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Adding Color-Coded Icons – Basic Formatting

This page applies to: Analytics Add-on module

In the example below, color-coded icons are used to add basic conditional formatting to a calculated field in the report. The purpose of each icon is to identify, by color, the amount of the discount earned due to early payment of the monthly invoice.

Since this option typically replaces the information in the column with an icon, you can add a duplicate column to the report and rename it, so that the original report data is not overridden.

Open the Analytics Report to the Data view, and follow the steps below.

1

Available Fields list

Locate the calculated field that needs the conditional formatting (e.g., Discounted Amount), and then drag-and-drop a second occurrence of the field into the Columns list box.

2

Calculated field

Verify that there are two occurrences of the field in the canvas.

3

Column icon

Click on the image244.png icon of the column heading for the duplicate column (e.g., Discounted Amount). A menu displays that allows you to perform a variety of actions for the column.

4

Format option

Click on the image260.png icon for the Format option to display a sub-menu.

5

Edit option

Click to display the Column Formatting window for the column.

6

Display field

Rename the field that will display the icons so that it accurately reflects the conditional formatting (e.g., Full Discount Earned?).

7

Close & Apply icon

Click on the image186.png icon to close the window and change the name of the duplicate field.

8

Column icon

Click on the image244.png icon for the duplicate field (e.g., Full Discount Earned?). A menu displays that allows you to perform a variety of actions for the column.

  In this example, conditional formatting is being applied to a duplicate calculated field.

9

Format option

Click on the image260.png icon for the Format option to display a sub-menu.

10

Conditional Formatting option

Click to display the Conditional Formatting window for the column.

11

Alert Type option

If you want to add more than one condition, click on Advanced to refresh the screen, and see Applying Background Color to Report Cells – Advanced Formatting). In this example, we will be adding only one condition, so the Basic alert type is sufficient.

Basic alert types are those that are based on the comparison between each value in the column to a set value or another column. Advanced alert types are those that can be based on multiple conditions, set up using logic similar to that of Filter settings.

12

Style list

Select Icon since we are using color-coded icons to identify report data that meets a condition.

  See Conditional Formatting Styles and Types for a list and description of other styles.

13

Icon Set list

Select the type of icon you want to use in your report: Traffic Lights, Arrows Up, Arrows Down, Ticks, or Shapes. For this example, Traffic Lights will be used.

14

Type list

Select Value in the list since each cell will be compared to the value specified in each alert.

  You could also select one of the other options (Compare Column, Percentage of Column, Percentage of Total, or Percentage of Max). See Conditional Formatting Styles and Types for a description of other conditional formatting types.

15

Alerts section

Use the fields to set a condition, which will trigger an alert displayed as a color-coded icon:

  • Make a selection in the Color list to identify the first color value you want to define. The default color is green, and the other options are yellow and red (to reflect the colors of a traffic light). The other available color is black.
  • Make a selection in the list to set the "rule" for the condition. The options vary based on the selection made in the Type list.
  • Enter a value to establish the "target" for the condition. The target value is the standard against which the report field is evaluated.

  Click on the + Add Condition link to add another condition.

16

Conditions 1-3

In the example shown, three conditions were set for the Full Discount Earned field:

  • If the discount is $18 or more, display a green traffic light icon in the report field. 
  • If the discount is $12, display a yellow traffic light icon in the report field.
  • If the discount is $6 or less, display a red traffic light icon in the report field.

17

Clear button

Click if you want to clear any conditional formatting you have added.

18

Close & Apply icon

Click on the image186.png icon to close the window and apply the conditional formatting to the data in the report column.

Click on the Output tab to view the conditional formatting, along with a legend that explains the color-coding.