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Workday Adaptive Planning Knowledge Center

Edit Switches, Checkboxes, and Drop-Downs in Sheets

Explains how to enter data with checkboxes, switches, and drop-downs in sheets. Explains how to filter dimensions with dimension attributes and how to edit dimensions in sheets.

Some sheets also have switches, checkboxes, and dropdowns.

How Switches, Checkboxes and Dropdowns Work

Switches, checkboxes, and sometimes dropdown selections, activate formulas using data on the same sheet or another sheet in your model. For example, if you switch on a health benefit, it may use other data, like salary and headcount, to calculate personnel expenses.

Dropdown selections may also be informational labels or custom dimensions or attributes in your model used for slicing, categorizing, and tagging data.

Before You Begin

How You Get There

Compass.png From the nav menu select Sheets, Assumptions, or Processes. Once you open a sheet, select a version and choose a level. You must choose a leaf level to edit cells.

See Open Sheets and Troubleshooting: Get to Editable Cells.

Change Checkbox or Toggle Switch States

Available only with sales planning.

Required for switches and checkboxes:

  • Adaptive Planning for Sales
  • Modeled sheets

Select checkboxes to activate or clear. For toggle switches, select the switch to turn it on or off.  Unsaved changes to checkboxes and toggle switches are blue. Saved changes are green or gray:

  Saved Pending Save
Checkbox Checkbox Checked Saved   Unchecked Checkbox Saved   Checkbox Changed  Changed Checkbox Unchecked  
Toggle Switch modeled_sheet_toggle_switch.png  on Modeled Sheet Toggle Switch Off Saved  off  Modeled Sheet Toggle Switch Changed On  on Toggle switch - Changed  off

Dropdown Selections

To select a dropdown:

  1. Hover over the cell until the dropdown arrow appears.
  2. Select the arrow and choose a value.
  3. Save the sheet.

Dimension and Attribute Dropdowns

If the dropdown cell contains dimensions or dimension attributes, use them as filters in other related dropdowns in modeled sheets. You may also be able to edit or add to the selections available. See Change and Save Cube Sheet View and Change and Save Modeled Sheet View.

Dimension and Attribute Example

Your business is a store that sells clothes. "Products" is a dimension in your model. Products has a dimension attribute, called Group. Group categorizes the products. Each product dimension is tagged with the appropriate attribute. The products are organized like this:

Group Attribute Values Tops Bottoms Accessories
Product Dimension Values
  • Tank Tops
  • T-shirts
  • Blouses
  • Sweaters
  • Leggings
  • Jeans
  • Skirts
  • Shorts
  • Belts
  • Hats
  • Purses
  • Gloves

Choose Dimensions in Standard Sheets

In standard sheets columns that aren't time related are generally dimensions. In this scenario the column is Product. To choose a dimension value from the dropdown:

  1. Add a split: Right-click in a cell and select Add Split
  2. Enter a name for the split that corresponds to the dimension value and select OK
  3. Hover over the cell in the Product column and select the dropdown arrow. 
  4. Choose a product dimension, such as Tank Tops

Values you enter for the row across the time span are categorized by Tank Tops. The data is automatically tagged with the attribute, Tops. Other users can build reports or use formulas that reference either Tank Tops alone, or Tops. The data you enter for Tank Tops contributes to the value referenced for Tops.

If you select the same dimension for multiple splits, the sheet calculates subtotals for the dimension: 

Dimension split totals on standard sheets

Filter Dimensions and Attributes in Modeled Sheets

Requirements:

  • Modeled sheets with a setting that allows attributes to be filters.
  • The dropdown must be a custom dimension that has an attribute.
  • The attribute must also be on the sheet.

If both products and product groups are in a modeled sheet, use them to filter each other.

  • If you select the Product first and choose Tank Tops, the Product Group cell prefills with Tops
  • If you select the Product Group first and choose Tops, the Product cell remains blank. When you select the dropdown, only Tank Tops, T-shirts, Blouses and Sweaters are available.

Add or Edit Dropdown Values 

Requirements: 

  • The dropdown must be a custom dimension.
  • Your admin must select the Edit dimension on sheet checkbox for the sheet's setting.
  • You must have the Edit Dimension on Sheet permission.

You can add and rename the dropdown selections on cube and modeled sheets. For example, you can add Jackets as a product dimension value, or you can change Tank Tops to Sleeveless. 

To edit dimensions in sheets:

  1. Open the dimension value dropdown menu:
    • For modeled sheets, hover over the cell in the Product column and click the dropdown arrow.
    • For cube sheets, click a custom dimension filter to open the dropdown. If the custom dimension is in the rows or columns, change the sheet view to move the custom dimension to the filters.
  2. Select Edit Dimension... from the bottom of the dropdown.
    Edit Dimensions in Sheets1.png
     
  3. To edit, select a value from the left panel. Edit the Name field in the right panel. Save.
  4. To add a new value, click Create New Dimension Value from the toolbar. In the right panel, choose a Parent from the dropdown and enter the Name. Save.
  5. Click OK.

The new or edited dimension value appears in the dropdown and you can select it.

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