Presentation on theme: "Using MicroStrategy with Excel"— Presentation transcript:
1 Using MicroStrategy with Excel Integrating data from multiple accounts
2 Introducing the MicroStrategy Office add-in MicroStrategy provides an Office plug-in that can be used to bring data from BI reports into Excel, Word or PowerPointData can be pulled from multiple projects, even Actions and PlatformGrids can be pivoted in many different waysWorkbooks can be set to refresh when openedThese slides detail:Installing the add-inConfiguring the add-inTesting and ensuring it worksDesign considerationsUsing the add-in is straightforward, but it requires:Planning the layoutCreating the base reportsAdding additional computations or other non-BI dataSetting up the refresh optionsCurrently, we do not have licenses for MicroStrategy Office on Actions. Only 5 licenses are available on Platform. If you would like to use these features, please request a license through the Product Managers.
3 Installing the add-inAccess MicroStrategy Web and look for the ‘Install MicroStrategy Office’ link at the topClick on the link and follow instructions
4 Configure MicroStrategy Office add-in The instructions that follow are for Excel 2007, but it should be the same in other versionsStart Excel and click on the Add-Ins tabLook for the MicroStrategy item and drop-down the boxClick on ‘Options’Click on ‘Server’ on the options panel and set up the MicroStrategy URLsWeb Service URLWeb URLOther useful options will be listed later in this presentationFor now, that is all
5 Before using this add-in … BASIC STEPS …Plan the layoutHave an idea of what you would like to see in the Excel workbookWhat is going to go in worksheetsWhat will be in each worksheetPrepare the reports in MicroStrategy WebStart with the Ad-Hoc reports or other base reports and add the metricsSave the prepared reports into the ‘My Reports’ foldersWhen saving, ensure that prompt answers are savedPull in the reports into your planned layout in ExcelSet the report refresh optionsThe following slides walk through the process using examples
6 Preparing the reports in MicroStrategy Web Log on to MicroStrategy Web and customize the Ad-Hoc or other report to your liking – as many different combinations as you needSave in ‘My Reports’For the following examples, two simple reports were created using the ‘ALPS Ad- Hoc Report’ and saved in ‘My Reports’ALPS conversion last 7 daysALPS vc visits for todayThis was done in Accounts 92 (Lending Tree) and 56 (Adaptive) so you can see how to pull data from multiple accounts and reports onto one Excel workbookALWAYS SAVE THE REPORT WITH PROMPTS INTO ‘My Reports’ AS SHOWN‘Merge headers’ in the report before saving itThis is how the reports look like on MicroStrategy Web
7 Pulling the reports from Excel In Excel, open ‘MicroStrategy Office’ from the add-insSelect ‘Platform PROD’ from the leftEnter login and hit ‘Get Projects’Select your account and hit OKDouble-click the ‘ALPS conversion last 7 days’ report and it will be added to the ExcelThat’s it !!!Add as many reports as you like to the Excel from different projects, even your own metrics
8 Important things to remember The add-in cannot detect changes to the cells – so do not add your own content within the cell area of the MicroStrategy reportIf the number of columns is fixed, add your metrics to the left or rightIf the number of rows is fixed, add metrics to the top or bottomIf both vary, then add your metrics to a different worksheetNot following this can be frustrating, since the add-in may overwrite your formatting and computations when new data is retrievedAlways create the reports that you need in MicroStrategy Web before pulling them into ExcelThis allows you to save prompt answers so you will not be prompted againNot doing this will make the Excel workbook prompt you every time you open it – can be very frustratingRemember to ‘merge headers’ in the MicroStrategy report before adding to ExcelLets look at other important operations that are useful when using MicroStrategy within Excel …
9 Listing the reports that have been added to Excel You can see the list of reports added to your workbook by going to the ‘Reports’ menu in the add-inRight click on the report and you can:Refresh report (or the entire workbook)Re-prompt report (or the entire workbook)*If you re-prompt a report from Excel, you cannot save prompt answersAlways adjust prompt answers from MicroStrategy Web
10 Editing properties of the report added to Excel Right click on the report to expose ‘Properties’You can change where the report is added to on the workbookChange the display from graph to grid etc.There are tons of other controls
11 Setting refresh options Adjust refresh settings on the options panel (not report properties)You can set your Excel to refresh data automatically when opened
12 Set Prompt OptionsIt is important to turn on the ‘Always use default answer’ option in the Prompt options panel – otherwise you will get annoying prompts!!!
13 Adding your own metrics to the workbook The workbook below shows data from two accounts added to the same worksheet with decorations and custom computationsRemember to add your own metrics outside of the MicroStrategy grid areaOtherwise, it might get overwritten when workbook is refreshedThis is because the add-in does not check the cell space before refreshing data
14 You can add reports from multiple projects Data from Actions and Platform accounts can be displayed togetherYou can connect to a different project by hitting this icon:It is in the ‘MicroStrategy Office’ menu of the add-in
15 Adding data to multiple worksheets If your report on MicroStrategy Web had an attribute in the Page-by section, then you can choose to add data from each value to a separate worksheetFor example, the VC is moved to Page-By in our second report (ALPS vc visits for today)When you add this report to Excel, you will be asked to choose the page-by sections (different VCs in this case) that you want included – you can select multiple valuesEach set will go into a separate worksheet
16 Pivoting the dataYou can customize how data is pivoted in the workbookSet the report display type to ‘Pivot Table’ in the Report properties panelYou can access it from the add-in menu -> ‘Reports’ -> right click on the reportYou can also setup defaults in the options panel
17 Pivot preferencesPivot preferences are driven by GUI – you can set things up to look the way you wantOnce the report type is set, go to the report and click on it – that should open up the pivot properties sidebar
18 Example of pivot grid There are many ways to arrange the data It also provides ‘auto-filter’ like drop-downs so you can control what is displayed
19 SummaryThe MicroStrategy add-in is very powerful and can pull in any data from BI into Office productsWhile it is easy to use, it is also ‘static’ in the sense that none of the MicroStrategy platform’s powerful OLAP capabilities can be used – such as drill down, etc.Always plan your layout ahead of time since the add-in might overlay custom metrics if the number of rows or columns changes during refreshAlways prepare the reports that will go into the workbook from MicroStrategy Web so the prompts can be answered and savedIt will be frustrating if you don’t do that since you will be prompted every time you open the workbookAlternately, you can ask the MicroStrategy admin to ‘Allow Personal Answers’ in the prompts – but this still does not prevent the promptingBe careful about the amount of data you are pullingRemember that data is moving from the database across network servers and the local network to your desktop/laptopThis can BE VERY EXPENSIVE if your Excel pulls hundreds of thousands of rowsBe judicious so you can have a responsive workbook !!!