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Analyzing and manipulating data

Analyzing and manipulating data
Maximizing your document or dashboard: Full screen mode
   - Executing reports in Full Screen Mode
   - Executing all documents in Full Screen mode
Moving objects on a report
   - Showing and hiding pivot buttons
Adding objects to a report
   - Adding objects from the Report Objects list
   - Adding objects from the All Objects list
Renaming objects on a report
Removing objects from a report
Displaying and pivoting attribute forms
Displaying outline results: Outline mode
Viewing specific rows and columns: Filtering on Selections
Using the Crosstab toolbar
Swapping a report's rows and columns
Creating a metric based on other metrics on the report: Derived metrics
   - Formula guidelines for derived metrics
Creating a shortcut metric on a report
   - Creating a percent-to-total shortcut metric
   - Creating a transformation shortcut metric
   - Creating a rank shortcut metric

Analyzing and manipulating data
You can analyze and manipulate the data within a report in several ways after you execute it.

For example, you can do the following:

You can also perform the following tasks, which are explained in other topics in the online help.

Maximizing your report: Full Screen Mode
When analyzing a report, you may want to view as much of the report at one time as possible, to more easily analyze the data within it. You can enable Full Screen mode while viewing any report to maximize how much of the report you see at one time on the screen.

When you enable Full Screen mode while viewing a report, all of the menus, toolbars, and panels are hidden from view except the Standard toolbar. The Standard toolbar allows you to quickly switch viewing modes, save, print, export, deliver the report, and more. The Page-by field is displayed as well, so you can still select from the different sets of data in your report.

To enable Full Screen Mode in a report:

  1. Run a report in your preferred view (Grid, Graph, or Grid and Graph).
  2. From the View menu, select Full Screen Mode.
    OR
    From the Standard toolbar, select the Full Screen Mode icon .
    OR
    Press F12.

Note: To further maximize your view of the report, enable Full Screen mode in your browser. For example, you can press F11 to enable Full Screen mode in Internet Explorer.

All of the menus, toolbars, and panels, are removed from the screen, except the Standard toolbar.

To switch from Full Screen Mode back to the normal screen mode in a report:

In a report currently displayed in Full Screen Mode, select the Restore Normal Screen Mode icon from the Standard toolbar.
OR
Press F12.

The menus, toolbars, and panels are displayed again.

Executing reports in Full Screen mode
You can ensure that when a report is executed, it opens in Full Screen mode by default. You can also ensure that all reports in your project open in Full Screen mode when they are executed.

To ensure that a report opens in Full Screen mode:

  1. View a report in your preferred view mode (Grid, Graph, or Grid and Graph).
  2. From the Format menu, select Report Options. The Report Options dialog box/panel is displayed.
  3. Select the Always open this report in full screen mode check box.
  4. Click OK to apply the changes and close the dialog box/panel. The next time the report is executed, it will automatically open in Full Screen Mode.

Executing all documents in Full Screen mode
You can set your user preferences to control whether all documents execute in full screen mode by default. There are three possible options:

  • To ensure that documents are executed in full screen mode only if the document's full screen mode setting is enabled, use the Read from document setting. Within documents, this setting is the Always open this document in full screen mode check box in the Document Properties dialog box/panel.
  • To ensure that all documents in the current project are executed in full screen mode by default, use the Open every document in full screen mode setting.
  • To ensure that no documents in the current project are executed in full screen mode, use the Don't open any document in full screen mode setting.
    Note: If you select this setting and open a document with the document-level setting Always open this document in full screen mode enabled, the document will not open in full screen mode.
    The project-level setting Don't open any document in full screen mode overrides the document-level setting Always open this document in full screen mode.

To determine whether all documents in a project are executed in full screen mode:

  1. Click the Preferences link at the top right of the screen. The User Preferences page is displayed.
  2. From the left, select General.
  3. In the Output Formats area at the bottom, select the appropriate option in the Full Screen Mode Behaviour for Documents drop-down list.
  4. Click Apply at the bottom to confirm the changes.

Moving objects on a report
You can move an object (metric, attribute, consolidation, or custom group) on a report to change the report's layout. This is sometimes called data pivoting. Depending on whether DHTML is turned on or off, there are several ways to do this. These are described below:

To move objects on a report:

  1. If DHTML is on, choose one of the following:
    • Right-click the object's header, select Move, then select the option desired.
    • Click the object's header and drag it to the new location on the report or to the Page-by area above the report. The positions where it can be dropped are highlighted while you drag it.
    • If the pivot buttons are displayed, click the button representing the direction in which you wish to move the object. These buttons are explained below.
  2. If DHTML is disabled: The pivot buttons must be displayed. Click the button representing the direction in which you wish to move the object.
Showing and hiding pivot buttons
If DHTML is disabled, you can only move objects on a report using the pivot buttons that appear in the report's column and row headers.

To show and hide pivot buttons on a report:

From the View menu, select Pivot buttons.

  • If DHTML is disabled: From the View drop-down list, select Pivot buttons, then click the Go icon next to the drop-down list.

The pivot buttons are displayed on the report and, in the View menu, the Show Pivot buttons option is displayed with a check mark next to it, indicating that it is selected. To hide the pivot buttons, repeat the step you used to show them.

Use the following pivot buttons to move objects on a report:

  • Move to the left
  • Move to the right
  • Move to columns
  • Move up
  • Move down
  • Move to rows
  • Page-by this field , which moves the object to the Page-by axis.
  • Move to columns (down) : moves the object out of the Page-by axis and into the columns of the report.

Adding objects to a report
In Design mode, use the Object Browser panel on the left of the report to add objects to the report. The Object Browser panel has two tabs from which you can select objects to place on the report: Report Objects and All Objects.

To add objects to a report template in Design mode:

  1. Navigate to the desired object using the drop-down list. You can search for specific objects by using the Find field in the Object Browser.
  2. Add the selected object to the report template by doing one of the following:
    • Drag the object to the desired location in the grid and drop it.
    • Double-click the object to add it to the report.
    • Right-click the object and select Add to Grid, then move it to the desired location.
      • If DHTML is disabled, select the object from the Object Browser and click the Add > button.
  3. Use the pivot and delete buttons to manipulate objects on the report template.

Note: In Design Mode, you can also choose which attribute forms are displayed on the report. From the Report Objects panel, right-click any attribute form and select the attribute forms you want to appear on the report.

To add objects to a report template in Grid or Grid and Graph View

In Grid mode, access the Object Browser using the following instructions and follow the procedure above.

  1. From the Data menu, select Add Report Objects.
    • If DHTML is disabled: From the Data drop-down list, select Add Report Objects and click the Go icon next to the drop-down list.

OR

Click the Object Browser icon  on the Panels toolbar.

  1. If necessary, use the pivot and delete buttons to manipulate objects on the report template.

Note: You may not have the necessary privileges to use the Object Browser. For more information, contact your administrator.

Adding objects from the Report Objects list
The Report Objects tab on the Object Browser panel displays a list of all objects that are included in the report definition and to which you have access.

Prerequisites

You must have MicroStrategy OLAP Services to create derived metrics. If you would like to evaluate OLAP Services, contact your MicroStrategy Account Executive or e-mail MicroStrategy directly at info@microstrategy.com.

The objects that appear in the Report Objects list may or may not all currently appear on the report, as explained below:

  • Objects that are displayed in gray are being used on the report.
  • Objects that are displayed in black are not currently being used on the report.

To add an object displayed in the Report Objects tab to the report:

  1. Do one of the following:
    • Drag the object to the desired location in the grid and drop it. Double-click the object to add it to the report.
    • Right-click the object and select Add to Grid, then move it to the desired location.
      • If DHTML is disabled: Select the object from the Report Objects list and click the Add > button.
  2. If necessary, use the pivot and delete buttons to manipulate objects on the report template.

Note: In Design Mode, you can also choose which attribute forms are displayed on the report. From the Report Objects panel, right-click any attribute form and select the attribute forms you want to appear on the report.

Adding objects from the All Objects list
The All Objects tab on the Object Browser panel displays a list of all folders and objects in the project to which you have access.

Prerequisites

You must have the necessary report designer privileges to see the All Objects tab on the Object Browser. For more information, contact your administrator.

You see the following in the All Objects list, depending on whether or not DHTML is enabled.

  • If DHTML is enabled, both folders and objects are displayed together. Click a folder to see the folders and objects in it and to find the object you wish to add to the report.
  • If DHTML is disabled, there are two separate lists: one for folders and one for objects. To open a folder, select it and click the Open button.

Notes:

  • In the Object Browser, shortcuts to the My Personal Objects, Attributes, Metrics, and Hierarchies folders are available. Click a folder's shortcut link to access that folder.
  • You can also add a column containing a calculation between two metrics on the report. For more information, see Create a new metric on a report.

To add an object displayed in the All Objects tab to the report:

  1. Do one of the following:
    • Drag the object to the desired location in the grid and drop it. Double-click the object to add it to the report.
    • Right-click the object and select Add to Grid, then move it to the desired location.
      • If DHTML is disabled: select the object and click the Add > button.
  2. If necessary, search for objects in the project by entering the name of the object in the Find text field. Then, press Enter or click the Find icon to run the search.

Renaming objects on a report
You can rename or give an alias to an object on a report. For example, you could rename "Employees" to "Associates."

Prerequisites

You must have the necessary privileges to rename objects. For more information, contact your administrator.

To rename objects on a report:

  1. On the grid, right-click the object to rename and select Rename. The Rename/Edit Objects dialog box opens.
    • If DTHML is disabled: From the Data drop-down list, select Rename/Edit Objects, then click the Go icon next to the drop-down list. The Rename/Edit Objects panel is displayed. From the drop-down list, select the object that you wish to rename and click the Go icon.
  2. In the Name field, type a new name for the object.
  3. Click the Apply button to apply your changes. Or, click the OK button to apply your changes and close the panel.

Removing objects from a report
There are several ways to remove an object (metric, attribute, consolidation, or custom group) from a report, depending on whether DHTML is turned enabled or disabled.

Prerequisites

If you do not have the OLAP Services product, you cannot remove an object from a report and leave it in the Report Objects list. In this case, when you try to remove an object, it is removed from both the Report Objects list and the grid, and then, the report is re-executed.

To remove objects from a report:

Do one of the following:

  • If DHTML is enabled, choose one of the following:
    • Right-click the object's header and select Remove from Grid. The object is removed from the grid, but remains in the Report Objects list.
      Note: You can remove objects of the same type from the Report Objects tab. To do so, hold CTRL and select objects of the same type (for example, all metrics). Then, right-click one of the objects and select the Remove from Grid option from the right-click menu.
    • If the pivot buttons are displayed, click the Remove from Grid icon next to the object to remove. The object is removed from the grid, but remains in the Report Objects list.
    • Click the object's header and drag it off of the report. The object is removed from the grid, but remains in the Report Objects list.
    • If viewing the objects in the Report Objects list, right-click the object to remove and select Remove from Report Objects. The object is removed from both the Report Objects list and the grid, then the report is re-executed.
      Note: You must have the OLAP Services product to view the Report Objects tab and you must have the necessary privileges to remove an object from the Report Objects tab.
    • You can also remove objects from a report in Design mode.
      Note: You may not have the necessary privileges to view a report in Design mode.


  • If DHTML is disabled, choose one of the following:
    • The pivot buttons must be displayed. Click the Remove from Grid icon to remove an object.
    • If viewing the objects in the Report Objects list, select the object within the Report Objects list and click Remove. The object is removed from both the Report Objects list and the grid, then the report is re-executed.
      Note: You may not have the necessary privileges to remove an object from the Report Objects tab.
    • You can also remove objects from a report in Design mode.
      Note: You may not have the necessary privileges to view a report in Design mode.

Displaying and pivoting attribute forms
You can choose to display and remove any attribute forms related to the attributes on your report. Attribute forms are identifiers or descriptors of an attribute. Just as an element is a distinct occurrence of an attribute, a form defines the attribute.

To show or hide attribute forms:

Click the Attribute Forms icon on the Grid toolbar.

To specify which attribute forms to display on the grid:

  1. View a report in Grid or Grid and Graph View. To do so, from the View menu, select either Grid or Grid and Graph.
  2. From the Data menu, select Attribute Forms. The Attribute Forms dialog box is displayed.
    • If DHTML is disabled: From the Data drop-down list, select Attribute Forms and click the Go icon. The Attribute Forms panel is displayed.
  3. From the Current Attribute drop-down list, select the attribute whose forms you want to display.
  4. Select the check boxes next to the attribute forms you want to display on the report. You can see what attribute forms are currently available for the given attribute in the Selected Forms area.
  5. To specify an order for the attribute forms, click the name of the attribute form to highlight it. Then, click the up or down arrow on the right. The selected attribute form is moved.
    • If DHTML is disabled: Click the option button in the Selected column for the attribute form to move. Then, click the up or down arrow on the right. The selected attribute form is moved.
  6. Click Apply to display the attribute forms you selected in the report.

Notes:

  • In Design Mode, you can also choose which attribute forms are displayed on a report. To do so, from the Report Objects panel, right-click any attribute form and select the attribute forms you want to appear in the report.
  • You can also pivot any attribute forms displayed on the grid the same way you pivot other report objects. To learn about data pivoting, see Move an object on a report.

Displaying outline results: Outline mode
Outline mode presents a different and more interactive way of viewing and printing data. You can expand and collapse sections of data to control what portion of the report to view. To view a report in outline mode, from the Format grid menu or drop-down list, choose Outline. For most reports, small plus sign icons appear to the left of each header in the left-most column. You can click these plus signs to expand the data for that header, and then click them again to re-collapse the data. The plus signs change to minus signs when clicked, and then change back to plus signs when clicked again.

Above the left-most column header you may also see numbered buttons--one for each outline level. To expand a specific level of the report and all levels above it (represented by buttons with lower numbers), click the button with the number for that level. For example, to expand all levels and show all details in the report, click the button with the highest number. To collapse all levels in the report except the top level and show only summary data in the report, click the button with the lowest number.

When you export a report that has Outline mode enabled, the report's outline look and feel is persisted in Excel. For example, this means that if you have the first two attributes expanded and the last one contracted in the report before you export, the same attributes are expanded and contracted in Excel. You can use the expand and contract buttons in Excel to reveal or conceal additional report information just as you would in Web.

Prerequisites

Outline mode is available only if DHTML is enabled. To enable DHTML, click Preferences on the Web menu at the top. From the Use Dynamic HTML drop-down list in the General preferences, select Determine Automatically. If you are using a browser that supports DHTML, DHTML optimization is enabled in MicroStrategy Web.

To enable outline mode
:

  1. From the Format menu, select Report Options. The Report Options dialog box opens.
    OR
    Click the Outline icon  on the Grid toolbar.
  2. Select the Outline check box.
  3. Click Apply at the bottom of the dialog box.

Viewing specific rows and columns: Filtering on Selections
You can use the Filter on Selections feature to set whether rows or columns of information should be kept on or removed from a report. For example, if a report has more rows of information than you wish to view, you can specify which ones to keep and which to discard.

To view specific rows and columns:

  1. From the Data menu, select Filter on Selections. The report appears with a check box for each column and row of information on the report.
    • If DHTML is disabled: From the Data drop-down list, select Filter on Selections, then click the Go icon next to the drop-down list.
  2. Select the check boxes for the rows and columns you wish to keep on the report. Elements with check boxes that are cleared are removed from the report.
  3. Click the Apply button in the Filter on Selections panel above the report. The report is displayed with only the elements you selected. Click OK if you want to apply the changes and close the panel.

Using the Crosstab toolbar
The Crosstab toolbar provides several options you can use to perform various report functions and customize the appearance of the report. The following options appear on the Crosstab toolbar:

Swapping a report's rows and columns
While in Grid mode, use the Swap Rows and Columns option to swap a report's rows and columns. To swap the rows and columns of a report, select the Swap Rows and Columns icon  in the Crosstab toolbar or, from the Data menu, select Swap Rows and Columns.

Creating a new metric on a report
You can add a metric or calculated column to a report based on metrics that are already on the report. These are called derived metrics.

Prerequisites

You must have MicroStrategy OLAP Services to create derived metrics. If you would like to evaluate OLAP Services, contact your MicroStrategy Account Executive or e-mail MicroStrategy directly at info@microstrategy.com.

To create a derived metric on a report:

  1. Display a report in any view mode. To do so, from the View menu, select Grid, Graph, Grid and Graph.
  2. From the Data menu, select Insert New Metric. The Insert New Metric dialog box is displayed.
    • If DHTML is disabled: From the Data drop-down list, select Insert New Metric, then click the Go icon next to the drop-down list. The Insert New Metric panel is displayed.

    OR
    Select the Insert New Metric icon from the Crosstab toolbar.

  3. In the Name field, type the name of the new metric, leaving the value "New metric" selected in the drop-down list.
  4. In the Definition field, type in the details of how the metric is calculated.
    Note: If DHTML is enabled, you can select a metric from the left pane and add it to the Definition field. See Formula guidelines below for information about how to specify definitions.
  5. Click the Apply button to insert the new metric on the report or click the OK button to create the new metric and close the Insert New Metric dialog box.

Formula guidelines for derived metrics
When creating derived metrics, adhere to the following guidelines:

  • When using another metric with spaces or special characters in its name, place the name within brackets [ ]. For example, "[$ Sales]".
  • You may use arithmetic operators and parentheses in the formula. For example, the formula for a derived metric called Profit may be: [$ Sales] - Cost

Creating a shortcut metric on a report
Shortcut metrics are available when you right-click on a metric column or metric column header. Shortcut metrics are a quick way to add new metrics to a report, based on the metrics in the report. They only apply to the report in which they are created; you cannot reuse them on another report.

Prerequisites

  • You must have MicroStrategy OLAP Services to create shortcut metrics. If you would like to evaluate OLAP Services, contact your MicroStrategy Account Executive or e-mail MicroStrategy directly at info@microstrategy.com.
  • Shortcut metrics are available only if DHTML is enabled in Web.

Shortcut metrics include the following:

  • Percent-to-total shortcut metrics, which display the percent in relation to a selected total of each item affected by the metric
  • Transformation shortcut metrics, which apply offset values, such as "four months ago," to the selected attribute
  • Rank shortcut metrics, which apply a ranking number to the metric values for a given attribute

Note: All of the shortcut metrics listed above are derived metrics, except for transformation shortcut metrics. Transformation shortcut metrics must be calculated in SQL and are therefore only available to users that have the privilege to manipulate objects within the Report Objects tab. Because the shortcut metrics must be calculated, the report is re-executed to display the new metric. Reports are not re-executed when other shortcut metrics are added.

Creating a percent-to-total shortcut metric
Percent-to-total shortcut metrics display the percent in relation to a selected total of each item affected by the metric. Use a percent-to-total shortcut metric to show cell-level values as percents of an accumulated row or column total. The metric can also total by page, for each value of the attribute, or the grand total. Shortcut metrics are a quick way to add new metrics based on the existing metrics of a report.

Prerequisites

  • You must have MicroStrategy OLAP Services to create shortcut metrics. If you would like to evaluate OLAP Services, contact your MicroStrategy Account Executive or e-mail MicroStrategy directly at info@microstrategy.com.
  • Shortcut metrics are available only if DHTML is enabled in Web.

The following conditions apply to percent-to-total shortcut metrics:

  • Row and column percent totals refer to the uppermost and extreme-left positions, respectively.
  • Page percent totals affect all attributes on a page.
  • Percent to All -> A1, where A1 is an attribute, indicates that the calculation is performed across all elements of that attribute. An example is percent to all stores.
  • If a report does not contain attributes at a given percent-to-total level, the level is unavailable for that report.
  • In some cases, two or more percent-to-total calculations at different logical levels yield the same result. For example, Percent-to-Page Total data can be the same as Percent-to-Grand Total data in a single-page report.
  • The level of a percent-to-total shortcut metric remains constant once the metric has been calculated; subsequent manipulation does not affect it.

To create a percent-to-total shortcut metric:

  1. Display a report in any view mode. To do so, from the View menu, select Grid, Graph, Grid and Graph.
  2. Right-click the column(s) or row(s) to see displayed as percents of a total.
  3. Select Insert Metric and point to Percent To Total. A menu opens with the following options. Select the portions of the report for which percent-to-total data is to be displayed.
    • Over Rows: displays values in each row of the report as percents of a row total.
    • Over Columns: displays values in each column as percents of a column total. Page Total: (applicable to reports to which the Page-by function has been applied) displays all values on a page as percents of that page's total.
    • Grand Total: displays all values in a report as percents of the grand total for that report.
    • Total for Each: displays all values pertaining to a given report component (an attribute, for example) as percents of the total accumulated for that component.

Creating a transformation shortcut metric
Transformation shortcut metrics apply offset values, such as "four months ago," to the selected attribute. The offset value is called a transformation.

Note: Transformations are schema objects and therefore only a project designer with schema object privileges can create them. For more information on transformations, see the MicroStrategy Project Design Guide.

Transformation shortcut metrics allow you to compare current values for a given metric against corresponding values for that metric across a time period. For example, if you add a Last Year transformation to a revenue metric, the new shortcut metric calculates last year's revenue. Shortcut metrics are a quick way to add metrics based on existing metrics to a report.

Prerequisites

  • You must have MicroStrategy OLAP Services to create shortcut metrics. If you would like to evaluate OLAP Services, contact your MicroStrategy Account Executive or e-mail MicroStrategy directly at info@microstrategy.com.
  • Shortcut metrics are available only if DHTML is enabled in Web.
  • Transformation shortcut metrics must be calculated in SQL and are therefore only available to users that have the privilege to manipulate objects within the Report Objects tab.

For each transformation metric, you can select what to calculate:

  • Normal shows unit figures for both the current values and the corresponding values for the interval selected.
  • Variance displays the difference between the current values and the corresponding values for the interval selected, for example, Revenue - (Last Year's (Revenue)).
  • Variance percentage calculates the difference, expressed as a percentage, between the current values and the corresponding ones for the interval selected, for example, Revenue - (Last Year's (Revenue))/(Last Year's (Revenue)).

To create a transformation shortcut metric:

  1. Display a report in any view mode. To do so, from the View menu, select Grid, Graph, Grid and Graph.
  2. Right-click the column(s) or row(s) to use to create a transformation metric.
  3. From the Data menu, select Insert Metric, then point Transformation.
  4. Select the transformation interval in which the selected column or row is to be displayed. Select one of the following formats for the transformation data:
    • Normal: shows unit figures for both the current values and corresponding ones for the interval selected.
    • Variance: shows the difference between current values and corresponding ones for the interval selected.
    • Variance Percentage: shows the difference, expressed as a percentage, between current values and corresponding ones for the interval selected.

Creating a rank shortcut metric
Rank shortcut metrics apply a ranking number to the metric values for a given attribute. When selected, this shortcut metric provides break-by options for each attribute on the report. Shortcut metrics are a quick way to add metrics based on existing metrics to a report. Use the rank function to show the relative position of a given cell content in relation to other values for a report component.

Prerequisites

  • You must have MicroStrategy OLAP Services to create shortcut metrics. If you would like to evaluate OLAP Services, contact your MicroStrategy Account Executive or e-mail MicroStrategy directly at info@microstrategy.com.
  • Shortcut metrics are available only if DHTML is enabled in Web.

To create a rank shortcut metric:

  1. Display a report in any view mode. To do so, from the View menu, select Grid, Graph, Grid and Graph.
  2. Right-click the column(s) or row(s) to rank.
  3. From the Data menu, select Insert Metric, and then point to Rank.
  4. Select the break-by value from the list, and then select either Ascending or Descending.