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Conditional Formatting for Reports

Explains how to apply conditional formatting to a report

Conditional report formatting enhances the readability of a report, making it possible for your users to quickly spot values of interest, patterns and trends. It allows you to specify formatting rules based on the values and is only available in matrix reports. You can use conditional report formatting in conjunction with display and numeric report formatting.

Conditional formatting can be applied to any row, column or spreadsheet tab element on a matrix report that is not a Design Element. Different values in a single row or column may have separate formatting applied to them allowing important values to stand out. In addition, multiple rules can be assigned to a single element. Conditional formatting cannot be applied to elements in the filter, nor can it be applied to segments or parameters. You can also specify conditional formatting for an entire Matrix report. To do so click the Report Format button (next to the last button displaying a paintbrush) in the toolbar and then click the Conditional tab in the dialog box.

Conditional Formatting Format Options

The format options available for Conditional Formatting are the same options available in the Display Format dialog and include the option to show the values that meet the conditions in the following ways:

  • As is: when you first create a format, "As is" is the default setting. When applying multiple rules, the "as is" option has the lowest precednece. Any other formats override this option. If there is not a format that overrides this option, then it defaults to show as number.
  • Number: this option shows the numeric value.
  • Blank: this option will not show any value for numbers that meet the condition. This setting is useful when actual values are not important. With this option, background color may be used to indicate cell value or importance.
  • Icon: with this option, icons are displayed instead the number where the condition is met.

Apply Conditional Formatting to a Report

  1. If you are adding conditional formatting to a report element, right-click the report element and select Format from the right-click menu. If you are adding conditional formatting to the entire report, click the Report Format icon in the toolbar.
  2. In the Format dialog box, click the Conditional tab.
  3. Click the New Rule button. When you click the New Rule button, the Conditional Format Rule editor will appear. You can use this dialog to create new rules and/or edit existing rules. This editor has two sections: Apply when and Format. The Apply when section is where you specify the conditions under which the formatting should be applied and the Format section is where you specify the how the data that meets the conditions should be formatted.
  4. Select the operator for the condition you are creating from the drop-down list. The following operators are supported:
    • less than
    • less than and equal to
    • greater than
    • greater than and equal to
    • equal to
    • not equal to
    • between
    • not between
  5. Input the value/values for the condition you are creating. Your entries into this field/these fields must be numeric. All operators except between and not between require a single input. Between and not between require two inputs.
  6. If you want the condition to apply to the rollups only, select the Apply to rollups only check box. If this check box is not selected, rules are created as data condition rules under the Data Rules section.
  7. In the Format section, specify how you want the data that meets the condition to be formatted. For more information on the choices, see the Conditional Formatting Format Options section below.
  8. Click Ok and save the report.

Note: You can repeat these steps to add additional rules to the element. The rules will be applied in the order shown in the Conditional Format Rule editor and there is no limit to the number of rules that you can add.

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