As you are creating a BI query, you can preview or extract your results at anytime. If the query has been saved, you can run the query at anytime and if you have the permission to do so, modify the saved query before you run it.
When extracting the results of your query, you can choose the following extract formats:
•Comma Separated Value(s) (CSV)
•Extensible Markup Language (XML)
•Portable Document Format (PDF)
•For customer queries, you can also extract to Mail Merge format. For more information on this format, refer to Creating a Message Extract.
Running an Unsaved Query
If the BI query has not been saved, you can run the query at anytime to view the results.
To run an unsaved query:
1.Open Business Intelligence and Reports from the Desktop.
2.Select the Business Intelligence tab.
The Business Intelligence|Search page appears.
3.Select the Results tab.
The Business Intelligence|Results page appears.
4.To apply any changes you have recently made to the results, click 'Update Details'.
5.Using the run lists section, optionally specify how you want to run the query.
6.If you want to extract to CSV or XML formats, expand the save lists and extracts section and complete the following fields:
Field |
Description |
Extract Template |
Select the file template in which you want the extract generated: •A Bar Graph (text/html): Returns results as a standard bar graph. •A Multi-bar Graph (text/html): Returns results as a graph with multiple bars. •A Multi-line Graph (text/html): Returns results as a graph with multiple plotted lines. •A Pie Chart (text/html): Returns results as a standard pie chart. You can explode a slice of the pie chart by clicking on it. •Business Intelligence AVDOC Report Extract (text/avdocument): Return results in AVDOC. This template is suitable for emailing. •Business Intelligence CSV Report Extrac (text/csv)t: Return results in CSV (comma separated values) template. This template is suitable for use in spreadsheets and for importing into another system. •Business Intelligence HTML Report Extract (text/html): Return results in HTML. •Business Intelligence JSON Report Extract (text/json): Return results in JSON. •Business Intelligence XML Report Extract (text/xml): Return results in XML (extensible markup language) template. This template is suitable for importing into another system. •CSV with count and rank (text/csv): |
Extract Row Limit |
Enter the number of resulting rows expected for the extract. |
Extract Header |
Specify which labels you want to use to represent the result members in the extract’s headers: •Name: uses the column name from the database •Label: uses the label as it appears in the result member 'Name' field •None: uses no header labels
If you entered a label for the result member in the 'Heading' field, this will always be used in the extract. |
If you want to find out how many records are returned by your query, click 'Count' in the run lists section.
6.If you want to:
If you want to |
Then |
preview the results of the query, |
click the Preview page to open the Business Intelligence|Preview page. |
extract the results to Microsoft Excel or to the format you selected in Step 4., |
•On Business Intelligence|Results page, click 'Extract' in the run lists section. •Complete the prompts to view or save the file. |
extract the results to PDF, |
•On Business Intelligence|Results page, click 'Generate PDF' in the run lists section. •Complete the prompts to view or save the file. |
7.If you want to save your query, expand the save lists and extracts section of the Business Intelligence|Results page and save your changes. For more information, refer to Saving a BI Query.
Running a Saved Query
If the BI query has been saved, you can run the query at anytime if you have the permission to do so. For more information, refer to Saving a BI Query.
For queries created by other users, your access to the query is dependent on the query’s access mode:
▪Public: Anyone can view, run, or modify the query.
▪Readable: Anyone can view or run the query, but only the creator can modify. You can modify the query but cannot save your modifications. If you want to save the modifications, you must save a copy of the query.
▪Private: Only the creator can view, run, or modify the query.
To run a saved query from the Business Intelligence tab:
1.Open Business Intelligence and Reports from the Desktop.
2.Select the Business Intelligence tab.
The Business Intelligence|Search page appears.
3.Search for and select the query that you want to work with.
4.Optionally modify the query. Be sure to click 'Update Details' if you make any changes. You do not need to save your changes to view or extract the results.
For more information, refer to BI Criteria, BI Filters and Result Members.
5.Using the run lists section on the Business Intelligence|Results page, optionally specify how you want to run the query.
6.If you want to extract to CSV or XML formats, expand the save lists and extracts section and complete the following fields:
Field |
Description |
Extract Format |
Select the file format in which you want the extract generated: •Business Intelligence AVDoc Report Extract: Return results in AVDoc. This template is suitable for emailing. •Business Intelligence CSV Report Extract: Return results in CSV (comma separated values) template. This template is suitable for use in spreadsheets. •Business Intelligence HTML Report Extract: Return results in HTML. •Business Intelligence XML Report Extract: Return results in XML (extensible markup language) template. This template is suitable for loading into an XML database. |
Extract Row Limit |
Enter the number of resulting rows expected for the extract. |
Extract Header |
Specify which labels you want to use to represent the result members in the extract’s headers: •Name: uses the column name from the database •Label: uses the label as it appears in the result member 'Name' field. •None: uses no header labels
If you entered a label for the result member in the 'Heading' field, this will always be used in the extract. |
If you want to find out how many records are returned by your query, click 'Count' in the run lists section.
7.On the Results page, choose an option:
If you want to |
Then |
preview the results of the query, |
Select the Preview tab to open the Business Intelligence|Preview page. |
extract the results to Microsoft Excel or to the format you selected in Step 6., |
•On Business Intelligence|Results page, click 'Extract' in the run lists section. •Complete the prompts to view or save the file. |
extract the results to PDF, |
•On Business Intelligence|Results page, click 'Generate PDF' in the run lists section. •Complete the prompts to view or save the file. |
