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We can use several approaches to incorporate the Formula mode into the BEx Analyzer workbook. To switch to Formula mode, you can click the BI results cell and then use the menu option Convert to Formula in the context menu. This converts the results to Excel formulas and also deletes the number formats and deactivates navigation using drag and drop, as shown in the following illustration.
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Another approach is to insert an Analysis Grid item into the workbook and then select the checkbox Use Formulas in the Analysis Grid Properties dialog box. The next illustration shows this approach. However, the Use Formulas and Convert to Formula functions are not the same. Both functions generate the BExGetData formula in the data cells of the Analysis Grid, but the Use Formulas function relates to a property of the Analysis Grid design item. This function is automatically switched on when you use the Convert to Formula function from the menu.
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Note that the Use Formulas property is just one part of the functions provided by the Covert to Formula context menu functions. It does not delete the Analysis Grid design items, and access to the context menu functions for the Analysis Grid as well as drag-and-drop functionality remain active. When you set the Use Formulas property, the standard formatting is also not overwritten. Therefore, when the workbook is refreshed, the standard formatting is restored. The Convert to Formula context menu function enables all these activities in one step and therefore is the preferred approach. Another alternative to converting results cells to formulas is to simply define a Data Provider using the Settings icon in the Design toolbar for Workbook Settings and then type the formula directly into the cell (or use the menu option Insert | Function). Then you can supply Copyright by SAP AG the formula parameters manually. The following illustration shows the initial steps in this process. Open a new workbook and then access Workbook Settings. Click the Data Provider tab to get to the Change Data Provider dialog box. Having inserted our basic query for the Data Provider of our workbook, we can click the OK button to back out of the screen to the Workbook Settings dialog box. The following illustration shows the Data Provider inserted into the Workbook Settings dialog box.
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Now, we simply go back to the workbook itself and manually type in the technical names of the characteristics and key figures in the positions we would like to format them. Therefore, in the following illustration, Sales Volume EUR and the months 01.2001, 02.2001, and 03.2001 are positioned in the specific cells B8, A9, A10, and A11, respectively.
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Once we have completed this step, we access the formula functions of the Excel workbook and enter the appropriate information. In this case, the intersection of the cells is the total sales
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volume for each month. Notice that the specific information text in the dialog box for the formula calculation points directly to the characteristics and key figures in the workbook. The following illustration shows the additional activity of cutting and pasting the formula into other cells and making the necessary changes to direct the data to the appropriate month.
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After adding some bells and whistles to the workbook, we end up with a finished workbook that took much less time to complete than it would have in the past. The next illustration shows the finished product. Finally, we save the workbook to either a role in the BW server or to a position in the Excel folder that is detached from the server.
NOTE In the example, the option Provide the Results Offline has been checked. This can be of some
help to the user during the process of accessing the workbook. When the workbook is open, the cell values may contain the symbols #NV. This happens because the formula has failed to find the Data Provider in the workbook. Therefore, to avoid this problem, you can save the results offline with the workbook by turning on the Provide the Results Offline option in the Workbook Settings dialog box. This allows access to the workbook offline with the current view of the data still available. Once the workbook is accessed, the user can log onto the server and reconnect the workbook to the system so that the data will be refreshed upon execution. If you don t set this property, the query must be executed in the Refresh mode of the workbook to reestablish the link between the Data Provider and the query results.
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