Table of Contents
Yellowfin ®
Release 5.2
User‟s Guide
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reproduced, translated or reduced to any electronic medium or machine-readable form, in whole or in part, without
the prior written permission of Yellowfin International Pty Ltd, except in the manner described in the software
agreement.
The information in this document is subject to change without notice. If you find any problems with this
documentation, please report them to Yellowfin in writing at [email protected] Yellowfin does not warrant
that this document is error free.
Copyright © Yellowfin International 2011. All rights reserved.
Portions © Copyright Microsoft Corporation. All rights reserved.
Trademarks:
Yellowfin and the Yellowfin Logo are registered trademarks of Yellowfin International.
All other product and company names mentioned herein are the trademarks of their respective owners.
Version: 1
Published: June 2011
Welcome to the Yellowfin user guide. This guide is to designed to assist you gain the
most from your Yellowfin report writer. The guide will first take you through the basics
– from an overall overview, to specific instructions on how to create your reports prior
to moving to advanced features such as formatting and scheduling.
Yellowfin is an easy-to-use report writer for non-technical users, delivering drag-anddrop simplicity for formatting and data selection. With Yellowfin, you can access
information from multiple data bases without special coding knowledge. This is easy
because you work with data in business terms that are familiar to you without the
need to understand complex technology principles.
This chapter provides you with:
1. An introduction of what you can achieve with Yellowfin.
2. Information on the major elements of Yellowfin and how they help you to
access, write and publish reports.
Yellowfin makes it easy to access data for your reports because it uses what is called
a meta-data layer that hides the technical issues of the underlying database.
Generally you do not need to know much about the meta-data layer, only that it is
there and is referred to as a VIEW (since it provides you with a view of your data).
The View is created by your Yellowfin Administrator and maps to data in your
database, using everyday business terms. This makes it easy to select the data you
want for your report through user-friendly drag and drop interface. You will learn
more about the report writer later.
Views consist of categories and items. The categories are logical groupings of items.
For example in a human resource view the category of PERSONAL DETAILS could
consist of items including last name, date of birth and gender.
When you build a report, you select items from a view, and then run a query.
Yellowfin connects to the database, and retrieves the data mapped by the items you
selected.
Figure 1 – Categories and Data Items
Yellowfin is very secure. Your administrator has many options for managing security
profiles. All of the rights you have as a user are granted by your administrator. The
administrator defines:
The parts of the Yellowfin interface you can access. Your administrator can
restrict the availability of Yellowfin functionality, such as access to certain
menu commands;
The Categories and Subcategories of reports that you can access;
The views you can access for creating and editing queries;
Your ability to publish public reports; and
The data that you can access
The rights accorded to each user define the user‟s profile. This profile-based security
system allows a single report to be distributed to many users – with end users having
access only to the information that they are authorised to see.
Using Yellowfin you can create many types of reports to suit your reporting needs.
These can vary from basic tabular reports to far more advanced varieties.
1. With Yellowfin you may be able to create and distribute reports that are “drillable.”
This means that other users can simply click on values in the report to see more
detail as they feel they need it, without having to run the query all over again.
Figure 2 – Drill Report
2.
You can set up a report to include calculations and Conditional Formats.
Figure 3 – Report with Formatting
3. You can include prompts that let you obtain just the information you need, and
filter out the rest.
Figure 4 – Report Filters
4. You can choose from a wide variety of chart formats to represent the data. If you
think another graphical format would make the data clearer, you can change the
format in a couple of mouse clicks:
Figure 5 – Report Charting
There are a few simple ways that Yellowfin lets you find and manage your favourite
reports. These include the report list, your favourites, your inbox and the search
functionality.
The Yellowfin dashboard is your personal reporting portal. At a glance you can view
all your key reports on a single page. The dashboard allows you to switch between
tabs to view subject related reports, search your corporate repository for dashboard
enabled reports and add them to your selected tab, or access a corporate tab.
Figure 6 – Dashboard
Figure 7 – Report List
The Report List is one of the main ways to find and run reports in Yellowfin. It shows
you all the reports that you have access to and allows you to add these documents
into your favourites – providing you with a short cut to you most used reports.
The Report List is discussed in detail in the next chapter.
If you cannot find a report in your repository you can search for it using the report
search function. The search function is located at the top of the Report List and
Dashboard pages. To use this facility type in a key word such as drill and click GO.
1. Enter in your search keyword into the search box and hit Enter or click on
Figure 8 – Report Search Box
2. A list of all reports containing the word you searched in the title, tag, or
description will be returned. Click on the report title to run the report that is
required.
.
The favourites list is unique for every user. Rather than having to search for
frequently used reports user can add these to their list of favourites. This allows quick
and easy access to these as required.
To add a report to favourites select it from the report list, and click on the „add to
favourites‟ link, found on the left menu bar. This will add the report into your list on
the right hand side of the page. This link toggles between „Add to Favourites‟ and
„Remove from Favourites‟ depending on the report.
Figure 9 – Favourites
Once a report is in your list of favourites you can delete it at any time by clicking the
drop down menu icon and selecting delete (as seen below).
Figure 10– Delete Favourite
You will be prompted when you delete a report from your favourites. Click OK to
confirm the deletion.
Figure 11– Confirm Deletion
When you delete a report from you favourites it does not delete the report from the
corporate repository. It only removes it from your list of favourites.
The inbox is used to share information between users. This can include reports and
comments about reports. Your inbox will only be displayed on either your dashboard
or report list page, if you have items in it.
If you subscribe to a report or its comments, whenever comments are made to the
report a new comment link will appear.
Your drop down will vary based on the item type in your inbox.
Figure 12– Report Drop Down Menu
Move to Favourites
Moves a report from your inbox to your favourites list.
Delete
Removes the report from your inbox.
Email
Enables you to email the report to users or external email
addresses.
View
Opens the report.
Figure 13 – Comment Drop Down Menu
Delete
Removes the comment from your inbox
View
Opens the report.
Unsubscribe
Removes your comment subscription from the report. You will not
see further comments related to this report in the future.
View Report
Opens the report that the comment relates to.
The Draft Report List displays reports currently in draft mode, with the most recent
reports at the top of the list. From here you can click on the report name to view it in
edit mode, or click on the
image to delete the report.
Figure 14 – Draft Report List
The Recently Accessed Report List displays reports you have been working with or
viewing, with the most recent reports at the top of the list. From here you can click on
the report name to view it in edit mode, or click on the
image to delete the report.
Figure 15 – Recently Accessed Report List
Move to Favourites
Moves a report from your list to your favourites.
Delete
Removes the report from your list.
Email
Enables you to email the report to users or external
email addresses.
View
Opens the report.
The report list provides you with the ability to search and browse for reports. This
section covers the features of the report list page. This chapter covers:
1. Browsing reports by category, and
2. Editing, copying or deleting reports from the reports list.
The report list page provides you access to all the reports that you have available to
you. It is the main entry page for Yellowfin if you do not have access to a Yellowfin
Dashboard.
Figure 16 – Browsing Reports
The Report List displays detailed information relating to the selected report, such as:
Delete (deletes the report)
Edit (allows you to edit the report, placing
it in draft mode)
Edit Metadata (allows you to edit the
name, description, category and
subcategory of the report)
Tags (displays the tags assigned to the
report for easy searching)
Table Only (report format settings –
table/chart/both)
Drag and Drop Builder(report writing
method)
Active (active/draft mode)
Public Report(access settings)
Fast Run Time (Less than 1 second)(the
report’s average run time)
Dashboard Enabled (can the report be
used on the dashboard?)
Linked (the report is linked to another
report)
Broadcast (reports that are marked for
broadcast to nominated users).
Add to Favourites
Copy
Information
Figure 17 – Report Menu Options
You can apply basic or advanced filters to your list to assist finding the report you are
searching for. The basic filter allows you to search for reports by name. The
advanced filter allows you to filter by report mode and access settings, as well as data
source and views.
Figure 18 – Advanced Report Search
While Folder View is selected in the top-right, the report list will be arranged in a
folder structure based on the category the report as been saved into. To browse
reports by category, simply open and close the folders by clicking on them.
You can also arrange reports in order of name, description, date modified, type,
status and run time by clicking on the column headers (this will arrange reports within
their categories).
Figure 19– Browsing By Folders
To browse all of your reports at once, click on list view on the top-right. You can now
sort all of your reports by the column headers at once.
Figure 20– Browsing By List
You are able to choose which columns you display by clicking on the Columns option
on the top-right.
Figure 21 – Column Selection
To assist in finding and managing access to reports, the reports are categorised into
major and minor categories. The effect of this categorisation is three fold:
1. Display & Classification: By using the folders structure a user can navigate
through the available list of reports. This assists the user to understand the
purpose of a report.
It is not possible to classify the same report into two different categories. If this is
required a report can be copied and the new report given a different category
than its original parent report.
2. Security: Report Categories and subcategories also control access to reports. It
is possible to define which specific users can read, edit or delete reports from a
selected category or subcategory.
3. Default DRAFT folders: Within your list your administrator may have setup a
default draft folder. When creating new reports – if you do not specifically save
them into a folder they will be placed in this folder. The folder is identifiable by
the draft folder icon.
The report list displays some information about the reports.
The report name is the title of the report and by clicking on the link the report will
open.
The description column provides an overall description of the report.
The run time column provides an indication of the time taken for a report to run.
Depending on the complexity of a report or the amount of data that needs to be
retrieved the time taken for a report to run can vary significantly.
Icon
Description
Fast Execution – the report should take less than 1 second to return a data set.
Medium Execution – the report should take between 1 and 5 seconds to return
a data set.
Slow Execution – the report takes over 5 seconds to return a data set.
Public reports are potentially available to all users, depending on the security
level of the report category.
Private reports are reports that you have created for your own use. These
reports will not be available to any other user.
Draft Reports – these are reports which you are currently working on but have
not yet activated. Whether these are corporate or personal they are not
available to any other user of the system whilst in a draft state.
Public Drafts are public reports that are currently being edited by other users –
generally only administrative uses will see this status of report.
Linked Reports are reports that are linked to other reports.
Broadcast Reports are reports that are marked for broadcast to nominated
users.
Table 1– Icon Descriptions
The edit report functionality allows you to make changes to existing reports and
continue to work on your draft reports.
When a report is edited it goes into a DRAFT status. This is to prevent other users
from accessing the report whilst it is being modified.
Once you have finished editing the report ensure that you save it back into its
ACTIVE status so that other users can continue to access it.
You will only be able to edit reports to which you have edit rights. Your ability to edit
reports will be based on:
1. The general report writing function. You must be able to write and edit reports.
2. Your access level to reports in a specific category. E.g. If you only have READ
access to finance reports you will not be able to edit them.
3. Your access rights to the VIEW. You must have rights to access the view so that
you can write reports.
To edit an existing report select it from your list and click the edit link. This will open
the report data page.
When a corporate report is saved the user may specify that when it is edited a copy is
to be made. The new version will have (copy) inserted after its name to assist you to
identify it.
This is done so that others users can continue to access the report even once it is in
edit mode – as only the new version is in a DRAFT status. The edit version remains a
standalone copy of the original.
Yellowfin provides you with the ability to make copies of existing reports. Through
this function you will be able to use any report in your repository as the basis for your
next report rather than starting every report from scratch.
Select the required report by clicking in the report selection checkbox and then
clicking the COPY link. This will create a copy of the report and open up the report
data page so that the user can begin to edit the report.
Similar to the edit rights discussed above you must have the appropriate access
rights to copy a report. These include:
1. The general report writing function. You must be able to write and edit reports.
2. Your access level to reports in a specific category. E.g. if you only have READ
access to finance reports you will not be able to edit them.
3. Your access rights to the VIEW. You must have rights to access the view so that
you can write reports.
To delete a report from your repository select one or more reports using the check
box and click the delete link.
Figure 22 – Report Deletion
A confirmation page will open which will prompt you to confirm your intention to delete
the report(s) selected. Confirm you wish to delete the report to continue.
Figure 23 – Delete Confirmation
You will only be able to delete reports to which you have delete rights. Your ability to
edit reports will be based on:
1. The general report writing function. You must be able to delete reports.
2. Your access level to reports in a specific category. E.g. if you only have READ
access to finance reports you will not be able to delete them.
3. Your access rights to the VIEW. You must have rights to access the view so that
you can delete reports.
When a report is accessed either from the Report List page or as part of a preview for
a draft report it is displayed in its output form.
This section covers some of the options you may have when running a report; such
as printing, exporting and filtering.
On the Report List page, click on the report name hyperlink of the report you wish
you view. Once clicked, the report will open in the Report Output page.
Figure 24– Report View List
The report output page allows you to view the content of your report. There are a
number of additional features to assist your use of the report, such as the tool bar,
report title and description and report data. Additional aspects to the page may
include Filter Prompt and Charts.
Figure 25– Report Output Page
1.
The menu bar is displayed at the top of the page, and includes a
number of features such as edit, print buttons etc. These are
explained in more detail below.
2.
Report Filter user prompt. The user prompt is only displayed when
a report contains user prompts that require a user to enter prior to
retrieving the data from the database.
3.
Report title and description is displayed at the top of the report.
4.
Tabular output - this example report displays the data retrieved
from the data source in a table in which sections have been
applied.
5.
Conditional Format description – this is displayed if conditional
formats have been applied to your report.
The Menu bar assists you to manage various reporting functions. The items that
appear here will be dependent upon your user rights and the nature of the report such
as its status. The following is an example tool bar.
Figure 26– Report Toolbar
The menu is divided into related sections – such as edit and collaboration. Each of
these sections has associated icons and links to either drop down menu panels or
popup options. These options allow you to manage the report, change its format, edit
the data presented, view and hide filters and charts. These are covered in more
detail in later chapters of this guide.
The selection of menu buttons provides you with the ability to manage access to new
reports and export your report in alternative formats. These buttons are described
below.
Section
Description
Report
Open
Opens the report list and closes the current report.
New report
Opens the report builder and initiates a new report.
Copy report
Copies the current report and opens the edit function. The
current report is closed.
Export
Export
Opens a drop down menu of export options
Export to Excel
Exports the current Report to MS Excel
Print
Prints the current Report
Edit
Data
Places the report in DRAFT mode and takes you to the first
step in the report wizard allowing you to change the data
Filters
Places the report in DRAFT mode and takes you the filter step
in the wizard allowing you to change filter options
Format
Places the Report in DRAFT mode whilst remaining on the
output page. Replaces the Active menu with the report edit
menu.
Name
Allows you to change the name and description of the report
without placing the report in DRAFT mode. The report
remains active.
Collaborate
Annotate
Allows you to add an annotation to the report
Comment
Allows you to add a comment to the report
Distribute
Allows you distribute a report to other users inbox
Add to favourites
Add the report to your list of favourites
Schedule
Broadcast
Set up scheduled report delivery for other users of the report
Subscribe
Set up scheduled report delivery for yourself
Refresh
Set the refresh cycle of the report – whether automated or
manual.
Information
Information
To find out more about the report such as a description of all
the columns used in the report (the report Meta Data) you can
use the report information link. This opens the information
popup which provides you with detailed information about the
report.
Close
Closes the report.
Some reports do not run automatically and require you to refresh the data contained
in them. If your report is not refreshed automatically the data you see when you open
the report may be relatively old. The age of the data is displayed under the menu
bar.
There are three refresh options; None, Manually (allows the user to click „Refresh‟
when they want), and Periodically (with options shown below).
Figure 27 – Report Refresh Options
When a report is refreshed, and archiving is enabled, all versions are saved under the
drop down history so that different versions of the report can be viewed at any time.
1. Click on the history drop down and select the date of the report you wish to see.
2. The report will refresh and show you the version requested.
Using Yellowfin you can export your reports in a number of formats. These include
printing your report, exporting it into a PDF format or exporting the data into Excel /
CSV (Comma Separated Values).
This section describes each of these options in turn.
To print a report you must open the report into the Report Output page.
1. Click the Print button on the tool bar
2. When the popup opens you can view the report output and then click print again
to print.
Figure 28 – Print Friendly Version
3. You may be prompted to select your printer settings. These settings are
determined by your printer and local software / hardware components. Choose
the settings that are appropriate for you, and click the print button.
1.
To export a report as PDF click on the Export icon. This will open the drop down
menu and select the PDF link from the menu
2.
.
A PDF format popup will open allowing you to choose your preferred export
options. Select you options and click submit. This will create a PDF and prompt
you to save it to your local drive. The selected options will be saved for the
current report, and will be the default the next time you export this report to PDF.
Figure 29– Export to PDF
Yellowfin gives you the ability to export your report for use in other applications such
as excel or word. To export your report:
1. Click the Export icon on the menu bar and the menu drop down will open – select
the format you wish to export to, e.g.
or
Figure 30 – Export to PDF
2. You will be prompted by to either OPEN, SAVE or CANCEL the export data.
Click the SAVE button.
3. Once you have chosen save your computer will prompt you to select a location to
save the file to. Choose an appropriate folder, and click SAVE
4. Once the download is complete you will be able to either open the file, or close
the prompt. Click CLOSE to close the prompt window and return to the data
output page.
Note: if you choose to export report which contains a chart your chart will not be
updated if you change your data in Excel. The chart will not be exported to CSV.
Generally a report will run instantly and return a result set if no user prompts are
required. However if a user prompt is required you will have to enter in the details
and click GO to run the report.
Figure 31– User Prompt Report
If you are unsure of the filter data you wish to use you can use the prompt option to
query the database for available values.
1. Click the prompt icon –
A popup window will open with a list of current values from the database.
Figure 32– Prompt for Values
2. Select the value you wish, using the tick box and click the „select‟ button. This
will return the value to your filter display.
3. Click the „Go Button‟
to run your report with the filter.
If you do not wish to apply a filter to your report you can return all values by ticking
the „omit‟ check box. The filter(s) that you choose to omit will be ignored by the query
when querying the database.
Figure 33– Omit Filter Condition
If you wish to hide the filter box from your report, click either the „minimise‟ or the
„close‟ button on the filter menu bar. The filter box can always be re-displayed by
using the filter option on the report menu bar.
Figure 34– Minimise Filter Display
When you run a report requiring filter values the next time you run the report your
previous filter values maybe applied to the report. To change filter values follow the
prompt under the toolbar.
Figure 35 – Reuse Filters
When a report has several user prompt filters it can be useful to provide pre-defined
filter sets, saving the user time.
Figure 36– Saved Filter Sets
In order to use Saved Filter Sets you will need do two things:
1. Enable the role permissions through Administration. There are two settings you
can enable:
a. Filter Sets: allows users to see public filter sets created by other users,
and create/delete their own private filter sets if applicable.
b. Create Public Filter Sets - allows users to create public filter sets that can
be used by other users.
Figure 37– Saved Filter Sets Role Permissions
2. Enable Saved Filter Sets through the Filter Action menu on your report
Figure 38– Enable Saved Filter Sets
Once you have enabled the functionality, you will need to define your sets on each
report. To do this your report will need to be activated, and then you can follow these
steps:
1. Select the filter values you wish to use and then click on
Save Filter Set.
Figure 39– Save Filter Set
2. If you have permission to save Public Filter Sets then you will be presented this
panel:
Figure 40– Public Filter Sets
Here you will be asked to define the filter set as either private (only for your user
account) or public (available for all users with access to filter sets).
Then you will need to provide a descriptive name for the set. Click Add Set once
complete.
If you only have permission to create Private Filter Sets then you will be
presented with this panel and will only need to provide a descriptive name.
Figure 41– Private Filter Sets
Click Add Set once complete.
3. You should now have a report with filter sets as below:
Figure 42– Filter Sets
When you have defined sets of filters you are ready to use them. To apply a filter set
simply click on the name of the set you want.
Figure 43– Apply a Filter Set
To delete a filter set you will need to click on the
image next to the name of your
chosen set. You will then be asked to confirm your decision in the following window:
Figure 44– Delete a Filter Set
Click Yes to confirm.
Note: You are only able to delete filter sets that you have permission to create. If you
only have permission to create Private sets then you will not be able to delete Public
ones.
Saved Filter Sets should always be implemented when the report is complete. If, at
any stage, you need to edit a report that has filter sets you will need to re-add the
sets after editing is complete as they are lost when a report is placed in draft mode.
The Yellowfin dashboard is your personal reporting portal. At a glance you can view
all your key reports on a single page. The dashboard allows you to create new tabs,
search your public repository for dashboard enabled reports and add them to your
selected tab, or access a public tab.
Figure 45– Dashboard
1.
The menu permits you access to additional reporting functions such as create report or
access to the report list – your report repository.
2.
The search text box provides you with the ability to search reports across your repository.
Enter your key word and click go.
3.
Dashboard tabs allow you to navigate between various pages on your dashboard.
4.
The menu allows you to add, edit or delete tabs on your dashboard.
5.
You can add various reports onto your dashboard tab.
6.
Your favourite reports and inbox are displayed to the right of your dashboard reports.
7.
Your inbox is used to receive distributed reports, reports for approval and comments.
8.
Your draft report list lets you quickly access the draft reports you were recently working on.
9.
Your recently accessed reports list keeps track of the reports you‟ve last viewed
Once a tab has been added to your dashboard you can continue to update and edit
them to suit your needs. The tab menu allows you to add, delete or edit tabs. By
clicking on the tab link you will have a drop down menu from which you can choose
the following options.
Figure 46– Tab Options
The first tab from the left of the page is the tab that will open first when you login.
1. To move a tab location in the list, click the tab drop down menu icon.
2. Choose the direction you wish to move the tab
If you no longer wish to have a tab on your dashboard then:
1. Click the
Delete link whilst the tab you want to delete is Active
2. Confirm the deletion by clicking OK on the confirm window
Figure 47 – Tab Delete Confirmation
If you wish to export all the reports on a tab to one document then:
1. Click on the Export option in the tab menu
2. Select the format you wish to export to.
Figure 48 – Tab Export
When initially logging on you may not have any tabs defined to your dashboard. The
following message will be displayed.
Figure 49– Add Tab
To add a new tab to you dashboard click the add tab link. This will open a drop down
menu which will present you with a list of options (these will be dealt with in more
detail later):
Standard
A basic tab containing independent
KPI
A KPI style of tab
Analytic
An Analytic tab with interlinked reports
Pre-Built Tab Choose a pre-existing tab from your repository
Figure 50– Add Tab Drop Down
Adding a new Tab to your dashboard allows you to add more reports into a related
area such as Sales, Finance or HR. You can add as many tabs to your dashboard as
you wish.
1. To add a pre-built public tab, select the Pre-built Tab option. This will display a
drop down list of possible tabs that you can add.
Note: you can only have one instance of a public tab on your dashboard.
Figure 51– Public Tab Description
2. On selecting a tab you will be presented with a description of the tab, the
intended audience and a list of all the reports that it contains. This will assist you
to determine the most appropriate tab for you.
3. Click the add link to add the tab to your dashboard.
If the tab is active you will have to place the tab into edit mode for you to make
changes such as deleting or adding reports. When you edit a tab you will change the
status and as a result if it is a public tab no other users will have access to the tab
whilst you are editing it.
The tab edit menu allows you to determine the layout, security and in the case of
analytic dashboards the filters that link the reports together.
Figure 52– Tab Edit Menu
The main sections of the edit page include:
1. The ability to activate, select the layout, set security and – in the case of
analytical tabs – set the linkages between reports.
2. Add new reports to the dashboard
1. To add a new dashboard report to your dashboard click the add new report link
on the bottom of the column. This will open the dashboard search popup.
Figure 53 – Add Report Window
2. Search for the report you want to add using the search form. Note: you can use
advanced search settings to narrow down your search as in the example above.
Either click on the report name, or select one or more using the check boxes, and
then click add to add the reports to you tab.
Once the report is on your tab you can resize it or position it within a column or across
columns using drag and drop.
Figure 54 – Resizing Portlet
Not all reports are appropriate to add to a dashboard, but you may want to include
them to provide supporting information for a specific tab. To do this you can use the
associated report list. Add reports to this list and they will be displayed as a link to the
report only not as a pre-run report.
Figure 55– Associated Reports
When you delete a report from the dashboard it is not deleted from the repository.
The original report can still be found in your report list - you did not delete the actual
report, only the dashboard copy of it.
1. To delete a report click the delete button at the top right of the report menu.
Figure 56– Delete Dashboard Report
2. A prompt will confirm that you wish to delete the report. Click OK to delete the
report from your dashboard.
Figure 57– Delete Confirmation
Once you are happy with the set up of your dashboard you should activate it by
clicking the save icon on the dashboard edit menu. This will open the save drop
down menu allowing you to set the tab name and description. Click Activate to save
your tab into read mode.
Figure 58– Tab Activation
The report portlet menu provides you with a set of options for managing the display of
a report on your dashboard. On the report menu you will find:
1. Report Title
2. Report Menu
3. Chart/Table Toggle
4. Maximise
5. Close
Figure 59– Dashboard Report Menu
Maximise
The „maximise‟ function opens the report to its full size in
the reports preview page.
Close
The close button will delete the portlet from the user‟s
dashboard when the tab is in draft mode.
Menu
Opens the drop down menu
Chart/Table
If the report is in a chart and table format this button lets
Toggle
you toggle between both views
Click on the dropdown link to open the portlet menu. This allows you to print, export
or edit your report. The contents of the drop down menu will vary based on the nature
of the report.
Figure 60– Dashboard Report Drop Down
Minimise
Allows you to reduce the size of the portlet and display the title
only. (Only available when a tab is in edit mode – toggles with
„Restore‟)
View Report
Open the report into the main report view page.
Print
Print the report to you local printer.
Export
Export the report to multiple formats including CSV, MS Excel,
PDF etc.
Reset Report
If filters or drills have been applied this will return the report to its
original state.
Email Report
Opens the email window and allows you to email the report directly
from within Yellowfin.
Show Filters
Displays filters for the report
Information
The information link opens up meta data about the report. Such as
the details of the source data and the security settings for a report.
Report URL
Displays a link to access the report outside of the system.
Accessing reports this way will depend on security settings.
There may be times when you wish to manage your dashboard by minimising the
reports that have been displayed. This provides you with more room on your
dashboard to add further reports – and maximise them as you need them.
1. To minimise a report click the portlet edit drop down and select the minimise
option. The page will refresh and the selected report will minimise. The
minimise option will now be replaced by a restore option in the drop down.
2. To expand the report back to its original size click the restore link in the drop
down menu. This will refresh the page and your report will be displayed in your
dashboard again.
The maximise option provides you with the ability to open the report in the standard
view mode instead of on your dashboard. This will also give you access to the edit
function if you wish to edit the report data rather than the dashboard properties.
From your dashboard you can drill into more detail. Two types of drill exist – a „drill
through‟ to a different report or a „drill down‟ within the same report. Drill capability is
indicated by hyperlinks on fields within your report.
Drill down reports do not open a new report but drill into the detail of an existing
report. For example you may be able to drill from
Year > Month > Week
When you click on the link to the report will refresh with detail updated. For example if
your report contained Year and you clicked on 2003 the refreshed report will display
all months for 2003.
Figure 61– Region Drill Down on Year
Figure 62– Region Drill Down to Month
If you have drilled down multiple layers or down multiple hierarchies you may wish to
reset your report to its original state. This can be done by selecting the reset option
from the report drop down menu. As shown in the figure 52, above. Your report is
automatically reset each time you login to Yellowfin.
Some reports that you add to you dashboard may permit you to drill through to a
different report with more detail. This will be evident from data that has a Hyperlink
on it. To view more detail click the hyperlinked data, this will open a new report with a
greater level of detail.
Figure 63– Drill Through
KPI Tabs are a unique dashboard tab which present reports to the user in the form of
KPI metrics. These assist an organisation to understand its goals and objectives –
essentially, the direction in which they want the enterprise to progress. To help with
this analysis key performance indicators (KPIs) are laid down to assess the present
state of the business.
The KPI tab differs from a standard dashboard tab in that Reports are run as a
regular task against predefined targets – the results include:
1. Current Status
2. Trend of the report over time
3. Actual versus target and variance
4. And the last relevant time period (as displayed below)
Figure 64– KPI Tab
Benefits of this style of tab include:
1. Data is easy to interpret – users can quickly identify which business measures
are on target or not.
2. Multiple Metrics can be displayed on a single tab for quick access
3. Trends in the report are displayed providing users with an understanding of both
current status and direction of the data.
1. The creation of a KPI tab is similar to a standard dashboard tab. Simply click the
add tab link.
2. From the Type selection option, choose KPI.
3. Add reports by click the add button – as with a standard tab.
Note: Only KPI reports will be searchable via the add report popup. You will have to
create KPI reports through your report builder – see the appropriate section below in
this guide. You can find more information in the Dashboard Tutorial Guide.
The KPI tab structure allows you to quickly browse the status and trend of your Key
Performance Indicators.
Figure 65– KPI elements
Status
The status will display an icon that indicates whether or not the measure has
met your target thresholds.
Menu
The menu drop down lets you manage the KPI report. You can view, print
email, and export it.
Title
The title of the KPI metric. Click on the hyperlink to see detail.
Trend
The trend compares the current version of the KPI report run with the
previous versions and indicates whether there has been a change in the
trend, the direction of the trend and whether the trend is good or bad.
Actual
The current actual value of the metric as returned in the report.
Target
The target value as set for the KPI metric
Variance
The difference between the Actual and Target values.
% of
A bullet chart that assists you to visualize performance and compare all
Target
metrics on an equal basis.
Last Run
The specific date for when the KPI is relevant.
Analytic Tabs are used if you wish to create relationships between multiple reports on
a single tab. In a standard tab each report portlet is independent, however in an
analytical tab you can link reports so that if you drill down on one report the
associated filters are applied to all reports on the same tab.
The Analytical tab assists with providing multiple views of the same data set and
allowing very flexible slicing and dicing of the data.
Figure 66 – Analytic Tab
The benefits of this style of tab include:
1. Data is easy to slice and dice – users can quickly drill down on multiple
dimensions and views of their data
2. Multiple related reports can be displayed on a single tab for quick access
1. The creation of an Analytic tab is similar to a standard dashboard tab. Simply
click the
Add Tab link.
2. From the menu select „Analytic‟.
3. This will return you to the tab where you can add reports by clicking the
Add
Report link – as with a standard tab.
4. Once you have added all your reports you will need to link them via shared filters.
The most critical aspect of creating analytical tabs is linking your reports together so
that they support complex drilling and filtering.
1. From the edit tab menu click the analytical set up link.
Figure 67 – Analytic Tab Setup Link
This will open a new page with all the reports listed as well as a panel with the
reports and their linked status – as shown below.
Figure 68– Analytic Tab Linking
2. By clicking on the linked reports you will be able to see how each report is linked
to the current subject report identified in the left hand reports panel. Reports that
are not linked are highlighted in red.
3. Choose the type of linking. For example if the reports share a common drill
hierarchy choose Drill Down Field, otherwise choose filter. This will allow you to
select which fields correspond to the filters that will be applied from the report.
Figure 69– Filter Linkages
4. Click Save to continue and go through each report to set up is linkages which all
the reports on your tab.
5. Once you have set up the links between reports you will need to set up the filter
user prompts, these will be displayed on the right hand side of your analytic tab.
In the example below the filter values have been cached (set at the report level).
For more information go to the filters section of this guide.
Figure 70 – Filter Prompts
Once you have linked all your reports together, you can format the way the filters are
displayed on the dashboard.
1. Click on the Filters link on the Analytic Tab menu bar.
Figure 71 – Analytic Filters Formatting
Here you should find all the filters listed in order of appearance on the tab.
2. To change the order of the filters, highlight a field and use the Move Up and Move
Down links.
3. To change the positioning of the Apply link, click on the Top, Bottom, or Both link.
4. Set the style of the filters by selecting one from the list next to each field, here
you can select List or Checkboxes, and set the size of the list (if selected).
5. Click on the Apply link to save your changes.
Dashboard tabs can be shared between users by setting them to public. Security can
be applied to Public tabs. If you choose to create a private tab you will not be able to
set security as you will be the only user with access to the report. However, if you
choose to create a Public Tab you will have the option to add additional security.
Note: if you create a personal tab no other users will be able to share your personal
tab.
To create a tab for sharing with other users you will need to create a public tab.
Create the tab as described above and then on the main menu select public from the
security drop down.
Note: Whilst the Public tab is in draft no other users will be able to add it to their
dashboard. When you have finalised the dashboard activate it by clicking on the
activate link.
Figure 72 – Public Dashboard Tab
Security on the tab is used to set who has access to the tab system. You have two
options
Unsecure: this allows all users to access the tab
Secure: securing the tab you will control who can view or edit the tab record
1. To secure the tab select the secure radio button as shown in the example above.
2. This will display the security management elements on the screen. You will need
to select either a person or a group that you want to secure the tab for.
3. One the person or group is selected choose the appropriate access level. Note
at least one user must have DELETE access – else the tab will be locked to all
users for update purposes.
Read
Allows selected users to add this tab to their dashboard but not edit it.
Edit and Update
Allows selected users to edit and change the dashboard
Delete
Allows selected users to delete the dashboard from the corporate
repository
Figure 73– Access Level
4. Once you have select the user and access click the add button to add them to the
access list. You can add as many users or groups as users to the list as
appropriate.
Figure 74– Access Applied
Yellowfin supports dashboard collaboration by permitting public authors to distribute
pre-built tabs to individual or groups of users. Similar to the distribution of reports all
recipients must have appropriate access levels to receive reports.
Why distribute a tab? By distributing a dashboard tab you can create a single tab for
an entire department and then distribute it to all users within that department.
1. To distribute a tab click the distribute tab link in the tab menu drop down. (You
will only see this link if you are authorised to manage the corporate tab selected)
Figure 75 – Distribute Tab
2. You can then select if you wish to send it to a single person or to a group of
users.
Figure 76 – Distribute Tab Options
3. Search for either the person or the group and click add
4. A confirmation page will confirm the tab has been delivered and you can go back
to distribute the tab to another set of users.
Note: Tabs and associated reports will only be distributed to users that have the
appropriate level of access for the report.
The remove option is different from the delete corporate tab option. The delete only
deletes the tab from your dashboard but does not affect other users. Whilst the
remove deletes tab from all users and makes it unavailable for future use.
1. To remove a corporate tab for all dashboards that it appears on select remove
from the tab drop down menu.
2. You will be prompted on a confirm page if you wish to permanently remove the
tab. If you do not wish to do so click „Cancel‟ otherwise click OK to continue.
There may be instances where a corporate tab is used to track rapidly changing data
– such as call centre information, or system tracking.
Generally with dashboard reports once a tab is opened the reports displayed are
static – they do not automatically update. However, with Yellowfin you can set up
refresh cycles for various reports so that as long as the dashboard tab is open the
reports will continue to be updated.
1. To create a refresh cycle for a dashboard report you will need to define before
saving a report. Click on the Display menu in the report builder.
2. Click YES for the refresh dashboard option and define the number of seconds
you wish to elapse prior to a report being refreshed.
Figure 77 – Refresh Dashboard Report Option
3. Activate your report.
When this report is added to your dashboard it will automatically refresh based on the
seconds you have indicated.
The drag and drop report builder provides you with an easy to use report creation
wizard that assists to create both simple and sophisticated analytical reports. In this
section the steps required to create a basic report will be covered.
More advanced functions such as report formatting, filtering and charts will be
covered in subsequent chapters.
When you create reports you will be using the report builder wizard. The wizard takes
you through the steps to create a report. These steps will be determined by some of
the options you choose along the way. This chapter will explain some of the major
steps in the wizard. These include:
1. Selecting the source of data you wish to query
2. Choosing the fields you want to have on your report
3. Determining Filters and Sections
4. Choosing the layout of your Report
Included in the report builder are a number of sections:
1. Initiate Report: The first step in building any report is selecting the type of report
you wish to run and the data source required. Your organisation may have many
views and data sources so selecting the correct one is critical prior to building
your report.
Figure 78 – Report Initialisation Page
2. Report Data: The report data section allows you to define the look and feel of
your report, including the fields to be displayed, the filters to be used, and
whether a chart or drill through should be displayed.
Select the items from the view that you wish to include in your report and drag
them into the appropriate section of the screen.
Figure 79 – Report Data Page
3. Report Filters: The filters page allows you to set up conditions to return only
certain values rather than returning all the data from a selected view. For
example, you can specify customer segments for particular organisation units.
Figure 80 – Report Filters Page
4. Related Reports: One of the major features of Yellowfin is the ability to create
drill through reports or display associated reports on the same page. This is done
by linking reports together through related reports.
Figure 81 – Related Reports Page
To create a new report click the create button located on your main navigation bar.
This will open the report initialise page and allow you to start creating a new report.
Only users with CREATE access to the reporting function will be able to create new
reports.
Figure 82– Creating a Report
The first step in creating a new report is the initialise report step. In this step you will
select the type of report you wish to create, how you want to write the report and to
select the source of the reports data.
Figure 83– Initialisation of a Report
This question is for advanced users. If you have access to this option then you can
select either Drag and Drop, Freehand SQL or one of two alternative authoring
environments – BIRT and Jasper Reports. For most users it is recommended that you
choose the drag and drop report creation method.
Most importantly when creating a report you must select the data source and
individual view. At this point you are specifying the exact subject area that you wish
to query.
Firstly you must select the data source – this is the database in which your data is
stored. For example a data source may be you HRIS system.
Once you have selected a source the available views for that source will be
displayed. There may be many views in the same data source. Select the view that
you wish to use.
To assist make the right selection you roll your cursor over the
image to find out
more about a data source or once you have selected a view click the “more
information” link. Both of these will provide you with more information about either the
data source or the view.
Note: Once you select a view and continue to the next phase of report building you
cannot return to this page to change the view. This is because all the items
associated with the view will be loaded for this report.
If you use the same view on a regular basis you can set it as your default by clicking
the default view check box.
Once you have selected the view for your report click either the next button at the top
of the page or “click here to continue”. Both of these will take you to the Report Data
Page.
The Report Data page is where you build, edit and view the report data definitions
used to generate Yellowfin reports. These definitions include both the queries you
use to retrieve data for your document, and the data formatting.
You can easily add data to an empty report by dragging and dropping the report items
from the available data fields list.
Figure 84– Report Data Screen
1. The process step guide provides you with a visual display of the steps required in
your report builder wizard. The number of steps displayed will vary based on some of
your selections on this screen – for example if you choose to include a chart on the
report.
2. The Search box allows you to quickly find a field for your report when instead of
browsing through the categories.
3. The Data Fields display provides you with a list of all available items to add to your
report from the selected view. Click on the folder expand image to open the folder
and view all the items within it.
4. You can create calculated columns that are unique for the current report.
5. The current data source and view name is displayed. Click on the view name to view
a summary of the view.
6. Used the drag icon to resize the Data Fields panel to make it easier to read the
column names you wish to add to your report.
7. The report data section is used to specify which items you wish to include in your
report. Drag an item from the report field list and into the report column.
The calculation buttons allow you to perform calculations on metrics included in your
report.
8. Filters allow you to specify which attributes should provide a filter such as date – only
show events that have occurred today.
9. The report section area allows you to create sections in your report based upon
dimension data. An example may be that a new section is created based upon
Business Unit.
10. The report options section provides you with advanced functions for manipulating the
output of your report. Options include: Charts, Crosstab Display, Totals etc.
Click on the expand image to open the various sections available to you.
The data fields section on the right hand side of the Report Data page provides you
with a list of all possible items that can be used in your report and grouped into useful
categories. These items relate back to the data in the database and in some cases
have already had some manipulation occur to them – this is especially likely for metric
type items
Category: click to expand folders and display item list
Items: a list of Dimensions (yellow cubes), Metrics (blue
circles), Filters and Parameters (aqua funnels)
Hierarchy: drill down capability indicated by the join
between icons
Calculated Field: build derived attributes and calculated
fields
Figure 85 – Data Fields
The purpose of categories is to provide logical groupings of items. For example, the
Personal Details category contains items that map to data on people in the database.
A folder represents a category. Each icon within a category represents an item.
When creating a VIEW, the administrators define and categories items. The definition
of an item reveals how it can be used in analysis and reports. An item can be defined
as a dimension or a metric. Each type of item serves a different purpose:
Dimension items retrieve the data that will provide the basis for analysis in a
report. Dimensions typically retrieve character-type data (employee names,
company names, etc.), or dates (years, quarters, etc.)
Metric items retrieve numeric data that is the result of calculations on data in
the database.
Metrics tend to be dynamic: the values they return depend on the dimensions
they are used with. For example, if you include Person and Age in a query,
Age per person is calculated.
Basic Metrics do not need to have an aggregate calculation (such as a SUM or
AVERAGE) performed on them within a report.
Pre-Defined Filters are items where a set of conditions have been set up
when the view was created. This assists users to limit the data returned in a
query to only the expected results. For example if the filter is called „United
States‟ then only data from the united states would be included in the results.
Parameters are items which are used to capture user defined values and pass
them into calculated fields or filters. These parameters can assist in
conducting what if analysis.
A common issue when using a report writer is to understand what the fields that you
can select from actually mean in your business context.
Yellowfin makes this easy with view meta data. When your administrator creates a
view they also provide a long description for each field contained in it.
To see the long description click the view name located at the bottom of the data
fields panel. It will open up a view popup. This popup providers you with a summary
of the view, its attributes, and the users that have access to it.
Figure 86– View Information Popup
To include a field onto your report simply drag the field from the data fields panel to a
column field on your report. Click on an item in your data field list and holding down
the mouse button drag the field onto the report data section.
Your drag and drop is successful when you see the item you have selected turn
transparent and move along with your mouse pointer. The order that items appear in
the data list will determine the order of data columns in your report.
Figure 87– Dragging items onto Report
To delete an item from your report you will have to remove the object from the Report
Data Section that it is placed in.
1. Click on the item that you wish to remove
2. Once highlighted drag the object out of the edit box and off the main page data
page and let go of it.
3. The item should no longer be displayed in the report data list. The attribute is
now removed from the report.
Data validation checks are made by Yellowfin to ensure you are building your report
the way in which the administrator intended. You will be prompted if you have used
fields and filters incorrectly with the following messages:
Mandatory fields or filters
The fields shown in this type of message must be included into the field or filter
section of the report. For example:
Figure 88 – Error Message
A variation of the mandatory field section validation is when a selected field in the
table is being aggregated by sum or average. Constraints can be set when this
occurs so that meaningful data is presented in the report. The validation message will
look like this:
Figure 89 – Validation Message
To proceed with your report you can remove the sum or average aggregation on the
selected field or drag the relevant fields indicated in the validation message into the
report.
Excluded fields or filters
The fields shown in this type of message must not be included into the field or filter
section of the report when a selected field in the table is being aggregated by sum or
average. Constraints can be set when this occurs so that meaningful data is
presented in the report. The validation message will look like this:
Figure 90 – Validation Message
To proceed with your report you can remove the sum or average aggregation on the
selected field or remove the relevant fields indicated in the validation message out of
the report.
Suggested fields or filters
When a suggested field or filter occurs, a messages box will appear with the
suggestion. The user can chose to include this field or filter into the report or to ignore
the suggestion.
Figure 91 – Confirmation Box
In list fields or filters
When constraints are set up on a report, one of the options is to select a few fields
from a table and set the constraint as one in list. This means that at least one of the
selected fields must be included in the report. When this validation message is
displayed it will show the list of all the fields where at least one must be included in
the report. To fulfil this constraint simple make sure one of these fields are included in
the report.
Figure 92 – Validation Message
Once you have added columns to a report you can preview the results. This is a
useful step when building your report and allows you to iteratively design you report
and select the most appropriate fields.
One of the first things that you may notice when building a report is that your data is at
too low a level. For example you may want to know the total revenue for a year but
the report is bringing back every transaction for the years selected. In this example
you need to aggregate the data in your report. You need to sum revenue for the year.
Figure 93 – Aggregation in the Report Builder
Yellowfin includes standard aggregation functions (sum, count, average, minimum,
maximum and percentage) that enable you to make quick calculations on the data in
reports. The choice of metric applied is determined by the aggregation menu buttons.
Advanced Functions (see later chapter for details)
Sum of all values returned
Count of the Number of items returned
Count of the Number of Distinct items returned
Maximum value returned
Minimum value returned
Average value of the items returned
Clear Aggregation or function
To change a metric aggregation, complete the following:
1. Move your cursor over the metric object in the box and click on the metric name.
The item will now be highlighted.
2. Now select the aggregation type that you wish to apply – you will notice that the
icon on the left hand side of the measure object will be updated with a new icon
to indicate the aggregation applied.
Figure 94 – New Aggregation Applied
To remove an aggregation or advanced function from a field, do one of the following:
1. Reset the calculation by selecting the metric and clicking the clear link.
2. Remove the measure from the report entirely by dragging it out of the columns
section.
The report options menu allows you to change the layout of your report (cross tab
with charts) and determine the way your report will behave – such as will it contain
drill down or can it be scheduled.
Figure 95 – Option Menu
The main feature of the report output design options is the ability to specify how your
report will be presented. The possible options are included below:
Figure 96 – Display Data As
Simply click on a radio button corresponding to the display type you wish to use. The
default for Yellowfin is the table display option.
If you choose one of the chart options the report builder wizard will have an additional
step included. This step is the chart builder page it is there that you will be able to
select the specific style and detail of your chart.
Data displayed in your reports are displayed in tables. With Yellowfin you have the
option to select what type of table you wish to use for data output. When creating a
new report the default table type is set to COLUMN.
To select a table type click on one of the table radio buttons presented in the report
options section. For example if you want to create a crosstab table, click on the
crosstab table radio button.
Figure 97– Table Type Selection Box
Your Analysis options provide you with the ability to select co-display to display
multiple reports on the same output page, create drill through / down reports or add
sub-queries.
For example you may want to display data from two separate views on the same
page or drill from one report into more detailed data from a different view.
Figure 98 – Analysis Option Menu
You can select to create a regular report or a KPI report. A KPI report is one that is
run on a scheduled basis and has a specified target. Yellowfin will determine how the
current value in the report compares to the target value and will determine the trend
of the data.
Only KPI style reports can be added to a KPI dashboard style tab.
Figure 99 – Report Type Options
Use the report properties section to save the name and description of your report.
Note – these can be updated when you save your report as well.
Figure 100 – Properties
Giving your report a name from the Report Data page is useful if you choose to leave
your report in DRAFT. Since your report will already have a name by which you can
search.
The report data section provides you with the ability to:
1. Show duplicate records rather than distinct values
2. Limit the amount of data returned in your report. This option is especially useful if
your report contains a lot of data but you wish to pre-view it multiple times as you
are designing it.
3. Show NULL values as zero – this is only displayed as a cross tab option. If the
cross tab contains NULL values they will be displayed as a 0. Un-tick this if you
want to show nulls or blank cells.
4. Set a default access filter – so that for each person that runs a report they will
only see data relevant to them.
Figure 101 – Report Data
Note: when your administrator sets up a data source they may specify a default limit
for that source. For example they may specify that the maximum number of rows that
can be returned by a query is 1000 rows. You will not be able to override this default
limit.
Yellowfin automatically applies aggregations to a query. It makes the assumption
that when a user is building a report that distinct values are being requested from the
database. For example if you have 3 records with a customer name Fred Smith a
report containing first and last name will only return 1 record for Fred Smith.
However, it is possible to turn the „distinct‟ process off so that you will return 3 records
containing fed smith.
From the Report options menu select Report Data and tick the „Show Duplicate
records‟ check box.
Figure 102– Duplicate Records
KPI reports are a style of report which assists you to measure actual performance
against targets.
A KPI is usually made of:
A metric
A filter(s)
A date restriction or period
By using KPI metrics, you can track actual performance and compare it to a goal and
you can detect trends. These metrics are most commonly used in organisations as
Key Performance Indicators (KPIs) to monitor critical business areas.
KPI reports are most useful if they are added to a KPI dashboard tab. See the
dashboard section of this guide for more details.
What’s the difference between a KPI report and a standard report?
A KPI report differs from a standard report in a number of ways – these include:
1. It is run periodically to detect trends and changes in data
2. It uses Conditional Formatting functionality to classify the current status of the
report
3. It can be added to a KPI dashboard tab to easily monitor critical business areas.
Note: KPI reports do not support the use of cross tabs – you can only choose the
column or row formats for your report.
From the report data page select the KPI report style.
Figure 103 – Selection of KPI Type
This will create a new menu tab on the report output page. From this drop down you
will be able to configure the relevant KPI options required.
1. Select your data
The first step in creating a KPI report is selecting the data to be contained in your
report. A KPI report is not a detailed report but rather focuses on a single metric
for a single point of time. For example did I reach my sales target for last month.
Note: Only KPI reports may not work if you have multiple dimensions – e.g. if
your data has sales levels for each of your sales staff.
2. Define your Conditional Formats
Next you will need to apply conditional formatting to the column which is the
subject of the KPI. Your subject column needs rules defined that specify what is
a „good‟ or „poor‟ outcome.
Note: Only Basic Rules can be used for KPI reports – see the conditional
formatting section of this guide for more details.
3. Define KPI Definition
From the Report Menu select the KPI option. From the drop down choose:
a. the metric that you want to apply the KPI to
b. The desired trend – what is a good trend? When the KPI value goes up
or down?
c.
Set the target value – what is the goal of the KPI. Each metric should
have a target value. That is a value that you desire to reach. There are
two ways of setting this field. One manually where you „hard code‟ the
desired value or alternatively select from an existing field with which to
compare your actual versus desired. A good example of this might be a
„planned‟ field which compares against actual.
Yellowfin has two basic ways of displaying the data in a report. You can display data
in tables or in charts. This chapter deals with the different types of tables, including
crosstab tables, which you can use in Yellowfin. It describes how to create tables and
how to organize the way your data is displayed in them.
Yellowfin has three types of table output options:
Column Based
The most common form of table output and the default output of
reports within Yellowfin.
Row Based
A variant of the standard column based table.
Crosstab
A special kind of table that allows you to summarise data.
Yellowfin tables display data in either rows or in columns and have a header and
footer. Header and footer rows and columns are special rows and columns. The
header displays information about the row or column e.g. a label or the name of the
variable whose values are displayed. The footer displays calculations on the values
displayed in the columns or rows.
You can display the variable labels along the top row of the table so that you read the
data down the columns as shown below:
Figure 104– Column Format Table
A column table is a sequential, two-dimensional list. This doesn‟t imply that the data
in a table is simple or uncomplicated: you can present a great deal of data in a table.
The layout of columns within a table is directly related to the layout of the items within
the columns data list. Yellowfin places the cells in the table in the same order in which
they appear in the report columns list.
Suitable for – Presenting data in a tabular, two dimensional list.
Keep in mind:
1. Arrange the items in the order you want them to appear in the column list. For
example, if you want each row to have a location, headcount and basic pay, in
that order, arrange the data items in that order in the Dimensions Edit Field.
2. Whether your document includes sections or not, you always lay out the body of
the table in the Column Edit Field.
Row based tables allow you to have the variable labels displayed down the left edge
of the table so that you read the data across the rows as shown below. This table
format is typically used in financial reports or where the value of a field needs to be
highlighted. For example if the reader of the report were to focus on location then this
type of report allows them to easily view the data related to Sydney.
Figure 105– Row Table Format
A Row table is similar to a Column table, but the header and information are
displayed vertically, instead of horizontally. When you set the report type to Row, the
Row Edit Field looks identical to the Dimensions Edit Field. However, when the
report is run the data will be displayed in rows rather than columns.
Suitable for – Presenting data in a vertical format.
Keep in mind:
1. Arrange the items in the order you want them to appear in the Row Edit field.
2. Whether your document includes section or not, you lay out the body of the table
in the Row Edit field.
You can create a crosstab report to present data more clearly. A crosstab report
shows a summary value at the intersection of each row and column.
Create a crosstab report by rotating the values in a list report to product column
headers. You can crosstab on more than one non-measure column to create a
nested crosstab. For example, add cities underneath the Country column headers at
the top of the report. Adding this report item will further subdivide sales by individual
cities in each country.
The example below displays the total number of products sold in each country,
broken down by product line. The values at the intersection points of rows and
columns show summarized information.
Figure 106– Crosstab Table Report
Keep in mind:
1. Arrange the items in the order you want them to appear in the row and column
fields.
2. Whether your document contains sections or not, you lay out the body of the
table in the row and column dimension item fields.
3. Metric items cannot be used in the vertical or horizontal headers; they can only
be used in the body of the crosstab table.
4. You can add more than one item in the body of the crosstab table.
5. You can use more than one item in the vertical or horizontal headers.
A basic crosstab table will have only one row dimension, one column dimension and
one measure specified.
1. Open the report data page and select the Crosstab Table option in the report
options menu. This will enable the row and column fields. The page will be
refreshed and you will see the addition of two additional fields input boxes.
Figure 107– Selecting Crosstab Table
2. Drag the dimensions and metrics that you wish to display in your crosstab table.
You must have at least one dimension in each of the row and dimension fields
and at least one metric specified for the crosstab table to function.
3. Click Preview once you are happy with the data defined for your crosstab report.
This will create a report and display you data in a rows and columns intersect
method.
To create more advanced crosstab tables you can add additional metrics or
dimensions to your report data. However, consideration needs to be taken into
account of the complexity of the data output that is being created.
Two include more than 1 metric in your crosstab table drag an additional measure
into the metrics box.
Note: the order of your measures as displayed in the output will reflect the order of
measures as displayed in the measures edit box.
Figure 108– Multiple Metric Crosstab
In this example Received amount and Average Client Rating are included.
There are now two measures displayed in the report. They span the column
heading. E.g. Each value of Year has two corresponding measures
The measure title has moved into the report body as well.
To include more than one Row or Column Dimension onto your report drag an
additional dimension into the row or column fields edit box.
Figure 109– Multiple Row Crosstab
In the example above Current Code has been added to the row dimension.
Note: the order of your data items in the row dimensions edit box will determine the
output order of the data.
Two row dimensions are now displayed. The Division dimension spans the
current code dimension. This breaks up division by current code.
As many row dimensions as required can be added to a report.
Report filters allow you limit the amount of data that is brought back in your query to
specifically the information that you require.
You may decide that you don‟t want to include all the data in a document. Applying
conditions or filters to queries allows you to include only the data you need. The
following illustrations show how a condition or filter works.
Figure 110– Filter data Example
Yellowfin lets you setup a variety of filters for your reports. These filters can be preset so that every time a report is run, the same conditions are used; or alternately, a
user prompts can be created to allow a user to select the data filter when they run a
report.
There are a number of filter types available when building a report. These include
pre-defined filters, user defined which includes the ability to create user prompt or
parameter driven reports.
Pre-defined filters can be created to assist users with adding filters or conditions to
their reports that ensure the data they require is easy to extract.
The use of pre-defined filters is especially useful in instances where:
1. A common set of filters are used by report writers – such as location, or business
unit; or
2. If there are particularly complex filters that can be built ahead of time and are
commonly used.
Predefined filters are indicated by the icon used in the data field list. This is indicated
by the filter icon
. To include a pre-defined filter on your report select an item from
your report data menu. As shown below.
Figure 111 – Predefined Filter Example
You will not be able to edit the contents of the filter once it is included in your report.
If you wish to do so then creating a user defined filter as described below is required.
If you wish to create your own filters from the data available to you in your view then
you will have to create a user defined filter.
1. The first step in adding a filter to your report is to drag either a dimension or
metric item from the data fields list into the Filters Box as seen below.
2. On the filter management page (discussed below) you will then be able to set the
values for these filters.
User prompt filters or parameter driven reports can be created by creating user
defined filters. If you do not specify particular values for the filter as discussed in
detail below then the filter will be displayed on the report as a user prompt.
Figure 112– User Prompt Parameters
Parameters are a special type of field which allows you to user input into calculated
fields or have a single user prompt for multiple filters requiring the same input value.
A parameter differs from a standard filter in that the input values can be used for
calculations which permit you to do what if analysis.
For example a standard filter for Revenue would limit the result set to a specific
revenue value – e.g. Greater than $100. However, a parameter could be used to
drive a calculation – Multiply current sales units by $100.
Parameter fields are defined at the view but can be applied to report calculations and
filters.
Parameter fields are indicated by the icon used in the data field list. This is indicated
by the blue filter icon
.
The access filter is a global filter applied to a report based on the user that is viewing
the report at the time. This filter allows the same report to be distributed / used by
many people but will only display data that is relevant for them.
For example an access filter may associate the user as the manager of a particular
cost centre. When that user runs the report they will only see data for the cost – they
will not be able to view data for other cost centres.
Figure 113 – Source Filters
1. The first step in adding a filter to your report is to drag either a dimension or
metric item from the data fields list into the Filters Box as seen below.
Once you add a field to your filters box the report wizard will include an additional
filter management step. It is on this page that you will specify all the filter values.
Figure 114 – Report Filters
2. You can drag as many fields as you wish to use into your filters box. Once all the
items you wish to filter on have been selected click the next button to go to the
filters management page.
3. Use the report filter page to edit and define your filters in detail. All filters added
to your report through the report data page will be displayed on this page for you
to edit.
Aggregate filters allow you to filter on aggregate values such as the sum of received
amount. For example if you filter on received amount you will be filtering on each
record, filtering on the aggregate value would filter on the total for the sum of the
region.
Aggregate filters are applied just like aggregate metrics. Select the item you wish to
filter on and choose the aggregation you wish to apply.
Figure 115 – Report Filter Criteria
1. The item that has been selected on the report data page for filtering. E.g. Last
Name
2. The Operand drop down lets you select what type of filter to be used. For
example Last Name is Not Null or Equal To.
3. The brackets allow for greater complexity in data filtering by using AND and OR
with the where clause operator.
4. The filter data displays what the filter is to be. If you have selected specific data
to filter on it will be displayed here. The default – USER PROMPT this allows the
user to set the filter prior to running a report. Use the Prompt icon to browse
available values.
5. This allows the user to set multiple filters and join them using AND or OR. For
example filter all People where AGE is Greater than 50 or Gender = Female.
6. The move up and down buttons allows the user to build complex bracketing
filters. The level of a statement within the bracket will affect the overall filter
statement and impact upon the data returned in the query.
7. The filter logic display allows a user to read a summary of the filter that they have
defined.
Aggregate filters allow you to filter on aggregate values such as the sum of received
amount. For example if you filter on received amount you will be filtering on each
record, filtering on the aggregate value would filter on the total for the sum of the
region.
The filter options are available on the report preview page. You are able to set the
action and formatting options of all filters here. These will be discussed in more detail
in the filter formatting section.
Figure 116 – Filter Properties
In the filter options section on the report preview page you can select a filter and
customise its display and entry style settings. These will also be discussed in the filter
formatting section.
Figure 117 – Filter Specific Properties
When defining a filter initially you need to specify how the filter values are to be
selected for example where company name is equal to or different from the values
that you want to filter on. The options within the drop down will vary based upon the
type of field that the filter is to be applied to.
Figure 118– Operand List
Possible values for the operand include:
Operand
Description
Type
1
General Filtering
Equal to
Equal to a single alphanumeric or string value
Greater than
Greater than a single alphanumeric or string value
Numeric
Greater than
Greater than or equal to a single alphanumeric or
Numeric
or equal to
string value
Less than
Less than a single alphanumeric or string value
Numeric
Less than or
Less than or equal to a single alphanumeric or string
Numeric
equal to
value
Different
Not equal to or different from a single alphanumeric or
from
string value
Between
Between variable 1 and variable 2 these will need to
Numeric
be legitimate parameters such as date, age etc.
Not Between
Not between variable 1 and variable 2 these will need
Numeric
to be legitimate parameters such as date, age etc.
In List
One or more alphanumeric or string values
Not In List
Two or more alphanumeric or string values
Is Null
Record contains no value for selected attribute. No
Parameter can be set
Is Not Null
Record contains any value. No Parameter can be set
Advanced Filtering
1
Contains
Records that contain text that matches the input value
Text
Does Not
Records do not contain text that matches the input
Text
Contain
values
Starts With
String starts with letter or letters
Text
Does Not
Records do not contain text at the start of the string
Text
Start With
that ends with the input values
Ends With
String end with letter or letters
Text
The Type column is only specified if the operand is not common across all data types.
Numeric Types include date data types.
Does Not End
Records do not contain text at the end of the string
With
that ends with the input values
Is Empty
A record that is an empty string
Text
A String that is not empty
Text
Text
String
Is Not Empty
String
Equals
The records in the filtered column will have values
Column
equal to the values of an alternate column
Different
The records in the filtered column will not have values
From Column
equal to the values of an alternate column
Greater Than
The records in the filtered column will have values
Column
greater than the values of an alternate column
Greater Than
The records in the filtered column will have values
or Equal to
greater than or equal to the values of an alternate
Column
column
Less Than
The records in the filtered column will have values
Column
less than the values of an alternate column
Less than or
The records in the filtered column will have values
Equal Than
less than or equal to the values of an alternate column
Numeric
Numeric
Numeric
Numeric
Column
Minimum
This option will find the earliest date value available.
Numeric
This option will find the latest date value available.
Numeric
Date
Maximum
Date
Link to Filter
This filter allows the user to select one value on the
report page and have it used across multiple filters.
For example have Athlete Region set as a User
Prompt filter and link the Camp Region to it. This will
mean that the user selects the Athlete Region and the
Camp Region will be set to the same value.
Table 2 – Operand Types
By changing the filter data in the filter you will change it from a user prompt to a
permanent condition. This means that when the report is run Yellowfin will
automatically filter the report based on the values you set.
1. To set the filter value you can either click the prompt icon
(and select from
presented values) or click the „change’ hyperlink. This will open a filter data popup, and allow you to insert a value.
2. The types of values that you can insert will be dependent upon:
a. The type of field that the filter is being applied to
b. The type of operand chosen.
Figure 119– Reference Code Value Select
3. When you have chosen a value for the filter data it will be displayed on the main
filters page. To edit this value or change it back to user prompt click on the
Hyperlinked Value. See Below.
Figure 120– Filter Data
The default filter value is USER PROMPT. If this setting is not changed the user that
runs the report will be prompted to fill in the filter data at the time of running the
report. This is useful when the type of interest that a user may have in the report data
varies based upon a context. The figure below shows the effect of selecting User
Prompt.
Figure 121 – User Prompt Filter
1. The user selects USER PROMPT for the filter data type on the filters edit page of
the report builder.
2. When the report is run the user is prompted to insert a division. No data is
displayed until the user has inserted a division and clicks the GO button.
3. Once the user has clicked the result set is returned and the filter is used to
ensure that only the relevant data is returned.
4. The user running the report chooses how to filter the report, based upon the
prompt provided.
By clicking the prompt values button you can see all the values available in your filter.
Yellowfin will take into account any additional filters you may have to limit the amount
of data returned.
Figure 122 – Prompt Values
With Yellowfin you can set up a number of different prompt types. These can include
standard text entry fields, drop down selections, in list grouped selections, and date
fields as seen in the example below.
Figure 123 – Prompt Types
1. The text field allows the user to type in the desired value to filter by.
2. The filter icon allows the user to view all the available filter values and select one
to use. If the filter were an aggregate there would be no prompt to allow the user
to search the database.
3. The date filters allow the user to manually type dates into the fields, or use the
calendar to search for, and select a date. There is an option in the filter Entry
Style menu to Allow Prompt which will enable the user to select from a list of
dates (as in point 2.).
4. When setting a date to the „between‟ operand, and then formatting it to be a
dropdown using pre-defined date ranges, you get the following
options:
Figure 124 – ‘Between’ Pre-defined Date Ranges
5. When setting a date to the „equal to‟ operand, and formatting it to use pre-defined
filter ranges, you get these options:
Note: If you wish to base these dates on the last update date of your view or
excel spreadsheet then go to the Filters Action menu and set the Filter Date
Reference to View Update Date.
Figure 125 – ‘Equal To’ Pre-defined Date Ranges
6. The Gender dropdown uses cached values from the database to generate a list
the user can select one value from.
7. The Last Name list uses cached values from the database to generate a list that
the user can select multiple values from.
If multiple user prompt filters exist on a report then Yellowfin will treat these as
cascading filters. What this means is that as a user starts to fill in possible values
when they click the prompt icon to search for possible values the values displayed will
be further filtered based on the previous selections of the user. Therefore, when
writing a report with multiple filters place them in an order that will make sense for a
user if cascading prompts are likely to be used.
For example if you have both a region and a country filter on the same report then the
region filter should be placed before the country filter so that any countries displayed
are only those that equal the pre-selected region.
If multiple filters are used on a report filter dependencies can be set up so that the
child filter will not be displayed until the parent filter has a value. This can be useful
for sets of cached filters. When the user selects a value for the parent filter, the
dependant filter will be displayed and it will have its values filtered by the previous
selection, making the filters cascading and dependant.
For example, if you have an In List filter on Camp Region and a dependant Camp
Name filter, before you select a value for Region it would look like:
Figure 126 – Main Filter
Once the user picks „Australia‟ in the main filter, it will look like this:
Figure 127 – Dependant Filter
There are a number of special filter types that you need to be aware of when using
the data filter option. They have a number of various rules associated with them.
These are:
1. In List Filters for Reference Codes Filtering
2. Date Filters
3. Between Type Filters
If the operant type „In List‟ or „Not In List‟ is chosen then you will be able to select from
multiple options. The „in list‟ is only available for specific types of variables such as
codes.
Figure 128– In List Filter Values
1. Set the values for the user, click on the filter prompt icon on the filter page of the
report builder. Select all the variables that you wish to add to your list then click
Submit to save your changes and close the popup window.
Figure 129– In List Selection
2. To select multiple options from the list box hold down the control key and click on
the values you wish with your mouse. As shown above.
If the operant type is set to „Between‟ or „Not Between‟ then the filter values popup
will display two value text boxes. You must insert a value into both of these. In
addition you must ensure that the lower end value is inserted in the top box and the
higher value in the lower box for the filter to work effectively.
1. Insert a value in both the top and bottom text boxes.
2. Click Submit to save your changes and close the popup window
Figure 130– In Between Filter Type
When editing a Date filter type you will have three selection options. These are to
either insert a fixed date or a variable date.
1. The fixed date option is defined by inserting a single date.
2. The variable date is set by selecting the current date option with either the + or –
option. This will filter the data based on the system date when ever a report is
run. For example if the filter set is Current date – 10 and the report run on
February 11 then the filter date will be Feb 1. However, if the report is run Feb 21
then the filter date in the report will change automatically to Feb 11.
3. The Pre-defined date period provides the user with a list of date range choices.
Figure 131– Setting Date Filters
You can combine conditions to increase control over the data a report contains.
Combining conditions lets you retrieve data that, for example, contains the people
Smith or Johnson, or concerns on female clients.
Whenever you have more than one condition in a report, Yellowfin automatically
combines them with an “And”. All you have to do to combine conditions is add them to
your filter list.
Figure 132– AND Where Clause
Once combined, however, you can determine how the conditions work together by
bracketing them together and changing the logical operators that specify how the
conditions are combined.
Logical operators let you specify how you want conditions combined. Yellowfin filters
allow two types of logical operators:
1. The AND logical operator combines two conditions into a narrower condition. A
data item must meet the first condition and the second condition to meet the
condition‟s requirements.
2. The OR logical operator combines two conditions into a broader condition. A data
item can meet the first condition or the second condition to meet the condition‟s
requirements. For example return clients where their last name = Smith or their
Gender = Female.
To switch between the AND operator and the OR operator, select the value from the
drop down list box.
If you‟ve combined at least three conditions in your query, you can bracket certain
conditions to bind them together. You use this the same way you might use
parentheses to change the value a in the following arithmetic equations:
a = 36 * (6 +12) as opposed to a = (36 * 6) + 12
For example, you want information about the Events or People in the system on a
particular day.
1. To create a bracket, select the line that you wish to bracket and click the bracket
icons (initially the right pointing arrow). This will indent the line and create the
bracket condition. To view the result of the bracket read the statement in the filter
logic section below the filter attributes table.
2. To change the level of the bracket you can use the move up and move down links
to change the order of your filter attributes in the statement.
Figure 133 – Bracketing Filter Conditions
As previously discussed, the formatting options for filters are now found on the report
preview page when in draft mode, along with columns and sections.
The main formatting options for report filters are displayed below.
Figure 134 – General Filter Formatting Options
1. The User Prompt location allows you to choose where the filter box will appear in
relation to the report results, with the options; Top, Bottom, Left, and Right
2. The Apply link can be moved so that it is displayed at the Top, Bottom or Top and
Bottom of the filters box.
3. The Apply Style allows you to change the formatting of the Apply Filters link
between
Button and
Text.
4. Filter Width allows you to adjust the width of the text boxes and lists to
accommodate longer values.
5. The Display option allows you to choose if you wish to have a list of filters used to
display with the report results, either at the Top or Bottom of the results.
Figure 135 – General Filter Action Options
1. Automatically Apply Filters: Yes, No
2. Drill Filters: Hidden, Closed, Open (breadcrumbs)
3. Minimise Filter Section allows you to collapse or expand the filter box.
4. Enable Saved Filter Sets will allow users with the required role permissions to
use filter sets on the report.
When using a dimension as a filter you will have dimension specific options available
in the Display and Entry Style filter menus. These options will allow you to define
various settings, such as filter caching, custom descriptions and list length (if using an
In List operand). These options may differ from the ones available when using a
metric or a date.
Figure 136 – Dimension Filter Display Menu
1. Display Filter
2. The Description option allows you to change the display text from the default field
name to a customised label.
3. You can choose to let the user skip the current filter by selecting „Allow Omit‟, you
can have the filter set to „Omit By Default‟ or you can make it mandatory,
removing the omit option from the filter box.
4. As discussed earlier in the filter section of this guide, you can set filters to be
dependent on other filters, so they are only displayed when the main filter has a
value selected.
Note: This will only be displayed if you have another filter that had cached
values.
Figure 137 – Dimension Filter Entry Style Menu – User Entry
1. If User Entry is selected you will be able to define whether you want the prompt
list option to be available to the user or not
Note: It is recommended that the user prompt option be disabled if your data set
has many variables that as it may take some time for the values to be returned.
Figure 138 – Dimension Filter Entry Style Menu – Drop Down
2. If Drop-Down is selected instead of User Entry then you will get the above menu.
3. You can either choose to cache the values manually or schedule a task to
regularly update them, or you can write a custom query to select values for the
filter.
4. The Default Value shows you how the filter will be displayed in the filter box.
Metric filters options only permit you to change the title/description, determine the
omit option, and set default values. There is no prompt option for metrics.
The display options for metrics are the same as those for dimensions. Please see the
previous section for details.
Figure 139 – Metric Filter Entry Style Menu – In List
1. The Entry Style menu for a metric will just display the default value options, no
other options are required. In this case, the filter used was set to „In List‟ so there
is a list setup, this will change depending on the operand selected.
Date filter options allow you to: change the title/description of the filter, enable use of
predefined ranges, and cache values.
The display options for dates are the same as those for dimensions and metrics.
Please see the dimension section for details.
Figure 140 – Date Filter Entry Style Menu – User Entry
1. Selecting the User Entry option will allow you to set default values for you dates
either by selecting a date using the calendar or prompt, or setting a date relative
to the current system date.
Figure 141 – Metric Filter Entry Style Menu – Drop Down Predefined Range
2. Selecting the Drop Down option will permit you to cache values, use a custom
query or select from a set of predefined date ranges.
To delete a filter from your report simply click the object in the report filters list and
drag it off the report screen or delete it from the report filter management page.
Parameters are a unique type of input field within Yellowfin. They can be used to
pass values from a user prompt into a calculated field or to have a single entry field
for multiple filters.
One of the most interesting ways that parameters can be used is in the creation of
„what if‟ reports. This works by creating calculated fields which use parameters in
their calculations. For example if you had a Product Cost field you could create a
„what if‟ calculation that was “Parameter” x Product Cost where the parameter was
the expected units to be sold.
A parameter field has to be created when a view is created. Generic parameters can
be created so that they can be used for user defined calculated fields or filters.
1. To add a parameter into a calculated field drag it into your filter section
2. Create a calculated field that uses the parameter
You will now be able to define how the parameter is to be used by formatting it on the
filters page.
Parameters have different format options from standard filters. The process of
changing the format options is however the same. Depending on the type of
parameter field you will have different options.
Like filters you can change the display name – this is useful to provide a more
relevant user prompt text for the user. In the Entry Style menu there are three
formatting options unique to parameters; Field, Dial, and Slider.
Figure 142 – Parameter Entry Style Menu – Field
1. When you select Field as the entry style you will be able to set the default value
for the parameter in the text box on the menu.
Figure 143 – Parameter Field
2. This will be how your parameter is displayed on the report preview page, when
formatted as a Field.
Figure 144 – Parameter Entry Style Menu – Dial
3. When you select the Dial entry style option you will be able to set the colour,
minimum, maximum, and default values of the dial.
Figure 145 – Parameter Dial
4. This will be how your parameter is displayed on the report preview page, when
formatted as a Dial.
Figure 146 – Parameter Entry Style Menu – Slider
5. When you select the Slider entry style option, you will be able to set the colour,
minimum, maximum, and default values of the slider.
Figure 147 – Parameter Slider
6. This will be how your parameter is displayed on the report preview page, when
formatted as a Slider.
For numeric parameters you will be able to set:
1. The default value –the value that will initially be used when the report is run
2. Display Type – you can choose between text field input or dial and slider. If
choosing dial and slider you can choose the image colour to be used (grey, black
or blue) and set the minimum and maximum values for these input processes.
For text parameters you will be able to set the default value – this is the value that will
initially be used when the report is run
For text parameters you will be able to set the default value – this is the value that will
initially be used when the report is run
If you wish to use a parameter as the input for a filter value (you may want to have a
single input field for one or more filters that require the same value) then you can do
this by setting the filter operand to “equal to column” and select the required
parameter column.
Once your parameters have been defined you can run your report. Unlike standard
filters you will have default values defined for parameters so the report will
automatically run if you do not have any additional user prompt filters defined.
You will be able to adjust the parameter values using either text box, dial or slider and
click the go button to re-run you report to see new values.
If you wish to filter a report so that the result set displayed is specific for an individual
user then an access filter will need to be applied. The data displayed is therefore
personalised for the reader.
The access filter determines the relationship between the user and the filter type. For
example if cost centre is a filter type Yellowfin will determine if the user is related to
any cost centres and therefore only show the data for those cost centres.
Access filters need to be setup on the source system and view for them to be
accessible for report writing. In addition you will need to have the access filter
function which permits you to set the filter for a report.
1. From the report data page open the data options section of the report options
side bar. You will see the access filter options.
Figure 148 – Access Filters
2. Select the access filters you wish to apply. These types are configurable to your
organization and have been set up by your administrator.
3. Run the report.
4. You can only see information where you have an association with the filter type
selected.
Note: If the user does not have an association with the access filter selected they
will not see any data in the report.
Charts are the graphic equivalent of tables and crosstab tables. Yellowfin has a very
powerful and easy-to-use charting feature which enables you to produce
sophisticated and visually appealing charts to display a simple summary of your data
or to represent complex relationships within it.
With Yellowfin, once you have selected the data to be used in the report, you can
visualize this data in many ways simply by altering the attributes that you use in the
chart.
The chart creation process requires that the data for the report already be defined.
When creating your report, select the data you wish to use and choose either the:
Chart Only; OR
Chart & Table; options from the report menu
Note: You will only have the chart configuration option if you have selected one of
these two options.
When you first run your report you will not see a chart but instead you will now see a
configure chart image. Click on this image to open up chart configuration.
Figure 149 – Chart Configuration Image
The chart configuration page provides you all the tools to better visualise your data.
From here you can select the data you wish to use in your chart, define the series
formatting – such as colours etc, and format your chart for professional presentations.
Figure 150 – Chart Configuration
1. Chart Configuration Menu – all the format options relevant to the chart type you
have selected. To select a chart use the „Chart‟ selection drop down
2. Chart Series Selection – choose the data you wish to apply to the chart
3. Series Edit – edit the series options for the chart type selected
4. Either your chart will be displayed or the chart configuration image as no chart
has been selected and appropriate data applied
5. The Chart Resize option allows you to drag the chart corner to resize the chart to
fit your report
6. Close Button – click this to return to the main report page
The first step in creating your chart is selecting the appropriate chart type to most
effectively visualise your data. The following table of chart choices will assist you to
make you selection.
One of the features of Yellowfin is that even after you have made a selection it is
easy to swap between chart types to see how your data might look with different
visualisations.
Figure 151 – Chart Selection
Icon
Chart type
When to use
Area
You want to emphasize the magnitude of change
over time. Use an area chart to show how much
the value of a measure changes over time.
Stacked Area
You want to emphasise the magnitude of change
over time, while comparing multiple categories.
Horizontal
You want to highlight values for easy comparison
Bar
and plot your numbers horizontally. Use a bar
chart to place less emphasis on time and focus on
comparing values.
3D Horizontal
Similar to the horizontal bar chart, but in three a
Bar
dimensional form.
Stacked
Categorical data, grouped or stacked to assist
Horizontal
comparison. Use when part-to-whole comparison
Bar
is important.
Horizontal
Similar to the horizontal bar, but having chart
Cylinder
components shown in cylindrical form.
Proportional
Displays how close values in different categories
Bar
came to the highest category value.
Vertical
You want to highlight values for easy comparison
Column
and plot your numbers vertically. Use a column
chart to place less emphasis on time and focus on
comparing values.
3D Vertical
Similar to the vertical bar chart, but in three
Bar
dimensional form.
Stacked
Also referred to as stacked column charts and
Vertical Bar
used when part-to-whole comparison is important.
Cylinder
Similar to the vertical bar, but having chart
components shown in cylindrical form.
3D Stacked
Similar to the 3d stacked vertical bar chart, but in
Vertical Bar
three dimensional form.
Layered
Compares the contribution of each value to a total
across categories.
Combination
Combination charts, in effect, superimpose one
Charts
chart type above or below another. Use to improve
clarity and highlight relationships between data
sets.
Overlay Chart
Use the line chart to emphasize a trend and bars
to emphasize specific values. Line/Bar
combinations may work better by de-emphasizing
bars through the use of subtle colours.
Financial Line
Use this chart to display a trading value with a
subchart displaying volume.
High Low
Shows daily high, low, opening and closing values
with tick positions corresponding to opening and
closing values.
Candlestick
Shows daily high, low, opening and closing values
with different colour bars depending on the daily
direction.
Line
You want to view trends over time by plotting data
at points connected by lines. Use a line chart to
plot many metrics.
3D Line
Similar to the line chart, but in three-dimensional
form.
Stepped Line
A line chart where movement is shown in steps
rather than straight lines.
Z Chart
Trends over a short period of time; displaying the
data, accumulative total, and moving total.
Image Maps
If you do not have GIS defined columns you can
use the Image Maps to create heat maps – these
are a good way to display metrics with a spatial
element such as Revenue by State or Country
You will only be able to render maps for which an
image map has been defined.
Google Maps
Google Maps allow you to render location data
points onto a Google map which will be displayed
as a Yellowfin Chart – along with associated
Google map widgets.
You will have to have a Google Map Key to use
this type of chart
GIS Maps
GIS Maps allow the rendering of complex GIS
polygons. These can be used to render spatial
reports on the fly based on the GIS data available
in a report.
GIS Bubble
A bubble map in which bubble positions are
Map
specified by GIS points.
GIS Heat Map
A heat map where colours representing GIS points
are blended based on intensity.
Meter
You want to measure the rate of change of a
measure against pre-defined targets. Useful for
dashboard reporting.
Thermometer
Vertical representation of the meter chart,
indicating a range of qualitative indicators.
Dial
Used to communicate key performance indicators.
Numeric
Shows the value of a metric on a digital display.
Display
Pie
You want to show the relationship of parts to the
whole. Use a pie chart to highlight proportions
rather than actual values. If it is important to show
actual values in the chart, avoid using the pie
chart type.
3D Pie
Similar to the pie chart, but in three a dimensional
form.
Multi Pie
Used to highlight individual component sizes in a
system of multiple components.
Ring
Similar to the pie chart, but in a circular ring form.
Funnel
Used to show the status of stages in a process.
Radar
You want to compare data by integrating multiple
axes into a single radial figure.
Waterfall
Waterfall charts are a special type of Floating
Column Chart. A typical waterfall chart shows how
an initial value is increased and decreased by a
series of intermediate values, leading to a final
value.
Event
Maps the occurrence of events against the values
of a numeric data set over time
Week Density
Shows the density of occurrences based on hour
relative to other densities on the same day of the
week.
Trellis
A segmented chart for which the behaviour is
determined by the data selected.
Bubble
Can be used with categorical, sequential or timeseries data. Bubble size and location combine to
effectively display 3-D data on a 2-D chart. Bubble
charts can also be displayed in quadrants,
allowing for negative X and Y values.
Scatter
A scatter plot (points not joined) chart that allows
the charting of 2 related attribute series. Can only
be used if the data series are related. Useful for
seeing trends in data that is not linear.
Histogram
Shows the number of times a given value occurs
in the dataset.
Box &
A chart which gives a quick overview of series of
Whisker
values and their statistical properties.
In the chart data panel you will be prompted to select the series you wish to use in
your chart and also edit the series style options.
Figure 152– Chart Series Data Setting
Having selected your chart type the data selection panel will be refreshed to display
the appropriate options for the chart time.
1. Select the data you wish to use for your report as prompted by the available
options – see the table below for more detail on the definition of these.
Note: if you have more than 1 dimension in your report data Yellowfin will
automatically aggregate the data in the report to accurately chart the label
dimension selected. This is a very powerful way for you to visualise and gain
insight into your data.
2. Once you have selected the fields you wish to use click the refresh link to display
the selected series in the Series Settings edit panel.
The following table displays the data selection options for the various types of charts
that you select.
Bar, Column, Line, Pie, Area, Combination Charts
Label
This is the category label for the X axis
Series
Typically a numeric value such as $. An item that you want to measure
on your Chart
Colour
This option is only available if you have a cross tab data set available
and is used to determine the colour applied for cross tab series data.
Financial Charts
Label
This is the label for the X axis, time series data.
Start
Share value at the beginning of the time period (commonly: day)
End
Share value at the end of the time period (commonly: day)
High
The highest value the share reached in the time period
Low
The lowest value the share reached in the time period
Volume
Number of shares traded in the time period
Trend
A metric the user created to display a trend line on the chart
Bubble Charts / Scatter Plots
X Axis
The value to be displayed on the X axis – must be numeric
Y Axis
The value to be displayed on the Y axis – must be numeric
Size
The value that defines the size of the bubble relative to all other points
on the chart – must be numeric
Colour
The item that defines the colour of the bubble – must be a dimension
Meter Charts
Series
Meter charts only display a single value – select the series to be used for
this value.
Image Maps
Map
Choose the relevant map that you want to use to display your data.
Layer
The layer is the image layer that has reference codes associated with
zones on the map.
Label
The label is the field in your data set that has the reference codes that
match your layer data.
Colour
The colour you wish to use as the maximum colour variable.
Google Maps
Label
The label for the roll over bubble
Description
A description that is contained in the roll over bubble
Link
A hyperlink that can be embedded into the bubble to take the user to an
external site / report.
Latitude
The Latitude coordinates column
Longitude
The Longitude coordinates column
GIS Maps
GIS Field
This is the field in your report that contains the GIS data types
Colour
The maximum colour to be used for the heat map
Event Chart
Label
Time value
Value
Metric shown in the line (the top of the chart)
Event
Binary values that signify if the event was occurring on each of the time
values.
Once you have select the series you wish to apply the selected series will be
displayed in the series settings panel.
The series setting panel lets you set the style and colours of selected series.
Although defaults are applied you can change these by managing the individual
series.
The choices available for your series settings will vary based on the chart type
selected and whether Conditional Formatting has been applied to your data.
Option
Description
Style
When setting the colour style of the series you can choose default
or either set solid colour or gradient colour options.
Direction
If you have selected gradient you can set the direction of the
gradient to be applied.
Colour
If not selecting default you can set the colour(s) to be applied to the
series.
Boarder Colour
For bar style series you can select the series boarder colour
Width
For bar style series you can select the series boarder thickness
Line Thickness
For line and Area charts you can set the weight of the line. The
Area line is the line at the top of the area chart.
Opacity
Opacity is only available for area charts. Use this to reduce the
opacity of the area and highlight the area line which will remain
solid.
If a series has conditional formatting applied to it you will have the option for
appropriate charts to display these on the chart in a variety of styles.
Option
Description
Display
If you wish to display the conditional formats for the column select „Yes‟.
Style
The style setting lets you choose how you want to display it. Choices
include:
Area – Creates a block of colour of the plot area
Bar – Changes the colour of the bar
Line – Creates a line of appropriate colour on the plot area.
Position
Select how you wish the conditional format to be displayed – in front of
or behind your chart data.
The main chart configuration menu provides you with all the formatting options for
your chart. You can use these options to change the legend, background, axis and
label settings.
Figure 153 – Chart Formatting
The chart section of the format menu has been discussed above mainly for the chart
selection drop down. This is not covered in detail here but should be referred to
above.
The main formatting options consist of the chart format drop down and the Chart Title
drop down.
The chart format options are the most dynamic options and are based on the type of
chart selected. For example for a pie chart you will be able to set the shadow colour
and exploding slice options.
The common options found in the chart format drop down include interactivity options
such as visible series selection.
Option
General Options
Visible Series
This option will allow you to toggle between the series that you have selected
Selection
for your chart (if Bar, Line style etc) or those that are available in your data set
when only a single series can be selected for that chart type (Pie, Map)
Annotations
Annotations can be displayed on charts to prompt a user to view the
comments made for a select data point.
Option
Time Series Options
Date Slider
If your report is a time series (eg you Label is a date and you gave selected
time series) you will be able to turn on the date slider. This allows you to
zoom in and out of time banded data.
Yearly
If you have a line chart which is a time series spanning more than 1 year you
Comparison
can use the yearly comparison to split the line into 12 month groups for easy
comparison.
When using this option the data granularity is set to month and cannot be
changed.
Date
Allow you to set the time units of the chart to match the data set. Eg if data
Granularity
set is hourly you can view the time periods as hours.
If you set the option greater than hourly ie day then your data will be
aggregated to the day period.
Option
Pie Chart
Opacity
By reducing opacity you can make the pie slightly see through. This option
will make the shadow more visible and give a raised effect to the chart.
Other
This setting is useful if you have a pie which contains many segments which
Segment
are too small to be accurately plotted. Use the other Segment to size to set
the % at which smaller values should be grouped and displayed as “Other”.
Shadow
Sets the background shadow colour
Colour
Outline
Sets the outline of the pie and segment line colour
Colour
Outline Width
Sets the outline of the pie and segment line width
Pie Shading
These options provide you with the capacity to create Bevelled and Inset
Style
looking pie charts for better presentation.
Explode Slice
If you wish to highlight the largest or smallest segments you can do so using
the explode setting.
Start Position
Using this option you can decide where on the pie the segments start, moving
clockwise around to fill the chart, allowing you to rotate the chart.
Depth Factor
Used for 3D Pie Charts, this allows you to define how tall the sides of the pie
are, the higher the % the taller the pie.
Keep Circular
Used for 3D Pie Charts, this allows you to set the pie to always display as a
circle, or allow it to be resized and stretched into an oval.
Option
Meter Plots
Needle
Sets the colour of the Needle to be used on the plot
Colour
Font Settings
Allows you to set the font settings to be displayed on the plot.
Opacity
By reducing opacity you can make the plot slightly see through.
Inner Colour
This option is for thermometers only and lets you change the colour of the
„mercury‟
Option
Combination Charts
Orientation
Determine the orientation of your chart by selection either horizontal or
vertical orientation.
Chart Type
The combination chart lets you create multiple charts to be displayed in a
single plot. You also have the ability to add new charts by clicking the add
link. Choose between Line or Bar for the chart type that you want to display.
3D
The 3D option lets you choose if the bar or line is to be displayed in the 3D
style or if unchecked in a plain style.
Secondary
If you have selected Overlay chart you can have a secondary axis option.
Axis
This will display the axis on the right hand side of the chart for the selected
chart.
The title option allows you to change the title of the chart as well as the style – such
as the font settings.
Option
Description
Title Setting
Use this setting to determine how the title of the chart should be derived.
Your options include:
Report Name
(uses the name of the report as saved),
Section Name
(If your report has sections you can use the section
title as the chart title so that for each chart displayed
the appropriate section name is used.)
Custom:
Set the Chart title manually
None:
Do not display a chart title
Chart Title
Use this to Change the Chart title – by default it will use the Report Name.
Style
Allows you to set the font options for the title
The Legend is a box that identifies the patterns or colors that are assigned to the data
series or categories in a chart. This section of the menu lets you set the following
options.
Option
Position
Description
By using this option you can set the location of the legend relative to the chart.
You can also choose to hide the legend as well.
Font
Set the font (Colour, Style) of the legend using this drop down menu.
Style
The style lets you set the background colour and boarders of the legend box.
The background options let you set the style and colour of the main chart elements
such as the plot and chart areas. You can apply elements such as background
images and or gridlines.
Gridline options are available for all category charts, bubble and scatter charts.
Option
Description
Gridlines
Lines you can add to a chart that make it easier to view and evaluate
data. Gridlines extend from the tick marks on an axis across the plot area.
Band Colour
Highlight the Y axis gridlines with a band colour. This will insert a
selected colour for each alternating gridline pair.
Band Opacity
Use this setting to reduce the opacity of the band colour – making it
„lighter‟.
The plot area is the area bounded by the axes, including all data series. The drop
down options let you set the background colours applied to the plot area.
Option
Description
Style
If you wish to set the colour of the plot area you can do so either as a
solid colour or as a gradient.
Direction
If you have chosen gradient you can choose the direction of the gradient
st
nd
starting with the 1 colour and moving to the 2 .
Colour
Choose the colours you wish to apply as the background to the plot
area. If you have chose gradient you will have two colour selections.
Image
You can apply an image as the background to a plot area. You will
have to have images loaded in through the administration consol for this
option to be available. Images will be layered behind any other plot
area formatting.
Boarder
For pie charts you will be able to set the plot boarder. Select solid if you
want to display it.
Boarder Colour
For pie charts you will be able to set the boarder colour
Boarder Width
For pie charts you will be able to set the boarder width.
The entire chart and all its elements are described as the chart area. The drop down
options let you set the background colours applied to the chart area.
Option
Description
Style
If you wish to set the colour of the chart area you can do so either as a
solid colour or as a gradient.
Direction
If you have chosen gradient you can choose the direction of the gradient
st
nd
starting with the 1 colour and moving to the 2 .
Colour
Choose the colours you wish to apply as the background to the plot area.
If you have chose gradient you will have two colour selections.
Image
You can apply an image as the background to a plot area. You will have
to have images loaded in through the administration consol for this option
to be available. Images will be layered behind any other plot area
formatting.
Boarder
To set the chart boarder use this option. Select solid if you want to
display it.
Boarder Colour
Set the boarder colour using this selection.
Boarder Width
Set the boarder width using this selection.
A line bordering the chart plot area used as a frame of reference for measurement.
The y axis is usually the vertical axis and contains data. The x-axis is usually the
horizontal axis and contains categories.
Option
Description
X Axis Title
Determine the test to be placed on the X Axis – if you do not wish any
title to be displayed delete the text from the text box
Style
If you wish to set the font styles of the X Axis choose the custom setting.
Y Axis Title
Determine the test to be placed on the Y Axis – if you do not wish any
title to be displayed delete the text from the text box
The Axis style drop down lets you determine the formats to be applied to axis. This
drop down is divided into 2 sections – X and Y axis.
Option
Description
Colour
Set the colour of the Axis line for both the X & Y axis options
Thickness
Set the thickness of the Axis line for both the X & Y axis options
Y Axis Arrow
For the Y axis you can include an arrow to show the direction of the
scale. This will appear at the top of the axis.
Y Axis Location
For the Y axis you can determine on which side of the chart it is to
be displayed.
Rotate X Axis Label
You can rotate the X axis – which is useful to fit longer category
o
names by choosing from the following options: Standard ,45 down,
o
o
o
90 down, 45 up, 90 up
X Category Spacing
The X category spacing allows you to set the gap between each
value in the series. The larger the gap the more each category
value will stand out.
X Series Spacing
The X category spacing allows you to set the gap between each
series. By reducing the spacing you create the appearance of
grouping series by category value.
The Axis scale drop down lets you determine the scale dimensions. Generally you
will only be able to set the Y Axis attributes – unless you are using XY charts in which
case you can set both x & Y attributes.
Option
Description
Upper Bound
By setting the upper bound you will set the maximum value to be
displayed on the chart axis.
Lower Bound
By setting the lower bound you will set the minimum value to be
displayed on the chart axis.
Scale Unit
The scale unit allows you to set the numeric spacing between the
axis values.
Labels can be added to charts to print out the values of the data point onto the chart
in text format. Generally the formatting of label options are only available for pie
charts.
Option
Description
Display
Select Yes if you wish labels to be displayed – select custom if you
wish to change the default settings.
Label Contains
Select the values that you wish include in the label
Hide Label Lines
To remove the label lines that indicate which segment the label
belongs to select „no‟
Font
Change the font settings for the label.
Background Style
You can apply solid and gradient settings to the label background.
The gradient is based on the chart size not the label size.
Gradient Direction
Set the direction that you wish the gradient to be applied to. This is
useful if you have set the gradient on the chart area and want the
labels to be offset against that.
Background Colour
Choose the colour for the label background
Boarder
Select the boarder settings for the label.
Shadow Colour
Use this option to set the shadow colour of the label that is
displayed on the chart.
This section provides an overview for setting up some of the more specialised chart
types within Yellowfin.
A combined or dual axis chart allows you to place multiple series on a chart that have
significantly different scales. For example one series might be 100,000s versus a
second may be <10.
1. To create combined charts select the option from the chart selection drop down.
2. Initially the chart will be displayed as a single axis chart. From the format chart
drop down you will have to create a second chart by clicking the add link – see
below. Choose the chart style you wish to apply for your second chart.
3. On the series edit section choose the series that would want to apply the second
series chart to. Click refresh to refresh the chart and see the changes applied.
Meter and thermometer charts are designed for use on the dashboard. These charts
highlight a specific measure against a preferred range of values.
A meter chart only needs a single row of data to function. The meter will not display
multiple rows of data. For example:
Dimension
Month
Actual
Target
Sales
June
$50,000
$55,000
The major difference between meter charts and standard charts is the requirement to
set conditional formats on the series that is to be displayed on the chart.
Conditional Formats can be displayed on a chart. They cannot be added to all chart
types – only to those where you can edit the series such as line and column charts
and to meter chart styles.
To display conditional formats on your chart format the chart and select specific
series to which you have added Conditional Formats.
In the series settings you will see a conditional format section. Select „Yes‟ for display
and choose the style that you wish to use for your display.
Figure 154– Chart Conditional Format Options
Most of the formatting options available to you are accessed through the report and
chart format menu. However, once your report has been generated you can use
some drag and drop formatting options to change the layout of your report.
The drag and drop formatting are only available whilst a report is in DRAFT mode. If
the report is ACTIVE you will not see these options.
Charts can be resized whilst your report is in draft mode. This allows you to
determine the exact fit of the chart on your report.
1. When in DRAFT a chart will have a resize icon in the bottom right hand corner.
Click the icon and hold.
2. Drag your chart into the size that you require. A transparent version of the chart
will show you a representation of the chart size.
3. Let go of the cursor to set the chart size
Figure 155– Chart Resize
If you have selected table and chart display then you will be able to reposition your
chart relative to the table on the report.
1. Click on a non-active area of the chart. (eg white space) Hold down the cursor.
2. Drag your cursor around the table to a point where you wish to place your chart.
You will see a small chart icon indicates the position of the chart.
3. Let go of the cursor and report will be refreshed with the chart in its new position.
Figure 156– Reposition Chart
Using either drill down hierarchies or related reports option you can setup drill on
charts. This allows users to click on a specific chart section and drill down or through
to a related report for more detail.
Using this option you can setup charts that drill into more detailed charts or tables,
providing users with a greater level of data analysis.
The drill capability is only supported for the following chart types:
1. Pie
2. Line
3. Bar
4. Column
5. Area
6. Meter (Link to only)
7. Scatter Plots
Meter and radar charts do not have drill through capability enabled.
Chart drill functionality inherits the drill parameters of the report. Use the standard
drill functions to setup the drill parameters for a report.
For more detail on setting up a drill through report please refer to the Drill Through
and Related Reports Section of this manual.
Note: Ensure that the report drill through parameters and fields are the same that are
used in your chart.
Once the data and output styles have been defined through the report wizard you can
define the formatting options on the output page to create presentation quality
reports.
The main format menu provides you with access to all the data related formatting
options (for chart formatting see the chart chapter of this guide). The formatting
options are only visible if the report is in DRAFT mode – once ACTIVE the active
menu will be displayed with additional report management features.
Figure 157– Format Menu
1. The menu is divided into two parts:
a. Subject Tabs
b. Format Options
The subject tabs are used to format distinct parts of your report – for example: a tab
exists for the main data table, as well as a tab for the Column, Section, Filters, and
Related Report formatting. Some of these tabs are only visible if you have the
relevant data – for example: the Section tab will only appear if you have sections
defined in your report data.
The format options related to the selected tab allow you to change the style and
layout of the selected object (Table, Column, Section, etc.)
2. The Save option lets you activate and publish your report
3. Export your report to various formats such as Excel, etc.
4. Edit the data contained in your report
5. Format the table style of your report
6. Format the title and display options such as filters, etc.
7. Use the Details link to find out more about your report
8. Use the Close button to close your report
The format options related to the selected tab and allow you to change the style and
layout of the selected object (Table, Column, Section etc).
Figure 158– Column Format Menu
The format options for sections allow you to change the display, style, summary, and
sorting settings.
Figure 159– Section Format Menu
The format options for Related Reports allow you to change the way the secondary
reports are displayed.
Figure 160– Related Reports Format Menu
The format options filters allow you to set the display, entry style, general format, and
action options.
Figure 161– Filter Format Menu
The Report format tab contains a number of sections that you can use to format you
report. Each of these sections is described below.
The Report section of the format tab will let you save and activate a report using the
save drop down menu, delete or copy a report.
Click on the Delete or Copy icon to either delete the report or copy it for use as a
template for a new report.
Whenever a report is edited or created it will go into DRAFT mode. Draft mode stops
the report from being accessed by any other user while you are editing the report.
To make the report available to other users or permitted collaboration options such as
emailing to alternate users you will have to Save or ACTIVATE the report.
Option
Description
Name
Enter the meaningful name for the report
Description
Provide a description for the report to assist users with understanding the
purpose of the report and its content.
Category
Select a category to save the report into so that users will be able to
navigate to it via the report list.
You will only be able to select categories for which you have save access
rights to.
Sub category
Select a Sub-category to save the report into so that users will be able to
navigate to it via the report list.
The subcategory may have security and refresh settings applied to it that
will effect what can be done with the report with regards to scheduling and
access.
Displayed in
This option allows you to hide reports from the main report list; this is often
Report List
used for secondary drill through reports or co-displays.
Dashboard
If the report is particularly large or not well suited to being placed on a
Enabled
dashboard select „No‟ so that a user cannot add it to a tab.
If the report has co-display reports it will not be dashboard enabled.
Activate Link
To activate your report – take it out of DRAFT mode you will have to click
the Activate link.
The security settings allow you to determine if the report is public or private. If public
you will have additional security options for broadcast and email settings.
Option
Description
Access Type
Reports can be saved as either Private or Public. The difference between
the two options is illustrated below.
Public.
These reports are for use by users of the system within your
site. Potentially all users have access to the report,
depending on the security level of the report category.
Private
The report can only be seen and edited by you. No other
users have access to the report.
The ability to save a report as a Public report is determined by your
access to Yellowfin. If you do not have access to save Public reports you
will only be able to save a report as a Private report.
Edit
If the report is a Public Report you be able to set the edit behaviour of the
Behaviour
report. The edit behaviour determines what will happen if a user edits the
report.
The two options you have are:
Edit Existing Report
The exiting report is set to DRAFT and is no
longer available to other users of the system.
Duplicate Report
The report is copied and the new version is
set to DRAFT. The old version is maintained
in ACTIVE mode and users can continue to
use it.
Broadcast
The broadcast options section allows you to set permissions relating to
Enable
broadcast, subscriptions, emailing and web services. Some or all of these
options may be unavailable to you based on your role permissions.
Email Security
You can set the external security setting of the report. This setting is used
to determine whether a report can be emailed from the system to
unauthorised users or not. You will have four possible options.
All Users
The report can only be sent to people that are registered
users of Yellowfin.
Unsecure
The report can be sent to unregistered users.
Validated
Only users that have security access to the category and
Users
the report. Prior to sending the report is validated against
user permissions.
No Access
The report cannot be emailed externally.
The refresh cycle will allow the report to be run as a background task on a regular
basis. This is used if you wish to run large reports as a background task during off
peak periods or if you want to track your KPI metrics on a weekly or monthly basis.
The history of each report run will be saved.
Choose the Refresh Option from the Report Menu and set the refresh schedule using
the options provided.
Option
Description
How to
You can choose a number of refresh options:
Refresh
None
The report will not be refreshed via a background task and
no version history eill be kept.
Manual
The report can be refreshed manually and the history will be
maintained.
Periodic
You can schedule the report to be refreshed periodically for
a predetermined interval and day.
Frequency
For Periodic refresh use the frequency settings to determine what period
and day of refresh you want the background task to run for.
Advanced
For Periodic refresh the advanced option allows you to set the time zone
Settings
and the exact time for the report to be refreshed.
The edit options links will allow you to return to sections of the report data wizard to
change your data settings. Click on the link to return to your data or filters page.
If you have applied format setting but want to return your report to its original state
you can click the reset format link. This will remove ALL format options that you have
applied. A confirm box will open to ensure this is what you want to do.
The table format option allows you to change the styles that will be applied to your
entire data table.
Option
Description
Style
To format the data values contained in your report select the custom
style option and apply the font, size etc that you wish to use.
Row Shading
Selecting Alternating row shading will change the shading for every
second row of data in your table report.
Colour
Choose the colour you wish to apply for the alternate row shading.
Highlight
Row Highlights – this changes the row colour as a mouse rolls over it
Colour
making it easy to identify rows in very wide reports.
Use the Header format drop down to format the table header row of your report. You
can either leave it in the default setting or customize to meet your requirements.
If you wish to apply a compound sort (where more than 1 column is used in the sort
logic) use this drop down to select which columns you wish to sort and in which order.
For example you may wish to sort by age and then by gender and finally by name.
1. In the sort order section select the column you wish to initially order by, and
choose if you wish to sort ascending or descending.
2. Select the second column and then the third. Yellowfin allows you to include a
maximum of 3 columns in a compound sort.
Note: by changing the sort on any column from the report preview screen the
compound sort will be deleted.
To change the size setting of the data table use the Size drop down options.
Option
Description
Header Height
To vary the table header height from the default settings change the
settings here.
Row Height
To vary the table data row height from the default settings change the
settings here.
Width %
To vary the width of the table change the % settings. 100% is default to
600 pixels to any % change will be relative to this.
Cell Padding
Cell padding allows you to set the internal spacing between the cell
boarder and the cell contents (text) The larger the padding the further the
text will appear in relation to the boarder.
Cell Spacing
Cell Spacing lets you set the gap between cells. This gives a stronger
effect to cell separation.
Records Per
If you have a very long report you can break the report into smaller pages
Page
by setting the records per page limit. For example if your report has 200
records in it and the Records Per Page is set to 50 you will have 4 pages
in your report and a scroll option to navigate through them.
This is also available for section reports but is treated differently – in this
case you would edit the section and apply the break on a specific
section.
If you wish to apply a boarder around your table as well as the settings for that table
you can use the boarder drop down to do so.
If your report data is on a cross tab format you will have an additional option in this
section to apply summary totals to your cross tab data. Choose to add either column
or row summaries to your cross tab report.
The titles and display section of the menu allows you to change the settings
associated with the report title, description, headers and footers and additional
descriptive text such as conditional format details.
Using the title options you can change the settings from default to custom.
Option
Description
Title
To change the style of the Report Title, such as font and colour, use the
options provided. You can also choose to hide the Title from the report
output.
Description
To change the style of the Report Description, such as font and colour,
use the options provided. You can also choose to hide the Description
from the report output.
Boarders &
To change the display options for the title background box use the setting
Shading
provided,
Header & Footer
To insert page Headers or Footers onto your report select the header and footer
format option.
In each of these sections you will be able to either type in free hand text or insert a
field. The fields are indicated by buttons:
Page Number
the page number for each page within the report
Title
the title of the report
Description
The long description of the report
Date
The date the report was run
Time
The time the report was run
Logo
Add your company logo to the report. This logo will have
been pre-loaded by your administrator.
To display conditional format metadata on a report output select the display options
drop down and the relevant information will be printed on the report as well as
exported versions.
This option provides you with a popup containing the metadata of the report such as
the report definition, column definition and SQL statement being used to generate the
data for the report.
The Column format tab contains a number of sections that you can use to format the
individual columns contained on a report. Each of these sections is described in detail
below.
Figure 162– Column Format Menu
If you have navigated to the column format tab using the tab selection process you
will have to choose the column that you wish to edit. Choose the appropriate column
from the drop down menu.
The data format section allows you to change the styles that will be applied to the
data contained in column.
The display options are used to change the data format of the column such as the
number of decimal places and the prefix or suffix to be applied.
Option
Description
Display Name
To change the display name of the column from the default value simply
update this field.
Format
Each data type will have a unique set of format options – eg Text, Date or
Numeric. The option details are listed below.
Sub Format
Depending on the format option you have chosen for the column above
you will have a separate set of sub format options. Select the appropriate
sub format option.
Date Other
If you select „Other‟ from the date sub format you will be able to build your
own custom date format.
For example to create a Japanese date format which includes characters,
eg.2003年4月2日would be created by adding in:
yyyy年M月d 日
Decimal
If you have a defined a numeric format you can set the number of decimal
Places
places to be defined. This can be used to define cents in a decimal place
for $20.00 by adding in:
2
Note: To convert numeric data by doing divide by 1,000 calculations etc
you would use the data conversion options in advanced functions which
are available on the Report Fields page. See the advanced function
section of this guide for more detail.
Prefix
The prefix is used to include additional characters before the value that is
returned from the data base. This can be used to define currency for
$20.00 by adding in:
$
Suffix
The suffix is used to include additional characters after the value that is
returned from the data base. This can be used to define percentage for
30% by adding in:
%
Rounding
The rounding format allows you to choose how a decimal value should be
rounded.
Round Up
Will round any decimal up eg. 1.1 to 2
Round Down
Will round any decimal down eg. 1.9 to 1
Round Half Up
Rounds 0.5 and above up
Round Half Down
Rounds 0.5 and below down
Thousand
Turns the defaulted thousand separator for your instance on or off. For
Separator
example:
1000 to 1,000
Show Field
To hide the column from the report select this item. By hiding a column
the data presented on the page is not re-grouped which would occur if you
removed the field from your report. For Example:
Original Report
City
Country
Sum Revenue
London
UK
500,000
Manchester
UK
300,000
Hamburg
Germany
400,000
Munich
Germany
450,000
City Column Hidden
Country
Sum Revenue
UK
500,000
UK
300,000
Germany
400,000
Germany
450,000
City Column Removed From Report
Country
Sum Revenue
UK
800,000
Germany
850,000
Suppress
The suppression of duplicate option will remove duplicate values from a
Duplicates
column and group the values under a single value.
Based on the type of field that the column being formatted is there are various format
options. The ones listed below come default with Yellowfin, however as this is
customisable there may be additional ones that comes as part of your installation.
Common Format Options
Link To URL
Allows you to pass the value of the returned data into a URL link.
Use the hashes ## to indicate to Yellowfin where you want the
column value to be placed in the url itself.
For example: Formatting on a column of IP addresses and the url
typed in is:
http://www.google.com.au/search?hl=en&q=##
This essentially means that every ip address will be placed into it
into it i.e.:
http://www.google.com.au/search?hl=en&q=10.100.32.44
Org Reference Code
Converts the text in the cell to the value of an internal lookup table.
E.g. AU to Australia
Raw Formatter
Displayed the data as it would have been returned from the
database – no additional formatting applied.
Text
Text
Displays as plain text
Email Address
Creates a hyperlink on the text that will open an email client and prepopulate the sent to address.
URL Hyperlink
Creates a hyperlink on the text and will open web page on click.
Assumes the text is a legitimate URL.
Flag Formatter
If your data contains ISO country codes you can display these as
flags of the world instead of text.
Date
Date
Displays value as a date – multiple date options exist.
Time
Displays value as a time field – multiple date options exist.
Timestamp
Displayed full date and time value
Part Date Formatter
Numeric
Numeric
Displays value as a decimal – allows you to set the decimal places
to be used.
Percentage Bar
Converts a percentage value less than or equal to 100 into a bar.
To apply summaries or totals to your data use the summary drop down option.
Option
Description
Summarise
If you wish to add totals to your columns then select the type of
summary you wish to apply. (None, Sum, Average, Count,
Calculated Total)
The calculated total is only available for calculated fields and will
create a total based on the same rules as were used for the
calculation. For example if you have a ratio of Received / Invoiced
the total will equal the Sum (Received) / Sum (Invoiced)
Label Summaries
If you wish to include a label on the summary to let the user know
what sort of summary has been applied. For example
Sum: 200,000
Sub Totals
If you wish to apply a sub total for a column then tick the sub total
option. Sub totals will be applied for each unique value – and will
be shown for each column on which totals have been applied.
Ideally this is only applied to Dimensional attributes, however the
option is there to add it to numeric‟s where it could be used in some
instances.
Style
To format the style of the total use the style settings to change the
font and colour etc.
The conditional format options allow you to add format rules which will change the
style of the values based upon the rules you apply. For example if revenue is less
than 10000 then show cell in RED.
This is covered more fully in the highlighting exceptions chapter of this guide.
The options in this section are used to apply formatting styles to the selected column.
If you wish to set the font format to something other than the default settings use
these options to do so.
The Column style setting allows you to change the non font related setting of the
column display.
Option
Description
Alignment
Align your data left or right
Background
Change the background colour of the column.
Column Width
Generally the column width is dynamic. It will grow or shrink to fit the
data returned from the data base.
If you wish to hard code a value, in pixels, use this setting.
Max Length
If you wish to display a set number of characters use this setting.
Data that is longer than this will be truncated to fit the max number of
characters
Wrap Text
If you do not wish to have long text fields wrapped turn off the wrap
text option.
If you wish to apply a boarder around your table as well as the settings for that table
you can use the boarder drop down to do so.
If you wish to select a column to format from the table you can do so by clicking the
menu drop down in the column title. This option is only available for row and column
reports not for crosstab reports. Crosstab report columns can still be formatted using
the main format menu as listed above.
Figure 163– Column Drop Down Menu
Sort Ascending
Sort the data in ascending order – A to Z or 1 to 9.
Only one column can have sorting applied to it at any one time.
It is not possible to do a cascading sort within Yellowfin.
Sort Descending
Sort the data in ascending order – Z to A or 9 to 1.
Only one column can have sorting applied to it at any one time.
It is not possible to do a cascading sort within Yellowfin.
Remove Sort
If a sort is applied to a column you can remove it by selecting
this option.
Format Columns
To open the format popup for this specific column and choose
multiple format options choose this item.
Group Values
To group variables in a column – e.g. age (1-18 = Youth, 19-36
= Gen Y etc) choose this menu item.
Conditional
To apply rule based formats to a column e.g. if revenue is less
Format
than 10000 then show cell in RED, select this menu item.
Hide Column
To hide the column from the report select this item. By hiding a
column the data presented on the page is not re-grouped which
would occur if you removed the field from your report. See the
Column menu for details of how this is displayed.
Sum Total
Inserts a summary summed total at the bottom of the column for
all the values in the column.
Average Total
Inserts an average for all the values displayed in the column.
Count Total
Inserts a count of all rows at the bottom of the column – this total
can be applied to dimensions as well as metrics.
Count Distinct
Inserts a count of all unique rows at the bottom of the column –
Total
this total can be applied to dimensions as well as metrics.
Calculated Total
The calculated total is only available for calculated fields and will
create a total based on the same rules as were used for the
calculation. For example if you have a ratio of Received /
Invoiced the total will equal the Sum (Received) / Sum
(Invoiced)
Remove Total
Removes any summaries if they have been included for the
column.
Most of the formatting options available to you are accessed through the report and
chart format menu. However, once your report has been generated you can use
some drag and drop formatting options to change the layout of your report.
The drag and drop formatting are only available whilst a report is in DRAFT mode. If
the report is ACTIVE you will not see these options.
You can change the sort order of you columns directly on the screen. This option is
only available for „column‟ based reports.
1. To move a column, place your cursor over the column title and when the cursor
changes into a cross icon click and hold.
2. Now drag your column into the desired location. You will see the outline of the
column and a highlighted line which indicated where the left hand border of the
column will be placed.
3. Drop your column and the page will be refreshed with your column in the new
location.
Figure 164 – Move Column
You can resize a column as seen on a report by placing you cursor over the right
hand column border of the column you wish to resize.
1. Click and hold the cursor. The cursor will be represented as a horizontal line and
the column outline will be highlighted.
2. Drag your column to the desired width and let the cursor go. The report will
refresh and your column will be resized.
Figure 165 – Column Resize
In this chapter the creation of report sections will be covered. Report sections allow
you to break up large complex tables into a more readable format for your report
readers.
When a report is broken into sections any charts associated with the report will be
displayed for each section as a separate chart relating to the sections specific data.
A section does what its name implies. It breaks up the data in a table or crosstab
table by grouping the data into sections according to a selected value. This allows
you to display all the data for each value of a dimension variable together, and more
importantly, it allows you to display subtotals. The example below demonstrates how
breaking up a table works.
In the example below the report on the top is displayed as a column table. The user
then has to interpret the data by reading down the columns. If the report is
specifically aimed at assisting the user to understand more about the company
relationship then sectioning the data can make the same data easier to interpret. The
example below shows how the report is now easier to read.
Figure 166– Section Report Example
Breaking a report into sections is a way of spitting large tables of data into smaller,
more comprehensible parts. Each section contains at least one table, and at least
one section cell, as illustrated above.
To create a section, just drag an item from your report data field list or move an item
from an existing column in the report.
In the example below the Athlete Region is dragged from the column fields to the
report sections box. This will split the tables on the report into one section for each
Athlete Region.
Figure 167 – Create Section Break
Note: You can only add dimension data into the report sections. The use of metric
data is not supported for sections. If you do attempt to add a metric to the section
edit box the following error will be displayed:
Figure 168 – Metric Section Error
Click OK to continue.
You can insert any number of section breaks on a table or crosstab table. When you
have more than one section in a table or crosstab table, the breaks are assigned
levels. Yellowfin assigns level 1 to the first break you insert, level 2 to the second and
so on. You can rearrange these levels in the Report Section Edit box.
Figure 169– Create Multiple Section Breaks
To change the order of a break on your report simple change the order of objects that
appear in the Report Section Edit Field.
1. Select the item that you wish to change the order of.
2. Drag and drop that item to the position in the list that sets the order you require.
Figure 170 – Reorder Section Breaks
To remove a section break from your report you will have to remove the object from
the Report Break Edit Field.
1. Click on the break object that you wish to remove
2. Once highlighted drag the object out of the edit box into the trash can or off the
main page
The attribute is now removed from the report breaks.
If you add a chart to your report and then create sections within the report your chart
will be sectioned as well. This means that for each section displayed a separate chart
will be generated.
In the example below a separate chart is displayed for both the Australia and Great
Britain sections.
Figure 171– Section Charts
Using the Report format menu and selecting the „Section‟ tab you will be able to apply
formatting and summaries for each section that you have in your report.
Navigate to the Section tab and if you have multiple sections in your report select the
section you wish to format from the field drop down list.
Figure 172 – Section Format Menu
The display drop down option allows you to manage the options associated with how
the section will be displayed on the report such as format.
Option
Description
Display Name
To change the display name of the section from the default value simply
update this field.
Format
Each data type will have a unique set of format options – e.g. Text, Date
or Numeric. These format options are the same as those covered in the
format column section of this guide.
Show Field
If you do not wish show the section name or value select Yes and this will
remove it from the report.
Chart Title
If you have charts on your section report there will be a separate chart for
each section. To use the section name as the chart title check this item.
Show Labels
If you wish to suppress the labels of the section uncheck this option and
the column name will be removed but the section value will continue to be
displayed.
Section Per
Yellowfin allows you to break your report into multiple pages. This is
Page
particularly useful if you have a lot of data to display on a single report.
If you wish to have a page break per section select „Multiple Page‟ as the
Section Style and the report will have multiple pages – one for each
distinct section value.
Section breaks are not only used for web display but are also used when
exporting for example to a PDF file.
Tabbed
You can also choose to break your report into tabs. This is a visually clear
and easy to navigate way of splitting your report.
To set up tabs on your report select „Tabbed‟ as the Section Style.
The Style drop down option allows you to change the style to be applied to the
section. You can use default header, table title or custom settings for the section
label format. Use the alignment options to change the alignment.
Choose the direction of the sort you wish to apply to the section values (ascending or
descending).
The Section Summary drop down allows you to apply various summaries to your
section. Summaries are covered in more detail in the Calculations and Summaries
Chapter of this guide.
Option
Description
Section
To create a summary table at the top of your report it is possible to add in
Summary
a section summary. This will summarise the metric columns which have
been totalled and have a link on the section name to take you to the
specific section within the report.
Section Total
Section totals can be applied to any numeric value. When a section is
added to the report an option to have the totals displayed for all numeric
values is available.
To activate this option select the Section total option from your drop down
menu. Your metric columns must already have a summary enabled.
Grand Totals
A grand total can also be displayed at the end of the report. This will sum
all the sections into one total. To active this function you need to select
the Grand total option in the summary drop down.
A feature of Yellowfin is the ability to create conditional formats that will be displayed
on a report output page. These assist the user to identify aspects of the data that
may be of some concern to them.
Conditional formats are displayed by changing the colour of the output data variables
based on rules so that they are east to identify by a user.
The most important reason for creating a Conditional Format is to assist an end user
to interpret the data presented to them. The example below illustrates how
Conditional Formats can help the user. The average salary column has had red and
green Conditional Formats applied to it. This makes it easy for the user to quickly
interpret the report and act on the information provided.
Figure 173– Conditional Format Table
It is recommended that Conditional Formats are used whenever the reader of a report
needs to be drawn to act or interpret data based on a pre-determined set of rules.
Conditional Formats do not filter data – all data will be returned whether it meets the
Conditional Format criteria or not. If you wish to limit the data returned based upon
set criteria a filter should be included in your report data. See Report Filters for more
details.
The Conditional Format function allows you to highlight data displayed in a report
based on rules that you set. For example you may want to highlight revenue if it falls
below a particular threshold.
To create new Conditional Formats or edit existing ones select the Conditional
Formats option from the column or the main menu column format drop down. This
will open the format drop down on the main menu. You will have choice to create
either a basic or advanced rule.
Figure 174 – Select Conditional Format Formatting Option
Basic rules allow you to set the format of a column using comparisons to either its
own values or another field‟s values. This is the most common forms of Conditional
Format that is applied.
1. Select the column you wish to apply the conditional format to and select the
conditional option from the menu.
2. Select Add Rule link this will open the basic form. From here you can configure
your formats.
3. Click Save to save your rules
Option
Description
Display Style
You can choose how you want the format to be displayed. For example
highlight the Cell or insert an icon.
Format
If you have selected „Icon‟ display style you will be able to choose from
the available icon set below.
Traffic Lights
Arrows Up
Arrows Down
Ticks
Shapes
Type
If you do not wish show the section name or value select Yes and this
will remove it from the report.
Value
Compares data to set values eg. Greater than 10
Compare
Compares data to set values stored in another
Column
column. E.g. Compare the received amount with
amount invoiced to highlight those that are not
equal.
Percentage
Compares the value to a percentage threshold of a
of Column
comparison column. Use this to highlight revenue
that is 10% less than „planned revenue‟.
Percentage
Compares the value to a percentage of the total of
of Total
the column. Use this to highlight values that
represent less than 5% of revenue
Percentage
Compares the value to a percentage of the
of Max
maximum value. Use this to highlight values
relative to the maximum value eg. values that are in
the lowest 20% bracket of results
Target
If you select a column comparison type you will have to choose the
Column
column that you want to compare your data to. Choose the appropriate
column.
Rule Setting
Once you have selected how you want to highlight your data you must
set the rule. The rule input section will differ based on earlier
selections. However, generally you will need to choose the colour the
operand (greater than etc) and input the values.
Advanced rules allow you to create complex rules for determining the format of the
column. For example if you wanted to create a rule such as: If country = Europe and
Revenue > $200,000 then highlight Profitability as RED.
The advanced rule has its own interface and will open in a popup where you can
create the rules required.
1. Select the column you wish to apply the conditional format to and select the
conditional option from the menu.
2. Select Add Advanced Rule link this will open the popup form. From here you can
configure your advanced formats.
3. Click on the top add link. This will add the advanced rule to a list and allow you to
create multiple rules – one for each colour that you want to add.
4. Click Save and Close on the list page to return to the report and have your
formats applied.
Option
Description
Description
The description is printed out so a user understands what logic you have
used for the formatting. Because of the advanced logic that can be applied
you should provide a meaningful description of what you intend to apply.
Display Style
You can choose how you want the format to be displayed. For example
highlight the Cell or insert an icon.
Colour
If you have chosen a cell style you can select the colour you wish to apply
for this rule.
Format
If you have selected „Icon‟ display style you will be able to select from the
same icons available to basic rules (see previous table).
Logic
Enter the logic of your rule. You can select a column the operand and the
value. By clicking add you can add additional rules with bracketing etc.
See theCombining Conditions of this guide for more details.
When inserting values into the Conditional Format type a number of rules need to be
followed. These include:
If you are creating a number of Conditional Formats, as in the example above, care
will have to be taken to ensure that the Conditional Format values do not overlap.
For instance you cannot set one record that is 50 to 60 and another 55 to 65. This
will cause a clash in processing and may result in your report failing.
When creating a range of values – such as for a BETWEEN operator the lower end
variable must be inserted as the first value of the Conditional Format followed by the
higher. Example – 30 then 40 not 40 then 30. If this is not followed you report
Conditional Format will fail since no data will meet the criteria.
You do not have to create a Conditional Format for every possible value that will be
returned. If there is a measure that does not meet a Conditional Format criterion it
will be returned in a normal font. Conditional Formats should only be put on values
that you want to draw attention to.
Conditional Formats are displayed on the Report Output page only if the data meets
the Conditional Format criteria. To assist the user interpret a Conditional Format a
key is included as part of the output data. The user will be able to understand why a
value is marked as Red, for instance, based on the key description.
If the data returned does not match the Conditional Format criteria it will be displayed
in a normal font.
Yellowfin offers you a variety of means to add additional analytical options to your
reports which assist you to interpret your data.
These include:
Summaries
such as columns and section totals
Functions
such as ranking and creating running totals of your data
Grouping Data
which permits you to group your data into logical segments
such as transforming age into age groups 20-30 etc.
Calculated Columns
whereby you can create calculated columns based on the
column data available in your view. This may include simple
arithmetic calculations such as subtractions and divisions.
With Yellowfin you can add summary totals to row and columns within your reports as
either sums or averages of the information held in the column.
Summaries can be added to all types of table output and for cross tabs can be added
to both row and columns. It is possible to create three types of summaries:
1. Basic Arithmetic Summaries – Sums, Averages and Counts
2. Calculated Summaries – if your column is a calculated column such as a ratio
you can use a calculated summary to get an accurate summary
3. Sub Totals – if you have columns with suppressed totals you can apply sub
totals to these for all columns that have summaries applied.
To add a summary to a report you can either use the column format drop down menu
or the summary section from the main format menu for you selected column.
Select the format menu and the type of summary you wish to apply. The summary will
now be added to you report.
Note: For calculated columns (eg where you have a calculated field such as
Sum(Revenue) / Sum(Invoiced) ) you can add a calculated summary. This will create
a a calculated summary for accurate results (eg Sum(Sum(Revenue / Sum(Invoiced))
Figure 175– Example Column Totals
If using the main menu column format drop down you will see the following options:
Option
Description
Summaries
Choose the type of summary you wish to apply, Sum, Average, Count.
Label
If you want to include a label on the total cell then choose „Yes‟. This will
Summaries
insert a label in front of the summary to indicate the summary type
selected above.
Sub Total
If you wish to apply sub totals to a column you can choose the „Yes‟.
Note this will only be applied for every unique value in the column. This
option only needs to be added to the field for which you want to see the
sub total breakdown.
Figure 176 – Label Summary
Style
The style section lets you apply formatting to your total cells.
To add summaries to your cross tab you can either use the table field drop down
menu or main menu summary option. This option is located on the main menu and
not on the individual columns as with a column report.
From the main menu you can choose to apply either column or row totals. You can
select both the row and the column totals. This creates totals at the right hand side of
the report and at the bottom of the report.
Figure 177 – Crosstab Table Row and Column Totals
When creating a cross tab report you can also include sub totals on your report if you
have more than one dimension defined as a row entity.
1. To create a cross tab subtotal use the main format menu to select the column
that the sub total is to be applied to.
2. Choose the summary drop down and choose „Subtotal‟
Figure 178 – Sub Total
Section totals can be applied to any numeric value. When a section is added to the
report an option to have the totals displayed for all numeric values is available.
1. To activate this option select the section format options from the main menu.
2. Choose the section you wish totals to be applied to and click the summary drop
down option:
Option
Description
Section Summary
The section summary is a unique method of adding in a table of
contents into your report. This will create a one line summary of all
sections in your report at the top of your report with hyper links to the
details sections – even if you have page breaks.
Choose the section that you wish to apply the section summary for
using the drop down available.
Section Total
If you wish a section total to be applied the check the tick box.
Note: Totals will only be displayed for columns that you have already
applied totals to.
Grand Total
A grand total can also be displayed at the end of the report. This will
sum all the sections into one total.
If you wish to have a grand total printed at the bottom of your report
use the grand total option and click „Yes‟
When you run a report Yellowfin performs calculations on the data returned from the
database. With analytic functions you can further transform your data for analysis
purposes by applying predefined calculations.
Functions are similar to aggregate functions which have been covered earlier in this
guide. You simply select the field to which you wish the function to apply to, and
choose the function you wish to use.
Yellowfin comes with a set of pre-defined functions. However, your administrator may
add in additional functions specifically for your organisation or reporting needs. The
list show below is an indicative list only.
Statistical
Decile
Decile divides the rows returned into 10 equal parts,
and assigns a value of 1 to 10, based upon its rank to
the highest value. Deciles are used as a measure of
dispersion.
Deviation
The number of deviations from the mean.
Linear Regression
A linear trendline is a best-fit straight line that is used
with simple linear data sets. Your data is linear if the
pattern in its data points resembles a line. A linear
trendline usually shows that something is increasing or
decreasing at a steady rate.
Mean
The arithmetic mean (or simply the mean) of a list of
numbers is the sum of all the members of the list
divided by the number of items in the list.
Median
The median is described as the number separating the
higher half of a sample, a population, or a probability
distribution, from the lower half.
Mode
The mode is the value that occurs the most frequently
in a data set
Moving Average
A moving average trendline smoothes out fluctuations
in data to show a pattern or trend more clearly.
A moving average uses a specific number of data
points (set by the Period option), averages them, and
uses the average value as a point in the line.
If Period is set to 2, for example, then the average of
the first two data points is used as the first point in the
moving average trendline. The average of the second
and third data points is used as the second point in the
trendline, and so on.
Moving Total
The total over the last N periods.
Naïve Forecasting
A naive forecasting model is a special case of the
moving average forecasting model where the number
of periods used for smoothing is 1. Therefore, the
forecast for a period, t, is simply the observed value for
the previous period, t-1.
Due to the simplistic nature of the naive forecasting
model, it can only be used to forecast up to one period
in the future. It is not at all useful as a medium-long
range forecasting tool.
Polynomial Regression
A polynomial trendline is a curved line that is used
when data fluctuates. It is useful, for example, for
analysing gains and losses over a large data set. The
order of the polynomial can be determined by the
number of fluctuations in the data or by how many
bends (hills and valleys) appear in the curve. An Order
2 polynomial trendline generally has only one hill or
valley. Order 3 generally has one or two hills or valleys.
Order 4 generally has up to three.
Quartile
Quartile divides the rows returned into 4 equal parts,
and assigns a value of 1 to 4, based upon its rank to
the highest value. Quartiles are used as a measure of
dispersion.
Standard Deviation
The standard deviation is a measure of the dispersion
of a set of values. It can apply to a probability
distribution, a random variable, a population or a
multiset.
Standard Score
The standard score indicates how many standard
deviations an observation is above or below the mean.
It allows comparison of observations from different
normal distributions, which is done frequently in
research.
Variance
Returns the difference between the data sets.
Weighted Moving Average
Returns a moving average that is weighted so that the
more recent the value, the more weight is applied to it.
Date Functions
Days Between Date
The days between the date selected and another date
column on the report.
Days to Now
The days between the date selected and the current
date. (age in days)
Months Between Date
The months between the date selected and another
date column on the report.
Months to Now
The months between the date selected and the current
date. (age in months)
Weeks Days Between
The week days between the date selected and another
date column on the report.
Years Between Date
The years between the date selected and another date
column on the report.
Years to Now
The years between the date selected and the current
date. (age in years)
Text
Concatenate
Joins two columns into one text string.
Analysis
Accumulative Percentage
Will print a running percentage for the values returned.
A maximum of 100% will be displayed.
Accumulative Total
Will print out a running total for the data returned.
Ascending Rank
The highest value returned will be displayed as a 1.
Used where the preferable result is a higher value. Eg.
Profit.
Bottom 10 Rank
The bottom 10 values (lowest) are returned.
Bottom N Rank
The bottom N values (lowest) are returned– user is
prompted to define number to return.
Delta from Last
Calculate change between consecutive rows
Delta from Last N
Calculate change between the current row and row - N
Descending Rank
The lowest value returned will be displayed as a 1.
Used where the preferable result is a lower value. Eg.
Expenses.
Difference of Columns
Returns difference of two selected columns
Multiplication of Columns
Returns multiplication of two selected columns
Natural Logarithm
Gives the base e logarithm of the values of a given
field.
Natural Logarithm
Gives the base e logarithm of the values in the field.
Percentage Against
Returns percentage of selected field according to an
Absolute Maximum
absolute maximum value.
Percentage Against Column
Creates a percentage ration of values in the selected
column compared to another column.
Percentage Against
Returns the % of the attribute when compared to the
Maximum
maximum value of the attribute within the dataset.
Percentage of Total
Returns the % of the attribute when compared to the
total summed value of the attribute for the entire
dataset.
Sum of Columns
Returns the sum of two selected columns.
Top 10 Rank
The top 10 values (highest) are returned.
Top N Rank
The top N values (highest) are returned – user is
prompted to define number to return.
Top N With Ties
Returns top values for the selected field with provision
for tied values. This means that if there are multiple
records per ranking it will restrict it to N total rankings.
1. To apply a function to an item, drag the field onto your report.
2. Highlight the item and click the function icon.
3. The function popup will open. This will display a range of functions available for
the particular function type. For example if you have chosen a date variable then
only date functions will be displayed.
4. Select the function type and then the specific function. By highlighting the
functions available the description will appear at the bottom of the function list.
Figure 179 – Advanced Function Selection
5. If appropriate select the aggregation. For example you can create a running total
for SUM of revenue rather than revenue. This will pre-aggregate your data prior
to the running total being applied.
6. Click OK to close and save your function.
Figure 180 – Advanced Function Applied
7. When you run your report your column will now have the function formula applied.
Figure 181 – Advanced Function Output
To remove a function from an item, do one of the following:
1. Reset the field by selecting the metric and clicking the clear button.
2. Remove the item from the report entirely
Figure 182 – Clear Function
Yellowfin has a set of statistical functions which you can apply to your data. These
include regressions and moving averages. These are applied as analytical functions
and can result in trend lines such as the example below.
Figure 183– Statistical Functions
The data conversion facility within Yellowfin allows you to transform data after it has
come back from the database.
For example you may wish to convert a currency value which is stored in the
database from a full currency value to a („000) where the value is divided by 1000.
This transformation can be achieved using the data conversion.
1. Drag the field that you wish to apply the conversion to into the report builder field
section.
2. As with the advanced function select the field and click the advanced function
button to open the advanced function popup.
3. Choose the „Data Conversion‟ tab. This will provide you with the interface to use
to select the conversion you wish to apply.
4. Choose the aggregation appropriate for you conversion
5. Click „add‟ to apply a conversion – this will present you with a list of possible
conversions for the data type you have selected. Yellowfin comes with a java
date converter and a Numeric divide convertor (This lets you divide a value by
1000‟s etc).
Figure 184 – Data Convertor
6. Follow the on screen instructions for the convertor and click save.
Figure 185 – Data Convertor
7. Note that you can add multiple convertors to a data type if required by clicking the
add link and creating a new type.
Figure 186 – Data Convertor
Calculated fields allow you to create basic calculations with the fields available in your
report. The calculated field option will create new unique fields for your report.
Note: a calculated field that you create cannot be used across multiple reports. It is
unique to your report only. If you create a set of calculated fields and you wish to use
them across more than one report you can either:
1. Request the calculations to be included in the view by your administrator or
2. Copy the template report containing the calculations using the copy functions –
the copied report will contain the new calculated fields as well.
When an administrator designs your reporting view they do not have the capacity to
create all the variables that you are likely to need in the course of your report writing.
The intention of a view is to provide you with sufficient fields for you to be able to write
the report you need and to use some of these fields as the basis for more complex
calculations.
You create calculated fields when you need to derive data from fields such as ratios
or subtractions. For example if you wish to know the ratio of outstanding invoice
amounts. For this you may need to divide the amount received with the amount
invoiced.
1. Click the Add calculated field link located at the bottom of the data fields panel.
Figure 187 – Add Calculated Field
2. A calculated field popup will open. Insert a name for your new column. And use
the formula builder to build your calculation.
a. Choose a „Simple Formula‟ from the formula type drop down.
b. Select the fields you want to add to the calculation. The report fields list
shows you all the fields you have currently added to your report.
c.
Use the +-*/ () buttons to add in the arithmetic calculations.
d. Yellowfin will not permit you to select combinations of variables that are
incompatible – therefore options that are greyed out will become active as
you add in elements.
3. You can validate your calculation to determine whether it will work correctly.
Click the validation link to do this.
Figure 188 – Formula Builder
4. Click OK to save your new calculated field. It will now be available in a folder
called calculated fields. You will have to drag the new field from the Calculated
Fields folder onto your report.
Figure 189 – Add to Report
Using a pre-defined formula you can add calculation to your report that will be based
on formula rules.
1. Click the Add calculated field link located at the bottom of the data fields panel.
2. A calculated field popup will open. Insert a name for your new column. And use
the formula builder to build your calculation.
a. Choose a „Pre-Defined Formula‟ from the formula type drop down.
b. Choose the formula you wish to apply – the selection is specific to the type of
database that your data is sourced from.
c.
Once you have chosen your formula you will be prompted to select the
appropriate fields for the formula.
3. You can validate your calculation to determine whether it will work correctly.
Click the validation link to do this.
4. Click Save & Close to save your new calculated field. It will now be available in a
folder called calculated fields. You will have to drag the new field from the
Calculated Fields folder onto your report.
1. To edit a formula for a calculated field open the Calculated Fields folder.
2. Select the field you wish the edit. It should be highlighted and an edit icon will be
visible at the right of the field‟s name.
3. Click the edit icon and the formula popup will open.
4. Edit your formula and click OK when completed to close the popup and save your
changes.
To delete a calculated field from your report entirely
1. Select the field from the calculated field category
2. Click the edit icon and the formula popup will open
3. Click the delete link to delete the field. The popup will close and return you to the
report page.
„What if analysis‟ is a method of creating calculated fields which allow you to test
scenarios. For example if you wish to create a budget formula but you are unsure of
the revenue for the following period you could use calculations with a number of input
parameters to define the budget value.
Firstly you will have to define the columns that you wish to have as the output to your
scenario. You will need to understand the major calculations you wish to apply
including the input variables and their potential inputs.
For example if you wish to conduct a „What if‟ on Sales Revenue you may create a
calculation based on the following parameters:
Lasts Years Sales Units * Price *< Price Change> * < Change of Sales Volume>
Where the < Field > represents user parameters that you want the user to input.
To build a „What if Analysis‟ formula you must have „Parameters‟ defined on your
view. A parameter is a special type of input field that is used to capture a value from
the user and to use that value for calculations and filters.
The calculations for your What If are built using the Add Calculated Field method
described above. However, you will need to make sure that you use parameter fields
in your calculation.
If you wish to apply % changes to your calculations then ensure you assume the user
will input values where 100% = 100 and not 1. This is because some of the input
options work in whole number increments and not decimals.
Note: you can only use a single parameter for a single input. For example a
parameter field that is to be used for % Price Change cannot be used to also
Capture % Change in Sales Volume unless you wish both values to be identical.
Once your formulas have been defined you can drag these onto the report. You will
note that any parameters included in those calculations will now appear in the filters
section of your report data. This is because the parameter is treated somewhat like a
user prompt filter.
On the report preview page you will be able to format your parameters to create dials
and sliders for numeric fields.
Click on the Filters tab at the top of the page and select the parameter you wish you
format. From here you will be able to edit the parameter options such as name and
format etc.
Figure 190– Parameter Properties
Option
Description
Description
Give the parameter a usable name – this will be displayed on the user
prompt.
Default Value
The default value used to ensure that the parameter can work even if the
user doe not immediately enter a value.
Enter an appropriate value for your parameter.
Display Type
Choose how you want the user prompt to be displayed. You can use
wither a text box, Dial or slider.
Colour
If using a slider or dial choose the colour of the Slider or Dial
Min
If using a slider or dial choose the minimum allowable value.
Max
If using a slider or dial choose the maximum allowable value
Once all your calculations and parameters have been defined continue to the report
output page. Here you will see the parameters being presented.
If you change the parameters from the default values using the input mechanisms
presented you will see the data in your report updated in your calculated field
columns with new values.
You can change the data returned for selected fields on your report by grouping the
values. This provides you with the ability to add additional layers of analysis to your
reports.
The example below groups the results of the age column into a segment group.
People with an age below 20 and above 10 are grouped as teenagers.
For example:
Name
Age
Mary
14
Sue
30
Jean
16
Name
Update of Age as a
number into a segment.
Age
Mary
teenager
Sue
30
Jean
teenager
When setting up your report view your administrator will determine if grouping a
particular column is permitted. If grouping is permitted, you will see the option in the
column menu drop down.
1. Select Grouped Columns from the format menu or Group Values from the column
format drop down menu.
Figure 191 – Select Column Grouping
2. The grouping form on your menu will open will vary based on the type of column
you are grouping. The different types of columns are numeric/date or text. The
key fields for these are:
Variable name
This is the text that will replace the value in the report based
on the constraint.
Operator
This is the constraint in which the variable name will apply to
if the value in the report meets the constraint.
For more details see below.
Values
The value in the report or number in which the operator is
being applied to.
Figure 192 – Grouping Setup
3. Once these fields have been filled in you can add it to the grouping list by
pressing Submit. The grouping will appear in a list.
Figure 193 – Grouping List
4. To delete a grouping from the report simply click the delete button
located next
to the group name.
5. To edit a grouping from the list, select the grouping by clicking the group name
hyperlink. This will open the edit form where you can make your changes.
6. When you have finished with the groupings press close and the report will refresh
with the new groupings applied.
Figure 194 – Grouping Applied
The operators available when your column is a text or numeric will differ. Possible
values for the operand include:
Operand
Description
Text Based Operands
In List
One or more alphanumeric or string values
Not In List
Two or more alphanumeric or string values
Numeric Based Operands
Equal to
Equal to a single alphanumeric or string value
Greater than
Greater than a single alphanumeric or string value
Greater than or equal to
Greater than or equal to a single alphanumeric or
string value
Less than
Less than a single alphanumeric or string value
Less than or equal to
Less than or equal to a single alphanumeric or
string value
Different from
Not equal to or different from a single alphanumeric
or string value
Between
Between variable 1 and variable 2 these will need
to be legitimate parameters such as date, age etc.
Not Between
Not between variable 1 and variable 2 these will
need to be legitimate parameters such as date, age
etc.
Is Null
Record contains no value for selected attribute. No
Parameter can be set
Is Not Null
Record contains a value for selected attribute. No
Parameter can be set
Like
Records that contain the same letter or letters.
Starts With
String starts with letter or letters
Ends With
String end with letter or letters
Yellowfin has the capability to setup drill down on a report. This provides you with the
capability to drill down logical hierarchies within your data and delivers exceptional
analysis capability. This allows you to view data from different angles and
perspectives.
Drill down allows you drill down a logical hierarchy within your data by re-calculating
your report each time you move down a hierarchy.
For example you may be looking at a sales report by region. To determine why one
region is outperforming another you can click on the region to see the various
countries performances within that region.
Each time you drill down the value that you selected becomes a filter for the next level
down. You will not see all countries when drill down – just the countries for the region
you selected. For example you may be able to drill from
Year > Month > Date.
When you click on the link to the report will refresh with detail updated.
Figure 195 – Drill down on Year
For example if your report contained region and you clicked on Europe the refreshed
report will display all countries within Europe.
Figure 196 – Year drill to Month
When your administrator sets up your view they can define dimension hierarchies.
These hierarchies are built to enable you to explore your data in a way that is
appropriate for your business.
In the example above your administrator would have set the view up to build a
hierarchy of location.
Year drills to > Month drills to > Date
Having done this Yellowfin re-calculates your report data as you move down the
hierarchy.
The common areas for which hierarchies are created include:
Geography (Region, Country, State)
Date(Year, Quarter, Month, Week, Date).
Organisation Structure (Division, Line of Business, Cost Centre)
Customer (Country of Origin, Region, City, Customer).
Product (Category, Line, Product Code)
Before you can use drill down in a report your view must contain data that has been
set up for analysis.
Yellowfin permits you two major analysis modes, drill down and through. These
cannot be used simultaneously on a report as the user action looks similar and this
could lead to confusion for a user that has not created the report.
To select the type of analysis you wish to apply click the DRILL DOWN radio button
on the report options analysis section.
Figure 197– Drill Down Selection
1. Select the fields that you wish to add to your report. All fields that are drill able
will be identifiable by the line which joins them in the report field‟s box.
2. Select the level of the hierarchy that you wish to start your analysis from.
Note: you cannot add multiple fields from the same hierarchy onto a report – for
example you cannot add Region and Country on the same report when using drill
down – since you can drill from region to country.
Figure 198 – Drill Down Hierarchy
You can add in data from multiple hierarchies to assist your report readers to drill
down and across various hierarchies such as product and organisation hierarchies.
When adding in multiple hierarchies it is suggested to use a Crosstab report so that
the data is presented in a way that is easier to read and understand.
In the example below you can drill down on either the year that the program occurred
in or the client country. This is an example of multiple hierarchies displayed on a
single report.
Figure 199 – Multiple Hierarchies
When you run a report with drill down each time you drill into a level of detail the
report is refreshed with new data. To drill up to the level you were previously at for
example from Month back to Quarter use the breadcrumb located at the top of the
table or chart.
Figure 200 – Drill Up
If you have multiple drill down options or you have drilled down multiple levels of a
hierarchy you can easily reset your report. This will display the data as it was before
you began your drill down analysis.
To reset a report you can either click the reset link located under the report menu or
the start link on the drill breadcrumb.
Figure 201 – Reset Report
Just as with tables you can also drill down on charts.
1. Place your cursor over the value you wish to drill on.
2. Click the area of the chart
3. The chart will be refreshed with new data.
Figure 202 – Drill On Chart
You can print or export data from your report as a PDF or CSV file whilst drilling down
to maintain a copy of the results of your analysis.
Whenever you print or export your report the data as displayed on the screen will be
printed or exported.
Simple use the print and export functions as described earlier.
Drill through is the ability to click on a hyperlink and go from one report to another –
typically to show more detail. The value that you have clicked on will be passed in as
a parameter into the linked report to filter the data for that parameter only.
Drill through links work on both table data and chart data.
When a report has drill through enabled it will display fields with a hyperlink on them.
When the hyperlink is clicked a new report will open – generally with a greater level of
detail. The „Return to Report‟ link provides a way for the user to return to the parent
report.
Figure 203 – Child Drill through Report
When creating related reports it is worth planning the reporting outcome that you are
attempting to achieve.
1. Plan Top Down – determine which report will be your starting point. For
example if you wish to deliver a report of sales by region you may want to drill
into sales by sales person for a selected region.
2. Build Bottom Up – once you have determined all the reports that are needed for
either drill through or co-display build the required reports from the bottom up.
The last report you will write will be the report that you wish to be the entry point.
Note: If you wish to have a drill through report the report that you drill through to must
have at least one user prompt filter, and the same data must exist on the parent
report. For example – if a user prompt = Last Name, you must have a last name field
on your report.
1. To create a drill through report tick the drill through radio button on the Report
Options Analysis menu.
Figure 204 – Select Drill Through Option
2. Using the report wizard or side navigation go to the related reports page. Click
the ADD link. If you have selected both drill through and co-display from the
analysis options select the type of related report you wish to create – Drill
Through.
3. A search facility will open to assist you to find a report in your repository that you
wish to drill to.
Note: To create a new related report you must already have reports built with a
Status of ACTIVE.
Figure 205– Select Report to Link To
4. Using the linking field section you will have to link fields from the parent report to
the child report. For the drill through to function relevant fields must exist in the
parent report that match the data required for the Child report.
A master field is a field that will pass through the required data to the child filter.
In a drill through report it is expected that the there must be at least one field from
the parent report that provides a filter for the child report.
If Corresponding Parent Fields do not exist you will have to leave this page,
return to the Report Data page and insert a new field onto the report to allow a
link to occur.
The fields that are displayed are those that are required by the child report as
USER PROMPT FILTERS. Instead of a user filling out the prompt Yellowfin will
automatically pass these variables through when linking to the new report.
Note: If a drill through report is being setup only reports that have USER
PROMPT filters will be displayed in the selection list.
Figure 206 – Drill Parameters
5. Define which field on your report will be the hyperlink that links the reports
together. Only one field can have a hyperlink, so choose the field that is going to
be most intuitive to the user of the report. The linked field may or not be critical in
terms of passing data from one report to another.
6. Choose if you want the new report to open in a new window as a popup or to stay
inline and open the new report.
7. Click the add button to add the drill to report to your list.
The default settings for a drill through report is to do them in-line. What this means is
that a new window is not opened as you drill through your reports but rather the
report is replaced with a new report.
If you do select to drill through to a popup a new window will open. This is useful if
you do not want your report users to leave the page that they are on when they
initiate the drill to more detail. There are constraints on this, however:
1. no additional drill down or drill through is possible on the pop-up report.
2. No co-display reports are displayed. For example if you are drilling to a report
with multiple related reports only the „master‟ report will be displayed.
So the reports that you wish to drill to will not have a high level of user interactivity.
If you wish to enable Drill Through on a cross tab report you will have to ensure that
both the column and row attributes are included in the drill through linked attributes.
For example if you have a cross tab that includes:
Sum Revenue
2001
2002
Australia
71,956
80,731
Austria
0
84,700
Then any drill through must include both the Country and the Year. This is because if
you try and drill through on only one value eg. Country you will be selecting multiple
records (2001 and 2002) which is confusing to the user.
Therefore, the drill to child needs to have both the Year and the Country included in
the filter options as shown below.
Figure 207 – Cross Tab Drill
Now when the user clicks on a value that they wish to know more about Yellowfin is
able to pass through the correct parameters – both Year and Country to a child
report.
1. To create a drill through report tick the drill through radio button on the Report
Options Analysis menu.
2. Using the report wizard or side navigation go to the related reports page. Select
„Conditional Drill Through‟ and continue.
Figure 208 – Conditional Drill Through Selection
3. A search facility will open to assist you to find a report in your repository that you
wish to drill to.
4. Using the linking field section you will have to link fields from the parent report to
the child report. For the drill through to function relevant fields must exist in the
parent report that match the data required for the Child report.
A master field is a field that will pass through the required data to the child filter.
In a drill through report it is expected that the there must be at least one field from
the parent report that provides a filter for the child report.
If Corresponding Parent Fields do not exist you will have to leave this page,
return to the Report Data page and insert a new field onto the report to allow a
link to occur.
The fields that are displayed are those that are required by the child report as
USER PROMPT FILTERS. Instead of a user filling out the prompt Yellowfin will
automatically pass these variables through when linking to the new report.
5. Define which field on your report will be the hyperlink that links the reports
together. Only one field can have a hyperlink, so choose the field that is going to
be most intuitive to the user of the report. The linked field may or not be critical in
terms of passing data from one report to another.
6. Choose if you want the new report to open in a new window as a popup or to stay
inline and open the new report.
7. Set up your condition by selecting a report field and providing an „equal to‟ value.
For example, WHERE Country IS EQUAL TO Australia, will allow you to drill
through for fields that have a Country value of „Australia.
Figure 209 – Set Condition for Drill Through
8. Click the add button to add the drill to report to your list.
Link To reports allow you to link a chart to a much more detailed report, without the need for
shared fields/filters.
1. To create a link to report you will need a chart. Tick the drill through radio button
on the Report Options Analysis menu.
2. Using the report wizard or side navigation go to the related reports page. Select
Link To and continue.
Figure 210 – Link To Selection
3. A search facility will open to assist you to find a report in your repository that you
wish to drill to.
4. You now have the option to set the linked report as a popup in a new window, or
a new page. You don‟t have to set up any related or hyperlinked fields as the
entire chart will link to this report, and there is no data/filter share between the
two.
Figure 211 – Link To Options
5. Click the add button to add the drill to report to your list.
Conditional Direct Link reports allow you to link a report or chart to a much more detailed
report, without the need for shared fields/filters.
1. Tick the drill through radio button on the Report Options Analysis menu.
2. Using the report wizard or side navigation go to the related reports page. Select
Conditional Direct Link and continue.
Figure 212 – Conditional Direct Link Selection
3. A search facility will open to assist you to find a report in your repository that you
wish to drill to.
4. You now have to select which field to link with and set a condition for the drill
through. When this condition matches the value of a field, the hyperlink will be
active.
Figure 213 – Conditional Direct Link Options
5. Click the add button to add the drill to report to your list.
The co-display option allows you to link multiple reports together from a single master
report. This can include:
Co-display
Where one or more reports are displayed on the same report.
Tabbed reports
Where multiple reports are added to a master report using tabs
The benefit of these options is that you can show multiple reports within a single
master report that have unrelated data sets but are of common interest to the user.
1. To create a co-display report, tick the co-display check box on the Report Options
Analysis menu.
Figure 214 – Co-Display Option
2. Using the report wizard or side navigation go to the related reports page. Choose
the type of Co-display you wish to create.
3. A search facility will open to assist you to find a report in your repository that you
wish to add in as a co-display.
Note: To create a new related report you must already have reports built with a
Status of ACTIVE.
4. Select the placement of the report – for example to the right of your main report
or under you main report.
5. Click Add to add it to your list of related reports. (You can have more than one
co-display report on your main report).
Figure 215 – Co-Display Settings
Figure 216 – Tabbed Report Example
With Yellowfin you can include a user prompt filter on your report and share that filter
with your co-display reports.
1. To do this, create your child report with the user prompt filter that you wish to use.
2. Next create your master report, include your desired user prompt filter and click
the co-display check box. Search for your required co-display report as detailed
above.
3. Yellowfin will recognise that a user prompt is required by the child report and
prompt you for linked field data. You will be able to either link the co-display
report to a field within the master report or to share a filter within the master
report.
4. Link the master and child fields to allow Yellowfin to associate the correct
parameters with both the master and the child.
Figure 217 – Co-Display Shared User Prompt
When editing your reports you may attempt to edit a report that is used as a child
report for another report. If this occurs the following message will be displayed.
Figure 218 – Child report Warning Message
If you delete a field from your report that is required by your parent report the parent
report will fail. Your users, if they do not have edit access to reports, will not be able
to fix the error. Therefore, be very careful when editing or deleting your reports so
that you do not impact on related reports.
You can format your co-display reports from the main report menu. Once you have
included related reports you will see a related report section on the menu. Click on
this and then choose the related report you wish to apply formatting to.
Option
Description
Show Title
Uncheck this option if you wish to remove the report title from the
co-display report
Show Description
Uncheck this option if you wish to remove the report description
from the co-display report
Fir to Parent
Check this item if you want the co-display report to be stretched
to fit the parent report. Note this option will only work for reports
where the child is narrower than the parent report.
Boarder Width
Set the width of the boarder by typing in a numeric value for the
pixels you want.
Sub queries permit as user to generate far more sophisticated reports. For example if
you wanted to compare the sales results of this financial year with past years you
may wish to use an append query or if you wanted to determine which customers
were new in a particular year you would use a minus query. In both these examples
Yellowfin is generating two distinct queries and then combining the result set to
provide you with a single table of results. With Yellowfin you can create 4 types of
sub query, these are:
1.
Union
2.
Append
3.
Minus
4.
Intersect
1. To create a new sub query tick the sub query check box in the analysis section of
the report options menu. This will provide a + Sub Query Menu link at the top of
the report data section.
Figure 219 – Sub Queries Enabled
2. Choose the query type you wish to create. On selection a new tab will be
displayed (Sub Query). This will enable you to create your new sub query.
Figure 220 – Sub Query Creation
When creating a sub query the data that is returned needs to be related to the initial
or Master query. The sub query cannot run independent of the master query. So the
implications is that for each type of sub query different join rules exist to link the sub
queries results sets with those of the master query.
The following sections will describe how each of these interactions work within
Yellowfin.
Initially the display name of a sub query is “Sub Query” . However by clicking to the
report options menu for the sub query you can change the display name to something
more meaningful if required.
Figure 221 – Sub Query Renaming
The append sub query takes the results of one query and appends these to another
as new columns of data. The two queries must have exactly the same GROUP BY
(or Dimensional) columns in order to join them.
The purpose of the append query is to allow the result of one query to be compared
with another. For example you may want to compare the YTD revenue for the current
year with the revenue for the same period for last year. Typically this is difficult to do
unless the data source has been configured to allow this by having a column for each
of these attributes. Generally though the data will be stored a separate rows in the
same table. With the append query, 1 query will retrieve the current period‟s results
whilst the other will retrieve the previous periods result. Using calculated fields it is
now possible to compare the results.
Comparing in revenue in one year compared to another by country.
1. Firstly you will need to create a query that returns the revenue for a selected
period by country. Country, Sum Invoiced Amount and Year in the filter
Figure 222 – Master Query
2. Now select the sub query option and choose append. You will see a very similar
query builder to the standard builder. In the fields section you will have to
replicate the attributes of your original query so that the same level of aggregation
can occur.
Figure 223 – Append Query
3. The join will have to be specified for the sub query. In the join section click the
refresh link to display the available join fields. You will have to link the fields on
the master query with the fields on the sub query.
Note: you do not have to include metric fields.
Figure 224 – Joins
4. Once you have matched the fields click the add icon to add the join to the list.
Figure 225 – Join Selected
Figure 226 – Join Added
5. Now return to your master query. You should see additional attributes in the
fields list. Note they are prefixed by sub query: and cannot be removed from the
list of fields.
Figure 227 – Master Query
6. The final step is to set the filters. Progress to the filters page. You will see that
similar to the data page you have a tabbed set of filter attributes. Set the filter
value for each filter for the specific periods required.
Figure 228 – Filter Setup
7. When you now run the report you will have two columns one for each period
specified. If required you can also created calculated fields to determine the
difference between the two values. This would be done on the master query by
creating calculated fields in the standard way.
Figure 229 – Append Results
A Union query combines the results of two SQL queries into a single table of all
matching rows. The two queries must have the same number of columns and
compatible data types in order to join them. Any duplicate records are automatically
removed unless UNION ALL is used.
UNION can be useful in data warehouse applications where tables aren't perfectly
normalised. For example a table may have revenue in separate columns for individual
products rather than revenue by product code. A union join would allow reporting to
change display from:
County
Apple $
Orange $
Australia
20
30
NZ
13
11
Japan
38
60
County
Product
Revenue
Australia
Apple
20
Australia
Orange
30
NZ
Apple
13
NZ
Orange
11
Japan
Apple
38
Japan
Orange
60
To
Display invoiced amount and cost amount on separate lines rather than separate
columns.
1. Create a calculated filed for a label = Invoiced
Figure 230 – Label Setup
2. Create a query that returns the revenue by country. Country, Label and Sum
Invoiced Amount
Figure 231 – Label Added
3. Now select the sub query option and choose UNION. With the union query you
will need to match fields from the first query with those in the second. In this case
a new calculated field is created for the “Cost Label” and added into the report.
Instead of the metric invoiced amount the new metric of cost of camp is added.
Figure 232 – Union Sub Query Setup
4. When you now run the report you will have a single column for both received and
invoiced amounts.
Figure 233 – Union Sub Query Output
With a standard union join duplicate records are not returned so if the row in the sub
query matches the row in the master query it will not be displayed, If you wish to
display duplicate records you must specify this at the sub query level.
Figure 234 – Union All
An Intersect query takes the results of two queries and returns only rows that appear
in both result sets. For example if you wanted to know which customers purchased
services in Year 1 as well as Year 2 then an intersect query is needed.
In the example below an intersect query for 2004 and 2005 would return Frank and
Mary but not John.
Frank
2004
Mary
2004
John
2005
Frank
2005
Mary
2005
The intersect query operates as an advanced filter. It determines the key of the
master query and applies additional filters to that key. A simple OR filter would not
work since this would have included John in the result set.
Determine which customers purchased services in Year 1 as well as Year 2.
1. Firstly you will need to create a query that returns a list of customers that took
part in Year 2. Athlete ID, First Name, Last Name and Year in the filter.
Note: some of these may not have purchased in Year 1.
Figure 235 – Intersect Master Query Setup
2. Now select the sub query option and choose Intersect. You will see a slightly
different interface to the normal query builder. The purpose of this is to select a
linked field or key in the master query and determine which filters you which to
apply. In this example we want to link on the athlete id and filter it by year 1.
Figure 236 – Intersect Sub Query Setup
3. The final step is to set the filters. Progress to the filters page. You will see that
similar to the data page you have a tabbed set of filter attributes. Set the filter
value for each filter for the specific periods required.
Figure 237 – Intersect Filter Setup
A Minus query takes the distinct rows of one query and returns the rows that do not
appear in a second result set. A minus query is almost the opposite of the intersect
query, rather than displaying data in common the minus subtracts data from the result
set.
For example you may wish to know which customers were new in a selected year –
therefore those that have not previously purchased services. In this case you select
all customers for the selected period and exclude all customers for all other periods.
In the example below John.
Frank
2004
Mary
2004
John
2005
Frank
2005
Mary
2005
The minus query operates as an advanced filter. It determines the key of the master
query and applies additional filters to that key. A standard filter would not work since
this would have excluded all customers.
Determine which customers purchased services in Year 1 and never before.
1. Firstly you will need to create a query that returns a list of customers that took part in
Year 1. Athlete ID, First Name, Last Name and Year in the filter
Figure 238 – Minus Master Query Setup
2. Now select the sub query option and choose Minus. You will see a slightly
different interface to the normal query builder. The purpose of this is to select a
linked field or key in the master query and determine which filters you which to
apply. In this example we want to link on the athlete id and filter it different from
year 1.
Figure 239 – Minus Sub Query Setup
3. The final step is to set the filters. Progress to the filters page. You will see that
similar to the data page you have a tabbed set of filter attributes. Set the filter
value for each filter for the specific periods required. Master query = Year of
interest, Sub Query Different From Year of Interest.
Figure 240 – Filter Setup
Advanced Sub Queries extend the basic Sub Query functionality, by allowing you to
query multiple views and data sources. You can only have Union and Append
Advanced Sub Queries.
These are setup exactly the same way as Basic Union Sub Queries, except that when
you select them from the menu, you need to specify a Data Source and View.
Figure 241 – Advanced Union Menu
These are setup exactly the same way as Basic Append Sub Queries, except that
when you select them from the menu, you need to specify a Data Source and View.
Figure 242 – Advanced Append Menu
Yellowfin supports your collaboration needs through the following features:
1. Comments on reports which can highlight anomalies or share insight.
2. Discussions may reference several reports simultaneously.
3. Annotations on dates allow users to comment on events that occurred which may
result in various trend changes.
4. Broadcast and Distribution of reports to both external and internal inboxes.
In this chapter adding comments, annotations, discussions, favourite reports, and
report distribution will be covered.
You can add comments to a report either for your own use or to share with others that
have access to the same report. Comments can be used to provide a greater level of
insight or used to discuss and highlight the data contained in a report
Note: Comments can only be added to Active reports. A user must have either of the
Discussion role permissions enabled to use this feature.
1. To add new comments to a report click the comment link in the „Collaborate‟
section of the report menu. This will open the comment pane.
Figure 243 – Report Comments
2. Enter your comment in the text box that has opened. You can use the format
toolbar to format the text of your comment similar to a word document. You also
have the option to add a Decision Widget.
3. Click the Save button to add you comment to the report.
There are three available; Yes/No/Maybe, Thumb Up/Thumb Down, and Poll.
The Yes/No/Maybe widget allows users to vote on a question by clicking the
appropriate box. Users‟ names and profile images will appear in the corresponding
vote box.
Figure 244 – Yes/No/Maybe Decision Widget
The Thumb Up / Thumb Down widget allows users to vote on a question by clicking
on the positive or negative image. This vote is anonymous, the votes are recorded
and displayed in the green and red bars, but user details are not displayed.
Figure 245 – Thumb Up / Thumb Down Decision Widget
The Poll allows users to vote on a custom set of options by selecting one. As with the
Thumb Up / Thumb Down, the vote is anonymous.
Figure 246 – Poll Decision Widget
If comments exist for a report it will be displayed as an icon
under the tool bar with
a view comments link. If you click on view comments link the comments window will
open and you will be able to read the comments.
Figure 247 – View Comments
Once comments have been made you can respond to them using the following steps:
1. From the report preview page, click on the View Comments link to open the
comments panel.
2. Click on the comment you wish to respond to and then click on the Reply button.
Figure 248 – Reply to a Comment
3. Add your response and format as desired, then click the Save button to finish.
If you made a comment or have Discussion Admin permissions you will be able to
delete any comments made. In order to delete a comment simply:
1. Open the report comments panel.
2. Click on the comment you wish to delete and then click the Delete button.
Figure 249 – Deleting a Comment
3. The comment will be deleted.
Users can join discussions on critical business topics with the ability to use reports as
points of reference and pose questions with the aid of decision widgets.
Note: A user must have either of the Discussion role permissions enabled to use this
feature.
Figure 250 – Discussion Module
1. Open the Discussion Module by clicking on the Discussion link in the main menu
bar.
Figure 251 – Discussion Link
2. You now need to click on the New Discussion button which will open a popup
editor.
Figure 252 – New Discussion
3. You will need to complete the following in the editor:
Figure 253 – New Discussion Window
a. Enter the title for your thread here.
b. Fill in the body of the first post in the discussion. It can be helpful to provide
users with guidelines or outcome goals for the discussion.
c.
Format your post as desired.
d. Select Private to restrict the thread to only those users invited to join the
discussion.
e. Click to create the discussion
4. You should now be presented with your new thread open in the left hand window
of the discussion.
Figure 254 – New Discussion Created
Once a thread has been created users can respond by completing these steps:
1. Click on a discussion in the Thread List window on the left hand side. This will
open the discussion in the Thread Viewer on the right.
2. Click on the post you wish to respond to, if there is only one post you will have to
click on the first one. From there you need to click on the Reply button as pictured
here.
Figure 255 – Reply to Post
3. Enter the body of your post and format as desired, then click on Save to
complete.
Figure 256 – Save Post
4. Your post should now be listed below the one you responded to.
Once you have created a post, you may find the need to make changes or additions
to it. Follow these steps to edit your post.
Note: If you have Discussion Admin permissions you can posts made by any user,
not just your own.
1. Select the post you wish to change and click the Edit button.
Figure 257 – Edit Post
2. From here you can make changes as required. When complete, click the Apply
Edits button.
Figure 258 – Apply Edits
3. Your changes should now appear in the thread.
It can often be helpful to have a point of reference when discussing business metrics,
which is where adding reports to discussions comes in. To add a report to a post,
follow these steps.
Note: Reports with Source Filters, Visible Series Selection, Date Unit Selection, Date
Slider, Dependant Filters, Drill Down, and Drill Through will not display this
functionality in the discussion area.
1. Either create a new post or edit a current one. In the Post Editor click on the Add
Report button.
Figure 259 – Add Report
2. You will now notice that the window on the left has a list of available reports that
you can search through and select to add to your post. Click on a report to
preview it.
Figure 260 – Report Picker
3. Once you are on the preview page you can either click the Select Other button to
return to the report list and search again, or click Select to add the report to your
post.
Figure 261 – Select Report
4. Once you have completed you post save it and you should now see a report
button in it. Users can click on this while viewing a thread and the report will be
displayed in the left hand pane.
Figure 262 – View Report
To delete to a post, follow these steps.
Note: If you have Discussion Admin access you can delete any post, not just your
own.
1. Select the post you wish to remove and click the Delete button.
Figure 263 – Delete Post
2. Your post should now be removed from the thread
Much like the comments, it can be useful to tag threads to improve searching. To add
a tag:
1. Open the thread you wish to tag and click on the tag link at the bottom of the
window.
Figure 264 – Add Tag
2. Select a tag you wish you use. If you have Tag Management permissions you
can create a new tag by typing the description in the text box and click on the
arrow. Once you have tagged your thread click on the arrow to save changes.
Figure 265 – Tagged Thread
You should now have a list of tags at the bottom of the thread and on the
summary in the left hand window.
Following a thread will mean that an alert will be sent to your Yellowfin Inbox
whenever there are new responses.
1. To follow a thread, select the discussion and then click on Follow at the top of the
Thread Viewer.
Figure 266 – Follow Thread
2. To stop following a thread click on Unfollow.
3. To view a list of threads you are following click on View Following on the report
list pane.
Subscribing to a thread will enable email notifications of any thread updates. In order
to subscribe to a thread you must first follow it.
1. Once following a thread, click on Subscribe to email updates.
Figure 267 – Subscribe to Thread
2. Click on Unsubscribe to stop emails.
If you have Discussion Admin permissions you are able to archive threads and view a
list of archived discussions.
1. Select the thread you wish to remove and click on Archive.
Figure 268 – Archive Thread
2. To view archived threads click on View Archive
In order to identify how a discussion is progressing thread statuses should be applied
and updated regularly. There are 5 statuses available:
1. Identify: An Issue, problem or goal has been or is being identified and is the
main subject of this discussion.
2. Define: Clearly define the problem by defining the underlying cause of the issue
or the objective of this discussion.
3. Analyse: Conduct a range of analysis using your reports and data to support this
discussion and to determine possible solutions.
4. Evaluate: Evaluate possible solutions to the underlying issue or objective of this
discussion.
5. Decide: Make a decision on the best possible course of action for the issues
identified in this discussion.
To set or update a thread status, simply click on Status on the thread and select an
option from the list. Once a status is applied it will appear on the thread summary and
at the top of the thread itself.
Figure 269 – Thread Status
To ensure your thread reaches the intended audience you are able to invite users.
Inviting users will send an alert to the user‟s Yellowfin Inbox which, if they accept, will
set them to follow the thread.
1. To invite a user to a thread select the discussion and click on the Invite Users
button at the top of the pane.
Figure 270 – Invite Users
The Thread Summary contains the following usage statistics:
Figure 271 – Thread Statistics
1. Creator: displays the name of the user that created the thread
2. Last Reply: displays the date and time of the last reply.
3. Histogram: displays the number of views per day over time.
4. Status: displays the current status assigned to the thread.
5. Posts: displays the total number of posts in the thread.
6. Followers: displays the number of users following the thread.
With Yellowfin you can add specific comments to your reports in the form of
annotations. Yellowfin allows you to make three types of annotations to assist users
of a report. These are:
Report Level Annotations
View Level Annotations
Organisation Level Annotations
Annotations assist your reports readers to understand the reports and data that they
are viewing. They can only be added when a report is ACTIVE and the annotate drop
down menu is visible.
Figure 272 – Annotations
The figure above shows the three places annotations are displayed.
1. Annotation Flag highlighting the date, or start of date range, on the time series x
axis, with a descriptive roll over that is editable from the report page.
2. Highlighting on a time series chart when the annotation has been applied to a
date range rather than a single date.
3. A descriptive roll over on the table displayed on the date, or start of the date
range, that is editable from the report page.
As mentioned previously, there are three levels of annotations within Yellowfin.
1. Report Level: These annotations are only attached to a single report. Any date
that falls on the specified date or within the range will be annotated.
2. View Level: Any annotation applied to the view level will be displayed on all
reports written off this view, and any date within these reports.
This is where tags can become more important. For example, if you add an
annotation about an invoicing system you should apply a tag, such as „Invoicing‟.
This will allow you to hide the annotation when you are viewing a report about
date of births, where invoicing is irrelevant.
3. Organisation Level: Anyone who belongs to the same organisation as the
annotation creator will be able to see these annotations on any reports with date
data. Again, tagging is important here, as you are dealing with a wide range of
reports, in some cases all reports.
There are two things you must do in order to use annotations in Yellowfin.
1. You must get the administrator to enable annotation permissions for your user
role. There are Create, Read, Update, and Delete options available.
2. Enable the annotation display options on the report you are writing. To do this
you will need to go to the Display Menu on the report preview page (when your
report is in draft mode) and enable one or both of the options:
Figure 273 – Display Annotations
There are options available in the Annotation Menu that allow you to restrict the
annotations you see on the report you are viewing.
Figure 274 – Annotation Menu
From here you can select which level of annotations you currently wish to view on the
report, by ticking the appropriate check boxes.
Figure 275 – Display Levels
You can also choose to only display annotations that have a particular tag, by
changing the selections in the Tags list.
Figure 276 – Display Tags
1. To add an annotation to a report make sure your report is active and you‟ve
completed the Enabling Annotations steps above.
2. In the collaborate section of the report menu, open the Annotate Menu. Click the
„Add Annotation‟ button.
Figure 277 – Add Annotation
3. A pop up Annotation Editor window will open that will provide you with several
options for you annotation:
Figure 278 – Annotation Editor
a. Date Type: Here you can choose to either apply your annotation to a single date
or a date range.
b. Date / Start & End Date: Specify your date/range here. If you have a range you
will need to specify a colour used for chart highlighting. The default is the red that
appears in the screenshots.
c.
Title: Enter the title / subject of your annotation.
d. Tag: Specify a tag to categorise your annotation. This can be left blank, but it‟s
suggested that tags are used where possible.
e. Level: Here you should select Organisation, View, or Report Level. See the
previous section for definitions.
f.
Annotation Body: Here is where you can enter the description of your
annotation, and format as desired.
g. Visibility: Shared will allow all users that match the selected Annotation Level
permissions to see your annotation. Private means that only you will be able to
view the annotation.
h. Cancel/Save: Click to Save or Cancel to return to the report page.
Yellowfin has the ability to workflow public reports. Approval workflow is useful since
it allows many users to author reports but have those reports validated by the
designated expert prior to being published to a wider group of users.
Note: Workflow is only applied to public reports. If you save a private report it will not
be routed to an approver.
For approval workflow to take effect you must define the approval experts on the
Report Category. This is an administration task and covered off in more detail within
the administrators user guide.
Figure 279– Approval Rule for Report category
If you are a user with „Public‟ report publish rights you will be able to create a public
report. However, if you are not the designated expert for the category you wish to
save your report into you will see the “This Report Requires Expert Approval”
Message.
You can save your report as normal. The report will be routed to an approver for
approval as well as sending that person an email prompting them to take action.
Figure 280 – Approval Required
As the approver you will be able to login and see reports awaiting approval in your
inbox – click on the link and approve the report.
Figure 281 – Approval Waiting
You can add reports to your favourites so that you can easily access them in the
future rather than having to search for the report every time you wish to use it.
To add a report to your favourites list simply click the „Favourites‟ link in the
Collaborate section of the active report menu.
Figure 282 – Adding a Report to Favourites
Yellowfin allows you to schedule and publish reports externally to support your
information collaboration needs by allowing you to deliver your business information
to a mass audience via email or the file transfer protocol (FTP).
You can use the scheduling and distribution options to:
1. Schedule the refresh of Management Information Reports
2. Schedule Report Distribution via email
3. Schedule the Transfer of reports to external file servers.
4. Manually Distribute Reports to users‟ inbox or email accounts
5. Subscribe to Reports to have them sent to you on a regular basis
Yellowfin supports a variety of distribution format options. These include:
HTML
PDF
Excel
Hyperlink
If you wish to manage distribution of a report externally you can set the security
permissions for these actions.
To enable a report to have either subscriptions or broadcast records it must have a
broadcast setting enabled. The security and broadcast settings are defined whilst the
report is in DRAFT mode.
From the Report options section on the report menu click the Security Options link to
view and set broadcast permissions. You can choose to permit broadcast only,
subscription only or both.
Subscriptions permit users that view the report to subscribe independently to the
report.
Figure 283– Select Broadcast Permissions
To be able to set broadcast permissions for your report a number of settings need to
exist. These are:
1. The data source (database) that you are reporting off must have broadcast and
subscription permissions set to „ON‟
2. Your security access to Yellowfin (user role) must have Broadcast permissions
set to „ON‟
3. For Broadcast permissions you must have permissions to create Corporate
Reports. Only corporate reports can have broadcasting. Personal reports can
however be subscribed to by the person that created the report.
You can set the email permissions to restrict the way a report may be emailed to
external parties. From the security option tab described above check the Email
option, and set the permissions. You will have four possible options.
No Access
The report cannot be emailed externally. All users have to
login to access it.
Validated Users
Only users that have security access to the category and
the report. Prior to sending the report is validated against
user permissions.
All Users
The report can only be sent to people that are registered
users of Yellowfin.
Unsecure
The report can be sent to unregistered users. If the report
is „Unsecure‟
Through Yellowfin you can distribute reports to other user‟s inboxes. In this way you
can share reports with people that need access to the same data as you have.
1. To distribute a report click the „Distribute‟ link in the „Collaborate‟ section of the
active report menu. This will open a drop down menu from which you can select
either distribute to inbox or email. Choose the distribute link.
2. You can then choose if you wish to send the report to a single person‟s inbox or
to a group of users inboxes by choosing a relevant link.
3. Search for either the person or the group.
4. You can choose to notify a user via email that a report has been distributed to
them. Click the email check box if you want to send an email notification as well.
5. A confirmation page will confirm the report has been delivered and you can go
back to distribute the report to another set of users.
Note: Reports will only be distributed to users that have the appropriate level of
access for the report.
Figure 284 – Distribute Report
As a user of Yellowfin you may have permissions to send reports via email to other
registered users of Yellowfin or external parties.
Note: You will only be able to email a report once it is active. Draft reports cannot be
emailed. Save your report prior to sending.
1. To distribute a report via email click the „Distribute‟ link in the „Collaborate‟ section
of the active report menu. This will open a drop down menu from which you can
select either distribute to inbox or email. Choose the email link. This will open
the email popup form.
2. Select the user type you want to send to by clicking the relevant link.
Yellowfin does permit you to send reports to unregistered users. Unregistered
users are users that cannot logon to your Yellowfin reporting site.
Not all reports however, can be sent to unregistered users. The report has to
have an unsecure security setting to allow this.
3. Complete the email form and choose the format that you wish to send the report
as.
Figure 285 Email Form
4. Click the submit link to send the email.
You can subscribe to reports and choose how often and when you want to have a
report sent to you. A subscription is similar to broadcast except that only a single
user (You) will be the recipient of the report.
You can subscribe to both a report so that it is sent to you on a regular basis or
comments – so that you are notified when a new comment is made on the report.
Note: You will only see the subscription menu options if the Report is Active and
subscription permissions have been set for the selected report.
1. To subscribe to a report select the subscribe link from the Active report menu
2. Click the subscribe link. This will update the drop down and present you with the
subscription schedule options.
3. The subscription will send you and email so complete this form with a view to the
emails you will receive. Choose an appropriate schedule for the emails to be
sent by choosing the frequency and date settings.
4. Click Submit when you have completed the form.
Figure 286– Subscribe to Report
Once you have subscribed to a report you can edit your subscription at any point in
the future.
1. Select the subscribe option from the report menu. You will now see the edit or
unsubscribe options – rather than the subscribe option.
2. Select Edit Subscription to open the subscription form or unsubscribe to remove
your subscription record.
If you wish to be notified each time a comment is made on a report you can select a
comment notification option from the subscribe drop down. Choose to have comment
notification to be added just to your inbox or also sent via email.
Figure 287 – Subscribe to Report Comments
A report can be setup to have more than one broadcast and subscription process.
This allows you to have varying schedules for the same report – for example: you
may wish to send a sales report out on a weekly as well as a monthly basis.
Once you have set the permission granting broadcast access you will be able to
schedule reports for regular delivery from the collaborate drop down menu.
Note: your report must be active to define a broadcast schedule.
1. Select broadcast from the Schedule section of your Active Report menu. This will
present you with a list of broadcasts for this report. There may be none.
2. Click the Add New Broadcast link to add a new schedule. This will open the
broadcast popup.
Figure 288– Broadcast Report - Email
3. You will be able to select the type of broadcast that you wish to schedule. Select
the delivery type as email
4. You can choose whether you want a delivery notification to be sent based on the
broadcast outcome. The default person that the email is sent to is the person
that wrote the report.
1. The next step is to define the schedule that you wish the email to be sent by.
Figure 289– Broadcast Report - Frequency
a. Select the start date and the end date of the schedule. The end date is
defaulted to a high date indicating that it will run perpetually.
The start date specifies the first day that the broadcast is to be sent. If the
st
st
1 schedule date is after the start date the 1 report will be sent after start
date.
The end date specifies the last day that the schedule should be run.
b. Determine the frequency that you wish the report to be run. The options
available are indicated below.
Note: The end of month option provides you with the ability to run a report on the very
last day of the month.
You can set advanced send options for the schedule. This permits you to set the
time and the time zone that you wish the report to run.
The default run time for a report to run is set to 12.00am for the time zone set for the
data source. For example if the data source (data base) is in New York the schedule
would run at 12.00am New York Time.
Time Zone & Time
The time zone is used to ensure that the report runs in the time that you specify. If
you are located in Sydney Australia you could set the run time for your local setting.
Figure 290– Advanced Schedule Options
Note: The source for your data may have defined periods when your report cannot be
run. If you select one of these times an error message will inform you and you will
need to change the time required.
A delivery rule is used for exception reporting. If you wish to send a report only if it
meets certain criteria (for example revenue is less than 100,000) then you will need to
add in a delivery rule.
1. To insert a delivery rule click the „only if delivery rule met‟ radio button. Click the
add rule link. A popup will open in which you can add your rule.
Figure 291– Add Delivery Rule
2. A rule is rather like a filter. When a report is due to run Yellowfin will filter the
data in the report to check if it meets your criteria.
3. You have the choice of building a rule based on:
a. if one or more rows match the rule (eg is there a sales person whose sales are
less that 100,000) or
b. if the totals for the report match the rule (eg Are total sales for all sales people
less that 100,000).
4. Select the field you wish to apply the filter on and click the add filter link
Figure 292– Select Filter Column
5. Select the operand (eg less than) and insert a value into the text box.
Figure 293– Update Filter Values
6. Click add filter when you are done. The whole record is now a hyperlink.
7. You can add more rules for all the columns in your report and apply bracketing as
you would for normal filters.
8. Click OK when you have completed your delivery rule. The popup up will close
and the delivery will be displayed on the page.
Figure 294– Rule Printed on Form
A broadcast email can only be sent if recipients have been identified. One or more
recipients can be defined for a broadcast. There are four types of recipients that can
be set. These are:
Person
A person that is a registered user of Yellowfin.
Group
A group of users that have been setup within Yellowfin. This option allows
you to send a report to multiple users at once.
Email
You can insert an external email address so that the report can be sent to
Address
external users.
Report
A report can be created to list email addresses for broadcasting. The email
addresses don‟t have to belong to Yellowfin users. Other columns in this
report can be linked to the main report as filters, resulting in a uniquely
filtered report sent to each email address.
1. If you wish to use Report for Recipients for both a recipient list and filters, then you
will need to select „Yes‟ for the „Do you want to populate recipients and filters from
another report‟, otherwise leave it as the default „No‟.
2. Click on the „Report for Recipients‟ link
Figure 295– Rule Printed on Form
3. Select the report you wish to use from the popup window. Note: the column that
contains the email addresses in this report must be formatted as „Email‟ to be
displayed in the list.
4. If using the report for filters as well as recipients, assign columns to appropriate filters
(as below).
Figure 296– Rule Printed on Form
Once you have set the permission granting broadcast access you will be able to
select the multicast step in your report wizard.
On opening the multicast page you will be able to select the type of broadcast that
you wish to schedule. You can select from Email or FTP.
1. Select the delivery type as FTP.
2. Select the file type and type the file name.
3. You can choose whether you want a delivery notification to be sent based on the
broadcast outcome. The default person that the email is sent to is the person
that wrote the report.
.
Figure 297 – FTP Broadcast
The following details are required to send a report via FTP:
Server Address
This is the address in which the server you are uploading the
report to sits
Server Directory
This is the directory where you want the report to be sent to on
the server.
User Name
This is the username of the server you are trying to access.
Password
This is the password of the server you are trying to access.
Complete the broadcast form as described above for a standard email broadcast.
Yellowfin's Spreadsheet/CSV functionality allows business users to transform their
existing spreadsheets into reports. This means that any of Yellowfin's reporting
capabilities can be quickly applied to spreadsheet contents, including the ability to
drill down and categorise data.
To write a report based on spreadsheet data you will need to be granted specific user
access. In the first step of the report builder, select the Spreadsheet/CSV Import from
the authoring option drop down.
Figure 298 – Spreadsheet/CSV Import
You will now have the option to use an existing spreadsheet (as seen in the list
below) or import a new one.
Figure 299 – Spreadsheet/CSV Import List
Importing a spreadsheet or CSV file simply requires you to choose a file and
category, then click upload.
Figure 300 – Spreadsheet/CSV Upload File
Once uploaded, Yellowfin recognises the data type for each column in the
spreadsheet, and allows you to choose options such as indexing, categories, drill
down links, name, and description.
Figure 301 – Spreadsheet/CSV Update
After configuring the spreadsheet data, you will be taken to the report builder where
you can set up the report as you normally would. When you reach the preview page,
the only difference from a normal report will be that instead of being able to edit the
view, you will now be able to edit the spreadsheet.
Figure 302 – Edit Spreadsheet Menu Item
If you choose to edit your spreadsheet, you will be presented with three options:
1. Modify Existing: This allows you to modify the name, category, and drill to, of the
spreadsheet columns. The data will not be affected.
Figure 303 – Modify Existing Spreadsheet
2. Overwrite: This overwrites the current data. The new spreadsheet must have the
same number of columns and column types as the existing spreadsheet. Column
names, categories and drill to settings can also be updated.
Figure 304 – Overwrite Spreadsheet
3. Append: This allows you to add data to the end of the existing spreadsheet. The
new data must have the same number of columns and column types as the
existing data. Column names, categories and drill to settings can also be
updated.
Figure 305 – Append to Spreadsheet
Yellowfin supports a number of authoring environments such as the drag and drop
report writer, freehand SQL or using the Jasper Reports XML file definitions.
This section describes in more detail the alternative options that are available for
authoring reports.
To write freehand SQL reports you will need to be granted specific user access. SQL
reports require knowledge of „Structured Query Language‟ and a sound knowledge of
the data source that you wish to query.
If a requirements exists for a specific report, and no view of the database exists then
an SQL query may be written to access the data directly. To achieve this select
„Freehand SQL‟ when prompted for the report writing mechanism you wish to use.
Figure 306 – Selecting SQL report writer
In select the SQL version all filters and conditions will have to be contained within the
SQL. Type in your SQL statement into the text box provided.
Figure 307 – SQL Text Box
The list of database tables assists you to write your SQL. By expanding the node
next to a table name you display the fields for the table. The list also provides an
indication if the element selected is a table or a database view.
Figure 308– Table List
You can test your SQL statement by clicking the Validate link. If the SQL statement
fails you will receive a message back that may contain a description of the error (this
is database dependent)
Figure 309 – SQL Error
If the SQL is successful the following message will be displayed:
Figure 310 – Valid SQL
Once you are happy with your SQL click the next icon to go to step 2 in the report
builder wizard. From here you will have the report data page similar to a standard
drag and drop report.
You can add charts, drill through and co-display reports. Some features such as
filters and aggregations are not available since it is assumed that this will be
contained within your freehand SQL.
Figure 311 – Formatting SQL Report
To include user prompts or source filters into a SQL you will need to add script into
your SQL query to indicate which columns to use.
1. The inclusion of user prompt or source filter in your SQL reports is done by
adding a {?} parameter.
For example: select * from client where country = {?}
If inserting a source filter with multiple possible input parameters use: select *
from client where country in ({?}) (Note the additional Brackets)
2. Clicking on “Validate” will inform you if the SQL syntax is valid, as well as the
number of parameters present.
3. The remaining steps from now on will be similar to generating a standard report
with drag and drop, except that all of your SQL user prompt parameters go
straight into the “Filters” stage of the report builder.
4. At the “Report Filter” page, you will be able to set whether the filter is a user
prompt or source filter.
Figure 312 – Filter List
Using Yellowfin you can use a Jasper XML report editor such as iReports to create
pixel perfect crystal style reports. This definition can be loaded into Yellowfin and use
the infrastructure such as security and multicast for managing the report.
A Jasper report may be used if you want:
1. To create a production / banded style report such as an invoice.
2. Create specific reports layouts for your reports which are not otherwise catered
for in Yellowfin.
rd
1. Create your Jasper Report XML file using a 3 party tool such as iReports.
2. Select „I want to create the report using Jasper‟ on the report initialisation page
3. Select the data source that the Report will run from.
4. Click the next button to continue to the report definition load.
Figure 313 – Jasper Report Initialisation
5. On the Jasper Report page you will be prompted to load your Jasper report
definition file.
a. At this stage you can make a comment about the file for future reference.
b. On the right hand side nav you can make selections for report broadcast and
saving the report details.
6. Click the browse button to search your file system for your Jasper report
definition XML document.
7. Click Confirm to Continue.
Figure 314 – Jasper Report
8. On Confirm you will see the file definition displayed. This information is
useful if you return to the report later for editing.
9. If your XML includes links to images Yellowfin will prompt you to load
these images in separately.
a. Click the browse button to search for your images. Each image will have
to be loaded separately.
Figure 315 – Jasper Report Import
10. If you wish to edit or replace the XML file click the replace file tick box.
Add the new file in.
Figure 316 – Jasper Report Uploaded
Using Yellowfin you can use a BIRT XML report editor such as eclipse to create pixel
perfect crystal style reports. This definition can be loaded into Yellowfin and use the
infrastructure such as security and multicast for managing the report.
A BIRT report may be used if you want:
1. To create a production / banded style report such as an invoice.
2. Create specific reports layouts for your reports which are not otherwise catered
for in Yellowfin.
rd
1. Create your BIRT Report XML file using a 3 party tool such as eclipse.
2. Select „I want to create the report using BIRT Reports’ on the report initialisation
page
3. Select the data source that the Report will run from.
4. Click the next button to continue to the report definition load.
5. On the BIRT Report page you will be prompted to load your report definition file.
a. At this stage you can make a comment about the file for future reference.
b. On the right hand side navigation you can make selections for report
broadcast and saving the report details.
6. Click the browse button to search your file system for your BIRT report definition
XML document.
7. Click Confirm to Continue.
8. On Confirm you will see the file definition displayed. This information is useful if
you return to the report later for editing.
9. If your XML includes links to images Yellowfin will prompt you to load these
images in separately.
a. Click the browse button to search for your images. Each image will have to
be loaded separately.
10. If you wish to edit or replace the XML file click the replace file checkbox. Add the
new file in.
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