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Accessing Data and Data Analysis

489

Function equivalents in Microsoft Excel

Date function equivalents

Pos

Instr

Match

If StrComp(Value, MatchPattern, vbTextCompare)

Then True Else False End If

Lower

StrConv(String, vbLowerCase)

Length

Len

LeftTrim

LTrim

Left

InitCap

FormatNumber

FormatDateF

Format

Fill

Concatenation

Char

Chr

Asc

BusinessObjects

Excel equivalent

BusinessObjects

Excel equivalent

Year

Week

DatePart(ww,InputDate)

ToDate

Format(InputDate,date_format)

RelativeDate

DateAdd(d,numberofdays,InputDate)

Quarter

DatePart(q,InputDate)

MonthNumberofYear

Month(InputDate)

Month

MonthName(Month(InputDate))

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Accessing Data and Data Analysis

Formulas, Local Variables and Functions

More examples of using formulas

There are examples of using functions and writing formulas throughout this

chapter and throughout this user’s guide. This section has several additional

examples on using the BusinessObjects formula editor and BusinessObjects

functions to set up personal calculations.

EXAMPLE

Calculating a 3-week rolling average

Using a rolling average smooths out the fluctuations of a measure variable that

fluctuates over time, for example stock prices, which change daily. A rolling

average is obtained by calculating the average of the current value and the

specified number of previous values. In BusinessObjects, you use the Previous()

function to set up a rolling average.

This example shows you how to create the variable to calculate a three-week

rolling average for sales revenue.

1. Right-click on any variable in the Report Manager Data tab and click New

Variable on the shortcut menu.

The Variable Editor appears.

2. Click the Definition tab.

3. In the Name box, type “3 weeks rolling”.

4. Under Qualification, choose Measure.

5. Click the Formula tab.

6. In the Formulas box, type the formula:

=(<Sales revenue>+Previous(<Sales

revenue>)+Previous(Previous(<Sales revenue>)))/3.

This formula adds the sales revenue for the current week to the sales revenue for

the two previous weeks and then divides the total by three to obtain an average

for those three weeks. To create this formula, we use the BusinessObjects

Previous() function.

7. Click OK.

The new variable is added to the list in the Report Manager Data tab and you

can use it in the tables and charts in your report.

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Accessing Data and Data Analysis

491

More examples of using formulas

X Combining data in a single cell

You frequently need to combine different pieces of data returned by data

providers in a single cell of a report. For example, first and last names are

typically stored as separate pieces of data in the database but you often need to

display a person’s whole name in a single cell of a report.

There are two ways of combining pieces of data or combining text and data in a

single cell in BusinessObjects. You can either use the Concatenation() function

or the & operator.

The examples below describe how to use both methods to combine character-

type data, and how to combine numbers and dates with text or with other pieces

of data.

EXAMPLE

Combining first and last names in a single cell

The BusinessObjects Concatenation() function allows you to combine two

character strings. The character string may be a piece of text or a character-type

variable. The syntax for this function is:

Concatenation(character string, character string)

To display a person’s first and last name in a single cell, the following syntax:

=Concatenation(<First Name>,<Last Name>)

will give the following result: JohnGardner

You would typically wish to have a space between the first and last name. To do

this, you need to use the following syntax:

=Concatenation(<First Name> ,(Concatenation(" " ,<Last Name>)))

You can also use the concatenation operator (&) to concatenate strings. If you

are combining several character strings and want to add spaces, using the &

operator is a simpler solution than using the Concatenation() function. The syntax

to achieve the same result as shown above using the & operator is:

=<First Name>&" "&<Last Name>

Notice that the space you typed is surrounded by quote marks.

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492

Accessing Data and Data Analysis

Formulas, Local Variables and Functions

EXAMPLE

Combining text and data in a single cell

You can use the same syntax as in the example above to add a comment to data

in a table cell or a master cell. The table below shows sales figures for Austin for

Q1 2001, but quarter is not displayed in the table. By editing the master cell

contents, you can add a more explanatory title for each section in the report as

shown below:

To obtain the result illustrated above, the formula:

=’Sales for Q1 in ‘&<City>

will give you the following result:

Sales for Q1 in Austin

Notice that text is surrounded by quote marks and that we typed a space at the

end of the text and before the final quote marks to add a space between the text

and the name of the city.

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Accessing Data and Data Analysis

493

More examples of using formulas

If you want to place a filter on the City section after combining text and data in the

master cell, you’ll notice that the Insert Filter button on the Standard toolbar is

unavailable. To insert a filter:

1. Select the master cell.

2. Click Filters on the Format menu.

The Filters dialog box appears.

3. Click Add.

The Variables to Filter dialog box appears.

4. Select City and click OK to return to the Filters dialog box.

In the Values box, select the cities you want to filter and click OK.

EXAMPLE

Combining text and numbers in a single cell

The Concatenation() function and & operator allow you to combine character-

type data only. If you want to combine text or character-type data with numbers

you must first convert the number into a character string. Otherwise,

BusinessObjects displays the error message 'Incompatible data type'. You can

convert a number to a character string using the FormatNumber() function.

To obtain the result illustrated above, the formula:

="Revenue for week: "&FormatNumber(<Week> ,"0")

will give you the following result:

Revenue for week: 1

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494

Accessing Data and Data Analysis

Formulas, Local Variables and Functions

EXAMPLE

Combining text and dates in a single cell

In the same way, if you want to combine text with dates using the & operator or

the Concatenation() function, you must first convert the date into a character

string. Otherwise, BusinessObjects displays the error message 'Incompatible

data type'. You can convert a date into a character string using the FormatDate()

function.

To obtain the result illustrated above, the formula:

="Invoice date: "&FormatDate(<Date>, "dd/mm/yyyy")

will give you the following result

Invoice date: 01/01/1998

EXAMPLE

Comparing yearly margin growth using the Where function

A common requirement in business is to compare data from different dates or

periods so you can evaluate how key indicators such as revenue and margin

have progressed. The BusinessObjects Where function allows you to identify

data with the values of another variable so that you can compare related data.

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Accessing Data and Data Analysis

495

More examples of using formulas

In the example below, you want to compare yearly margin. Your BusinessObjects

document contains the variables for year, margin and city. Using this data, you

can write a BusinessObjects formula to assign margin to a specific year and then

calculate margin growth from one year to the next.

To do this:

1. Right-click on any variable in the list of variables in the Report Manager Data

tab and click New Variable on the shortcut menu.

The Variable Editor appears.

2. Click the Definition tab.

3. In the Name box, type 2001 Margin.

4. In the Qualification section, choose Measure.

5. Click the Formula tab.

6. In the Formulas box, type the formula:

=<Margin> Where (<Year>="2001")

This formula calculates the margin for the year 2001 only. Note that we use the

BusinessObjects Where operator in the formula to specify the year.

7. Click OK.

BusinessObjects adds the new variable to the list in the Report Manager Data

tab.

8. Repeat the procedure above to create one variable called 2002 Margin and

one called 2003 Margin using the following syntax:

=<Margin> Where (<Year>="2002")

=<Margin> Where (<Year>="2003")

BusinessObjects adds the new variables to the list in the Report Manager Data

tab.

496

Accessing Data and Data Analysis

Formulas, Local Variables and Functions

You could have simply created a formula to calculate the margin for each year.

The advantage of creating a variable is that you can then re-use it more easily in

other formulas. For example, you can now easily calculate the percent increase

in margin between the 2001 and 2002 using the variables you have just created

and display the increase in a new column in the table. The formula for the 2001-

2002 growth is as follows:

=FormatNumber((((<2002 Margin> - <2001 Margin>)/<2001 Margin>)

* 100) ,"0.0")&"%"

and the formula for 2002-2003 growth is:

=FormatNumber((((<2003 Margin> - <2002 Margin>)/<2002 Margin>)

* 100) ,"0.0")&"%"

EXAMPLE

Using function output as input to another function

You can use the output of a function as the input to another function. In this way

you can combine functions to create complex formulas. For example, the

UniverseName() function returns a string containing the name of a universe on

which a data provider is based. You use this function by supplying the the name

of the data provider as a string argument, for example:

UniverseName(‘Sales’).

The problem with hard-coding a data provider name in this way is that, if the data

provider name is changed, the function will no longer work.

You solve this by using the output of the DataProvider() function as input to the

UniverseName() function. DataProvider() takes a variable as input, so

DataProvider(<Sale Date>)

returns the name of the data provider of the Sale Date variable. As a result, the

formula

UniverseName(DataProvider(<Sale Date>))

always returns the universe name, even if the data provider name is changed.

EXAMPLE

Determining the first and last days of the previous month

It is commmon to run reports against the last complete month’s data. In order to

do this you need to determine the first and last days of the previous month. You

do this by creating variables that return these dates and then using these

variables in your report. These variables combine numerous functions and use

function output as the input to other functions.

Accessing Data and Data Analysis

497

More examples of using formulas

First, create a variable that returns the date of the first day in the previous month

as a string in the form “YYYYMMDD” (for example “20020601”).

To do this:

1. Click Variables on the Data menu.

The Variables dialog box appears.

2. Click Add.

The Variable Editor appears.

3. Type “FirstDayOfPrevMonthAsString” in the Name box.

4. Click the Formula tab.

5. Type the formula

FormatNumber(Year(CurrentDate()),"0000")&

FormatNumber(MonthNumberOfYear(CurrentDate()) - 1 ,"00")&"01"

6. Click OK to close the Variable Editor.

7. Click OK to close the Variables dialog box.

This formula shows how you can combine multiple functions, using the output of

functions as the input to other functions to create complex formulas. The table

below breaks down the formula.

The formula you typed takes the last two functions in the table, concatenates

them (using the ‘&’ operator) and concantenates “01” ‘ to the end (for the first day

of the month) to give a string in the form “YYYYMMDD” (for example

“20020601”).

Function

Returns

CurrentDate()

The current date

Year(CurrentDate())

The current date’s year

as an integer

MonthNumberOfYear(CurrentDate())

The current date’s month

as an integer

(Subtract 1 from this to

give the previous month

as an integer)

FormatNumber(Year(CurrentDate()),’0000’)

The current date’s year

as a string

FormatNumber(MonthNumberOfYear(

CurrentDate())-1),’00’)

The previous month

number as a string

498

Accessing Data and Data Analysis

Formulas, Local Variables and Functions

Next, create a variable that expresses this string as a date:

1. Click Variables on the Data menu.

The Variables dialog box appears.

2. Click Add.

The Variable Editor appears.

3. Type “FirstDayOfPrevMonthAsDate” in the Name box.

4. Click the Formula tab.

5. Type the formula

ToDate(<FirstDayOfPrevMonthAsString>),’yyyymmdd’)

in the Formula box.

6. Click OK to close the Variable Editor.

7. Click OK to close the Variables dialog box.

Note how you greatly simplified this formula by creating the

FirstDayOfPrevMonthAsString variable beforehand. Without this variable you

would have to type the formula it contains in full, making the formula of the

FirstDayOfPrevMonthAsDate variable much more complex and difficult to follow.

Finally, create a variable that returns the last day of the previous month as a date.

You use the FirstDayOfPrevMonthAsDate variable that you have already created

in this formula.

To do this:

1. Click Variables on the Data menu.

The Variables dialog box appears.

2. Click Add.

The Variable Editor appears.

3. Type “LastDayOfPrevMonthAsDate” in the Name box.

4. Click the Formula tab.

5. Type the formula

LastDayOfMonth(<FirstDayOfPrevMonthAsDate>)

in the Formula box.

6. Click OK to close the Variable Editor.

7. Click OK to close the Variables dialog box.

You can now use the FirstDayOfPrevMonthAsDate and

LastDateOfPrevMonthAsDate variables in your report.

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