About Working with Fields

When creating or modifying a report, the available fields are determined by the selected data source. Viewpoint Analytics provides a number of options for working with fields.

About Fields

Examples of Fields include "Save Revenue," "Profit Margin," "Product Name," "Region Name," and "Fiscal Year." Fields are what define the content of your report.

The following types of fields are available:

  • Level Fields (Names, Types, Categories, etc.): Level fields are most often text-based. Product Name is an example of a Level field. Snow sports and Cycling are examples of possible values for the Product Name field - those individual values are often referred to as members of that level.
  • Time Period Fields: Fiscal Year and Order Month are examples of Time Period fields. Possible values for those fields could be 2004 and Jan-2006, respectively.
  • Measure Fields: Measure fields are numeric and most often represent business metrics. These types of fields are designed for summing, dividing, creating averages, etc. Sales Revenue and Profit Margin are examples of Measure fields.

You can create a report without any knowledge of field types, but knowing how field types work can sometimes help you understand how different charts display data and how filters work together.

View the Definition of a Field

To view the definition of a field, right-click the field name (in the report or in the list of available fields), and then select Properties from the menu.

The Properties dialog box provides the following information:

  • Name: The name of the field as it appears in this report.
  • Description: The description of the field.
  • Type: The type of field.
  • MDX: The formula for the level of field as an MDX statement.
  • Member Properties: If a dimension has a number in parenthesis next to it in the field list, that means that it has member properties associated with it. If you open the field layout, you can see your dimensions in either the Row Labels or Col Headers fields, depending on how you have them oriented. To constrain a dimension by controlling its member properties, right-click on a dimension in the row label or column header fields, then select Show Properties from the context menu. A sub-menu with all available member properties will appear. Check or clear the member property boxes to add or remove them from the report.

View the List of Available Fields

To see the list of fields that are available to you when you build your report, click the View drop-down button to display the Available Fields pane. You may organize the list four ways:

  • By Category (default). This grouping can be changed by an administrator. See Managing Fields and Analysis Areas.
  • By Measure - Level - Time. This grouping displays the list in order from Measure, Level to Time.
  • By A → B. This grouping displays the list in alphabetical order.
  • By Schema. This grouping displays is defined by the administrator in the cube's underlying schema.

Find a Field

To find a field, click the Add more fields onto the report button on the toolbar to display the Available Fields pane if it is not already displayed.

Then, type in your first characters of the field name in the Find search field.

Add a Field

To add a field to the report, click the Add more fields onto the report button to display the Available Fields pane if it is not already displayed, and then choose from one of the following:
  • Select a field, and drag it into the Report pane. A visual indicator (black line) lets you place the field where you want it.
  • Select a field and drag it into the Layout panel.
  • Right-click a field, and select Add to Report.
  • Double-click a field.
Note: If a field that is already in the report is part of a hierarchy, you can access related fields by clicking the field in the report and selecting Also Show from the menu. See About Field Hierarchies.

Re-Arrange Fields

To re-arrange the fields that are already in a report, simply drag the field to a new location in the Report pane.

Remove a Field

Complete one of the following actions to remove a field from a report:

  • Method 1: Drag the field to the lower right corner to the trash icon that will appear.
  • Method 2: Drag the field back into the Available Fields area.
  • Method 3: Right-click on the name of the field you want to remove, and select Remove from Report from the menu.

About Field Hierarchies

Some level fields (for example, time periods, names, types, or categories) belong to field hierarchies. Here are two examples of field hierarchies:

  • Product Line >>Product Name
  • Year>>Quarter >>Month >> Week >> Day

Field hierarchies provide a quick and easy way to drill into more details on a report.

  • Click on a level field on the report, such as Fiscal Quarter, and then click Also Show from the context menu. If the field is part of a hierarchy, all these fields will be available for selection.
  • Click on a level field value on the report, such as the year 2007. The context menu displays the option Keep Only 2007 And Show Quarters.

In addition, when creating a filter, field hierarchies narrow down the list of available values. For example, if you have a filter Product Line='Snow Sports', then the list of possible choices when you filter Product Names are limited to the products that are part of the Snow Sports product line.

Field hierarchies sometimes control how fields are placed on the report. For example, fields from the same field hierarchy need to be placed on the same axis (row/column) and the report will automatically enforce this rule as you move and arrange your fields.

Manage Fields in Large Reports

You can add fields that have an arbitrary number of values, but large reports will be shortened.

Shortened table reports differ from full reports in the following three ways:

  • The Report Status Bar will display the number of rows/columns shown versus the number of rows/columns in the full report. Cells will be cut until the number of cells is less than or equal to 2000 ( this limit can be increased by the administrator). Rows are cut first (down to a minimum of 10 rows), followed by columns. This technique ensures that you still get a good sample of the row values despite the report being shortened.
  • Subtotals and Grand Totals are not displayed unless all participating data is displayed.
  • A message at the end of the report will inform you that the report is shortened.
    Note: Data in the cells do not change because of the report being shortened.

For charts, there is a maximum value of plot points that can be displayed on any axis. That limit is different depending on the type of chart and based on the amount of data that can reasonably fit on the screen. The limit can be changed in Chart Options.

When Your Report Does Not Display Any Data

In some circumstances, your report might not display any data. The table below outlines the most likely scenarios and their solutions.

What you did What happened Likely reason Example Solution
You added or modified a filter. The report turned blank. The filter(s) you added are too restrictive. Your filter only includes the year 1997 but you have sales revenue only for 2005. Change your filters or change the report options to show rows or columns where the number cell is blank.
You added a new number field. The report turned blank. There are no values for the number field(s) that are in the report. You added the "Quota" field but you have not yet loaded any Quota data into Viewpoint Analytics. Contact your administrator to: 1) get data loaded into this field OR 2) hide this field.
You added a new text field. You have no number fields on the report. The report turned blank. You have two or more text fields on the report but in some cases Viewpoint Analytics needs a number field to tie it all together. You have Account Name and Order Status on the report. Add a number field.