Managing Workbooks

Chapter 6

Copyright 2001 California Institute of Technology. All rights reserved.

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Managing Workbooks

Chapter Objectives

At the end of this chapter, the student should be able to:

• Save and open saved Discoverer Workbooks

• Print Discoverer reports

• Export information to Excel

• Create PDF files of Discoverer reports

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Saving Discoverer Workbooks (PC/Mac)

Overview

Discoverer does not save the financial information contained within each report for the
selected workbook. Discoverer saves the parameter values entered in the Parameter
Wizard and any formatting applied to the reports in the selected workbook, as shown
below. The user will still be prompted to run a query upon accessing saved workbooks.
This reduces the amount of setup required each time a query is run.

1. Select “Save As” from the File menu.

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 The Save Workbook dialog box will open.

2. Select the “My Computer” icon and select the Save…button.

Please do not save workbooks to the Database.

This will open the Save As window.

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3. Select the desired save location from the Save in drop-down list.

The default drive that will appear is “M” which is on the Citrix server and
should not be used. Users should save workbooks to a local drive, perhaps
“C” which is the PC local hard drive.

4. Name the file and select the Save button.

The user can save as many workbooks as desired.

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Opening a Saved Discoverer Workbook

When Logging In to Discoverer

1. Select the “Open an existing workbook” icon from the Workbook Wizard pop-up
window.

The lower portion of the Workbook Wizard will open.

2. Select the My Computer icon.

The Open dialog box will open.

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3. Select the appropriate directory where the workbook was saved.

4. Select the Open button.

The user will be prompted to run a query.

When Already Using Discoverer

1. Select Open under the File menu in the window menu.

2. Select the “My Computer” icon in the Open Workbook window and select the
Open…button.

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 The Open dialog box will appear.

3. Locate the directory where the workbook was saved.

4. Select the desired workbook.

5. Select the Open button.

The user will be prompted to run a query.

End of activity.

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Printing Discoverer Reports (PC/Mac)

Overview

A preformatted header is included with each report for quick and easy printing of
Discoverer reports. Header information includes the project, task, award number and
name, the report name and period, Agency Award Number, number of pages, and the
report run date and time.

1. Select Page Setup from the File menu.

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2. Select Landscape from the Orientation section of the Sheet tab.

3. Select the Margins tab and change the left and right margins to .25.

4. Select OK.

5. Select Print from the File menu.

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 The Print dialog box will open.

6. Select the desired print option from the Print What section.

Selected Sheet: This option prints only the currently selected sheet.

All Sheets: This option prints the top page only from the Summary, Salary,
Expenditure Details, and Expenditure Details All reports.

All Page/Detail Combinations: This option prints all pages from each report
contained within the selected workbook

7. Select OK.

End of activity.

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Exporting Discoverer Reports
IMPORTANT: There are two different methods that can be used to export Discoverer
reports to Excel. You can use the Excel Export icon or select export from the File menu.
Each export method has its advantages and disadvantages as outlined below:

Exporting via the Excel Export Icon

The Excel Export icon is located on the main toolbar just below the Main Menu.

Advantages of Use

● Automatically formats reports to a Microsoft Excel workbook file type (xls)

● Automatically opens the report in the Excel application

Disadvantages of Use

● Exports only the top (first) sheet of the current active report

Exporting via Export from the File Menu

Advantages of Use

● Includes a selection of print options (Current Sheet, All Sheets, or Selection)

● Includes a selection of file formats (Tab or comma-delimited, Excel workbook,

Text file, etc.)

● Allows the individual to decide where the file will be save on their personal
workstation

Disadvantages of Use

● Does not automatically open the report in Excel

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Exporting Using the Excel Export Icon

The Excel Export icon is located on the main toolbar just below the

Main Menu .

1. Select the Excel export icon on the main toolbar.

The User Name dialog box will open. This box will appear the first time the
Excel icon is selected. Select Cancel to bypass this step.

2. Enter your full name in the Name field.

3. Enter your initials in the Initials field.

4. Select OK.

The Save as dialog box will open as seen on the following page.

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 The Default “Save in” location is the Discoverer folder.

5. Select the location where the file will be saved using the “Save in” drop-down arrow.
NOTE: Do not select your Desktop as the location to export files.

6. Enter the name of the file you are saving in the “File name” field.

7. Select Save.

The report will automatically open in the Excel applications.

Only the top sheet of the current active sheet will export to Excel. Using
this method you must export each sheet separately.

End of activity.

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Exporting Using Export from the File Menu

Exporting to Excel via the File menu allows the user to select certain
export options the most important of which is determining what to
export. You can export the current sheet, all sheets, or a selection.

Current sheet: Exports only the top page of the current active worksheet.

Example: If the project selected has multiple tasks associated with it, only
the top task page will be exported using this export option.

All sheets: Exports the top page of each worksheet within the workbook selected. If you
have not previously setup the parameter wizard for each worksheet
(Summary, Salary, Cost Details), the system will prompt the user to do so
during the export process.

Selection: Exports only the highlighted area of the current active spreadsheet.

1. Select “Export” from the File menu.

The Export dialog box will open.

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2. Select the desired export option from the “What do you want to export” section.

3. Select from the drop-down list the export format preferred from the “What export
format do you want” section.

4. Select Browse to choose the desktop location where the file will be exported.

Do not export to the Desktop. The application allows users to export to

the Desktop; however, it cannot be located once saved.

5. Select Finish.

The file will be saved to the location specified. To retrieve and open the file,
open the Excel application and then open the exported file in Excel.

End of activity.

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Creating & Pushing PDF Reports in Discoverer

Overview

The Discoverer PDF “Push” Reports is an electronic report-routing service provided by

the Administrative Technology Center (ATC) to all members of the Caltech Faculty. To
request push reports for a Caltech professor, contact the CARE Help Desk. The
following instructions are provided as reference information and instructions only.

1. Under File in the window menu select Print.

This opens the Print screen.

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2. Under Printer Name, select Acrobat PDFWriter.

3. Select All Page/Detail Combinations.

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4. Choose Properties and set the PDF Writer to the following parameters:

Page Size = Standard - Letter

Orientation = Landscape

Resolution = 300 dpi

Scaling = 95%

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5. Select the OK button once all parameters are set.

This will take the user to the Save PDF File As window.

6. Choose the personal or shared directory to save the file.

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7. Rename the file before saving the file in the appropriate directory and select the OK
button.

This will take the user to the “Acrobat PDFWriter Document Information”.

8. Retype the file name and select the OK button.

Once the PDF file has been complied, the following Messenger Service box
will appear.

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9. Select OK.

This will take the user back to the view that was being used.

The file can now be sent to the requestor.

10. Open Outlook and address the email to the requestor.

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11. Using the Attachment icon in the toolbar, locate the PDF file for the user in the
appropriate directory and select the OK button.

This will attach the PDF file to the email.

12. Select the Send button.

End of activity.

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Summary

The student should now be able to:

● Understand Discoverer and its components

● Understand key financial concepts and terms as they relate to financial reporting

● Understand the key concepts, tools, and functionality of Discoverer in a

parameterized environment

● Generate financial reports

● Format, print, and export query result

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