irf formulas
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IRF Business Objects
Using Formulas in Desktop Intelligence
July, 2009
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Why use formulas?
Extend the objects in the universe
Take advantage of analyticalcapabilities Doing in BO what you used to do inExcel
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Table of Contents
Calculations, Formula Toolbar and Editor
Using Formulas in Reports:
Creating titles and headers that combine query promptsand text
Using formulas to create local variables
Simple calculations (variances and percentages)
Running averages
For grouping data
To create a projection based on a running average
To setup Alerters
Using formulas to create dynamic Filters Caveats with using Formulas
Troubleshooting Formula Results
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Calculations
You can create simple formulas by adding
calculations on a column;
Sum total of column values
Count count of unique values
Count All count of all values in column
Average average of column values
Minimum the lowest value of a column
Maximum the largest value of a column
Percentage adds a percentage of total in anew column
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Formula Toolbar
Variable editor opens variable window ifcurrently selected cell contains a variable
Define as Variable defines current cell formulaas a variable, allows capturing of context
Cancel cancels current changes made to cell(if not validated)
Validate validates the formula in the currentcell (if valid saves cell)
Formula Editor opens formula editor window(if currently selected cell contains a formula
Formula Display shows the current formula(or text) in the selected cell, allowing forimmediate editing
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Formula/Variable Editor
Formula/Variable Editor
Always start a formula withan = sign (otherwise it is justa text constant)
Objects (and other variables)will have arrow brackets on
either end i.e.
String constants are enclosedwith double quotes i.e. Text
Numeric constants are notsurrounded by quotationmarks and should be enteredwithout any formatting otherthan a decimal place
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Formula/Variable Editor
Best Practices when creating local variables
or formulas
Always start a local variable name with My soyou can tell it apart from universe objects
Give local variables clear and easily understoodnames
Spaces between components makes it easier toread the formula and avoids errors
Carriage returns can be added to the formulausing Ctrl+Enter to make it easier to read
Document your local variable in the report, soothers can see the logic and/or process
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Using Formulas in Reports
Creating titles and headers that combine
query prompts and text
Insert a prompt formula from the mainmenu:
Insert | Special Fields | Prompt Value
Add text in quotes and combine with a +or & sign
="Accounts: " + UserResponse ("ControlPage" , "C01.
SL Acct6 No(s) (nnnnnn;...):")
For multiple prompts, create a cell, insertthe prompt formula and cut and paste it intothe formula (deleting cell afterwards)
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Using Formulas in Reports
Using formulas to create a local variable;
For simple calculations in tables Insert a column in the table
From the menu Select Data | Variables
Click the Add button
Create the variable in the Editor;
My Proj % of Budget Spent
=/
To Handle #DIV/ 0 results, add an IF clause
= If = 0 Then 0Else /
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Using Formulas in Reports
Using formulas to create a local
variable;
To create running averages
Insert a column in the table
From the menu Select Data | Variables
Click the Add button
Create the variable in the Editor;
My Curr Mo Amt Running Average
=RunningAverage()
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Using Formulas in Reports
To create your own local variable to group
data (vs. creating a grouping)
Insert a column in the table
From the menu Select Data | Variables
Click the Add button
Create the variable in the Editor;
My Expense Type
=If ToNumber() Between (9100,9179) Then "InDirect" Else "Direct"
Add a Break and totals on the new variable
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Using Formulas in Reports
To create a Projection based on a running average;
Months remaining in FY year
My Months left in FY
=12 - ToNumber(Max())
Multiplied by the running average of the current
month amount, plus the FYTD Amt
My Projected FY End Amt
=*+
The Projected FY End Amt is a snapshot and shouldnot be totaled. The variance to the budget balancewould show the Projected FY End balance
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Using Formulas in Reports
To setup Alerters;
Example from
FR-GrantsAndContracts-ForDept.rep
Uses days between dates to show when aFinancial report is potentially out-of-date
MyDaysBetweenReportFileandDue
=If(Not IsNull()) Then
DaysBetween( ,) Else 0
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Using Formulas in Reports
To Setup Alerters;
For Alternating Row Coloring Create a Local variable
ALT-Row-Color
=Even(RunningCount() )
Select the entire row of data and add an alerterfor when the value of the variable is equal toone
In this example The object isused. If your table is based on sub accounts ordates you should use the appropriate object thatis in each row of your table.
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Using Formulas in Reports
Using formulas with Filters;
Use formulas with a filter to dynamically select data,
regardless of the current data in the report
Or when multiple filters need to be placed on the sameobject
Commonly formulas are used to;
Select a range of values Eliminate null, blank or zero values
Pattern match values
These filters are commonly kept as part of the reportand should be documented in the report tab name andtitles
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Using Formulas in Reports
Using Formulas with Filters (example);
Select Table to be filtered
From the menu select Format | Filters
Select the table to be filtered and click the Add button
Select the field to create a filter on and click the OK button
Click on the Define button and enter the formula to filter thedata
= Between ("5000" ,"5999")
=Not(=0)
=Not(IsNull()) And Not (=" ")
=Match( ,"*MAC*")
Note that account numbers and Calendar YrMo are stringvalues and must be in quotes
After you click OK to save the formula, the results that matchthe formula should be highlighted.
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Caveats with using Formulas
On the report manager data tab;
When viewing by data provider, variables andformulas will appear in the data provider sectionthey are based on, if based on multipleproviders they will appear in the commonsection
Broken variables or formulas wont bedisplayed, you will find them in the variables list
(Data > Variables on the main menu) notatedwith a caution symbol (red triangle with anexclamation mark inside).
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Caveats with using Formulas
Dates cannot be subtracted in Business
Objects. Use the DaysBetween() function.Note this will only return the whole daysbetween the dates, not the partial days
MATCH(string1,string2) When using thisfunction the documentation says to use %as a wildcard for any number of characters.
This is incorrect, use * instead.
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Troubleshooting Formula Results
If you get a results of#DIV/ 0 this indicates you aredividing by zero and should consider either adding aIF clause to the formula or if you are using the correctobjects in your formula
If you get a result of#MULTIVALUE this indicatesthere is more than one value that can be displayed inthe cell. If the values are the same for each row youmay need to add =max() or =min()to the formula. Otherwise you should consider addingthe object to the table that will create separate rows
for each value.
If you get a result of#COMPUTATION this generallyindicates that the formula cannot be resolved with thecurrent context.
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Troubleshooting Formula Results
Context (or qualification) by location
Measurement objects, formulas or localvariables will automatically aggregate by theirlocation;
On the page header or outside of the sections;
total for the report
In a section;
total for the section
In a table break footer;
total for the break level
In a table row;
total for the row
Unless specified in the Formula
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Questions?
NSIT/Business Information Services Support
(BIS)
Email: [email protected]
or check out NSIT/BIS Website(http://nsit.uchicago.edu/groups/bis/)
For additional information check out chapter 16of the Data Access and Analysis (PDF) fromBusiness Objects on the BIS website
mailto:[email protected]://nsit.uchicago.edu/groups/bis/http://nsit.uchicago.edu/groups/bis/http://nsit.uchicago.edu/groups/bis/bo_docs/xir2_deski_access_analyze_data_en.pdfhttp://nsit.uchicago.edu/groups/bis/bo_docs/xir2_deski_access_analyze_data_en.pdfhttp://nsit.uchicago.edu/groups/bis/http://nsit.uchicago.edu/groups/bis/mailto:[email protected]