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Cognos Portfolio

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Step-by-Step Portfolio

CopyrightPortfolio version 7.0 This edition published 2001. Copyright (C) 2001 Cognos Incorporated. Portions Copyright (C) Microsoft Corporation, One Microsoft Way, Redmond, Washington 98052-6399 USA. All rights reserved. Portions of this product provided by LEAD Technologies, Inc. Charlotte, NC. Portions Copyright (C) LEAD Technologies, Inc. 1991-1995. ALL RIGHTS RESERVED Sample product images with the pound symbol (#) in the lower right hand corner are copyright (C) 1998 PhotoDisc, Inc. This software/documentation contains proprietary information of Cognos Incorporated. All rights are reserved. Reverse engineering of this software is prohibited. No part of this software/documentation may be copied, photocopied, reproduced, stored in a retrieval system, transmitted in any form or by any means, or translated into another language without the prior written consent of Cognos Incorporated. Cognos, the Cognos logo, Axiant, COGNOSuite, Cognos Upfront, Cognos DecisionStream, Impromptu, NoticeCast, PowerCube, PowerHouse, PowerPlay, Scenario and 4Thought are trademarks or registered trademarks of Cognos Incorporated in the United States and/or other countries. All other names are trademarks or registered trademarks of their respective companies. While every attempt has been made to ensure that the information in this document is accurate and complete, some typographical errors or technical inaccuracies may exist. Cognos does not accept responsibility for any kind of loss resulting from the use of information contained in this document. This document shows the publication date. The information contained in this document is subject to change without notice. Any improvements or changes to either the product or the document will be documented in subsequent editions. U.S. Government Restricted Rights. The software and accompanying materials are provided with Restricted Rights. Use, duplication, or disclosure by the Government is subject to the restrictions in subparagraph (C)(1)(ii) of the Rights in Technical Data and Computer Software clause at DFARS 252.227-7013, or subparagraphs (C) (1) and (2) of the Commercial Computer Software - Restricted Rights at 48CFR52.227-19, as applicable. The Contractor is Cognos Corporation, 67 South Bedford Street, Burlington, MA 01803-5164.

Table of ContentsChapter 1: Design a Briefing Book 7 Get Started with Designing a Briefing Book 7 Overview 7 Switch to Author Mode 8 Create a New Briefing Book 9 Add a Page 9 Link an OLE Object from Another Application 10 Embed an OLE Object from Another Application 11 Insert a Launch Button 12 Insert an Icon 14 Insert Text 15 Insert a Picture 15 Document an Object 16 Make an Object a HotSpot 17 Overview 17 Make an Object Run a Program 18 Make an Object Run a Macro 19 Make an Object Jump to a Page 19 Make an Object Exit Portfolio 20 Make an Object Perform Several Actions 21 Add a Title to a Page 22 Rearrange Pages 23 Add a Background Pattern to a Briefing Book 24 Add a Background Pattern to a Page 25 Add a Background Pattern to an Object 26 Add a Background Picture to a Briefing Book 27 Add a Background Picture to a Page 28 Add a Picture to an Object 29 Move an Object 30 Resize an Object 31 Add Text Over an Object 32 Add a Border to an Object 32 Add an Icon to an Object 33 Show an Object as a Button 34 Maintain Object Order in Layers 35 Chapter 2: How to View a Briefing Book in Portfolio Viewer 37 View a Briefing Book 37 View a Briefing Book: Overview 37 Switch to View Mode 37 Open a Briefing Book 38 Browse Through Pages 39 Use the Table of Contents to Find a Page 39 Get Information About an Object within a Briefing Book 40 Zoom a Page 40 Maximize an Object 40 Use a Hotspot 41 Activate an OLE Object 41

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Add or Copy Information 42 Annotate a Briefing Book 42 Copy an Object 43 Copy a Page 44 Chapter 3: Secure, Distribute and Maintain a Briefing Book 45 Secure a Briefing Book 45 Overview 45 Protect a Briefing Book with a Password 45 Secure a Briefing Book with Access Manager 46 Distribute a Briefing Book 47 Overview 47 How Portfolio Searches for OLE Links: Overview 48 Set the Target Screen Resolution of a Briefing Book 49 Manage the Use of a Briefing Book 50 Package a Briefing Book 51 Send a Briefing Book via E-Mail 51 Save a Briefing Book in a Shared Location 52 Maintain a Briefing Book 52 Update Links 52 Create Smaller Books from a Master Briefing Book 54 Chapter 4: Tips and Tricks 55 Overview 55 Make the Title Page an Interactive Map to the Briefing Book 55 Make Presentations 56 Use Menus in Full-Screen View 57 Add a Shadow Effect to Text 57 Add an Exit Button 58 Drag Objects Between Briefing Books 59 Fix the Appearance of OLE Objects After Resizing Them 59 Work with Links 60 Set a Default OLE Object Type 60 Set Default Directories 61 Set Confirmation of Actions 61 Improve Redrawing Performance 62 Appendix A: Reference Information 63 Command-line Options 63 Overview 63 63 /author (/a) 63 /donotupdatelinks (/nu) 64 /fullscreen (/f) 64 /macro= (/m) 64 /maximize (/max) 65 /minimize (/min) 65 /nologo 65 /notify (/n) 65 /quit (/q) 66 /updatelinks (/u) 66 /updatemanuallinks (/um) 67 /view (/v) 67 Pop-up Menus: Overview 67 Page pop-up menu (Display Mode) 68 Page pop-up menu (Edit Mode) 68 Object pop-up menu (Display Mode) 69 Object pop-up menu (Edit Mode) 70

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Shortcuts 71 Add Object pop-up menu (Edit Mode) 71 PowerBar Buttons 71 Specifications 73 Appendix B: Troubleshooting 75 The access password doesnt work 75 The command I need isn't available. 75 The Send command (File menu) is unavailable. 75 The Multiple Actions and Controls tabs are unavailable. 75 I can't move pages in the Table of Contents. 75 I can't delete a page. 75 I can't move or resize an object. 75 Fly-by text doesn't appear. 76 The target resolution I chose reduced or enlarged the briefing book too much. 76 I am frequently prompted to zoom briefing books that I open. 76 I am frequently prompted to find the same source files on the LAN. 76 I can't activate OLE objects. 76 Pages are missing. 77 Server Busy messages. 77 Appendix C: Frequently Asked Questions 79 Whats the difference between Author mode and View mode? 79 Why are some commands missing? 79 Can I modify the toolbars in Portfolio? 79 Does Portfolio compensate for different screen resolutions? 79 How many pages can I put in a briefing book? 79 About Passwords 79 Can I protect a briefing book with a password? 79 Can I suppress Essbase passwords when opening PowerPlay reports? 80 About Hotspots 80 What is the HotSpot menu? How do I show it? 80 Can I create a Hotspot that exits Portfolio? 80 About Linking and Embedding 80 Whats the difference between linking and embedding? 80 How does Portfolio re-establish links to unfound source files? 81 How can I activate linked or embedded PowerPlay reports more quickly? 81 Glossary 83 Index 89

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Chapter 1: Design a Briefing Book

Get Started with Designing a Briefing BookOverviewUse Portfolio AuthorUse Portfolio Author to create and distribute briefing books to other Portfolio users. Portfolio Author users can view your briefing book in View mode or edit your briefing book in Author mode. Portfolio Viewer users can only view and annotate your briefing book in View mode. Depending on the permissions you set, they can also activate and explore OLE objects, add text annotations, and save their changes to your briefing book.

Design Briefing BooksA briefing book is a document in which you can link or embed OLE objects, and create objects that perform different actions. Briefing books are interactive, because users can navigate from page to page, and interact with objects, choosing which actions to perform. You can design a briefing book to distribute vital corporate information in an attractive, easy-to-use format. When you design a briefing book, you need to choose Author mode set the target screen resolution decide on a structure add the information

Set the Target Screen ResolutionIf you plan to distribute a briefing book to other users, you should set the target resolution to match the resolution of the users screens. By matching resolutions, you enable users to view briefing book pages without having to scroll. Users whose screens have different resolutions will need to scroll, or zoom in or out, to see whole pages. If you dont know the resolution of the users screens, or if the users have screens with various resolutions, Portfolio can compensate by setting the zoom level so that, when the briefing book opens, it fits the screen.

Create a StructureThe structure of a briefing book should help users to understand the content you are presenting. Here are some tips: Arrange related information on the same page, or on consecutive pages Use the first page as a title page In the background of the title page, show a picture that orients the user to the contents of the briefing book Over appropriate parts of the picture, add HotSpots that jump to the related pages Apply Access Manager security to selected pages For example, each page of a briefing book includes a sales report from one of your companys offices. The background of the first page (the title page) shows a map. Over the location of each office on the map, you insert a HotSpot that jumps to the page dedicated to that office. Access to each page is controlled by user class assignment.

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Chapter 1: Design a Briefing Book

Insert the InformationMost briefing books contain linked or embedded information from other applications that users can activate and explore. Linked objects can be updated whenever the information in the source files changes. And, because linked objects simply represent information in the source file, they take up less storage space in the briefing book than embedded ob