Smart view instructions_2_7_14

Oracle Smartview
Workshop
Smart View 11.1.2.1

Agenda
1) Smart View Overview
2) Connecting to Planning via Smart View
3) Using Smart View to connect to Web
Forms
4) Tips, Tricks & Hints on Using Smart View
to Connect to Web Forms
5) Smart View Ad-Hoc Reporting
6) Questions?
2

Objectives
 Provide an introduction to the
Smart View for Office tool.
 Enable Dartmouth team to begin
accessing Hyperion Planning,
Essbase and data using Smart
View.
 Enable users to create adhoc
reports using Smart View and
explore other key features
3

Smart View Basics
Brief overview of the features available in Smart View
4

What is Smart View?
5
• MS Office based link to the
Dartmouth applications
allowing you to extract
data, and send it back
• View Web Forms in
Microsoft Excel
• Change and send
information back to the
underlying Essbase
database
• Incorporate all object
security from Planning

What is Smart View? – continued.
 Smart View allows you to work with pre-existing Web Forms in
Microsoft Excel
◦ You can view, enter, edit, and send data back into the cubes
◦ You can hide cells you do not need to see/use
◦ You can add formulas (with caveats)
◦ You cannot add additional rows or columns of data—they will be lost
when data is transmitted back into the cubes – HOWEVER you can
do using in Ad-Hoc Analysis…
 Smart View also has an ad-hoc mode, which can be used to create
pivoted free form reports. Based in Excel, this tool is a powerful way to
create custom reports.
 We will start with using Smart View to access pre-existing Web
Forms…
6

Why Smart View?
 Smart View is a powerful
tool that enables user’s to
define their own reports.
 Better, and broader, access
to information.
 Customizable, and easy to
work with (It’s in Excel!)
7

Getting Started
Connecting to Hyperion Planning using Smart View
8

Getting Started:
9
Microsoft Excel 2010:
 The Smart View installation will add a new “Smartview” ribbon to your
Excel menu. If you click on the ribbon you will see all of the buttons
associated with the menu.
Before we can connect to the Dartmouth applications, we’ll need to set up a
connection to the Planning applications

Getting Started - connecting
10
Select “Options” under the Smartview toolbar Server connection:
https://bi.dartmouth.edu:443/workspace/
SmartViewProviders

Getting Started - connecting
11
After setting URL, you are ready to connect
Click “Panel” to
bring up connection
menu on the left
Click “Shared
Connections” to
select Connect
You will be prompted to
log in – use your network
user ID and password.
After which this window
pane will appear

Web Form Review
Overview of Web Forms and Changes
12

Hyperion Planning Web Forms in
Excel
13
• All Web Forms previously accessed via Planning web are also
available in Excel
• Overall functionality is the same as web-based forms
 Update Budget, Projections
 Upload or save data to database
 Roll up plan
• Excel Web Forms allow for ease and flexibility
• Copy paste options available
• Freeze window panes
• Saves and opens just like Excel file

Opening forms in Excel
14
Double-click on the
form you wish to
open
Expand “Oracle
Hyperion Planning”
folders to “Forms”

Updating forms in Excel
15
Selections Entity, Org
and Funding are made
here. Click “Refresh”
after making selection.
Yellow cells indicate
those where data may
be written. Grey cells
are read only.

Updating forms in Excel
16
Enter values, use
formulas, copy paste
in cells highlighted in
yellow. Grey cells are
ready only
Calculated fields will
update only after data
has been submitted to
Planning database
Click “Submit Data” to
upload to Planning
Database
Excel “Undo” will not
work to reverse data
submitted to database

Save the Form
17
 To ensure correct aggregation of data, make sure you have
submitted your changes
 Note that the Excel Save button does not save anything back
into Planning!

#Missing Data
18
 You may notice in a Smart View form that you see cells that
contain the value “#Missing”
 A cell that displays #Missing has no data value in the data
form
 You can enter a data value by selecting an editable cell and
entering the value
 You can also eliminate irrelevant data in a cell by selecting
the cell with the irrelevant data and replacing the data with
#Missing
 You can use the Options menu to change #Missing to a blank
cell:
 Options
 Display Tab
 Remove value in field labeled #No Data/Missing
 Click OK
It is important to note that #Missing is different from zero. Zero is
a data value, and #Missing indicates lack of a data value for the
cell.

Adding Data To Cells in Smart
View Forms
You can enter data into the yellow cells using the following
methods:
1. Overwrite the data by typing over it with a new value.
2. Copy and Paste:
◦ Select the cell or group of cells that contain the data that you
want to copy
◦ Right-click and select Copy
◦ Select the cell or group of cells to which you want to past the
data
◦ Click Paste
NOTE: If you try to copy and paste using the keyboard
equivalents Ctrl+C and Ctrl+V twice, the value is not copied in
the second time.

Using Microsoft Excel
Functionality
It is possible to use Excel functions in Smart View Forms
Steps:
1. Connect to Planning from Excel
2. Select Form
3. Add Excel formulas(s)
4. Submit Data to Planning
5. Save Spreadsheet locally
6. The Excel calculation will remain on the spreadsheet
7. Disconnect from Planning
8. When you review the Web Form in Planning web, you will
NOT see the calculation, just the data value

Smart View for Planning: Hiding
Rows/Columns on Web Forms
21
You can hide rows and columns on Smart View Forms just as you
can with any other Microsoft Excel spreadsheet.
 To Hide Rows:
– Select rows you wish to hide
– Choose Format, Row, Hide
 To Unhide
– Select all (Ctrl + A key)
– Choose Format, Row, Unhide
 To Hide Columns:
– Select columns you wish to hide
– Choose Format, Columns, Hide
 To Unhide
– Select all (Ctrl + A key)
– Choose Format, Columns, Unhide

Caveats to Using Microsoft Excel
Functionality
 Only download the form once. If you download the form
again after adding formulas, the formulas will disappear.
 When working in Planning, do not change any values in the
Web Form that contains formulas. When you refresh the data
in Smart View, the formula will be lost.
 Best Practice Recommendation: If you want to use Excel
functions, do not edit the Web Form in Planning web. Use
Smart View only and submit any data changes back into
Planning web.

Saving Excel Spreadsheets Locally
 You can select the Excel Save button to save a worksheet to your
local drive
 You will be prompted to provide a name
 You will be able to edit data, but these changes will NOT be saved
if you disconnect from Planning. You will need to be connected to
Planning to change data.
 Best practice recommendation: Open saved files in Excel, connect
to Planning, then edit data and submit back into the database.

Smart View Ad-Hoc ReportingUsing Smart View in Microsoft Office for Ad-Hoc Reporting.
25

Smart View Ad-Hoc
Smart View Ad-Hoc
 Smart View provides ad-hoc query capability to power
users in a native Excel environment
 Users dynamically access the data and develop their own
queries
 The query results are stored as Excel documents
Why Use Smart View ad-hoc?
 Used for open ended business questions
 Initial retrieval
 Iterative query path
 Typically does not leverage Excel formatting
 Query structure is dynamic; changes until the question is
answered

Creating a Connection
 Select Hyperion > Connect
from the Smart View ribbon
 At the Smart View Data Source
Manager right pane, select
Oracle Essbase from drop
down. Right click on the
Essbase cube desired, and click
Ad-Hoc Analysis
Select “Oracle
Essbase” from drop
down.
Right Click “Ad Hoc
Analysis”

Smart View Options – Ad Hoc
Select “Options” from
SmartView ribbon.

Smart View Options – Display
Select Hyperion > Options > Data Options

Smart View Options – Cell Styles
Select Hyperion > Options > Cell Styles

Architecture of Retrieval
Now Select Refresh
Ad Hoc default grid contains the
period in the column and the
account in the row.
Point of View dialog box enables
the user to select additional
dimensions.

Dimension placement: 2 methods
1 – Dimensions can be
moved using mouse clicks
 Left click and drag moves the
dimension from the POV dialog box
to the grid
 Drop down dimension and click
“…” to select member(s).
 To Pivot you must select a member of the dimension
 You can not Pivot a column or row that only has one
dimension
2 – The Pivot feature moves a dimension
between rows and columns using the menu,
button or right click and drag

Data navigation
Allows visibility into the different levels and members of the
dimensions

Data navigation
 Zoom-In and Zoom-Out feature provides visibility to the
dimensional hierarchy
◦ Options are: Next Level, All Levels or Bottom Level
 Keep-Only and Remove-Only assists in the display of the
dimensional hierarchy
Essbase ribbon
provides critical tools
for member selection
and analysis

Creating Ad-Hoc Templates
 After building a report, save the report as an Excel Doc.
◦ This allows you to return later, and use the same
dimensions in a later report.
◦ Save additional copies to further modify and create new
reports.
 Everyone sees the same information, so it is
possible to generate Reports for multiple users.
 You can select the Excel Save button to save a worksheet
to your local drive
 You will be prompted to provide a name
 You will be able to edit data, but these changes will NOT be
saved if you disconnect from Planning. You will need to be
connected to Planning to change data.
35

Additional Smart View Options
Suppress Rows – Prevent the
display of rows containing
certain types of data.
Replacement – Change the
default of text cell retrieval in
Excel.

Zoom-In – Controls the Zoom
behavior during drill operations.
Indentation – Controls the
behavior of all Zoom
operations and makes it easier
to view the hierarchy.

Using different formatting for parents and children readily identifies the hierarchy.
Cell Styles – Allows you to
modify the default styles
by selecting different fonts,
background and border
colors for dimension
members and data cells.

Choosing the Alias Table
Alias Table
 Changing the alias table to the Default will provide the
member names and descriptions in the Ad Hoc grid and in
selecting members
The alias table selection is worksheet-specific.

Member Selection Paths
Select member in
the dialog box
using the
ellipsis
Select members in
the grid using the
icon

Member Selection Filters
Filters – Limits the dimension members
returned in the query.
Most commonly used filters:
Children—Selects only children
of a specific member
Descendants—Selects only
descendants of a specific
member
Level—Selects members by
level number
Generation—Selects members
by generation number

Tips, Tricks & Hints
Smart View Configuration
 IT needs to install the Smart View add-in on your workstation. If
you already have the add-in installed for Smart View, you do not
need it installed a second time. You just need the URL for Smart
View access
Working with Excel Workbooks and Smart View Forms:
 You can use Excel tabs to open multiple forms and keep all forms
together in a single workbook.
 If you use Smart View ad-hoc, you can have a report on one
worksheet and a Web Form on a second sheet. Note that there
are two separate URLs for Smart View ad-hoc and Smart View.
You can only be connected to one service at a time. You will need
to connect to each service separately in order to use both in a
single workbook.

Working with Smart View Forms:
 The Submit function both saves and submits the data back
into Planning; the Excel Save button saves to the local
drive only and does not save data back into Planning.

Working with Excel formulas:
 If you wish to use Excel formulas in your spreadsheets, only
download the Smart View form once, then refresh as needed to
retain the formulas
 Excel formulas will not display in Web Forms in Planning web
 When you save a Smart View form locally and re-open it, if the
cells will contain “0” values, reconnect to Planning and click
Refresh and the values will display (and your formulas will stay
intact).
 If there are two people working on the same Planning Web Form
in either Planning or Smart View, make sure you coordinate the
use of the form to prevent overriding values and eliminating excel
formulas.
 Version control: If you have more than one person working on a
Smart View form, we recommend that you save the form into a
shared folder so that only one version of the form is in play at
any one time.

Smart view instructions_2_7_14

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