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Toapplyasortonreportdata
1. Clickthecell,column,roworchartelementcontainingthedatayouwant
tosort.
2. Clickthetoolbarbuttonforthesortyouwanttoapply.
Thedataappearsinorder,andthebuttonyouclickedremainspushed,
toshowthatthedatahasbeensorted.
Toinvertasort
1. Clickthedatayouhavealreadysorted
2. Clickoneofthesortbuttonsonthetoolbar.
Forexample,ifyouwanttoinvertanascendingsort,clickDescending
Sortbutton.
Toremoveasort
TheSortbuttonsworkastogglebuttonsturningsortsonandoff.Toremove
asort:
1. Clickthedatayouhavealreadysorted.
2. Clickthebuttonyouusedtoapplythesort.
Toapplyacustomsort
1. Clickthecell,column,roworchartelementwherethedatayouwantto
sortisdisplayed.
2. ClickCustomSortonthetoolbar.
TheCustomSortdialogboxopens.
3. Draganddropthevaluesinthelistintothedesiredorder.
4. Alternatively,usetheMoveUpandMoveDownbuttonstoplacethe
valuesinthedesiredorder.
5. Alternatively,chooseanoptionfromtheSortOptionlistbox:
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Default:SortsthevaluesintheordertheywereinwhentheCustom
Sortdialogboxappeared.Thisoptioncancelstheorderyouhave
specifiedbutdoesnotclosethedialogbox.
• Alphanumeric:Displaysvaluesinalphabeticalornumericalorder.
• Month:Displaysthemonthsoftheyearinchronological,not
alphabeticalorder.Onlyapplicableforavariablethatreturnsthe
monthsoftheyear.
• Day:Displaysthedaysoftheweekinchronological,notalphabetical
order.Onlyapplicableforavariablethatreturnsthedaysoftheweek.
6. ClickOKtoclosetheCustomSortdialogbox.
Note:
Youcannotusecustomsortsandalerters.Forexample,ifyousetupan
alertertohighlightmonthsgreaterthanMay,DesktopIntelligencewilluse
thealphabeticalsortorderinsteadofthechronologicalsortorder.
Tosortmonthscorrectly
Thisexampleshowsatablethathastwocustomsorts.Themonthshave
beensortedtodisplayinchronologicalorderandtheproductlineshavebeen
manuallysorted.
Bydefault,DesktopIntelligencesortsmonthsinalphabeticalorder.
Tosortmonthscorrectlyinchronologicalorder:
1. Clickinthecolumnorrowthatdisplaysthemonths.
2. ClickCustomSortontheSortstoolbar.
TheCustomSortdialogboxopens.
3. ChooseMonthfromtheSortOptionlistboxandclickOK.
DesktopIntelligencesortsthemonthscorrectly.
Note:
DesktopIntelligencesortsmonthsanddaysaccordingtotheRegional
SettingsmadeintheWindowsControlPanel.SeetheDesktopIntelligence
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User'sGuide:ReportTechniquesandFormattingformoreinformationon
checkingthesesettings.
Managingmultiplesorts
Youcanapplymorethanonesortonreportdataandspecifytheorderin
whichyouwanttoapplythesorts.Thefollowingexampleshowshowthis
canbeuseful.
Example:Sortcustomersbynationalityandthenbynameinalphabetical
order
Thistablesortsdatafirstbyapplyinganascendingsorttothecountry
columnandthenbyapplyingasecondaryascendingsorttothecustomer
column.
Todefinesortpriorityinareport
Youcanchangetheorderinwhichsortsareapplied.
1. Clickinsidetheblockormastercellcontainingsorteddata.
2. ClicktheSortsontheFormatmenu.
TheSortsdialogboxappears.Theprimarysortisfirstinthelist,followed
bythesecondarysort.
Ifyourreportcontainsatableora2-Dchart,thedialogboxcontainsone
tabonly.Ifyourreportcontainsacrosstaboramatrixchart,thedialog
boxhasbothtabs,AcrossEdgeandDownEdge.TheDownEdgetab
displaysthesortsappliedtocolumns.TheAcrossEdgetabdisplaysthe
sortsappliedtorowsorontheZ-axisofthechart.
3. Clickthetabyouwanttoworkin,thenclickthesortthatyouwantto
prioritize.
4. ClickMoveUptogivethesorthigherpriority,orMoveDowntogiveit
lowerpriority.
Thesorticonmovesupordownoneplaceinthelistofsorts.
5. ClickOKorApply.
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Thesortpriorityyoudefinedisappliedtothereport.
Toaddsortsfromthesortsdialogbox
Youcanadd,removeandre-organizesortsintheSortsdialogbox.
1. Clickinsideablockoramastercell,thenclicktheSortscommandonthe
Formatmenu.
2. Clickthetabyouwanttoworkin.
3. ClickAdd.
4. ChoosethevariabletosortandclickOK.
ThenewsortappearsintheCurrentSortsbox.
5. SetthesortoptionsyouwanttoapplyandclickOK.
Toremoveasort
• ClicktheSortintheCurrentsortslistandclickRemove.
Usingrankingtoviewthetopandbottom
values
Youmightwanttoshowjusttheextremerangesofyourdata,forexample
yourtoptencustomers.
Rankingenablesyoutolookatthelargestandsmallestnumbersinareport.
Likefiltering,ithidesthedatayoudonotwanttodisplay.DesktopIntelligence
doesnotdeletethedatafromthereport;youcanviewitagainwhenever
youlikebyremovingtheranking.
Rankingalsosortsthedataindescendingorder.Thus,thelargestvalueof
therankingisalwaysatthetopoftherankedcolumnandthesmallestvalue
atthebottom.
Youcanrankdataintables,crosstabsormastercellsinmaster/detailreports.
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Example: Displaythethreetop-sellingproductlinesonly
Intheexamplebelow,thetableshowssalesrevenuefortheproductlines
intheefashionretailchain.Thetableontheleftshowsrevenueforall
productlines.Inthetableontheright,theproductlinescolumnshowsonly
thetopthree-sellinglines.
Toapplyarankingonreportdata
1. Clicktoselectthedatayouwanttorank.Forexample,ifyouwanttorank
thedataforcustomers,clickthecolumnwherethisdataappears.
2. ClickApplyRankingontheReporttoolbar,orclickRankingonthe
Formatmenu.
3. TheSelectTop/Bottomdialogboxappears.Itdisplaystheoptionsyou
canselectfortheranking.
• Toselectthelargestnvalues,clickTopandselectthevalueofn.
(DesktopIntelligenceselects3bydefualtwhenyouclickTop.)
• Toselectthesmallestnvalues,clickBottomandselectthevalueof
n.(DesktopIntelligenceselects3bydefaultwhenyouclickBottom.)
• Toselectthetopn%ofvalues,clickTop,clickInpercentageoftotal
numberofvalues,thenselectthevalueofn.
• Toselectthebottomn%ofvalues,clickBottom,clickInpercentage
oftotalnumberofvalues,thenselectthevalueofn.
• Todisplaysubtotalsrelatingtothevaluesthatappearinthereport
andthevaluesthatareomittedfromthereport,clickDisplay
subtotals.
• Todisplaypercentagesrelatingtothevaluesthatappearinthereport
andthevaluesthatareomittedfromthereport,clickDisplay
percentages.
• Toselectthemeasureonwhichtherankingisbased,choosethe
measureinthebasedoncombobox.
4. Clicktherankingvaluesyouwanttodisplayinyourreport,thenclickOK
orApply.
Thereportdisplaysrankeddataforthevaluesyouselectedonly.TheApply
Rankingbuttononthetoolbarisdimmed.
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Displayingsubtotals
WhenyouclickDisplaysubtotalsDesktopIntelligenceaddsthefollowing
calculationstothereport:
• thesumofalltherowsincludedinthereportbytheranking
• thesumofalltherowsexcludedfromthereportbytheranking
• theoverallsumofalltherowsinthesetwocategories
Displayingpercentages
WhenyouclickDisplayPercentagesDesktopIntelligenceaddsthefollowing
calculationstothereport:
• eachincludedrowexpressedasapercentageofallincludedrows(a)
• thetotalnumberofincludedrowsexpressedasapercentageofallrows
(includedandexcluded)(b)
• thetotalnumberofexcludedrowsexpressedasapercentageofallrows
(c)
• thetotalnumberofincludedandexcludedrowsexpressedasa
percentage(whichisalways100%)(d).
)
Rankinginmaster/detailreports
Inmaster/detailreports,subtotalsandpercentagescanonlybeshownfor
cellsselectedforrankingthatareinthetable.Mastercellsthathaveranking
appliedwillnotdisplaysubtotalsandpercentages.
Inmaster/detailreports,dataisrankedforeachsection.
Rankingandbreaks
Inatableorcrosstabinwhichbreakshavebeeninserted,dataisranked
separatelyforeachbreaklevel.
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Note:
Ifyouhavecreatedalocalvariableusingvaluesfromdifferentdataproviders,
youwillnotbeabletorankdatabasedonthisvariable.Thevariablewillnot
bedisplayedinthelistintheRankingdialogbox.
Showsalesrevenuefortopthreemonths,comparewithoverallrevenue
Thisreportdisplaysthetopthreerevenue-makingmonths.Itshowsthe
combinedrevenueforSeptember,JanuaryandMarch(Sum)andthetotal
revenuefortheotherninemonthsoftheyear(SumOther).
Tip:
Toremovetheranking,clickinsidetherankeddata,thenclickApplyRanking.
Toeditanexistingranking
Onceyouhavedefinedarankingbyspecifyingtherankingvaluesyouwant
todisplay,youcanedititbyselectingdifferentrankingvalues.Forexample,
ifyouhaveappliedarankingthatenablesyoutoviewthetopandbottom3
rankingofrevenueforcustomers,youcanedittherankingtoshowthetop
10instead.
1. Clickinsidethedatawheretherankingwasapplied.
2. ClickRankingontheFormatmenu.
TheSelectTop/Bottomdialogboxappears,withthecurrentranking
optionsselected.
3. Altertherankingsettingsasdesired,thenclickOK(orApply).Whenyou
exitfromtheDialogbox,thevalueswiththenewrankingcriteriaare
displayed.
Toremovearanking
Whenyouremovearanking,allthedatathatitexcludedre-appearsinthe
report.Forexample,ifyouappliedarankingthatdisplaysthetop10
customersbyrevenue,thenyouremovethatranking,thereportdisplaysthe
revenueforallcustomers.
1. Clickinsidethedataonwhichyouappliedtheranking.
2. ClickthedimmedApplyRankingbuttonontheReporttoolbar
Alternatively,clickRankingontheFormatmenu.
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3. RemovetheTopandBottomcheckmarks,thenclickOKorApply.
Managingrankingwithfiltersandsorts
Torankdatainareport,youmustremoveanysortsorfilterscurrentlyapplied
tothatdata.Ifanysortsorfiltersexistwhenyoutrytoapplyaranking,
DesktopIntelligencedisplaysthefollowingmessage:Asortorafilterhas
alreadybeenappliedtotheselection.Doyouwanttooverwriteit?
ClickYestoremovetheexistingsortorfilter.
Hidingcolumnsandrowsofdata
Youcanhidecolumnsorrowsofdatasothatthedataisnotdisplayedin
yourtablebutstillremainsinthereport.
Tohidecolumnsandrowsofdata
1. Right-clickinsidethetableorcrosstab.
2. ClickTableorCrosstabontheFormatmenu.
3. ClickthePivottabinthedialogboxthatappears.
Tohidedata
1. IntheUsedVariablesbox,clickthevariableyouwanttohide.
toselectmorethanonevariableatthesametime,holddowntheCtrlkey
whileclickingthevariables.
2. ClickHide.
HiddenvariablesaregrayedintheUsedVariablesbox.
Notethatwhenyouhideadimension,DesktopIntelligencedoesnot
recalculatemeasures.Hidingadimensionisnotthesameasremovingit
fromareport.
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Hidingcolumnsandrowsofdata
Toshowdata
1. ClickapreviouslyhiddenvariableintheUsedVariableslist.
2. ClickShow.
Highlightingdata
YoucanhighlightdatainaDesktopIntelligencereportusingalerters.Alerters
usespecialformattingtomakedatathatfitscertainconditionsstandoutfrom
therestofthedata.Thishelpsdrawattentiontotrendsandexceptionsin
reportdata.
Example:Whichsalesrepresentativesgeneraterevenueover$500000
Youwanttoidentifyexcellentsalespeoplewhogeneraterevenueover$500
000,andpoorsalespeoplewhogeneraterevenuebelow$50000.
Youdefineaconditionforyourgoodsalespeople:"Revenue>=500000"
anddefineaformatthatwillbeappliedforvaluesthatfitthiscondition:
"Goodjob!"ingreen.
Youthendefineaconditionforyournot-so-goodsalespeople:"Revenue
<=50000".anddefineaformatthatwillbeappliedforvaluesthatfitthis
condition:"Workharder!"inred.
YouinsertanextracolumnafterrevenueandnameitPerformance.You
thenapplythealertertotheperformancecolumn.
Note:
Youcannotusealertersoncharts.
Tocreateanalerter
Thereare4stepsinvolvedincreatinganalerter:
1. Selectthedatayouwanttouse.
2. Nameanddescribethealerter.
3. Definetherangeofvalues.
4. Definehowthealerterwillbedisplayedinthecell.
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Highlightingdata
Onceyouhavecreatedanalerteryoucanapplyit,hideitordisplayit.
Toselectthedatawhencreatinganalerter
1. Inareport,clickacell,roworcolumnofdata.
2. ClickAlertersontheFormatmenu.
3. IntheAlertersdialogboxthatappears,clickAdd.
Tonameanddescribethealerterwhenitiscreated
1. IntheNameboxintheDefinitiontab,typeanameforthealerter.
2. IntheDescriptionbox,typeahelptextonthealertertoremindyouand
otherswhattheAlerterissettohighlight.
3. ClicktheConditionstab.
Tosettheconditionswhencreatinganalerter
1. ChooseavariablefromtheVariabletoComparelistbox.
2. ChooseanoperatorfromtheOperator1listbox.
• Typeavalue(number,characterordate),or
• ClickthedownarrowbuttontotherightoftheValue1box,thenclick
VariablesorListofValues.Selectavariableoravalue.
3. Ifoperator1requirestheuseofasecondoperator,clicktheoperatorto
useintheOperator2box.
4. ClickinsidetheValue2boxandrepeatstep2.
Tosettheformattingwhencreatinganalerter
Youcanspecifydifferentformatsforeachrange,usingfonts,colorsand
borders,forexample.Oryoucanenteratextorselectavariablethatwill
maskthedatathatsatisfiestheconditionsyouset.
1. ClickthearrownexttotheCellContentbox.
Ashortcutmenuappears.
2. Tohavethealerterdisplaytext,clickText.
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Highlightingdata
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