The Data tab of a report allows you to view the raw data associated with the parameters that you have chosen. Like the Preview tab, you can select different values for the parameters of the report to change the displayed information. To utilize the features of the Data tab, perform the following:
This annotation assumes you know how to access a report. If you need to learn how to access a report, click here.
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Click on the Data tab of the report you selected.
Depending on the report selected, default parameters may result in a display of No Data Available.
- Make the appropriate changes to the parameters. If you need to learn how to adjust the parameters of a report, click here. Remember to Reload the report after making any changes.
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The display will look like an Excel spreadsheet and may require you to use the scroll bar at the bottom to view the rest of the columns.
Listed below are the way you can change the view of the data. Remember, after you make changes to the display, you can export them into the desired format. Making these changes does NOT permanently affect the report structure.
Reorganizing Columns
On the data display you can quickly re-organize the columns. To change the order of the columns, perform the following:
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Click and hold the column heading that you want to relocate, and drag it to a new location. You can move the column as many times as needed.
- If you need to reorganize a column that is not initially displayed, you will need to move it more than once while using the scroll bar to find the appropriate location.
Sorting and Filtering
Another feature available to the Data tab is the ability to sort each of the columns. Each column may contain entries that you want to group or cluster. All of the values in the report based on the parameters in each column, can be used to group the data. To perform a sort perform the following:
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Select the appropriate column header you want to sort. Hover over to the upper right corner until you see the small filter icon.
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Click the icon and the sort list will appear. Use your mouse pointer to select the appropriate filter value and the column will sort. You do NOT need to use the Reload function.
There are three other choices of filters that are not values of the column: Custom, Blanks and Non-Blanks.Custom allows you to make adjustments to values using boolean and equation operators. Selecting Custom will pop up a small window to enter the values. When you have finished, click the OK button. Blanks allows you to filter by empty values of a row. Non-blanks allow you to filter a row by non-empty values. Click here to see the Custom function.
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After the sort filter has been applied and the display has changed, the bottom of the display will reflect the filters are being used. You can delete and disable the filter. You also have the option to Edit Filter in the lower right corner of the display. If you want to edit the filter applied, click the Edit Filter button.
When accessing the Edit Filter function, a new window, Filter Builder, will be displayed allowing you to change the boolean operator, add more conditions, change the filter column, delete filters and enter values of rows. Click here to learn more about the Filter Builder function.
Grouping
You can also group your report data by column. The Data tab allows grouping and sub-grouping by dragging and dropping the column headers in the space above. The first column header you drag into the space will be the initial grouping. Any that are added afterward become sub-groupings. To group the Data headers, perform the following:
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Select the column header to group the data and drag into the area above.
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After you have dropped the column header into the space, you will immediately see that the data displayed has been grouped. To view the data, click on the plus sign icon next to the groupings.
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When you expand the group, the data will be displayed only for that grouping.
- You can add more groupings and they will sub-group the data that was chosen first. Repeat the steps above to create more groupings and view the data later.
- To remove any of the groupings, click and drag the column header back to the previous location. Each header must be moved to return the display back to its original state.