Using Interactive Reports and Dashboards

Typical interactive features

Use onscreen filters to modify a dashboard or report and choose whether to see all or only some of the data available. The screen will redraw on the fly, no need to wait for a new query to run. This dashboard includes a filter for the year as well as interactive features that allow you to change what the length and width of each bar means.

Click a color in the legend to make that item easier to see. In this case, gas remains blue while all other fuels are grey.

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2

Download a report as an image

Look toward the top, center of the page for a toolbar of icons.

Click on the the export icon and select Image. This will allow you to download an image

of what you see onscreen as a .PNG image file, which can then be inserted into documents or presentations.

NOTE: If your chart or report contains information that can only been seen by scrolling,

the offscreen information will not appear in the image file.

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3

Download a report as a PDF

Look toward the top, center of the page for a toolbar of icons.

Click on the the export icon and select PDF. A box will open with formatting options for your PDF:

Layout: Print landscape or portrait.

Paper Size: format the PDF to match the paper size you will

use.

Scaling: Choose the scale/magnification of the contents of

your PDF. Note that if your selected paper size does not

accommodate the scale that you choose, the image will be

printed across multiple pieces of paper.

Content: Choose exactly what you want to print:

­ This dashboard: Prints the entire dashboard or report,

including all charts and graphs, exactly as you see it

onscreen. Note that if a chart or graph includes

information that can only been seen by scrolling, that

offscreen information will not appear in the PDF.

­ Sheets in a dasbhoard: This option appears if you are

printing a dashboard that contains muliple charts or

graphs. Choose which charts or graphs to print in their

entirety, including information that you normally must

scroll to see.

­ Sheets in workbook: Choose from the entire list of

dashboards and reports available to you.

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4

View and download data behind reports and dashboards

Look toward the top, center of the page for a toolbar of icons. Click on the the export icon . For the most comprehensive access to your

data, select data. A box will open with two tabs:

Summary: This tab gives you the specific data points used to create the chart(s) or graph(s) on the screen.

Underlying: This tab gives you the underlying data used to calculate/derive the specific data points make up the chart(s) or graph(s) on the

screen. Click show all columns to see all associated columns of data for each row, including columns not used in builing the report.

Click download all rows as a text file to download the data you see as a .csv file, which can be opened by a spreadsheet program such as

Microsoft Excel.

For quick access to the data points used to create the chart(s) and graph(s) onscreen, click on the export icon and select crosstab. This will

allow you to download a crosstab file that will open in a spreadsheet program such as Microsoft Excel.

You can also click on any element within a chart or table, such as a particular bar within a bar chart, and download the data associated with

that element.

­ Mouse over the item/element.

­ A box will pop up. Click the view data icon in the box.

­ This will open a box with the Summary and Underlying tabs, each containing data for the specific item that you moused over - for

example, the data points for a specific bar in a bar chart. You can then click "download all rows as a text file" to download the data as a

.csv file.

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5

Revert a report or dashboard to its original state

To revert your view back to the way it was when you opened the report or dashboard,

before you clicked on any filters or highlighted any elements of the report, look toward the top,

center of the page for a toolbar of icons. Click the round arrow icon that is second from the left to revert your view.

NOTE: If you simply clicked on an item within a report or chart to highlight just that item

and did not click on any filters in the right column, you can revert the report to its original state

by clicking in the white space within that report or chart.

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6

Include or exclude specific items in a report or dashboard

Mouse over the item that you want to exclude - for example a bar in a bar chart. A box will appear with the options to "keep only" or "exclude."

1. To exclude an item from your report, select "exclude." The report will redraw

without that item. 2. To see the report with only that item in it, select "keep only." The report will

redraw with only that item showing.

To keep only or exclude multiple items, click and drag your mouse to select those items (indicated with the dotted line in the image below). Then mouse over the

selected items, and choose "keep only" or "exclude" in the pop-up box that appears.

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7

Sort bar charts

To sort a bar chart, mouse over the axis label so the sort icon appears. It looks like a tiny bar chart with an arrow:

The shape of the icon indicates how the chart is currently sorted. The default is descending order:

Click sort by ascending order. The chart will redraw, and the sort icon will change to show the bars in reverse order.

Click again to sort according to the order of the data in the database. The sort icon will now be the same as the descending sort icon.

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8

Drill down to see more detail

A mouse click lets you drill down and see as much detail as you need. Reports expand right on the screen

to any level of detail, all the way down to the account level.

To drill down, mouse an axis or column label until a plus sign appears. Click the plus sign to expand the data.

In this example , starting at the campus level, click to expand …

… and show buildings within campuses.

… To collapse the report, move your mouse to the other side of the column header till a minus sign appears, and click it.