UNIVERSITY OF MISSOURI

End User Training

C O G N O S 8.1 R E P O R T S T U D I O
T RAINING P ARTICIPANT G UIDE

COGNOS 8.1
REPORT STUDIO
OCTOBER 2006

Cognos 8.1 Report Studio

Welcome to the Cognos 8.1 Report Studio module! This module contains the
concepts and procedures involved in designing reports using PeopleSoft data and
Cognos 8.1.

Goal

Participant
Objectives

To learn the concepts and procedures used for report

development in Cognos 8.1 Report Studio.

At the end of this module you will be able to

1.
2.
3.
4.
5.
6.
7.
8.

Identify the workspace and tools used in the Report

Studio environment.
Add data elements to a report.
Sort and Group data in a report.
Apply filters to data.
Create prompts for users to filter data.
Apply calculations and functions to data.
Create master/detail reports for drill through functions.
Apply formatting to a report.

Cognos 8.1 Report Studio

Contents
A. REPORT STUDIO CONCEPTS ................................................................................. 4
1. Overview.............................................................................................................. 4
2. Report Design ..................................................................................................... 4
3. Naming Conventions .......................................................................................... 5
4. Procedure for Deploying Reports...................................................................... 5
5. Security................................................................................................................ 5
B. ACCESSING REPORT STUDIO ................................................................................ 6
Exercise Accessing Report Studio .................................................................. 6
C. SELECTING A REPORT LAYOUT .......................................................................... 10
Exercise Creating a List Report..................................................................... 13
Exercise Creating a Crosstab Report ............................................................ 16
D. WORKING WITH OBJECTS .................................................................................... 19
1. Insertable Objects............................................................................................. 19
Source .............................................................................................................. 19
Query Items...................................................................................................... 19
Toolbox............................................................................................................. 20
2. Properties .......................................................................................................... 21
3. Inserting and Moving Objects.......................................................................... 21
Exercise Inserting and Moving Objects ......................................................... 22
4. Deleting Objects................................................................................................ 26
Exercise Deleting an Object from the Report and Query............................... 26
Exercise Deleting an Object from the Report Display.................................... 28
E. ORGANIZING DATA ................................................................................................ 31
1. Sorting ............................................................................................................... 31
Exercise Sorting a List Report ....................................................................... 31
2. Grouping............................................................................................................ 36
Exercise Grouping a List Report.................................................................... 36
Exercise Applying Group Spanning ............................................................... 39
Exercise Applying Group Headers ................................................................ 42
Exercise Applying Sections ........................................................................... 47
F. APPLYING FILTERS................................................................................................ 50

1. Aggregation....................................................................................................... 50
Exercise Reviewing Aggregation................................................................... 50
Exercise Changing Aggregation Properties................................................... 52
Exercise Applying Group and Summary Totals ............................................. 56
2. Tabular Filters ................................................................................................... 60
Exercise Applying Tabular Filter Before Aggregation .................................... 60
Exercise Applying Tabular Filter After Aggregation ....................................... 73
3. Summary Filters................................................................................................ 79
Exercise Applying Summary Filters ............................................................... 79
G. BUILDING PROMPTS ............................................................................................. 86
Prompt Types ................................................................................................... 86
Exercise Creating a Simple Prompt............................................................... 89
Exercise Creating a Report Prompt ............................................................... 95
Exercise Creating a Prompt Page ............................................................... 103
H. CALCULATIONS & FUNCTIONS .......................................................................... 111
1. Detail Calculations.......................................................................................... 111
Exercise Applying Detail Calculations ......................................................... 111
2. Group Calculations......................................................................................... 120
Exercise Creating a Group Calculation........................................................ 120
I. LINKED REPORTS.................................................................................................. 124
1. Master-Detail Reports..................................................................................... 124
Exercise Creating a Master-Detail Report ................................................... 124
2. Drill-Through Reports..................................................................................... 130
Exercise Creating a Drill-Through Report.................................................... 130
J. CONDITIONAL FORMATTING............................................................................... 140
1. Exception Highlighting................................................................................... 140
Exercise Using Exception Highlighting ........................................................ 140
2. Conditional Blocks ......................................................................................... 150
Exercise Using Conditional Blocks .............................................................. 150

COGNOS 8.1
REPORT STUDIO

A. REPORT STUDIO CONCEPTS

1. Overview
The University of Missouri Task Force on Reporting Strategies selected Cognos Report
Studio as the tool for generating reports on PeopleSoft data. The tool is not limited to
PeopleSoft. In fact, it is capable of accessing data from multiple data sources.
In order to use Report Studio, a package of data must be developed with Cognos
Framework Manager. The package is a view of the data contained in the PeopleSoft
database. The method used to create a package determines the way the data behaves
in the report. For some data and reports, it is beneficial to work with the person creating
the package to insure that the objectives of the report are met.

2. Report Design
Cognos Report Studio is a very flexible tool that allows data to be presented in many
formats and supports multiple report objects. Multiple objects can be mixed and
matched to create a report that reflects many facets of the data. The objects supported
include lists, crosstabs, charts, maps, text, blocks, and a variety of formatting objects.
Understanding the data and how it is presented in a package is an important aspect of
building reports. Before creating a report for data to be published or distributed, become
familiar with the data, including where it is entered by the user at the database level,
where it is stored on the database, data relationships, and how it is presented in the
package. Take time to design the report. Identifying some of the common elements will
save time and alleviate any frustrations that may arise.
1. Identify the purpose of the report. What is it going to do, who is the audience, what is
the purpose of the data being retrieved. Summarize the report in a couple of
statements to provide focus during the process.
2. Identify information to be included in the report. Which tables and columns will be
used?
3. Define any expressions, calculations, or functions needed. Are there any
calculations or formatting requirements?
4. Identify filter criteria and prompts. Will the report be used by all business units? Can
the results be limited to a date range or department?
5. Validate the Report. When the report is complete, take the time to review and verify
the data before using or distributing any information obtained by the report.

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3. Naming Conventions
Use the following naming convention for reports saved to Cognos. Use a name (XXXX)
that is meaningful to the user.
Rolla = UMR_RP_XXXX
Columbia = UMC_RP_XXXX
St. Louis = UMSL_RP_XXXX
Kansas City = UMKC_RP_XXXX
System = UM_RP_XXXX
Hospital = UMH_RP_XXXX

4. Procedure for Deploying Reports

After developing a report, deploy it to the production server so that it can be used by
others. The actual deployment is done by the Cognos System Administrator. If the
report is for your use only it can be kept in the My Reports folder and run as needed.
Only reports for group and/or public use need to be moved into the public forum on the
production server. Follow the procedure posted on the AITS PeopleSoft Reporting web
site. (https://sp.missouri.edu/sites/aits/reporting/default.aspx)

5. Security
Cognos has a very strong security model. Security can be employed at both the
package and report level. Cognos security is tied to Active Directory and will utilize
both Active Directory and Cognos security settings. Please note if the report developer
does not have rights in active directory and the reports package, he/she will not be able
to access and create reports.
Notes:

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B. ACCESSING REPORT STUDIO

Cognos 8.1 contains the packages and tools needed to create reports using Report
Studio. The application is web based and is accessed using a URL and web browser.
Production: https://reports.umsystem.edu
Exercise Accessing Report Studio
Step 1

Open Internet Explorer: Click the Internet Explorer icon on the desktop.

Step 2

Enter web address: Enter https://reports.umsytem.edu in the address

bar.

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Step 3

Select Namespace: Select your user group from the Namespace

.
dropdown list and click

Step 4

Enter User ID and Password: Enter your Single Sign On (SSO) User ID
and Password. This is the User ID and Password combination used to
access University email and PeopleSoft. Click

Step 5

Open Report Studio: Click the Report Studio link in the upper right
corner of the page.

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Step 6

Select a Package: Click a link to open a package of data to use in

reports. For this training, select GO Sales and Retailers (Cognos
Example Package).

Step 7

Create a New Report: Click the option to Create a new report or

template.

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Step 8

Select a Report Layout: Click the icon for the report format. See below
for the descriptions and examples of each layout.

Notes:

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C. SELECTING A REPORT LAYOUT

Blank: Use the Blank template when creating a report that combines layouts.
For example, use the Blank template when creating a dashboard report which
may include a crosstab report and a chart.

List: Use the List template when creating a simple list report. Lists can be
calculated, sorted, and grouped to organize information.

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Crosstab: Use the Crosstab template to compare summarized data values.

Chart: Use the Chart template to create a pictorial representation of the data.

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Repeater: Use the Repeater template to create documents with repeating data
formats, such as mailing labels.

Existing: Select an Existing Report as a template to base a new report layout

on a saved report.

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Exercise Creating a List Report

Create a simple report that displays basic product information.
Open a New List Report: Double-click the List icon.
Step 1

Step 2

Open Product Data: Click

available.

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next to Products to display the data objects

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Step 3

Insert Data: Click and drag Product line into the list template. The
insertion point will be a bold flashing line. Continue to insert Product type,
Product name, and Description.

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Step 4

on the toolbar. Use

Run the Report: Click the Run Report button
the navigation tools to page through the report. Close Cognos Viewer.

Step 5
Save the Report: Click
Report Exercise.

. Save the report in My Folders as List

Notes:

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Exercise Creating a Crosstab Report

Create a crosstab report that displays the amount of revenue produced by sales
territories each year.
Open a New Crosstab: Double-click the Crosstab icon.
Step 1

Step 2

Open Product Data: Click

available.

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next to Orders to display the data objects

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Step 3

Insert Columns: Click and drag Order year into the Column placeholder.

Step 4

Insert Rows: Expand Countries. Click and drag Sales Territories to the
Rows placeholder.

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Step 5

Step 4

Insert Measures: Expand Orders. Click and drag Revenue to the

Measures placeholder.

Run the Report: Click the Run Report button

on the toolbar. Use
the navigation tools to page through the report. Close Cognos Viewer.

Step 5
Save the Report: Click
Report Exercise.

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. Save the report in My Folders as Crosstab

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D. WORKING WITH OBJECTS

1. Insertable Objects
The Insertable Objects pane contains the data elements available for building a report.
Source
Source provides a visual representation of the database arranged in a hierarchy:

Query Items
Query Items displays the queries and data used to build the report.

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Toolbox
Toolbox provides a variety of non database objects to include in a report. The Toolbox
is used extensively in building reports.

Notes:

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2. Properties
Use Properties to change the format and associations of a selected data item. The
options available change based on the element selected in the report.
The part of the report that is selected is indicated by the Ancestor list. The Ancestor
displays report elements in a hierarchy. To select another level of the report, click the
Ancestor and select the report level from the list.

3. Inserting and Moving Objects

Insert objects into a report using one of two methods:
The first method is to double click the object to place it in the report. Additional objects
are placed in the report in the order of selection.
The second method is to click and drag the object to the report. The insertion point
appears as three lines with the middle line flashing.
To select multiple objects, use Ctrl + Click.
Move an object by clicking the column heading and dragging the column to a new
location. The insertion point appears as three lines with the middle line flashing.
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Exercise Inserting and Moving Objects

Add additional columns to a report using the click and drag method and the
double-click method. Add multiple columns at one time. Rearrange the columns
in the report.
Open List Report Exercise: Open the report saved in the exercise for
Step 1
Creating a List Report or recreate the report.

Step 2

Access Product Codes: Expand the Product codes folder under

Products.

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Step 3

Insert Product Number before Product Type: Click and drag Product
number to the insertion point between Product line and Product type.
The insertion point appears as three lines with the middle line flashing.

Step 4

Insert Production Cost after Description: Double-click on Production

cost.

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Step 5

Insert Introduction Date and Product Image before Production Cost:

Click on Introduction date, then use Ctrl + Click to select Product
image. Click and drag both objects to the insertion point before
Production cost.

Step 6

Move Product Type in front of the Product Number: Click the column
heading for Product type. Drag Product type to the insertion point before
Product number.

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Step 7

Save the Report: Select Save As from the File menu. Save the report in
My Folders as Inserting Moving Objects Exercise.

Notes:

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4. Deleting Objects
Objects can be deleted from the report display and the query, or just from the report
display.
An object is deleted from both the report display and the query by selecting the column
heading and clicking the Delete shortcut. Verify the object was deleted from the query
by checking the Data Items tab.
To only remove an object from the report display, but still use it as a condition of the
query, select the column then use Ctrl + X to cut the column from the report display.
Verify that the object still remains in the query by checking the Data Items tab.

Exercise Deleting an Object from the Report and Query

Remove an object completely from the report.
Open Inserting Moving Objects Exercise: Open the report saved in
Step 1
the exercise for Inserting and Moving Objects or recreate the report.

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Step 2

Step 3

Step 4

Select Product Image: Click the Product image column heading.

Delete Product Image: Click Delete

on the toolbar.

Verify Deletion: Click the Data Items tab and verify that Product image
was removed from the query and the report display.

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Step 5

Save the Report: Select Save As from the File menu. Save the report in
My Folders as Deleting Object from Report Exercise.

Exercise Deleting an Object from the Report Display

Remove an object from the report display, but keep it available for the query.
Open Deleting Object from Report Exercise: Open the report saved
Step 1
in the exercise for Deleting an Object from the Report and Query or
recreate the report.

Notes:

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Step 2

Select Introduction Date: Click the Introduction date column heading.

Step 3

Remove Introduction Date from the Report Display: Use Ctrl + X or

Cut

on the toolbar.

Notes:

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Step 4

Verify Query: Click the Data Items tab and verify that Introduction date
remains in the query but was removed from the report display.

Step 5

Save the Report: Select Save As from the File menu. Save the report in
My Folders as Deleting Object from Display Exercise.

Notes:

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E. ORGANIZING DATA
1. Sorting
Report Query provides two sort functions: Ascending and Descending. The primary sort
is applied to the first column selected. Secondary sorts are applied by selecting
additional columns. Access Sort commands using the Sort button

on the toolbar.

Exercise Sorting a List Report

Apply a primary ascending sort to Product line and a secondary descending sort
to Quantity.
Create a List Report: From Products, select Product Line, Product
Step 1
Type, and Product Name. From Orders, select Quantity.

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Step 2

Select the Product Line Column: Click the column header to select the
column. To add additional columns to the sort, use Ctrl + mouse click to
select the columns. Sort orders are applied in the order the columns are
selected.

Step 3

Apply Ascending Sort to Product Line: Click the Sort button on the
toolbar and select Sort Ascending.

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Note

Step 4

The carat next to the first field in the column indicates that an Ascending
Sort has been applied to the column.

on the toolbar. Page

Run the Report: Click the Run Report button
through the results to verify that Product Line is sorted in ascending order.

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Step 5

Select the Quantity Column: Click the column header to select the
column.

Step 6

Apply Descending Sort to Quantity: Click the Sort button on the toolbar
and select Sort Descending.

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Note

Step 7

Note

The carat next to the first field in the column indicates that a Descending
Sort has been applied to the column.

Run the Report: Click the Run Report button

on the toolbar. Page
through the results to verify that Product Line is sorted in ascending order
with the secondary sort on Quantity in descending order.

To remove a sort, select the column and select Dont Sort from the sort
options.

Step 8
Save the Report: Click
Exercise.

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. Save the report in My Folders as Sort

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2. Grouping
Grouping organizes and formats the presentation of data into categories and sections.
Reports can be grouped by one or more columns to eliminate repeating data. Apply
grouping levels, headings, and sections to make a report more readable.
Exercise Grouping a List Report
Group the Product line and Product type columns.
Open Sort Exercise: Open the report saved in the exercise for Sorting
Step 1
a List Report or recreate the report.

Step 2

Select the Product line and Product type Columns: Click the column
header to select the column. To add additional columns to the group, use
Ctrl + mouse click to select the columns. Grouping is applied in the order
the columns are selected.

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Step 3

Apply Grouping to Product Line and Product Type: Click the Group
button

Note

on the toolbar.

Notice the icon next to the first field of the columns that have been
grouped. This indicates that grouping has been applied to the column.

Notes:

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Step 4

Note
Step 6

on the toolbar. Page

Run the Report: Click the Run Report button
through the results to verify that Product Line and Product Type columns
are grouped.

To remove a grouping, select the grouped column and select

on the
toolbar.
Save the Report: Select Save As from the File menu. Save the report in
My Folders as Grouping Exercise.

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Exercise Applying Group Spanning

Group Spanning is useful when grouping multiple columns. With Group Spanning the
description for a data item in a main grouping is repeated when a sub-grouped category
changes.
Cause the data in the Product line column to repeat each time the Product type
changes.
Open Grouping Exercise: Open the report saved in the exercise for
Step 1
Grouping a List Report or recreate the report.

Step 2

Select the Product Line Column: Click a row in Product Line to select
the column. This activates the Properties for the List Column Body for
Product Line.

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Step 3

Activate Group Span Property Options: Scroll to the Data category

and click the Group Span option. A drop-down list activates.

Step 4

Select Group to Span: Select Product type from the Group Span dropdown list. Notice how the Product line column changes.

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Step 5

Step 6

on the toolbar. Page

Run the Report: Click the Run Report button
through the results to verify that Product Line and Product Type columns
are grouped. Notice that the data item for Product Line is repeated each
time Product Type changes.

Save the Report: Select Save As from the File menu. Save the report in
My Folders as Group Span Exercise.

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Exercise Applying Group Headers

Apply group headers to create distinct groups of information. A group header may be
placed either before or after column headings.
Create a header that groups data by Country.
Create a List Report: From Countries, select Country. From Orders,
Step 1
select Order Year. From Sales Reps, select Staff Name. From Orders,
select Revenue.

Step 2

Group by Country and Order Year: Click column for Country, Ctrl + click
on Order Year. Click

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to group the data.

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Step 3

Create Country Header: Click the Country column heading. Click the
Create Header button

Notes:

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Step 4

Delete Country Detail Column: Select the Country column and click the
Delete button

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Step 5a

Access List Properties: Select any column in the list report. Click the
Properties Ancestor Menu and select List.

Step 5b

Change Position of Column Titles: Scroll to General in the Properties

window. Select at start of detail to move column headings below the
Group Heading.

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Note

Step 6

Step 7

Selecting at start of list displays the column headings above the Group
Heading. Selecting Hide removes the column headings from the display.
Run the Report: Click the Run Report button
on the toolbar. Page
through the results and notice the position of the column headers in
relation to the Group Header. The column headers only repeat at each
new page.

Save the Report: Select Save As from the File menu. Save the report in
My Folders as Group Headers Exercise.

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REPORT STUDIO

Exercise Applying Sections

Sectioning a list report is similar to applying Group Headings; however, column headers
are repeated with each section of data.
Create a header with repeating column headings.
Create a List Report: From Countries, select Country. From Orders,
Step 1
select Order Year, Order Method, and Revenue.

Notes:

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Step 2

Section Data by Country: Select the Country column and click the
Create Section button

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Step 3

Step 4

on the toolbar.
Run the Report: Click the Run Report button
Notice the section and column headings. When detail information carries
over to the next page, the section and column headings repeat.

Save the Report: Select Save As from the File menu. Save the report in
My Folders as Section Exercise.

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F. APPLYING FILTERS
1. Aggregation
By default, Report Studio automatically summarizes numeric data in reports. This
feature can be disabled to display details. Aggregation can also be applied to show
summary totals at group levels and overall report levels.
Exercise Reviewing Aggregation
Step 1

Step 2

Create a List Report: From Orders, select Revenue and Quantity.

Run the Report: Click the Run Report button

on the toolbar. The
report returns a single total for Revenue and a single total for Quantity.

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Step 3

Step 4

Add Another Level of Detail: Close Cognos Viewer to return to Report

Studio. From Countries, insert Sales Territory before Revenue.

Run the Report: Click the Run Report button

on the toolbar. The
report breaks down the total amounts for Revenue and Quantity by Sales
Territory.

Step 5
Save the Report: Click
Aggregation Exercise.

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. Save the report in My Folders as

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Exercise Changing Aggregation Properties

Remove the default aggregation for Revenue and Quantity.
Open Aggregation Exercise: Open the report saved in the exercise
Step 1
for Reviewing Aggregation or recreate the report.

Step 2

Select Revenue: Click in the row area of the Revenue column.

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Step 3

Change Aggregate Function for Revenue: In Properties, scroll to Data

Item and select None from the drop-down list for Aggregate Function.

Step 4

Select Quantity: Click in the row area of the Quantity column.

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Step 5

Change Aggregate Function for Quantity: In Properties, scroll to Data

Item and select None from the drop-down list for Aggregate Function.

Notes:

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Step 6

Step 7

on the toolbar. The

Run the Report: Click the Run Report button
report returns the individual line items that created the aggregate total for
Revenue and Quantity.

Save the Report: Select Save As from the File menu. Save the report in
My Folders as Remove Aggregation Exercise.

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Exercise Applying Group and Summary Totals

Apply a total to Revenue and Quantity for each Sales territory and an overall total
for the report.
Open Aggregation Exercise: Open the report saved in the exercise
Step 1
for Reviewing Aggregation or recreate the report.

Step 2

Add Country to the Report: From Countries, select Country and insert
the column between Sales Territory and Revenue.

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Step 3

Step 4

Group Sales Territory: Select the Sales Territory column and click

Select Columns to be Calculated: Select the Revenue column. Use

Ctrl + Click to select the Quantity column.

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Step 5a

Apply Group Totals to Revenue and Quantity: Select the Aggregate

button

Step 5b

from the toolbar and select Total from the drop-down list.

Review Groupings: Rows are created to hold the totals for each Sales
Territorys Revenue and Quantity. A Summary row is created to provide
an overall total for Revenue and Quantity.

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Step 6

Step 7

on the toolbar. The

Run the Report: Click the Run Report button
report returns totals at the group level and a summary total.

Save the Report: Select Save As from the File menu. Save the report in
My Folders as Group Aggregation Exercise.

Notes:

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2. Tabular Filters
Tabular Filters apply data conditions at the detail level. Tabular filters may be applied
either before or after aggregation. If applied before aggregation, the data is filtered prior
to any calculations being placed on the data. If applied after aggregation, the filter is
applied after the calculation has occurred.
Exercise Applying Tabular Filter Before Aggregation
Limit data to European Territories with orders over 100 units.
Open Group Aggregation Exercise: Open the report saved in the
Step 1
exercise for Applying Group and Summary Totals or recreate the report.

Notes:

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Apply a filter to limit the report data to European territories

Step 2a
Open the Filter Dialog Box: Click
on the toolbar to open the Filters
dialog box.

Step 2b

Open the Detail Filter Expression Dialog: On the Detail Filters tab click
.

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Step 2c

Display Objects in the Query: Click the Data Items tab.

Step 2d

Add Sales Territory to the Expression Definition: Double-click Sales

territory.

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Step 2e

Add the Operator: Type in following [Sales Territory]. Operators may

be typed in directly or selected from the Operators folder under the
Functions tab.

Step 2f

Select Multiple Values: This filter will isolate multiple values. Click the
Select Multiple Values button

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Select 2g
Select Values: Select the 3 European territories and click
to add
the selection to the Selected values window. Click Insert to add the
values to the filter expression.

Step 2h
Validate the Expression: Click
on the toolbar. Validate checks the
expression for logic and structure errors. Results of the validation display
under the Errors tab.

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Step 2i

Apply the Expression: Click OK.

Step 3

Apply the Filter: Click OK.

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Step 4

on the toolbar. The

Run the Report: Click the Run Report button
report limits the totals to the 3 European territories defined in the filter.
Close Cognos Viewer.

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Apply a filter to limit the report data to orders greater than 100 units.
Step 5a
Open the Filter Dialog Box: Click
on the toolbar to open the Filters
dialog box.

Step 5b

Open the Detail Filter Expression Dialog: On the Detail Filters tab click
.

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Step 5c

Display Objects in the Query: Click the Data Items tab.

Step 5d

Add Quantity to the Expression Definition: Double-click Quantity.

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Step 5e

Add the Operator: Type > following [Quantity]. Operators may be

typed in directly or selected from the Operators folder under the
Functions tab.

Step 5f

Enter Value: Type 100 following the > operator.

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Step 5g
Validate the Expression: Click
on the toolbar. Validate checks the
expression for logic and structure errors. Results of the validation display
under the Errors tab.

Step 5h

Apply the Expression: Click OK.

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Step 6

Apply the Filter: Click OK. Notice that the filter will be applied before
aggregation any individual quantity below 100 units will be omitted from
the query.

Notes:

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Step 7

Step 8

on the toolbar.
Run the Report: Click the Run Report button
Notice the change in the totals between the report in Step 4 and the new
report. Close Cognos Viewer.

Save the Report: Select Save As from the File menu. Save the report in
My Folders as Tabular Filter Exercise.

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Exercise Applying Tabular Filter After Aggregation

Apply a filter to limit the report to countries that have sold at least 20,000 units.
Open Tabular Filter Exercise: Open the report saved in the exercise
Step 1
for Applying Tabular Filter Before Aggregation or recreate the report.

Step 2a

Open the Filter Dialog Box: Click

dialog box.

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on the toolbar to open the Filters

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Step 2b

Open the Detail Filter Expression Dialog: On the Detail Filters tab click
.

Step 2c

Display Objects in the Query: Click the Data Items tab.

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Step 2d

Add Quantity to the Expression Definition: Double-click Quantity.

Step 2e

Add the Operator: Type > following [Quantity]. Operators may be

typed in directly or selected from the Operators folder under the
Functions tab.

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Step 2f

Enter Value: Type 20000 following the > operator.

Step 2g
Validate the Expression: Click
on the toolbar. Validate checks the
expression for logic and structure errors. Results of the validation display
under the Errors tab.

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Step 2h

Apply the Expression: Click OK.

Step 3

Select Application: Click After Aggregation to apply the filter to

aggregate totals for Quantity.

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Step 4

Step 5

Apply the Filter: Click OK.

Run the Report: Click the Run Report button

on the toolbar.
Notice the report only retrieves countries with a total quantity greater than
20,000 units. Close Cognos Viewer.

Step 6
Save the Report: Click

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3. Summary Filters
Summary Filters apply data conditions at a grouped data level. A group filter is applied
to summary data.
Exercise Applying Summary Filters
Apply a filter to limit the report to sales territories that have sold at least 60,000
total units.
Open Tabular Filter Exercise: Open the report saved in the exercise
Step 1
for Applying Tabular Filter After Aggregation or recreate the report.

Notes:

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Step 2a

Step 2b

Open the Filter Dialog Box: Click

dialog box.

on the toolbar to open the Filters

Open the Summary Filters Expression Dialog: On the Summary

Filters tab click

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Step 2c

Display Objects in the Query: Click the Data Items tab.

Step 2d

Add Quantity to the Expression Definition: Double-click Quantity.

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Step 2e

Add the Operator: Type > following [Quantity]. Operators may be

typed in directly or selected from the Operators folder under the
Functions tab.

Step 2f

Enter Value: Type 60000 following the > operator.

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Step 2g
Validate the Expression: Click
on the toolbar. Validate checks the
expression for logic and structure errors. Results of the validation display
under the Errors tab.

Step 2h

Apply the Expression: Click OK.

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Step 3

Select Scope: Click

next to Scope. Then select the checkbox next to
Sales territory to apply the filter at the Sales territory grouping level.
Select OK.

Step 4

Apply the Filter: Click OK.

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Step 5

Step 6

on the toolbar.
Run the Report: Click the Run Report button
Notice the report only retrieves Sales territories with a total quantity
greater than 60,000 units. Close Cognos Viewer.

Save the Report: Select Save As from the File menu. Save the report in
My Folders as Summary Filter Exercise.

Notes:

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G. BUILDING PROMPTS
Prompts allow users to enter criteria to limit report data. The user defined nature of
prompts allows a single report to be used by a broad range of users. Prompts can be
created using filter equations; however, Report Studio functionality includes a Prompt
Wizard which streamlines the process. The exercises in this section provide an example
of both methods of creating prompts.
Prompt Types
A Prompt Button is a predefined command button in Report
Studio. The button can be added to a Prompt Page or Report.
Next, Back, Cancel, Finish, and Reprompt are the available
commands.

A Text Box Prompt provides a type in text field for the user to
enter search criteria. The field is associated with a data field.

A Value Prompt provides criteria options in a drop-down list. It

provides a list of values associated with a data field.

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A Select & Search Prompt is associated with a data field and

finds all instances of the value being searched. The prompt
offers various conditions for searching for data and returns
choices matching the search value.

The Date Prompt is used when a date formatted field is the

filter. The prompt format can be text entry, or selection from a
calendar. A date range prompt can be created using the Date
Prompt.

The Time Prompt is used when a time formatted field is the

filter. The prompt format can be text entry, or a clock. A time
range prompt can be creating using the Time Prompt.

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A Date & Time Prompt is used when the data field is a

combination date/time field. The prompt format can be text
entry, or user selection from a calendar and/or clock. A
date/time range prompt can be created using the Date & Time
Prompt.

An Interval Prompt is used to retrieve data based on a specific

time interval. For instance, an Interval Prompt can be used to
retrieve orders generated within the past 30 days.

A Tree Prompt is used with dimensional data sources. Uses

navigate through to the tree to indicate the level of detail to
display on the report.

Generated Prompts selects the appropriate prompt type

based on the data selected for the prompt.

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Exercise Creating a Simple Prompt

Create a prompt to allow users to filter data by Retailer.
Create a List Report: From Retailers, select Retailer name. From
Step 1
Products, select Product line, Product type, and Product name. From
Orders, select Quantity.

Step 2

Group Retailer name, Product line, and Product type: Click the
Retailer name column header to select the column. Use Shift + Click to
select Product type. All three columns should be selected. Click the
Group/Ungroup button

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Step 3a

Step 3b

Open the Filter Dialog Box: Click

dialog box.

on the toolbar to open the Filters

Open the Details Expression Dialog: On the Detail Filters tab click
.

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Step 3c

Display Objects in the Query: Click the Data Items tab.

Step 3d

Add Retailer Name to the Expression Definition: Double-click Retailer

name.

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Step 3e

Add the Operator: Type = following [Retailer name]. Operators may be

typed in directly or selected from the Operators folder under the
Functions tab.

Step 3f

Enter Prompt Value: Type ?pRetailer Name? following the =

operator.

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Step 3g

Apply the Expression: Click OK.

Step 3h

Apply the Filter: Click OK.

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Step 4

on the toolbar. Select

Run the Report: Click the Run Report button
Camping Equipment Online from the prompt. The results will only display
data for the Retailer name selected in the prompt.

Step 5
Save the Report: Click
Exercise.

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. Save the report in My Folders as Prompt

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Exercise Creating a Report Prompt

Create a prompt within to allow users to filter data by Retailer. This will allow the
user to re-query on the same report.
Open Prompt Exercise: Open the report saved in the exercise for
Step 1
Creating a Simple Prompt or recreate the report.

Step 2

Open the Toolbox: Click the Toolbox tab.

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Step 3

Insert the Value Prompt: Insert the Value Prompt

before the Retailer name column by clicking and dragging the Value
Prompt from the Insertable Objects pane. The Value Prompt field should
display above the columns. The placement of the field is tricky the
insertion point should be a solid single line.

To Use an Existing Parameter

Choose Parameter: Select Use existing parameter and select pRetailer
Step 4a
Name from the drop-down list. Click Next.

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Step 4b

Generate the Prompt: The query is created based on information entered

on previous pages. Click Finish.

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To Create a New Parameter

Choose Parameter: Select Create a new parameter and assign a
Step 5a
parameter name. Click Next.

Step 5b

Select Parameter Values: Click

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Step 5c

Select Data Item: Select the data item to populate the values in the
prompt. Click OK.

Step 5d

Click Next to Move Forward.

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Step 5e

Generate the Prompt: The query is created based on information entered

on previous pages. Click Finish.

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Step 6

Change Prompt Property to Auto-Submit: Select the Value Prompt. In

the Properties view under the General category, change Auto-Submit to
Yes.

Step 7

Define the Filter as Optional: Select any column in the report. Select
on the toolbar. Select the filter and change Usage to Optional. Click
OK.

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Step 8a

Run the Report: Click the Run Report button

on the toolbar.

Step 8b

Requery the Report: From the Retailer name drop-down list select Golf
Masters. The results are limited to the selection.

Step 9

Save the Report: Select Save As from the File menu. Save the report in
My Folders as Report Prompt Exercise.

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Exercise Creating a Prompt Page

Create a prompt page to organize multiple prompts for one report.
Open Prompt Exercise: Open the report saved in the exercise for
Step 1a
Creating a Simple Prompt or recreate the report.

Step 1b

Delete Existing Filters: Click on a report column. Select

on the
toolbar. Select the filter and use the Delete key to remove the filter.

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Step 2

Access Prompt Pages: Move the cursor over Page Explorer. Click the
Prompt Pages folder.

Step 3

Create a New Prompt Page: Click the Page icon in the Insertable
Objects pane and drag it to the Prompt Pages window.

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Step 4

Open Prompt Page: Double-click the Prompt Page icon.

Step 5

Select Prompt Type: Click and drag the Value Prompt to the Prompt
Page workspace.

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Step 6

Choose Parameter: Select Create a new parameter and assign a

parameter name. Click Next.

Step 7

Select Parameter Values: Click

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Step 8

Select Data Item: Select the data item to populate the values in the
prompt. Click OK.

Step 9

Click Next to Move Forward.

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Step 10

Generate the Prompt: The query is created based on information entered

on previous pages. Click Finish.

Step 11

Create Additional Prompts: Using Steps 5 10, create Value Prompts

for Product Line and Product Type.

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Step 12a

Run the Report: Click the Run Report button

on the toolbar.

Step 12b

Select Parameters: Select Camping Equipment Online, Camping

Equipment, and Sleeping Bags from the drop-down lists. Click Finish.

Step 13

Save the Report: Select Save As from the File menu. Save the report in
My Folders as Prompt Page Exercise.

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Note

Prompt Pages can also be created using the Prompt Wizard. Access the
Prompt Wizard through Tools > Build Prompt Page.

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H. CALCULATIONS & FUNCTIONS

1. Detail Calculations
Detail calculations provide a calculated result for each row of data.
Exercise Applying Detail Calculations
Create a variance calculation to show the difference between each sales
representatives Actual and Projected Revenues. Include a calculation showing
each sales representatives percentage contribution to his/her country.
Create a List Report: From Countries, select Country. From Sales
Step 1
targets, select Staff name, Actual revenue, and Sales target.

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Step 2

Insert a Query Calculation: Open the Toolbox by clicking the Toolbox

tab. Click and drag Query Calculation to the right of Sales Target. The
insertion point for a query calculation is 3 lines with the center line
flashing.

Step 3

Name the Column: Provide a descriptive name for the calculated data.
Click OK.

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Step 4

Define the Expression: Select Actual Revenue from the Data Items
tab. Type - (minus). Select Sales target from Data Items.

Step 5
on the toolbar. Validate checks the
Validate the Expression: Click
expression for logic and structure errors. Results of the validation display
under the Errors tab.

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Step 6

Apply the Expression: Click OK.

Step 6

Access Data Format Dialog: Right-click on the column. Select Data

Format.

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Step 7

Step 8

Format the Column as Currency: Select Currency from the drop-down

list. Click OK.

Run the Report: Click the Run Report button

on the toolbar.
Review the Variance column calculation and the data format. Close
Cognos Viewer.

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Step 9

Insert a Query Calculation: Open the Toolbox by clicking the Toolbox

tab. Click and drag Query Calculation to the right of Variance. The
insertion point for a query calculation is 3 lines with the center line
flashing.

Step 10

Name the Column: Provide a descriptive name for the calculated data.
Click OK.

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Step 11

Define the Expression: Type Percentage(. Select Actual Revenue

from the Data Items tab. Type ).

Step 5
Validate the Expression: Click
on the toolbar. Validate checks the
expression for logic and structure errors. Results of the validation display
under the Errors tab.

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Step 6

Apply the Expression: Click OK.

Step 7

Access Data Format Dialog: Right-click on the column. Select Data

Format.

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Step 8

Step 9

Format the Column as Percent: Select Percent from the drop-down list.
Enter 3 for No. of Decimal Places. Click OK.

Run the Report: Click the Run Report button

on the toolbar.
Review the Contribution to Total column calculation and the data format.
Close Cognos Viewer.

Step 10
Save the Report: Click
Calculation Exercise.
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2. Group Calculations
A group calculations provides a summary calculation for a group of data.
Exercise Creating a Group Calculation
Create aggregated totals for Actual revenue, Sales target, and Variance. Create a
group calculation that provides each countrys overall contribution to the total as
a percentage.
Open Detail Calculation Exercise: Open the report saved in the
Step 1
exercise for Creating a Detail Calculation or recreate the report.

Notes:

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Step 2

Group Country: Click the Country column then click Group/Ungroup

on the toolbar.

Step 3

Apply Group Totals: Click Actual revenue, then Shift + Click on

Contribution to Total. Actual revenue, Sales Target, Variance, and
Contribution of Total should be selected. Click Aggregate
toolbar and select Total.

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Step 4

Access Data Format Menu: Select the summary total fields for
Contribution to Total using Ctrl + Click. Right click and select Data
Format from the menu.

Step 5

Format the Column as Percent: Select Percent from the drop-down list.
Enter 3 for No. of Decimal Places. Click OK.

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Step 6

Step 7

on the toolbar.
Run the Report: Click the Run Report button
Review the subtotal and Summary totals for the Contribution to Total
column. Close Cognos Viewer.

Save the Report: Select Save As from the File menu. Save the report in
My Folders as Group Calculation Exercise.

Notes:

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I. LINKED REPORTS
1. Master-Detail Reports
A master-detail relationship allows multiple reports to be integrated into a single report.
The reports must be linked through a common query item to create the relationship. The
master report contains the main information for the report, and the detail expands on an
element of the master report.
Exercise Creating a Master-Detail Report
Create a report that displays all orders and includes the details for each order.
Create a List Report: From Orders, select Order number and Order
Step 1
date.

Notes:

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Step 2

Create an Imbedded List Report: Click the Toolbox

tab. Click and
drag a List object after the Order date column. A new column with a list
format is inserted.

Step 3
Add Detail Report Objects: Open the Source
tab. From
Products, select Product name. From Orders, select Quantity and
Revenue; also insert Order number to the left of Product name.

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Step 4

Access the Master Detail Relationship Dialog: Click in any area of the
imbedded detail list. Select Data from the menu and select Master Detail
Relationships.

Step 5

Create a Link: Click New Link to create a relationship between the

Master Order number and the Detail Order number. If the link is not
automatically made, click Order number in each column to create the
link. Click OK.

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Step 6

Step 7

on the toolbar.
Run the Report: Click the Run Report button
Notice the Order number column displays twice and the detail report
columns are not formatted. Close Cognos Viewer.

Remove Order number from the Detail: Within the Detail section, select
Order number. Select Cut
from the toolbar. This removes the
column from the report display, but keeps it as part of the query.

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Step 8

Set the Detail Column Size: Select each column in the detail section of
the report. In Properties, change the width in Properties - Size &
Overflow to 1 inch.

Notes:

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Step 9

Step 10

on the toolbar.
Run the Report: Click the Run Report button
Notice the Order number column displays once and the detail report
columns are uniform in size. Close Cognos Viewer.

Save the Report: Select Save As from the File menu. Save the report in
My Folders as Master Detail Exercise.

Notes:

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2. Drill-Through Reports
Drill-through reports link a main report to a sub-report. The main report is referred to as
the Parent report, and the sub-report is the Child report. The Child provides information
related to the Parent and is accessed on demand through a hyperlink. The two reports
are linked through a common data element.
Exercise Creating a Drill-Through Report
Create a report that contains order and retailer information. Provide a link to
access retailer contact information.
Create a List Report: From Retailers, select Retailer name, Contact
Step 1
first name, and Contact last name. From Contact information, select
Phone number, Extension, and Email.

Notes:

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Step 2

Group on Retailer name: Click on the Retailer name column and click
Group/Ungroup

on the toolbar.

Create a Detail Filter for Retailer Name

Open the Filter Dialog: Click the Retailer name column. Select Filter
Step 3a
on the toolbar.

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Step 3b
Open the Expression Dialog: On the Detail Filters tab, select Add

Step 3c

Create Expression: In the Expression Definition field, create the

expression [Retailer name]=?pRetailerName?.

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Step 3d
Check for Errors: Select

and correct any errors. Click OK.

Step 3e

Apply Filter: Click OK.

Step 4

Save the Report: Select Save As from the File menu. Save the report in
My Folders as Child Report

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Step 5

Open Master Detail Exercise : Open the report saved in the exercise
for Creating a Master-Detail Report or recreate the report.

Step 6

Add Retailer name: From Retailers, select Retailer name and insert it
after Order date.

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Step 7

Open the Drill Through Dialog: Select the Retailer name column and
select Drill Throughs

Step 8

from the toolbar.

Create a New Drill Through: Click the Create a New Drill Through icon.

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Step 9

Step 10

Select a Report: Click

next to the report field.

Open Child Report: Select the previously created report named Child
Report and click Open.

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Step 11

Step 12

Access Available Parameters: Click Edit

parameters created in the Child Report.

to open a list of

Define Method and Value: Select Pass data item value from the
Method drop-down list. Select Retailer name from the Value drop-down
list. Click OK.

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Step 13

Save the Drill Through: Click OK. A link displays for Retailer name.

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Step 14

Step 15

on the toolbar. Select

Run the Report: Click the Run Report button
the link for ActiForme to view contact information. Close Cognos Viewer.

Save the Report: Select Save As from the File menu. Save the report in
My Folders as Drill Through Exercise.

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J. CONDITIONAL FORMATTING
1. Exception Highlighting
Use Exception Highlighting to identify data meeting certain criteria within a report.
Exercise Using Exception Highlighting
Create a report of all products and identify products with exceptionally high and
exceptionally low revenues.
Create a List Report: From Products, select Product line, Product
Step 1
type, and Product name. From Orders, select Revenue.

Step 2

Group Product Line and Product Type: Click on the Product line
column and Ctrl + click the Product type column. Click Group/Ungroup
on the toolbar.

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Define the Variable

Open Condition Explorer: Move the cursor over the Condition Explorer
Step 3a
icon on the Explorer Bar.

Step 3b

Open the Variables Folder: Click the Variables folder.

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Step 3c

Select a Variable Type: Select String Variable because the condition is

being defined for a range of values. Click and drag the String Variable
icon to the Variables pane.
Report Language Variable: Creates variables for conditions based on
foreign languages.
String Variable: Creates variables for conditions with multiple possibilities
or variances; i.e., a range of values.
Boolean Variable: Creates variables for conditions with only 2 possible
values; i.e., yes or no.

Notes:

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Step 3d

Create the Expression: Enter IF([Query1].[Revenue]>1000000)

THEN('H')ELSE IF ([Query1].[Revenue]<200000)THEN('L') in the
Expression Definition by selecting Available Components or typing directly
in the field. Click OK.

Step 3e

Change Variable Name: In the Properties pane, change the Name for
the variable to HiLowRev.

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Step 3f

Define Possible Values: Under the Values pane, select Add. Enter H,
and click OK. Repeat the process to add L as a value.

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Step 4

Return to the Report: Move the cursor over the Page Explorer
on the Explorer Bar and select Page 1 from the menu.

icon

Associate the Report Object with the Variable

Select the Report Object: Click the Revenue column.
Step 5a

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Step 5b

Open the Style Variable Property: In the Properties pane, click in the
Style Variable field and select
.

Step 5c

Select Variable: Select HiLowRev from the Variable drop-down list.

Click OK.

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Adding Conditional Formatting

Open Condition Explorer: Move the cursor over the Condition Explorer
Step 6a
icon on the Explorer Bar.

Step 6b

Select a Variable: Click the variable icon for H. The Explorer Bar turns
green to indicate Conditional Authoring Mode and the main report opens.

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Step 6c

Open Background Color Dialog: Select Revenue column. In the

Properties pane, click in the Background Color field and click
.

Step 6d

Select Highlight Color: Click the Web Safe Colors tab and select a light
green color. Click OK.
Repeat Steps 6a 6d to define the conditional formatting for the L
variable. Assign it a light red highlight.

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Step 7

Step 8

Step 9

Exit Conditional Authoring Mode: Double-click the green area of the

Explorer Bar.

Run the Report: Click the Run Report button

on the toolbar.
Products with exceptionally high revenues are highlighted in green and
those with exceptionally low revenues are highlighted in red. Close
Cognos Viewer.

Save the Report: Select Save As from the File menu. Save the report in
My Folders as Exception Highlighting Exercise.

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2. Conditional Blocks
Use Conditional Blocks when presenting the same data in different formats based on
user preference. For instance, some data can be presented in a crosstab format and a
graph. A user may wish to use a different representation of the data in different
situations. By using Conditional Blocks a single report can meet both presentation
needs.
Exercise Using Conditional Blocks
Create a report that displays information in either a crosstab or graph format
based on defined conditions.
Create a Crosstab Report: From Orders, select Order year for
Step 1
columns; Order method for rows; and Revenue for the cells.

Notes:

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Step 2a
Insert a Chart: Open the Toolbox
by clicking the tab. Click and
drag the Chart to the far right of the crosstab.

Notes:

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Step 2b

Select Chart Format: Accept the default selection by clicking OK. The
chart should appear below the crosstab.

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Step 3

Associate the Chart with a Query: Click the Chart to select it. In the
Properties pane, click in the Query field and select Query 1 from the
drop-down list.

Step 4
Select Data Items: Click the Data Items
tab. Click and drag
Revenue to Measure; Order method to Category; and Order year to
Series.

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Create a Prompt Page

Access Prompt Pages: Move the cursor over Page Explorer. Click the
Step 5a
Prompt Pages folder.

Step 5b

Create a New Prompt Page: Click the Page icon in the Insertable
Objects pane and drag it to the Prompt Pages window.

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Step 5c

Open Prompt Page: Double-click the Prompt Page icon.

Step 5d

Select Prompt Type: Click and drag the Value Prompt to the Prompt
Page workspace.

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Step 5e

Step 5f

Access Static Choices Property: Click the new prompt. In Properties

click in the Static Choices field and click
.

Add a New Choice: Click Add

. Enter Crosstab for Use and Value.
Click OK. Repeat this step to add Chart.

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Step 5g

Save the Static Property Changes: Click OK.

Step 6

Return to the Report Page: Move the cursor over Page Explorer. Click
Page 1 under the Report Pages folder.

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Build a Conditional Block

Step 7
Add a Conditional Block to the Report: From the Toolbox
, click
and drag a Conditional Block to the right of the Chart. The Conditional
Block is inserted below the Chart.

Step 8a

Open the Block Variable Property Dialog: Click the new Conditional
Block. In Properties, click in the Block Variable field and click
.

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Step 8b

Define the Block Variable: Select <New Boolean variable> from the
Variable drop-down list.

Step 8c

Name the New Variable: Enter Display for the Name. Click OK.

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Step 8d

Step 8e

Create the Expression: Click

to access Parameters. Click and
drag DisplayType to the Expression Definition and type =Crosstab.
Click OK.

Save the Block Variable Properties: Click OK.

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Step 9

Verify Current Block Property: Verify Current Block property is No.

Step 10

Add Chart to Conditional Block: Click and drag the Chart to the
Conditional Block.

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Add the Crosstab to the Conditional Block

Select the Conditional Block: Click in the Conditional Block area.
Step 11a

Step 11b

Change the Current Block Property: In Properties, change Current

Block to Yes.

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Step 11c

Select the Crosstab: Click on the Crosstab and use the Ancestor
button to select the entire object.

Step 11d

Add the Crosstab to the Conditional Block: Click and drag the
Crosstab to the Conditional Block.

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Step 12

Step 13

on the toolbar. Select

Run the Report: Click the Run Report button
a Display Type from the prompt. The data is presented based upon the
format chosen by the user. Close Cognos Viewer.

Save the Report: Select Save As from the File menu. Save the report in
My Folders as Conditional Block Exercise.

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Congratulations!
You have completed the
Cognos 8.1 Report Studio Training.

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