Smart View is a Microsoft Office plug-in where you can view, import, manipulate, distribute, and share data from Oracle in Microsoft Excel, Word, and PowerPoint interfaces.

To utilize Smart View for General Ledger, you must have access to the General Ledger.  If you do not already have the Excel plug-in you will need to install Smart View for Office. Work with your unit’s Desktop Support Representative to get the application downloaded and installed on your desktop.

The following guide is intended for the General Ledger (GL) users who are looking to view or complete any of the following actions:

• Logging in to Smart View
• Point of View (POV) Settings
• Viewing General Ledger Query

Terminology

• Action Panel: A catalog of actions that can be performed, determined by the choice made in the shared connection, private connection, or task list tree.
• Home: A display panel that contains links to both Shared and Private Connections, along with a list of items recently used (like ad hoc grids, forms, and tasks). You can click on these to initiate a connection.
• Ribbons: The Smart View ribbon, equipped with commands for routine Smart View tasks and Oracle Hyperion Reporting and Analysis operations, is perpetually available.
• Smart View Panel: The Smart View Panel allows you to handle data source connections, access data and task lists, and generate reports.
• Ad Hoc Analysis: In Ad Hoc Analysis, you leverage the features of Oracle Smart View for Office in conjunction with Excel spreadsheets to extract and scrutinize data. This is done by choosing members, utilizing functions, and carrying out a range of operations, including formatting, to craft your reports.
• POV: The Point of View (POV) serves as the initial reference ad hoc grids and functions. By utilizing the POV Manager in Oracle Smart View for Office, you have the ability to modify the default POV for ad hoc grids (like Essbase), as well as the background POV for functions (applicable to all data sources).
• Private Connections: A drop-down menu that displays connections stored locally on your computer, along with a tree view of the contents from the currently chosen connection. Additionally, you have the option to input a URL for direct connection to a data source. However, UChicago utilizes shared connections, not private connections, as the standard way to connect to ERP, EPM and Planning
• Shared Connections: A drop-down menu that displays available connections from Oracle Hyperion Shared Services, along with a tree view that shows the contents of the connection currently in use. UChicago utilizes shared connections as the standard way to connect to ERP, EPM and Planning.
• All Levels: To retrieve data for all descendants of the selected members.
• Bottom Level: To retrieve data for the lowest level of members in a dimension.
• Keep Only and Remove Only: To keep only the currently selected members, select the member cells that you want to keep. Then, from the data source ribbon, click Keep Only. All other members in the dimension are removed. To remove all members except the currently selected member cells, select the cells that you want to remove. Then, from the data source ribbon, click Remove Only.
• Next Level: To retrieve data for the children of the selected members.
• Pivoting: Pivoting alters the layout of the data in the worksheet. It allows you to shift dimensions between rows and columns, as well as between the grid and the Point of View (POV).
• Zooming In and Out: Magnify members in the grid to reveal data related to their offspring and successors.
• Same Generation: To gather data for all members that belong to the same generation as the selected members.
• Same Level: To gather data for all members that are on the same level as the member selected.
• Sibling Level: To gather data for the counterparts of the chosen members.

Logging in to Smart View

1. Open the Excel file and select Smart View Ribbon
2. Select Options.

3. Select Advanced.
4. Enter the Shared Connection URL.

To access the link, copy the URL above.

5. Select OK.

6. Select Panel.
7. Select Shared Connections.

8. UChicago users access the application by selecting Company Single Sign On.   

9. Select Oracle Essbase from the dropdown.
10. Select UChicago and then select db (Database).  
11. Select Connect.

12. Select Ad Hoc Analysis.

Data Options

1. From the Smart View tab, select Options
2. Select the Data Options.
3. Uncheck No Data/Missing, Zero, and Repeated Members.
4. Change the #No Data/Missing Label and #NoAccessl Lable from #NoAccess to #NumericZero and #Invalid/Meaningless should remain #Invalid.
5. Select the drop-down arrow beside the OK and select the Save as Default Options.     

Member Options

1. From the Smart View tab, select Options
2. Select Member Options.
3. Change Member Name Display to Member Name or Alias.
4. Select the drop-down arrow beside the OK and select the Save as Default Options.     

If you would like to change how this information is displayed, select Essbase and select Change Alias, then select Change Alias and select a display option that fits your needs.

Once a connection has been made you need to change your default options.  Navigate to the Smart View ribbon.

1. Return to the Essbase ribbon.
2. Select Entity and then select Member Selection.
3. In the Member Selection pop-up, select Entity UChicago-Current.
4. Note: You can select information that is more specific to your needs.  The UChicago Current selection captures all the details in that filter.
5. Select the Right Arrow to make the selection. You can use the Left Arrow to change your selection.
6. Select OK.

Note: It is recommended to only have one member selection listed at a time.  If there are multiple list – select the member selection you wish to remove and select the left arrow.

7. Repeat steps 2-6 to select the entire Chart of Account members, is recommended to select the UChicago Current option for each COA segment, you may be more specific if your query requires more specificity. In addition, select the following:
   1. Scenario – Actuals
   2. Balance Amount – select the balance amount that best fits your needs
   3. Note: Financial activity must occur for the period you selected to show any results.
   4. Amount Type – select the amount type that best fits your needs.
   5. Currency Type – Total
   6. Currency – USD
   7. Ledger – UChicago US
   8. Accounting Period – Select the year and date to which you are searching
   9. Note: the date range is based on Fiscal Year (i.e. selecting 2025 will show account periods July 2024 through June 2025)
8. Select Refresh

You have now completed the steps to setup the POV settings of Smart View

Now set up a Pivot to show a General Ledger Query. Depending on the query needed, take these steps with any POV settings.  Repeat steps 2-6 in Point of View (POV) Settings to further define your Query.

Pivot the POV to the Query Section

When using Pivot the POV will create a new column to the left of the Accounting Period. Users can add as many POV options as necessary for your query. Noting for each selection you make; the newest selection will be added to the left of the query.

To pivot, select the POV Section you would like to query and select Pivot. For example Select Account UChicago Current. This will bring the Account dimension down from the POV to the query section as a Row.        

 

 

 

Drill Down Query

To see more information for a specific query you can drill down to see more information.

To drill down double select the POV section added to the Query. The next level displayed will depend on your Smart View options. For example double-select Account UChicago – Account UChicago Current.

Members under Account UChicago-Current are displayed.

If you wish to change the way the information is displayed you can take the steps to update your Member Options in your Smart View settings.

Keep Only

To drill down to a certain segment of information, select the information you would like to view and then select Keep Only.  This will remove all other information and only show the segment of information you wish to see. For example, select A5000- Total Operating and Select Keep Only.

Remove Only

To remove a certain segment of information, select the information the needs to be removed and then select Remove Only.  This will remove this section and keep the remaining information in the query.