Filtering data is one of the most important functions of data analysis. Sometimes you want to analyze data in more detail. Other times you want to remove information that isn’t relevant.
Business Analyze enables you to quickly filter on every level. In this article we’ll discuss 3 types of filters and different ways to use them. You don’t have to rely on pre-defined options.
With a good understanding of this function, you’ll be able to analyze data better – and faster.
Why filters are important
The FILTER function extracts a range of data according to select criteria and displays the matching records in dashboards, charts and tables.
The rest of the data doesn’t disappear, it is only hidden from view.
You can filter data by:
- Time period
- Organisation level
- Other values in your data set
Some of the most common ways to filter sales data, for example are by customer size, product category, region/location, interest, sales stage or delivery status.
You can also filter numerical and text data according to one or several criteria. For example
Product Type = “XT200” AND Sales > 1000.
- Greater than
- Less than
- Equal to
To use filters effectively, it helps to have a thorough understanding of the data available. The more familiar you are with the data, the better you will be able to apply filtering and logic to your data analysis.
The Business Analyze global filter is the most important filter for everyday use. If there is one filter you should get to know, it’s this one.
From any dashboard, this filter enables you to define the data in view. You may have a long or short list of criteria you can filter on, depending on your data set.
If you want to filter all reports on a dashboard for the year 2020, for example, select the calendar icon or use the pre-defined time frame.
Press ‘Update’, the filters will be applied to all elements on the current dashboard.
You can also apply more than one filter simultaneously.
Note: When you refresh the dashboard, navigate to another dashboard or logout, the filters will return to default. To save the filters, go to the Action tab and select “Save as startup”. This will be your personal setting.
If you want to filter data for one specific element, we recommend the Report Filter. This is found under the ‘Action icon’ at the top right corner of each element.
When you use report filter, the report will update based on the filter(s) you select.
Column filters are special because they allow you to view data that meets a specific condition.
Using operators like not equal to, equal to, greater than, less than, and less you can select data you want and hide the rest.
You can also select text that meets a specific critera. This might be useful, for example, when you want to see sales for all products except when Customer name = Ally Inc.
You can have as many filters as you like on a column.
To delete a filter, click on the trash can at the end of each line.
Columns that have a filter are marked with a small funnel.
Tip: If you want to use operators to filter data in a graph or chart, switch to table visualisation.
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