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Overview

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.

Why use Conditional Formats

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.

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.

Creating a Conditional Format

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.

Basic Rules

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

Select the comparison type to use with your alert rules.

Value

Compares data to set values eg. Greater than 10.

Compare Column

Compares data to set values stored in another column. E.g. Compare the received amount with amount invoiced to highlight those that are not equal.

Percentage of Column

Compares the value to a percentage threshold of a comparison column. Use this to highlight revenue that is 10% less than ‘planned revenue’.

Percentage of Total

Compares the value to a percentage of the total of the column. Use this to highlight values that represent less than 5% of revenue.

Percentage of Max

Compares the value to a percentage of the maximum value. Use this to highlight values relative to the maximum value eg. values that are in the lowest 20% bracket of results

Target Column

If you select a column comparison type you will have to choose the 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

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 Region = 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 Combining Filter Conditions for more information.

Conditional Format Data Validation

When inserting values into the Conditional Format type a number of rules need to be followed. These include:
Value Overlaps
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.

Value Sequence

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.

Value Applicability

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 Format Display

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.