BUSINESS INSIGHTS EXPLORER Data at Your Fingertips...Filter, Sort, Group, or Summarize Data. Rearrange Columns in a View. Save View Setting for Reuse. Export Data / Create a Report

BUSINESS INSIGHTS EXPLORER Data at Your Fingertips

How Do I …

Access Business Insights Explorer Find Information in Business Insights Explorer Drill Into Additional Information Filter, Sort, Group, or Summarize Data Rearrange Columns in a View Save View Setting for Reuse Export Data / Create a Report Get Data to Load Faster

ACCESS BUSINESS INSIGHTS EXPLORER There are a number of ways to access Business Insights Explorer. You can access a view from: THE DESKTOP

Sage ERP MAS 500 BIE Quick Reference Guide

Page 2 of 24

WITHIN A MODULE

RIGHT-CLICK IN SOME FORMS


Page 3 of 24

FROM WITHIN BIE – MOVE TO ANOTHER VIEW

FIND INFORMATION IN BUSINESS INSIGHTS EXPLORER The Business Insights Explorer view is divided into zones containing different types of data and tools.

Menu Bar Toolbars Navigation Pane Filter Pane Data Preview


Page 4 of 24

MENU BAR The Menu Bar consists of various drop-down lists including tasks or operations. FILE MENU

Option Description Business Insights Reporter Opens the Crystal Reports Wizard to allow you to create a custom report

from the data in the Explorer view Print Preview Opens a Print Preview window of the current view Reset Setting Resets the view to the factory standard view or to the view as originally

saved Save Setting Saves changes to a custom view Save Setting As Allows you to save the current settings under a new name Delete Setting Allows you to delete the current setting. Available only for custom

settings. My Settings Lists the settings created by the current user All Settings Lists all custom settings Export Options Lists all possible options for exporting data from the current view Exit Closes the window EDIT MENU

Option Description Copy “xxxxx” (where “xxxxx” represents the name of the view)

Copies the current view

Select All Selects all data in the current view Show Filter Displays or Hides the “Filter” Panel Clear Filter Clears the current filter VIEW MENU

Option Description Navigation Pane Displays or hides the Navigation Pane View “xxxxx” (where “xxxxx” represents the name of the preview panel)

Displays or hides the Preview Panel

Status Bar Displays or hides the locator, login and company information in the lower right-hand corner of the view

Toolbars Select which toolbars you want to see Back Scroll back to the previous view Forward Scroll forward to the next view Drill Into Moves the current preview line to the Data pane and displays the next

level down if applicable. Refresh Refreshes the data in the view based on the current filters, groupings,

etc. Stop Data Retrieval Stops the data retrieval process when the initial load takes longer than

anticipated


Page 5 of 24

PREVIEW MENU This menu will vary depending on the data in the view. It displays the same options as those displayed in the Navigation Pane under “Preview”. DRILL INTO This menu will vary depending on the data in the view. It displays the same options as those displayed in the Navigation Pane under “Drill Into”. ANALYZE This menu will vary depending on the data in the view. It displays the same options as those displayed in the Navigation Pane under “Analyze”. MANAGE This menu will vary depending on the data in the view. It displays the same options as those displayed in the Navigation Pane under “Manage”. INSIGHTS This menu allows you to move to other BIE views from within the current view. TOOLS MENU

Option Description Setting Options Create a New Setting, Export the current settings, Import settings from

another source, or view all settings Options Determine whether Options will be displayed on the Toolbar; Set these

settings as the Default; Should data be loaded at startup Edit Columns Add, remove, resize, or reorganize the columns displayed in the view Enable/Disable Grouping Enable or Disable the ability to group data by column Enable/Disable Summarization

Enable or Disable the ability to summarize data by columns containing numeric data

Find Search for a given record in a view using keywords and matching logic Use Large Icons Change the size of the icons on the Toolbar Toolbars Locked Lock or unlock toolbars to prevent or allow reconfiguration of the toolbar

layout WINDOW MENU Switch between windows or views. HELP MENU Access “Help” topics for Business Insights Explorer or Using the Business Insights Grids.


Page 6 of 24

TOOLBARS Business Insights Explorer includes three toolbars, each with distinct buttons that open or perform unique tasks:

• Data Tools • Explorer • Settings

DATA TOOLS Icon Name Description

Edit Columns Add, remove, resize, or reorganize the columns displayed in the view

Enable Grouping

Enable grouping by columns. When enabled you can create groups and sub groups by dragging the column header to the grouping area in the grid.

Enable Summarization

Enable summarization by columns with numeric values. Summarization is by any group or groups created.

Show Splitter Show or Hide Splitter in main data panel

Preview Show or Hide the Preview panel as selected in the Navigation Pane

Find Search for a given record in a view using keywords and matching logic

Help Access Help topics for Business Insights Explorer or Business Insights

Grids EXPLORER Icon Name Description

Back Move to the previous view

Forward Move to the next view

Drill Into Moves the current “Preview” pane to the “Data” pane and exposes the next

level down if available

Stop Data Retrieval Stops data retrieval on initial load or refresh

Refresh Refreshes data in the view based on changes to the settings

Show Controls which toolbars are displayed

Filter Displays or hides the Filter pane

Clear Filter Clears all filters


Page 7 of 24

Export Options Displays options to export data from the view to Excel, Word, PDF or HTML

Reporter Launches the Crystal Reports Wizard to create a custom report

Copy Copies data in the view

Print Preview Generates a preview of what the data in the view would look like if printed

Options Options include Display on Explorer Bar, Set as Default, and Load Data at

Start

Exit Closes and Exits Business Insights Explorer

About Explorer Opens help files

SETTINGS Icon Name Description

Setting Options Create, export, or import settings. Or, show all settings.

Reset Reset the setting the default or originally loaded setting prior to any

unsaved changes.

Save Save changes to the current setting.

Save As… Save the current settings under a new name for reuse at a later time.

Delete Delete the current setting.

NAVIGATION PANE Use the Navigation Pane, also referred to as the Actions panel, to:

• Preview data • Drill Into data • Analyze data • Manage data

PREVIEW Preview lists the related views available for display in the Preview pane. The listing changes based on the data displayed in the Data pane. Select the option by clicking the radio button next to the description, or right click in the pane and click on the name in the listing.


Page 8 of 24

DRILL INTO Click on the Drill Into button to display a list of related views related to the highlighted record in the Data pane. For instance, from the Invoices view you can drill into Sales Orders, Shipments, Customers, Customer Addresses, or Salespersons related to the specific Invoice highlighted.

Invoice 1034-IN

Drills Into

Shipments related to that invoice


Page 9 of 24

ANALYZE Click the Analyze button to see analysis options related to the record currently viewed in the data panel. In this instance, the options available include Sales History, Customer Sales History, and Salesperson History as these are related to Invoices. The analysis displayed will be contextually based on the data from the selected invoice.

Invoice 1034-IN Analyzed Customer Sales History for Alicia Garage Doors


Page 10 of 24

Analysis information can be viewed in a pivot table.

Chart representations are also available.


Page 11 of 24

MANAGE Click the Manage button to view tasks related to the data displayed in the view. In this example the tasks are related in some way to the data contained on an invoice.

I use Manage to update credit

limits in Customer

Maintenance after reviewing

outstanding invoices and aged

balances.


Page 12 of 24

FILTER PANE The Filter Pane allows you to filter the records to just the ones you want to view. The grid includes several columns with unique functions:

• Insert • And/Or • Column • Operator • Value

INSERT The Insert column includes options to Insert, Delete, Clear or Clear All rows from the filter. AND/OR Use this column to set the condition between each filter condition. A filter where the Customer is equal to Alicia Garage Doors And the Salesperson is equal to Vincent returns a very different set of data from a filter where the Customer is equal to Alicia Garage Doors Or the Salesperson is equal to Vincent. In the first case, we would only see records for Alicia Garage Doors as those are the only records that meet both conditions. In the second case, we would see records for Alicia Garage Doors and records for all other customers whose Salesperson is Vincent as the filter only check to see if a record meets either condition.

COLUMN Use the drop-down to select any column available to the view. Alternatively, you can add a column to a filter by right-clicking on the column header.


Page 13 of 24

OPERATOR Use the drop-down to select the filtering method for records to include in the view. Available operators include:

Operator Values Returned / Required All Includes all records for the column Is equal to Returns all records that are an exact match to the value entered in the value

column. Text values are not case sensitive, but must match character for character to return the record.

Is not equal to Returns all records that are NOT an exact match to the value entered in the value column. Text values are not case sensitive, but will be included unless they match character for character the value entered.

Is between Returns all records between the values entered in the value columns. The values are read right to left to define a range.

Is not between Returns all records outside the range defined by the values entered in the value columns. Values are read right to left to define the range.

Is greater than Returns all records with a value greater than the value entered in the value column. Works best for numeric columns.

Is less than Returns all records with a value less than the value entered in the value column. Works best for numeric columns.

Is greater than or equal to Returns records that match the value entered and all records with a value greater than said value. Works best for numeric columns.

Is less than or equal to Returns records that match the value entered and all records with a value less than said value. Works best for numeric columns.

Begins with Returns records with the initial characters matching the value entered. Must be an exact match.

Does not begin with Returns records NOT matching the initial characters entered. Only exact matches will be excluded.

Ends with Returns records ending in the exact characters entered. Does not end with Returns records ending characters that are NOT an exact match to those

entered. Contains Returns records containing the sequence of characters entered if they

appear anywhere in the record. Must be an exact match of characters and sequence.

Does not contain Returns records that do NOT contain the sequence of characters entered anywhere in the record. Only records with an exact match of characters and sequence will be excluded.

VALUE Enter the value or values used to evaluate records for inclusion or exclusion from the view based on the filter. The first Value column is understood to be the beginning value in a range, while the second Value column represents the ending value.


Page 14 of 24

DATA The Data pane contains the primary data in the view. See the following topics for additional information on how to customize or utilize the data in this pane:

• Drill Into Additional Information • Filter, Sort, Group, or Summarize Data • Rearrange Columns in a view • Save View Setting for Reuse • Export Data

PREVIEW The Preview pane display data related to the record selected in the Data pane, as determined by the selection in the Navigation Pane. In the example below, Invoice lines are displayed for the selected Invoice.


Page 15 of 24

DRILL INTO ADDITIONAL INFORMATION The term “Drill Into” refers to moving from one set of data to another. In Business Insights Explorer, there are two separate and distinct “Drill Into” operations. The first Drill Into operation we will refer to as the “Drill Into” icon. The “Drill Into” icon pictured here can be accessed from the:

• View Menu • Toolbars • Right-Click on a record in the Data pane

Using any of these methods, drills down from the record in the Data pane, moving the information from the Preview pane up to the Data pane. In the example below, the Invoice Lines are moved up to the Data pane.


Page 16 of 24

The second Drill Into operation we will refer to as the Drill Into button. The Drill Into button pictured here can be accessed from the:

• Navigation Pane > Drill Into • Drill Into Menu • Right-click in Preview Pane

Using any of these methods allows you to drill around to related information. In the example below, based on the record selected in the Data pane, we can drill around to Sales Orders, Shipments, Customers, Customer Addresses, or Salespersons. Invoice 983-IN was generated from Sales Order 151.


Page 17 of 24

FILTER, SORT, GROUP, OR SUMMARIZE DATA In order to view just the data you want you can limit and arrange the data using the following tools:

• Filter • Sort • Group • Summarize

FILTER The Filter Pane described elsewhere, allows you to select just the records you want to display. Detailed here are the steps needed to:

• Display or Hide the Filter Pane • Add or Remove Columns from the Filter • Refresh the Data • Clear the Filter

DISPLAY OR HIDE THE FILTER PANE You can display or hide the Filter Pane using the Edit Menu or the Filter Icon from the Toolbars. From the Edit Menu, select “Show Filter.

From the Toolbars, select the Filter Icon.


Page 18 of 24

ADD OR REMOVE COLUMNS FROM THE FILTER You can add or remove columns from the filter using the drop-down window in the grid or by right-clicking on any column header in the Data Pane.

REFRESH THE DATA Changes to the filter will not take effect until the data is refreshed. To refresh the data click the Refresh icon. The Refresh icon is available from the:

• View Menu • Toolbars

CLEAR THE FILTER Clear the filter to remove all filter criteria and allow all records to be returned. The records will not be returned until you “Refresh the Data”. To clear the filter, use the Clear Filter icon.

1. Click the icon. 2. The filter criteria are removed from the grid. 3. Refresh the Data

The Clear Filter icon is available from the:

• Edit Menu • Toolbars

SORT You can sort the data in either the Data or Preview panes by clicking on any column header.

• The initial click sorts the data in ascending order. • A second click reverses the sort order to descending. • If you wish to remove the sort altogether from a column in the Data pane, right-click on the

column header containing the sort and select, “Cancel Sort”.


Page 19 of 24

GROUP You can also group data to make it easier to view like data together using two easy steps:

1. Enable Grouping 2. Create Groupings

ENABLE GROUPING To enable grouping, click the Enable Grouping icon pictured here from either the:

• Tools Menu • Toolbars

CREATE GROUPINGS Once grouping is enabled a new Grouping Pane appears on the Explore grid. To create groupings, drag the desired column headers to the Grouping Pane. Groups can be arranged in sub-groups and hierarchies if desired based on the positioning of the column headers in the grouping pane. In the example below, invoices are grouped by Salesperson and then by customer. The groups and sub-groups can be sorted in ascending or descending order by clicking on the column header in the Grouping Pane.

Grouping Pane


Page 20 of 24

SUMMARIZE Data can also be summarized, with or without grouping. To Enable or Disable Summarization use the Summarization icons pictured here. These icons are available from the:

• Tools Menu • Toolbars

Summarization is limited to columns including numeric values. Available types of summarization include:

• Average • Count • Maximum • Minimum • Sum

Once summarization is enabled, right-click on the Σ in the column header to display the summary options. Select the summaries desired. Summaries appear in the grid similar to the example below.

Enable Disable


Page 21 of 24

REARRANGE COLUMNS IN A VIEW You can also rearrange columns in a view such that they are in the order you want and that you see only those that are important for your purposes. There are two ways to arrange columns:

1. Drag and Drop 2. Edit Columns

DRAG AND DROP To rearrange columns using drag and drop, simply click on a column header and drag it to the desired location. To hide a column, simply right-click on the column header and select Hide…

EDIT COLUMNS Select Edit Columns from the Toolbars or from the Tools Menu to add, delete, or move columns from the view.

• Columns native to the table are listed in the panel to the left of the window.

• Columns selected with a checkmark are those currently displayed.

• To display additional columns, simply add a checkmark. • To hide a column, uncheck the box next to the column

name. • To rearrange the columns, use the Move Up and Move

Down buttons on the right. • Click the Add Column button to add a user-defined

column to the Data View grid. • Click the Edit Column button to edit the user-defined

column. • Click the Delete Column button to delete the user-

defined column. • Use the Column Properties fields to modify the name or

format of column headers for existing columns. • Use the Column Properties fields to define the properties

of user-defined fields.


Page 22 of 24

SAVE VIEW SETTING FOR REUSE Once you’ve defined the view as you want it, you can save it for reuse using the Save Setting As option from the File Menu or the Toolbars.

EXPORT DATA / CREATE A REPORT Many users find the need to export data from a view for further analysis, merge with outside date, or to create a report for distribution. There are a number of options for doing so.

DATA EXPORT OPTIONS Data Export options can be accessed from the File Menu and from the Toolbars.

Export format options include:

• Excel • Excel Template • Word Mail Merge • Word Mail Merge Template • PDF • XML

Additionally, for Excel, PDF and XML, you can choose whether to include All Data or only the Data in the Grid. When exporting only the Data in the Grid, all filters, groups, and totals are included.

• Custom views can be saved with any name except “Standard”.

• Custom views can be set to Use as Default and/or Display on the Explorer Bar.

• With the correct security, custom views can be set as the System Default.

• Custom views can be modified and overwritten using the “Save” option from the File Menu or Toolbars.


Page 23 of 24

REPORTING OPTIONS Data exported to Excel, PDF, or XML can be distributed as reports. However, there are additional reporting options as well. From the File Menu and the Toolbars, you can access either:

• Print Preview • Business Insights Reporter

PRINT PREVIEW Print Preview uses the default printer setting to generate a preview of data from the current view. Data from the Data Pane is included. You can select to print a range of pages or all pages as desired. Filters and column settings are respected. BUSINESS INSIGHTS REPORTER The Business Insights Reporter button launches the Crystal Report Wizard to walk you through creating a presentation quality report from the data fields available.

GET DATA TO LOAD FASTER There are three main ways to get the data in a view to load faster.

1. Stop Data Retrieval 2. Clear “Load Data at Start” 3. Maintain Business Insights Views / Context Menus > Maximum Rows


Page 24 of 24

STOP DATA RETRIEVAL If the data is taking a long time to load, you can use the Stop Data Retrieval button from the Toolbars. Then, set the appropriate Filter to load only the data you need in the view.

CLEAR “LOAD DATA AT START” For any saved setting, you can also clear the option to “Load Data at Start”, from the Tools Menu or the Toolbars, under Options.

MAINTAIN BUSINESS INSIGHTS VIEWS / CONTEXT MENUS > MAXIMUM ROWS If you are using Version 7.4 or later there is also a new option in the System Manager module under the Maintenance Menu, Maintain Business Insights Views / Context Menus called “Maximum Rows”. This new option allows your system manager to define, by view, the number of rows returned on initial startup. With this option, the initial load time is shortened and a quick view of top performers in a given view is returned.

Stop Data

Retrieval Button

Filters

Documents

BUSINESS INSIGHTS EXPLORER Data at Your Fingertips...Filter, Sort, Group, or Summarize Data. Rearrange Columns in a View. Save View Setting for Reuse. Export Data / Create a Report