End User Guidepublic.dhe.ibm.com/software/data/cognos/documentation/docs/en/6.… · (XBRL) tagging...

IBM Cognos FSRVersion 6.6.1

End User Guide

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NoteBefore using this information and the product it supports, read the information in “Notices” on page 115.

Product Information

This document applies to Cognos FSR Version 6.6.1 and may also apply to subsequent releases. To check for newerversions of this document, visit the IBM Cognos Information Centers (http://publib.boulder.ibm.com/infocenter/cogic/v1r0m0/index.jsp).

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© Copyright IBM Corporation 2007, 2012.US Government Users Restricted Rights – Use, duplication or disclosure restricted by GSA ADP Schedule Contractwith IBM Corp.

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Contents

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vii

Chapter 1. IBM Cognos Financial Statement Reporting overview . . . . . . . . . . . 1IBM Cognos FSR functionality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1Typical report examples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Statutory reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2Corporate and industry reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Internal reporting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

What's new . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3New functionality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Chapter 2. Basic IBM Cognos Financial Statement Reporting concepts . . . . . . . . 5User role . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Administrator role . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Login authentication methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Logging in to IBM Cognos FSR . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Logging in to IBM Cognos FSR with different options . . . . . . . . . . . . . . . . . . . . 6Opening a different report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

The Report Summary window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7The Report Design window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Sections, objects, and checklists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Compliance checklists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Section and object properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Refreshing a report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Refreshing a report manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Refreshing a report automatically . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Validating a report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Recalculating a report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Saving a report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Exiting a report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Printing a report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Switching between different applications . . . . . . . . . . . . . . . . . . . . . . . . . 13Filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Creating a simple filter for data in columns . . . . . . . . . . . . . . . . . . . . . . . 14Creating an advanced filter for data in columns . . . . . . . . . . . . . . . . . . . . . . 14

Chapter 3. Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17Audit trails . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Viewing an audit trail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17Comparing two audit trail versions . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Checklists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18Adding a reference to a checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . 18Opening a reference to a checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . 18Removing a reference from a checklist . . . . . . . . . . . . . . . . . . . . . . . . . 18

Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18Exhibits and supporting documents . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Report types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Shared and reference objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Output to Adobe InDesign . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Sample scenario for tagging for Adobe InDesign . . . . . . . . . . . . . . . . . . . . . . 20Settings for tagging data for Adobe InDesign . . . . . . . . . . . . . . . . . . . . . . . 21

User-delegated administrative features . . . . . . . . . . . . . . . . . . . . . . . . . . 26Account reconciliation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26Macro definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26Account mapping . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

© Copyright IBM Corp. 2007, 2012 iii

Account hierarchy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27Query Builder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27Progress reports and audit reports . . . . . . . . . . . . . . . . . . . . . . . . . . . 27Outputting a report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27Report setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28Snapshots . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28Viewing snapshots . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29Comparing versions of a document with snapshots . . . . . . . . . . . . . . . . . . . . . 29Deleting a snapshot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29Comparing identically named objects in different reports . . . . . . . . . . . . . . . . . . . 30

Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30Advancing a workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31The Workflow window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31Setting workflow status using the Properties pane . . . . . . . . . . . . . . . . . . . . . 32Setting workflow status using the Report Summary window . . . . . . . . . . . . . . . . . . 32Setting workflow status using account reconciliation. . . . . . . . . . . . . . . . . . . . . 32

Chapter 4. Retrieving and adjusting data . . . . . . . . . . . . . . . . . . . . . 35Connecting to data in Excel objects . . . . . . . . . . . . . . . . . . . . . . . . . . . 35Accessing TM1 and Controller . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Configuring Cognos FSR to access a TM1 account . . . . . . . . . . . . . . . . . . . . . 36Configuring Cognos FSR to access a Cognos Controller account . . . . . . . . . . . . . . . . . 36

Loading data into Excel objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37Loading OLAP data into an Excel object . . . . . . . . . . . . . . . . . . . . . . . . . 37Loading relational data into an Excel object. . . . . . . . . . . . . . . . . . . . . . . . 39Loading Excel data into an Excel object . . . . . . . . . . . . . . . . . . . . . . . . . 40Loading data from the account hierarchy into an Excel object. . . . . . . . . . . . . . . . . . 40

Modifying loaded data in an Excel object . . . . . . . . . . . . . . . . . . . . . . . . . 41Modifying loaded OLAP data in an Excel object . . . . . . . . . . . . . . . . . . . . . . 41Modifying loaded relational data in an Excel object . . . . . . . . . . . . . . . . . . . . . 42Modifying loaded Excel data in an Excel object . . . . . . . . . . . . . . . . . . . . . . 42

Removing data from an Excel object . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Chapter 5. Excel objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45Excel toolbars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45The Excel object toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46Excel object worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Adding a worksheet to an Excel object . . . . . . . . . . . . . . . . . . . . . . . . . 48Resorting worksheets in an Excel object . . . . . . . . . . . . . . . . . . . . . . . . . 48Deleting a worksheet from an Excel object . . . . . . . . . . . . . . . . . . . . . . . . 48

Excel formulas and data in Excel objects. . . . . . . . . . . . . . . . . . . . . . . . . . 49Viewing the source of a cell value in an Excel object . . . . . . . . . . . . . . . . . . . . . 49Referencing a cell value in a range in an Excel object . . . . . . . . . . . . . . . . . . . . 49Referencing a cell value in another worksheet in an Excel object . . . . . . . . . . . . . . . . . 50Changing the weighting of referenced data in an Excel object. . . . . . . . . . . . . . . . . . 51Charting and graphical representation . . . . . . . . . . . . . . . . . . . . . . . . . 51

Working with TM1 functions and data . . . . . . . . . . . . . . . . . . . . . . . . . . 52DBR function for TM1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Working with Controller functions and data . . . . . . . . . . . . . . . . . . . . . . . . 53Cognos Controller functions in Excel . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Importing external Excel data into an Excel object . . . . . . . . . . . . . . . . . . . . . . 54Data export from an Excel object into an external Excel file . . . . . . . . . . . . . . . . . . . 55

Exporting an Excel object to an external Excel file . . . . . . . . . . . . . . . . . . . . . 55Exporting all Excel objects to external Excel files . . . . . . . . . . . . . . . . . . . . . . 56Exporting selected Excel objects to an external Excel file . . . . . . . . . . . . . . . . . . . 56

Importing data from a Microsoft SQL query into an Excel object. . . . . . . . . . . . . . . . . . 57Row suppression in Excel objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Preventing the suppression of rows in an Excel object . . . . . . . . . . . . . . . . . . . . 58Formatting an Excel object . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58Applying leaders between columns in an Excel object . . . . . . . . . . . . . . . . . . . . . 59

iv IBM Cognos FSR Version 6.6.1: End User Guide

Applying font, border, and pattern formatting to cells in an Excel object . . . . . . . . . . . . . . . 59Enabling cell merging in an Excel object . . . . . . . . . . . . . . . . . . . . . . . . . . 60Enabling text wrapping in an Excel object . . . . . . . . . . . . . . . . . . . . . . . . . 60Changing cell alignment in an Excel object . . . . . . . . . . . . . . . . . . . . . . . . . 60Customizing text and number alignment in cells in an Excel object . . . . . . . . . . . . . . . . . 61Resizing the height of a row in an Excel object . . . . . . . . . . . . . . . . . . . . . . . 62Resizing the width of a column in an Excel object . . . . . . . . . . . . . . . . . . . . . . 62Resizing all rows or all columns in an Excel object . . . . . . . . . . . . . . . . . . . . . . 62Cell protection in an Excel object . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Locking or unlocking cells in an Excel object . . . . . . . . . . . . . . . . . . . . . . . 63Protecting a worksheet in an Excel object . . . . . . . . . . . . . . . . . . . . . . . . 63

Setting conditional formatting in an Excel object . . . . . . . . . . . . . . . . . . . . . . . 63

Chapter 6. Word objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65Word toolbars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65The Word object toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66Tables in Word objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Recommended table formatting in a Word object . . . . . . . . . . . . . . . . . . . . . . 67Basic table functionality in a Word object . . . . . . . . . . . . . . . . . . . . . . . . 68Adding a predefined table to a Word object . . . . . . . . . . . . . . . . . . . . . . . 69Drawing a table or cell in a Word object . . . . . . . . . . . . . . . . . . . . . . . . . 69Inserting a predefined table into a cell of a table in a Word object . . . . . . . . . . . . . . . . 70Drawing a table in a Word object . . . . . . . . . . . . . . . . . . . . . . . . . . . 70Creating a table from existing text in a Word object . . . . . . . . . . . . . . . . . . . . . 71Navigation in a table in a Word object . . . . . . . . . . . . . . . . . . . . . . . . . 71Inserting rows into a table in a Word object . . . . . . . . . . . . . . . . . . . . . . . 72Inserting columns into a table in a Word object . . . . . . . . . . . . . . . . . . . . . . 72Splitting a table in a Word object into two separate tables . . . . . . . . . . . . . . . . . . . 73Adding content to a table in a Word object . . . . . . . . . . . . . . . . . . . . . . . . 73Converting a table in a Word object into text . . . . . . . . . . . . . . . . . . . . . . . 73Deleting cells, rows, columns, and tables from a Word object . . . . . . . . . . . . . . . . . . 73

Word object formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74The Table Properties window . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74Applying formatting properties to cells and tables in a Word object . . . . . . . . . . . . . . . 74Enabling text wrapping in a table in a Word object . . . . . . . . . . . . . . . . . . . . . 75Setting preferred margin width in a Word object . . . . . . . . . . . . . . . . . . . . . . 75Resizing a table in a Word object manually . . . . . . . . . . . . . . . . . . . . . . . . 76Changing the width of a column in a table in a Word object manually. . . . . . . . . . . . . . . 76Changing the width of a column in a table in a Word object from a menu . . . . . . . . . . . . . 76Changing the height of a row in a table in a Word object manually . . . . . . . . . . . . . . . . 77Changing the height of a row in a table in a Word object from a menu . . . . . . . . . . . . . . 77Making multiple cells in a table in a Word object the same size . . . . . . . . . . . . . . . . . 77Changing the space between cells in a table in a Word object . . . . . . . . . . . . . . . . . . 77Changing borders and shading in a table in a Word object. . . . . . . . . . . . . . . . . . . 78Changing the direction of text in a table in a Word object . . . . . . . . . . . . . . . . . . . 78Changing cell alignment in a table in a Word object . . . . . . . . . . . . . . . . . . . . . 79Customizing text and number alignment in cells in a table in a Word object . . . . . . . . . . . . . 79Repeating table headings in a Word object at the top of every page of a long report . . . . . . . . . . 80Controlling where a table in a Word object is divided in a report . . . . . . . . . . . . . . . . 80Spreadsheet functionality in Word objects . . . . . . . . . . . . . . . . . . . . . . . . 81

Chapter 7. Web Page objects . . . . . . . . . . . . . . . . . . . . . . . . . . 83The Web Page object toolbar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83The Web Page toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83Displaying a website in a Web Page object . . . . . . . . . . . . . . . . . . . . . . . . . 84

Chapter 8. PDF objects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85PDF documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85The PDF object toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85Password protection for PDF files . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Contents v

Attaching a PDF file to a PDF object . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Chapter 9. Variables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87Types of variables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87Section variables. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

Naming conventions for section variables . . . . . . . . . . . . . . . . . . . . . . . . 88Uniquely named section variables . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

Object variables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90Viewing object variables used in a report . . . . . . . . . . . . . . . . . . . . . . . . 91Naming conventions for object variables. . . . . . . . . . . . . . . . . . . . . . . . . 91Predefined object variables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91Uniquely named object variables . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

Global object variables. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99Using a global object variable to reference data in an Excel object . . . . . . . . . . . . . . . . 100Using a global object variable with named ranges in multiple reports . . . . . . . . . . . . . . 100

The Reference Variables window . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101Query variables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

Inheriting a new object-level variable . . . . . . . . . . . . . . . . . . . . . . . . . 103

Appendix. Multiple versions of Microsoft Office . . . . . . . . . . . . . . . . . 105Effect of multiple versions of Microsoft Office if you use Microsoft Office 2003 . . . . . . . . . . . . 105Effect of multiple versions of Microsoft Office if you use Microsoft Office 2007 or Microsoft Office 2010 . . . . 110

Notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115

vi IBM Cognos FSR Version 6.6.1: End User Guide

Introduction

The IBM® Cognos® FSR End User Guide is intended for use with IBM CognosFinancial Statement Reporting (FSR). It describes how to use Cognos FSR.

Cognos FSR is a unified financial governance solution that focuses on improvingfinancial processes and controls, particularly in the final stages before disclosure. Ithelps the finance department improve the timeliness and quality of financialmanagement processes and reporting, facilitate audits, extend enterprise resourceplanning (ERP) transactional controls, and improve financial risk management.

Cognos FSR automates the process of eXtensible Business Reporting Language(XBRL) tagging for compliance with the Security Exchange Commission mandateas well as other XBRL mandates around the world.

Features and benefits:v Enhances internal controls over financial reportingv Improves visibility and audit trail in the entire reporting processv Links source data to report datav Uses prior report as a template for the next reportv Integrates Tag Once XBRL functionv Contains tools to promote collaborationv Delivers workflow and task management toolsv Includes business rules and validationv Has multiple output options, such as XBRL, EDGAR, HTML, Microsoft Word,

PDF, and Adobe InDesign

Audience

This guide is intended for individuals working in the Office of Finance, who needto work with financial reports and workflows that are created with Cognos FSR. Touse this guide, you should have a strong background in developing financialreports for regulatory submission.

Finding information

To find IBM Cognos FSR product documentation on the Web, access the IBMSupport site at http://www.ibm.com/support/docview.wss?uid=swg27024548. Youcan also find PDF versions of the product release notes and installation guidesdirectly from IBM Cognos product disks.

To view Cognos FSR help in the product, click Help > Content.

Accessibility features

This product does not currently support accessibility features that help users witha physical disability, such as restricted mobility or limited vision, to use thisproduct.

© Copyright IBM Corp. 2007, 2012 vii

http://www.ibm.com/support/docview.wss?uid=swg27024548

Forward-looking statements

This documentation describes the current functionality of the product. Referencesto items that are not currently available may be included. No implication of anyfuture availability should be inferred. Any such references are not a commitment,promise, or legal obligation to deliver any material, code, or functionality. Thedevelopment, release, and timing of features or functionality remain at the solediscretion of IBM.

viii IBM Cognos FSR Version 6.6.1: End User Guide

Chapter 1. IBM Cognos Financial Statement Reportingoverview

IBM Cognos Financial Statement Reporting (FSR) is a corporate reporting solutionthat combines numeric data with other presentation elements. Text and graphicscan be used to supplement the data in the report.

Many organizations manually produce their external financial reportingdocuments, for example, 10K, 10Q, and Board Books. With Cognos FSR, statutoryfinancial reports are dynamically driven from a central database to produce highlyformatted reports complete with appropriate commentary and supplementarynotes.

Cognos FSR provides a collaborative environment that incorporates workflow andaudit trails to ensure a high degree of data accuracy and to provide better internalcontrols for corporate governance.

You can now view the interface for Cognos FSR in several languages in addition toEnglish. For more information, see the Cognos FSR Installation Guide.

IBM Cognos FSR functionalityThe Cognos FSR interface is used to produce and output a financial report.

Cognos FSR has some useful functionality and capabilities to assist with building areport:v Collaboration. Each section of a document can be assigned to a separate user so

that any number of users can work on the same document simultaneously.v Workflow. You can easily see the status of each section of a financial document,

and determine which sections are overdue and who is responsible. Workflowincludes automatic email notification to quickly contact the persons responsiblefor items that are overdue.

v Internal control. Cognos FSR provides a comprehensive set of internal controls toensure that the proper steps are followed in the creation, submission, andapproval of each document section.

v Audit trail. Users can easily compare any two versions of the document to seewhat was changed, who changed it, and when it was changed.

v Data Integration. This feature provides an easy-to-use method to pull data fromvarious data sources including the leading ERP systems, the leadingconsolidation systems, relational databases, OLAP databases, and MicrosoftExcel.

v Output capability. Cognos FSR supports various output options including Word,Excel, PDF, XBRL (with any taxonomy), and "Edgar-ready" documents (for filingto the SEC).

v Ease of use. If your users already know how to use Word and Excel, then usingCognos FSR is intuitive and easy. It provides a user interface that leverages all ofthe formatting capabilities of Word and all of the calculation abilities of Excel.

v Rounding. Cognos FSR provides an automated method to round your financialdata to thousands, millions or billions while ensuring that all numbers tie out tothe bottom line totals.

© Copyright IBM Corp. 2007, 2012 1

v Business rules. In some organizations, data might come from various sources.Cognos FSR business rules ensure that summary data in one section of thedocument always ties out to detailed data that exists elsewhere in the document.

v Data collection for operational data. External financial documents often includedata that might not exist in your ERP or consolidation system. Cognos FSRprovides an easy-to-use, web-based method to collect this statistical andoperational data with a secure audit trail and comprehensive workflow to ensurethat data is reviewed and approved before being included in the externaldocument.

v User security. Cognos FSR provides controlled access to sensitive informationand helps to maintain privacy.

Typical report examplesIBM Cognos FSR can be used to create various financial reports for internal orexternal publication for any organization.

Corporate and regulatory reports often contain repetitive sections that aretime-consuming to reproduce and manage with consistency. Cognos FSR enablessuch reports to be templated, which can simplify and accelerate the process ofsubmitting reports. A sample of some report types that Cognos FSR can be used tomanage is provided in the following sections.

Statutory reportingIn many countries or regions, federal securities laws require publicly tradedcompanies to disclose information on an ongoing basis.

US regulatory reporting: 10-K, 10-Q, and 20FRegulatory bodies such as the Securities and Exchange Commission (SEC) requirebusinesses to submit annual reports on Form 10-K, and quarterly reports on Form10-Q for specified events. Businesses must comply with various other disclosurerequirements. Foreign issuers must use Form 20-F to meet disclosure requirements.

The annual report on Form 10-K provides a comprehensive overview of thecompany's business and financial condition and includes audited financialstatements. Although similarly named, the annual report on Form 10-K is distinctfrom the annual report to shareholders.

Form 10-Q includes unaudited financial statements and is meant to provide acontinuing view of the company's financial position during the year. The reportmust be filed for each of the first three fiscal quarters of the company's fiscal year.

Form 20-F is a comprehensive core disclosure document that foreign private issuersmust file annually with the SEC, to register securities when they are offered in theUS.

Exhibits specifically refer to attachments that the SEC officially defines in its rulesand regulations. Exhibits are attached to an EDGAR form to provide additionalmaterials or information. The SEC might require one or more exhibits to beincluded with a 10-K or 10-Q filing.

Canadian regulatory reporting: annual reports, MD&AIn Canada, public and privately owned corporations are required to produceannual reports, and to disclose important events that affect the business in

2 IBM Cognos FSR Version 6.6.1: End User Guide

Management Discussion and Analysis (MD&A) reports. There are various otherrequired reports that IBM Cognos FSR can also help with.

UK regulatory reporting: annual reports, Form 363The EU Transparency Directive is designed to bring all European stock exchangesup to the same level, with a uniform set of rules for Listing and Disclosure thatapply across the European Union. There are more stringent requirements forinterim and annual reports.

In the UK, the Companies House and Financial Services Authority (FSA) requiresbusinesses to submit various reports and forms on a timely basis. For example, theCompanies House requires an Annual Return (Form 363) to update companycontact information, contact information for corporate executives, and to provide astatement of principal business activities.

Corporate and industry reportingYou can use IBM Cognos FSR to create standard corporate reports, such asquarterly and annual reports. You can also create industry-specific reports, such asairline industry reports.

Quarterly reports, annual report, board bookIn general, corporations in different countries are required to produce quarterlyand annual reports, displaying financial results for the period.

IBM Cognos FSR enables consistent report formatting and presentation of data.

Cognos FSR can be used to create and manage content related to board books (boardmeeting agenda packets).

Airline industry: Form 41Form 41 provides valuable information for people who need to analyze andunderstand the US airline industry and its member carriers. Form 41 reports oncarrier costs, operations, profit and loss statements, and balance sheets.

Internal reportingYou can use IBM Cognos FSR to create reports used for internal control. You canalso maintain existing customized reports.

Account reconciliation reportsYou can use IBM Cognos FSR to produce reports that are used specifically forinternal control. Account reconciliation reports are not submitted to regulatorybodies.

Customized reportsAny report built in Microsoft Office (Microsoft Excel or Microsoft Word) can becreated and maintained in IBM Cognos FSR. Additional functionality, such asworkflow and audit trail, can then be applied.

What's newThere are new features and functionality in the latest release of IBM Cognos FSR. Ifyou are new to Cognos FSR, or if you want to review functionality in greaterdetail, see the appropriate section for more information.

Chapter 1. IBM Cognos Financial Statement Reporting overview 3

New functionalityThe latest version of IBM Cognos FSR contains several new features.

The following new features are included in Cognos FSR (including XBRL):v Native support for Microsoft Office 2007 and Microsoft Office 2010. You can now

work with your reports in native Microsoft Office 2003, Microsoft Office 2007,and Microsoft Office 2010.

v Adobe InDesign integration. If you plan to output your report to AdobeInDesign, versions CS 3 and CS 5.5, you can tag your data in Cognos FSR tomake formatting simpler when you import into Adobe InDesign.

v Localization of the Cognos FSR interface. You can now view the interface inseveral languages in addition to English.

v Ability to enable and disable users without deleting user data. If a user will notbe using Cognos FSR for a period of time, the administrator can now specifythat the user is inactive without having to delete the user's data and thenrecreate it when the user becomes active again.

v Additional configuration options. New configuration options are available, suchas performance monitoring, the ability to specify the location for temporary files,and customized views.

v Microsoft PowerPoint: Export to Microsoft PowerPoint 2007 and MicrosoftPowerPoint 2010 is now supported.

v SEC. Support for new US-GAAP 2012 taxonomy and updates to EFM (EDGARFiler Manual) validations is now provided.

v US GAAP 2012 (Taxonomy and EFM updates). Support for US-GAAP 2012 isnow provided.

v Solvency II. Support for draft taxonomy and specifications is now provided, asoutlined from consultations. Cognos FSR includes new functionality fordimensional tagging and for generating high volumes of XBRL from relationalsources.

v IFRS. Support for the IFRS international standard taxonomy with newfunctionality to reference linkbases directly is now provided.


Chapter 2. Basic IBM Cognos Financial Statement Reportingconcepts

Before you begin to use IBM Cognos Financial Statement Reporting (FSR), there aresome basic concepts that are helpful to understand.

Important: Using Cognos FSR requires a working knowledge of Microsoft Exceland Microsoft Word. Although some Excel and Word features are described in thisguide, it primarily contains information pertaining to Cognos FSR. Advanced Wordand Excel functionality is beyond the scope of this guide. For more informationabout working with Excel or Word, see Microsoft documentation or Microsoftonline help.

User roleIBM Cognos FSR provides a collaborative environment for users to contribute tothe report during the design process. Cognos FSR users can contribute content tovarious parts of a report, and multiple users can work on different aspects of thesame report.

Users can view details within a section, but they can update the report only withintheir assigned sections. By default, Cognos FSR cannot perform any administrativetasks such as changing deadlines for submission or changing global settings for allreports. However, an administrator can assign certain administrative functions to auser. For more information, see the Cognos FSR Administration Guide.

Administrator roleThe IBM Cognos FSR administrator creates the initial structure of a Cognos FSRreport, and provides security access to the report. The administrator assignssections of the report to users, along with a deadline for submission.

The administrator can edit any section of the report. The administrator maintainsthe overall structure, manages the project deadlines, configures user access levels,and monitors work status and submissions. The administrator also publishes thereport to the users.

Login authentication methodsWhen you start IBM Cognos FSR, there are potentially three methods of loginauthentication.

You can use one of the following authentication methods when you log in:v Windows authenticationv Microsoft SQL authenticationv Web Services authentication

Logging in to IBM Cognos FSRIf you are starting Cognos FSR for the first time, you might need to enter a licensekey to register the application on the client computer. You also need to specifyyour login credentials.


Procedure1. Click

Start > All Programs > IBM Cognos Financial Statement Reporting > IBMCognos Financial Statement Reporting.

2. Cognos FSR supports instances where Windows authentication is used to log into the Microsoft SQL Server. In the login window, specify a valid server anddatabase name, and then:v To use Windows authentication, click Log in to SQL Server and using

Windows authentication.v To use your SQL Server user ID and password, click Log in to SQL Server

and using SQL Server account, and then specify your SQL Server user IDand password.

v To use a Web Service, select Log in via Web Service, and specify the correctURL in the Web address field.

3. To save the current login details and to automatically log in for the nextsession, select the Automatically log in next time check box.

4. Click Log In. The Select Report window opens.5. Select the appropriate Entity and Report from the list.6. Use the Select the custom group to display list to load the report objects based

on a customized group. The Select the custom group to display list option isenabled by the administrator. For more information about enabling this feature,see Cognos FSR Installation Guide.

7. If you are planning to work on XBRL, you can choose to load the taxonomywith the report. To load the taxonomy, select the Load taxonomy on reportstartup check box. Depending on the size of the taxonomy, it might take aminute or more to load the first time. The Load taxonomy on report startupcheck box is available only if a taxonomy is associated with the selected report.

8. Click OK.

Results

In the Select Report window, you can see only the reports that you are authorizedto see.

Logging in to IBM Cognos FSR with different optionsAfter you log in to Cognos FSR, you can change your options for future logins.

About this task

After you log in to Cognos FSR, you can perform the following tasks:v Switch between reports.v Change login method, for example, from Windows authentication to Web Service

or Microsoft SQL login.v Turn off the automatic login feature.

Procedure1. Open any report.2. Click File > Login With Different Options. The login window opens.3. Change the login options as required.4. Click Log In. Cognos FSR lists all existing reports in the Select Report window.


5. Click the existing report that you want to view, and click OK. The reportopens.

Opening a different reportWhen you log in to IBM Cognos FSR, you automatically open a report. While youare working in Cognos FSR, you can open a different report if necessary.

Procedure1. Open any report.2. Click File > Select Report. The Select Report window opens.3. In the Entity list, select the entity that contains the report that you want to

open.4. In the Report list, select the report that you want to open.5. If the window contains the Select the custom group to display field, select the

custom group that you want to work with. The Select the custom group todisplay list option is enabled by the administrator. For more information aboutenabling this feature, see Cognos FSR Installation Guide.

6. Click OK. The report opens.

The Report Summary windowWhen you open a new or existing report in IBM Cognos FSR, you view it in theReport Summary window. The Report Summary window displays the overallprogress of the report as it is completed.

To open the Report Summary window, click Report Summary in the Section pane.

�A� - Document Summary

�B� - Document Status

�C� - Status By Object

Chapter 2. Basic IBM Cognos Financial Statement Reporting concepts 7

The Document Summary area provides information related to the entire report.Different information is displayed according to the type of report being used.

The following list describes the parts of the Document Summary area for standardreport types including cascaded reports:v Entity. The corporate entity (for example, a company, division or cost center)

that is being reported on.v Period. The reporting period for the report (for example, end of year).v Document Name. The current name of the report.v Submission Due Date. The deadline for completion of the entire report.v # Working Days before Due Date. The number of days left to complete work

on the report.v Document Owner. The name of the user or administrator who is responsible for

the overall report.v Overall document sign-off. The status of the entire report.

The following list describes the parts of the Document Summary area for accountreconciliation reports:v Entity. The corporate entity (for example, a company, division, or cost center)

that is being reported on.v Period. The reporting period of the report.v Report Name. The name of the report.v Book Closing Date. The closing date for the report.v Days to completion. The remaining number of days before the book closes.v Sign-off Officer. The name of person who has final approval on all report

content.v Overall document sign-off. The status of the entire report.

The Document Status area contains an interactive pie chart.v The pie chart displays the overall progress of the report while sections of the

report are being completed (Work in Progress, Under Review, Submitted,Approved).

v To move the pie chart along any axis, hover the mouse over the chart while youhold down the left mouse button, and then drag the mouse along the X, Y, or Zaxis.

The Status by Object area provides details related to the completion of each objectof the report:v Section Name column. The title of the section that the object belongs to.v Report Object column. The title of each object in the report. The number of

objects in the report is displayed at the bottom of the table, in the No. objectsfield.

v Object Type column. The purpose of the object, for example, if it is being usedto contain header or footer content.

v Status column. The progress of the object (Work in Progress, Action Required,Under Review, Submitted, Approved).

v Workflow Due Date column. The deadline for completing the workflow processfor an object. It is assigned by the administrator. A deadline is displayed only ifone was set within the workflow process for that object.


v Assigned To column. The name or position of the user who is currentlyassigned to work on the object.

v The Due Date column. The due date assigned to the section by theadministrator. If a section is overdue, the due date is highlighted in red.

v Content column. Whether the object is based on Excel or Word.When you double-click a status item, you can see that section or object.Additionally, the columns are interactive, so you can change object-relatedinformation in the Status by Object pane.Each column in the Status by Object area can be filtered by clicking the Filter

icon in the column header. The columns can also be automatically filtered inascending or descending order by clicking the column header. For moreinformation about filters, see the Cognos FSR Administration Guide.You can right-click a status item to view the menu:– Move To Next Status. To move the object to the next workflow status.– Move To Status. To move the object to a workflow status selected from the

list.– Set User. To assign the object to a user selected from the list.– Set Workflow. To set the workflow for the object.– Track Changes. To turn the tracking feature on or off and commit changes.For more information about workflow options, see the Cognos FSR AdministrationGuide.

The Report Design windowAdministrators use the Report Design window in IBM Cognos FSR to design anddistribute reports.

The interface can be divided into the following key areas:


�A� - The menu bar contains commands that enable the functionality of theapplication.

Important: By default, all of the menu options associated with the former AccountMapping feature are disabled (Adjustments, Account Mapping, Recalculate,Master Outline, Global Variables, Relational Database data import). For moreinformation about how to enable these menu options, see the Cognos FSRInstallation Guide.

�B� - The Properties pane is used to view and modify settings in the report.

�C� - The workspace is used to view and enter information in the report.

�D� - The Section pane allows a user to select, add, or remove components in thereport. The components are organized in a tree format

Sections, objects, and checklistsThe administrator can add sections, objects, and checklists to any report in IBMCognos FSR.

The following illustration shows the components that can be added to a report:

�A� - Section

�B� - Objects (PDF, Word, Excel, Web Page)

�C� - Checklists

A section is a viewable component of the report. Administrators construct a reportby creating a section and associating objects to it. They then add multiple sections,and multiple objects within a section, to build the framework of a report.


Compliance checklistsWhen a new section is created in IBM Cognos FSR, an area to organize compliancechecklists is automatically created in the section. One or more customizedchecklists can then be created and appended to the section.

For more information, see the Cognos FSR Administration Guide.

Section and object propertiesEach component of your IBM Cognos FSR report is associated with a set ofproperties that defines how it looks and behaves in the report.

Section propertiesAfter you add a section to any report in IBM Cognos FSR, you can modify theproperties of the section.

To modify the properties of a section, click the section that you want to modifyand change the settings in the Properties pane.

Object propertiesAfter you add an object to a section in a report in IBM Cognos FSR, you canmodify the properties of the object.

You can modify the settings in the Properties pane.

Finding an objectTo find an object in a report, you can open the section where it is stored, or youcan use the Search Object By Name feature.

Procedure1. Open the containing the object that you want to find.2. Right-click anywhere in the Section pane, and click Search Object By Name.

The Search Object By Name window opens.3. In the Find What field, type the name of the object that you want to find. You

can click the Exact Match check box to find an exact match, or you can clickMatch Case to find partial matches. The results of your search appear in theSearch Results list.

4. In the list, click the object that you want to open.

Finding an object in an account reconciliation reportTo find an object in an account reconciliation report, you can open the sectionwhere it is stored, or you can use the Search Object By Name feature.

Procedure1. Open the account reconciliation report containing the object that you want to

find.2. Right-click anywhere in the Section pane, and click Search Object By Name.

The Search Object By Name window opens.3. In the Find What field, type the name of the object that you want to find. You

can click the Exact Match check box to find an exact match, or you can clickMatch Case to find partial matches. The results of your search appear in theSearch Results list.

4. Click the object that you want to open.


Compliance checklist propertiesAfter you add a checklist to a report in IBM Cognos FSR, you can modify thesettings of the checklist.

The property settings for any checklist are the same, regardless of the type ofobject (Word, Excel, or PDF) used to create the checklist. After you add a checklist,you can modify the settings in the Properties pane.

Refreshing a reportIn IBM Cognos FSR, you can refresh the data in a report manually to make surethat the data is up to date. At certain times during your work with a report, thedata is also refreshed automatically.

Refreshing a report manuallyYou can refresh the data in a report in IBM Cognos FSR manually to make surethat the data is up to date.

Procedure1. Open the report containing the data that you want to refresh.2. In the Section pane, right-click any section, and click Refresh. Data and any

modified settings are updated throughout the report. If the parts of the reportare delegated to other users for completion, the changes appear when the otheruser logs in to Cognos FSR or refreshes the client application.

Refreshing a report automaticallyThe data in a report in IBM Cognos FSR is sometimes refreshed automatically tomake sure that the data is up to date.

During navigation between objects and report generation, Cognos FSR refreshes alldata sources. If there are errors during a refresh (for example, if OLAP parameterschange), the Refresh Errors window opens, and the errors appear with thefollowing information:v Error Type. The type of error (for example, an Excel error).v Error Message. Explanation of the error.v Other Information. Details pertaining to the error (for example, missing Excel

file location).

The window is a warning. Errors cannot be fixed in the Refresh Errors window. Ifyou click OK to exit the window, Cognos FSR continues with the navigation orreport generation.

Validating a reportYou can validate the contents of a report in IBM Cognos FSR whenever you areworking in the Report Design window.

To validate data, click Tools > Validate Report. Cognos FSR runs any existingvalidation calculations that were created in the report. You are notified of anyissues by a validation error message, and the error is logged in an Excel file.

Reports are also validated automatically every time that the report is generated.


For more information about adding validation to a report, see the Cognos FSRAdministration Guide.

Recalculating a reportIf the Recalculate feature is enabled, you can recalculate data values in your reportin IBM Cognos FSR.

Data recalculation is also done automatically with journal entry adjustments, andwhen a report is loaded.

If your data values come from the Cognos FSR database, you can recalculate at anytime by clicking Tools > Recalculate.

Tip: It is possible to import source data from outside of the Cognos FSR database.Any data values that are from a database source other than Cognos FSR are notautomatically recalculated. To calculate values that are maintained in the AccountHierarchy feature (for example, journal entries or fact data), see the Cognos FSRAdministration Guide.

Important: By default, the Recalculate feature is disabled. For information aboutenabling this option, see the Cognos FSR Installation Guide.

Saving a reportAfter you modify settings in a section of a report in IBM Cognos FSR, you mustsave the report.

After you modify settings in a section, click the Save Changes icon in the CognosFSR toolbar to save the changes.

If you modify a section or object in a report, you must either keep or delete thechanges to the layout before you can continue working on other reportcomponents.

Exiting a reportWhen you are finished working with your report in IBM Cognos FSR, you canclose the report.

You can close a report at any time by clicking File > Exit. If there are any unsavedchanges, Cognos FSR prompts you before closing the report.

Printing a reportIf you are authorized to do so, you can print a report in IBM Cognos FSR.

You can print the objects in a report only if the objects have the correct printoption enabled for output. By default, users cannot print documents. However,administrators or users who have permission to generate reports can printdocuments.

Switching between different applicationsWhen you are viewing an application that is open on your desktop, you can easilyswitch to a different application.


To move between IBM Cognos FSR and other applications that are open on yourdesktop, press Alt + Tab.

You cannot switch to Cognos FSR from a different application by clicking in theCognos FSR workspace.

FiltersThe IBM Cognos FSR interface uses a filter feature. You can use a filter to quicklymanipulate and analyze data, or to create a custom view of the informationpresented in tables.

You can use the filter feature wherever the Cognos FSR interface displaystable-based information; for example:v Using the Report Summary windowv Loading data via a custom viewv Viewing a progress reportv Configuring user accessv Working with global variablesv Using any resource tablev Viewing an audit report

Creating a simple filter for data in columnsYou can use a filter to suppress the display of specific data in a report in IBMCognos FSR. To refine a table view, create a filter.

To modify your view of the data in any column, click the column filter icons, andselect a specific item to use in filtering the column. When you filter the data, youcan see only the instances of the item that you selected, and no other values. Afterthe filter is created, you can use the Filter Editor to modify the filter.

If this simple filter does not provide the results that you need, you can create anadvanced filter. For more information, see “Creating an advanced filter for data incolumns.”

Creating an advanced filter for data in columnsYou can create an advanced filter to suppress the display of specific data in areport in IBM Cognos FSR.

About this task

If a simple filter does not provide the results that you need, you can create anadvanced filter. All filters that are in use appear in the Filter Builder window.

Procedure1. Open the report that you want to view.2. Right-click the header of the column that contains the data that you want to

filter, and click Filter Editor. The Filter Builder window opens.3. Use the following components to build a filter statement:

v Boolean logic to be applied in the filter being created (for example, AND, OR,and NOT).

v Column header that you want the filter to apply to.


v Logical operator to use when applying the parameters.v Value that you want the filter statement to evaluate.Only one Boolean logic condition can exist for a filter, but you can add multiplefilter conditions for each column header.

Adding or editing a filterYou can add an advanced filter to suppress the display of specific data in a reportin IBM Cognos FSR.

Procedure1. Open the report that you want to view.2. In the filter statement, click the Boolean Logic part (red font), and select the

condition that you want to use (for example, AND, OR, NOT AND, and NOT OR).3. Click the Use the Insert or Add Key icon to add a filter.4. In the filter statement, click the Column Header part (blue font), and select the

column header to apply the filter statement to.5. Click the Logical Operator part (green font), and select the condition to apply

to the filter statement.6. Click <enter a value>, and type a numeric or text value.7. Click the Apply button. The filter is applied to the report.8. Add other filter statements as required.9. When you are finished, click OK to exit and save the changes.

Deleting a filterIf you no longer need a filter in a report in IBM Cognos FSR, you can delete thefilter.

Procedure1. Open the report containing the filter.2. Delete the filter in one of the following ways:

v Open the Filter Builder, and click the Delete icon beside the filterstatements that you want to remove from the report.

v Right-click any column header, and click Clear Filter.

Restriction: If there are no applicable filters to clear, the Clear Filter is notavailable.



Chapter 3. Reports

IBM Cognos Financial Statement Reporting (FSR) reports are designed andconfigured by an administrator. Depending on the permissions assigned by theadministrator, users might have access to certain features and tasks.

The administrator can add or delete sections, objects, or checklists at any timewhen building a new report or when working with an existing report. Users canonly modify existing objects. Users can also view an object if they are part of theworkflow process, and if they are assigned to the current status item.

For more information about how administrators delegate permissions to users, seethe Cognos FSR Administration Guide.

Audit trailsFor each user, an audit trail records the date and details of every submission to theIBM Cognos FSR database.

You can view all changes to Microsoft Excel and Word objects. For PDFdocuments, Cognos FSR supports Adobe Acrobat Reader 9.0 and higher.

Viewing an audit trailYou can use an audit trail to view the date and details of every submission to theIBM Cognos FSR database.

Procedure1. Open the report that you want to view submission details for.2. Open an object.

3. In the toolbar for the object, click the View Audit Trail icon. The AuditTrail window opens.

4. Select an audit trail item from the list and click View. The audit trail details aredisplayed in the format of the object (Excel, Word, or PDF).

5. Review the information in the document.6. When you are finished, save or close the document.

Comparing two audit trail versionsYou can compare two audit trails to view the date and details of every submissionto the IBM Cognos FSR database.

Procedure1. Open the report that you want to view submission details for.2. Open an object.

3. In the toolbar for the object, click the View Audit Trail icon. The AuditTrail window opens.

4. Select a version from the list. Press Ctrl and click the left mouse button to selectthe second version. Click Compare. The audit trail details are displayed in theformat of the object (Excel, Word, or PDF).


5. Compare the information in the two documents.6. When you are finished, save or close the documents.

ChecklistsIn IBM Cognos FSR, you can attach supporting documentation and references to achecklist.

A copy of the attached file is saved directly in Cognos FSR.

Important: If the original file is modified after a copy was appended as areference, the copy saved to Cognos FSR is not updated with any changes. Thereference copy is read-only. Any changes are not saved. The best practice is tomodify the original reference file, and then append it in Cognos FSR again.

Adding a reference to a checklistIn IBM Cognos FSR, you can add a reference to a checklist.

Before you begin

Save the checklist before you add references to it.

Procedure1. Open the report containing the checklist.2. In the Properties pane, right-click the References field, and click Add

Reference. The Select Attached File window opens.3. Navigate to and select the file that you want to append and click OK. The file

is attached to the checklist.4. Save the checklist.

Opening a reference to a checklistIn IBM Cognos FSR, after a reference is added to a checklist, you can open it.

You do not need to access the original file. Double-click any file that appears in theReferences list box to open the referenced file.

Removing a reference from a checklistIn IBM Cognos FSR, if you no longer need a reference, you can remove thereference from the checklist.

Procedure1. Open the report containing the checklist.2. In the Properties pane, right-click the References field, and click Remove

Reference.

Results

The reference file is deleted from the checklist.

ObjectsIn IBM Cognos FSR, you can edit any object that you are authorized to access. Theprocedure depends on the type of object (Word, Excel, PDF, or Web Page).


For information about how to edit a particular type of object, see the followingtopics:v Excel objects. See “Formatting an Excel object” on page 58.v Word objects. See “Word object formatting” on page 74.v PDF objects. See Chapter 8, “PDF objects,” on page 85.v Web Page objects. See Chapter 7, “Web Page objects,” on page 83.

Exhibits and supporting documentsYou can use IBM Cognos FSR to append additional documents that support yourreports.

These documents can be included (embedded) in the report when it is generated,or they can be output as additional (separate) files.

An exhibit is a type of supporting document that is often required by regulatorybodies. A supporting document is a type of document that is used to includeadditional information associated to the report.

Before you can copy content for an exhibit or supporting document, theadministrator must first create the object, set the Print Option field in theProperties pane to Exhibits or Supporting Document, and assign you to theworkflow of the object.

Report typesThere are three report types in IBM Cognos FSR.

The following table illustrates the three report types:

Table 1. Report types

Report Type Description

Standard Standard report type.

Account Reconciliation Used for account reconciliation purposes.

Cascaded All shared objects in the original report are referenced.Unshared objects are copied.

Standard and Account Reconciliation types can be chosen for new reports.Cascaded reports require an existing report to copy from.

Shared and reference objectsIn IBM Cognos FSR, the administrator can select an existing Word or Excel objectand make it available as a shared object. When that object is referenced in anothersection of the report or in a different report, it is called a reference object.

Reference objects are read-only. You cannot modify the contents of a referenceobject.

You can determine whether an object is shared or referenced in the followingways:

Chapter 3. Reports 19

Table 2. Shared and reference objects

Shared object v The icon of the object in the Section pane looks like an Excel

icon with a hand under it: .

v The Share this object property setting in the Properties paneis enabled.

Referenced object v The icon of the object in the Section pane looks like an Excel

shortcut icon: .

v Object Sharing in the Properties pane is set to This is areference object.

Output to Adobe InDesignYou can output content in Excel and Word objects in your IBM Cognos FSR reportso that the text can be used in Adobe InDesign. When you generate the report, theoutput appears in an XML file that can then be imported into Adobe InDesign.

Important: Supported versions are Adobe InDesign Versions CS 3 and 5.5.

When you tag content in Excel and Word objects, you can tag them in any order.When you generate the report, the objects appear in the generated XML file in theorder that they appear in the report, not the order that you tagged them. If youmove currently tagged objects to a different location in the report, the objectsappear in the generated XML file in the revised locations. Similarly, if you deleteframes or create new ones, the frames appear in the generated XML file in thecorrect order in the report.

In a Word object, you can optionally map the tagged frames from Cognos FSR tostyles (for example, Arial 12 bold font) that exist in your Adobe InDesigndocument. The style name is used to gather different types of content from yoursource object. To tag styles, you select the content in the Word object, and then youtype a unique name for the frame in Adobe InDesign.

Sample scenario for tagging for Adobe InDesignBefore you output a file from IBM Cognos FSR that can be imported into AdobeInDesign, you might find it useful to view a sample scenario.


In the following scenario, a Word object contains the following text that you wantto display in a single frame in Adobe InDesign, with styles applied:v Chapter Header1

– Chapter Text1 content for first paragraph.v Chapter Header2

– Chapter Text2 content for second paragraph.

In this scenario, you would tag the content as shown in the following table:

Cognos FSR ContentCognos FSRFrame Name Cognos FSR Style Name

"Chapter Header1" Frame1 ChapterHeader1


Cognos FSR ContentCognos FSRFrame Name Cognos FSR Style Name

"Text content for first paragraph" Frame1 ChapterText1

"Chapter Header2" Frame1 ChapterHeader1

"Text content for second paragraph" Frame1 ChapterText1

When the report is output as an XML file, it contains a single element (Frame1)with four subelements.

When the file is imported into Adobe InDesign, one frame is created to contain thecontent.

If you want to associate a predefined style (for example, ChapterHeaderStyle: Bold,12pt) that exists in Adobe InDesign with the style names that you created duringthe tagging process, you can do so in Adobe InDesign before the actual file import.

Settings for tagging data for Adobe InDesignYou can select specific data, text, and charts in IBM Cognos FSR for output toAdobe InDesign. When you generate the report, the output appears in an XML filethat can then be imported into Adobe InDesign.


To select content for output to Adobe InDesign, use the Tagging for DesktopPublishing settings in the Properties pane.

The data that you tag can be in an Excel or Word object. The following tabledescribes the data that you can select in each data source:

Table 3. Data types that can be selected for tagging for Adobe InDesign

Data source Data type

Excel object One or more cells in an Excel object.

Excel object An entire table in an Excel object. You must also create a tablestructure for the table in Adobe InDesign.

Excel object One chart or one graph in an Excel object.Restriction: You can tag only one chart or graph per Excelobject. If the Excel object contains more than one chart or graph,only the first one is tagged; the others are ignored. Also, youcannot modify the content of the chart or graph in AdobeInDesign.

Word object Any string of text in a Word object.

The following table describes the interface items that you can use for the data thatyou select:

Table 4. Interface items for output to Adobe InDesign

Field or icon Name Description

Tag list Displays tags that have been alreadycreated. You can select a tag from thelist.


Table 4. Interface items for output to Adobe InDesign (continued)

Field or icon Name Description

Scroll through tagsicon

Used to cycle through the existing tagsin the current object one at a time.

Add Tag icon Used to add a tag to data in an Excel orWord object. You can add tags for datain cells or an object in a worksheet. Ifthe data that you select already containsa tag, you cannot tag it again.

In an Excel object, the first character ofthe tag name can be a letter orunderscore, and the tag name cancontain underscores, dots, and numbers.The tag name cannot contain spaces,special characters, or XML.

In a Word object, the first character ofthe tag name can be a letter orunderscore, and the tag name cancontain dashes, underscores, dots, andnumbers. The tag name cannot containspaces, special characters, or XML.

Remove Tag icon Used to remove the tag that is currentlyselected in the tag list from the report.

Update the tag to thecurrent selection icon

Used to apply the tag that is currentlyselected in the tag list to the contenthighlighted in an Excel or Word object.

Remove All Tags icon Used to remove all tags from the reportat the same time.

Manage Styles icon Used to add and delete style namesassociated with tags in Word objects.The styles that you create are availablefor use in other Word objects.

Tagging cells in an Excel object for Adobe InDesignTo select specific data in an Excel object in IBM Cognos FSR for output to AdobeInDesign, you must tag the cells. When you generate the report, the outputappears in an XML file that can then be imported into Adobe InDesign.

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If the Excel file contains a table with hidden columns or rows, the hidden columnsand rows do not appear in the generated XML file. Similarly, if the Excel objectcontains an empty column due to the attachment of notes (##NL, ##SL, ##SR) to theleft or right column, the empty column does not appear in the generated XML file.However, if the Excel object contains an empty column for spacing purposes, theempty column does appear in the generated XML file.

The generated XML document replaces zero amounts with either a minus sign (-)or an en dash, depending on your selection in the Report Setup window. Tospecify your preference, click Tools > Report Setup, click the Report tab, and typeyour preference in the Zero Amount Shown as field.


Procedure1. Open the report containing the Excel object.

Important: If the report was created in Cognos FSR Version 6.6.0 or earlier,ask your administrator if the Data Conversion procedure has been completedon your report. If it has not been completed, your tagged data will not appearin the XML file when the output is generated. The Data Conversionprocedure is required even if the older report did not contain any tags.

2. Select the Excel object containing the data that you want to select.3. In the Display worksheet of the Excel object, select the cells that you want to

tag:v For a single cell, left-click the cell to select it.v For multiple cells, press Ctrl and left-click the cells that you want to select.

With each click, a cell is highlighted.v For cell ranges, left-click a cell to select it as a starting point. Then press

Shift and left-click a cell to select the ending point of the range. The cellsbetween these two points are highlighted.

4. You can create a tag for the content, or select one from the list.a. In the Tagging for Desktop Publishing section of the Properties pane,

click the Add Tag icon, and select Cells. The Enter Tag Name windowopens.

b. In the Frame field, type a unique name for the tag.

Tip: The first character of the tag name can be a letter or underscore, andthe tag name can contain underscores, dots, and numbers. The tag namecannot contain spaces, special characters, or XML.

c. Click OK. A confirmation window opens to indicate that the tag wassuccessfully created.

d. Click OK. The new tag is displayed in the tag list.5. To rename an existing tag, click the name in the tag list, click the name again

in the Frame column, and type the new name.6. To view the tags that currently exist in this object, click the arrow beside the

tag list.7. To view items that have already been tagged in this object, click the Scroll

through tags icon. As you continue to click the icon, each tagged item ishighlighted one by one, with the appropriate name in the tag list.

8. To remove a tag in this object, click the Scroll through tags icon to find thetag that you want to remove, click the Remove Tag icon, and click OK in theconfirmation window.

9. You might need to add a row or column of data to rows or columns that havealready been tagged. If you insert the row or column on the outer edge of thedata (above or below tagged rows, or to right or left of tagged columns),apply the tag to the entire block of data to ensure that all data is included inthe tag. If you insert a new row or column between rows or columns thathave already been tagged, no further tagging is necessary.

10. In the Cognos FSR toolbar, click Save Changes.

Important: The work that you do with tags in your Excel object is not saveduntil you save the Excel object.

11. Refresh data.


Tagging a chart or graph in an Excel object for Adobe InDesignTo select a chart or graph in an Excel object in IBM Cognos FSR for output toAdobe InDesign, you must tag the object. When you generate the report, theoutput appears in an XML file that can then be imported into Adobe InDesign.

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Procedure1. Open the report containing the Excel object.

Important: If the report was created in Cognos FSR Version 6.6.0 or earlier, askyour administrator if the Data Conversion procedure has been completed onyour report. If it has not been completed, your tagged data will not appear inthe XML file when the output is generated. The Data Conversion procedure isrequired even if the older report did not contain any tags.

2. Select the Excel object containing the chart or graph that you want to tag.

Restriction:You can tag only one chart or graph per Excel object. If the Excel objectcontains more than one chart or graph, only the first one is tagged; the othersare ignored.

3. In the Tagging for Desktop Publishing section of the Properties pane, click theAdd Tag icon, and click Object In Sheet. A confirmation window opens toindicate that the tag was successfully created.

4. To view the current tags in this object, click the arrow beside the tag list.5. To view items that have already been tagged in this object, click the Scroll


6. To remove a tag in this object, click the Scroll through tags icon to find the tagthat you want to remove, click the Remove Tag icon, and click OK in theconfirmation window.


Important: The work that you do with tags in your Excel object is not saveduntil you save the Excel object.

8. Refresh data.

Results

The generated XML file includes the tagged chart or graph as an image file. Theimage file is saved in a name_Images folder in the same directory where the XMLfile is saved. You cannot modify the content of an exported chart or graph inAdobe InDesign.

Tagging data in a Word object for Adobe InDesignTo select data in a Word object in IBM Cognos FSR for output to Adobe InDesign,you must tag the content in a table inside the Word object. When you generate thereport, the output appears in an XML file that can then be imported into AdobeInDesign.


About this task

When you import and view the content in Adobe InDesign, the output from theXML file appears as text, even though the content was in a table in the Wordobject.


Procedure1. Open the report containing the Word object.

Important: If the report was created in Cognos FSR Version 6.6.0 or earlier,ask your administrator if the Data Conversion procedure has been completedon your report. If it has not been completed, your tagged data will not appearin the XML file when the output is generated. The Data Conversionprocedure is required even if the older report did not contain any tags.

2. Select the Word object containing the data that you want to select.3. Determine whether you want to tag cell content or text, and select the content.4. You can create a tag for the content, or select one from the list.

a. In the Tagging for Desktop Publishing section of the Properties pane,click the Add Tag icon. The Enter Word Tag window opens.

b. Type a unique name for the tag in the Frame field, or select one from thelist, and click OK. A confirmation window opens to indicate that the tagwas successfully created, and the new tag is displayed in the tag list.

Tip: For a Word object, the first character of the tag name can be a letteror underscore, and the tag name can contain dashes, underscores, dots,and numbers. The tag name cannot contain spaces, special characters, orXML.

5. To rename an existing tag, click the name in the tag list, click the name againin the Frame column, and type the new name.

6. Optionally, while the Enter Word Tag window is open, you can click theellipsis icon to select a style from the list. If the list does not contain the stylethat you need, you can also create and delete styles.a. In the Tagging for Desktop Publishing section of the Properties pane,

click the Manage Styles icon. The Style Editor window opens.b. To add a style, click Add. A new row appears in the list. Replace

NEW_STYLE with the name of your new style, and click OK. The styles thatyou create are available for use in other Word objects.

c. To delete a style, click in the row of the style and click Delete.7. To view the tags that currently exist in this object, click the arrow beside the

tag list.8. To view items that have already been tagged in this object, click the Scroll


9. To remove a tag in this object, click the Scroll through tags icon to find thetag that you want to remove, click the Remove Tag icon, and click OK in theconfirmation window.


Important: The work that you do with tags in your Word object is not saveduntil you save the Word object.


11. Refresh data.

User-delegated administrative featuresIn IBM Cognos FSR, by default, only the administrator can assign or removespecific functionality. However, the administrator can choose to authorize someusers to perform some administrative tasks.

The following list contains administrative features and tasks that an administratorcan assign to users:v Account reconciliationv Macro definitionsv Account mapping (including adjustments)v Account hierarchy (including journal entries)v Query Builderv Progress reports and audit reportsv Report generationv Report setup (including access to modify rounding behavior)v Snapshotsv Viewing related objects

Some of these features might require configuration by the administrator beforegranting access. For more information about these features, see the Cognos FSRAdministration Guide.

Account reconciliationIn IBM Cognos FSR, you can use the account reconciliation feature for reports oftype Account Reconciliation.

You can apply account reconciliation in two ways:v In an Excel object, you can create a validation rule to conditionally check and

update the workflow status of an Excel object at rollover, based on predefinedcriteria.

v In an account hierarchy, you can configure a process that reconciles a CognosFSR account against an external account whose value is entered into auser-defined template in Cognos FSR. The workflow status of the Cognos FSRaccount is updated based on predefined criteria.

Macro definitionsIn IBM Cognos FSR, macros can be created for both Excel and Word objects toautomate repetitive tasks that you need to perform.

You can execute a macro at the individual Excel or Word object level. Optionally,macros for Word objects can also be run as part of the report generation process.

Cognos FSR can also import macros, including workbook content, defined in anexternal excel file.


Account mappingWhen a new account is added at the data source, your administrator might use theAccount Mapping feature to associate the new account with an equivalent accountin IBM Cognos FSR.

Account mapping is also used to identify the accounts to be used when CognosFSR performs retained earnings allocations and managed rounding differences.

Important: Although this feature is still available in Cognos FSR, a replacementmodule is now available. This new module is referred to as Account Hierarchy,and includes the same functionality as Account Mapping plus new dimensionalitycapabilities.

Data adjustments with journal entries in account mappingYou can create and maintain adjustments, in the form of journal entries, in theAccount Mapping feature in IBM Cognos FSR.

Account hierarchyThe Account Hierarchy feature replaces the capabilities found in the AccountMapping, Master Outline, and Adjustment (Journal Entry) features in IBM CognosFSR.

You can use the Account Hierarchy feature to perform the following tasks:v View and adjust data and attributes for accounts in a hierarchy, at an

intersection of members in the other dimensions.v Manage dimensional data and maintain the account structure that has already

been set up in Cognos FSR during the implementation process.

Journal entriesIn IBM Cognos FSR, you can create and modify journal entries in the AccountHierarchy feature.

Query BuilderIn IBM Cognos FSR, you can use the Query Builder feature to create customMicrosoft SQL data queries and retrieve the results into a report. The query can bethen inserted into an Excel object.

Progress reports and audit reportsYou can use a progress report or audit report to monitor information about areport in IBM Cognos FSR.

A progress report provides a detailed view of the status of objects. An audit reportprovides a detailed analysis of all changes that were submitted to the Cognos FSRdatabase. Both reports can be run at any time by the administrator or any userwho has administrative access to the feature.

Outputting a reportIn IBM Cognos FSR, you can output a report in the following formats: Word, PDF,PowerPoint, or as an XML file for Adobe InDesign Versions CS 3 and CS 5.5.

Procedure1. Open the report that you want to output.


2. In the Section pane, right-click and click Generate Entire Report. The GenerateReport wizard opens.

3. If you have customized groups, you can use the Customized Group list toselect a group filter for the generated report.

Tip: To clear the selection of a customized group, click Cancel to exit thewizard and then restart it.

4. Select one of the following methods of output:v Word. Generates a Word document.v PDF. Generates a PDF file.v Email (with PDF attached). Generates a PDF document and attaches it to a

new Microsoft Outlook email message.v XML for Desktop Publishing application. Select Adobe InDesign.v Export to PowerPoint. Exports the report to the PowerPoint file format.

Tip: Cognos FSR supports PowerPoint 2007.v SEC Filing EDGAR. Saves the report in EDGAR-compliant HTML with a file

name and in a location that you specify.5. Depending on your choice of output, you might also be able to select some of

the following options:v Include Supporting Documents. Select this check box if you want to have

any supporting documents displayed in the report.v Include Exhibits. Clear this check box if you want to exclude exhibits from

being included in the final report output. This check box is selected bydefault.

v Run Macros. The Run Macro window opens, and you can select a macro toexecute, by selecting the check box to the left of the macro.

v Save as Snapshot. To save the current version of this report as a snapshot, soit can be later compared to previous versions, select this check box. When thecheck box is selected, a comment line appears in which you can type adescription or name to uniquely identify the snapshot.

6. Click Finish.7. Use the application to review the report or save it to any available folder

location.

Report setupIn IBM Cognos FSR, you can access and edit report setup property settings. Forexample, you can change the report name or the submission date.

Report roundingYou can have different rounding configurations for each report in IBM CognosFSR.

SnapshotsA snapshot can be used for comparing reports that were generated in IBM CognosFSR.

If the snapshot output option is selected when a report is generated, Cognos FSRsaves a snapshot of the report.


Viewing snapshotsYou can use snapshots to compare reports that were generated in IBM Cognos FSR.

Procedure1. Ensure that the report that contains the snapshot that you want to view was

generated with the Saved as Snapshot option.2. Open the report.3. Click Tools > Snapshot. The Snapshot window opens, with all of the currently

available snapshots listed in the window.4. Left-click the snapshot, and then click View.

Results

The snapshot opens in Microsoft Word.

Comparing versions of a document with snapshotsYou can use snapshots to compare two versions of a document in IBM CognosFSR. You can see what was deleted from an earlier version or what was added to alater version.

Procedure1. Ensure that the report that contains the snapshot that you want to view was


available snapshots listed in the window.4. Select any two snapshots by pressing Ctrl and left-clicking them.5. Click Compare.

Results

The snapshots open in Microsoft Word, with any differences identified.

Comparing document deletions with snapshotsYou can use snapshots to compare items that were deleted from a document inIBM Cognos FSR.

Comparing added document items with snapshotsYou can use snapshots to compare items that were added to a document in IBMCognos FSR.

Deleting a snapshotIf you no longer need a snapshot in IBM Cognos FSR, you can delete it.

Procedure1. Ensure that the report that contains the snapshot that you want to delete was


available snapshots listed in the window.


4. Click the snapshot that you want to delete, and click Delete. To select multiplesnapshots, press Ctrl and click each snapshot that you want to delete. Aconfirmation window opens.

5. Click Yes.

Comparing identically named objects in different reportsYou can compare identically named objects in different reports in IBM Cognos FSR.

Procedure1. Open the report containing one of the objects that you want to compare.2. In the Section pane, right-click the object, and click View Related Objects. The

View Related Objects window opens.3. Enter the name of the related object in the field and click OK. A table displays

all other objects related to the object that you selected.4. If there is any difference (for example, a name change) between the objects,

Cognos FSR does not consider them related, and the object does not appear inthe table.

5. To view a related object, double-click it. The object opens for review.6. Click Close.

WorkflowWorkflow is used to track the progress of a Word, Excel, or checklist object towardscompletion in a report in IBM Cognos FSR. The administrator can design a customworkflow process for the object that includes any number of steps in the approvalprocess and for many users.

Each process contains a chain of status items. One user is assigned to each statusitem. Optionally, the administrator can assign a due date for each item and set theitem as editable. Users can modify the contents of the workspace of the object ineditable items.

At any time in the workflow, only one item can be selected as the status. Only theuser assigned to the status item can view the object.

If a due date was assigned for the status item, it appears in the Workflow duefield of the Properties pane. If the due date is past, or of the day, the field ishighlighted in red.

If the workflow item is not connected to the database, [D] is displayed in theCurrent Status list.

Depending on the design of the workflow, a user can advance or reject theworkflow to another status. Users cannot directly assign an object to another user,except by advancing the object to the next stage of the workflow chain. When theobject advances to the next stage in the workflow, the object is automaticallyassigned to the next person or entity.

Tip: If you advance the workflow status of an object by mistake, and you requireaccess to the object again, you must contact the administrator.


Advancing a workflowWhile you are working on an object in IBM Cognos FSR, you can modify thestatus of a workflow process.

You can advance the workflow in the following locations in the interface:

Table 5. Advancing the workflow

Item Description

Validation rules in Excelobjects

The administrator can set workflow status automatically andconditionally for an object, based on the results of validationcriteria. For more information about account reconciliationreports, see the Cognos FSR Administration Guide.

Report SummaryWindow

A user can set the status in the Status by Object pane.Important: Non-Administrators can change workflow status formultiple objects from the Report Summary Window.

Properties pane of anobject

A user can select a new status in the Current Status list.

The Workflow windowWhile you are viewing the workflow of an object in IBM Cognos FSR, you areworking in the Workflow window.

To open the Workflow window, click the Show Workflow icon in theProperties pane of the object. In the Workflow window, you can perform thefollowing tasks:v View the workflow process.v View what user or group is assigned for each item in the workflow.

Important: A workflow is read-only. Only the administrator can modify aworkflow.

The Workflow toolbarThe workflow toolbar is available in the Workflow window in IBM Cognos FSR.

The workflow toolbar contains icons that provide functionality specific to Cognos

FSR:

Table 6. Workflow toolbar icons

Toolbar item Name Functionality

Zoom in andZoom Out

Increases or decreases the view of the workflow process.

Zoom to Fit This icon returns the workflow process to its normalviewing size.

Refresh The workflow process is updated in Cognos FSR.

AssignUsers/Groups toWorkflow Status

This window is read-only.


Table 6. Workflow toolbar icons (continued)

Toolbar item Name Functionality

Edit Body ofEmail SentWhen WorkflowStatus Changed

This window is read-only.

Setting workflow status using the Properties paneYou can use the Properties pane of an object to set the workflow status in IBMCognos FSR.

Before you begin

If you want to send an email when you advance the workflow process, ensure thatthe default email client is running. If the email client is not open, the email is notsent, and the email appears in the Outbox of the email client.

Procedure1. Open the report containing the object that you want to edit.2. In the Properties pane of the object, click the arrow beside Current Status.3. Select the new status in the list.4. Click OK to confirm the change. A message instructs you to send an email

notification to the next user:v Click Yes to create an email using the default email application. Modify

parameters as required, and click Send.v Click No to change the status without an email notification.

Results

The object is forwarded to the next step in the approval process.

Setting workflow status using the Report Summary windowYou can use the Report Summary window to set the workflow status in IBMCognos FSR.

Procedure1. Open the report containing the object that you want to edit.2. In the Section pane, click Report Summary.3. In the Status by Object pane, select the row for the object.4. Right-click the row, and select Move To Next Status. A confirmation window

opens.5. To move the status, click OK.

Important: Non-Administrators can change workflow status for multipleobjects from the Report Summary Window.

Setting workflow status using account reconciliationYou can use the account reconciliation feature to set the workflow status in IBMCognos FSR.


About this task

For information about setting the workflow status with account reconciliation, seethe Cognos FSR Administration Guide.



Chapter 4. Retrieving and adjusting data

IBM Cognos Financial Statement Reporting (FSR) uses Excel objects to retrievesource data. The data is retrieved into worksheet cells in an Excel object.

Data can be displayed from multiple data sources in one object in a report.However, each cell or table can have only one data source associated to it.

A user can also add text or data manually. However, such data cannot be refreshedfrom a data source.

When data is in the report, it can optionally be adjusted in Cognos FSR using thejournal entry feature.

Important: Advanced Excel functionality is beyond the scope of this guide. Formore information, see Microsoft documentation or Microsoft online help.

Connecting to data in Excel objectsYou can import data in an Excel object in IBM Cognos FSR from an externalsource. The source can be OLAP, relational, through a database view, an externalfile such as Excel or through TM1® or Controller.

Cognos FSR can directly access an OLAP or relational data source and retrievedata from the source into the report.

Source data can be imported into the database and maintained in two ways:v Account Mapping. Using this method, the source accounts must be manually

mapped to an equivalent account in Cognos FSR before import. When the sourcedata is in the database, it can be adjusted using the Journal Entry feature orreferenced in the report. However, if a new account exists in the source data, theaccounts in Cognos FSR are not automatically updated and the import will notbe successful until the mapping is updated. For more information, see theCognos FSR Administration Guide.

v Account Hierarchy. Using an Extract-Transfer-Load (ETL) process, the accountsand related source data are imported directly into the database. When the sourcedata is in the database, it can be adjusted using the Account Hierarchy feature,or referenced in the report. The advantage to Account Hierarchy feature is lowermaintenance, automated rounding, top-sided adjustments, and audit trail. Formore information, see the Cognos FSR Administration Guide.

Data can also be imported from an Excel file into Cognos FSR. Multiple ranges canbe imported from the same file (for example, A1:B20, C10:F30). As well, CognosFSR dynamically refreshes the data directly from the source file.

When data is retrieved from the database, it is imported into the default Databaseworksheet in the Excel object. In Cognos FSR, one worksheet can have multipledata sources contained in it (for example, an OLAP source and a relational source).

After the data is retrieved, it can then be referenced by any other Word or Excelobject in the report. For more information, see Chapter 9, “Variables,” on page 87.


When you click the Load Data icon, the Data wizard opens, and you can proceedthrough the necessary steps to retrieve data for the first time into an object. Datacan be loaded only into the Database worksheet of an Excel object.

Accessing TM1 and ControllerYou can configure Cognos FSR to access TM1 and Controller accounts.

TM1 supported versions include TM1 9.5.1, TM1 9.5.2, and TM1 10.1.6237.61.Cognos Controller supported versions include: Controller 8.5.1 IF7, Controller 8.5.1IF14, Controller 10.1 IF1 (10.1.335), Controller 10.1 IF2 (10.1.348), Controller 10.1 IF3(10.1.352), and Controller 10.1 IF (10.1.364).

Important: Macro security must be enabled when you use TM1 or Controller. Formore information about macro security, see the Cognos FSR Administration Guide.

Configuring Cognos FSR to access a TM1 accountYou can configure Cognos FSR to access an account on a TM1 server. You use theCognos TM1 account window to configure access to the TM1 account.

Before you begin

Before you load Cognos FSR, you must have the Cognos TM1 add-in installed onthe client computer, and enabled in Microsoft Excel.

Procedure1. Open any report.2. Click Tools > Set Cognos TM1 Account. The Cognos TM1 Account window

opens.

Important: After you log in to Cognos FSR, the Cognos TM1 Account windowopens automatically. You can connect to only one TM1 server at a time. Youmust input the following information to connect to the target TM1 server, andto ensure that you are not prompted twice when you load an object thatcontains TM1 formulas.

3. In Server, type the name of the TM1 server.4. In User ID, type the user ID for the Cognos TM1 account.5. In Password, type the password for the Cognos TM1 account.

Configuring Cognos FSR to access a Cognos Controlleraccount

You can configure Cognos FSR to access an account on a Cognos Controller server.You use the Cognos Controller Account window to configure access to theController account.

Before you begin

Before you load Cognos FSR, you must have the Cognos Controller add-ininstalled on the client computer, and enabled in Microsoft Excel.

Procedure1. Open any report.


2. Click Tools > Set Cognos Controller Account. The Cognos Controller Accountwindow opens.

Important: After you log in to Cognos FSR, the Cognos Controller Accountwindow opens automatically. You can connect to only one Controller server at atime. You must input the following information to connect to the targetController server, and to ensure that you are not prompted twice when youload an object that contains Controller formulas.

3. In User ID, type the user ID for the account on the Cognos Controller server.4. In Password, type the password for the Cognos Controller account.5. In UDL Name, type the name of the Universal Data Link file that you are

using for storing connection information. This file should be configured on theserver of the Controller.

Loading data into Excel objectsYou can load data from an external source into an Excel object in IBM Cognos FSR.

When you click the Load Data icon, the Data wizard opens, and you can proceedthrough the necessary steps to retrieve data for the first time into an object. Datacan be loaded only into the Database worksheet of an Excel object.

Loading OLAP data into an Excel objectYou can load OLAP data into an Excel object in IBM Cognos FSR.

Procedure1. Open the report where you want to load data.2. Create a new Excel object, or select an existing one.3. Select the Database worksheet, and click the cell where you want to load the

data.4. Click the Load Data icon. The Data wizard opens.5. For the data source, click OLAP Cube, and click Next. The OLAP Cube

Connection step opens.6. Enter cube connection information in the fields provided:

Table 7. OLAP Cube Connection step

Field Description

Provider Select the type of OLAP database you want to connect with.Important: If you want to connect to an Analysis Services 2008provider, select AnalysisServices2k5

Server Enter the name of the server containing the cube that you wantto connect to.

User ID Enter a valid user name that has access to the database serverthat you want to connect to.

Password Enter a valid password that has access to the database serverthat you want to connect to.

Application Select the application that contains the cube that you want toaccess. If you entered a valid server name with the proper userID and password in the previous fields, the menu contains a listof all applications that can be accessed.

Chapter 4. Retrieving and adjusting data 37

Table 7. OLAP Cube Connection step (continued)

Field Description

Cube If you entered a valid server name with the proper user ID,password, and application in the previous fields, the menucontains a list of all the cubes contained in the application.

Important: If the password you enter for an Essbase connection expires andan Excel object using that connection is refreshed (for example, through reportgeneration or navigation), a window opens in which you can enter a newpassword. In this window you can also cache the password so that it isapplied to other Excel objects that are subsequently refreshed in the report.The user ID and password are not required for SSAS connections, and do notappear in the wizard if SSAS is selected as the provider.

7. Click Test Connection to validate connection parameters. If the settings arecorrect and the server is running, a confirmation window opens.

8. Click OK to close the window, and then Next. The Configure Data Set stepappears.

9. When the Configure Data Set step first appears, all the dimensions of the cubeto which you connected appear in the Page Options window. Use theConfigure Data Set step window to configure a data set:v Page Option dimensions affect all data in the Excel object. They can contain

only one member per dimension and are referred to as filters because theyaffect all cells in the grid based on a single member.

v Row dimensions are displayed vertically in the grid. You can have multipledimensions and their members defined as rows, and the members nestaccording to their hierarchical positions in the row dimensions.

v Column dimensions are displayed horizontally in the grid. Like rowdimensions, there can be several dimensions defined as columns, and theirmembers automatically nest according to their hierarchical positions in thedimension.

v Configure the data set by clicking and dragging each OLAP cube dimensionto your preferred location on the grid (rows, columns, or pages).

v OLAP cube dimensions that are not placed on rows or columns are used forpages.

Important: Page option selection menus are automatically created fordimensions with more than one member selected.

10. After you drag a dimension to the Rows or Columns window, double-click thedimension name. The Specify Members window opens.

11. Use the Specify Members window to specify the members that are accessiblein the Excel object:v Select members in the Member Selection tree.v Click Add Selected Members.v If you want to add a report or MDX statement, click Add Report Script or

MDX. For more information about using MDX statements, see the CognosFSR Administration Guide.

v To add all members that you can access through hierarchy security, clickAdd Hierarchy Security Members.

v To show names or aliases, select the Show Aliases check box.


v To allow asymmetric queries, select the Join Assymetrically With NextDimension check box.

v To remove items in the Current Member Specs list, click the close button Xbutton.

v To change the member specification (for example, Single, Children,IChildren), right-click a member in the Current Member Specs list.

12. When you have selected the members that you want to appear, click OK. TheConfigure Data Set step opens.

13. After you have mapped the dimensions to form the structure and appearancethat you want in the Excel object, click Next. You can see a preview of thefinal data results.

14. Click Finish. The data appears in the workspace of the Excel object with thepage, row, and column dimensions specified.

15. To save the imported data, save the Excel object.

Loading relational data into an Excel objectYou can load relational data from the database in an Excel object in IBM CognosFSR.

About this task

By default, this option is disabled. For information about how to enable thisoption, see the Cognos FSR Installation Guide.

Procedure1. Open the report where you want to load data.2. Create an Excel object, or select an existing one.3. Select the Database worksheet, and click the cell where you want to load the

data.4. Click the Load Data icon. The Data wizard opens.5. For the data source, click Relational Database, and click Next. The Select

Periods step opens.v Select the presentation periods to be referenced in the relational data

retrieval. Press Ctrl and click the left mouse button to select more than oneperiod from the list.

v Select the Rounded Amount check box to import rounded relational datavalues. Any journal entry amounts are added to the data for the memberwhen the relational data is imported prior to rounding.

v Select the Current Balance check box to import the original data value forthe member, excluding any journal entries.

6. Click Next. The Select Items step appears.7. Click Select Period list and select the period. Navigate the hierarchy tree and

select the check box beside any members that you want to include.8. Click Finish. The data appears in the Database worksheet of the Excel object.

Important: If you selected both Rounded Amount and Current Balance, datafor both selections appears in separate columns on the Database worksheet.



Loading Excel data into an Excel objectYou can load Excel data from a separate Excel file into an Excel object in IBMCognos FSR.


data.4. Click the Load Data icon. The Data wizard opens.5. For the data source, click Excel File, and click Next. The Load Data from Excel

step opens.6. Select the information that you want to import:

v Use the navigation tool and click Pick an Excel file to select the sourceExcel file.

v From the file, click Select a Sheet.v In The ranges to be copied field, enter an Excel range to be imported from

the selected sheet, for example A1:Z26.7. If you want to allow query variables to appear in the file path and sheet

name, select the Allow query variables in file path and sheet name checkbox.

8. Click Finish. The data values (if any) are loaded into Cognos FSR and appearin the Database worksheet of the Excel object, and a confirmation windowopens to confirm completion of the download.

9. Click OK. The Report Design window opens.10. To save the imported data, save the Excel object.

Loading data from the account hierarchy into an Excel objectWhile you are importing data, you can select a group, and only the accountsassociated to that group are imported into the Excel object in IBM Cognos FSR.

About this task

Groups must be configured using the Account Hierarchy feature. For moreinformation, see the Cognos FSR Administration Guide.


data.4. Click the Load Data icon. The Data wizard opens.5. For the data source, click Account Hierarchy, and click Next. The Select

Dimensions step opens.6. To select the data that you want to import, use the following fields:

v Click the dimensions in the hierarchy that you want to select.v To import file data that has been rounded at the source, select the Rounded

Amount check box.


v To import the original amount from the file, select the Current Balancecheck box.

v To retrieve the opening balance for any accounts, select the OpeningBalance check box.

v To import the workflow status of the accounts, Select the Workflow Statuscheck box,

v To import the workflow users of the accounts, select the Workflow Usercheck box.

v To import the query results of the accounts, select the Query Result checkbox,

v To set or modify report level variables, click Manage Report LevelVariables. For more information, see the Cognos FSR Administration Guide.

v To set or modify object level variables, click Manage Object LevelVariables. For more information, see the Cognos FSR Administration Guide.

7. Click Next. The User-defined Attributes step opens.8. You can optionally select the user-defined attributes that you want to filter the

accounts with. For more information about creating user-defined attributes foraccounts, see the Cognos FSR Administration Guide. Click Next. The SelectItems step opens.

9. Select the account that you want from the account hierarchy. Click Finish. Thedata values (if any) are loaded into Cognos FSR and appear in the Databaseworksheet of the Excel object.


Modifying loaded data in an Excel objectAfter you load data into an Excel object in IBM Cognos FSR, you can use theModify Data icon to change the query and retrieve different values. When youclick Modify Data, there must be OLAP or relational data in the Databaseworksheet.

Modifying loaded OLAP data in an Excel objectAfter you load OLAP data into an Excel object in IBM Cognos FSR, you canretrieve different values.

Before you begin

There must be OLAP data already in the Database worksheet.

Procedure1. Open the report containing the Excel object.2. Open the Excel object.3. Switch to the Database worksheet.4. Click Modify Data. The Data wizard appears.5. If required, modify the OLAP cube connection parameters.6. Click Next. The Configure Data Set step opens.7. If required, reconfigure the data set by moving the OLAP cube dimensions to

where you want them to be displayed on the grid (rows, columns, or pages).8. Use the Specify Members window to specify the members that are accessible

in the Excel object:v Select members in the Member Selection tree.


v Click the Add Selected Members button.v If you want to add a report or MDX statement, click the Add Report Script

or MDX button. For more information about using MDX statements, see theCognos FSR Administration Guide.

v To add all members that the user has access to through Hierarchy Security,click Add Hierarchy Security Members.

v To show names or aliases, select the Show Aliases check box.v To allow asymmetric queries, select the Join Asymmetrically With Next

Dimension check box.v To remove items in the Current Member Specs list, click the close button.v To change the specification type (for example, Single, Children, or

IChildren), right-click a member in the Current Member Specs list.9. Click Next in the Configure Data Set window. A preview of the final data

results is displayed.10. Click Finish.

Results

The Database worksheet for the Excel object opens with the modified data.

Modifying loaded relational data in an Excel objectAfter you load relational data into an Excel object in IBM Cognos FSR, you canretrieve different values.

Before you begin

There must be relational data already in the Database worksheet.

Procedure1. Open the report containing the Excel object.2. Open the Excel object.3. Switch to the Database worksheet.4. Click Modify Data. The Data wizard opens.5. Select the presentation period, and select the Round or Amount check boxes as

required.6. Click Next. The Select Presentation Items step opens.7. Navigate the hierarchy tree and select the check box beside any members you

want to include.8. Click Finish.

Results

The data appears in the workspace of the Excel object.

Modifying loaded Excel data in an Excel objectAfter you load Excel data into an Excel object in IBM Cognos FSR, you can retrievedifferent values.


Procedure1. Open the report containing the Excel object.2. Open the Excel object.3. Switch to the Database worksheet.4. Click Modify Data. The Load Data from Excel step opens.5. If required, modify the file selection parameters.6. Click Finish. The data values (if any) are loaded into the Database worksheet

of the Excel object, and a confirmation window opens to confirm completion ofthe download.

7. Click OK to return to the Report Design window.

Removing data from an Excel objectIf you no longer need OLAP, relational, Excel, or Custom View data values thatwere loaded into an Excel object in IBM Cognos FSR, you can delete the data fromthe Excel object.

About this task

The Remove Data command does not work on data values that have been manuallyentered in the Excel object by the user.

Procedure1. Open the report containing the Excel object.2. Open the Excel object.3. Switch to the Database worksheet.4. Click inside the data range that you want to remove.5. Click the Remove Data icon on the Excel object toolbar.

Results

All of the data in the selected range is removed.



Chapter 5. Excel objects

Excel objects are primarily used to work with data values in IBM Cognos FinancialStatement Reporting (FSR).

When an Excel object is added to a section in a report, the object has no data. Youcan reference and display data from the database or an external source in the Excelobject. You can also add text or data manually.

When the data is in the Excel object, it can be referenced by other Excel formulas.You can reference a large data set, and display only some of the values. You canalso import external Excel files directly into Excel objects for reference and storage.

Important: Excel objects have the same functionality as in Microsoft Excel.Advanced Excel functionality is beyond the scope of this guide. For moreinformation, see Microsoft documentation or Microsoft online help. Certainfunctionality might not be available unless your administrator provides you withaccess.

Excel toolbarsWhen you work in an Excel object in IBM Cognos FSR, you can use the samemenus and toolbars that you use in Microsoft Excel.

The menu bar contains commands that you can use to create, control, edit, delete,and format information in the Excel object:v File

v Edit

v View

v Insert

v Format

v Tools

v Data

v Window

v Help

The toolbar area also contains icons that correspond with specific commands. Bydefault, the Standard toolbar and the Formatting toolbar are available when anExcel object is created:

To view the following toolbars, click View > Toolbars, and then click the toolbarthat you want:


Table 8. Excel toolbars

Toolbar Name Description

Standard Used to manage an Excel object.

Formatting Used to apply basic formatting in the Excel object.

Borders Used to design borders in the Excel object.

Charts Used to create and edit charts.

Control Toolbox Used to add and manage controls such as list boxes, radiobuttons, and check boxes.

Drawing Used to create and format drawings, and insert predefinedshapes into the Excel object.

External Data Used to import data into the Excel object from various externalsources.Important: Source data that is imported using External Datatoolbar is not automatically refreshed by Cognos FSR. Bestpractice is to import data into an Excel object using the LoadData or Modify Data commands in the toolbar.

Forms Used to design forms with this toolbar.

Formula Auditing Used to locate errors in formulas and display cell relationships.

List Used to update and publish lists to a SharePoint site.

Picture Used to format and manage images that are in the Excel object.

Pivot Table Used to assist in creating and managing pivot tables.

Protection Used to password protect cells, worksheets, and workbooks.

Reviewing Used to track document changes in the Excel object.Important: This is not the same as the Cognos FSR Audit Trailfeature, which tracks every change made to an Excel object byCognos FSR users.

Text To Speech Used to audibly read back data entered on a worksheet.

Visual Basic Used to record macros and to create and edit Visual Basic codethat is associated to the functionality of the Excel object.

Watch Window Used to inspect, audit, or confirm formula calculations andresults in large worksheets.

Web Used to provide web access via web addresses in the Excelobject.

Word Art Used to insert predefined clips into the Excel object.

Customize Used to build a new toolbar and to edit an existing toolbarlayout.

For more information about toolbar and formatting functionality, see Microsoftonline help, which is available in Excel and from the Help menu bar for the Excelobject.

The Excel object toolbarThe Excel object toolbar contains icons that provide functionality specific to IBMCognos FSR.

The following table describes the icons on the Excel object toolbar.


Table 9. Excel object toolbar icons

Toolbar Item Name Functionality

Collapse orRestore Panel(Horizontally)

Used to expand the workspace area in a horizontaldirection so that you can see more of the Excel object.

Collapse orRestore Panel(Vertically)

Used to expand the Workspace area in a verticaldirection so that you can see more of the Excel object.

Save Changes Used to save any changes to the Excel object.

Send Email toAssigned User

Used to send an email to the owner of a report section.

View Audit Trail Used to view a list of all changes submitted by users forthe Excel object. The details of any update appearing inthe list can be selected and viewed.

Set ColumnWidth

Displays the current size of the selected columns in theExcel object, and allows the user to set the width. Canbe set in either inches or centimeters.

Set Row Height Displays the current size of the selected rows in theExcel object, and allows the user to set the height. Canbe set in either inches or centimeters.

Import Used to import an external Excel file into the Excelobject. For more information, see “Excel toolbars” onpage 45.

Export Used to extract the information from the selected objectinto an external Excel file format.

Manage QueryVariables

Used to manage query variables for Excel objects. Formore information, see “Query variables” on page 102.

Load Data Invokes a wizard to assist in the selection of OLAP orrelational data to include in the Excel object.Important: Source data can be imported only into theDatabase worksheet of the Excel object.

Modify Data Used to modify the data in the Database worksheet ofthe Excel object.

Delete Data Used to delete the data in the Database worksheet of theExcel object.

Add Template Used to add a predefined checklist template to the Excelobject.

Insert AR Query Used to insert a predefined query built using the QueryBuilder feature. For more information, see the CognosFSR Administration Guide.

Run Macro Used to run a macro for the object. For moreinformation, see the Cognos FSR Administration Guide.

Insert ARWorkflow

Used to paste the workflow outline as text into theobject.

Chapter 5. Excel objects 47

Excel object worksheetsIn IBM Cognos FSR, every Excel object that is added to a report has a Databaseworksheet and a Display worksheet.

A Database worksheet is used to contain values retrieved from an OLAP orrelational database source. Database sheets are read-only, and cannot be formattedor modified by users.

A Display worksheet is used to present data values in the report.

You can use formulas to reference data contained in the Database worksheet. Youcan also include text or data in the Display worksheet. You can add extensiveformatting and formulas to enhance presentation of the information and performfurther calculations. You can also add additional worksheets as required.

To switch between worksheets, click the worksheet tab in the Excel object.

Adding a worksheet to an Excel objectIn IBM Cognos FSR, you can add another worksheet to an Excel object.

Procedure1. Open the report containing the Excel object that you want to edit.2. Open the Excel object.3. Right-click any worksheet tab in the Excel object, and click Insert. The Insert

window opens.4. Click the Worksheet icon in the General tab, and click OK. A blank worksheet

is added to the Excel object and appears in the worksheet list.5. Select the newly added worksheet from the list, double-click the worksheet tab,

and enter a new name.

Resorting worksheets in an Excel objectIn IBM Cognos FSR, you can rearrange the order of worksheets in an Excel object.

Procedure1. Open the report containing the Excel object that you want to edit.2. Open the Excel object.3. To select the worksheet tab that you want to move, click and hold the left

mouse button, and drag the worksheet tab to the desired location.4. Release the left mouse button.

Results

The worksheet tab moves to the correct position in relation to the other tabs.

Deleting a worksheet from an Excel objectIn IBM Cognos FSR, if you no longer need a worksheet in an Excel object, you candelete it.

About this task

Restriction: You cannot delete the Database or Display worksheet.


Procedure1. Open the report containing the Excel object that you want to edit.2. Open the Excel object.3. Right-click the worksheet tab in the Excel object, and click Delete. A

confirmation window opens.4. Click OK.

Excel formulas and data in Excel objectsIn IBM Cognos FSR, you can use the functionality of Excel formulas in an Excelobject.

There are hundreds of formulas available. Some of the formulas that can be usedto reference data in another worksheet are provided in the following sections ofthis guide.

Advanced Excel formulas are not covered in this guide. For more information, seeMicrosoft online help, which is available in Excel and from the menu bar for theExcel object.

Viewing the source of a cell value in an Excel objectIn IBM Cognos FSR, the value in a cell in the Display worksheet can be derivedfrom an Excel calculation, a formula referencing data found in the Database sheet,or a number manually entered by a user.

Procedure1. Open the report containing the Excel object that you want to edit.2. Open the Excel object.3. Click the cell containing the value that you want to investigate.4. Look at the Formula bar to view the source of the cell value as shown in the

following illustration:

Referencing a cell value in a range in an Excel objectIn an Excel object in IBM Cognos FSR, you can use a VLOOKUP formula toreference and display a single value in the Display worksheet from a range of cellvalues found in the Database worksheet.

Procedure1. Open the report containing the Excel object that you want to edit.2. Open the Excel object.3. Switch to the Database worksheet, and determine the data value that you want

to reference. Make a note of the cell coordinates for the data that you want.4. Switch to the Display worksheet.5. Determine what cell you want to display the OLAP or relational data value in.


6. Type an Excel VLOOKUP formula that calls on the cell values in the Databaseworksheet:= VLOOKUP ("Cash 5", Database ! A1:C11, 2, FALSE)

Where:(=) indicates the start of the formula.VLOOKUP is the name of the formula being used.Cash 5 is the account name being looked up. Must be contained in quotes.Database ! is the name of the worksheet being referenced. ! identifies Databaseas another worksheet.A1:C11 is the range of cells to be referenced in the Database worksheet.2 refers to the second column in the range of cells. The formula returns a valuefor the Cash 5 account from the second column.FALSE returns an exact value match. TRUE returns either an approximate or exactmatch.

7. Press Enter.

Results

The formula updates the specified cell in the Display worksheet with a value.

Referencing a cell value in another worksheet in an Excelobject

In an Excel object in IBM Cognos FSR, you can create a reference in the Displayworksheet to a cell value found in the Database worksheet.


to reference. Make a note of the cell coordinates for the data that you want.4. Switch to the Display worksheet.5. Determine what cell you want to display the OLAP or relational data value in.6. Type a cell reference formula that calls on the cell values in the Database sheet:

= Database ! C7

Where:= indicates the start of the formula.Database is the name of the worksheet being referenced.Database ! is the name of the worksheet being referenced. ! identifies Databaseas another worksheet.C7 is the cell to be referenced in the Database worksheet.

7. Press Enter.

Results



Changing the weighting of referenced data in an Excel objectIn an Excel object in IBM Cognos FSR, when source data is imported, the valuemay be weighted as positive or negative as it is stored in the external source (forexample, relational). You can use an Excel formula to adjust the weighting.


to reference. Make a note of the cell coordinates for the data that you want.4. Switch to the Display worksheet.5. Determine what cell you want to display the OLAP or relational data value in.6. Type a cell reference formula that calls on the cell values in the Database

worksheet, and also changes the weighting to a positive value:= ( Database ! C7 ) * -1

Where:(=) indicates the start of the formula.Database ! is the name of the worksheet being referenced. ! identifies Databaseas another worksheet.C7 is the cell to be referenced in the Database worksheet.*-1 multiplies the referenced value by a negative, and reverses the valueweighting

7. Press Enter.

Results


Charting and graphical representationIn IBM Cognos FSR, you can use Excel-based charting functionality to add a chartto a report. When a report is generated, the chart is included in the final output.

Important: To display the chart in report output, you must copy it to a Wordobject.

Use the following main steps to add a chart or graph to a report:1. Create the chart in an Excel object.2. Use the bookmark feature to display the chart in a Word object.

Tip: Because the Display worksheet is typically used to format or present text andnumeric data, a best practice is to insert a chart in a separate uniquely namedworksheet.

Adding a chart to an Excel objectIn IBM Cognos FSR, you can add a chart to a report.

Procedure1. Open the report containing the Excel object where you want to add a chart.2. Open the Excel object.3. Determine the data source for the chart:


v If required, import data into an Excel object.v Review the data to determine what you want to display in chart format.

4. In the Excel object, click the worksheet that will contain the chart.5. From the Excel menu, click Insert > Chart. The Chart wizard opens.6. Click the chart type that is best suited to display the data, and in the chart

subtype pane select the chart that you want.7. Click Next. The Source Data step opens.8. From the Database or Display worksheet, enter the source data range that you

want to use and click Next. The Chart Options step opens.9. If required, enter a title for the chart, and titles for the axes.

10. Click Next. The Chart Location step opens.11. Select As object in and the worksheet from the list.12. Click Finish. The chart is inserted in the worksheet of the object.13. Save the Excel object.

Linking a chart from an Excel object to a Word objectAfter you create a chart in an Excel object in IBM Cognos FSR, you need to link itto a Word object.

Procedure1. Open the report containing the Excel object with the chart.2. Open the Word object where you want to display the chart, and position the

cursor where you want it to appear in the object.

Tip: For best formatting results on output, include the chart in a table in theWord object.

3. From the Word menu, click Insert > Bookmark. The Bookmark window opens.4. In the Bookmark name field, type the name of the bookmark. The format

should be Object Name_Worksheet Name; for example, Charts_Equity

Restriction: When you use bookmarks, the underscore is a reserved characterthat is used to separate the object name and worksheet name. If an underscoreis in the object name or worksheet name, Cognos FSR cannot output the image.

5. Click Add.

Results

The chart in the Excel object is bookmarked (or linked) to the selected location inthe Word object. The chart is not visible in the Word object, but when the report isgenerated and output, the chart appears in the selected location in the Word object.

Working with TM1 functions and dataIn IBM Cognos FSR, you can connect to TM1 data in an Excel object.

Advanced TM1 functionality is beyond the scope of this guide. For moreinformation, see the IBM Cognos TM1 User Guide.

DBR function for TM1You can use database retrieval (DBR) formulas to retrieve data from IBM CognosTM1.


This is a TM1 worksheet function, valid only in worksheets. This function retrievesa value from a specified TM1 cube. When all element arguments (e1, e2, etc.) to thefunction are leaf elements, the DBR function can also be used to write values to thespecified cube, provided that the user has appropriate access privileges to therelevant cube, dimensions, elements and cells. When you enter a value in a cellcontaining such a DBR function, the value is sent to the server.

Syntax

DBR (cube, e1, e2, [...en])

Table 10. Syntax description

Argument Description

cube The name of the cube from which to retrievethe value.

e1,...en Dimension element names that define theintersection of the cube containing the valueto be retrieved.

Arguments e1 through en aresequence-sensitive. e1 must be an elementfrom the first dimension of the cube, e2must be an element from the seconddimension, and so on. These arguments canalso be the names of aliases for dimensionelements.

Numeric element names must be enclosed indouble quotation marks. For example""14357"".

Example

DBR ("92act4d", "California", "3.5 Diskettes", "Net Sales", "January")

In this example, 92act4d is the cube name, and the function returns the value at theintersection of California, 3.5 Diskettes, Net Sales, and January.

Working with Controller functions and dataIn IBM Cognos FSR, you can connect to IBM Cognos Controller data in an Excelobject.

Advanced Cognos Controller functionality is beyond the scope of this guide. Formore information, see the IBM Cognos Controller User Guide.

Cognos Controller functions in ExcelYou can use both functions and parameters to load data rom the IBM CognosController database.

Syntax

All functions begin with "=cc.", for example, "=cc.fAcc()".


Important: Functions are used to perform various types of calculations or to loadspecific texts or values. Functions begin with the code =cc.f,for example,=cc.fGetVal(input). Parameters are used as input data for functions. For example,if you want to be able to load an account name you must specify which accountcode the name should be loaded for. The account code (1210) is a parameter of thefunction that loads the account name (fAccName). The formula will thus be=cc.fAccName("1210"). Many of the functions use parameters as input. Theparameters can be expressed as a code, a cell reference or a system column or row.

Example

An example of a fGetVal function that fetches data from the Controller databasecan look like this:

=cc.fGetVal("0106";"+0";"YTD";"AC";"1200";"LE";"";"LC";"30100";"";"FR1";"";"";"";"REPO";"T";"";"F";"";"";"";0)

Table 11. fGetVal formula

Argument Description

0106 = Period

0+ = Relation

YTD = Interval

AC = Actuality

1200 = Company

LE = Consolidation Type

LC = Local Currency

30100 = Account

FR1 = Dimension

REPO = Closing Version

T/F = True/False (used for closingversion/contribution version)

Importing external Excel data into an Excel objectYou can import content from another Excel file directly into an Excel object in IBMCognos FSR. There is no direct link to an external file; the imported file isassociated to the report, compressed, and stored in the database.

About this task

Every worksheet that exists in the file being imported is saved as a new worksheetin the Excel object. Any changes made to imported data in Cognos FSR arereflected only in the report, and are not updated in the original source.

By design, the source file is not updated dynamically. If changes are made to thesource file after it is loaded into Cognos FSR, you need to import it again.

If the two worksheets have the same name, you cannot import data from one tothe other. An error message identifies a name conflict between the file in CognosFSR and the source file. You must resolve the naming conflict before loading cancontinue. Click Yes to overwrite the worksheet in Cognos FSR.


Procedure1. Open the report containing the Excel object that you want to edit.2. Open the Excel object.3. Select any worksheet in the Excel object.4. Click the Import icon. The Import Excel File window opens.5. Navigate to the location of the file that you want to import. Select the file and

click Open. All worksheets that exist in the file are imported into the Excelobject.

6. Click Save.

Results

The source file contents are copied into the Excel object.

Data export from an Excel object into an external Excel fileYou can export an Excel object from IBM Cognos FSR into an external Excel file.

With this export process, there is no direct link to the database. The informationcontained in Cognos FSR is uncompressed and extracted from the database.

There are three export options:v Export an Excel object using the toolbar.v Export selected Excel objects from the Section pane.v Export all Excel objects from the Section pane.

When you export objects from the Section pane, you have the following options:v Save all Objects in one workbook. Creates one Excel file and saves all objects

in the Section pane as worksheets. You can select the folder location and thename of the Excel file. The Excel file is created and includes a worksheet foreach Excel object.

v Save each Object as separate workbooks. Creates an Excel file for each object inthe Section pane, to the folder specified. The name of the Excel file is the sameas the name of the Excel object. If an Excel file already exists with a same name,it is overwritten without warning.

If an object name contains invalid characters, is too long, is duplicated, or if theobject does not have a name, a warning window opens. If the object name containsinvalid characters, is too long, or is duplicated, Cognos FSR adapts the originalname to create an acceptable name. If the original object does not have a name,Cognos FSR creates a new name.

Exporting an Excel object to an external Excel fileYou can export an Excel object from IBM Cognos FSR into an external Excel file.Every worksheet that exists in the exported Excel object is saved as a newworksheet in the external Excel file.

About this task

Any changes that are made to the data in Cognos FSR are reflected in the reportonly; they are not updated in the exported file.


By design, information extracted from Cognos FSR is not updated dynamically. Ifthere are changes to the data in Cognos FSR, after export, you must export thedata again.

If the two worksheets have the same name, you cannot export data from one to theother. An error message identifies a name conflict between the file in Cognos FSRand the source file. You must resolve the naming conflict before exporting cancontinue.

Procedure1. Open the report containing the Excel object that you want to export.2. Open the Excel object.3. Select any worksheet in the Excel object.4. Click the Export icon. The Export File window opens.5. Navigate to the location where you want the export file to be saved. Enter a file

name and click Save.

Results

All worksheets that exist in the Excel object are exported into an external Excel file.

Exporting all Excel objects to external Excel filesIn IBM Cognos FSR, you can export all Excel objects into one or more externalExcel files.

Procedure1. Open the report containing the Excel objects that you want to export.2. In the Section pane, right-click any Excel object, and click Export All Excel

Objects. The Export Excel Objects window opens.3. Select a save option and click Save. If there are errors during the data refresh, a

window opens, displaying the errors in table form.4. Click OK. If you selected Save all Objects in one workbook, the Export Excel

Objects To window opens:a. Browse to a folder location where you want to save the file.b. Enter the file name of the file.c. Click Save. A Windows Explorer window opens to the folder location and

displays the file.5. If you selected Save each Object as separate workbooks, the Browse for Folder

window opens:a. Browse to a folder location where you want to save the files.b. Click OK.

Results

A Windows Explorer window opens to the folder location and displays the files.

Exporting selected Excel objects to an external Excel fileIn IBM Cognos FSR, you can export selected Excel objects into one or moreexternal Excel files.


Procedure1. Open the report containing the Excel objects that you want to export.2. In the Section pane, press Ctrl key and click the left mouse button to select

multiple Excel objects. Right-click and select Export Selected Excel Objects.The Export Excel Objects window opens.

3. Select a save option and click Save.4. If there are errors during the data refresh, a window opens, displaying the

errors in table form. Click OK.5. If you selected Save all Objects in one workbook, the Export Excel Objects To

window opens:a. Browse to a folder location where you want to save the file.b. Enter the file name of the file.c. Click Save. A Windows Explorer window opens to the folder location and

displays the file.6. If you selected Save each Object as separate workbooks, the Browse for Folder

window opens:a. Browse to a folder location where you want to save the files.b. Click OK.

Results

A Windows Explorer window opens to the folder location and displays the files.

Importing data from a Microsoft SQL query into an Excel objectIn IBM Cognos FSR, you can perform a SQL query and then import content fromother data sources directly into a report.

About this task

There is no direct link to the database. The data is returned when the SQL query isrun, and then stored in the Cognos FSR database when the data is imported andsaved.

Query Builder is used to create the data connection and build SQL statements thatquery the data. After the query is designed, it can be saved for future use in thereport.

The imported data is saved in a new worksheet in the Excel object. Any changesmade to imported data in Cognos FSR are reflected only in the report; they are notupdated in the original source.

By design, the source file is not updated dynamically. If changes are made to thesource file after loading it into Cognos FSR, you must import the data again.

If the two worksheets have the same name, you cannot import data from one tothe other. An error message identifies a name conflict between the file in CognosFSR and the source file. You must resolve the naming conflict before loading cancontinue. Click Yes to overwrite the worksheet in Cognos FSR.

Procedure1. Open the report containing the Excel object that you want to edit.2. Open the Excel object.


3. Select any worksheet in the Excel object.4. Click the Insert AR Query icon. The Select Query window opens.

a. Select an existing query name from the list.b. In the Refresh This Query field, specify how you want to refresh the query:

v Always. On any data refresh (save, refresh)v On Demand. Only when you click the Insert Query buttonv On Rollover. On report rollover

5. Click Select. The result set from the selected query is inserted into a newworksheet that is named after the query name.

6. Save the changes to your Excel object.

Row suppression in Excel objectsWhen a member returns no data, IBM Cognos FSR by default does not display themember in the display range on output.

You might want to disable this feature in the following situations:v When you are performing a rollover.v When you want to review the outline of the report before it is populated with

numbers.v When the members need to be displayed prior to receiving approval to populate

the report with data.

Preventing the suppression of rows in an Excel objectIn an Excel object in IBM Cognos FSR, you can disable default automatic rowsuppression.

Procedure1. Open the report containing the Excel object that you want to edit.2. Open the Excel object.3. Select the Display worksheet.4. Navigate to the end of the display range where you want to display all

members with both zero and non-zero values.5. In the column that contains the ##RE variable, type a plus (+) sign (in that

column) on each row for which you want to disable row suppression.6. Save the changes to the Excel object.

Formatting an Excel objectIn IBM Cognos FSR, all standard Excel formatting functionality is available inExcel objects, and can be applied in any worksheet except the Database worksheet.

About this task

You can use the Format Cells window to apply the following cell formatting tocells and worksheets:v Leaders between words and valuesv Number formatv Alignment of the cell or table in the object (left, center, or right)v Font format


v Borders around rows, columns, and cellsv Patterns in the cellv Protection to prevent cells from being edited

Important: The formatting methods are the same as those in the Microsoft Officeproduct suite. Advanced Excel formatting functionality is not covered in this guide.For more information, see Microsoft online help, which is available in Excel andfrom the menu bar for the Excel object.

Procedure1. Open the report containing the Excel object that you want to edit.2. Open the Excel object.3. To open the Format Cells window:

v Click Format > Cells.v Right-click the table and click Format Cells.

4. Apply the formatting.5. Click OK.

Results

The formatting is applied to your cell selection.

Applying leaders between columns in an Excel objectIn an Excel object in IBM Cognos FSR, you can apply leaders between columns tomake the text easier to read.

Procedure1. Open the report containing the Excel object that you want to edit.2. Open the Excel object.3. Type one of the following symbols in the column where you want leaders to

appear:

Symbol Description

@*. Use to apply leader dots between twocolumns.

@*- Use to apply leader dashes between twocolumns.

@*_ Use to apply leader lines between twocolumns.

Results

When the Excel object is generated, the leaders are displayed between the twocolumns.

Applying font, border, and pattern formatting to cells in an Excelobject

In IBM Cognos FSR, you can apply font, border and pattern formatting to cells inan Excel object.


Procedure1. Open the report containing the Excel object that you want to edit.2. Open the Excel object.3. Select the cells that you want to format.4. To open the Format Cells window:

v Click Format > Cells.v Right-click the table and click Format Cells.

5. Click the tab containing the format controls that you want to use.6. Apply the formatting.7. Click OK.

Results

The formatting is applied to your cell selection.

Enabling cell merging in an Excel objectIn IBM Cognos FSR, by default, the merge cells setting is not enabled for any cellsin a newly created Excel object. You can enable cell merging if you prefer.

Procedure1. Open the report containing the Excel object that you want to edit.2. Open the Excel object.3. Select the cell or range of cells.4. Click Format > Cells. The Format Cells window opens.5. Click the Alignment tab and select the Merge Cells check box.6. Click OK to save the settings.

Enabling text wrapping in an Excel objectIn IBM Cognos FSR, by default, the text wrapping setting is not enabled for anycells in a newly created Excel object. You can enable text wrapping if you prefer.

Procedure1. Open the report containing the Excel object that you want to edit.2. Open the Excel object.3. Select the cell or range of cells.4. Click Format > Cells. The Format Cells window opens.5. Click the Alignment tab and select the WrapText check box.6. Click OK to save the settings.

Changing cell alignment in an Excel objectIn IBM Cognos FSR, by default, an Excel object aligns text in a table to the lowerleft corner of a cell. You can change the alignment of text in a cell if you prefer.

About this task

You can change the vertical alignment (top, center, or bottom) and also thehorizontal alignment (left, center, or right.)


Procedure1. Open the report containing the Excel object that you want to edit.2. Open the Excel object.3. Right-click the cells and select Format Cells. The Format Cells window opens.4. Click the Alignment tab and in the Text alignment pane, select the alignment

options that you want.5. Click OK. The text is updated in the selected cells.

Customizing text and number alignment in cells in an Excel objectIn IBM Cognos FSR, by default, Excel aligns text from the left side of a column,and numbering from the right side of a column. You can use a nonbreaking space,which acts like a blank placeholder symbol within the cell, to control alignmentissues.

About this task

Other characters, such as brackets, and format selections can also affect alignmentin a cell.

Excel manages number alignment automatically, but Word tables do not managenumber alignment. When reports are compiled, a number that correctly aligns inan Excel object might not be aligned in a Word table. The following figure showsthe alignment of characters in a report generated from an Excel object:

The following figure shows the alignment of characters in a report generated froma Word object:

You can insert a nonbreaking space to control alignment issues. It acts as a blankplaceholder symbol in the cell.

Procedure1. Open the report containing the Excel object that you want to edit.2. Open the Excel object.3. Position your cursor in the cell where you want to add a space.4. Click Insert > Symbol. The Symbol window opens.5. In the Symbols tab, select a character set such as Arial from the Font list.6. In the Special Characters tab, click Nonbreaking Space. If Nonbreaking Space

does not appear in the list, select a different font and try again.


7. Click Insert. The nonbreaking space is inserted in the cell.8. Click Close.

Resizing the height of a row in an Excel objectIn an Excel object in IBM Cognos FSR, you can adjust the height of a row.

Procedure1. Open the report containing the Excel object that you want to edit.2. Open the Excel object.3. Rest the pointer on the row boundary that you want to move until it becomes a

two-headed arrow.4. Click and drag the boundary until the row is the height that you want.

Resizing the width of a column in an Excel objectIn an Excel object in IBM Cognos FSR, you can adjust the width of a column.

Procedure1. Open the report containing the Excel object that you want to edit.2. Open the Excel object.3. Rest the pointer on the column boundary that you want to move until it

becomes a two-headed arrow.4. Click and drag the boundary until the column is the width that you want.

Resizing all rows or all columns in an Excel objectIn an Excel object in IBM Cognos FSR, you can adjust the size of a all rows or allcolumns in a worksheet at the same time.

Procedure1. Open the report containing the Excel object that you want to edit.2. Open the Excel object.3. Move to the worksheet you want to resize, and select all rows and columns by

clicking the in the top left corner of the Excel sheet.4. To resize all rows, move the pointer between rows until the row resize handle

appears , and double-click. The rows are automatically resized.5. To resize all columns, move the pointer between columns until the column

resize handle appears , and double-click. The columns are automaticallyresized.

Cell protection in an Excel objectIn an Excel object in IBM Cognos FSR, you can lock cells so that no editing canoccur while cell protection is enabled.

In a new Excel object, by default, all cells in the worksheet are locked, but theworksheet is unprotected. It is always best practice to apply password protectionalso. For more information, see “Formatting an Excel object” on page 58. Similarly,when protection is enabled, any cell that is not locked can be edited.


Locking or unlocking cells in an Excel objectIn an Excel object in IBM Cognos FSR, you can choose which cells can be editedwhen a worksheet is protected.

Procedure1. Open the report containing the Excel object that you want to edit.2. Open the Excel object.3. Select the cells that you want to lock or unlock.4. Click Format > Cells. The Format Cells window opens.5. Click the Protection tab.6. Select or clear the Locked check box, and click OK. Your settings are applied to

the selected cells in the worksheet.

Important: Cell protection is not yet enabled. For these settings to take effect,the worksheet must be protected.

Protecting a worksheet in an Excel objectIn an Excel object in IBM Cognos FSR, there may be certain parts of a report thatyou do not want other users to modify (for example, compliance checklists). Youcan use cell locking and then apply password protection to prevent modification.

About this task

If you want to protect a worksheet in an object, always use a password. Otherwise,users can unprotect the worksheet, and cells are not locked.

Procedure1. Open the report containing the Excel object that you want to edit.2. Open the Excel object.3. From the Excel menu, click Tools > Protection > Protect Sheet. The Protect

Sheet window opens.v Enter a password to further protect the sheet.v To customize other actions that a user can perform while the worksheet is

locked, select the appropriate check boxes.4. Click OK.5. At the prompt that appears, enter the password again. When you are finished,

click OK again to close the window and apply the settings to the worksheet.

Setting conditional formatting in an Excel objectIn an Excel object in IBM Cognos FSR, you can use the Excel conditionalformatting feature to set rules for cell formatting based on the value in anothercell. If the rules (conditions) are met, then the formatting is applied.

Procedure1. Open the report containing the Excel object that you want to edit.2. Open the Excel object.3. Click the Display worksheet and select the cell that you want to conditionally

format.4. Click Format > Conditional Formatting. The Conditional Formatting window

opens.


5. Select the Cell Value Is condition.6. Select the boolean logic operator you want to use:

v Betweenv Not betweenv Equal tov Not equal tov Greater thanv Less thanv Greater than or equal tov Less than or equal to

7. To the right of the list, enter the required cell values that you want to evaluatein the condition.

8. Click Format. The Format Cells window opens.9. In the Font tab, apply the formatting that you want to appear if the condition

is true:v Colorv Font stylesv Underline, bold, or strikethroughv Bordersv Patterns

10. When you are finished, click OK. The Conditional Formatting window opens.11. To continue adding further conditional formatting, click Add and repeat.12. To delete conditional formatting, click Delete, select the condition that you

want to remove, and click OK. The Conditional Formatting window opens.13. When you have finished applying conditional formatting, click OK to close

the Conditional Formatting window and return to the Excel object. If theconditions are true, the formatting is applied to the cells that you selected.

14. Save your changes to the Excel object.


Chapter 6. Word objects

Word objects are primarily used to present text information in a report in IBMCognos Financial Statement Reporting (FSR).

When a Word object is added to a section in a report, the object has no data.

Cognos FSR can leverage existing FSR reports by importing them directly into theWord object for use in the report. You can add text, images, graphs, or data toenhance the report.

Important: Word objects have the same functionality as in Microsoft Word.Advanced Word functionality is beyond the scope of this guide. For moreinformation, see Microsoft documentation or Microsoft online help. Certainfunctionality might not be available unless your administrator provides you withaccess.

Word toolbarsWhen you work in a Word object in IBM Cognos FSR, you can use the samemenus and toolbars that you use in Microsoft Word.

The menu bar contains commands that you can use to create, control, edit, delete,and format information in the Word object:v File

v Edit

v View

v Insert

v Format

v Tools

v Table

v Window

v Help

The toolbar area also contains icons that correspond to specific commands. Bydefault, the Standard toolbar and the Formatting toolbar are available when aWord object is created:

To view the following toolbars, click View > Toolbars, and then click the toolbarthat you want:

Table 12. Word toolbar descriptions


Standard Used to manage a Word object.

Formatting Used to apply basic formatting in the Word object.


Table 12. Word toolbar descriptions (continued)


Auto Text Used to create and manage rules using the Auto Format, AutoCorrect, and Auto Text features.

Control Toolbox Used to add and manage controls such as list boxes, radiobuttons, and check boxes.

Database Used to create and manage database tables and records in theWord object.Important: Source data that is imported using External Datatoolbar is not automatically refreshed by Cognos FSR. Bestpractice is to import data into an Excel object using the LoadData or Modify Data commands in the toolbar.

Drawing Used to create and format drawings, or insert predefined shapesinto the Word object.

Email Used to create and format an email in the Word object.

Forms Used to design forms with this toolbar.

Frames Used to create frames in the Word object. Frames can be used tocontain text or images. However, the use of tables isrecommended for Cognos FSR.

Mail Merge Used to merge emails into the Word object.

Outlining Used to control and manage paragraph headings in the Wordobject. A table of contents (TOC) can be built from the headings.

Picture Used to format and manage images that are in the Word object.

Reviewing Used to track document changes in the Word object.Important: This is not the same as the Cognos FSR Audit Trailfeature, which tracks every change made to a object by CognosFSR users.

Tables and Borders Used to build and manage tables in the Word object.

Visual Basic Used to record macros, and to create and edit Visual Basic codethat is associated to the functionality of the Word object.

Web Used for web access via URLs in the Word object.

Web Tools Used to design HTML-based forms in the Word object.

Word Count Used to determine the word count in the Word object.

Word Art Used to insert predefined clips into the Word object.

FSR Office IntegrationTools

Used to import an existing FSR template or report into theWord object.

SnagIt Used to perform a screen capture in the Word object.

Customize Used to build a new toolbar or edit an existing toolbar layout.

For more information about toolbar and formatting functionality, see Microsoftonline help, which is available in Word and from the Help menu bar for the Wordobject.

The Word object toolbarThe Word object toolbar contains icons that provide functionality specific to IBMCognos FSR.


The following table describes the icons on the Word object toolbar:

Table 13. Word object toolbar icons



Used to expand the workspace area in a horizontaldirection so that you can see more of the Word object.


Used to expand the workspace area in a verticaldirection so that you can see more of the Word object.

Save Changes Used to save any changes to the Word object.

Discard Changes This icon appears only when a Word object has just beenadded. Click it if you have not saved changes, and youwant to delete the object.

Send Email toAssigned Owner

Used to send an email to the owner of a report section.For more information, see the Cognos FSRAdministration Guide.

View Audit Trail Used to view a list of all changes submitted by users forthe Word object. The details of any update appearing inthe list can be selected and viewed. For moreinformation, see the Cognos FSR Administration Guide.

Add Template Used to add a predefined checklist template to the Wordobject. For more information, see the Cognos FSRAdministration Guide.

Tables in Word objectsIn IBM Cognos FSR, each section in a Word table is referred to as a cell. A tableconsists of rows and columns of cells that you can fill with text or graphics.

When a table is inserted into a Word object, it is displayed as a grid.

You can format text in cells in the same way as other text. You can format the tableby adding or deleting the lines around the cells and shading the background. Youcan also adjust the width of columns and the height of rows.

Recommended table formatting in a Word objectIn IBM Cognos FSR, you can use tables extensively to assist with page layouts inthe Word object.

Although a Word object can contain information outside of a table, it is easier touse tables for consistency in formatting.

Important: When you create a report in EDGAR-ready format, the text must beoutside the table. For consistency, a total margin width of seven inches isrecommended for all tables in Word objects. Also, text wrapping should be turnedoff. To create a default margin width setting or turn off text wrapping, see “Wordobject formatting” on page 74.

Chapter 6. Word objects 67

Basic table functionality in a Word objectWhen you work in IBM Cognos FSR, it is helpful to understand basic tablefunctionality in word objects.

�A� - Table Move Handle

�B� - Merged Cell

�C� - Nested Table

�D� - Border (2 pt.)

�E� - Gridline

�F� - Table Resize Handle

Borders and gridlines

Gridlines form the boundary of the cells, appear in light gray, and are not printed.

By default, tables have a black ½-pt, single-line, solid-line border. If the border isremoved, you can still see the gridlines.

To turn the gridlines on or off, click Table > Show/Hide Gridlines.

Table move handles and resize handles

You can use the table move handle to move the table to another place on a page.You can use the table resize handle to change the size of a table.

These symbols appear on screen, but they do not print.


End marks

End-of-cell and end-of-row marks in a table in a Word object are non-printingsymbols.

These symbols appear on screen, but they do not print.

Merged cells

In a table, two or more cells can be joined as one cell.

Nested tables

If a table is used to layout a page, and you want to use another table to presentinformation, you can insert a nested table. A nested table is a table within a table.

Cell spacing and margins

If you are using a table to arrange text or images, you can add spacing betweentable cells. You can also add cell padding (spacing between the boundary of the celland the text inside the cell) by changing the cell margin.

Adding a predefined table to a Word objectIn IBM Cognos FSR, you can add a predefined table to a Word object.

Procedure1. Open the report containing the Word object that you want to edit.2. Open the Word object.3. Place the cursor where you want to create a table.4. Click Table > Insert > Table. The Insert Table window opens.

v Select the number of columns and number of rows to include in the table.v Select the Autofit behavior.v To select a predefined table style to apply to the new table, click

AutoFormat.v Optionally, you can select the Remember dimensions for new tables check

box to retain the settings for future use.5. Click OK.

Results

The table opens in the Word object.

Drawing a table or cell in a Word objectIn IBM Cognos FSR, you can create customized tables, for example, a table madeof cells of different heights or varying columns per row.

Procedure1. Open the report containing the Word object that you want to edit.2. Open the Word object.3. Click where you want to create the table.4. Click Table > Draw Table.


5. In the Tables and Borders toolbar, click the Draw Table icon. The mousepointer appears as a pencil.

6. Position the pencil where you want, and draw the table or cell:v To define the outer table boundaries, click and drag to create the size of table

or cell that you want.v Then draw the column and row lines inside the table or cell:

First ...

Then ...

Or ...

And so on ...

7. To erase a line or group of lines, click the Eraser icon, and then drag overthe lines.

8. When you are finished, click the Draw Table icon to exit the Draw Table mode.

Inserting a predefined table into a cell of a table in a Wordobject

In IBM Cognos FSR, you can insert a predefined table into a cell of a table in aWord object. This is called a nested table.

Procedure1. Open the report containing the Word object that you want to edit.2. Open the Word object.3. Click the cell where you want to insert a nested table.4. Follow the steps in “Tables in Word objects” on page 67.

Results

The table is inserted into the selected cell.

Drawing a table in a Word objectIn IBM Cognos FSR, you can draw a new table in a Word object.

Procedure1. Open the report containing the Word object that you want to edit.2. Open the Word object.3. Click Table > Draw table. The Tables and Borders toolbar opens.

4. Click the Draw Table icon. The mouse pointer appears as a pencil.5. Position the pencil in the cell where you want to draw the table.6. Draw the new table.7. When you have finished creating the table, click the Draw Table icon to exit

the Draw Table mode.


Creating a table from existing text in a Word objectIn IBM Cognos FSR, you can convert existing text in a Word object into a tableformat.

About this task

Text separators are required to indicate where a new column should begin. You candefine what is considered a text separator.

Each new paragraph is placed in a newly created row. If you selected paragraphsas a text separator, text is converted into a table with one column.

Procedure1. Open the report containing the Word object that you want to edit.2. Open the Word object.3. Indicate where you want to divide text into columns by inserting the text

separator that you want (for example, tabs, paragraphs, or commas).4. Select the text that you want to convert.5. Click Table > Convert > Text to Table. The Convert Text to Table window

opens.v Select the number of columns and number of rows to include in the table.v Select the Autofit behavior.v To select a predefined table style to apply to the new table, click

AutoFormat.v Indicate the type of text separator to be used when you convert text from a

paragraph to a table.6. Click OK.

Results

The text is displayed in a table in the Word object.

Navigation in a table in a Word objectIn IBM Cognos FSR, it is helpful to understand how to navigate through the table,and how to select items in the table.

You can perform the following actions on cells, rows, or columns:

Table 14. Actions in a table in a Word object

Action Description

Select a cell Click the left edge of the cell.

Select a row Click to the left of the row, just outside of the table.


Table 14. Actions in a table in a Word object (continued)

Action Description

Select acolumn

Position the mouse pointer over the column's top gridline, and left-click toselect the entire column.

Select multiplecells, rows orcolumns

Click and drag across the cell, row, or column.

Select theentire table

Click the table and then press Alt+F5.

Move to thenext cell

Press Tab.Tip: If the cursor is in the last cell of the last row, this action will create anadditional row.

Move to theprevious cell

Press Shift+Tab.

You can also select rows, columns, or the entire table by clicking in the table andclicking Table > Select.

Inserting rows into a table in a Word objectIn IBM Cognos FSR, you can insert rows into a table in a Word object.

Procedure1. Open the report containing the Word object that you want to edit.2. Open the Word object.3. Select the location in the table where you want to insert rows:

v To insert one row, click in the table where you want to start adding.v To insert multiple rows. click and drag to select a range of rows.

4. To add rows above your selection, click Table > Insert > Rows Above. Therows are added to the table.

5. To add rows below your selection, click Table > Insert > Rows Below. Therows are added to the table.

6. To create an additional row, move the cursor into the last cell of the last rowand press Tab.

Inserting columns into a table in a Word objectIn IBM Cognos FSR, you can insert columns into a table in a Word object.

Procedure1. Open the report containing the Word object that you want to edit.2. Open the Word object.3. Select the location in the table where you want to insert columns:

v To add one column, click in the table where you want to start adding.v To add multiple columns, click and drag to select a range of columns.

4. To add columns to the left of your selection, click Table > Insert > Columns tothe Left. The columns are added to the table.


5. To add columns to the right of your selection, click Table > Insert > Columnsto the Right. The columns are added to the table.

6. To create an additional column, move the cursor into the last cell of the lastcolumn and press Tab.

Splitting a table in a Word object into two separate tablesIn IBM Cognos FSR, you can split a table in a Word object into two separate tables.

Procedure1. Open the report containing the Word object that you want to edit.2. Open the Word object.3. Position the cursor in the row where you want to split the table in two.4. Press Ctrl+Shift+Enter, or click Table > Split Table.

Results

The table is split at the selected location.

Adding content to a table in a Word objectIn IBM Cognos FSR, you can add text, images, and graphs to a table in a Wordobject.

Procedure1. Copy the content that you want to add to the report.2. Open the report containing the Word object that you want to edit.3. Open the Word object.4. Click the cell where you want to insert the new content.5. Paste the content.

Results

The table automatically adjusts in size to accommodate the content.

Converting a table in a Word object into textIn IBM Cognos FSR, you can convert the text contained in a table in a Word objectinto normal paragraphs.

Procedure1. Open the report containing the Word object that you want to edit.2. Open the Word object.3. Select the cell, or a range of cells, in the table.4. Click Table > Convert > Table to Text.

Results

The table is removed, and its text appears in paragraphs.

Deleting cells, rows, columns, and tables from a Word objectIn IBM Cognos FSR, you can delete cells, rows, columns, and tables from a Wordobject.


Procedure1. Open the report containing the Word object that you want to edit.2. Open the Word object.3. Select the cells, rows, columns, or the entire table.4. Click Table > Delete, and select one of the following items

v To delete cells, select Cells.v To delete rows, select Rows.v To delete the columns, select Columns.v To delete the entire table, select Table.

Results

The selection is deleted from the Word object.

Word object formattingIn IBM Cognos FSR, most of the standard Word formatting functionality isavailable in Word objects, and can be applied either inside or outside a table.

For consistency in the overall document design, it is recommended that you usetables to contain information such as text or images.

Important: A total margin width of seven inches is recommended for all tables inWord objects. Turn off text wrapping.

The Table Properties windowIn IBM Cognos FSR, you can use the Table Properties window to format text ordata in tables in Word objects.

The formatting methods are the same as found in the Microsoft Office productsuite. You can open the Table Properties window in two ways:v Click Table > Table Properties.v Right-click the table, and click Table Properties.

When you apply properties, the formats affect the cells or table only, not thecontents of the cells.

You can apply formats to control the following aspects of cells and tables:v Alignment of the cell or table in the object (left, center, or right).v Height and width of the row, column, or cell.v Borders around rows, columns, cells, or the entire table.v Color and shading inside the cells.v Text wrapping behavior around the table (when there is both text and tables in

the same object).v Preferred width for cells, columns, or the entire table.

Applying formatting properties to cells and tables in a Wordobject

In IBM Cognos FSR, you can apply formatting to cells and tables in a Word object.


About this task

Advanced Word formatting and functionality is not covered in this guide. Formore information, see Microsoft online help, which is available in Word and fromthe menu bar for the Word object.

Procedure1. Open the report containing the Word object that you want to edit.2. Open the Word object.3. Select the cells or table that you want to format.4. Click Table > Table Properties. The Table Properties window opens.5. Click the Table, Row, Column or Cell panel.6. Apply the formatting that you need.7. Click OK.

Results

The formatting is applied to your selection in the table.

Enabling text wrapping in a table in a Word objectIn IBM Cognos FSR, by default, the text wrapping setting is disabled in a newlycreated Word object. You can enable text wrapping if necessary.

About this task

Important: For optimal report design, it is recommended that text wrapping bedisabled.

Procedure1. Open the report containing the Word object that you want to edit.2. Open the Word object.3. Select the table.4. Click Table > Table Properties. The Table Properties window opens.5. In the Table tab, in the Text wrapping pane, select None as the setting for text

wrapping.6. Click OK to save the settings.

Setting preferred margin width in a Word objectIn IBM Cognos FSR, by default, the preferred width setting is disabled (set to zeroinches). You can apply a preset width to a table in a Word object.

About this task

Important: It is recommended to set the size of the table to a margin width settingof seven inches.

Procedure1. Open the report containing the Word object that you want to edit.2. Open the Word object.3. Select the table.4. Click Table > Table Properties. The Table Properties window opens.


5. In the Table tab, enable the Preferred Width check box, and use the up anddown arrows to set the number field to seven inches. Ensure that the Measurein setting is Inches.

6. Click OK to save the settings.

Resizing a table in a Word object manuallyIn IBM Cognos FSR, you can resize a table manually.

Procedure1. Open the report containing the Word object that you want to edit.2. Open the Word object.3. Move the pointer near the table until the table resize handle appears (near the

lower right corner).

4. Move the pointer to the resize handle until a double-headed resizingarrow appears, and then drag the table boundary until the table is the size thatyou want.

Changing the width of a column in a table in a Word objectmanually

In IBM Cognos FSR, you can change the width of a column in a table on a wordobject manually.

Procedure1. Open the report containing the Word object that you want to edit.2. Open the Word object.3. Rest the pointer on the column boundary that you want to move until it

becomes a two-headed arrow.4. Click and drag the boundary until the column is the width that you want.

Changing the width of a column in a table in a Word objectfrom a menu

In IBM Cognos FSR, you can change the width of a column in a table in a Wordobject from a menu.

Procedure1. Open the report containing the Word object that you want to edit.2. Open the Word object.3. Click a cell in the column.4. Click Table > Table Properties. The Table Properties window opens.5. Click the Column tab. Select and apply the options that you want.6. Click OK.

Results

The column width is updated in the table.


Changing the height of a row in a table in a Word objectmanually

In IBM Cognos FSR, you can change the height of a row in a table on a Wordobject manually.

Procedure1. Open the report containing the Word object that you want to edit.2. Open the Word object.3. Rest the pointer on the row boundary that you want to move, until it becomes

a two-headed arrow.4. Click and drag the boundary until the row is the height that you want.

Changing the height of a row in a table in a Word object froma menu

In IBM Cognos FSR, you can change the height of a row in a table in a Word objectfrom a menu.

Procedure1. Open the report containing the Word object that you want to edit.2. Open the Word object.3. Click a cell in the row.4. Click Table > Table Properties. The Table Properties window opens.5. Select the Row tab. Select and apply the options that you want.6. Click OK.

Results

The row height is updated in the table.

Making multiple cells in a table in a Word object the same sizeIn IBM Cognos FSR, you can make multiple cells in a table in a Word object thesame size.

Procedure1. Open the report containing the Word object that you want to edit.2. Open the Word object.3. Select the columns or rows that you want to make the same size.4. Click Table > Autofit > Distribute Columns Evenly or Distribute Rows

Evenly.

Results

The table cells are updated.

Changing the space between cells in a table in a Word objectIn IBM Cognos FSR, you can change the space between cells in a table in a Wordobject.


Procedure1. Open the report containing the Word object that you want to edit.2. Open the Word object.3. Click the table.4. Click Table > Table Properties. The Table Properties window opens.5. On the Table tab, click Options.6. Under Default cell spacing, select the Allow spacing between cells check box

and enter the measurement that you want.7. Click OK.

Changing borders and shading in a table in a Word objectIn IBM Cognos FSR, by default, when a table is inserted in a Word object, a borderis automatically added around cells in the table, and no shading is applied. Youcan change the borders and shading if necessary.

Procedure1. Open the report containing the Word object that you want to edit.2. Open the Word object.3. Select the cell or range of cells that you want to format. If you want to format

the entire table, do not select any cells.4. Click Format > Borders and Shading. The Borders and Shading window opens.5. Select the Borders, Page Border, or Shading tab and make the changes that

you want:v On the Borders tab, you can change the settings, style, color, width, and area

of the table to apply changes to.v On the Page Border tab, you can add a border to the entire page.v On the Shading tab, you can change the fill color and pattern, and you can

select the area of the table to apply the changes to.6. Click OK.

Results

The settings are applied to the table.

Changing the direction of text in a table in a Word objectIn IBM Cognos FSR, by default, the Word object aligns text horizontally in tablecells, callouts, text boxes, or AutoShapes. You can change the text orientation sothat the text is displayed vertically.

Procedure1. Open the report containing the Word object that you want to edit.2. Open the Word object.3. Right-click the cell and select Text Direction

4. Select the direction option that you want and click OK.

Results

The direction of text is updated in the table.


Changing cell alignment in a table in a Word objectIn IBM Cognos FSR, by default, a Word object aligns text in a table to the upperleft corner of a cell. You can change the alignment of text in a cell.

About this task

You can change the vertical alignment (top, center, or bottom) and the horizontalalignment (left, center or right).

Procedure1. Open the report containing the Word object that you want to edit.2. Open the Word object.3. Right-click the cell and click Cell Alignment

4. Select the alignment option that you want and click OK.

Results

The cell alignment is updated in the table.

Customizing text and number alignment in cells in a table in aWord object

In IBM Cognos FSR, by default, Word aligns text to the left side of a column. Youcan change the alignment if necessary.

About this task

Other characters, such as brackets, and format selections can also affect alignmentin a cell.

Word tables do not manage number alignment automatically. When reports arecompiled, a number that is correctly aligned may not be aligned in the table. Thefollowing figure shows the alignment of characters in a report generated from anExcel object:

The following figure shows the alignment of characters in a report generated froma Word object:

You can insert a nonbreaking space to control alignment issues. It acts as a blankplaceholder symbol in the cell.


Procedure1. Open the report containing the Word object that you want to edit.2. Open the Word object.3. Position your cursor in the cell where you want to add a space.4. Click Insert > Symbol. The Symbol window opens.5. In the Symbols tab, select a character set such as Arial from the Font list.6. In the Special Characters tab, click Nonbreaking Space. If Nonbreaking Space

does not appear in the list, select a different font and try again.7. Click Insert. The nonbreaking space is inserted in the cell.8. Click Close.

Repeating table headings in a Word object at the top of everypage of a long report

In a very long report in IBM Cognos FSR, if a table in a Word object has a headingrow, you can make the heading automatically appear at the top of each page of thereport.

Procedure1. Open the report containing the Word object that you want to edit.2. Open the Word object.3. Click any cell in the table.4. Click Table > Table Properties. The Table Properties window opens.5. Click the Row tab.6. Select the Repeat as header row at the top of each page check box.7. Click OK.

Results

The table headings are updated.

Controlling where a table in a Word object is divided in areport

In IBM Cognos FSR, if a page break occurs in a large row in a Word object, theWord object allows a page break to divide the row between two pages. You canprevent a table from breaking across pages, and you can force the table to breakacross pages at a particular place.

Procedure1. Open the report containing the Word object that you want to edit.2. Open the Word object.3. Click any cell in the table.4. Click Table > Table Properties. The Table Properties window opens.5. Click the Row tab.6. Make sure that the Allow row to break across pages check box is not selected.7. Click OK.

Results

The table is updated to divide as specified.


Spreadsheet functionality in Word objectsIn IBM Cognos FSR, Word objects incorporate basic spreadsheet functionality. Youcan use a table in a Word object to perform some of the tasks that you might use aspreadsheet for.

Sorting table entries in a Word objectIn a Word object in IBM Cognos FSR, you can sort table entries alphabetically,numerically, or by date.

Procedure1. Open the report containing the Word object that you want to edit.2. Open the Word object.3. Select the list or table you want to sort.4. Click Table > Sort. The Sort window opens.5. Select the sort options that you want, and click OK.

Totaling a row or column of numbers in a Word objectIn a Word object in IBM Cognos FSR, you can total a row or column of numbers ina table.

About this task

If your column or row contains blank cells, Word does not total the entire columnor row. Blank rows require zeroes for totaling to work correctly. If you needcomplex formulas, it is recommended that you use an Excel object and copy or linkto the results.

Procedure1. Open the report containing the Word object that you want to edit.2. Open the Word object.3. Click the cell where you want the sum to appear.

4. Open the Tables and Borders toolbar, and click the Autosum icon.

Results

The total appears in the selected cell.



Chapter 7. Web Page objects

You can use Web Page objects to display web pages in a report in IBM CognosFinancial Statement Reporting (FSR). Web Page objects can be included in thereport for reference while you are working on the report, but they are notgenerated upon output.

The Web Page object toolbarThe Web Page object toolbar contains icons that provide functionality specific toCognos FSR.

The following table explains the icons on the Web Page object toolbar:

Table 15. Web Page object toolbar icons

ToolbarItem Name Functionality


Used to expand the workspace area in a horizontaldirection so that you can see more of the Web Pageobject.


Used to expand the Workspace area in a verticaldirection so that you can see more of the Web Pageobject.

Save Changes Used to save any changes to the Web Page object.


Used to send an email to the owner of a report section.For more information, see the Cognos FSR AdministrationGuide.

View Audit Trail Used to view a list of all changes submitted by users forthe Web Page object. The details of any updateappearing in the list can be selected and viewed. Formore information, see the Cognos FSR AdministrationGuide.

The Web Page toolbarThe web page toolbar contains icons that provide functionality used in web pages.

The following table describes the icons on the web page toolbar:

Table 16. Web Page toolbar icons


Back Used to go back one page.


Table 16. Web Page toolbar icons (continued)


Forward Used to go forward one page.

Stop Used to stop loading the page.

Refresh Used to reload the current page.

Displaying a website in a Web Page objectYou can add a link to a website to a Web Page object in IBM Cognos FSR.

Procedure1. Open the report where you want to display a website.2. Open the Web Page object.3. In the Web Page object toolbar, click the Address field, and type the name of

the website that you want.4. Press Enter. A link to the website is inserted into the Web Page object.5. Save your changes to the Web Page object.


Chapter 8. PDF objects

You can use PDF objects to attach documents in Portable Document Format (PDF)to a report in IBM Cognos Financial Statement Reporting (FSR). PDF objects can beincluded in the report for reference while you are working on the report, but theyare not generated upon output.

PDF documentsIn Cognos FSR, you can open and view a PDF document while you are workingon a report.

When the file is open, the PDF file has the same functionality as found in AdobeReader or Adobe Acrobat.

Important: Advanced PDF and Adobe product functionality is beyond the scope ofthis guide. For more information, see Adobe product documentation or Adobeonline help.

The PDF object toolbarThe PDF object toolbar contains icons that provide functionality specific to CognosFSR.

The following table describes the icons on the PDF object toolbar:

Table 17. PDF object toolbar icons



Used to expand the workspace area in a horizontaldirection so that you can see more of the PDF object.


Used to expand the workspace area in a verticaldirection so that you can see more of the PDF object.

Save Changes Used to save any changes to the PDF object.


Used to send an email to the owner of a report section.For more information, see the Cognos FSRAdministration Guide.

View Audit Trail Used to view a list of all changes submitted by usersfor the PDF object. The details of any update appearingin the list can be selected and viewed. For moreinformation, see the Cognos FSR Administration Guide.

Password protection for PDF filesIn IBM Cognos FSR, you can protect your PDF files with password security toprevent unauthorized users from copying or extracting information.


Cognos FSR does not remove the password protection on PDF files. If the PDF filecan be opened and viewed, it can be attached to a report and it can be viewedcorrectly.

However, if password protection is in place to prevent the PDF file from beingopened, Cognos FSR cannot display the PDF file.

Attaching a PDF file to a PDF objectYou can attach a PDF file to a PDF object in IBM Cognos FSR.

Procedure1. Open the report where you want to attach a PDF file.2. Open the PDF object.3. In the PDF object workspace, click Attach New Version. The Select a PDF file

to attach window opens.4. Navigate to the PDF file that you want to include in the report, and click

Open. The PDF is attached to the PDF object.5. Save the changes to the PDF object.


Chapter 9. Variables

In IBM Cognos Financial Statement Reporting (FSR), Excel objects are used toretrieve data. When data is in the report, you can use variables to reference thedata in other parts of the report.

Variables can also be used to simplify the process of periodically updatingrecurrent information in a report.

In a report, there is often recurrent information that changes periodically, or thatappears in multiple reports. For example, time periods are often referenced inreports:

For the year ended 2009

Rather than entering this information throughout multiple reports, and then havingto update it repeatedly, you can use a variable to represent the information.Wherever a value is displayed in a report, you can define and substitute a variablein place of it:

For the year ended ##D<fsyear>

When the report is generated, Cognos FSR substitutes the value in place of thevariable. When the value changes, you can update the variable with the new valuein one place, and Cognos FSR propagates the change throughout all of the reports.

Types of variablesIn IBM Cognos FSR, you can use three types of variables to reference differenttypes of data.

There are three types of variables:v Section variables. Used to reduce manual effort with maintaining repetitive

numbering schemas, such as with note numbering or a Table of Contents.v Object variables. Used to reference information in objects, for example, between

Word and Excel objects.v Global object variables. Used to reference information in objects across different

reportsv Query variables. Used to reference information from the data source, for

example, time periods. These variables are configured by the administrator. Formore information, see the Cognos FSR Administration Guide.

Section variablesIn IBM Cognos FSR, you can use section variables to create multiple tables ofcontents (TOC). You can also use section variables to automatically manage notenumbering across the entire document.


To use a section variable, you must assign, a unique variable to each section of thereport. The section variables are then referenced in Excel or Word objects asrequired. When the report is compiled, the numbering is automatically updated inthe tables of contents and in the notes.

Naming conventions for section variablesWhen you use section variables in IBM Cognos FSR, you should follow a namingconvention, so that it will be easy to understand the purpose of each variable.

When you are planning the naming convention for your section variables, becareful to select a pattern that Cognos FSR can interpret correctly when it compilesyour report. Best practice is to create the name of a section variable in thefollowing order:v Two pound signs to indicate that this is a variablev A number to indicate the numbering of the variablev A word to indicate the type of item represented by the variable

In the following incorrect example, the number follows the word, and can cause anerror when Cognos FSR compiles your report:

Table 18. Incorrect example for section variables

##Note1 When the report is compiled, Cognos FSR will search for all instancesof the ##Note1 variable, and it will find two. Best practice: keep thenumbers to the left to avoid this error.

##Note2

##Note3

...

##Note11

In the following correct example, the number precedes the word. When yougenerate your report, Cognos FSR will correctly find only one instance of the##1Note variable:

Table 19. Correct example for section variables

##01Note When the report is compiled, Cognos FSR will search for all instancesof the ##01Note variable, and it will correctly find only one.##02Note

##03Note

...

##11Note

Uniquely named section variablesIn IBM Cognos FSR, a section variable can represent a reference to one sectiononly. Therefore, many section variables are required in a report.

To provide flexibility and scalability, section variables are uniquely named. You candefine the unique name after the section is initially created. When a variable isapplied to a section, the syntax of the variable is always the same, as shown in thefollowing example:

##10Page


When the variable is applied elsewhere in a Word or Excel object, it has the samesyntax as in the preceding example.

In this example, ##10Page represents the tenth section to have page numbersapplied when the report is generated. Page numbering occurs in sequence, startingwith the other nine sections first.

Using section variables to apply note numberingIn IBM Cognos FSR, you can use section variables to add numbered notes to areport to provide details about an item.

About this task

You can configure Cognos FSR with variables to automatically update notenumbering.

Procedure1. Open the report where you want to apply note numbering.2. In the report, determine the location of where you want to add note

numbering.3. Add a new section and object, if required. For more information, see the Cognos

FSR Administration Guide.4. In the Property Settings pane for the section, select the following settings:

v Note Numbering. Set to automatic.v Note Number. Is automatically set.v Note Variable. Enter a unique variable to be used (in this case, ##CshNote).

5. Click Save to apply the settings.6. Repeat for each applicable section.7. In the workspace for the Excel or Word object, type the variable name using the

correct syntax. You must type the variable where you want the note number toappear in the report:

## CshNote, Cash

Where:v ##CshNote is a uniquely named note numbering variable.v . is a period that occurs after the number, and Cash is the title of the note

number to be displayed.8. Save the changes to the object.9. When the report is generated, Cognos FSR compiles all note numbering

variables and output the report with the appropriate note numbering andsequence, as shown in the following example:

3. Cash

Using section variables to insert multiple tables of contents intoa reportIn IBM Cognos FSR, you can have multiple tables of contents in the samedocument. They are often added to a report to outline the contents of varioussections of a report.

Chapter 9. Variables 89

About this task

You can configure Cognos FSR with variables to automatically update TOCs.

Building a TOC involves creating a Word object to contain the information, andidentifying the subsequent sections that are to be listed in the object as part of theTOC.

Procedure1. Open the report where you want to insert multiple tables of contents.2. In the report, determine the location where you want a TOC to appear.3. Add a section if required. For more information, see the Cognos FSR

Administration Guide.4. Create a new object to contain the TOC. For more information, see the Cognos

FSR Administration Guide.5. Determine what other sections you want to include in the TOC.6. In the Property Settings pane for each section to be included in the TOC, enter

a unique section variable in the TOC Heading field.Use the correct syntax:v Type ## to identify the start of your variablev Enter a unique number for this section.v Type page to identify the variable as part of the TOC (for example, ##1page).

7. For each section, click Save to apply the settings.8. For the TOC, add the content that you want to appear in a table in the object.

Tip: Add leaders (..........) in a table by pressing Ctrl+Tab.9. Click Save.

Results

The variables are visible in the report. When the report is generated, however, thecorrect page numbers are dynamically updated and appear in the TOC of thereport.

Object variablesIn IBM Cognos FSR, uniquely named object variables can be created on an ad hocbasis by users or the administrator. They are used to reference information betweenobjects in the same report, or in the same object.

There are two types of object variables:v Predefined. The user applies a variable for a specific purpose. No unique name

is required for the variable.v Uniquely Named. The user creates a variable with a unique name that does not

occur elsewhere in the report.

In either case, the ## symbol set is used to denote the beginning of a variable.

Important: In Excel objects, you cannot use variables to refer to data that isalready referenced as part of an Excel calculation, because a circular referenceoccurs. For more information about this issue, see the Cognos FSR AdministrationGuide.


Similarly, creating source variables that reference destination variables cause refreshissues, which results in unexpected values. For more information about this issue,see the Cognos FSR Administration Guide.

Viewing object variables used in a reportIn IBM Cognos FSR, you can view the object variables that are used in a report.

Procedure1. Open the report containing the object variables that you want to view.2. Open the Report Design window.3. Click Tools > Reference Variables.

Naming conventions for object variablesWhen you use object variables in IBM Cognos FSR, you should follow a namingconvention, so that it will be easy to understand the purpose of each variable.

When you are planning the naming convention for your object variables, be carefulto select a pattern that Cognos FSR can interpret correctly when it compiles yourreport. Best practice is to create the name of an object variable in the followingorder:v Two pound signs to indicate that this is a variablev A number to indicate the numbering of the variablev A word to indicate the type of item represented by the variable

In the following incorrect example, the number follows the word, and can cause anerror when Cognos FSR compiles your report:

Table 20. Incorrect example for object variables

##SCash1 When the report is compiled, Cognos FSR will search for all instancesof the ##SCash1 variable, and it will find two. Best practice: keep thenumbers to the left to avoid this error.

##SCash2

##SCash3

...

##SCash11

In the following correct example, the number precedes the word. When yougenerate your report, Cognos FSR will correctly find only one instance of the##SCash1 variable:

Table 21. Correct example for object variables

##01SCash When the report is compiled, Cognos FSR will search for all instancesof the ##01SCash variable, and it will correctly find only one.##02SCash

##03SCash

...

##11SCash

Predefined object variablesWhen a report is generated in IBM Cognos FSR, predefined object variables thatare encountered are automatically applied to the report. These variables typicallydefine a range of data to display, or identify a specific format to be applied.


Predefined object variables, as described in the following table, do not require aunique name:

Table 22. Predefined object variables

VariableCode Variable Type Description

##RS Range Start Identifies the start of the cell range that is referenced in anobject. Works in conjunction with ##RE.

##RE Range End Identifies the end of the cell range that is referenced in anobject. Works in conjunction with ##RS.

##XS Range Start For tagging in XBRL, ##XS identifies the start of the cellrange that is referenced in an object. The output excludesnote variables (for example, ##NL, ##SL, and ##SR). Worksin conjunction with ##XE.

##XE Range End For tagging in XBRL, ##XE identifies the end of the cellrange that is referenced in an object. The output willexclude note variables (for example, ##NL, ##SL, and ##SR).Works in conjunction with ##XS.

##NL Note Left In an object, Cognos FSR applies a note. The note isleft-justified in the cell, for example, |Revenue (Note1).......|

##SL SuperscriptLeft

In an object, Cognos FSR applies a variable that is raisedslightly above the text line. The variable is left-justified inthe cell, for example, |Revenue(1)...............|

##SR SuperscriptRight

In an object, Cognos FSR applies a variable that is raisedslightly above the text line. The variable is right-justifiedin the cell, for example, |Revenue..............(1) |

##IRS Image RangeStart

Identifies a range to be converted into an image. Theimage stretches to fit into a cell, but the aspect ratio ismaintained. Works in conjunction with ##IRE.

##IRE Image RangeEnd

Identifies a range to be converted into an image. Theimage stretches to fit into a cell, but the aspect ratio ismaintained. Works in conjunction with ##IRS.

##IFRS Image FitRange Start

Identifies a range to be converted into an image. Theimage stretches to fit both width and height of the cell.The aspect ratio of the image might be broken. Works inconjunction with ##IFRE.

##IFRE Image FitRange End

Identifies a range to be converted into an image. Theimage stretch to fit both width and height of the cell. Theaspect ratio of the image might be broken. Works inconjunction with ##IFRS.

Setting a display range for an object variableIn an Excel object in IBM Cognos FSR, there might be rows or columns that you donot want to display in a report. You can configure the display range for an objectvariable.

About this task

The following figure illustrates a display range:


Procedure1. Open the report containing the Excel object containing the data.2. Open the Excel object.3. Navigate to the range that you want to display.4. In a cell immediately to the upper left of the range, type ##RS.5. In a cell immediately to the lower right of the range, type ##RE.6. Save your changes.

Results

When the report is generated, only information between ##RS and ##RE isdisplayed in the report.

Using object variables to apply note numbering stylesIn IBM Cognos FSR, you can use object variables to maintain a uniformappearance with note numbering.

Procedure1. Open the report where you want to apply note numbering styles.2. Open an Excel object containing a note.3. Adjust the style of a note by adding one of the following additional variables

in a cell above the column containing note numbering:


Where:�A� - Variable to control appearance or note or footnote goes here.�B� - All notes and footnotes appearing in the column are formatted.v Use one of the following variables to control how the note number is

displayed:– ##NL. Note appears left-justified.– ##SL. Note appears as left-justified superscript.– ##SR. Note appears as right-justified superscript.

Results

In the report, the variable appears as you typed it, for example, ##NL. When thereport is generated, however, the formatting is applied, for example, Revenue(Note 12).

Uniquely named object variablesIn IBM Cognos FSR, an object variable can represent one data cell in a worksheet.Therefore, many object variables are often required in a report.

To provide flexibility and scalability, object variables are uniquely named. You candefine the unique name, but the syntax of the variable is always the same, asshown in the following example:

Code Unique Name Value

##S fsyear 2009

When the variable is applied elsewhere in the report, it also has a specific syntax:

##D<fsyear>

In this case, ##D<fsyear> is replaced by value 2009 when the report is generated.


Important: Creating source variables that reference destination variables causesrefresh issues, which results in unexpected values. For more information, see theCognos FSR Administration Guide.

The following table describes the object variables that can be uniquely named:

Table 23. Uniquely named object variables

VariableCode

VariableType Example Description

##S Source ##S This variable tags an item to be displayed inanother Excel or Word object. The contents of thetwo cells immediately to the right of this variablecode determine the unique name for the variableand the value.

##D Destination ##D<fsyear> This variable calls an item that has been tagged bythe ##S variable in another Excel or Word object.

##R RuleVariable

##R A report can contain data from different sources.This variable is useful in applying rules to validatedata in a report. The contents of the two cellsimmediately to the right of this variable codedetermine the unique name for the variable and thevalue.

##WR WorkflowRuleVariable

##WR This variable is used with the workflow feature toset up a condition. It prevents workflow status frombeing advanced until the condition has been met.

For more information, see the Cognos FSRAdministration Guide.

##WS WorkflowStatusVariable

##WS This variable is used to display the workflow statusfor an object elsewhere in the report.

For more information, see the Cognos FSRAdministration Guide.

Using an object variable to reference data in an Excel objectIn IBM Cognos FSR, you can use reference variables values in a report.

Procedure1. Open the report containing the Excel object with the data that you want to

reference.2. Open the Excel object.3. Enter the parameters to set up a source (##S) object variable, as shown in the

following table:

Table 24. Parameters to set up a source object variable

O P Q

Code Reference Value

##S CashCrtYer 1,066,510

##S CashCrtYer_1 2,163,539

##S CashCrtYer_2 853,208


Table 24. Parameters to set up a source object variable (continued)

O P Q

##S ArCrtYear 1,947,154

##S ArCrtYear_1 313,037

##S ArCrtTear_2 1,557,723

##S fsyear 2009

a. Set up the source variable in three columns:v First column with ##S variable as an identifier.v Second column with a unique variable name for reference.v Third column with the value for the variable.

b. Click Save.4. In the same object, or in another Word or Excel object elsewhere in the report,

enter the destination (##D) variable in the location where you want the taggedinformation to appear:

For the year ended ##D<fsyear>

a. Use the following syntax for the destination variable:v Type ##D to identify the start of your variablev Use < > to contain the unique variable namev Enter the source variable name, for example, fsyear

b. Click Save.

Results

In the report, the variable appears as you typed it (for example, ##D<fsyear>).When the report is generated, however, the value is substituted for the variable, asshown in the following example:

For the year ended 2009

Using an object variable with named ranges in Excel objectsIn IBM Cognos FSR, you can used named ranges in an Excel object. When you usesource and destination object variables, you can create named ranges in theworksheet of an Excel object and then you can copy them to a worksheet inanother Excel object. You can also choose to include or exclude formatting.

About this task

The ability to use named ranges in this way is a time-saving feature, and is usefulwhen you have a range of information that would normally require a separatevariable for each cell value in the Excel object.

Procedure1. Open the report containing the Excel object that contains the source data.2. Open the Excel object.3. In the Display worksheet, select the cell range that you want to define as a

named range.4. Click Insert > Name > Define. The Define Name window opens.


5. Type the name of the range in the Names in workbook field (for example,AssetsRange), and click OK.

6. In the same Display worksheet where you added the named range, create asource (##S) object variable that tags the range, as shown in the followingexample:

Code Reference

##S AssetsRange

Important: Ensure that the variable name is outside of the display range (thatis, not contained in ##RS and ##RE).

7. Save your changes in the source Excel object.8. Open the Excel object where you want to copy the named range to.9. In the Display worksheet, create a destination (##D) object variable, as shown

in the following table:

Table 25. Destination object variable

Code Reference Display options

##D AssetsRange Display!A7*

##D AssetsRange Display!A7

##D AssetsRange

Set up the destination variable in three columns:v First column with ##D variable as the identifier.v Second column with the range name.v Third column is the display option. There are three display options:

– Display!A7*. Where Display is the worksheet name, A7 is the starting cellto copy the content to, and * means that only the data, but not theformatting, is copied

– Display!A7. Where Display is the work sheet name, and A7 is the startingcell to copy the content to. Formatting is also copied.

– If you leave the third column blank, a new worksheet is created in theExcel object. The worksheet is named after the name range (for example,AssetsRange). All data defined in the named range is copied into thisnew worksheet, starting at cell A1. Formatting is also copied.

Important: Ensure that the variable name is outside of the display range(that is, not contained in ##RS and ##RE). When you copy a range and itsformatting, you might overwrite the row height and column widthformatting of the destination object.

10. Save the changes to the destination Excel object.

Using an object variable to apply validation rules in an ExcelobjectA report in IBM Cognos FSR can contain data from various sources (OLAP orrelational). It might be necessary to use Excel formulas and object variables tocompare different data sources and determine if the values are what you expected.


About this task

In this example, the same data has been imported into the Excel object from twodifferent sources. One source provided summary level data (Current Assets) andthe other provided line item breakdown of the data (Note). The validationcompares both sources to determine if the total for Cash is the same.

This example task creates a validation that uses the rule (##R) rule variable.

Procedure1. Open the report containing the Excel object that contains the source data.2. Open the Excel object.3. In the Display worksheet, create source (##S) object variables that tag the

values that you want to validate, as shown in the following table

Table 26. Source object variables

Code Reference Value

##S CashCrtYer 1,066,510

##S CashCrtYer_1 2,163,539

##S CashCrtYer_2 853,208

4. Save your changes in the source Excel object.5. Open the Excel object that contains the comparative data that you want to use

in the validation.6. In the Display worksheet, create destination (##D ) object variables to call the

source data into the worksheet.7. In the same Display worksheet, ensure that the data is in balance, as shown in

the following table:

Table 27. Destination object variables for validation

Cash rule

Code Name Assets Note Total

##D CashCrtYer 1,066,510 1,066,510 0

##D CashCrtYer_1 2,163,539 2,136,539 0

##D CashCrtYer_2 853,208 853,208 0

v Use Excel formulas to subtract Assets from Note.v A non-zero balance is displayed in the Total column.

8. In the same Display worksheet, create a rule (##R) object variable that tags theresult of the validation for Cash.

Table 28. Rule object variable

Cash rule

Code Name Assets Note Total

##D CashCrtYer 1,066,510 1,066,510 0

##D CashCrtYer_1 2,163,539 2,163,539 0

##D CashCrtYer_2 853,208 853,208 0

##R Cash 0

v Set up the source variable in three columns:


– First column with ##R variable as an identifier.– Second column with a unique variable name for reference (Cash).– Third column with the value for the variable, which was calculated by

the formulas used to validate the data.9. Save your changes in the destination Excel object.

10. When the report is generated, or if a user clicks Tools > Validate Report, thefollowing events occur:v The Excel validation occurs.v If there is a non-zero balance, the Cash rule (##R) variable has a value.v If the validation fails, you are notified, and you are offered the option to

generate another validation report.

Global object variablesIn IBM Cognos FSR, you can use global object variables to reference data acrossdifferent reports.

The variables can be applied to cause data to update dynamically, or to remainstatic (unchanged) in value.

Similar to object variables, a global object variable is uniquely named, and theprefix determines if it is a source or destination value.

Important: Creating source variables that reference destination variables causesrefresh issues, which results in unexpected values. For more information, see theCognos FSR Administration Guide.

The following table lists the global object variables that you can use:

Table 29. Global object variables

VariableCode

VariableType Example Description

##GSS Source ##GSS | fsyear The Global Source Static variable tags an item tobe displayed in the Excel or Word object ofanother report. The contents of the two cellsimmediately to the right of this variable codedetermine the unique name and value for thevariable.

This type of variable remains static. The valuedoes not change when you refresh data.

##GSD Source ##GSD | fsyear The Global Source Dynamic variable tags an itemto be displayed in the Excel or Word object ofanother report. The contents of the two cellsimmediately to the right of this variable codedetermine the unique name and value for thevariable.

This type of variable remains dynamic. The valueis updated whenever you refresh data.

##GD Destination ##GD<fsyear> The Global Destination variable calls an item thathas been tagged by either the ##GSS or ##GSDvariables, and retrieves the result into the Excel orWord object of another report.


Using a global object variable to reference data in an Excelobject

In IBM Cognos FSR, you can use a reference variable to reference data values in anExcel object.

Procedure1. Open the report containing the data that you want to reference.2. Open the Excel object.3. In the Excel object, enter the parameters to set up a global source (##GSS or

##GSD) object variable.a. Set up the source variable in three columns:

v First column with either ##GSS or ##GSD variable as an identifier.v Second column with a unique variable name for reference.v Third column with the value for the variable.

b. Click Save.4. Open the report that you want to insert the reference into.5. In the Word or Excel object of the other report, enter the global destination

(##GD) variable in the location where you want the tagged information toappear.a. Use the following syntax:

v Type ##GD to identify the start of your variablev Use < > to contain the unique variable namev Enter the global source variable name (for example, fsyear)

b. Click Save.6. In the report, the variable appears as you typed it (for example, ##GD<fsyear>).

When the report is generated, however, the value is substituted for the variable:v A global destination variable that references ##GSS source variable remains

static, and does not change if the data changes in the source objectv A global destination variable that references ##GSD source variable is updated

automatically if the data changes in the source object

Using a global object variable with named ranges in multiplereports

In IBM Cognos FSR, you can use named ranges in Excel objects in multiplereports. By using source and destination global object variables, named ranges canbe created in the worksheet of an Excel object and copied to another Excel object ina different report. You can also choose to include or exclude formatting.

About this task

The ability to use named ranges in this way is a time-saving feature, and is usefulwhen you have a range of information that would normally require a separatevariable for each cell value in the Excel object.

Procedure1. Open the report containing the Excel object that contains the source data.2. Open the Excel object.3. In the Display worksheet, select the cell range that you want to define as a

named range.


4. Click Insert > Name > Define. The Define Name window opens.5. Type the name of the range in the Names in workbook field (for example,

AssetsRange), and click OK.6. In the same Display worksheet where you added the named range, create a

source (##GSD) object variable that tags the range, as shown in the followingexample:

Code Reference

##GSD AssetsRange

Important: Ensure that the variable name is outside of the display range (thatis, not contained in ##RS and ##RE).

7. Save your changes in the source Excel object.8. Open the report where you want to copy the named range to.9. Open the Excel object.

10. In the Display worksheet, create a destination (##GD) object variable:

Code Reference Display Options

##GD AssetsRange Display!A7*

##GD AssetsRange Display!A7

##GD AssetsRange

Set up the destination variable in three columns:v First column with ##GD variable as the identifier.v Second column with the range name.v Third column is the display option. There are three display options:

– Display!A7*. Where Display is the worksheet name, A7 is the starting cellto copy the content to, and * means that only the data, but not theformatting, is copied.

– Display!A7. Where Display is the worksheet name, and A7 is the startingcell to copy the content to. Formatting is also copied.

– If you leave the third column blank, a new worksheet is created in theExcel object.

The worksheet follows the naming convention GLOBAL_NamedRange, whereNamedRange is the name of the range. (ex. GLOBAL_AssetsRange). All datadefined in the named range is copied into this new worksheet, starting atcell A1. Formatting is also copied.

Important: Ensure that the variable name is outside of the display range(that is, not contained in ##RS and ##RE). When you copy a range and itsformatting, you might overwrite the row height and column widthformatting of the destination object.

11. Save the changes to the destination Excel object.

The Reference Variables windowIn a large report in IBM Cognos FSR, it might be difficult to find a referencevariable among various objects. You can view reference variables in the ReferenceVariables window.


To view a summary table of all variables used in a report, click Tools > ReferenceVariables. The Reference Variables window opens.

Tip: Double-click a reference variable in the table to navigate to the object that isassociated with the variable.

The table is a pivot table, so you can change your view:v To filter any column, right-click the column header and select a filter method.v To group the table by that column, drag and drop a column into the area above

the column header.

You can also perform additional tasks by clicking other buttons in theReferenceVariables window.

Table 30. Buttons in the Reference Variables window

Button Action

Refresh Used to refresh the pivot table.

Copy To Word Used to copy the table contents in a Word format, where youcan paste it into a Word object.

Copy To Excel Used to copy the table contents in an Excel format, where youcan paste it into an Excel object.

Export To Excel Used to create a new Excel file, and copies the pivot tableinformation into it.

Close Used to close the pivot table.

Query variablesIn IBM Cognos FSR, you can add object-level query variables. Query variables areinherited from the report-level variables, and their properties are furthercustomized.

Click the Manage Query Variables icon in the toolbar to open the ManageQuery Variables for Object window.

Report-Level Variables pane

The table displays all the query variables created. This table is read-only.

Object-Level Variables pane

The table displays all object-level variables. These variables are inherited from thereport-level variables. This table is read-only.

The Add button is used to add a variable from the Report-Level Variables table tothe Object-Level Variables table.

Data Entry pane

The fields display the properties of variables in the Object-Level Variables table.

Highlight a variable in the table to view its properties. You can view the followingproperties:


v Variable. The variable name. This field is read-only.v Value. The value of the variable. This field is modifiable.v Comments. You can enter a comment for the variable in this field.v Scope. You can define where in Cognos FSR this variable can be used:

– All Queries. The variable can be used in all queries.– OLAP Data. This variable can be used only in OLAP Data queries.– Account Hierarchy. This variable can be used only in account hierarchy

queries.– Excel Data Range. This variable can be used only in Excel data range queries.

v Click Set to set changes to the fields in the Data Entry pane.v Click Delete to delete the highlighted row from the object-level variables table.v Click Save to saves changes.v Click Cancel to exit the Manage Query Variables for Object window.

Inheriting a new object-level variableIn IBM Cognos FSR, you can inherit a new variable to the object-level variablestable and apply properties to it.

Procedure1. Open a report.2. In the Manage Query Variables for Object window, select the variable to inherit

in the Report-Level Variables table.3. Click Add. The variable is added to the Object-Level Variables table.4. In the Data Entry pane, modify the Value and Comment fields, if required.5. Select a scope from the Scope list.6. Click Set.

Results

The variable updates in the Object-Level Variables table.



Appendix. Multiple versions of Microsoft Office

Your reports can contain Excel and Word objects. Some aspects of your reports andobjects depend on the version of Microsoft Office that was used to create theobject, and the version of Microsoft Office that you use to open the report.

The following list shows the versions of Microsoft Office that you and other usersof your report might use to create Excel and Word objects:v Microsoft Office 2003v Microsoft Office 2003 with the Microsoft Office Compatibility Pack for Word,

Excel, and PowerPointv Microsoft Office 2007v Microsoft Office 2010

If all objects in your report are created with the same version of Microsoft Office,and all users of your report use the same version of Microsoft Office, you do notneed to read the rest of the topics in this section.

However, if any objects in your report are created with different versions ofMicrosoft Office, or some users use a different version of Microsoft Office, read thefollowing sections for useful tips on how to work with your report and objects.

Important: It is recommended that all users use the same version of MicrosoftOffice. For more information on the impact of mixed environments, see thefollowing topics.

Effect of multiple versions of Microsoft Office if you use MicrosoftOffice 2003

If you use Microsoft Office 2003, some aspects of your reports depend on theversion of Microsoft Office that was used to create various objects. The version ofMicrosoft Office that you use can affect actions such as opening reports andobjects, pasting and exporting objects, and generating reports.

Important: You can use the Compatibility Pack for Word, Excel, and PowerPoint.The compatibility pack upgrades the functionality of Microsoft Office 2003 so thatit works more smoothly with later versions of Microsoft Office. You can downloadthe compatibility pack from the Microsoft website.

Opening reports and objects

If you use Microsoft Office 2003, consult the following table to learn about howdifferent Microsoft Office versions affect opening reports and objects.


Table 31. Effect of multiple Microsoft Office versions on opening reports and objects

SituationIf you use Microsoft Office2003

If you use Microsoft Office2003 plus the compatibilitypack

If the report contains Excelor Word objects that werecreated in Microsoft Office2003 only

You can open the report andall objects normally.

You can open the report andall objects normally.

If the report contains Excelor Word objects that werecreated in a later version ofMicrosoft Office

You cannot open the reportor view objects.

To open the report, you mustinstall the compatibility pack,or upgrade to the version ofMicrosoft Office that wasused to create the object.

You can open the report andall objects. You view laterobjects in Microsoft Office2003 format, but no changesare made in the database.

When you save a later object,you automatically save it inMicrosoft Office 2003 format,and you might lose featuresor formatting specific to thelater version.

To view or save the object inits original format, you mustupgrade to the version ofMicrosoft Office that wasused to create the object.

Important: You might open a report in Microsoft Office 2003, and then, while thereport is open, someone might create an Excel or Word object for the same reportin a later version of Microsoft Office. In this situation, you can still view the reportwhile it is open, but you cannot view the new object. If you close the report, youcannot open it again.

Copying and pasting objects

If you use Microsoft Office 2003, consult the following table to learn about howdifferent Microsoft Office versions affect copying and pasting objects.

Table 32. Effect of multiple Microsoft Office versions on copying and pasting objects




You can copy and paste anobject normally byright-clicking the object andthen clicking Copy andPaste.

You can copy and paste anobject normally byright-clicking the object andthen clicking Copy andPaste.


Table 32. Effect of multiple Microsoft Office versions on copying and pastingobjects (continued)




You cannot copy and pasteobjects.

To copy and paste objects,you must install thecompatibility pack, orupgrade to the version ofMicrosoft Office that wasused to create the object.

You can copy and paste anobject by right-clicking theobject and then clickingCopy and Paste. Youautomatically save the pastedobject in Microsoft Office2003 format, and you mightlose features or formattingspecific to the later version.

To save the pasted object inits original format, you mustupgrade to the version ofMicrosoft Office that wasused to create the object.

Working with shared objects

If you use Microsoft Office 2003, consult the following table to learn about howdifferent Microsoft Office versions affect shared objects.

Table 33. Effect of multiple Microsoft Office versions on shared objects


Result with Microsoft Office2003 plus the compatibilitypack


You can work with sharedobjects normally.

You can work with sharedobjects normally.

Appendix. Multiple versions of Microsoft Office 107

Table 33. Effect of multiple Microsoft Office versions on shared objects (continued)


Result with Microsoft Office2003 plus the compatibilitypack


You cannot work with sharedobjects.

To work with shared objects,you must install thecompatibility pack, orupgrade to the version ofMicrosoft Office that wasused to create the object.

Objects are opened inMicrosoft Office 2003 format.When you try to save theobject, you receive a messagein which you must specifywhether you want to save inMicrosoft Office 2003 format.

v If the shared object is aLink To Original, thecontent cannot bemodified. A linked objectactually has no content, sowhen an object is opened,the content is retrievedfrom the original sourceobject. This content opensin the version of MicrosoftOffice that is on yourcomputer, and you mightlose features or formattingspecific to the laterversion.

v If the shared object is aCopy, the content can bemodified because a copy istreated like any otherobject that has content. Alllater shared Excel or Wordobjects are saved inMicrosoft Office 2003format, and you mightlose features or formattingspecific to the laterversion.

To view and save the sharedobject in its original format,you must upgrade to theversion of Microsoft Officethat was used to create theobject.

Exporting Excel objects

If you use Microsoft Office 2003, consult the following table to learn about howdifferent Microsoft Office versions affect object exports.


Table 34. Effect of multiple Microsoft Office versions on exporting Excel objects




You can export objectsnormally.

You can export objectsnormally.


You cannot export objects.

To export objects, you mustinstall the compatibility pack,or upgrade to the version ofMicrosoft Office that wasused to create the object.

You can export the objectand select the format of thefinal output (xls, xlsx, orxlsm). When you open thedocument, it opens incompatibility mode, and youmight lose features orformatting specific to thelater version.

To export the object in itsoriginal format, you mustupgrade to the version ofMicrosoft Office that wasused to create the object.

Viewing and comparing audit trails or snapshots

If you use Microsoft Office 2003, consult the following table to learn about howdifferent Microsoft Office versions affect audit trails and snapshots.

Table 35. Effect of multiple Microsoft Office versions on audit trails or snapshots



If the report contains Excelor Word objects that werecreated in Microsoft Office2003 only, or if all snapshotswere created in MicrosoftOffice 2003 only

You can view and compareaudit trails or snapshotsnormally.

You can view and compareaudit trails or snapshotsnormally.

If the report contains Excelor Word objects that werecreated in a later version ofMicrosoft Office, or if at leastone of the snapshots wascreated in a later version ofMicrosoft Office

You cannot view or compareaudit trails or snapshots.

To view audit trails orsnapshots, you must installthe compatibility pack, orupgrade to the version ofMicrosoft Office that wasused to create the laterobjects or snapshots.

You can view and compareaudit trails or snapshots.When you select an audittrail entry or a snapshot, youview it in Microsoft Office2003 format, and you mightnot see features or formattingspecific to the later version.The changes are not saved tothe database.

To view and compare audittrails or snapshots in theiroriginal format, you mustupgrade to the version ofMicrosoft Office that wasused to create the objects orsnapshot.


Generating reports

If you use Microsoft Office 2003, consult the following table to learn about howdifferent Microsoft Office versions affect generating reports.

Table 36. Effect of multiple Microsoft Office versions on generating reports




You can generate the reportnormally. The report isgenerated as a .doc file.

You can generate the reportnormally. The report isgenerated as a .doc file.


You cannot generate thereport.

To generate the report, youmust install the compatibilitypack, or upgrade to theversion of Microsoft Officethat was used to create theobject.

You can generate the report.All later Excel and Wordobjects are converted toMicrosoft Office 2003 formaton your local machine, andyou might lose features orformatting specific to thelater version. However, theversion is not changed in thedatabase.

To generate the report withobjects in their originalformat, you must upgrade tothe version of MicrosoftOffice that was used tocreate the objects.

Performing report rollovers

When you roll forward a report containing mixed environments, all Excel andWord objects remain in the same version of Microsoft Office as before the rollover,because no conversion process takes place.

Effect of multiple versions of Microsoft Office if you use MicrosoftOffice 2007 or Microsoft Office 2010

If you use Microsoft Office 2007 or Microsoft Office 2010, some aspects of yourreports depend on the version of Microsoft Office that was used to create variousobjects. The version of Microsoft Office that you use can affect actions such asopening reports and objects, pasting and exporting objects, and generating reports.

Opening reports and objects

If you use Microsoft Office 2007 or Microsoft Office 2010, consult the followingtable to learn about how different Microsoft Office versions affect opening reportsand objects.


Table 37. Effect of multiple Microsoft Office versions on opening reports and objects

SituationIf you use Microsoft Office 2007 orMicrosoft Office 2010

If the report contains Excel or Word objectsthat were created in an earlier version ofMicrosoft Office

You can open and save reports and objects.When you save objects, you automaticallysave them in the format of the version ofMicrosoft Office that you use.

If the report contains Excel or Word objectsthat were created only in the version ofMicrosoft Office that you use

You can open and save reports and objectsnormally.

If the report contains Excel or Word objectsthat were created in a later version ofMicrosoft Office

You view the later object in the format of theversion of Microsoft Office that you use, andyou might not see features or formattingspecific to the later version. However, nochanges are made in the database.

To view the object in its original format, youmust upgrade to the version of MicrosoftOffice that was used to create the object.

Copying and pasting objects

If you use Microsoft Office 2007 or Microsoft Office 2010, consult the followingtable to learn about how different Microsoft Office versions affect copying andpasting objects.

Table 38. Effect of multiple Microsoft Office versions on copying and pasting objects



You can copy and paste an object byright-clicking the object and then clickingCopy and Paste. When you save a pastedobject, you automatically save it in theformat of the version of Microsoft Office thatyou use.


You can copy and paste an object normallyby right-clicking the object and then clickingCopy and Paste.


You can copy and paste an object byright-clicking the object and then clickingCopy and Paste. All later Excel and Wordobjects are saved in the format of the versionof Microsoft Office that you use, and youmight lose features or formatting specific tothe later version. The original object remainsin its original format.

To view and save a pasted object in itsoriginal format, you must upgrade to theversion of Microsoft Office that was used tocreate the object.


Working with shared objects

If you use Microsoft Office 2007 or Microsoft Office 2010, consult the followingtable to learn about how different Microsoft Office versions affect shared objects.

Table 39. Effect of multiple Microsoft Office versions on shared objects



You can work with shared objects. Allcopied Excel or Word objects are saved inthe format of the version of Microsoft Officethat you use.


You can work with shared objects normally.


Objects are opened in the format of theversion of Microsoft Office that you use.When you save the object, you receive amessage in which you must specify whetheryou want to save in the format of theversion of Microsoft Office that you use.

v If the shared object is a Link To Original,the content cannot be modified. A linkedobject actually has no content, so whenthe object is opened, the content isretrieved from the original source object.This content opens in the format of theversion of Microsoft Office that you use,and you might not be able to viewfeatures or formatting specific to the laterversion.

v If the shared object is a Copy, the contentcan be modified because a copy is treatedlike any other object that has content. Alllater Excel or Word objects are saved inthe format of the version of MicrosoftOffice that you use, and you might losefeatures or formatting specific to the laterversion.

To view a shared object in its originalformat, you must upgrade to the version ofMicrosoft Office that was used to create theobject.

Exporting objects

If you use Microsoft Office 2007 or Microsoft Office 2010, consult the followingtable to learn about how different Microsoft Office versions affect object exports.

Table 40. Effect of multiple Microsoft Office versions on exporting objects



You can export the object and select theformat of the final output (xls, xlsx, orxlsm).


Table 40. Effect of multiple Microsoft Office versions on exporting objects (continued)



You can export objects normally.


You can export the object and select theformat of the final output (xls, xlsx, orxlsm). When you open the document, itopens in compatibility mode, and you mightlose features or formatting specific to thelater version.

To export an object in its original format,you must upgrade to the version ofMicrosoft Office that was used to create theobject.

Viewing and comparing audit trails or snapshots

If you use Microsoft Office 2007 or Microsoft Office 2010, consult the followingtable to learn about how different Microsoft Office versions affect audit trails andsnapshots.

Table 41. Effect of multiple Microsoft Office versions on audit trails or snapshots


If the report contains Excel or Word objectsthat were created in an earlier version ofMicrosoft Office, or if the snapshots werecreated in an earlier version of MicrosoftOffice

You can view and compare audit trails orsnapshots. When you select an audit trailentry or snapshot, you view it in the formatof the version of Microsoft Office that youuse. The changes are not saved to thedatabase.

If the report contains Excel or Word objectsthat were created only in the version ofMicrosoft Office that you use, or if thesnapshots were created only in the versionof Microsoft Office that you use

You can view and compare audit trails orsnapshots normally.

If the report contains Excel or Word objectsthat were created in a later version ofMicrosoft Office, or if at least one of thesnapshots was created in a later version ofMicrosoft Office

You can view and compare audit trails orsnapshots. When you select an audit trailentry or a snapshot, you view it in theformat of the version of Microsoft Office thatyou use, and you might not see features orformatting specific to the later version. Thechanges are not saved to the database.

To view an audit trail entry or snapshot inits original format, you must upgrade to theversion of Microsoft Office that was used tocreate the objects in the audit trail or thesnapshot.


Generating reports

If you use Microsoft Office 2007 or Microsoft Office 2010, consult the followingtable to learn about how different Microsoft Office versions affect reportgeneration.

Table 42. Effect of multiple Microsoft Office versions on generating reports



You can generate the report. All earlier Exceland Word objects are saved in the format ofthe version of Microsoft Office that you use.The report is generated as a .docx file.


You can generate the report normally. Thereport is generated as a .docx file.


You can generate the report. All later Exceland Word objects are saved in the format ofthe version of Microsoft Office that you use,and you might lose features or formattingspecific to the later version. The report isgenerated as a .docx file.

To generate the report in its original format,you must upgrade to the version ofMicrosoft Office that was used to create theobject.

Performing report rollovers

When you roll forward a report containing mixed environments, all Excel andWord objects remain in the same version of Microsoft Office as before the rollover,because no conversion process takes place.


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Trademarks

IBM, the IBM logo, ibm.com, and Cognos are trademarks or registered trademarksof International Business Machines Corp., registered in many jurisdictionsworldwide. Other product and service names might be trademarks of IBM or othercompanies. A current list of IBM trademarks is available on the Web at “ Copyrightand trademark information ” at www.ibm.com/legal/copytrade.shtml.

Notices 117

http://www.ibm.com/legal/copytrade.shtml

http://www.ibm.com/legal/copytrade.shtml

Date post:	14-Jun-2020
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