Business Intelligence 101John Ykema, Director of Sales & Marketing

AgendaUnderstanding the NEW ToolTable JOINS & Database ViewsBuilding your first reportCharts and GraphsReport Security

Understanding the NEW Tool

Understanding the NEW Tool

Understanding the NEW Tool

Understanding the NEW Tool

TABLE JOINS & DATABASE VIEWS

Understanding the Data Structure• To get the most out of Ad Hoc Reporting you need to have a

sound understanding of databases – How relational databases work– How data is stored, i.e. Text, Decimals, Date, Bits– How foreign key relationships work– How table JOINS work– How to properly present data as more than just a list

• Many free resources can be found on the Internet to help better understand databases

Understanding the Data Structure• It is also important to know YOUR data– Take time to learn the ClientSpace tables and how

they are structured– Learn how each table can relate to another table– Learn what fields belong to which table– The more intimate you become with your data, the

more powerful it becomes and the more powerful YOU become

Database Cheat Sheet

Primary Keys & Foreign Keys• Primary Key (pk)

– A column that uniquely identifies a row/record in a table.

• Foreign Key (fk)– When you have a column in a table that

stores the Primary Key of another table.– Column names don’t have to be the same

but they have to have the same values.

Table JoinsLinking Tables and Views together is done through Table Joins– Inner Join– Left Join– Right Join

Inner JoinInner Join

pkFruitListID FruitName

1 Apple

2 Grape

3 Banana

4 Orange

pkColorListID ColorName

10 Red

20 Green

30 Orange

40 Purple

pkMyFruitID fkFruitListID fkColorsID

100 1 10

200 1 20

400 2 10

500 2 20

600 4 30

Fruit Color

Apple Red

Apple Green

Grape Red

Grape Green

Orange Orange

ResultsA

B

Inner Join between My Fruit (Left) and Colors (Right) Tables

Records from the left table will be returned only if there is a match to the right table.

Fruit Color

Apple Red

Apple Green

Grape Red

Grape Green

Orange Orange

Banana

Left JoinLeft Join

pkFruitListID FruitName

1 Apple

2 Grape

3 Banana

4 Orange

pkColorListID ColorName

10 Red

20 Green

30 Orange

40 Purple

pkMyFruitID fkFruitListID fkColorsID

100 1 10

200 1 20

400 2 10

500 2 20

600 4 30

ResultsA

BLeft Join between My Fruit (Left) and Colors (Right) Tables

Records from the left table are returned regardless of whether or not there is a match with the right table. Null is returned for the right table if there is no match.

Fruit Color

Apple Red

Apple Green

Grape Red

Grape Green

Orange Orange

Purple

Right JoinRight Join

pkFruitListID FruitName

1 Apple

2 Grape

3 Banana

4 Orange

pkColorListID ColorName

10 Red

20 Green

30 Orange

40 Purple

pkMyFruitID fkFruitListID fkColorsID

100 1 10

200 1 20

400 2 10

500 2 20

600 4 30

ResultsA

B

Right Join between My Fruits (Left) and Colors (Right) Tables

Records from the right table are returned regardless of whether or not there is a match with the left table. Null is returned for the left table if there is no match.

What is the Purpose of a View• Views are pre-built data

relationships• Data Aggregation

– Hide columns in tables– Use functions and manipulate

data

• Performance• Simplifies JOINS for

frequently accessed tables

Dataform Specification Report• Assist with learning

tables• Help find related

information that may cross several tables.

• Provides Element Types to aid in report building

BUILDING YOUR FIRST REPORT

Add Report

• From the BI Search Page– click the New button

• Start with the end in mind and do some analysis– What fields are needed? This will determine your tables.

• Work through the tabs starting with the Data Sources • Preview often and then Save

Data Sources Tab

• First, pick the table or view that represent your primary data best

• Second, join additional tables using Primary & Foreign Key relationships

• Optionally, use the Control Icons to Delete or Insert lines

Fields Tab

• Select your fields• Manage how the data should look and feel• Easiest to use the Quick Add button

Filters Tab

• Filters help exclude unwanted data• Operator value vary based on the

Filter Field• Be selective about using auto-

populated values

• Filters are cascading• Check Blank to include null values• Check Param to include this field as

a parameter in the report view

Preview Tab

• Preview after adding some fields

• Preview often• Its easier to

find mistakes

Save Report & Outputs

Save Report• If you like your work so far;

don’t forget to Save.• Click the Save button.• Give the report a name and

select a Category.

Report Output Options

• Print (PDF)• Created a Web Page

for printing• Save a SQL Statement• Export a CSV• Export to OpenOffice

•Export to Excel•Export to Word•Export as an XML file•Export as Rich Text File

Run Report in Viewer Mode

• Design Button• Hide Filters• Add Field• Delete Field

• Update Results Button

• Add, Delete, Modify Filters

Summary Tab

• Used to summarize data from the Fields tab• If using the Count function, use a primary key or

a required field

Chart / Chart 2 Tab

• Trend• Pie• Plot

• Bar• Funnel

Gauge Tab

• Charts measure what is done• Gauges help measure what’s not done

Misc Tab

• Here you can edit the Report’s:– Title– Description– Header– Footer– Set Report-Level Security

• User must have access to all data to be able to run the report

Style Tab

Further adjust look and feel of report• Color selection• Print Options• Preview Options• Visual Group Styles• Section Ordering

Report Security• Loosely Connected to Clientspace Security

Structure.

• Ad-hoc Profiles

• Report Level Security