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Sort and Limit Data on a Chart

Contains preview content for the upcoming 2018.1 release. 

Sorting and limiting data on a chart helps you focus on key data points. You can analyze top or bottom performers that can help you uncover root causes and take action on them. Sorting and limits work best with area, bar, column and line charts with breakdown by dimension.

  • Sorting data lets you organize and list data in ascending or descending order. For example, you can view revenue by highest performing sales people or view lowest selling product by location. 
  • Adding limits lets you display only the top N or bottom N of a whole set of data. For example, you view the top 5 highest performing sales people or the 5 lowest selling products by location. It is possible to apply a filter to a data and then sort and limit of that filtered data.

You will learn how to create a bar chart that visualizes product sales for Q1. You will sort by by revenue and limit data to the top five performers and bottom five performers. After completing this walkthrough, you will have 1 a bar chart that shows top sales from highest to lowest and 2 a bar chart that shows bottom sales from lowest to highest:

First Bar Chart Shows Top 5 Performers and Second Bar Chart Show Bottom 5 Performers

This example uses the default version Working Budget, a Revenue cube account, and a Product dimension.

Your versions and data sources may be different than the ones illustrated in this example.

Create and Set up a Bar Chart

You will create a bar chart that shows revenue the electronics department.

After completing these steps, you will have a bar chart that looks like:

Bar Chart Without Sorting and Limiting Settings

Create a Bar Chart

  1. Navigate to the perspective and dashboard for the new chart.
  2. Click Edit from the toolbar to edit the dashboard.
  3. In the left panel, click Chart Tab to view a list of chart types. Drag Bar Chart icon to the design area to create a bar chart.
  4. Click Account Tab to view a list of accounts. Expand Cube accounts and drag a revenue account to the chart. Your account structure could look like:

Example Account Panel with Expanded Cube List and Revenue Selected

Change Time Settings

  1. In the right panel, click Time Setting Tab to change the default time of the chart. 
  2. Change the Stratum. Choose Quarter from the drop-down.
  3. Keep the Span default (no change is required).
  4. Click disc-unpinnedIcon.pngto pin and set time to an specific period. The Pin icon is blue when pinned and gray when unpinned.
  5. Change the period to show only Q1.

Time Range Settings to Show First Quarter

Change Appearance Settings

  1. In the right panel, click Appearance Settings Tab to change the appearance of the chart. Rename the chart to Q1 Computer and Gaming Sales
  2. (Optional) Edit these appearance settings:
    • Axis > Primary Axis Title: Account Name
    • Legend  > Legend: Turn off (do not display the Legend)

Change Data Settings

  1. Click Data Settings Tab to edit the data settings.

Expand the Breakdown section and do the following:

Example List of Dimensions Available for Selection

  1. Change the breakdown and choose Dimension.
  2. Choose Product.
  1. Expand the the Accounts section, and expand the Revenue account. Edit the following settings:
    • Trendline: Turn on
    • (optional) Color: Change to match your branding.

Set up the Sort

You want to sort product sales by revenue from highest to lowest –in descending order. 

After completing these steps, you will have a bar chart that looks like:

Bar Chart Showing Product Sales Sorted by Revenue from Highest to Lowest

  1. In the Data Settings tab, expand the Sorting & Limiting section and choose Revenue to sort by.
  2. Choose Descending to set the sort order.
  3. For Limits, keep Show all records (default).

Set up the Limit

You now want to focus your analysis on the top and bottom five product sales. 

Show the Top Five Performers

For the top five products in sales, you want to show the highest to lowest performers. After completing these steps, you will have a bar chart that looks like:

Bar Chart Showing Top 5 in Sales from Highest to Lowest

  1. In the Data Settings tab, keep the settings from Sort By as Revenue and Sort Order as Descending.
  2. Choose First N  and enter 5. This will limit the data to the top five performers.
  3. (Optional) In the Appearance Setting tab, rename the chart: Q1 Computer and Gaming Sales (Top 5)

Create a Copy of the Bar Chart

You want a second bar chart that shows the bottom five products in sales. You will duplicate the chart for top performers.

  1. Hover your mouse over the chart and choose Duplicate from the more menu. A duplicate chart is created, active and ready to edit.

Show the Bottom Five Performers

For the bottom five products in sales, you want to show the lowest to highest performers. After completing these steps, you will have a bar chart that looks like:

Bar Chart Showing Bottom 5 from Lowest to Highest

  1. In the Data Settings tab, keep the settings from Sort By as Revenue
  2. Change the Sort Order to Ascending.
  3. Choose First N and keep 5 as the limit.
  4. (Optional) In the Appearance Setting tab, rename the chart: Q1 Computer and Gaming Sales (Bottom 5)

This completes this walkthrough.

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