# Orange Belt: Report Design Part 3

**Orange Belt Classes: **

**Orange Belt: Report Design Part 3**

## 1. Calculated Fields

#### Creating a Calculated Field

Let’s create **Avg Unit Sales **= Sales divided by Qty Sold:

On the

**left pane**, click the arrow down by the**Search**box →**Create Calculated Field**.On the pop up, type in the field name:

**Avg Unit Sales**.Enter in the expression area:

**SUM([Sales])/SUM([Qty Sold])**.What is the formula

**SUM()**? Click the**>**icon on the far right of the window, find and click the formula name to learn details.**Resizing**the expression area: drag the bottom-right corner of the pop up.

Click

**Ok**.To format the number, click the

**arrow down**on the**green pill**in the**Measures Value**shelf**→ Format Number**. Select the format as desired.

#### Measure Calculated Expressions

The following are insightful examples of measure expressions:

**Sales before Discount**= Sales plus Discount.**SUM([Sales]) + SUM([Discount])**

**Avg Price**= Sales divided by Qty Sold.**SUM([Sales]) / SUM([Qty Sold])**

**Avg Sale per Invoice**= Sales divided by the number of invoices.**SUM([Sales]) / COUNTD([Inv No])**

**Avg Sale per Transaction =**Sales divided by number or transaction lines:**SUM([Sales]) / COUNT([_Sales_Invoice])**Alternatively, drag

**Sales**to a report, right-click the Sales green pill on the center panel**→ Measure → Average.**

**Max Individual Sale Price**.**MAX([Sales])**Alternatively, drag

**Sales**to a report, right-click the Sales green pill on the center panel**→ Measure → Maximum**.

**What’s the difference between**[Sales] / [Qty Sold]**and Sum**([Sales]) /**Sum**([Qty Sold])**?**Without the Sum aggregation Tableau will do the division

*for each transaction line*then display the sum of the transaction level results. The measure function will show SUM then the calculation by default.With the Sum aggregation before each field Tableau will do the division with the sum amounts, not individual transaction records. The measure function will show AGG then the calculation, indicating the aggregation is built into the calculation.

#### The Special Case of Averages

One way to do averages is to change the measure's aggregation type by right clicking on the measure in the Measure Values shelf then selecting Measures and Average. This built in Average calculates the Sum divided by number of transaction records. That’s not always what you want, which is why we show how to do your own average calculations.

#### Conditional Measure Expressions

The following are insightful examples of conditional expressions:

**Sales in ShipTo State = CA or NY.**Expression 1 with NULLs for other states: (Tableau’s built in ELSE = NULL)

**if [ShipTo State] = 'CA' or [ShipTo State] = 'NY' then [Sales] end**

Expression 2 with zero for other states:

**if [ShipTo State] = 'CA' or [ShipTo State] = 'NY' then [Sales]**__else__0 end

Doing

*if / then*conditions with*case / when / then*syntax offers more flexibility**case [ShipTo State] when in ('CA', ‘NY’) then [Sales]**

**Division by Zero**If the denominator is zero, then return a given value (99.9 in the example below).

(Tableau default division by zero result is NULL)**IF SUM([Cost Of Sales])=0 then 99.9 else SUM([Sales])/SUM([Cost Of Sales]) END**

**Handling NULLs**Formula

**ZN**returns expression if not NULL, otherwise returns zero:

Important because you can’t do math with NULL values**ZN([Cost Of Sales])**

Formula

**IFNULL**returns expression if__not__NULL, otherwise returns the 2nd parameter:**IFNULL([Cost Of Sales],1)**

**Sales in a Given Period**Fixed year = 2021:

**IF YEAR([Inv Date])=2021 THEN [Sales] END**

Fixed fiscal year FY 2021:

**IF [FYear No]=2021 THEN [Sales] END****IF [FYear]='FY 2021' THEN [Sales] END**

Relative year = This Year:

**IF YEAR([Inv Date])=YEAR(TODAY()) THEN [Sales] END**

Relative fiscal year = This FYear:

**IF [FYr 0 = This FYr]=0 THEN [Sales] END**

Relative year = Last Year:

**IF YEAR([Inv Date])=YEAR(TODAY())-1 THEN [Sales] END**

Relative fiscal year = Last FYear:

**IF [FYr 0 = This FYr]=-1 THEN [Sales] END**

Relative fiscal YTD = Last Fiscal YTD

**IF [FYr 0 = This FYr]=-1 AND [YTD Fiscal]='YTD' THEN [Sales] END**

Relative month = Same Month Last Year

**IF YEAR([Inv Date])=YEAR(TODAY())-1 AND MONTH([Inv Date])=MONTH(TODAY()) THEN [Sales] END****IF [FMo 0 = This FMo]=-12 THEN [Sales] END**

**Growth (using ZN())**Sales in FY 2021 minus FY 2020

**ZN(IF [FYear No]=2021 THEN [Sales] END) - ZN(IF [FYear No]=2020 THEN [Sales] END)****Important**: Tableau returns NULL if a value in an expression is NULL. For instance, if a customer had no transactions last year (NULL value) and $100 sales this year, Tableau returns sales growth of $100 - NULL = NULL. Use formula**ZN**to process ZN($100)-ZN(NULL)=$100.

**Growth %**(Sales in FY 2021 minus FY 2020) / (Sales in FY 2020), returning NULL if FY 2020 Sales is NULL or zero.

**if ZN(IF [FYear No]=2020 THEN [Sales] END) = 0 then NULL else (ZN(IF [FYear No]=2021 THEN [Sales] END) - ZN(IF [FYear No]=2020 THEN [Sales] END)) / ZN(IF [FYear No]=2020 THEN [Sales] END).**

#### Help topics for aggregated vs non-aggregated measure errors:

Cannot mix aggregate and non-aggregate arguments with this function.

Using aggregated measures in if / then statements. Basic rule - write the conditional statement first, then add the aggregation to the beginning with () around the conditional statement

#### Dimension Calculated Expressions

The following are insightful examples of dimension expressions:

**Combining character fields**: Inv Type ID + Inv No.**[Inv Type ID]+' - '+[Inv No]**

**The left part of a string**:**LEFT([Inv No],2)**Examples:

The main section of Item IDs comprised of the first 4 digits: LEFT([Item ID],4)

The 1st segment of a GL account comprised of the first 5 digits: LEFT([GL Account],5)

**A subset of a string**:**MID([Inv No],3,2)**Examples:

The 2nd segment of Item IDs, starting at digit 5, 3 digits long: MID([Item ID],5,3)

The 2nd segment of a GL account, starting at digit 6, 2 digits long: MID([GL Account],6,2)

**The right part of a string:****RIGHT([Inv No],2)**

**Converting an expression to a string:**‘FY ’+

**STR([FYear No])**

#### Filter Calculated Expressions

You can create calculated fields to filter data. The following are some popular concepts. Drag and drop the calculated filed in the **Filters** shelf and set it for **TRUE** (or FALSE).

Filtering for some members of a dimension:

**[ShipTo State]='NY'**

Filtering for members that contain a certain string:

**CONTAINS([Customer],'Starbuckets')**

Filtering for members that meet a certain measure criteria:

**SUM([Sales]) > 1000 AND SUM([Qty Sold])>100**

#### Calculated Fields for Filters

You can create calculated fields to filter data. The following are some popular concepts. Drag and drop the calculated field in the **Filters** shelf and set it for **TRUE** (or FALSE).

Filtering for some members of a dimension:

**[ShipTo State]='NY'**

Filtering for members that contain a certain string:

**CONTAINS([Customer],'Starbuckets')**

Filtering for members that meet a certain measure criteria:

**SUM([Sales]) > 1000 AND SUM([Qty Sold])>100**

**Hands-on Exercise**

Create the following report with its calculated fields.

Optional: Create a report showing customer sales prior month, prior month last year, prior month YoY variance %, this YTD, prior YTD, YTD variance %.

## 2. Quick Table Calculations

Quick table calculations allow to quickly apply a common table calculations to your visualization using the most typical settings for that calculation type.

#### Creating Quick Table Calculations

**Right-click the green pill**of a report measure**→ Quick Table Calculation → select an option**.Some options might be disabled depending on the report (ex.: some of them require a date field).

Build the report below to explore the options.

Report measures using Table Calculations show a triangle on their green pills. See below.

In many cases, step 3 works right off the bat. When it doesn’t, explore steps 4, 5 and 6.

For instance, you might want to use a Quick Table Calculation working Table (across) but step 3 created one working Tableau (down). In this case, go to

**step 4 → Compute Using → Table (down)**.

#### Quick Table Calculations: Generic Types

**Running Total**: The accumulated total by rows or columns. Ex.: cell 1 = 100, cell 2 = 50 value, cell 3 = 150, the Running Total: cell 1 = 100, cell 2 = 150, cell 3 = 300.**Difference**: The difference between two cells by rows or columns. Ex.: same example as above, the Difference will have cell 1 = NULL, cell 2 = 50, cell 3 = 100.**Percent Difference**: The % difference between two cells by rows or columns. Ex.: same example as above, the % Difference will have cell 1 = NULL, cell 2 = 50%, cell 3 = 200%.**Percent of Total**: The % total of all cells by rows or columns. Ex.: same example as above, the % of Total will have cell 1 = 33.3%, cell 2 = 16.6%, cell 3 = 50%.**Rank**: The rank of a cell based on rows or columns. Ex.: same example as above, the Rank will have cell 1 = 2, cell 2 = 3, cell 3 = 1.**Percentile**: For each mark in the view, a Percentile table calculation computes a percentile rank for each value in a partition. Ex.: same example as above, the Percentile will have cell 1 = 50%, cell 2 = 0, cell 3 = 100%.**Moving Average**: For each mark in the view, it calculates the value by performing the average across a specified number of values before and/or after the current value. Ex.: same example as above, the 2 cell Moving Avg will have cell 1 = 100, cell 2 = 75, cell 3 = 100.

**Hands-on Exercise**

Build the report below using Quick Tableau Calculations. The first measure is plain Sales.

#### Quick Table Calculations: Date Dependent

**YTD Total**: The same as Running Total, requires a date field and resets the running total every year.**Compound Growth Rate**: Accumulates the growth rate by period divided by (number of cells minus 1).**Year Over Year Growth**: Calculates the growth from the same period in prior year.**YTD Growth**: Calculates the YTD growth from the prior year.

**Hands-on Exercise**

Build the report below using Quick Tableau Calculations. The first measure is plain Sales.

**Tableau Help: **

## 3. Parameters

User-defined parameters can be used in calculated fields, filters and other report structures. They provide users with the ability to change values in an user-friendly way.

Here’s how to create and show parameters in reports:

Click the

**arrow down**by the**Search**box on the data panel**→ Create Parameter →**select the parameter options**→ Ok**.Parameters are listed at the bottom of the Data panel.

To show Parameters on reports,

**right-click on a parameter name → Show Parameter**. The parameter will be posted on the right panel of a report.

**Hands-on Exercises**

The following are insightful hands-on exercises using parameters and calculated fields:

**FYTD Calculation Using Parameter for the Month Number:**Create a parameter named

**FMonth Value**, with Type =**Integer**.Create a calculated field:

**IF [FMonth No] <= [FMonth Value] THEN [Sales] END**Create a report with the new measure, show the parameter on the report, and play with filters to validate how it works.

Add the parameter to the report title (Insert → Parameter name).

Ex.: <Sheet Name>: FMo 1 to <Parameters.FMonth Value>

**Filtering the Top N Members**:Create a parameter named

**Top N**, with Type =**Integer**.Create a Sales by Customer report.

Create a calculated field:

**RANK(SUM([Sales]))<=[Top N]**Add the parameter to the report title (Insert → Parameter name).

Ex.: Top <Parameters.Top N> <Sheet Name> by Sales

**Parameter Controlling the Measure of a Report**Create a parameter named

**Select Measure**, with Type =**String**,**Allow values = List**, create two values =**Sales, GP**. See below.Create a calculated field and name it Measure:

**CASE [Select Measure]****WHEN 'Sales' THEN [Sales]****WHEN 'GP' THEN [GP]****END**

Create a report showing Measure, Sales and GP by Customer (see below).

Add the parameter to the report title (Insert → Parameter name).

Ex.: <Parameters.Select Measure> by <Sheet Name>

Change the parameter drop down to see that the new calculated field changes accordingly.

To change the Parameter to a radio button selector like below, go to the top right of the Parameter on the right panel, click the

**arrow down → Single Value (list)**.

## 4. Level of Detail (LOD)

One common use of LOD is the need to work with data that has been aggregated to different levels of detail.

LODs can be complex to understand and use, but they are powerful for many reporting needs. We’re going to cover one example here and provide documentation for further learning.

#### An Example of LOD

Build a report for Sales by Customer, % of total sales by Customer, and % of total sales by Cust Cat.

See the image below showing this report:

**“% of Total Sales along Table (down)” = Quick Tableau Calculation**(seen in the prior section).**Sales =**regular Sales measure.**LOD expression = Cust Cat Total = {FIXED [Cust Cat]: SUM([Sales])}**Note that the sales aggregation is constant for each Cust Cat. This column is showing here to illustrate the concept.

**Quick LOD:**Control-click the measure you want to aggregate and drag it to the dimension you want to aggregate on. A new field will appear with a new FIXED LOD calculation.

As a second option, select the measure you want to aggregate and then Control-click (or Command-click on a Mac) to select the dimension you want to aggregate on.

Right-click on the selected fields and select

**Create > LOD Calculation.**

**% Cust Cat Sales = SUM([Sales]) / MAX([Cust Cat Total])**In a real report, this calculated field can also incorporate the LOD expression and thus removing the need to show the Cust Cat Total column:

SUM([Sales]) / MAX({FIXED [Cust Cat]: SUM([Sales])})

**Tableau Help: **

**LODs and Filters:**

FIXED LODs ignore report filters unless they are set to “Add to Context”

## 5. Dashboard Hands On Exercise

**(self service only, not part of online training)**

Using the techniques covered so far, let’s build a dashboard with the following specs:

Last 3 fiscal years

A user-entry parameter to set sales through a given fiscal month

A grid report showing Sales, YoY Monthly Var % and YTD

A chart for each of the measures

Click the following **YouTube video** to watch the dashboard creation: https://youtu.be/KRHYYX-MHh4

And here’s a screenshot of the desired dashboard:

**Grid Report**

See text and video above for instructions:

Step 1: Sales by Year and Month.

Drag

**Inv Date**to**Columns**.Drag

**Inv Date**to**Rows → blue pill arrow down → Month May**.Drag

**Sales**into report**abc area**.

Step 2: Set filter for the last 3 FYears

Drag

**Inv Date Options > FYr 0 = This Year**into the**Filters**shelf. Select 0, -1 and -2 values.**Another way to do the same filter**: drag**Inv Date**into the**Filters**shelf → click the**arrow down**on the top-right of the**filter card**on the right panel**→ Relative Date →**click the filter**Today**value**→ Years → Last 3 years**.

Step 3: Create parameter Set Max FMonth

Click

**arrow down by the Search box**on the Data panel**→ Create Parameter**.**Name it Set Max FMo → Integer type → Current value = 5 → Ok**.

Step 4: Create calculated field for FMonth filtering.

Click

**arrow down by the Search box**on the Data panel**→ Create Calculated Field**.**Name it Filter FMo → enter expression [FMonth No]<=[Set Max FMo] → Ok.**

Step 5: Create a filter with the new calculated field.

Drag

**Filter FMo**to the**Filters**shelf**→ set it to True**on the right panel.

Step 6: Quick Table Calculations for YTD and YoY Mo Var %.

Click

**arrow down**on the**Sales green pill → Quick Table Calculation → YTD**.**Drag Sales onto the report numbers**(this will add monthly Sales to YTD Sales report).Turning the new monthly Sales into Percentage Difference: Click

**arrow down**on the**Sales green pill**(the one without the triangle icon; triangle icon = table calculation)**→ Quick Table Calculation → Percent Difference**.**Drag Sales onto the report numbers.**This add monthly Sales onto the report.On the green pills shelf, using drag-and-drop the green pills,

**order top to bottom**: Sales, % Difference in Sales, Running Sum of Sales.

Step 7: More informative report title:

**Right-click the tab**on the bottom left**→ Rename**to**Monthly Sales**.Click the

**arrow down**on the**report title → Edit Title**→ enter the following:<Sheet Name> through FMo = <Parameters.Set Max FMo> (1st FMo=Feb)

Ok.

**Sales by Month with Bars**

**Drag Inv Date to Rows. Expand Year → Quarter → Month. Remove Quarter.****Drag Sales to Columns**.On the Marks shelf, change the dropdown

**from Automatic to Bars**.To apply the filters created in the prior report to this whole workbook, go back to the

**prior report tab**, click the arrow down**on each filter**on the Filters shelf**→ Apply to Worksheets → All Using This Data Source**. Go back to the tab where you’re building the cart report.On Rows,

**drag Year to the right of Month**.Drag

**Inv Date**onto the**Color**mark.Rename the tab:

**right-click its tab → Rename**= Monthly Sales Chart.

**YTD Trend Lines**

Drag

**Inv Date**to**Columns → click its blue pill’s arrow down → Month (May)**.Drag

**Sales**to**Rows**.Drag

**Inv Date**onto the**Color**mark.Turning Sales into YTD: click the

**Sales**green pill’s arrow down**→ Quick Table Calculation → YTD Total**.Rename the tab:

**right-click its tab → Rename**= YTD.

**YoY Monthly Variance %**

Drag

**Inv Date**to**Columns → expand to Month, remove Quarter.**Drag

**Sales**to**Rows**.Drag

**Year to the right of Months in Columns**.Change

**Marks**dropdown to**Bars**.Turning Sales into YoY Monthly Var %:

Click the

**Sales**green pill’s arrow down**→ Quick Table Calculation → Percent Difference**. This calculation isn’t doing YoY Monthly Var % yet. Let’s edit it calculation.Click the

**Sales**green pill’s arrow down**→ Edit Table Calculation**.Set

**Percent Difference From → Specific Dimension → uncheck Month of the Inv Date**.**Close**the pop up.

Change

**Marks**dropdown to**Circles**.Drag

**Inv Date**onto the**Colors**mark.Rename the tab:

**right-click its tab → Rename**= YoY Monthly Var %.

**Dashboard Design**

Click the Dashboard icon on the bottom row.

**Click Size**and change**Fixed Size → Automatic**.Drag

**Monthly Sales**sheet on the left panel**onto the dashboard area**.Drag

**Monthly Sales Chart sheet at the bottom**of the dashboard area.Drag

**YTD**sheet on the**top right**of the dashboard area.Drag

**YoY Monthly Var %**sheet on the**bottom right**of the dashboard area.Click

**File → Save As**to save your work.

Click the following **YouTube video** to watch the dashboard creation: https://youtu.be/KRHYYX-MHh4