Working with Longview Analysis and Reporting Files

In Longview Analysis and Reporting, the tasks you perform and the functionality to which you have access depend on the role you have been assigned.

Your role in the reporting process

In Longview Analysis and Reporting, you perform tasks based on a role assigned to your individual user ID or user group (if you are using V3 compatibility — for more information, see the Longview Application Administrator Guide).

People who need to analyze data, and prepare or run reports are assigned one of three roles:

Your System Administrator uses Longview Application Administrator to assign your role. If you think your role has been assigned incorrectly, see your System Administrator.

Your starting point

In Longview Analysis and Reporting, your starting point is the Longview Analysis and Reporting dialog. The appearance of this dialog depends on your role — Report Publisher, Report Author, or Report User.

Report Publishers and Report Authors

If you are a Report Publisher or Report Author, the Longview Analysis and Reporting dialog contains tabs for Views, Templates, Batches, Links, and Categories.

Files are listed numerically and alphabetically.

Report Users

If you are a Report User, the Longview Analysis and Reporting dialog contains tabs for Templates and Batches.

Files are listed numerically and alphabetically.

In this chapter, you can find information on these main topics:

• Understanding file types and dimensions
• Creating templates and DataViews
• Opening templates and DataViews
• Refreshing templates and DataViews
• Saving templates and DataViews
• Deleting templates and DataViews

Understanding file types and dimensions

In Longview Analysis and Reporting, you can work with various file types.

• report templates (.rtp)
• DataViews (.kdv)
• report batches (.rbt)

While the types of files to which you have access depends on your role in the reporting process, both report templates and DataViews share some basic common characteristics.

Report templates (rtp)

In Longview Analysis and Reporting, Report Publishers create the report templates that set the general criteria for the content and format of the reports that Report Users access for their tasks.

All data in report templates is read-only.

When published to the database, Report Users can access the template to run their reports either individually or in batches. However, they see the template in report view format only.

Report Users cannot create report templates. They can only view the templates the Report Publisher has published to the database, in report view format. For more information, see Designing reports.

DataViews (kdv)

In Longview Analysis and Reporting, Report Publishers and Report Authors can create DataViews for their own analysis purposes.

DataViews are similar to report templates and have the same functionality. However, they cannot be published to the database, and can only be saved locally.

All data in DataViews is read-only.

Report batches (rbt)

In Longview Analysis and Reporting, both report templates and DataViews can be viewed and formatted in report view format.

Note: When Report Users open report templates published by the Report Publisher, they see the template only in report view format.

Individually, reports can be printed, or saved as .pdf or .png files.

However, if you have many standard reports that must be run at regular intervals, you can automate the process using batch files. When a batch file is run, each report in the batch is either printed, or saved as a .pdf or .png file to a location of your choosing.

For more information, see Working with report batches.

Use and fixed dimensions

Within a report template or DataView, there are two types of dimensions:

• The use dimensions are those that are visible in either the down or across directions of the template or DataView. You can choose to display as many symbols as you want in these dimensions. Also, you can have more than one dimension in the down and across directions at the same time.
• The fixed dimensions are used to complete the database coordinates of the symbols and data to include in the template. These can contain no more than one symbol at a time.

Inner and outer dimensions

In Longview Analysis and Reporting, you have the option of including more than one dimension in either the down direction or across direction. For example, if you want to see data for multiple accounts in multiple entities, you may want to identify multiple dimensions for the down dimension.

If there is more than one dimension in either the down or across directions, the innermost dimension (the one closest to the data), is called the inner dimension. Each of the others is called an outer dimension.

The following illustration shows the inner and outer dimensions in the down direction.

The following illustration shows the inner and outer dimensions in the across direction. The inner across dimension is the right-most dimension in the list.

Creating templates and DataViews

Regardless of whether you are building report templates or DataViews, the common starting point is called a view.

Notice that initially, there is no file type associated with the view in the title bar.

It is only when you save the view that you must decide what type of file it must be. For example, the following view has been saved as a report template.

The file’s type is identified by its file name extension (.rtp) in the title bar.

Creating a report template

As Report Publisher, it is your responsibility to create the report templates that are the basis for the activities of Report Users.

Depending on your role, you may be able to create a report template.

The procedure you use depends on your starting point.

From the Longview Analysis and Reporting dialog

To create a report template from the Longview Analysis and Reporting dialog, follow these steps.

1. In the Longview Analysis and Reporting dialog, click the Views tab.
2. Choose File > New. A blank view appears.

   

   You are now ready to work with the content and appearance of the template.

3. When you save the file, be sure to save it in report template format. For more information, see Saving a report template - Report Publishers.

From the view window

To create a report template from a currently open view window, follow these steps.

1. In the view window, do one of the following:
   • To create a report template in the current window, choose File > New >Replace this window. A confirmation dialog may appear asking if you want to save changes to the open view. Click Yes or No as necessary.
   • To create a report template in a different window without closing the open view, choose File > New > Open in new window.
2. A blank view appears.

   

   You are now ready to work with the content and appearance of the view.

3. When you save the file, be sure to save it in report template format. For more information, see Saving a report template - Report Publishers.

Creating a DataView

As Report Publisher or Report Author, you can create local DataViews for your own data analysis and report requirements.

Depending on your role, you may be able to create a DataView.

The procedure you use depends on your starting point.

From the Longview Analysis and Reporting dialog

To create a DataView from the Longview Analysis and Reporting dialog, follow these steps.

1. In the Longview Analysis and Reporting dialog, click the Views tab.
2. Choose File > New. A blank view appears.

   

   You are now ready to work with the content and appearance of the view.

3. When you save the file, be sure to save it in DataView format. For more information, see Saving a DataView.

From the view window

To create a DataView from a currently open view window, follow these steps.

1. In the view window, do one of the following:
   • To create a DataView in the current window, choose File > New > Replace this window. A confirmation dialog may appear asking if you want to save changes to the open view. Click Yes or No as necessary.
   • To create a DataView in a different window without closing the open view, choose File > New > Open in new window.
2. A blank view appears.

   

   You are now ready to work with the content and appearance of the view.

3. When you save the file, be sure to save it in DataView format. For more information, see Saving a DataView.

Opening templates and DataViews

The types of files you can open in Longview Analysis and Reporting depend on your role.

For more information on types of files, see Understanding file types and dimensions.

Opening a report template - Report Publishers

The procedure you use depends on your starting point.

From the Longview Analysis and Reporting dialog

To open an existing report template from the Longview Analysis and Reporting dialog, follow these steps.

1. In the Longview Analysis and Reporting dialog, click the Templates tab. A list of existing report templates appears.

   

   Files are listed numerically and alphabetically.

2. To see all your existing templates, select Any Group in the Templates published to field.
3. Select the report template to open and choose File > Open. The report template appears.

From the view window

Only Report Publishers and Report Authors can open a report template from the view window.

To open an existing report template from a view window, follow these steps.

1. In the view window, choose File > Open. If you have any unsaved changes in the view currently open, a confirmation dialog appears prompting you to save those changes.

   

2. Click Yes or No as desired. The Open dialog appears.

   

3. Complete these fields:

   Field	Description
   Look in	Select the folder containing the view you want to open. The default is the reporting folder.
   Files of type	Select Report Template (*.rtp). A list of existing report templates appears.
   File name	Select the report template from the list.

4. Click Open. The report template appears.

Opening a report template - Report Authors

Depending on your role, you may be able to open report templates.

For more information on types of files, see Understanding file types and dimensions.

To open a published report template, follow these steps.

1. In the Longview Analysis and Reporting dialog, click the Templates tab. A list of report templates published to your group appears.

   

   Files are listed numerically and alphabetically.

2. Select the report template to open and choose File > Open.
   • If symbols have already been selected for each dimension in the template, the template appears.
   • If there are currently no symbols selected in one or more of the dimensions, the Symbol Selection dialog appears. Proceed to step 3.

   

3. Complete the following:

   Field

   Description

   Available Symbols and Selected Symbols

   Find symbols in the Available Symbols list and click the arrow to move them to the Selected Symbols list. You may select as many symbols as necessary. If you want to prompt Report Users or Input Contributors to select symbols for a particular dimension (for example, an entity) when they open the template, do not select a symbol for that dimension. You must remember however, to make sure users are allowed to select symbols for that dimension when you publish the template. You can change the order of the symbols in the Selected Symbols list. Simply click and hold, and then drag the symbol to its desired place. Depending on how your system is set up, Publishers may have the ability to select attributes instead of symbols. These attributes can be used to automate the selection of specified symbols in the templates that Report Users have access to.

4. You can search for symbols in several ways:

   To search	Do this
   Through the hierarchy	Click on symbol names in the hierarchy to drill down to the appropriate symbol. Parent symbols that you can expand, and collapse are identified by a grey circle beside them.
   By name	Start to type its name in the Search field. (You do not have to worry about case-sensitivity.) The application finds the first symbol whose name contains the letters you typed. To find the next occurrence, click Find Next.
   By description	Select By Description and start to type its description in the Search field. (You do not have to worry about case-sensitivity.) The application finds the first symbol whose description contains the letters you typed. To find the next occurrence, click Find Next.

5. Click OK. If there are more dimensions for which symbols have not been selected, the Symbol Selection dialog reappears. Repeat step 3 to step 5 for each dimension you are prompted to select symbols for. When you are finished selecting symbols, the report template appears.

Opening a report template - Report Users

Depending on your role, you may be able to open report templates.

For more information on types of files, see Understanding file types and dimensions.

To open an existing report template, follow these steps.

1. In the Longview Analysis and Reporting dialog, click the Templates tab. A list of report templates published to your group appears.

   

   Files are listed numerically and alphabetically.

2. Select the report template to open and choose File > Open.
   • If you are not allowed to select any symbols in the report, the report appears. You can proceed to analyze the data and print the report. For more information, see Designing reports.
   • If you are allowed to select symbols in the report, but symbols have already been selected for each dimension, the report appears. You can proceed to analyze the data and print the report. For more information, see Designing reports.
   • If you are allowed to select symbols for your report, and there are currently no symbols selected in one or more of the dimensions, the Symbol Selection dialog appears. Proceed to step 3.

   

3. Complete the following:

   Field

   Description

   Available Symbols and Selected Symbols

   Find symbols in the Available Symbols list and click the arrow to move them to the Selected Symbols list. You may select as many symbols as necessary. If you want to prompt Report Users or Input Contributors to select symbols for a particular dimension (for example, an entity) when they open the template, do not select a symbol for that dimension. You must remember however, to make sure users are allowed to select symbols for that dimension when you publish the template. You can change the order of the symbols in the Selected Symbols list. Simply click and hold, and then drag the symbol to its desired place. Depending on how your system is set up, Publishers may have the ability to select attributes instead of symbols. These attributes can be used to automate the selection of specified symbols in the templates that Report Users have access to.

4. You can search for symbols in several ways:

   To search	Do this
   Through the hierarchy	Click on symbol names in the hierarchy to drill down to the appropriate symbol. Parent symbols that you can expand, and collapse are identified by a grey circle beside them.
   By name	Start to type its name in the Search field. (You do not have to worry about case-sensitivity.) The application finds the first symbol whose name contains the letters you typed. To find the next occurrence, click Find Next.
   By description	Select By Description and start to type its description in the Search field. (You do not have to worry about case-sensitivity.) The application finds the first symbol whose description contains the letters you typed. To find the next occurrence, click Find Next.

5. Click OK. If there are more dimensions for which symbols have not been selected, the Symbol Selection dialog reappears. Repeat step 3 to step 5 for each dimension you are prompted to select symbols for.
6. When you are done selecting symbols, the report template appears. You can proceed to analyze the data and print the report. For more information, see Designing reports.

Opening a DataView

Depending on your role, you may be able to open DataViews.

For more information on types of files, see Understanding file types and dimensions.

To open an existing DataView from the Longview Analysis and Reporting dialog, follow these steps.

1. In the Longview Analysis and Reporting dialog, click the Views tab. A list of all your locally saved DataViews appears.

   

   Files are listed numerically and alphabetically.

2. Select the DataView to open and choose File > Open. The DataView appears.

Refreshing templates and DataViews

You can use the refresh features in Longview Analysis and Reporting to ensure that you are viewing and using the most recently published versions of templates, as well as the most current data in other types of files.

Refreshing report templates - Report Publishers

You can use the refresh feature to restore the content of the local version of a report template with the most recently published version of the file.

For example, let’s say you publish a report template to the database, and then make changes to your local copy. If you decide at a later time that you do not want to publish those changes, you may want to make your local copy match the published one on the database.

You can also refresh just the data content of report templates that you currently have open, on an individual basis.

Restoring a local report template

To restore the structure and content of a local report template, so that it matches the currently published version, follow these steps.

1. In the Longview Analysis and Reporting dialog, click the Templates tab.

   

2. For Templates published to select the group to which you published the report template, the local version of which you want to restore. A list of report templates published to that group appears. For a list of all report templates, select Any group.
3. Do one of the following:
   • To restore all local report templates that have been published, make sure none of the templates in the list is selected (if any template is selected, you can clear it by holding down the Ctrl key and clicking it), and choose Tools > Refresh Data. A confirmation dialog appears.

     

     Click Yes. The local versions of all published report templates are restored to show the content of the published versions.

   • To restore a single local report template, select it in the list and choose Tools  > Refresh Data. The local version of the template is restored to show the content of the published version.

Refreshing the data content of an open report template

To refresh the data content of a report template while it is open, choose Tools >Refresh Data. The data content of the template is refreshed.

Refreshing report templates - Report Publishers

You can use the refresh feature to restore the content of the local version of a report template with the most recently published version of the file.

For example, let’s say you publish a report template to the database, and then make changes to your local copy. If you decide at a later time that you do not want to publish those changes, you may want to make your local copy match the published one on the database.

You can also refresh just the data content of report templates that you currently have open, on an individual basis.

Restoring a local report template

To restore the structure and content of a local report template, so that it matches the currently published version, follow these steps.

1. In the Longview Analysis and Reporting dialog, click the Templates tab.

   

2. For Templates published to select the group to which you published the report template, the local version of which you want to restore. A list of report templates published to that group appears. For a list of all report templates, select Any group.
3. Do one of the following:
   • To restore all local report templates that have been published, make sure none of the templates in the list is selected (if any template is selected, you can clear it by holding down the Ctrl key and clicking it), and choose Tools > Refresh Data. A confirmation dialog appears.

     

     Click Yes. The local versions of all published report templates are restored to show the content of the published versions.

   • To restore a single local report template, select it in the list and choose Tools  > Refresh Data. The local version of the template is restored to show the content of the published version.

Refreshing the data content of an open report template

To refresh the data content of a report template while it is open, choose Tools >Refresh Data. The data content of the template is refreshed.

Refreshing report templates - Report Authors

You can use the refresh feature to refresh the structure and content of all report templates published to your group. You can also refresh just the data content of report templates that you currently have open, on an individual basis.

Refreshing all published report templates

You can use the refresh feature to refresh the structure and content of all report templates published to your group. This ensures that you are accessing the most recently published versions of those templates.

To refresh the structure and content of all report templates published to your group, follow these steps.

1. In the Longview Analysis and Reporting dialog, click the Templates tab.

   

2. Choose File > Refresh. A confirmation dialog appears.

   

3. Click Yes. All report templates published to your group are refreshed.

Refreshing the data content of an open report template

To refresh the data content of a report template while it is open, choose Tools >Refresh Data. The data content of the template is refreshed.

Refreshing report templates - Report Users

You can use the refresh feature to refresh the structure and content of all report templates published to your group. This ensures that you are accessing the most recently published versions of those templates.

To refresh the structure and content all report templates published to your group, follow these steps.

1. In the Longview Analysis and Reporting dialog, click the Templates tab.

   

2. Choose File > Refresh. A confirmation dialog appears.

   

3. Click Yes. All report templates published to your group are refreshed.

Refreshing DataViews

You can refresh the data content of an open DataView so that it displays the most current database data.

To refresh the data content of an open DataView, choose Tools > Refresh Data. The data content of the DataView is refreshed.

Saving templates and DataViews

While you are working on a view, or when you are finished, you can save it. You can save it in several different formats, depending on the component you are using and your role.

Saving a report template - Report Publishers

You can save a report template locally before publishing it to the database. When you save a template for the first time, you are prompted to define the dimensions in which users can select and drill into the symbols in the published report.

To save a view in report template format, follow these steps.

1. In the view, do one of the following:
   • Choose File > Save.
   • To save an existing template using a different name, choose File > Save As. The Save dialog appears

   

2. Complete these fields:

   Field	Description
   Save in	Select the folder in which you want to save the template. The default is the reporting folder.
   Files of type	Select Report Template (*.rtp).
   File name	Type a name for the template.

3. Click Save. If you have not saved the template before, the Select Frozen Dimensions dialog appears.

   

4. For each dimension listed, complete these fields:

   Field	Description
   Frozen	Select this field to specify that the dimension is frozen or clear this field to allow Report Users to select the symbols for this dimension in the template.
   Drillable	If Frozen is cleared for this dimension, this field is automatically selected and cannot be cleared. Select this field to allow Report Users to drill into the symbol hierarchies in this dimension in the template.
   Available Symbols	This field is available only if Frozen is cleared for this dimension. This field is unavailable for Schedule dimensions. Click the symbol selector button ( ... ) and use the Available Symbol Selection dialog to specify the symbols that are available to Report Users in the Symbol Selections dialog in the template. If you do not specify any symbols for this field, all symbols that Report Users have access to in the dimension are available. Note: The symbols specified for this field should include the symbols selected for the template in Specifying orientation and symbols in a template. If a symbol is selected in the template and is not specified as an available symbol, Report Users cannot reselect it if they remove it in the Symbol Selections dialog.
   Resolution Depth	This field is available only if Frozen is selected for this dimension. Specify the number of levels to go down in the hierarchy until a symbol the Report User has access to is reached. This number is only applicable when a template is set to use a symbol above the Report User’s access in the hierarchy. This number may be entered manually (valid values are from 0 to 99) or can be selected by clicking the cell and selecting the number from the drop-down list. The default value for this field is 99.

   For more information on how these settings affect template behavior, see Editing dimension and symbol control.

5. Click OK. The template is saved locally on your hard drive.

Saving a report template - Report Users

As a Report User, you can access published report templates only in report view format. As such, when you save a report template, you must save it in either .pdf or .png format.

For more information, see Saving reports.

Saving a DataView

In Longview Analysis and Reporting, while you are working on a view, you may be able to save it in DataView format.

To save a view in DataView format, follow these steps.

1. In the view, do one of the following:
   • Choose File > Save.
   • To save an existing view using a different name, choose File > Save As. The Save dialog appears.

   

2. Complete these fields:

   Field	Description
   Save in	Select the folder in which you want to save the DataView. The default is the reporting folder.
   Files of type	Select DataView (.kdv).
   File name	Type a name for the DataView.

3. Click Save. The DataView is saved.

Saving a file in Excel format

You may be able to export the contents of a view to an Excel worksheet.

With the view saved in Excel format, you can open it as a worksheet in Microsoft Excel.

To save a view as an Excel worksheet, follow these steps.

1. Hidden symbols, suppressed symbols, and the child symbols of collapsed symbols do not appear in an Excel worksheet. If you want them to appear in the Excel worksheet, make these symbols visible before exporting.
2. In the view window, choose Tools > Export to Excel. The Export to Excel - 1 of 3 - Output Format dialog appears.

   

   Note: If you are working with a report that contains more than 255 columns, the “As displayed” option is unavailable and the “In PivotTable format” option is selected by default.

3. Select one of the following:

   Field	Description
   As displayed	To display data in the Excel worksheet exactly as it is in the view. If you select this option, you cannot change the orientation in the Excel worksheet, as you can in the original view.
   In PivotTable format	To display data in PivotTable format. This format allows you to create PivotTable reports in Excel. For more information, see your Microsoft Excel documentation.

4. Click Next. The Export to Excel - 2 of 3 - Filename dialog appears.

   

5. For Save the file as, type the folder path and file name for the new Excel file, or click Browse to find an existing file to replace.
6. Click Next. The Export to Excel - 3 of 3 - Launch Excel dialog appears.

   

7. For Open in Excel Now, do one of the following:
   • To open the Excel worksheet you have just created, select this field.
   • To save the Excel worksheet without opening it right now, clear this field.
8. Click Finish. Depending on your selection in step 7, the view or the Excel worksheet appears.

Deleting templates and DataViews

The types of files you can delete in Longview Analysis and Reporting depend on your role.

Deleting a report template

Depending on your role, you may be able to delete report templates when they are no longer useful.

Caution: If you follow this procedure, you cannot reverse your decision. Use with caution.

If you delete a published template without unpublishing first, you delete the copy on your local drive, but not the one on the application database. To completely delete a template, you must also unpublish it, before or after you delete the local copy.

The procedure you use depends on your starting point.

From the Longview Analysis and Reporting dialog

To delete a report template from the Longview Analysis and Reporting dialog, follow these steps.

1. In the Longview Analysis and Reporting dialog, click the Templates tab. A list of existing report templates appears.

   

2. To see all your existing templates, select Any Group in the Templates published to field.
3. Select the template you want to delete.
4. Press the Delete key. A confirmation dialog appears.
5. Click OK. The local copy of the template is deleted.

From Windows Explorer

If the Longview Analysis and Reporting dialog is not open, you can delete a report template in Windows Explorer as you would any other file.

Deleting a DataView Depending on your role, you may be able to delete DataViews when they are no longer useful.

The procedure you use depends on your starting point.

From the Longview Analysis and Reporting dialog

To delete a DataView from the Longview Analysis and Reporting dialog, follow these steps.

1. In the Longview Analysis and Reporting dialog, click the Views tab. A list of all your locally saved DataViews appears.

   

   Files are listed numerically and alphabetically.

2. Select the DataView to delete.
3. Press the Delete key. A confirmation dialog appears.
4. Click OK. The DataView is deleted.

From Windows Explorer

If the Longview Analysis and Reporting dialog is not open, you can delete a DataView in Windows Explorer as you would any other file.