheduling reports ............................................................................................... 20

Looking at report history ...................................................................................... 26

Looking at Alerts ................................................................................................. 27

Launching reports in a Report Viewer .................................................................. 27

Running translated reports on different server groups .......................................... 28

Chapter 3: Viewing Reports

The Crystal Report Viewers ............................................................. 32

ActiveX viewer .................................................................................................... 33

DHTML viewer ................................................................................................... 34

Java viewer .......................................................................................................... 35

Java Plug-in viewer .............................................................................................. 36

Navigator Plug-in viewer ..................................................................................... 37

Crystal Offline Viewer ......................................................................................... 38

Viewing reports ............................................................................... 39

Report viewing activities ..................................................................................... 39

Distributing reports ......................................................................... 40

Printing reports .................................................................................................... 40

Exporting reports ................................................................................................. 41

Chapter 4: Publishing Objects to Crystal Enterprise

Publishing overview ........................................................................ 44Publishing options ............................................................................................... 45

Publishing reports stored in BW ......................................................45


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SAP ePortfolio Users Guide iii

Publishing with the Crystal Publishing Wizard ................................ 46

Adding objects/folders ......................................................................................... 46

Adding multiple objects ...................................................................................... 46

Selecting the APS ................................................................................................ 47

Duplicating the folder structure ........................................................................... 48

Creating and selecting a folder on the APS .......................................................... 48

Moving objects between folders .......................................................................... 49

Changing scheduling options .............................................................................. 50

Changing default values ...................................................................................... 50

Changing object properties ................................................................................. 51

Entering database logon information ................................................................... 51Setting parameters ............................................................................................... 52

Setting the schedule format ................................................................................. 52

Finalizing the objects to be added ....................................................................... 53

Publishing with the Crystal Management Console .......................... 53

Saving objects directly to the APS ................................................... 54

Index .................................................................................55


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iv SAP ePortfolio User s Guide


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SAP ePortfolio Users Guide 1

Welcome to Crystal Enterprise 1

This chapter briefly describes SAP ePortfolio and outlinesthe contents and the intended audience of thisUsers Guide.Product registration and technical support information isalso included, along with a brief description of thedocument conventions used within this guide.


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What is SAP ePortfolio?

2 SAP ePortfolio User s Guide

What is SAP ePortfolio?Welcome to theSAP ePortfolio Users Guide. The focus of this guide is SAPePortfoliowhat it is, what you can do with it, and the report viewers it supports.

SAP ePortfolio is your main user interface for working with reports throughCrystal Enterprise. The desktop runs within your web browser and gives you theability to view, export, and print reports; you can also schedule reports if you havethe necessary rights. Recognized users of SAP ePortfolio can customize apersonalized version of the desktop.

SAP ePortfolio supports the viewing, printing, and exporting of reports withoutthe need of installing Crystal Reports on your local machine. Report viewing issupported through different viewers compatible with the features of ActiveX, Java,and DHTML.

Typically the reports you view are created using Crystal Reports. Your CrystalEnterprise administrator may also deploy other forms of reports or objects, such asanalytical applications designed with Crystal Analysis, or other objects createdusing Crystal Enterprise plug-in components. If you have the necessary rights, youcan access these reports or objects using SAP ePortfolio.

Who should use this guide?This guide is intended for users who work with reports over the Web throughCrystal Enterprise. The interface in SAP ePortfolio is designed to facilitate intuitivenavigationyou can easily schedule and view reports. Your Crystal Enterpriseadministrator is generally responsible for configuring, managing, and maintaining

a Crystal Enterprise installation, which includes SAP ePortfolio.For more information about the Crystal EnterpriseSAP Edition product, consulttheCrystal EnterpriseSAP Edition Installation Guideand the Crystal EnterpriseSAPEdition Users Guide.For more information about the core Crystal Enterprisecomponents, consult the Crystal Enterprise Administrators Guide. Online versions ofthe various guides are included in thedocs directories of your productdistributions. Contact your administrator for more information.

About this guideThis guide provides you with information and procedures for accessing and using

SAP ePortfolio and its report viewers.

Note:The appearance of SAP ePortfolio can be customized to suit yourcompanys needs. Even though your desktop may look different from the one inthis guide, you can still apply many of the procedures described throughout.


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1: Welcome to Crystal Enterprise


Chapter contents

The following list provides a short description of each of the remaining chapters inthis guide.

Chapter 2: Using SAP ePortfolio

This chapter describes how to access and log on to SAP ePortfolio and providesinformation about choosing report types, navigating through folders, and creatingnew folders. The chapter then shows how to work within SAP ePortfolio toschedule reports, look at report history and Alerts, and launch reports in a ReportViewer.

Chapter 3: Viewing Reports

This chapter provides you with information about the Crystal Report Viewers(including the Crystal Offline Viewer) and how to view reports from them. It alsoincludes instructions for distributing reports using one of two methods: printing

or exporting.

Chapter 4: Publishing Objects to Crystal Enterprise

This chapter focuses on the publishing process: it introduces the CrystalPublishing Wizard and tells you how you can use it to add Crystal reports andother objects to SAP ePortfolio or to your custom web desktop; it also describesalternative ways of adding objects to the Crystal Enterprise environment.

Crystal Care technical supportYour standard SAP service agreement may include technical support. If yourequire assistance when integrating Crystal Enterprise with your SAP system, it isrecommended that you first check your SAP service agreement and follow yourusual SAP support procedures.

To find out about the Crystal Care technical support programs that are available:

Go to our support web site at:http://support.crystaldecisions.com/crystalcare/

Contact your regional office. For details, go to:http://www.crystaldecisions.com/contact/offices.asp


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Crystal Training


Crystal TrainingWhether youre a developer, information technology professional, or businessuser, we offer a wide range of Crystal Enterprise trainingcourses designed to buildor enhance your existing skills. Courses are available online, at certified trainingcenters, or at your own site:

For a complete list of training courses and special offers, visit:http://www.crystaldecisions.com/training/

Or contact your regional office. For details, go to:http://www.crystaldecisions.com/offices/

Crystal ConsultingOurglobal team of certified consultants and consultingpartners canguide you througha corporate-wide solutionincluding strategy, design, integration and deploymentfor the fastest results, maximum performance, and increased productivity.

To learn more, visit:http://www.crystaldecisions.com/consulting/

Or contact your regional office. For details, go to:http://www.crystaldecisions.com/offices/

Document conventionsThis guide uses the following conventions:

Commands and buttons

For easy recognition within procedures, User Interface (UI) features appear in

bold type. For example: On the Filemenu, clickNew. Keyboard shortcuts

Delete means the Delete key, or the Del key on your numeric keypad. Entermeans the Enter, Return, or CR key, depending on which of these keys appearson your keyboard.

Key combinations

CTRL+KEY, SHIFT+KEY, and ALT+KEY are examples of key combinations.Hold down the first key in the combination and, at the same time, press thesecond key in the combination (designated above as KEY). For example:CTRL+C means hold the Control key down and press the letter C on yourkeyboard (CTRL+C is the Windows Copy command).

Key terms are italicized when first defined. Monospaced font indicates data that you enter using your keyboard. For

example: In the Formula Editor, typeIf Sales > 1000 Then crRed

Monospaced, italicized font indicates variable data that you must replace withdata appropriate to your current settings, environment, or task. For example,in the following URL, you would replacewebserverhttp://webserver/crystal/enterprise/


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Using SAP ePortfolio 2

This chapter describes how to access and log on to SAPePortfolio and provides information about choosing reporttypes, navigating through folders and roles, and creatingnew folders. The chapter then shows how to work withinSAP ePortfolio to schedule reports, look at report historyand Alerts, and launch reports in a Report Viewer.


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SAP ePortfolio overview


SAP ePortfolio overviewCrystal EnterpriseSAP Edition comes with a customizable web desktop calledSAP ePortfolio. Think of it as a window to Crystal Reports on your companysexisting intranet or Internet site. When you use Crystal Enterprise, you can chooseSAP ePortfolio or a web desktop designed by someone in your company. SAPePortfolio helps organize your reports into logical groupsusing foldersandallows you to search for and view reports.

Through SAP ePortfolio, you can access all the Crystal reports that have beensaved in your SAP roles and published to Crystal Enterprise. You can configureyour own personal desktop settings and save your favorite reports. Once you havefound the reports you want to look at, SAP ePortfolio offers report viewers withprinting and exporting capabilities.

Note:Typically the reports you view are created using Crystal Reports. YourCrystal Enterprise administrator may also deploy other forms of reports or

objects, such as analytical applications designed with Crystal Analysis, or otherobjects created using Crystal Enterprise plug-in components. If you have thenecessary rights, you can access these reports or objects using SAP ePortfolio.

To use SAP ePortfolio, you need to have one of the following web browsersinstalled on your machine:

Microsoft Internet Explorer

Netscape

SAP ePortfolio main page

With its default settings, the main page of SAP ePortfolio contains information on

folders, reports, and so on.

The page is made up of a number of areas:

Title bar

This area contains the desktop logo, a message displaying your user accountname, and your current options.


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2: Using SAP ePortfolio


Menu bar

This area contains functions relevant to your place in the structure of foldersand reports. It also contains a list of recently viewed reports.

Navigation bar

This area displays the entire path youve taken while moving through SAPePortfolio.

Top-level folder bar

This area displays the top-level folder youre working with to aid you innavigation.

Note:By default, this area is not displayed.

Folders area

This area displays the subfolders that are available in the folder youre workingwith.

Reports area

This area displays the reports connected with a specific folder or subfolder.

The main page is the foundation for working with SAP ePortfolio. Other pages areintroduced from the main page.

The folders and reports you can see on SAP ePortfolio, the rights you have toschedule, the viewer you see, and so on, are dependent on the account you log onwith. Users with accounts can create subfolders and organize their reports.

Note:Depending on your Preferences settings, your main page may lookdifferent.

Getting startedSAP ePortfolio automatically logs you on as a guest without an administeredaccount (unless your administrator has disabled this feature). You can use thisdefault view, but you wont be able to customize the desktop with your personalsettings. Nor will you have access to all of your usual SAP roles. If you signyourself up as a new user, you can create a view of SAP ePortfolio that includesyour desktop settings and favorite reports.

Accessing SAP ePortfolio

There are two main ways to access SAP ePortfolio: type the URL for your SAPePortfolio site directly in your web browser, or select SAP ePortfolio from the CEAdd-ons for SAP program group on the Windows Start menu.

In addition, you may be redirected to SAP ePortfolio and/or logged on to CrystalEnterprise automatically from within the SAP or SAP Portals environment.


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Getting started


To access SAP ePortfolio Go to the SAP ePortfolio main page:

http://webserver/crystal/enterprise/sapbw/eportfolio/

Replacewebserverwith the name of the web server that is set up for Crystal

Enterprise. You may need to check with your administrator for the web servername or exact URL to enter.

Tip: If you have Crystal Enterprise installed locally, click Start > Programs > CEAdd-ons for SAP > SAP ePortfolio.

SAP ePortfolio appears. You may be logged on automatically or prompted fora user name and password. In this example, the user has been logged onautomatically under the default Guest account.

Logging on to SAP ePortfolio

If you are not logged on automatically with your SAP user name, you mustprovide your usual SAP credentials before you can access all of the appropriateroles and reports in SAP ePortfolio.

Note:SAP ePortfolio checks your browsers language settings before displayingthe Log On page and, if possible, it presents you with information in theappropriate language. If SAP ePortfolio has not been installed in your language,English is used as the default.

To log on to SAP ePortfolio with SAP credentials

1 Access SAP ePortfolio, as outlined inAccessing SAP ePortfolio on page 7.

The Log On page appears.


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Tip:If you are logged on automatically with the default Guest account, clickLog On in the top-right section of the title bar.

2 In theSAP SystemIDfield, type the three-character System ID (SID) for yourSAP system.

Contact your administrator if you are unsure of the appropriate SID.

3 In theSAP Client field, type your usual three-digit SAP client number.

4 Type your usual SAP logon credentials in the User Name andPasswordfields.

5 In theAuthenticationlist, ensure that SAP Authenticationis selected.

6 In theLanguage field, type your usual SAP language code.

If reports are available on your system in multiple languages, their titles anddescriptions are displayed in the language that you specify here. In addition,on-demand reports will display headings, titles, and other information in theappropriate language, so long as the report was designed to accommodate formultiple languages.

7 ClickLog On.

The home page appears and you are logged on with your own account.


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SAP ePortfolio views


To log off SAP ePortfolio

When you log on to SAP ePortfolio using an account other than guest, the log offoption is available.

1 On the title bar, clickLogoff.

A prompt appears asking if you are sure you want to log off.

2 ClickOK.

SAP ePortfolio viewsSAP ePortfolio views are made up of the reports and folders you can see whenlogged on. Views are controlled by user accountsthe views your account allowsdetermine what you can see and do in SAP ePortfolio.

You can use any of these views:

Guest Public

My Roles

Favorites

Guest

The guest view is SAP ePortfolios default view for the Guest account. When youfirst access SAP ePortfolio, you are automatically logged on to the guest view(unless your administrator has disabled guest logon).

The guest view is controlled by the rights the Crystal Enterprise administrator has

assigned to the Guest account. Guests can access SAP ePortfolio and perform basicreporting tasks without logging on. The administrator remains responsible formaintaining SAP ePortfolio, including tasks such as making reports accessible toguest users and customizing the appearance of the desktop.

In SAP ePortfolio, a guest user can:

Search for reports by specified criteria.

Retrieve reports by type.

View the last five reports accessed.

Navigate between existing report folders.

View report details.


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If the necessary rights are assigned, guest users can also:

View the latest instance of a report.

Schedule reports to run.

View a report on demand.

View scheduling history of report instances.Other activities, such as printing and exporting, are available once a report islaunched in a viewer.

Public

A public view can offer more options and control over reports depending on therights assigned by the Crystal Enterprise administrator. As a logged on(registered) user, you can create new folders, determine the color scheme of thedesktop, or copy reports of interest into your Favorites folder.

By default, the public view includes all of the folders and reports that you have

permission to view, schedule, and so on. These folders andreports may include theReport Samples folder, an SAP folder of reports and roles, and any other contentthat your administrator has made available on the system.

Signing on to a public view of SAP ePortfolio

Before you can sign on to a public view of SAP ePortfolio, you must log on withyour own account, as outlined inLogging on to SAP ePortfolio on page 8.

Once you have logged on, click the Public/Favorites button on the title bar toswitch between the different views.

Selecting your public view preferencesThis procedure shows how to modify your own SAP ePortfolio preferences. If youadminister other users accounts, you can set their SAP ePortfolio preferences aswell. To change another users preferences, use the ePortfolio PreferencesManager, which is located in the Administrator Samples area of the CrystalEnterprise Launchpad.

Note:You must log on with your own account in order to set your preferences.

To select your preferences

1 Log on to SAP ePortfolio, as outlined inLogging on to SAP ePortfolio on

page 8.2 On the title bar, clickPreferences.


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The User Preferences page appears.

3 In the Initial view area, click the option corresponding to the folder levelyoud like your view to begin with.

For example, if you choose Other and then select Report Samples, the next timeyou log on the Report Samples folder will be displayed as your initial view.

4 In the Top-level folder bar area, clickhideorshow.

This option displays the top-level folder name on SAP ePortfolio to help yournavigation.

5 In the On my desktop, show me area, select how you want reports to belisted. Choose from one of the three options:

Thumbnail view

List view

Action view

Where applicable, click the list or type a number to select the maximum numberof reports to be displayed on one page.

Note:Thumbnail images are available only if the appropriate option waschosen when the report was created in Crystal Reports.

6 In the Display my reports area, determine whether you want one browser ormultiple browsers to display your reports.

7 In the For each report, show me area, select the summary information youwant your reports to show:

description

author

date

thumbnail (if applicable)

instance count


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Note:Thumbnail images are available only if the appropriate option waschosen when the report was created in Crystal Reports.

8 In the Show menu as area, select how you want the menu to be displayed:

buttons with text

buttons only text only

9 In the Display my desktop with this color scheme area, select a color schemefor your desktop.

10In the View my reports using the area, select the report viewer you want touse when you display a report:

ActiveX viewer

DHTML viewer

Java viewer

Java Plug-in viewer

Navigator Plug-in viewer

11In the My current time-zone is area, select the appropriate time zone.

Note:Before scheduling reports, check your time zone setting. The defaulttime zone is local to the web server that is running Crystal Enterprise, not tothe Automated Process Scheduler (APS) machine(s) that each user connects to.By setting your time zone, you ensure that your scheduled reports areprocessed in accordance with the time zone in which you are working.

12ClickApply.

My Roles

When you log on to SAP ePortfolio with your SAP user credentials, the My Rolesview provides you with quick access to all of the Crystal reporting content that hasbeen saved in your various SAP roles. Click the My Roles button on the title bar toaccess this view.

Each of your SAP roles is represented in SAP ePortfolio as a folder containingreports and/or additional subfolders. Navigate through the various folders tolocate the reports you are interested in.

Tip: Depending upon your rights, you may be able to view, schedule, or view thelatest instance of different reports. In addition, you can copy or move reports toyour Favorites view, so they are easier to locate the next time you log on. For

details, seeOrganizing your favorite reports on page 14.

Note:The My Roles view is available only after your administrator has importedone or more of your roles that contain Crystal reports.


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Favorites

Think of the favorites view as your own personalized version of SAP ePortfolio.This view displays only the folders (those you selected or created) and reports youselected on the Organize Folders page.

Before you can sign on to your Favorites view of SAP ePortfolio, you must log onwith your own account, as outlined inLogging on to SAP ePortfolio on page 8.

Once you have logged on, click the Public/Favorites button on the title bar toswitch between the different views.

Organizing your favorite reports

You can organize reports from a public view or from your various SAP roles bycopying or linking them to a folder of your choice. You can create new folders atthe same time. By carrying out these tasks, you create your own favorites view onSAP ePortfolio. You can also move, rename, or delete reports and folders from

your favorites view.

When you copy reports to your personal folders, you can schedule and view themindependently of other users. You can copy reports individually, or you can copyan entire folder to your favorites view. When you link reports by creatingshortcuts, you share the reports with other users.

Tip:To ensure that the reports in your favorites view are always the same as theoriginal report, create shortcuts instead of copies. If someone modifies the designof the original report, you will be aware of the changes.

You can create new folders and subfolders, copy folders and reports, and createshortcuts to folders and reports only as long as you have the necessary rights.

To work with the contents of your favorites view

1 On the title bar, clickOrganize.

2 Click theContentslist and select theFavoritesfolder.

The reports that belong to the folder appear below the Contents list.

3 If there are subfolders, highlight the folder you want to view reports from andclickExpand.

From this list, you can use the options to move, rename, or delete reports andfolders from your favorites view. You can also create new folders for your favoritesview. For more information on creating folders, see Creating folders on page 19.


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To copy reports to your favorites view


The Organize Folders page appears.

2 Click theContentslist and select a folder to copy a report from.


3 If there are subfolders, highlight the folder you want to copy reports from andclickExpand.

4 Click a report or use CTRL-click or SHIFT-click to select a number of reports.

You can either copy reports from the folder or copy the entire folder to yourfavorites view.

5 ClickCopy.

The Copy page appears.

6 Click theFolderslist and select theFavoritesfolder.

7 If there are subfolders in your Favorites folder, highlight the folder you wantto copy reports into and clickExpand.

8 ClickCopy.

A copy of the report, reports, or folder is placed in the Favorites folder.

Note:Copying a report to your favorites view gives you control overscheduling the report; any instances created are visible only to you throughyour Favorites folder. In contrast, when you create a shortcut, you sharescheduling and instances with all other users of the public view.


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To create shortcuts to reports


The Organize Folders page appears.

2 Click theContentslist and select a folder to create a shortcut to a report.


3 If there are subfolders, highlight the folder you want to view reports from andclickExpand.

4 Click a report or use CTRL-click or SHIFT-click to select a number of reports.

You can either create shortcuts to individual reports in the folder or create ashortcut to the entire folder.

5 ClickShortcut.

The Link To page appears.6 Click theFolderslist and select theFavoritesfolder.

7 If there are subfolders in your Favorites folder, highlight the folder where youwant the shortcut to appear and click Expand.

8 ClickLink To.

A shortcut to each selected report is placed in the Favorites folder.

Note:When you create a shortcut, a report isnt copied or moved. A link to thereport appears in your Favorites folder; you share scheduling and instanceswith all other users of the public view.


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Working with SAP ePortfolioOnce you have logged on to SAP ePortfolio, you can start to work with reports.This section of the guide describes the following tasks:

Choosing the report type Sorting reports

Searching for reports

Viewing the last five reports

Navigating through folders

Creating folders

Choosing the report type

By default, SAP ePortfolio shows you all the reports you have the rights to see inyour view. If you want to temporarily limit the type to make searching easier, you

can choose: All

This option displays all reports you have rights to view regardless of type.

Report

This option displays only Crystal report (.rpt) files.

Analytical Report

This option displays only Crystal Analytical report (.car) files.

To change the report type

1 In the folders area on any view, click theType list.

2 Select the option for the type of report you want to see.

Sorting reports

By default, reports are sorted alphabetically by title. Reports can also be sorted byowner.

To sort reports

1 In the folders area on any view, click theSort Bylist.

2 SelectTitleor Owner.


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Working with SAP ePortfolio


Searching for reports

You can do a structured search to find reports on SAP ePortfolio. Type the exactphrase and select a search field, such as report title or report description.

The reports displayed depend on how your Crystal Enterprise administrator hasset up your account privileges. For example, users in Marketing may see reportsthat differ from those seen by the users in Human Resources.

Note:A search includes all public folders you have rights to as well as yourfavorites folder.

To search for a report

1 In theLook forbox on the menu bar of any view, type the keywords thatdescribe the report youre searching for.

2 Click the list next to the search box to select a search field.

The available search fields are: title

description

folder title

all fields

3 ClickSearch.

A list of reports meeting your search parameters appears in the Reports area.

Tip: If you need more information to identify a report, move the mouse over thereports link. The reports SAP ePortfolio path, title, and summary information(if available) are displayed.

4 To view an instance of the report, click the report link and, in the shortcutmenu that appears, selectVieworView Latest Instance.

Note:Depending on the rights given to you by your administrator, you maybe unable to select View and/or View Latest Instance. In addition, if thereare no instances on the system, you may need to schedule the report first.

Viewing the last five reports

Once you view a report, it is added to the list of recently viewed reports on the titlebar. Up to five reports are remembered until you end your session with SAPePortfolio. Items in the list are links to previously viewed reports. You dont need

to find the report again to view itjust click the link in the list and the report viewerreappears.


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Navigating through folders

Folders and subfolders are used to organize reports. Although these folders lookdifferent from those used in some web applications, they function in the same way.

To navigate through folders1 Access SAP ePortfolio, as outlined inAccessing SAP ePortfolio on page 7.

2 Drag your mouse over the list of bulleted subfolders.

The subfolders you can select turn a different color as the mouse passes overthem.

Note:The color feature is available only when you use Microsofts InternetExplorer as your browser.

3 Click the subfolder of your choice.

The appropriate folder page appears.

Note:You can use the path information on the Navigation bar to navigatethrough SAP ePortfolio.

Creating folders

Normally, folders and subfolders are created for you by your Crystal Enterpriseadministrator, but you can also create folders for your favorites view.

Note:You can create new folders and subfolders in any folder, as long as youhave the necessary rights.

To create a folder

1 Log on to SAP ePortfolio, as outlined inLogging on to SAP ePortfolio onpage 8.


3 In the Contents area, select theFavoritesfolder and clickCreate a new folder.

4 On the Add New Folder page, type a folder name in the name field and clickAdd.

You are returned to the Organize Folders page and your new folder appears inthe Favorites contents area. You can move reports to the new folder asdescribed inOrganizing your favorite reports on page 14.


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Working with reports on SAP ePortfolio


Working with reports on SAP ePortfolioOnce youve accessed andlogged on to SAP ePortfolio, you can begin to work withreports. You can do many things depending on the permissions set for you by yourCrystal Enterprise administrator:

Schedule reports.

Review the scheduling history of reports.

Launch reports in one of the Crystal Report Viewers.

Note:Your ability to perform any of these tasks is determined by the rightsassigned to you by your Crystal Enterprise administrator.

Scheduling reports

Scheduling a report lets you run it automatically at specified times. When ascheduled report runs successfully, an instance is created. An instance is a version

of the report containing the data available at the time it was runinstances createdlater contain more recent data. If the report was published in multiple languages,you can specify that instances be generated in one or more of those languages.

You can see a list of instances by looking at a reports history, and you can click thelink to any historical instance. If you have the rights to view reports on demand,you can view and refresh any instance to retrieve the latest data from the database.

By scheduling and viewing instances, you can ensure you have the latest informationavailable for viewing, printing, and distributing. For example, you can schedule areport to run every night so its available for you first thing in the morning.

Note:

Before scheduling reports, ensure that the database logon information ispresent. If the report is based off SAP data, you will typically complete thedatabase logon information with your usual SAP logon credentials. Fordetails, seeSchedule parameters on page 21.

Before scheduling reports, check your time zone setting on the Preferencespage in SAP ePortfolio. The default time zone is local to the web server that isrunning Crystal Enterprise, not to the Automated Process Scheduler (APS)machine(s) that each user connects to. By setting your time zone, you ensurethat your scheduled reports are processed in accordance with the time zone inwhich you are working. You must have your own account on the system inorder to set your preferences. For details, seeSelecting your public view

preferences on page 11.Depending on the report you are scheduling, you might want to customize yourscheduling options. You can set:

Schedule parameters

Languages

Database logon information


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Parameters

Filters

Destination locations

Format

Note:For some scheduling options, the settings that the administrator hasspecified for the report will be displayed when you choose that option. You canschedule a report with these options or customize your options.

To schedule a report

1 Click any report link available on SAP ePortfolio.

2 ClickSchedule.

The Schedule page appears.

The Customize your options list contains the choices you can make whilescheduling.

The area below the list contains items specific to the schedule option you choose.

Schedule parameters

The Schedule parameters specify a time for running a scheduled report. Eachparameter in the Run report list has its own specific data entry requirements.


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Note:For every parameter listed below (except for the Now parameter), inaddition to specifying a start date and time, you can also specify an end date andtime.

The following parameters are available:

NowWhen you click Schedule, the report runs once (immediately).

Once

This option requires a start time parameter. The report runs once at the timespecified.

Hourly

This option requires information in hours and/or minutes for how frequentlythe report should run. Instances are created regularly to match the parametersyou entered. The first instance is created at the start time specified.

Daily

This option requires a start time parameter. The report runs each day at the timespecified.

Weekly

This option requires a start time parameter. The report runs each week at thetime specified.

Monthly

This option requires a start date and time, along with a recurrence interval inmonths. The report runs on the specified date and time, every N months.

Nth Day of Month

This option requires a day of the month the report should run on. Instances arecreated regularly each month on the day you entered, at the start time specified.

1st Monday of MonthThis option requires a start time parameter. An instance is created on the firstMonday of each month, at the time specified.

Last Day of Month

This option requires a start time parameter. An instance is created on the lastday of each month, at the time specified.

To schedule a report using Schedule parameters

1 In theCustomize your options list, clickSchedule.

2 In theRun report list, click the parameter of your choice.

3 Select a date and/or start time, if necessary.

4 On the title bar, clickSchedule.

Note:If you want to set other options, donotclick Schedule until you havemade all your selections.


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Languages

If reports have been published to Crystal Enterprise in multiple languages, you canchoose a particular language when you schedule a report. The translations that areused in the report are stored in tables in SAP. For more information about designing

reports for translation, see theCrystal EnterpriseSAP Edition Users Guide.

To schedule a report in multiple languages

1 In theCustomize your options list, clickLanguages.

2 Select the languages for which you want to generate report instances.

3 ClickUpdate.



Database logon information

Some reports require you to log on to a database before you can schedule themsuccessfully. You can do this on the Schedule page if you have credentials for thereports data source.

Tip:If the report is based off SAP data, you will typically complete the databaselogon information with your usual SAP logon credentials.

To schedule a report with database logon information

1 In theCustomize your options list, clickDatabase Logon.

2 Change information as necessary for your reports database.3 On the title bar, clickSchedule.


Parameters

Some reports use the Crystal Reports parameters feature. Parameters prompt thereport user to enter information. This information determines what data appearsin the report. For example, in a report used by sales, there might be a parameterthat asks the user to choose a region. The report returns the results for the specificregion instead of returning the results for all of the regions.

You can set parameters on the Schedule page. If the report you schedule does notcontain parameters, you will not be able to choose this option in the Customizeyour options list.


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To schedule a report with parameters

1 In theCustomize your options list, clickParameters.

2 Select the parameter you need for your report and clickAdd.

Note:The appearance of the parameter prompts on the Schedule page maydiffer from report to report depending on how the parameter field was created

in Crystal Reports.



Filters

If a report includes a record or group selection formula, you can modify it beforeyou schedule the report. Selection formulas help determine what data appears ina report and may improve performance by eliminating unwanted records. For

more information on selection formulas, see the Crystal Reports Users Guide.

To schedule a report with a record selection formula

1 In theCustomize your options list, clickFilters.

2 Change the record or group selection formula as necessary.

3 ClickUpdate.



Destination locations

You can schedule a report instance to be sent to a specific destination on yourcomputer or network, to a default file location, to email, to FTP, or to a printer. Fordestination options other than Default, you can choose the preset settings (asdetermined by your administrator) or enter specific requirementsfor the destination.

You can choose from the following destination locations:

Default

If you select the Default option, the report is scheduled to (and saved on)Crystal Enterprise.

Unmanaged DiskIf you select Unmanaged Disk, the report is saved to the file location that youspecify.

Email (SMTP)

If you select Email (SMTP) as your destination, the administrator has to havethe server information set up on the Job Server.


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FTP

If you select this option, you can select the FTP server set up by youradministrator, or you can specify your own.

Printer

If you select Printer as your destination, the report must be scheduled using theCrystal Report format.

If the administrator has specified a particular destination for the report, thisdestination option will be displayed. You may be able to update the fields for thisdestination, or select a different destination. For many of these destinations, youmust provide additional information.

To schedule a report to a specific destination

1 In theCustomize your options list, clickDestination.

2 In theDestinationlist, click the format of your choice.

3 Where applicable, select either Use the Crystal Job Servers defaults or Set thevalues to be used at schedule time here.

Choose the first option if you want to use the settings that your administratorhas specified. Choose the second option if you want to specify the destinationsettings. Complete the necessary fields as required.

4 ClickUpdate.



FormatWhen scheduling a report, the instance is created and saved using the CrystalReport format (.rpt), unless you choose a different file format. You can choose fromthe following:

Crystal Report

Excel

Word

Acrobat

Rich Text

Plain Text

Paginated Text Tab-separated Values

Character-separated Values

An instance of a report scheduled to one of the available formats is created in thatformat. For some of these formats, you can specify properties for the report.


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To schedule a report using a format

1 In theCustomize your options list, clickFormat.

2 In theReport Format list, click the format of your choice.

Where applicable, update the format properties information and click Update.



Looking at report historyCrystal Enterprise saves a history of report instances for scheduled reports thathave been run. The history list is arranged chronologically (with the most recentinstances first) and contains information such as:

Instance Time

Run By

Parameters

Format

Status

Language

The Instance Time for a successful instance becomes a hyperlink to that instance.You can view the instance by clicking the hyperlink.

Tip:

Sort instances chronologically by clicking the Instance Time columnheading. Click the column again to reverse the sort order. Or, sort instances byowner (alphabetically and reverse-alphabetically) by clicking the Run Bycolumn heading.

Use the Delete, Pause, and Resume buttons in the History page to delete aselected report, to pause the publication of a report, or to resume a pausedreport. Choose a report from the Selected column and click either the Delete,Pause, or Resume button.

To view report history

1 Click any report link that is available on SAP ePortfolio.

2 ClickHistory.

The History page appears.

3 Move the mouse over theInstance Timeof a successful instance.

The instance link changes color.


You can see detailed status information for recurring and failed instances byclicking the Status link.


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4 Click the instance link to launch the report instance in a Crystal Report Viewer.

Looking at Alerts

SAP ePortfolio tracks report instances that trigger Alerts. Alerts are custommessages created in Crystal Reports that appear when certain conditions are metby report data. Alerts are shown only for the reports in the current folder. Alertsmay indicate action to be taken by the user or information about report data.

To view Alerts

1 Navigate to a desired folder or subfolder by clicking the folder or subfolderslink in theFolderscolumn.

2 From the title bar of any view, clickAlerts.

The Alerts page appears.

3 Move the mouse over an Alert.

The instance link changes color.


4 Click the link to launch the report instance in a Crystal Report Viewer.

Launching reports in a Report Viewer

To launch a report in a Crystal Report Viewer, select the report and click Viewor View Latest Instance. Depending on the rights given to you by youradministrator, you may or may not be able to select View and/or View LatestInstance.

Tip: You select View when you want to view a report on demand; that is, Crystal

Enterprise runs the report and updates the report data with the most currentinformation from the database. If you select View Latest Instance, the mostcurrent successful instance is displayed.

If you want to view an instance other than the most recent one, look at the reporthistory and select a previous instance. For more information, seeLooking atreport history on page 26.


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To launch a report in a Crystal Report Viewer

1 Click any reports link available on SAP ePortfolio.

2 ClickViewor View Latest Instance.

The report opens in a viewer. You may be prompted for additional informationif the report contains parameters, or if no database logon credentials have beenspecified for the report.

Running translated reports on different server groups

If you are an administrator, you can use SAP ePortfolio to divide report processingacross different server groups, depending upon the language that users specifywhen they schedule reports. You can also specify a default server group for reportsthat are not otherwise assigned to a particular server group. To divide reportprocessing in this manner, you must first publish reports in multiple languages.For more information, see theCrystal EnterpriseSAP Edition Users Guide.

The ability to process all reports in a given language on a particular server groupis especially useful when your report data includes double-byte characters or otherlocale-specific features. For instance, reports that contain Japanese characters mustbe processed on a Japanese operating system.

Tip: Crystal Enterprise also allows administrators to control processing ofindividual reports. To make server group settings for a particular report object, youmust modify the objects properties in the Crystal Management Console (CMC).

To distribute processing across server groups

1 Ensure that you have defined one or more server groups in the CMC. Each

server group that you define for this purpose must include at least one JobServer and one Page Server.

For instance, if you want to create a server group for processing Japanesereports, first install a Crystal Enterprise Job Server and Page Server on amachine that is running a supported Japanese operating system. Then create anappropriately named servergroup in the CMC, andadd the new Job Server andPage Server to the server group. For details on server groups, see theCrystalEnterprise Administrators Guide.

2 Log on to SAP ePortfolio with the default Administrator account, usingEnterprise authentication.

3 ClickAdvanced in the top-right section of the title bar.


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The Server Group Settings page appears, with a section for each of the servergroups that is available on your system.

4 Click theDefault Grouplist and select the server group that you want toprocess reports that are not otherwise assigned to a particular server group.

5 To assign all reports in a particular language to a server group, type theappropriate SAP language code in the server groupsLanguage field; thenclickAdd to move the code to the Language List.

In this example, the group called Japanese Processing Servers will process allJapanese reports (that is, all multilingual reports that are scheduled in Japaneseor viewed on demand by SAP users who specify Japanese when they log on).All other reports will be processed by servers in the group called English

Processing Servers.

6 ClickApply; then clickBackto return to SAP ePortfolio.


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Viewing Reports 3

This chapter provides you with information about theCrystal Report Viewers (including the Crystal OfflineViewer) and how to view reports from them. It alsoincludes instructions for distributing reports using one oftwo methods: printing or exporting.


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The Crystal Report Viewers


The Crystal Report ViewersThe Crystal Report Viewers allow you to view reports, navigate through multiplepages, refresh data, drill down to see details behind charts and summarized data,select parameters, and so on. As well, the viewers have powerful printing andexporting capabilities.

The online Crystal Report Viewers support ActiveX, Java, and DHTML. YourCrystal Enterprise administrator can select the viewer type best suited to yourcompanys needs. You can also manually select your preferred viewer typethrough the Preferences page. For more information, seeSelecting your publicview preferences on page 11. The selected viewer is launched each time youchoose to view a report.

You can view your reports using any of the following online Crystal Report Viewers:

ActiveX viewer on page 33

DHTML viewer on page 34

Java viewer on page 35 Java Plug-in viewer on page 36

Navigator Plug-in viewer on page 37

You can also view your reports when not connected to Crystal Enterprise by usingtheCrystal Offline Viewer on page 38.

Note:

Crystal Report Viewers for Java and DHTML can be used on any platform,while the Navigator Plug-in and the ActiveX viewer are made specifically forWindows environments.

Some features of the Crystal Report Viewers may be disabled by your Crystal

Enterprise administrator. Contact your administrator for more information.


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3: Viewing Reports


ActiveX viewer

The ActiveX viewer is accessed using a web browser that supports ActiveXcontrols (Internet Explorer, for example). You can view your reports, refresh them,print them, and export them in a variety of formats.

In addition to the functions provided on the browsers standard toolbar, theActiveX viewer has the following extra functions on its custom toolbar:

Close current view

Print report

Export report

Refresh

Toggle group tree

Zoom

Go to first page

Go to previous page

Page number

Go to next page

Go to last page

Stop loading Search text

Place the mouse pointer over any of the buttons on the custom toolbar to see theassociated tool tip.


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Note:If a report is created using a different type of printer than the one availablefrom your system, you may experience formatting problems when attempting toprint a report displayed by the ActiveX viewer. The Report Viewer Print buttonuses printer settings saved with the report file. If you experience problemsprinting a report, contact your Crystal Enterprise administrator.

DHTML viewer

The DHTML viewer is accessed using a web browser that supports Dynamic HTML.You can view your reports, refresh them, and export them in a variety of formats.

In addition to the functions provided on the browsers standard toolbar, theDHTML viewer has extra functions on its custom toolbar:

Close drilldown view

Drilldown view name

Toggle group tree

Refresh report

First page

Previous page

Page number

Next page

Last page Search for text

Export report for saving or printing


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3: Viewing Reports


Java viewer

The Java viewer is accessed using a web browser that supports the Java VirtualMachine. You can view your reports, refresh them, print them, and export them ina variety of formats.

In addition to the functions provided on the browsers standard toolbar, the Javaviewer has the following extra functions on its custom toolbar:

Close current view

Go to first page

Go to previous page

Current and last page numbers

Go to next page

Go to last page

Stop

Print report

Export report

Refresh data

Show/hide group tree

Magnification factor

Text to search for

Find next

When you place the mouse pointer over a button on the customtoolbar the associateddescription appears in the bottom left-hand side of the browsers status bar.

Note:You may experience minor problems scrolling through reports in the Javaviewer. Such problems are a result of the Java Virtual Machine implemented incertain web browsers and cannot be accounted for by the Java viewer. If youexperience problems, click repeatedly on the scroll buttons to scroll. Do not holdthe scroll buttons down.


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Java Plug-in viewer

The Java Plug-in viewer is accessed using a web browser that supports the SunJava VM Plug-in (consult the Sun Microsystems web site at http://www.sun.comfor a list of browsers that support the Java Plug-in). You can view your reports,

refresh them, print them, and export them in a variety of formats.

In addition to the functions provided on the browsers standard toolbar, the JavaPlug-in viewer has the following extra functions on its custom toolbar:

Close current view

Go to first page

Go to previous page

Current and last page numbers

Go to next page

Go to last page

Stop

Print report

Export report

Refresh data

Show/hide group tree

Magnification factor

Text to search for

Find next

When you place the mouse pointer over a buttonon the custom toolbar the associateddescription appears in the bottom left-hand side of the browsers status bar.


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3: Viewing Reports


Navigator Plug-in viewer

The Navigator Plug-in viewer has the same capabilities as the ActiveX viewer,enabling you to use it with a browser that supports plug-ins, but may not supportActiveX. For example, when you use this report viewer with Netscape Navigator,

you can take advantage of all of the printing capabilities associated with ActiveX.

In additionto the functions provided on the browsers standard toolbar, this reportviewer has extra functions on its custom toolbar:

Close current view

Print report Export report

Refresh

Toggle group tree

Zoom control

Go to first page

Go to previous page

Page number

Go to next page

Go to last page

Stop loading

Search text


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Crystal Offline Viewer

The Crystal Offline Viewer is a report viewer installed locally on your computer.You can use this viewer to look at Crystal reports youve downloaded withoutbeing connected to SAP ePortfolio or Crystal Enterprise.

Using the Crystal Offline Viewer, you can: Print or export your report

Select the data you want to view

Drill down for more detail in the report

Sort the data in the report you want to view

View multiple reports

The Crystal Offline Viewer functions similarly to Crystal Reports. For informationon the tasks you can perform with the Crystal Offline Viewer (selecting records,sorting records, graphing, choosing Top N values, and so on), access the onlinehelp from the Crystal Offline Viewer Help menu.

Note:The Crystal Offline Viewer is not supported on Windows XP.

Installing the Crystal Offline Viewer

The Crystal Offline Viewer can be installed from the Crystal EnterpriseLaunchpad. Once it is installed, it resides locally as a client-side viewer.


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3: Viewing Reports


To install the Crystal Offline Viewer

1 In your browser, type the following:

http://webserver/crystal/enterprise/

Note:Check with your Crystal Enterprise administrator for the web server

name or exact URL to enter.The Crystal Enterprise Launchpad page appears.

2 ClickCrystal Offline Viewer.

3 SelectRun this program from its current locationand clickOK.

You can save the program to your hard drive if youd like. If you save it, youmust find the file and launch it in order to start the installation.

4 If you receive a security warning, clickYes to continue the installation.

The Wise Installation Wizard appears.

5 Follow the instructions on your screen accepting the default values when

possible.

6 When the installation is done, clickFinish.

Launching the Crystal Offline Viewer

The Crystal Offline Viewer is launched when you select a report (.rpt) and double-click it.

Note:If Crystal Reports is installed on your computer, it takes precedence overthe Crystal Offline Viewer and displays your reports by default.

Viewing reportsOnce you choose a report on SAP ePortfolio, you can view it in its entirety. If youclick the report link and select either View or View Latest Instance, the reportopens in a Crystal Report Viewer. SeeLaunching reports in a Report Viewer onpage 27for more information.

Report viewing activities

Depending on which Crystal Report Viewer you are using, there are a number ofactivities you can carry out when reviewing a report. For more information onwhat activities are available in each browser, seeThe Crystal Report Viewers on

page 32.

Refresh

Click Refresh to obtain the most up-to-date report data from the reports datasource. You need to have the proper rights to run this report and the report mustcontain the necessary data source information before you can refresh the report.


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Distributing reports


Find

Click Find to launch the Search dialog box. You can type the search criteria youwant to find in the report.

Toggle Group TreeClick Toggle Group Tree to show or hide the reports group tree. When the GroupTree is displayed, you can use it to navigate through your reports data.

Drill down

You can drill down on report data to show the data beneath charts and summarizedgroups. Double-click the chart or summarized data to see a drill-down view.

Zoom

Select a magnification factor from the drop-down list to zoom in or out on a report.

Scroll through pages

Use the scroll bars or First Page/Previous Page to move through the pages of areport. Go to First Page and Go to Last Page options are also available.

Set parameters

When you launch a report that contains data selection parameters, or when yourefresh its data, you are prompted to select a value. The values and/or valueranges you can choose differ from report to report, depending on how theparameter was created in Crystal Reports.

Distributing reportsUsing the Crystal Report Viewers, you can distribute reports using one of twomethods: printing or exporting.

Tip:If you have the rights to schedule reports, you can also distribute reports byscheduling directly to a disk location, email, FTP, or printer. For details, seeDestination locations on page 24.

Printing reports

1 On the viewers toolbar, clickPrint Report.

The Print dialog box appears.

2 In the Print range area, select all pages or a specific range of pages.

3 In the Copies area, select the number of copies for the report.


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3: Viewing Reports


4 If you select theCollatecheck box, the report prints each page in order.

For example, if you are printing two copies of a report with four pages, yourreport prints page one, two, three, and four of the first copy, and then prints thesecond copy.

5 ClickOK.The Printing Records dialog box appears displaying the progress of your printjob.

Exporting reports

Successful instances of reports can be exported to several reporting formats, aswell as to popular word processor and spreadsheet formats. This makes thedistribution of information easier. For example, you may want to export data thatprojects sales trends to an Excel spreadsheet before you email it to the sales team.

Format typesCrystal Enterprise provides you with several export format types. They include:

Crystal Reports

Microsoft Excel

Microsoft Word

Rich Text Format

Adobe Acrobat

Note:

When you export a report to a file format other than Crystal Reports format(.rpt), you may lose some or all of the formatting that appears in your report.

However, the program attempts to preserve as much formatting as the exportformat allows.

The Crystal Offline Viewer provides other formats for exporting. For moreinformation about these formats, see theCrystal Reports Users Guide.


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Distributing reports



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Publishing Objects to Crystal Enterprise 4

This chapter focuses on the publishing process: itintroduces the Crystal Publishing Wizard and tells youhow you can use it to add Crystal reports and other objectsto SAP ePortfolio or to your custom web desktop; it alsodescribes alternative ways of adding objects to the CrystalEnterprise environment.


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Publishing overview


Publishing overviewPublishing is the process of adding objects such as Crystal reports to the CrystalEnterprise environment and making them available to authorized users. Theobjects that you publish may be individual reports created with Crystal Reports,analytical applications designed with Crystal Analysis, other objects that youvecreated using Crystal Enterprise plug-in components, or directories containingmultiple objects.

When you publish an object to Crystal Enterprise,an entry is made in the AutomatedProcess Scheduler (APS) database. The File Repository Server stores the new objectbelow the\Enterprise\FileStore\Input\data\ directory. When a user schedules aninstance of any object, Crystal Enterprise checks the APS database for the location ofthe object file; the appropriate server component then retrieves and processes theobject file from the File Repository. The processed instance is stored by the FileRepository Server below the\Enterprise\FileStore\Output\data\ directory.

Note:Your ability to publish reports is restricted until you upgrade to CrystalEnterpriseEnhanced SAP Edition. Before upgrading, you are limited to workingwith the predefined Crystal reports that your administrator has made availableon your system.

You can publish objects to Crystal Enterprise in a number of ways:

Use the integrated BW publishing options when you are:

Publishing reports in batches from BW to Crystal Enterprise.

Designing your own reports off BW queries with Crystal Reports.

For details, seePublishing reports stored in BW on page 45.

Use the Crystal Publishing Wizard when you:

Have access to the locally installed application. Are adding multiple objects or an entire directory.

For details, seePublishing with the Crystal Publishing Wizard on page 46.

Use the Crystal Management Console (CMC) when you are:

Publishing a single object.

Taking care of other administrative tasks.

Performing tasks remotely.

For details, seePublishing with the Crystal Management Console on page 53.

Save directly to your Enterprise folders when you are:

Designing reports with Crystal Reports.

Creating other objects with Crystal Enterprise plug-in components such as

Crystal Analysis.

For details, seeSaving objects directly to the APS on page 54.

Note:Crystal Enterprise supports reports created in versions 6 through 8.5 ofCrystal Reports. Reports will appear in version 8 format when they are launchedfrom Crystal Enterprise.


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4: Publishing Objects to Crystal Enterprise


Publishing options

During the publishing process, you specify how often the data in the report isupdated. You can choose to force usersto see specific instances based on a schedulethat you determine (recurring), or you can choose to let users set the schedule

themselves (on demand).

Specifying the data that users see (recurring)

This option is recommended for objects that are accessed by a large number ofpeople and that do not require separate database logon credentials.

Benefits

Users view the same instance of the report, reducing the number of times thedatabase is hit and using system resources more effectively.

The report instance is static (contains saved data) and is stored on the CacheServer, allowing multiple users to access the report at the same time.

Drawbacks

The instance the users see is based on the selection criteria (parameters andrecord selection formulas) and schedule set by the administrator.

Allowing users to update the data in the report (on demand)

This option is recommended for smaller reports that use parameters and selectionformulas, require separate database logon credentials, or have frequent data changes.

Benefits

Users are able to determine the frequency in which the data in the report isupdated.

Drawbacks

Multiple users generating reports at the same time increases the load on thesystem and the number of times the database is hit.

Each unique report page is cached separately. Its possible that the Cache Servercan contain many copies of the cached report, each of them being generated byhitting the Page Server and database.

Publishing reports stored in BWAfter designing your own report based on a BW query, you can simultaneously

save the report to BW and publish it to Crystal Enterprise from within CrystalReports. To enable this feature in Crystal Reports, click Settings on the SAP menu,and ensure that Automatically publish to Crystal Enterprise is selected. (TheSAP menu appears only after you install Crystal ReportsSAP Edition discs 1 and2. For details, see theCrystal EnterpriseSAP Edition Installation Guide.)


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Publishing with the Crystal Publishing Wizard


To publish large numbers of Crystal reports from within the SAP repository, youcan execute the programRSCR_ADMIN_REPORTS. In addition to having permission toexecute this program within BW, you must also have publishing rights in CrystalEnterprise. These publishing rights are described in theCrystal EnterpriseSAPEdition Installation Guide.

For details on using theRSCR_ADMIN_REPORTS program in BW, see the SAP Library >Business Information Warehouse > System Administration Tasks >Administrating Crystal Reports.

Publishing with the Crystal Publishing WizardThe Crystal Publishing Wizard is a locally installed, 32-bit Windows application.The wizard is made up of a series of screens. Only the screens applicable to theobjects or folders you are publishing appear. This section of the guide features aseries of procedures to help you through the Crystal Publishing Wizard.

Note:Use this version of the Crystal Publishing Wizard to publish .rpt files only.

Once the object has been published, it will appear in the folder you specified inSAP ePortfolio (or other web desktop) and in the Objects management area of theCMC.

Note: Depending on the rights assigned by your Crystal Enterprise administrator,you may not have access to the Crystal Publishing Wizard.

Adding objects/folders

1 From theCrystal Enterprise program group, clickCrystal Publishing Wizard.

2 ClickNext.

3 Enter the path for the object you want to add.

If youre not sure of the location, click Find File to search.

Adding multiple objects

1 Select theAdd multiple reportscheck box.

2 Click either Find Directory orFind File.

Use the Find Directory button to specify a directory that contains a number ofobjects you want to add.

Use the Find File button to specify a single object.

3 After selecting a directory, clickAdd Directory. Or, if you have alreadyselected a file, clickAdd File.


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All of the objects contained in the directory you specified are added to the filelist. If you selected Include subfolders, all the objects in all the subfolders arealso added.

Note:If the directory or file you entered cannot be found by the wizard, theAdd Directory button is disabled.

4 Select the check boxes associated with the objects you want to publish.

Click the Select All button if you have a large number of files and want to addthem all.

5 ClickNext.

The Select an APS dialog box appears.

Selecting the APS

You must log on to an APS in order to publish the objects you selected.

1 Select the authentication type associated with your account.

Enterprise authentication requires a user name and password that isrecognized by Crystal Enterprise.

Windows NT authentication requires a user name and password that isrecognized by Windows NT.

LDAP authentication requires a user name and password that is recognizedby your LDAP user database.

2 Enter the name of the APS you want to use as a storage repository for theobjects you selected.

Note:If you cannot connect by specifying the APS name, provide the APS IPaddress and port (for example,172.30.6.20:6400).


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3 Enter your user name and password for the APS you selected.

4 ClickNext.

The Creating Objects dialog box appears indicating the progress of the objectcreation process.

If it is possible to duplicate the folder structure, the Folder Hierarchy dialogboxappears. Otherwise, the APS Folder dialog box appears when the processing iscomplete.

Duplicating the folder structure

If you are adding multiple objects from a directory and its subdirectories, you areasked if you want to duplicate the existing folder hierarchy on the APS.

1 ClickYes orNo.

Click the Yes button to have all of the folders and subfolders recreated on theAPS as they appear on your hard drive.

Click the No button to have all of the objects placed in a single folder.

2 ClickNext.

Creating and selecting a folder on the APS

To add the selected objects, you must create or select a folder on the host APS. Onlythe folders that you have full control access to will appear.

1 Click the folder you want to add the objects to. Click+to the left of the folderto view the subfolders.

To add a new folder to the APS, select a parent folder and then click the NewFolder button. The new folder appears and can be renamed.


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To delete a folder, select the folder and click the Delete Folder button.

Note:You can delete only folders added manually (folders added manuallyare green; those added by the wizard are yellow).

If you are adding multiple objects and want to place them in separatedirectories, you can do so in the next section.

2 ClickNext.

The Location Preview dialog box appears.

Moving objects between folders

1 Move objects to the desired folders by selecting each object and then clickingMove UporMove Down.


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You can also add and delete folders by selecting a parent folder and clicking theNew Folder or Delete Folder buttons. You can drag-and-drop objects to placethem where you want. And you can right-click objects to rename them.

By default, objects are displayed using their titles. You can display the objects

local file names by clicking the Show file names button.2 ClickNext when you are finished.

The Schedule Interval dialog box appears.

Changing scheduling options

The data in reports added to SAP ePortfolio or your custom web desktop can berefreshed at intervals you select.

1 Select one of three intervals:

Run once only

Selecting the Run once only option provides two more sets of options:

when finished this wizard

This option runs the report once when youve finished publishing it. Thereport is not refreshed again until you reschedule it.

at the specified date and time

This option runs the report once at a date and time you specify. The reportis not refreshed again until you reschedule it.

Let users update the object

This option does not schedule the report. Instead, it leaves the task ofscheduling up to the user.

Run on a recurring schedule

Once you have selected this option, click the Set Recurrence button to setthe scheduling options.

The Pick a recurrence schedule dialog box appears.

The options in this dialog box allow you to choose when and how often thereport runs. Select the appropriate options and click the OK button.

2 ClickNext after the schedule has been set.

The Change Default Values dialog box appears.

Changing default values

You can choose to publish objects without changing any of the default properties,or you can go through the remaining screens and make changes.

Note:If you use the default values, your object may not schedule properly if thedatabase logon information is not correct, or if the parameter values are invalid.

If you want to publish objects without making modifications:

1 SelectPublish reports without modifying properties.


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2 ClickNext through the wizards remaining dialog boxes.

If you want to review or modify objects before publishing:

1 SelectReview or modify report properties.

2 ClickNext.The Review Report Properties dialog box appears.

Changing object properties1 Select the object you want to modify.

2 Enter a new title or description.

3 Select theGenerate thumbnail imagecheck box if you want users of SAPePortfolio to see a thumbnail of the object before they open it.

Tip: The Generate thumbnail image check box is available only if the report wassaved appropriately. To display thumbnails for a report, you must save the reportwith data and select the Save preview picture check box in Crystal Reports. Tolocatethis check box in Crystal Reports 8.x, open a report and click Summary Infoon the File menu. The Save Data wi

Crystal Enterprise SAP Edition -SAP ePorfolio user's guide.pdf

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