Parameters allow users to narrow the focus of a report by selecting from available choices and then running the report. For example, a report includes Level as a parameter with Engineering and Sales as the available choices. Users can select either Engineering or Sales from the Level parameter drop-down and run the report to view data at either level only. Adding parameters to a report allows:
- Improved performance because the data to run the report is limited.
- Administrators can maintain fewer report iterations for different users.
Drag any of the following elements to the report rows, columns, or filters before associating them to the parameters. For example, to build a report with time as the parameter, add a time element to the report rows, columns, or filters. Next, associate the time element to the parameters.
- Custom dimensions
When viewing the report, the parameters show as drop-downs on the toolbar. Parameters also work with reports that display charts.
Before You Begin
- Required permissions:
- Access Reports
- Modify All Reports
- A matrix report. See Create Matrix Reports.
How You Get There
From the nav menu, select Reports. Open a matrix report and select Modify Report.
Add a Report Parameter
You can add up to 20 report parameters. Only the first two parameters display in the drop-down when you view the report. If you are adding a time parameter, you can set the initial choice as a relative time or a specific time. See the section Set the Initial Choice for a Time Parameter.
- From the report columns, rows, or filters, drag an element to the Parameters area.
- Right-click the parameter and select Properties. Define the settings:
- The parameter label for report viewers
- A default parameter value for the initial report run.
- Whether to prompt the user to select a parameter value before viewing the report.
- Select Apply.
- Select Run to preview before saving the report parameters. If you selected "Prompt before viewing" for a parameter, select a parameter value and then run the report. You can also select Show All Parameters to view all available parameters and their choices for the report.
- Save the report. The current parameter choices becomes the initial selections for the next time the report is run.
Add a Level Parameter
When adding a level parameter type, a Clear (only) option is visible in the Available Choices area. Use this option to clear the selection for a rollup (Only) level from the available choices for the parameter. For example, unselect HQ (Only) from the available choices for levels.
Add a Custom Dimension Parameter
When adding a custom dimension parameter type, a Clear (Uncategorized) option is visible in the Available Choices area. Use this option to clear the selection for an uncategorized custom dimension value from the available choices for the parameter. For example, unselect Customer (Uncategorized) from the available choices for the Customer custom dimension.
Disable Prompting for all Parameters
When viewing the report, select Save As from the toolbar. Next, select Disable prompting for all parameters and save. The current parameter choices become the initial selections for the next time the report is run.
Change Parameters and Values
If you define more than two parameters, then a Change Parameters option shows on the toolbar when viewing the report. Use this option to view all available report parameters and change the parameter values. Run the report to view the changes.
You can also change the order of the parameters or show a different set of parameters to the viewers.
- In the Parameters areas, change the order of the parameters by dragging and dropping.
- Save and run the report.
The report now shows the new order and only the first two parameters.
Set the Initial Choice for a Time Parameter
For a time parameter, you can set the initial choice to:
- A specific time such as FY 2020.
- A relative time based on the date the report runs. For example:
- First Fiscal Month: The first month of the current fiscal year.
- First Plan Data Month: The earliest First Plan Data Month of all versions that the report uses. For example, say a report includes one version with Jan 2018 as the First Plan Data Month. Another version has Mar 2018 as First Plan Data Month. The report uses Jan 2018 as the First Plan Data Month.
- Last Actuals Month: The latest Last Actuals Month of all versions that the report uses. For example, say a report includes:
- Draft Budget 1 with actuals for Jan-Mar and plan data for Apr-Dec
- Draft Budget 2 with actuals for Jan-Apr and plan data for May-Dec
The report then uses April as the Last Actuals Month.
- Previous Year: The year immediately previous to the one when the report runs.
Remove a Report Parameter
You can remove a report parameter and stop it from displaying in the report. The element that associates to the parameter remains in the report. If you remove an element from the report, any associated parameters automatically delete.
To disassociate an element from a parameter without removing the element:
- Right-click the element and select Properties.
- Unselect the Connected to parameter check box.
If the parameter is not associated with any other report element, then the parameter removes from the report.
Reset a Parameter
When viewing a report, select Reset Parameter to reset the parameter control to its initial value. For example, say you have Targets - Board Approved selected in the Version parameter and you change the value to Draft Budget. Before running the report with the new parameter value, you can select Reset Parameter. This resets the Versions paramater value back to Targets - Board Approved.
Update Variance Data with Parameter Value Change
If a Difference calculation references elements that are report parameters, the Different element also gets associated to the report parameters. When you run the report, users can see the difference data update as they select different parameter values.
- Verify the report includes elements that are report parameters. For example, a report includes two different versions on the columns that are both associated to the report parameters.
- Drag a Difference element on the report rows or columns. For example, to show the variance between two different versions on the columns, drag the Difference element after the versions. The Difference element is automatically associated with the report parameters.
- Right-click the Difference element and select Properties. Change the default label to "Variance".
- Select the Difference Options tab. Note that the Subtract Version and From Version are both associated to the two version parameters.
- Save and run the report. The report shows the variance between the two versions.
- Select a different value from each Version parameter and rerun the report. Note how the variance value updates for the new parameter values.