Category Archives: Dashboard

Using Slicers for Sheet Navigation

Slicers are normally used to change filter selections in a report, but a less well-known use is for report navigation, to allow users to jump to another location in the workbook.

Here I have a report with several sheets. I would like to hide all the tabs at the bottom upon publishing and just have a page navigation at the top of each sheet.

 To do this, I create a separate sheet containing the names of all the sheets that I want to be able to navigate between. Create an Excel slicer using this range that outputs the selected sheet to another cell.

I can now create an XL3Link that will link to whatever sheet is currently selected in the slicer. It uses an XL3Address that combines the outputted name with “!A1” as its link location argument.

=XL3Link(XL3Address(A8 & “!A1”), “Link”)

So now, changing the slicer and then clicking the link takes me to the selected sheet.

We would like the slicer to take us straight to the relevant sheet, without having to click the link after each selection. To achieve this, go back into editing the slicer and select ‘Activate XL3Link’, choosing the cell containing the link we just created.

Now, whenever the slicer is changed, the link is immediately activated and we are taken to the selected sheet.

I can copy this slicer into each sheet for easy navigation wherever I am in the workbook (right click on the slicer, select ‘Copy’ and then choose the location to copy to). Because each slicer outputs to the same cell, all the slicers stay in sync. I could of course also do this with a workbook slicer so it’s automatically present on each worksheet.

Eat, Sleep, Report, Repeat!

Repeaters are a visualisation feature introduced in v9.1.  They are effective when you want to repeat a formatted section of a report by one variable.  They can save so much time as you don’t have to go through the tedious, error-prone task of recreating the same section many times by copying and pasting manually.  Imagine the time you’d save setting the design up just once and have the repetition handled by XLCubed!

Here’s an example of a repeater:

Our repeater is based on an XLCubed grid, filtered by Geography, with a panel consisting of formulae with XLCubed In-Cell charts and PictureLinks.  Additionally, each panel is conditionally formatted, with the colouring based on ratio of 3-month and 12-month average sales.

The great thing about XLCubed Repeaters is that you can include any XLCubed or Excel content in them!

Let’s see how easy it is to design our repeater – click Visualise > Repeater on the XLCubed ribbon and in the Designer window define the hierarchy to be repeated by dragging it to the Repeater Setup area.  Similarly, you can also set up any additional filters.

Click OK and then set the content of the repeater by setting up the three key ranges:

  • Repeat range – The entire area required to generate the report for one repetition. It needs to include all the source data and formulae used in the area to be displayed – the area within the blue border below
  • Render range – the display area which will be repeated and shown in the final report – the area within red border
  • Input range – the location where the member parameter will be inserted by the repeater, the cell with a green border. This will be used as the selection criteria for XLCubed Grids or formulae within the ‘Repeat Range’.

You can move/resize the repeater, set borders and margins from the Appearance tab.

You can easily include more items in your repeater by moving them in the Render range.

Remember, you can use any Excel content – in the example below we have a standard Excel chart that we want to also include at the top of our repeater:

Drag the chart into the top of your Render Range (resize as necessary) and your chart now appears like this:

It’s as simple as that!  Set up your repeater once and no more worrying that you’ve missed vital bits of information!

For more details see the Repeaters page on our Wiki:  https://help.xlcubed.com/Repeaters

…and a YouTube video which runs through this example:

https://www.youtube.com/watch?v=d3hYF8vkz-M

For all you football fans out there, our blog on the Premier League transfer window also has an example highlighting the use of repeaters:  https://blog.xlcubed.com/2017/09/charting-the-premier-league-transfer-window/

As always we would love to hear your feedback!

Charting the Premier League Transfer Window

This summer English Premier league clubs spent more than ever before on player transfers, a staggering £1.47bn in total. Some spent a lot more than others, and while PSG are making the Financial Fair Play headlines globally, the EPL clubs as a group spent more than any other league.

There are lots of ways to analyse spending, and rather than write a detailed analysis or opinion piece (as I’d doubtless end up being biased), I’ve taken the opportunity to simply present the transfer activity in a few different visualisations and readers can draw their own conclusions.

The first is a card based approach, with one ‘card’ per club. For each club we can see

  • Overall transfer activity (total revenue + total income),
  • Net transfer activity (spending – revenue)
  • A customised bullet graph showing transfer Spending : Revenue
  • Bars by player, showing incoming players (spending) in red and player sales (i.e. revenue) in blue

We’ve had some internal debate, but as the focus is on spending, actual spending is shown as positive numbers (in red) and revenue is shown as negative (blue).

I initially built the view for one club, as below, and then used a new ‘Repeater’ feature being introduced to XLCubed later this year which was a big time saver.

The repeater allowed me simply to replicate that view for the other clubs as below rather than build it 20 times. More to come on that in the next few months.

Click for a larger view. (yes, it’s a chart of two halves…)

The clubs are ordered from top left to bottom right by overall Activity. Using that approach Manchester City are top as they not only bought heavily, but also had significant sales, as did Chelsea. Perhaps surprisingly Everton are third, both due to higher spending than normal and also the sale of Romelu Lukaku for an eye-watering £76m.

Note that while this view is in many ways a Small Multiple approach, the spending axes do not have a shared scale as that makes the charts difficult to read for clubs with a smaller spend.

If we had ranked by Net spend, Manchester United would actually be top as while City and Chelsea both spent more on players, United had very little sales to offset spending.

A few other points of interest are that both the North London clubs, Arsenal and Tottenham actually had a net income over this transfer window.

The club view below is ranked by net spend, and gives an easy comparison by club.

TreeMaps can also be interesting in this context. I’ve used them here to take a look at spending by club by position, and also by age band to provide a viewpoints on where clubs have been focusing on the pitch and whether on the short or long-term.

Taking playing position first, it varies significantly across clubs. Of the 3 largest spenders Manchester City have focused most heavily on defence, Chelsea on midfield and Manchester United on Forwards (albeit on 1 expensive forward).

Club Spending by Position

Looking at age band of the players purchased, as would probably be expected the 22-25 age band is the biggest spending category for most clubs. The players are established, but their expected peak years are still to come, and their market value will likely remain high if they were sold in a few years. All Liverpool’s purchases were in this age band.

Club Spending by Age band

Clubs looking for an instant fix may also invest in slightly older players already at their peak, and the 26-29 band has the second highest level of spend.

 

The transfer window could be charted endlessly, but in the end only time will tell if the clubs have spent wisely. Although wisely is a relative term in this context of course.

 

 

User control of dashboard layouts

Dashboard sheets were introduced with V9, primarily as a way to deliver mobile-friendly reporting with a responsive UI to auto-fit any screen size. Specific Targets which define the layout can be defined to optimise the layout for different devices and are automatically applied depending on the device type.

Another use-case which is less obvious but can also be very useful is to allow users to choose between a number of predefined layouts.

For example, on a specific report there may be just 3 or 4 slicers which are typically used, but occasionally users may need access to a much larger list of slicers to filter by. It would be a shame to clutter the report for everyone permanently with all the slicers as it makes the selection process less intuitive, and probably forces us to use only combo boxes to save space. Ideally we’d like users to be able to switch from a ‘Quick Slicer’ view to an ‘All slicer’ view.

Another example would be where users want to include additional dashboard items, or remove items to get a larger view of a data table.

These scenarios and others can be handled by giving users control over which Dashboard Target is active via a slicer.

In the example shown below the button slicer allows switching between a ‘Quick slicer’ view with the 3 primary slicers shown as list boxes, an ‘All Slicer’ view with all 9 slicers available as combo boxes, and a ‘Table View’ which maximises the space for the data table and removes the charts.


So how do I…?

Firstly, you’ll need to define the various Targets which you want the user to choose between (see here for the details).

Next you need to add a slicer allowing the user to select between Target layouts. This slicer will be based on an Excel range, and will output its selection to another cell which you specify. It’s easiest if the input range for the slicer exactly matches your Dashboard Target Names (otherwise you can use vlookups to cross-match). Of course you’ll need to enable that slicer on each of the targets to allow the users to switch views.

Finally, we can use the XL3SetProperty() formula to set the active Target for the dashboard, based on the output of the slicer we just set up. The syntax is:

XL3SetProperty(Object Type, Object Name, Property to set, value to set the property to)

The screenshot above shows the slicer and formula setup – hope it proves useful for some of you!

Icon-based Navigation and Filtering in XLCubed

Version 9 introduced an embedded icon library and XL3PictureLink, which together make the creation of icon-led navigation and filtering simple.

XL3PictureLink provides the same parameterised navigation capabilities which the XL3Link() formula has done for years, but with an added visual aspect. Users can choose from one of the thousands of icons provided, in any colour, or choose a custom image as required.

The images can then be used as an intuitive way for users to navigate to another sheet within the report, while passing a dynamic parameter to ensure the data is in-context. Alternately, where there are a small number of selection choices they can be used as visually appealing slicers.

Insert PictureLink is available from the Insert Formula tab on the XLCubed ribbon.

Click the drop-down and search for an appropriate image from the picture library – you can also specify the colour by clicking the Colour drop-down.

You then select the required image, and enter the destination cell location in the “Link to” box – this is the location where the user will be taken when they click on the image (can be the same sheet or a different sheet in the report).

You can also parameterise the image – “Value” is the content  which will be inserted into the cell specified in “Range to Set” (can be text or a cell reference).

To edit a Picturelink once it has been inserted, hold down Shift and then click the image.

Note that PictureLinks do not need to pass parameters – they can used as a simple link to another location:

Lastly, on web reports XL3PictureLink can also be used instead of the standard ‘Submit’ toolbar button.

There is more information on that here.

The Missing Link in Excel BI

When viewing a high level summary report or dashboard, users often want to delve into more detail on a specific area. In some cases that may be a drill down, in many others it may be to a different view of the data or to an entirely different report. In the XLCubed example below, users can link from any one of the summary KPIs to a detail report showing product level detail for the selected KPI.

This is a fairly common requirement in reporting. In a standard Excel context, it would be easy to add a hyperlink formula to jump across to another sheet, but that’s just part of what’s needed. In this example we need to link in the context of the selected KPI, otherwise we would need a separate sheet for product detail on each KPI, far from ideal, especially in row-dynamic reports.

This type of limitation is one reason why you’ll often see workbooks with huge numbers of worksheets, which become unwieldy and horrible to maintain.

We need hyperlink functionality but also an ability to pass parameters (and of course a way for the pivot table to accept the incoming parameter…).

XLCubed makes it straightforward for non-technical users to build this type of contextual linking into reports through the XL3Link() formula.  XL3Link has arguments which determine what is displayed in the cell, where it hyperlinks to, and what cell(s) parameters are passed from and to.

Unlike Pivot tables, XLCubed Grids and formulae can reference cell content as a filter, so the data on the ‘link to’ worksheet can update as soon as a new value is passed into the driving cell, retrieving the relevant data from whichever data source is involved.

The beauty of the approach is its simplicity. It’s something which most users can get to grips with quickly, and opens up huge flexibility in joined up reporting.

Last but not least, web and mobile deployment takes a matter of seconds. The report is published to XLCubed Web and from there browser and mobile app based users have access to the same report with the same chain of thought links. The links can be to different content in the same report, to a separate report, or a url to another application or website.

 

(This piece revisits content from our blog  from several years back the missing link part 1   . The business requirement it addresses is now even more common, and still one not handled in native Excel.)

How to gauge data through charts – Creating Gauge Charts

A common question that comes up in support for XL Cubed is how to add charts that look like a dial, or a gauge. Something like the below:

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These are actually very easy to make and publish to the web, plus they have the further bonus of adding something different to make your reports look more professional.

Once you have your data ready, add a new doughnut chart and configure it to show the information you want it to.

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This will give you a simple doughnut chart.

 

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Next up, pick the cell that contains the information you want to show in the middle of the doughnut chart and reference it in another cell. For example, in the below example we have the two numbers that make up our doughnut chart in cells B3 and B4. Cell E3 contains the information we want to show in the middle of the doughnut chart.

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As you can see, the formatting is different in E3 to the other cells. This is because we have formatted the cell to show the data how we want it to appear in the chart.

Once we are at this stage, it is just a case of transferring the number to the middle of the doughnut chart. You can do this by selecting the formatted cell, in our case E3, copying it and then paste special as a ‘Linked Picture’ anywhere in the worksheet (we will move it into the chart in the next step).

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The ‘Linked Picture’ appears as a cell but it actually acts like a picture so, lastly, move the picture into the middle of the doughnut chart so it looks how you want it, then, right click on the new picture and select ‘Send to Back’

 

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As the cell is a ‘Linked Picture’ Any changes you make to the cell you copied, formatting or data, will update the image.

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Your Gauge Chart is complete! These charts also look good when published to the web.

 

Bump Charts in XLCubed

So today’s blog is about adding Bump Charts in Excel using v8 XLCubed.

Initially a Bump Chart looks the same as a line chart – the difference is they plot the rank position rather than the actual value.

Let’s imagine that I sell a product in a marketplace with 10 other competitors. I may like to see how the rank position of my product and the competition changes over time to check if I’m gaining or losing market position. It’s a common scenario in pharma, where we have a good customer base.

You will usually want dates on the category axis so the trends are shown across time. The series then holds the items to be compared, in this case the products.

BBC1

 

 

 

 

 

 

Our example has been set up with Measures on Headers, Product Categories on Series and Date Calendar on Categories.  For more information on using Small Multiples in XLCubed please visit Small Multiple Charts.

The currently selected measure is Reseller Order Quantities (selected though the Measures slicer)

BBC2

 

 

 

 

for the eleven months prior to April 2008 (selected through the Date slicer)

 

BBC3

 

 

 

for a subset of products.

Looking at the bump chart you can see that I’ve selected Road Bikes and Mountain Bikes for easy comparison.  You can quickly see that the rank position for Road Bikes dropped quite dramatically from May 2007, picked up again in September before dropping again in November and rising in December through to February 2008.  The change for Mountain Bikes, on the other hand, was less dramatic, rising and falling slightly, steadying in February 2008 before dropping again the following month.

To create a bump chart just select Line – Bump as the Chart Type on your Small Multiple chart. The neat part is that all the rankings are worked out for you behind the scenes, without the need for lots of complex Excel gymnastics trying to work through the full result set month by month.

Excel BI myths debunked – #6: No report sharing & distribution

Here we continue our theme on the myths which get propagated about Excel based BI. The next argument is that Excel BI cannot handle widespread report sharing and distribution. Base case we actually agree with this one, and that’s why we invested in developing XLCubed Web Edition specifically to address it.

Understandably, sharing an Excel workbook around hundreds or thousands of users is not something which many companies will consider. A web based distribution approach is much lighter and easier to manage. The drawback is that most web based report design environments lack the flexibility and latent user skill base of Excel. XLCubed provides a simple way to push data-connected reports developed in Excel to a portal based environment, where report consumers don’t require any software installed locally, other than a browser. The reports can also be accessed interactively through our native mobile apps for Apple, Android and Windows phone 8.

XLCubed Web is self-sufficient and does not require SharePoint. For customers with SharePoint and keen to retain it as a centralised environment – no problem, XLCubed Web can integrate so tightly within SharePoint the end users won’t even know it’s there.

Excel based users can become web and mobile report designers in minutes. XLCubed uses Excel as a key part of the BI solution rather than as the entire BI solution, and it’s that which allows us to address the sharing problem, along with the other myths we have identified in this blog series.

 from any version of Excel:

ipxl

…to web…

ipwb

…to mobile.

ipip

Some Excel BI myths debunked: #3 – limited dashboards

#3: Limited and difficult to Maintain Dashboards

Third on our list of common criticisms of Excel focused BI, is the limitations of Excel Dashboards.

“Excel dashboards are ugly, limited, and inflexible…”

It’s possible to build a truly awful dashboard in pretty much any dashboard tool. No tool is magic, ignoring the Doctor’s Sonic Screwdriver of course, and if you make bad design choices when building a dashboard the end result can be a mess. Similarly you can build a pretty decent dashboard in most tools. So even in base Excel with no additional software you can build a dashboard which looks good, and many people do.

In native Excel there are undoubtedly some limitations around the available chart types, and the handling of dynamic charting. However you do have the benefit of very fine grain control over the layout and positioning of tables and charts. The camera object also lets you break out of the fixed column width which is sometimes seen as a limitation.

XLCubed extends the core charts available in Excel with a rich library of in-cell charts, small multiple/trellis charting, mapping and TreeMaps. It means you can deliver more in Excel visually, rather than have to leave the environment totally. Dashboards mean different things to different people, for some a dashboard can be a table with a chart, but most contain significantly more than that. The example below uses a mixture of native Excel charting and XLCubed in-cell charts.

FinanceSShot

It’s based around a sample personal finance data set, and brings a lot of information together in hopefully a visually appealing and effective way.  If you want to build a highly formatted and relatively densely populated dashboard like this, it’s going to take more than a few minutes in any tool, no matter what the marketing says. In reality you’ll most likely struggle to get the exact layout in a widget based dashboard tool as you lose some of the fine-grain control over table and chart sizing which you have in Excel.

Dashboards can be fundamentally simpler than the first example, but require more specialised chart types like the example below. In this case it’s a dashboard built in XLCubed Excel Edition and published to the Web, looking at fuel pricing for a downstream oil company (fictitious data). It’s a ranked table of data for a selected county in Florida, and is then using an extended boxplot to display the price distribution in the market, and a map to show the Revenues and Volumes geographically.

RampMap

One major issue with Excel dashboards can be the maintenance. If it’s an Excel-only dashboard, bringing in the new data, and checking all the links can be a time consuming process. In an XLCubed environment the cube is updated behind the scenes and the next time you open the report you’ll get the updated data, the ongoing burden of maintenance is largely removed.

So in summary, Excel when well used, is a very good dashboard tool, and XLCubed extends the capability further still in terms of available chart types, flexibility and maintenance.