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Grouping Data in a Visual Analysis

This page applies to: Conga Contracts
This page applies to: BI Toolbox Module

Grouping can be used to combine the same data in any field used in a visual analysis, including a text, date, or value field, as well as any field that uses a check box to enable/disable an option.

When you group the data in a field, a separate group is created for each distinct, or unique, data item in the field.  The Distinct Count function is then applied to the information in the group's other data fields by replacing the text, date, or value in each field with a number that reflects the total number of distinct items in the field. Grouping data in a value or date field is automatically performed by the Analytics feature.  However, you can change the way dates and values are grouped. 

Grouping Data in a Text Field

A visual analysis of contract value by agreement type is shown below.  The contract Term Type field is grouped, which creates a separate group for each term type included in the analysis.  After the text field is grouped, a numeric value is automatically assigned to the other data fields for each term type group to reflect the number of distinct values in the field.

1.  Click Reports in the Navigation Toolbar, and select the BI Toolbox link in the menu.

2.  In the Home screen, locate the visual analysis that contains the field you want to group, and click its link.

BI Group1.png

3.  In the Discovery screen, scroll down to the list of fields used in the analysis.

  • To increase the viewing area of the fields, hover over the separator bar Icon BI Separator.png until the resize Icon Resize window4.gif icon displays, and then click it and drag it upwards.

4.  Locate the text field you want to group, and click its Icon BIProperties.gif icon.

A text field contains a blue tick mark in the upper left corner of the header.

5.  In the prompt named for the field, enable grouping:

  • Locate the Grouping option.
  • Click its toggle Icon BI Inactive.png icon so that it now displays as  Icon BIFormat1.gif.
  • Click Icon BIClose.gif to close the prompt.

6.  In the data fields for the analysis, identify the distinct number of items in each field for a given group.  Fox example, in the screen above, the Fixed - Manual Inactivate term type is used by 147 contracts with a combined value of approximately $129M.

Grouping Data in a Date Field

A visual analysis of contract value by agreement type is shown below.  The contract Current Exp Date field is grouped by year, which creates a separate group for each year a contract that has been included in analysis expires.  After the date field is grouped, a numeric value is automatically assigned to the other data fields for each contract expiration year to reflect the number of distinct values in the field.

1.  Repeat Steps 1-3 in Grouping Data in a Text Field.

BI Group2.png

2.  Locate the date field you want to group, and click its Icon BIProperties.gif icon.

A date field contains a gold tick mark in the upper left corner of the header.

3.  In the prompt named for the field:

  • Click Grouping.
  • When the field expands, change the default selection in the list from Automatic to Date Units.
    • Select Number of Groups to define the number of date categories used in the group.  For example, if you want to display all the years that have contract expirations, guesstimate the number, enter it in the Approximate # of Groups field, and click Apply. If the results show data that is grouped by quarters or months, enter a lower number into the field.
  • When the field expands, select Years in the # of list, and enter 1 in the blank field to ensure each year is created as a separate group.
    • Select another option in the # of list to group by quarters, months, days, or a timeframe.
    • Enter a number greater than 1 to create a date range.  For example, entering a 2 will create a group with a 2-year time span for expiration dates and the data in the corresponding fields will display a count distinct number for the combined years.
  • Click Apply.

4.  In the data fields for the analysis, identify the distinct number of items in each field for a given group.  Fox example, in the screen above, the 2018 expiration date applies to 93 contracts with a combined value of approximately $81M.

Grouping Data in a Value Field

A visual analysis of contract value by agreement type is shown below.  The Contract Value field is grouped using the default number of groups (20) suggested by the Analytics feature, which actually generates only 12 groupings based on the values of the individual contracts in analysis.  After the value field is grouped, a numeric value is automatically assigned to the other data fields for each value range to reflect the number of distinct values in the field.

1.  Repeat Steps 1-3 in Grouping Data in a Text Field.

BI Group3.png

2.  Locate the value field you want to group, and click its Icon BIProperties.gif icon.

A value field contains a green tick mark in the upper left corner of the header.

3.  In the prompt named for the field:

  • Click Grouping.
  • When the field expands, change the default selection in the list from Automatic to Number of Groups.
    • Select Width of Groups to define the value range for each group.  For example, if you want to group the values in increments of $50K, enter 50000 in the Width field, and click Apply. If the results show too many value groups, increase the value in the Width field, but if there are not enough groups, decrease the value.
  • When the field expands, leave the default selection in the Approximate # of Groups field.
  • Click Apply.

4.  In the data fields for the analysis, identify the distinct number of items in each field for a given group.  Fox example, in the screen above, the $0-$1,000,000 contract value range applies to 218 contracts.