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Workday Adaptive Planning Knowledge Center

Change Switches, Check Boxes, and Drop-Down Lists 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, check boxes, and drop-downs lists.

How Switches, Check Boxes and Drop-Down Lists Work

Switches, check boxes, and sometimes drop-down selections, activate formulas using data on the same sheet or another sheet in your model. Example: If you switch on a health benefit, it may use other data, like salary and headcount, to calculate personnel expenses.

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

Prerequisites

Change Check Box or Toggle Switch States

Available only with sales planning.

Required for switches and check boxes:

  • Adaptive Planning for Sales
  • Modeled sheets

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

  Saved Pending Save
Check box 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

Drop-Down Lists

To select an item from a cell with a drop-down list:

  1. Hover over the cell until the drop-down arrow appears.
  2. Select the arrow and choose a value.

Dimension and Attribute Drop-Down Lists

If the drop-down list of the cell contains dimensions or dimension attributes, use them as filters in other related drop-down lists in modeled sheets. You may also be able to change 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 drop-down list:

  1. Add a split: Right-click > 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 drop-down 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 drop-down list 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 open the drop-down list, only Tank Tops, T-shirts, Blouses and Sweaters are available.

Add or Change Values in Drop-Down Lists 

Requirements: 

  • The drop-down list must contain a custom dimension.
  • Your admin must select the Edit dimension on sheet check box for the sheet's setting.
  • You must have the Edit Dimension on Sheet permission.

You can add and rename the drop-down list selections on cube and modeled sheets. Example: You can add Jackets as a product dimension value, or you can change Tank Tops to Sleeveless

To change dimensions in sheets:

  1. Open the dimension value drop-down list:
    • For modeled sheets, hover over the cell in the Product column and click the drop-down arrow.
    • For cube sheets, click a custom dimension filter to open the drop-down list. 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 drop-down list.
    Edit Dimensions in Sheets1.png
     
  3. To change, select a value from the left panel. Change 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 drop-down list and enter the Name. Save.
  5. Click OK.

The new or changed dimension value appears in the drop-down list and you can select them.

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