Tag Archives: XLCubed

Report Flexibility, with Control

Sometimes we want to let report users modify the structure of a report but to govern exactly what they can and can’t do. While Grids can be restricted at a granular level to enable and disable functionality, that approach still requires some degree of product knowledge by the user.

XLCubed provides the XL3SetProperty() formula, which enables manipulation of many of the core objects such as Grids, Slicers and Small Multiples. It means report users can have simple slicer selections to change the structure of a report, what’s being displayed in a chart, or to vary the chart type. It gives flexibility within the report, but requires no product knowledge from the end user which can be crucial when delivering web reports on a widespread basis.

One common example of usage is where the hierarchy to be viewed in a grid needs to change based on the measure a user selects (depending on the structure of the cube some measures may not be applicable for all hierarchies). Typically that would need to be handled in two Grids, but we can use XL3SetProperty to bring this together, and also to give user choice on the associated Small Multiple Chart view.

The final published report is shown below:

 

S1

 

If the user selects an “Internet” measure, we show Customer Geography on rows, whereas a “Reseller” measure should show Reseller Type on rows. The same logic applies to the Small Multiple chart. In the screenshot below, the user has selected Reseller Gross Profit as the measure, and ‘Stacked Column’ as the chart type. You can see that the hierarchy on rows has been switched, as has the split within the individual charts, allowing the user to easily vary their view of the data with simple button selectors.

 

S2

 

This is implemented through the following key points:

  • A lookup table in Excel to determine what hierarchy is applicable for each measure
  • An Excel list showing the available chart types – this is used in the Chart Type slicer
    • The chart slicer outputs its selection into cell $AG$10
  • The measure slicer is linked directly to the grid and the small multiple, but also outputs its selection to an Excel cell ($A$B4)
  • A vlookup determines which hierarchy to use based on the selected measure
  • Three XL3SetProperty() formulae now control what is displayed based on user selections:
    • $AB$7 – sets the grid rows
    • $AB$8 – sets the small multiple columns
    • $AB$7 – sets the chart type

 

Formulae

 

The approach gives a deep level of access to the key XLCubed reporting objects, and enables controlled flexibility within web and mobile-delivered reports. No programming is needed, just a mid-level understanding of Excel itself, and XLCubed.

This is just one example of what the approach can achieve – it’s really limited only by imagination. See XL3SetProperty() for more detail, or contact us if you’d like the example workbook.

Cell-Linked Decomposition view

In displaying the key and often high level information required, many reports raise lots of additional questions in terms of why a specific number is ‘too high’ or ‘too low’, or how the number is comprised. XLCubed provides lots of ways for power users to further explore and visualise this, but in this blog we’ll take a look at one of the simplest and easiest to implement within a report – a cell-linked decomposition view, or a dynamic breakout.

The scenario below is a fairly straightforward Regional Sales report which will be deployed to management through XLCubed Web. When users click on a sales number for a specific region and month we want to provide them with a ranking to show the top 10 products which were contributing to that revenue. We provide a number of ways to achieve that but this is by far the simplest:

Select any of the values returned in the Grid and then either use the ‘Breakout’ option on the Grid Ribbon, or right click and choose XLCubed – Breakout Value. You now specify where to position the resulting breakout, which hierarchy to decompose the number by, at what level, and how many ranked items to show.

BODialog

 

In this example we’ve chosen the top 10 Products at the SubCategory level. The result is shown below. The green cell in the original grid is the cell the user has selected and is ‘tracked’, so when another cell in the grid is selected the breakout updates accordingly, meaning users can easily explore the makeup of their data.

 

BO Result1

 

The breakout result can be further decomposed by running another breakout, this time on the product subcategory. In the published example below we’ve run an additional breakout showing the top ranked products in the selected subcategory.

WebBO

 

The report user can now simply click on the values which are of interest to see the associated product sales breakdown, and it’s something which can be built in minutes by the report designer.

Finding a needle in a haystack – Member Searching made easy!

Searching for specific elements of large hierarchies can be a real pain in many Analysis Services client tools, and we often hear of it as a major frustration in Pivot Tables where dialogs can be cumbersome and prone to locking up.

XLCubed has both a Quicksearch and an Advanced search in the Member Selector, but in this blog we’ll show how to link the search dynamically to an Excel cell (or a web entry cell on a published report) and to retain the search as a dynamic part of the report rather than a point in time selection.

Let’s say we are a retailer with a large product hierarchy running to tens or hundreds of thousands of products. The naming convention means groups of products can be searched by a partial match on their name, and as a report designer we’d like the users to be able to type the search in as quickly and easily as possible rather than go into a custom search dialog. Here’s how:

Below is the final result in Excel, a simple list-report where the user just types the text they want to search the hierarchy for, and matching products are shown on the rows of the report.

Search1

 

We start with a regular grid, putting Product Categories on rows, and then in the Member Selector we can either select a specific level or set of data to be searched, or go to the Advanced tab and select the whole hierarchy as shown below.

EditHierarchy

 

 

In the advanced dialog, click on the binoculars:

Binoculars

 

to add a search, and then in the dialog below you can either type a search term directly in the ‘Search Value’ or reference an Excel cell, in this case $C$3. ‘Search By’ allows you to specify exact match, begins, contains etc.

Search2

 

At this point it’s worth mentioning that while in this case we are just searching by the name of the product (MEMBER_CAPTION) we could also chose to search by any member properties which exist.

So having done that we simply type the search string into $C$3 and we get the matching products straight away – couldn’t be easier.

To make this available for web deployed reports there are two additional steps:

  • Make $C$3 available for web input. To do that right click on the cell and choose Format cells, and then on the protection tab uncheck ‘locked’.
  • Add a search or refresh hyperlink or button so that the web user can refresh the report when they’ve typed the search term. This can be handled using either XL3Link() or XL3Picturelink and the process is described in our previous blog.

The web version is shown below:

Websearch

Click & Submit!

We’ve had a few queries recently where customers want to provide web reports with a number of slicer choices, and to have the report refresh just once when all selections are made, rather than the default refresh after each selection. It can be achieved in a couple of ways in XLCubed, read on for more…

The key to this approach work is the ‘Wait for Submit on Web’ option on the slicer properties, shown below on the Behaviour tab of the slicer designer:

sub1

This means when the slicer is changed it does not refresh the report straight away, and if you set this on multiple slicers users can then press the ‘submit changes’ button on the toolbar shown below after they’ve made their selections.

sub2

 

Alternatively, and to make it more obvious for web users you can have them click on some text or an image in the report itself to call the refresh, as in the examples below.

I’ve created a simple report below with five different slicers.  Note the “Refresh“ to the right, created using XL3Link().

sub3

 

The XL3Link statement is available from the Insert Formula menu on the XLCubed ribbon:

 

sub4

 

It’s most often used to move the focus to another area of the report while passing parameters to enabled linked-analysis in a multi-sheet report. However, here we can use it to call a refresh.

We can leave the “Link to” parameter blank, and also the Target and Value cells. The last parameter, LinkType calls SubmitChanges on the web, so the syntax will look like below (you will need to update the XL3Link statement to include this parameter):

=XL3Link(,”Refresh”,3)

There is more guidance on the general use of XL3Link on our Wiki at: http://www.xlcubed.com/help/XL3Link

So when we publish our report to our web server we can change the slicer choices as required but it’s only when we click the Refresh button that the report is refreshed.

sub5

 

If we’d prefer to display an image for the user to click on rather than text we can use XL3PictureLink in a similar way.  When using XL3PictureLink we can display any picture – we’ve used a generic refresh icon but it could easily be a more corporate-applicable image:

sub6

XL3PictureLInk is also available from the Insert Formula menu on the XLCubed ribbon:

sub7

Browse in the window above to locate the Picture file to insert and remember to check the Perform a Submit Changes on Web box.

There is more guidance on XL3PictureLink on our Wiki at: http://www.xlcubed.com/help/Picture_Links

This is the published report using XL3PictureLink, the user makes the required selections and clicks refresh.sub8

 

So it’s as easy as that – two ways to ensure that your users can change multiple slicers on web-published reports before calling the refresh, and without you having to direct them to the standard submit changes on web button.

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.

Workbook slicers – all for one and one for all!

So this is our second blog on the new features of XLCubed v8 – today we’re going to run through workbook slicers.

Workbook slicers allow the user to create the slicers at the workbook level so that they can be displayed for any/all sheets.

There’s a slicer pane which can be arranged horizontally or vertically and stays in place when you navigate to another sheet.  This means that if you have a multi-sheet workbook you only need to define one set of slicers.  These can then configured to be shown or hidden for individual sheets as required.

Turn the slicer pane on by selecting Workbook slicers from the XLCubed ribbon, Slicers tab:

 

ws1

Within the slicer pane there’s an Add Slicer button – this brings up the standard design form for adding slicers.

The Edit layout button brings up the window below.  It allows you to configure the order in which slicers will appear on the pane, which sheets they will be visible on and the padding between individual slicers.  You can also set a background fill colour from here.

ws2

The screenshot above shows that the Date.Calendar slicer is available on a number of sheets.  Selecting a slicer choice on one sheet will refresh the other sheets where the slicer is also available:

ws7

Once added, you link workbook slicers to your report in the same way as embedded slicers.  You can link directly to grids and other XLCubed objects and output their selection to Excel cell locations for use by formulae.

Their positioning on the web is fixed but if you find the slicers are taking up too much screen space you can make your slicer selections and then use this icon to toggle the Slicer Pane off:

ws4

Excel heat maps made easy!

With the recent release of version 8 we’re going to blog about a number of the new features, starting with how to create a heat map in Excel.

Here’s a fairly large table showing sales for thirty six products across twenty six US states:

 v8B1

There’s a lot of data here but it’s not giving us any helpful information as the table is too large to see any pattern or comparison.

A heat map could be a useful way to give a quick visual picture of the spread of the sales volume. Let’s add a simple heat map, new in version 8 of XLCubed.

Select the data area in the table, and then from the XLCubed ribbon select the InCell-Chart group, and heat map:

v8B2

 

As we have already selected the data area to be charted this prompt is already showing the correct cell locations.

Choose the formula destination (where the formula controlling the chart will be located), and the Chart destination (where the top left cell in the chart area will be located).

We can now define the look of the heat map in the Chart Format dialog:

v8B3

 

 

We have set the low and high colours to define a blue colour gradient.

Outlying values could potentially skew the chart so you have the option to exclude these by setting minimum and maximum values.  Select the icon to use, squares in our case, and the number of steps or bands to split the range of values into.

We have pre-arranged the Excel cell sizes to be squares, and this is the resulting heat map:

v8B4

 

You can now quickly assimilate the spread of values in a glance, and note the higher sales volumes in Maine, Michigan and Missouri for Road, Touring and Mountain Bikes.

To alter the formatting of the chart simply double click on any one of the squares in the heat map, or on the chart formula to bring up the formatting dialog.

If you are not already a user of XLCubed you can get started with an evaluation of XLCubed by going to our registration page.

Rolling Forecast reporting in Excel

In monthly reporting for the current year the most pertinent numbers for closed periods are the actuals, and for open or future months the forecast. In most cubes actual and forecast (or budget) are implemented as either different measures, or as part of a scenario hierarchy. This can lead to challenges in reporting, where putting both the period and the actual/forecast on the same axis means you will get duplicated months which show the forecast for periods when the actuals are already in as in the PivotTable below.

 

 RP10

We would want the report to be asymmetric (i.e. different months returned for Actual and Budget). Various tools can handle that, and it’s always been possible to achieve that in XLCubed through formulae or in a grid. What’s more difficult is to make the report fully dynamic without the need to redesign it each time. Ideally we’d want the user to be able to change a slicer to select the last completed month (or pick this up directly from the cube), and have the appropriate months reported under Actual and Budget.  Here’s how to achieve it in one grid…..

The approach uses a combination of:

  • Excel Ranges to determine the available months, and which are for Actual and Budget
  • An XLCubed Slicer to pick the ‘Last Actuals’
  • One XLCubed grid with the ‘Exclude from display’ pointing to the relevant ranges above

Let’s work through this example which uses the Finance cube on the AdventureWorks DW 2008R2 database.

We’re going to use data from FY 2006 and report Actual and Budget figures across departments.  We will use a slicer to select the last Actual month we want reported.  For the remaining FY 2006 months we will report Budget values.

Entire year of Months in the report

There are several ways to achieve this – we added an XLCubed Excel driven slicer (XLCubed – Slicer – Excel) based on the range $AA$1:$AB$12 as shown below, containing all months in FY 2006. This lets the user pick the last month for which we want to report Actuals.

 

RP1

RP3

 

 

 

 

 

 

 

 

 

The slicer is set to output its selection into $B$1.  In $C$1 the formula =VALUE(B1) converts the text output of the slicer into a number which we’ll use to calculate which months should report Actual and which Budget, see the screenshot below:

RP2

 

 

 

 

Date Table

This is an Excel range supporting the reporting logic. Row 2 contains every month in the reporting year. Row 3 assigns an incremental number to each month, 1-12.

We can then compare the value of the selected month from the slicer ($C$1) with the value for each month. Basically if the month is less than or equal to the selected last actuals month it should be reported as Actuals, otherwise as Budget.  An example formula contained in B4 for Actuals would be: =IF(B3<=$C$1,B2,””) . For the Budget row the formula has the inverse logic.

At this stage we’ve used a little XLCubed, and the flexibility of Excel to match the appropriate months to Actual and Budget. We now need to add the report itself.

We’ll create our grid – initially we set it up to report Budget and Actual figures across the year, by basing the selection for Date.Fiscal on the range containing all months for the year ( $B$2:$M$2).

We then use XLCubed’s right-click menu (Keep – Exclude From Display) to exclude members.  It doesn’t matter which slices are excluded at this point. To do this highlight ‘Actual’, followed by the first available month and then choose Exclude From Display. Repeat this for ‘Budget’ and the first available month.  We will exclude July 2005 for Actuals and August 2005 for Budget.  You will notice the red comment marker on the grid. Right-click on this cell and choose Axis – Edit, and go to the Excluded Slices tab.

RP6 RP7

 

 

 

 

 

 

 

 

The above screenshots show that we are currently excluding July 2005 from Actual as well as August 2005 from Budget.

We can then easily change the Date Fiscal selection for each scenario.  For Budget we will exclude Budget values for months in cell locations $B$4:$M$4 (as we want to report Actuals for those entries) and Actuals values for the months in cell locations $B$5:$M$5 (as we want to report Budgets for those entries).

RP8

The grid report now looks like this with Actuals being reported up to November 2005 and Budgeted for the remainder of FY 2006:

RP5

We have also set Merge Repeating Cells on (in Grid Properties).  You could do further formatting – for example by colour filling all Budget values and hiding the grid headers.

RP9

The end result is a one grid report giving the Actual:Budget month mix that we want with the monthly maintenance process a case of simply changing a combo box selection.

 

 

Excel Pareto Charts the XLCubed way!

V7.2 of XLCubed is released soon and we thought we’d take the opportunity to run through one of the new features that you’ll be seeing, Pareto Charts.

The Pareto Principle is often referred to as the 80-20 rule, that 80% of outcomes are attributable to 20% of causes. They are named after Vilfredo Pareto who lived in Italy in the 19thcentury and observed that 80% of the land was owned by 20% of the people.   Pareto charts have both bar charts and a line graph where the bars represent individual values and the line represents the cumulative total.

So how do you use Pareto Charts from XLCubed?  Very simply, within a grid you right-click on the column header to access XLCubed’s right-click menu, Grid Charts and Add Pareto Analysis.

Take this simple grid showing Reseller Sales for Product Model Categories for Canadian cities:

Right-clicking on All Products to Add Pareto Analysis brings up this window:

Click OK to return to the workbook – you will see that we have a chart showing that the top 9 cities provide some 80% of the sales.

You could also include the rolling total and percentage in your Pareto Chart.

Notice that we now also have some extra columns on the grid showing the cumulative total of all sales, the sales percentage per category and the cumulative percentage.

 

 

So that’s Pareto Charts – in a nutshell, an easy to use graphical tool which ties directly into dynamic XLCubed grids.

Olympics Treemap

The 2012 London Olympics have now finished, and as a UK company we were pleased to see the games were such a success, and of course that team GB did so spectacularly well! We’re looking forward now to the Paralympics in a couple of weeks, and once the dust has settled there we’ll be shipping a new point release of XLCubed in September.

We’ll keep most of the changes under wraps for now, but one item which we are introducing is treemaps. The Olympic medal table gives us a nice opportunity to better understand the medal breakdown through the  new chart type. In XLCubed, treemaps can be produced directly from a cube or from a table held in Excel, as is the case here. The first example below shows the medals split by country and sport. The size of the rectangle depicts the total number of medals, and the colour shows the number of gold medals, the darker the colour the more gold. The numeric values list the total number of medals, then the number of golds. We can see the USA at the top, and that over half their medals came from swimming and athletics, with a bigger percentage of golds in the pool.

Any of the countries can be drilled into for a large view on their medal breakdown, not that we’re partisan of course… , but the view below is for Great Britain (GBR) where the particularly good showing by the cycling team stands out.

Taking a look at the same data split first by sport and then country, it’s easy to see the countries dominating the medals in each sport, and to delve into more detail by sport where required.


 Drilling into Athletics we can see that USA won most medals, and also most gold. Great Britain had just the 6 medals, but 4 were gold and hence the darker colour on their tile.

We’ll be making an interactive version of this available over the next few days.