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Edit Switches, Checkboxes, and Drop-Downs in Sheets

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

Contains preview content for the upcoming 2019.3 release.

Some sheets also have switches, checkboxes, and drop-downs.

How Switches, Checkboxes and Drop-Downs Work

Switches, checkboxes, and sometimes drop-down 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.

Drop-down 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 Get to Editable Cells.

Change Checkbox or Toggle Switch States

Only available with Adaptive Insights for Sales

Required for switches and checkboxes:

  • Adaptive Insights 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

Drop-Down Selections

To select a drop-down:

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

Dimension and Attribute Drop-Downs

If the drop-down cell contains dimensions or dimension attributes, use them as filters in other related drop-downs in modeled sheets. You may also be able to edit or add to the selections available. For cube sheets, see Filter Sheets.

Dimension and Attribute Scenario

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:

  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 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 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 drop-down, only Tank Tops, T-shirts, Blouses and Sweaters are available.

Add or Edit Drop-Down Values 

Requirements: 

  • The drop-down must be a custom dimension.
  • The sheet must allow for editing dimension values.
  • You must have the Edit Dimension Values on Sheets permission.

You can add and rename the drop-down 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 or add a new drop-down selection:

  1. Get to the dimension selections:
  • For modeled sheets: Hover over the cell in the Product column and the select drop-down arrow.
  • For cube sheets: If necessary, remove the Product dimension from the axis.
    1. From the tool bar, select Change Dimensions ChangeDimensions.png.
    2. From Product drop-down, choose blank and select OK.
    3. On the sheet, select the Product filter. See Change Sheet View for information on dimensions in cube sheets.
  1. At the bottom of the drop-down menu, select Edit Dimension.
  • To edit: Expand the Product dimension to see the values. Select a value, such as Tank Tops. On the right, change the name to Sleeveless and select Save adminSaveDetail.png.
  • To add: From the toolbar, select Create New Dimension Value AddDimension.png. Choose a Parent from the drop-down. Enter Jacket for the name. Select Save adminSaveDetail.png.
  1. Select OK. The new or edited dimension now appears in the drop-down.
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