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Working with document sections

Overview
   - Page sections
   - Document sections
   - Grouping sections
   - Detail sections
Selecting a section
Hiding and displaying sections
Hiding and displaying sections in different modes
Inserting page breaks
Inserting page numbers
Changing the size of a section
Improving document execution performance
Controlling horizontal flow
Keeping the contents of a section together
Repeating information horizontally

What is a document section?
A document is composed of one or more sections; the sections are displayed in the document, from top to bottom. Each section serves as a 'blank slate' for any content you add to the document and also serves a specific role within the document. For example, you can place page numbers in the Page Footer section of a document, which is located at the very bottom of the document. When the document is viewed by a document analyst, the page numbers appear at the bottom of the document because you inserted them into the Page Footer section.

The Layout area of the Document Editor displays all of the document's sections, including the following:

By default, when the Document Editor opens, the Detail Header, Detail section, and Detail Footer are expanded, and the other sections are collapsed. To expand or collapse a section, click the plus sign or minus sign next to it.

Note: Expanding or collapsing a section does not affect its size or whether its controls appear when the document is viewed as a PDF.

In the Section Properties dialog box, you can select the Visible in HTML view mode setting to make the section headers appear in View Mode. This setting only applies to Page Header/Footer and Document Header/Footer sections (for example, if you want to show the page numbers).

For information on how to add dataset objects into these sections, please refer to Adding and working with objects in a document.

Page Header and Footer
There are two page sections:
  • Page Header: In PDF, this section prints at the top of every page in the document. Any data fields placed in the Page Header are calculated once for the entire document, and then repeated on every page. For example, you may want to include the types of data that do not change from page to page, such as a logo, the document title, execution time, and so on. Many of these can be printed using auto text codes.
  • Page Footer: In PDF, this section prints at the bottom of every page in the document. You may want to insert page numbers here.
Note: In View Mode, these sections only appear once at the top or bottom of the document.

Document Header and Footer
There are two document sections:
  • Document Header: This section prints once at the beginning of the document, immediately below the Page Header section. Any data fields containing metrics that are placed in the Document Header are calculated at the highest level of aggregation.

    For example, if a report contains Country, Region, and Revenue, then Revenue calculates at the level of Country (not Region), and totals the revenue for all the countries.
  • Document Footer: This section prints only once, at the end of the document. It can be used to display closing notes, a conclusion, or a summary.
Note: In View Mode, these sections only appear once at the top or bottom of the document.

Grouping Header and Footer
For each field in the Grouping panel at the top of the Document Editor, a corresponding header and footer surrounding the Detail sections is printed. For example, if Region and Year are in the Grouping panel, the Layout area of the document has a pair of Region Header/Footer and a pair of Year Header/Footer sections.

Note: When you delete a grouping field, sort keys are deleted, and so are the corresponding grouping header and footer sections.

The grouping section contains:
  • Grouping Header: If the document is grouped, the Grouping Header follows the Document Header. If there are multiple fields in the Grouping panel, the header of the first field in the Grouping panel follows the Document Header section. The last Grouping Header immediately precedes the Detail Header. All other headers for grouping items fall in between.
  • Grouping Footer: As with the Grouping Header, each field in the Grouping panel has a corresponding Grouping Footer. It follows the Detail Footer and is used to display totals at the group level.
These sections are repeated once per every element of a grouping field. For information on grouping, please see Sorting and Grouping.

Detail Header, Detail, and Detail Footer
There are three Detail sections:
  • Detail Header: This section immediately precedes the Detail section of the document. If the document is not grouped, the Detail Header follows the Document Header; otherwise, it follows the Grouping headers. In it, you may wish to place column headers above their corresponding data fields in the Detail section. To have the column headers repeat on each page, you need to select the Repeat on Each Page option (this is a section property).
  • Detail: This is often the main content of the document. One row prints for each row of data in the document's dataset. Typically this is where you place most of the attributes and metrics. The Detail section provides the most detailed or granular information. You do not always need to use the Detail section of a document. You can place controls in the Grouping Header, for example, to aggregate data to a higher level.
  • Detail Footer: Controls in this section print immediately following the Detail section. This is typically a good location for totals.
Selecting a section
To select a section before you perform any section-related functions:
  1. Open the document and view it in Design or Editable Mode. To view the document in one of these modes, select the mode from the View menu.
  2. Click in any blank area of the section (do not click a control) or click the section header bar.

Inserting additional sections
You can insert additional sections within the predefined document sections. This allows you to customize each section independently of the other.

If you have multiple grids placed on top of each other in a section, the grids can overlap when the PDF is generated or when the document is displayed in Interactive or View Mode. Adding a new section and placing each grid into its own section allows them to grow without overlapping.

Note: The new section is formatted like the section into which it is added.

To add an additional section:

  1. Open the document and view it in Design or Editable Mode. To view the document in one of these modes, select the mode from the View menu.
  2. Select a section in the Layout area.
  3. From the Insert menu, select Insert Section Above or Insert Section Below.

Hiding and displaying sections
By default, all document sections are displayed in all view modes.

  • While you are editing a document in Design Mode, you can collapse a section by clicking the minus sign next to it. This conserves space while you are editing the document but does not change whether it is displayed in other views.
  • You can hide one or more sections in all views, using the Sections tab of the Page Setup dialog box. Only the sections selected in this interface are displayed in the document. This can be helpful when you are creating a document template which should not display particular sections.
  • If you are creating a dashboard-style document, you can use this feature to work in a single large section. To do this, display only the Detail Header section. You can also use the Dashboard template, which displays only the Detail Header section.

Note: You cannot hide all the sections; at least one section must be displayed.

You can set which sections are hidden or displayed in all views. Use this feature to create a document template or to work in a single large section, as when creating a dashboard.

To hide or display sections in a document:

  1. View the document in Design or Editable Mode.
  2. From the View menu, select Sections. The Sections tab of the Page Setup dialog box opens.
  3. Do either of the following:
    • Clear the check box for any section you want to hide.
      Note: You cannot hide all the sections; at least one section must be displayed.
    • If a section is hidden but should be displayed, select its check box.
  4. Click OK to return to the document. Only the selected sections are displayed.

Hiding and displaying sections in different modes
By default, all sections are displayed in all views modes. In Design Mode and Editable Mode, you can collapse a section by clicking the minus sign next to it. This conserves space while you are editing the document but does not change whether it is displayed in other views.

To change whether sections are hidden or displayed in specific views, you have the options described in the following table.

To Hide A Section In To Display A Section In Use

All modes except Design mode

Design Mode

Select the Visible check box in the General tab of the Properties dialog box. Then, clear the Visible in Web View Mode check box.

Suggested uses:
To build a document with specific sections that display only to document designers. For instance, you could include notes about the source of data and when to run the document in the hidden section.

All modes None

Sections tab of the Page Setup dialog box.

Suggested uses:

  • To work in a single large section, as in a dashboard, using all the available space in the Document Editor.
  • To create a document which should not display particular sections.

Note that at least one section must be visible in all views.

N/A View Mode, Interactive Mode, Editable Mode, Design Mode, Flash Mode and the exported PDF Select the Visible check box in the General tab of the Properties dialog box. Then, select the Visible in Web View Mode check box.

Suggested uses:

To ensure that a section is displayed in all modes, including View Mode.

Inserting page breaks
In a document, you can control when a new page should start and control the page numbers that print. You can add page breaks whenever a new section begins.

For example, if you need a cover page, you can use the Document Header to display the information, then insert a page break after the Document Header. Or, if you want each Detail section to print on a separate page, you can add page breaks in the Detail section. If you have both a Detail Header and Detail Footer, you can use the Before and after section setting (see Step 4 below), to print the header and footer separately from the Detail.

To add page breaks for sections:

  1. Open the document and view it in Design Mode or Editable Mode. To view the document in one of these modes, select the mode from the View menu.
  2. Select the section to print on a new page by clicking in a blank area in the section or clicking the section header bar.
  3. Select Properties from the Format menu, or right-click the section and select Properties to open the Properties dialog box.
  4. Click the Layout tab and select an option for Force New Page:
    • None: does not insert a page break. The next section continues immediately after the previous section, on the same page.
    • Before section: causes the page break to occur before the section begins.
    • After section: causes the page break to occur at the end of the section.
    • Before and after section: inserts the page break both before the section and after it.

Note: In Editable Mode, you can show or hide section headers by selecting Alignment Grid from the View menu or by selecting the Alignment Grid icon  on the Panels toolbar.

You can also add page breaks for groupings. For information, please see Sorting and Grouping.

Inserting page numbers
By default, a document does not print page numbers. You can add them anywhere in the document, using auto text codes. Typically, you would add them to the Page Header or Page Footer sections. You can also add a code for the total number of pages in the document. Use this to create a description such as "Page 1 of 12."

Note: Auto-text codes related to pagination, such as Page Number and Total Page, only apply when the document is viewed or printed out in PDF.

  1. Open the document and view it in Design Mode or Editable Mode. To view the document in one of these modes, select the mode from the View menu.
  2. Expand the section where you want the page number, by clicking the plus sign next to the section name.
  3. Select Auto Text from the Insert menu, and then select Page Number. The text field is inserted at the top left corner of the selected section, but you can reposition it.
  4. To add the total number of pages in the document, select Auto Text from the Insert menu, and then select Total Pages. The text field is inserted at the top left corner of the selected section, but you can reposition it.
  5. Click the Apply icon .
Tip: To print a label like "Page 1 of 8":
  1. Click Text on the toolbar.
  2. In the section you expanded, click where you want the label. A blank text field is inserted.
  3. In the text field, type Page, followed by a space.
  4. Insert the Page Number as described in Step 3 above.
  5. Type a space, then of, then another space.
  6. Insert the Total Pages code as described in Step 4 above.
  7. Click anywhere outside of the text field to stop editing it.
Note: You can also manually type the auto text codes:
  1. Click Text on the toolbar.
  2. In the section you expanded, click where you want the page number. The new text field is inserted.
  3. Type any text and/or codes in the text field.
    • The code for page number is {&PAGE}.
    • The code for the total number of pages in the document is {&NPAGES}.

      Note: Codes must be within braces, that is, { }. For more information on codes, see Adding dynamic text fields - auto text codes.
Changing the size of a section
As you design a document, you can drag a section's bottom border to make it larger or smaller. However, by default, when you view a document as a PDF, its sections expand or shrink to fit the controls they contain. Therefore, without changing the default settings, the sections should be only as big as needed.

However, you can define a section to be a set size that does not vary or as a variable size, that grows or shrinks within set limits.

  1. Open the document and view it in Design Mode or Editable Mode. To view the document in one of these modes, select the mode from the View menu.
  2. Select a section whose size you would like to change.
  3. Select Properties from the Format menu or right-click the section and select Properties.
  4. In the Properties dialog box, click the Layout tab.
  5. Set the Height of the section in inches.
  6. Define the following settings. You can refer to the scenarios provided below, if applicable.
    • Can grow: Determines if the section height can expand to fit its contents. This setting does not change in the Design Mode. It affects all view modes, as well as the PDF export. Clear this check box to decrease the time it takes for the document to be executed.
    • Can shrink: Determines if the section height can shrink to fit its contents. It affects all view modes, as well as the PDF export. Clear this check box to decrease the time it takes for the document to be executed.
    • Maximum height: Sets the maximum height for the section. Zero (0) indicates there is no height limit.
    • Hide if Empty: Determine whether the section is displayed if it has no content, regardless of how the Can Shrink property is set. By default, this check box is selected.

    Scenario 1: To have the section's size adjust automatically to its contents, use the following settings:
    • Can grow: True Can shrink: True
    • Maximum height: 0 (zero)

    Scenario 2: To set the section to a fixed height regardless of its contents, use the following settings:
    • Height: desired size Can grow: False
    • Can shrink: False

    Scenario 3: To allow the section to grow only to a maximum height, use the following settings:
    • Can grow: True Can shrink: True
    • Maximum height: maximum size

    Scenario 4: To allow the section to shrink only to a minimum height, use the following settings:
    • Height: minimum size Can grow: True Can shrink: False
    • Maximum height: 0 (zero)

    Scenario 5: To allow the section to adjust automatically to its contents, but within a set range, use the following settings:
    • Height: minimum size Can grow: True Can shrink: False
    • Maximum height: maximum size

Improving document execution performance
By default, MicroStrategy Web automatically calculates the width of your document and height of your document's sections when the document is executed. This ensures that the document is automatically resized to display all of its content in Editable, Interactive, or View Mode.

However, if you disable MicroStrategy Web from automatically adjusting the document width or height of sections, you can improve the speed at which the document is executed. The document is executed more quickly than if you had allowed the document's width and sections' height to be adjusted automatically.

To ensure that document width and section height are not resized automatically:

  1. Click the Preferences link at the top right of MicroStrategy Web. The User Preferences page opens.
  2. Click Report Services on the left. The Report Services user preferences are displayed.
    Note: If you are an administrator, you can specify these Report Services preferences on a project-wide basis in the Report Services preferences within the Project Defaults page.
  3. Do the following:
    • To ensure that the width of your document is not resized automatically in Editable, Interactive, or View Mode, from the Document Width Mode Calculation drop-down list, select Off.
    • To ensure that the height of sections in your document are not resized automatically in Editable, Interactive, or View Mode, from the Document Section Height Mode Calculation drop-down list, select Off.
  4. Click the Apply button to save your changes.
  5. In your document, change the size of sections as necessary. For steps to change the size of sections, see Changing the size of a section.

You can also improve the speed at which a document is executed by setting the following properties as described below. You can edit these properties in the Layout tab of the Properties dialog box when editing a document section.

  • Clear the Can Shrink and Can Grow check boxes.
  • Select the Hide if Empty check box.

Notes:

  • The settings mentioned above apply to documents executed in Editable, Interactive, or View Mode only. Adjusting these settings does not affect how a document is exported to Excel of PDF. When a document is exported to Excel or PDF, it is automatically positioned as far to the right as possible to as is necessary to effectively display the document.
  • In some cases, your PDF document may appear differently than the document displayed in one of the view modes. For example, if you add a grid to a section and enable the Can Grow setting for this section, when the document is executed in PDF, the section will automatically adjust such that the entire grid is displayed regardless of the amount of data within it. However, when the document is executed in Web, if the Document Section Height Mode Calculation setting is set to Off, the section will keep its fixed height and the grid may appear truncated, depending on the amount of data it contains.
Controlling horizontal flow
Note: This setting only applies to the PDF view or printout.

If the controls on a document extend beyond the width of a single page, the excess controls (overflow) are printed on the next sheet of paper. You can change this default setting to allow the overflow to print on the same page. In other words, instead of printing the controls left to right on multiple pages, the controls are printed immediately below each other on the same page.

The Overflow setting applies to all sections of the document because it is set at the document level. Compare this feature with Repeat information horizontally.

To set horizontal overflow for the document:
  1. Open the document.
  2. Select Page Setup from the File menu. The Page Setup dialog box opens.
  3. On the Document tab, select an Overflow setting from the drop-down list:
    • Next page: Horizontal overflow is printed on the next page.
    • Below: Horizontal overflow is printed on the same page.
Keeping the contents of a section together
Note: This setting only applies to the PDF view or printout.

When a page break occurs within a section, the remainder of the section is printed on the next page. To print the section on a single page, you need to set the Keep together property. This ensures that if the section cannot fit on one page, it starts on a new page and continues printing on the following pages.

One example of why you would use this setting is to keep column labels with the data they identify, so you can avoid the situation when column labels of a section are stranded at the bottom of a page, with the corresponding data at the top of the next page.

Note: You can also keep an entire group together. For information, see Sorting and Grouping.

To keep the content of a section together:
  1. Open the document.
  2. Select a section to modify.
  3. Right-click the section and select Properties, or from the Format menu, select Properties.
  4. On the Layout tab, select Keep together as the Page Break option.
Repeating information horizontally
Note: This setting only applies to the PDF view or printout.

The Repeat horizontally setting specifies whether the entire contents of the selected section are repeated on the next page when a section spans multiple pages. This setting is generally used with grids, particularly those with uncertain widths, that is, you are not sure how many pages the grid will take up.

For example, you place a grid on a document and want to ensure that it is labeled, even if it wraps to the next page. By setting the Repeat horizontally property, you can ensure the grid is labeled on every page to which it stretches. If multiple grids are placed on the same document, this setting can help a user easily identify which grid is which.

To repeat information horizontally:
  1. Open the document.
  2. Select a section to modify.
  3. Right-click the section and select Properties, or from the Format menu, select Properties.
  4. On the Layout tab, select Repeat Horizontally as the Page Break option.