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Output: Configure Exporting from Desktop Interface

You can export your inquiry these formats:

  1. In spreadsheet format using Microsoft Excel
  2. In PDF format using Adobe® Acrobat®

You can include up to 10 reports in a single report pack when exporting a report pack.

Export to Microsoft Excel

Exporting to Excel can be done in any of the following ways:

  1. From the Backstage View, click Export Inquiry.
  2. Using the Excel button (the button itself or the drop-down menu) located on the Home menu in the Output group.
  3. Through the Quick Access Toolbar, if configured.

Options on the drop-down menu below the Excel button include:

  • Export - Same action as clicking on the Excel button itself, this exports your current inquiry to Microsoft Excel. The shortcut key of CTRL + E performs the same action.
  • Export All – Single Workbook - Exports all open inquiries as a single Microsoft Excel workbook, each inquiry being a different sheet within the workbook.
  • Export All – Multiple Workbooks – Exports all open inquiries as separate Microsoft Excel workbooks.
  • Export as DIF – Exports the current inquiry as a DIF file.
  • Export to DecisionPoint - Exports the inquiry for DecisionPoint.

Excel Export Settings in Administrator:

  • Default export location - Your administrator is able to set the default export location in Basic Capabilities in the PDF/Export tab.
  • Microsoft Excel extension - The default Excel file extension is .xlsx. This can be changed, however, to .xls for users using Microsoft Office 2003 and prior. The change can be made on a report-level basis in User Preferences (General tab) or on a user-level basis in Administrator. The option is set in Advanced Capabilities: Hubble Inquiry Settings> Export to File> Excel file extension.)

Excel Options

All settings in Excel Options are only used for the inquiry/inquiries you are currently exporting.

Excel Options can be accessed from the Home menu in the Output tab or from the Backstage View by going to Excel – Excel Options.

General Tab

The General tab options are:

  • Overwrite Workbook - Replace Sheet/Replace Book options are used to replace the worksheet or workbook if the same name already exists. See the following section on Overwriter Workbook Options for more information.
  • Worksheet Name – Name of the worksheet within the workbook (choose either Excel default or Use Pattern).
    • If you select Use Pattern, you must specify the Worksheet Name Pattern below this option. To do this, select the arrow to the right of the drop-down menu to select the dynamic term you wish to use, and then click Insert. You can use multiple terms, if desired. So for example if you wanted to show the report name as well as the run date in the title of the worksheet, you could use this pattern: <ReportName> - <RunDate>.
Options Tab

The Options tab options are:

  • Export Location – Location where the Microsoft Excel file will be saved. (Default location is %UserDocuments%, which is the logged-in user's My Documents folder.)
  • Enable Workbook Protection - Set a password that will be required to open this document in Microsoft Excel.
Cover Sheet Tab

The Cover Sheet tab options, which only apply to the cover page, are:

  • Include Cover – Choose whether to include a cover page (this will activate all options listed in this tab). Options that can be included on the cover page:
    • Product version – Version in which the export was created
    • Report name – Saved report name
    • Report title – Report title
    • Location - File location of the report
    • Creator - Name of the report creator
    • User - Name of the user producing the file
    • Role (JD Edwards users) / Responsibility (EBS users)
    • Date/time - Date and time the report was exported to Excel
    • Filter selections - Filter selections used in the report
    • Calculations - Calculations used in the report
    • Restatements - Currency restatement values used in the report
Report Tab

The Report tab options apply to the report itself and include the following:

  • Show title – Show the inquiry title
  • Show gridlines – Display gridlines
  • Show the text “No Data” when the inquiry has no rows
  • Include pages with no data rows
  • Always expand hierarchy nodes - the report will be exported with all its hierarchy nodes expanded. This option is available for all reports that have the expand/collapse facility switched on in the Grid Hierarchy Options dialog (the Expand checkbox must be ticked).
Breaks Tab

The Breaks tab options, which are options for breaks within the exported report, are:

  • Break Excel:
    • Break after totals
    • Break by filter selection (either all filters or selected filters)
  • Break by Sorted Column - Break by the specified column (only columns which are currently being used in sorting will display)
  • Split Excel (Used when a Break Excel option is selected):
    • Break into workbooks
    • Break into worksheets (breaks into multiple worksheets within the same Excel file)
  • Workbook Name Pattern - Dynamically set the name of the Excel workbook.
    • To use a pattern, select the arrow to the right of the drop-down menu to select the dynamic term you wish to use, and then click Insert. You can use multiple terms, if desired. So for example if you wanted to show the report name as well as the run date in the workbook name, you could use this pattern: <ReportName> - <RunDate>.
    • Within the available dynamic terms are the filter selections being used in your inquiry. (So if you are filtering on specific Business Units in the inquiry, "Business Unit" will be available to select as a parameter in the File Name.)
  • Worksheet Name Pattern - When you have set the option above to split into multiple worksheets, here you can dynamically set the names of the worksheets within the workbook.
    • To use a pattern, select the arrow to the right of the drop-down menu to select the dynamic term you wish to use, and then click Insert. You can use multiple terms, if desired. So for example if you wanted to show the report name as well as the run date in the worksheet name, you could use this pattern: <ReportName> - <RunDate>.
    • Within the available dynamic terms are the filter selections being used in your inquiry. (So if you are filtering on specific Business Units in the inquiry, "Business Unit" will be available to select as a parameter in the Worksheet Name.)
Overwrite Workbook Options

The Overwrite Workbook options control how the application handles the export of a report with the same name as a previous export.

The Overwrite Workbook options in the Excel Options dialog are displayed as shown below. These options are only enabled if the Create Unique Filename User Preference (set in User Preferences from the Backstage View or set in Advanced Capabilities) is not enabled (the Create Unique Filename option is used to prevent a file overwrite from occurring when the name of the file is the same).

  • Replace Sheet - If there is an existing Microsoft Excel workbook/file with the same name, the worksheet will be overwritten if the name is the same. Other sheets within the workbook will not be changed. (This option is used when inserting/merging a new worksheet into an existing file.)
  • Replace Book - If there is a Microsoft Excel workbook/file with the same name, the entire workbook/file will be overwritten.
    When one of these options is enabled and you try to export to a Microsoft Excel file with the same name, you will receive a prompt, asking you whether you want to replace the existing file with the same name.
Overwrite Workbook Options Disabled

When the Create Unique File Name Capability is enabled, the Excel Options dialog will have the Overwrite Workbook Options disabled:

The reason for this functionality being disabled is that every time an export occurs, a uniquely-named Microsoft Excel file is generated. This prevents a file overwrite from occurring since the name cannot be the same.

The Create Unique File Name Capability is either in the User Preferences in the Backstage View, or your Administrator can set it in Advanced Capabilities under Hubble Inquiry Settings > Export to File Generate Unique Name.

Example of Merging an Exported Report into an existing Microsoft Excel Worksheet

You may want to merge worksheets, for example, if you have a certain inquiry that you run each month and you want to merge the new month’s data into the existing Microsoft Excel spreadsheet. To do this, follow these steps:

  1. The Prompt for File Location Advanced Capability (Hubble Inquiry Settings > Export to File) must be turned on by your Administrator so you are prompted to choose the location to which the file is saved.
  2. Turn off the Create Unique File Name option in either User Preferences (in the Backstage View) or in Advanced Capabilities. (Hubble Inquiry Settings > Export to File > Generate Unique Name).
  3. Set Export Options prior to exporting:
    1. Select the option to Replace Sheet.
    2. Set a user-defined name for the worksheet.

In the example below, we are running a balance sheet by month and with each new month, want to export the month’s data into the existing Microsoft Excel workbook and have each month as its own worksheet.

  1. First run the inquiry for Period 1 and prior to exporting, set Excel Options appropriately:

  2. After exporting, save the Microsoft Excel file.
  3. The next month, run the inquiry for Period 2 and provide a user-defined Worksheet Name in the Excel Export.
    1. Options:
  4. Upon exporting, you are prompted with the question as to whether to overwrite the existing spreadsheet. Answer Yes to merge the worksheets into one Microsoft Excel workbook. There are now 2 sheets within the workbook, one sheet named ‘JAN’ and one named ‘FEB’.

Export to PDF

Exporting to PDF can be done in any of the following ways:

  1. From the Backstage view, click PDF.
  2. Using the PDF button (the button itself or the drop-down menu) located on the Home menu in the Output group.
  3. Through the Quick Access Toolbar, if configured.

Options on the drop-down menu below the PDF button:

  • PDF – Same action as clicking on the button itself, this opens your inquiry in Adobe Acrobat. The shortcut key of CTRL + P performs the same action.
  • Export All – Multiple PDFs – Exports all open inquiries into multiple PDF documents.
  • Export All – Single PDF – Exports all open inquiries into a single PDF document.

    • Note: The maximum number of cells that can be included in a PDF is 500,000. PDF generation that takes longer than 10 minutes will timeout.

PDF Options

PDF Options can be accessed from the Home menu in the Output tab or from the Backstage View by going to PDF – PDF Options.

General Tab

The General tab provides options that apply to both the cover page as well as the report itself:

  • Page Size – Letter/legal/A4/etc.

    • Note: The default page size for PDFs is dependent on the Dates and Numbers option selected in User Preferences.

  • Orientation – Portrait/landscape
  • Layout – Center horizontally or vertically
  • Scaling – Scale of page:
    • Preserve Aspect Ratio: Ensures that the inquiry will not be distorted when using the various scaling functions described below. Sometimes it may be necessary to shrink/stretch the image to fit your printing requirements, but this is not normally the case and should be left checked in most cases.
    • None: Presents the printed output over as many pages as is necessary (both from a width and height perspective) to contain all the columns and rows within the inquiry.
    • Fit to Height: The rows of the inquiry result set will be printed on a single page. Depending upon the number of columns in the result set, the width is adjusted (if the aspect ratio has been set to be maintained) to occupy whatever space it needs to show the completed result set.
    • Fit to Page: The rows and columns of the inquiry result set will be printed on no more than a single page. If the aspect ratio is not maintained, then the result set is scaled to occupy the full width and height of the page. If the aspect ratio is maintained, either the width or height is compromised to eliminate distortion.
    • Fit to Width: The columns of the inquiry result set will be printed on a single page. Depending upon the number of rows in the result set, the height is adjusted (if the aspect ratio has been set to be maintained) to occupy whatever space it needs to show the completed result set.
  • Document Access: Set a password that will be required to open the PDF document.
Cover Page Tab

The Cover Page tab provides options that only apply to the cover page:

  • Include Cover – Choose whether to include a cover page (this will activate all options listed in this tab). Options that can be included on the cover page:
    • Product version –Version in which the PDF was created
    • Report name – Saved report name
    • Report title – Title displayed in the report
    • Location - File location of the report
    • Creator- Name of the report creator
    • User - Name of the user producing the PDF file
    • Role (JD Edwards users) / Responsibility (EBS users) - Role or Responsibility of the user running the report
    • Date/time - Date and time the report was exported
  • Filter selections - Filter selections used in the report
  • Calculations - Calculations used in the report
  • Restatements - Currency restatement values used in the report
  • Logo (If selected, choose location of logo and/or display dimensions of logo; default display dimensions = 35 Height and 90 Width):

  • Page numbers
Report Tab

The Report tab provides options that only apply to the report itself.

  • Show title
  • Show logo (if selected, specify the location of the logo)
  • Show location (location where inquiry is saved)
  • Show profile (Data Source Profile being used when the inquiry was run)
  • Show privacy message (as defined in Basic Capabilities in Administrator)
  • Show gridlines
  • Show date/time
  • Show page numbers (if selected, choose the format of page numbers in drop-down menu)
  • Show the text “No Data” when the inquiry has no rows
  • Always expand hierarchy nodes - the report will be exported with all its hierarchy nodes expanded. This option is available for all reports that have the expand/collapse facility switched on in the Grid Hierarchy Options dialog (the Expand checkbox must be ticked).
Breaks Tab

The Breaks tab provides options related to breaks within the exported report:

  • Break PDF:
    • Break after totals
    • Break by filter selection (either all filters or selected filters)
  • Break by Sorted Column - Break by the specified column (only columns which are currently being used in sorting will display)
  • Split PDF (Used when a Break PDF option is selected):
    • Break into files
    • Break into pages (breaks into multiple pages within the same PDF file)
  • File Name Pattern - When you have set the option above to split the PDF into multiple files, here you can dynamically set the file names.
    • To use a pattern, select the arrow to the right of the drop-down menu to select the dynamic term you wish to use, and then click Insert. You can use multiple terms, if desired. So for example if you wanted to show the report name as well as the run date in the title of the worksheet, you could use this pattern: <ReportName> - <RunDate>.
    • Within the available dynamic terms are the filter selections being used in your inquiry. (So if you are filtering on specific Business Units in the inquiry, “Business Unit” will be available to select as a parameter in the File Name.)
PDF Options Defaults

There are two PDF options that can be set to always default into your inquiries by going to User Preferences from the Backstage View:

  1. Page Size
  2. Page Orientation.

These options are overwritten on an inquiry by inquiry basis through PDF Options