Tag Archives: V6.5

Asymmetric grid reporting

A common scenario for Analysis Services reporting  is to want to present different measures for different members,  particularly in budgeting and planning. So I want a grid that shows actuals for previous month, budget for this month and forecasts for future months.

This could be achieved in the cube, by using a “Phasing” measure to switch to the different values but quite often our customers are not in control of the cube structure.

We will look at a way to achieve this from within XLCubed itself by working through an example.

So this is our initial grid – it is currently set to report both Revenue and Discount values across all quarters in 2002 – 2004.

Let’s create a couple of slicers – one for Revenue:

and a similar one for Discounts:

 

The settings tab for Discount slicer is:

You can see that this is a multi-select slicer allows which updates an Excel range with the slicer choices.

The entries in the Excel range are referred to by their ‘Unique Name’ eg for Quarter 2 2004 equates to April 2004.

The settings tab for Revenue is similar except it outputs to different cell locations:

In this example our Discount slicer choices are Quarters 2 & 3 in 2004 and our Revenue slicer choices are Quarter 4, 2004.

Now let’s set up the excluded data – remember that we when reporting Revenue rows we want to exclude the Discount slicer choices and vice versa.

Right-click on the Discount header row and then select Exclude from Display

 

You will now see a red triangle appearing in the corner for the first member of the hierarchy which has excluded data.  If you hover over this cell it displays an additional message that the rows are being restricted by members and that you should right-click to edit axis (it’s the menu option just after grid charts).

 

 

In the Axis Designer window pick the Excluded Slicers tab and click in the lower-half of the window (highlighted) – this is where we are going to define the quarters that are to be excluded on the Time hierarchy.

Select the time hierarchy and then click the box to its right (highlighted in screenshot below) and click the box next to the drop-down so that you can pick the Excel range – in our example it is cells I23 through to I28 (the Revenue slicer choices that we do not want reported as Discounts).  Clicking OK will refresh the report and only show Discounts rows for the quarters selected.

 

We now need to do the same for Revenue so right-click on the row containing the red triangle and set up the Revenue excluded slices in a similar way. Click the icon highlighted to add a new exclusion. This will be cells A23 through to A28 (the Discount slicer choices that we do not want reported as Revenue).

Click on the new exclusion row and then in lower half of screen build up the Revenue exclusion in the same way but remembering to point to the Excel range to cell locations A23 to A28.

You should end up with an Axis Designer window something like this – for Discounts exclude slices in cell locations I23 – I28; for Revenue exclude slices in cell locations A23 –A28.

 

OK to apply these changes and the report now looks like:As you can see the report shows Discounts for Quarters 2 & 3 in 2004 but only shows Revenue for Quarter 4 in 2004 and because everything has been linked to ranges driven by slicers, the user of the report can easily control the switch in measures.

 

Drive Excel Chart Min/Max from Range

How do I drive the min and max values of an axis from an Excel Range? This is one of the most commonly asked questions about Excel and with each new release it always amazes me that this feature hasn’t been added to the base product.

It’s a very common scenario to come across, you are building a line chart and it’s all looking ok until Excel suddenly decides to set the min value to 0, all of the detail is lost and you have gone from a nice detailed set of lines to a mishmash of colours a few pixels high.

There are some pretty sophisticated techniques Excel is using when working out what min & max to use, but sometimes we just want to set them to a particular value (normally anything other than 0!).

Here’s a pretty simple set of numbers and the resulting chart we get from Excel (just with all the defaults).

 

 

 

 

 

 

 

 

 

 

This all looks fine, but let’s change  “C” Monday’s value to 86, now look what happens:

 

 

 

 

 

 

 

 

Excel has applied its rules and decided that 0 is a good place to start the chart from, but in this case I lose a lot of the detail and end up with all the lines grouped together.

We could, of course, change the Axis min value to something a bit more sensible, so we’ll use the Format Axis option to set a minimum value of 84:

 

 

 

 

 

 

 

 

 

 

 

 

That looks better!

 

 

 

 

 

 

 

The base numbers had been entered manually, so being able to type a fixed value into the minimum axis is fine, but what if the numbers were coming from a cube or Sql database? Wouldn’t it be really helpful to be able to drive the minimum value from a range; I can change just about every other thing about the chart but after so many years and so many different version I still can’t do this.

Luckily for me (and our customers!) we already have an Excel addin so we can simply add the functionality to do this using one of the new formulae in 6.5:

XL3SetProperty( ObjectType, ObjectName, Property, Arg1, [Arg2],…, [Arg27] )

The formula to drive the chart axis from a range is simply:

=XL3SetProperty("Chart","Chart 1","YMin",$C$1)

Other options are:

PropertyDescriptionValue
“YMin” or “YMax”Sets the limits of the Y Axis.Numeric
“Y2Min” or “Y2Max”Sets the limits of the Y2 Axis.Numeric
“XMin” or “XMax”Sets the limits of the X Axis.Numeric
“X2Min” or “X2Max”Sets the limits of the X2 Axis.Numeric

Now finally we can build reports (and publish them to the Web), confident that regardless of the data or criteria selected  we aren’t going to end up with a line chart starting at 0 and bunching all the lines together.

This formula can also be used to modify various aspects of our own grids, slicers & small multiples based on the values of excel cells. The kind of things that we and our customers wanted to achieve were things like:

  • Move  dimensions between axes
  • Change the member selection types
  • Modify various grid properties based on different formulae

Lets look how the formula works to do some of these things:

=XL3SetProperty("Grid","My Grid","HierarchiesOnColumns","[Products]","[Regions]", $a$1)

Would move the Product, Region and whichever hierarchy is in $a$1 to the columns (I could use a slicer or drop down to update $a$1 to let the user switch between various hierarchies)

=XL3SetProperty("Grid","My Grid","RemoveEmptyRows",$b$1)

Would toggle whether to display rows without data based on the value of $b$1

If there are any aspects of Excel that you think would be useful to drive from a range, please let us know!