Configuring the Data View

Last updated on 2024-11-04

Overview

Various display options can be configured in the data view. For example, it can be defined from which columns and for which periods values are to be displayed.

Furthermore, rows can be configured in such a manner that they are hidden in the Outarea of the Word and/or Excel file.

Options

You can configure what is displayed in the data view in the upper area of the view.

The upper area of the data view is shown, in which you can configure the displayed values and periods, the output format, and the hidden cells.

The following options are available:

Activate the check boxes of the value columns whose values you wish to review.

Activate the check boxes of the periods whose values you wish to review.

Number format (e. g. thousands, millions, and billions) for the values to be used in the data view. This can only be modified by changing the output format in MS Excel.

The output format displayed here is adopted from the document settings or – if the output format of the Excel file is overwritten in the advanced settings of MS Excel – from the Excel file.

The output format serves as the basis for reporting, validating, and checking data, which is why it cannot be changed in the data view.

Activate the Show exact value check box to display the exact report data based on the items from the source system, i. e. without rounding to thousands or millions. 

The exact value will then be displayed on a new row under the rounded value.

Using the data view, rows can be configured so that they are hidden in MS Word and MS Excel.

Hiding rows affects the Outarea and view in MS Word and MS Excel. When rows are hidden in the data view, they are also hidden in MS Excel and MS Word. They remain visible in the data view, however.

The settings of the data view are always of higher priority than the settings in MS Excel.

There are two ways to hide rows:

  • Hiding all rows:
    You can configure how all rows are to be displayed by activating the Apply condition to hide for all check box and choosing one of the settings described below.
  • Hiding individual rows:
    You can configure how each individual row is to be displayed by choosing one of the following settings in the last column under Condition to hide:

Option

Description

Accor­ding to Excel

Rows will be displayed in MS Word just as they have been configured in MS Excel. In other words, if rows are hidden in MS Excel, they will not be displayed in MS Word. 

They will always remain visible in the data view, however.

When a value is rounded down to zero

A row will be automatically hidden if all the values overwritten by the user or the rounded values at hand are equal to zero.

When exact values are equal to zero

A row will be automatically hidden if all the exact values it contains (prior to rounding) are equal to zero, or automatically displayed if the values are greater or less than zero.

Hide always

The row will always be hidden.

Always show

The row will always be displayed.