Task: I am a WebIntelligence report creator. I would like to be able to turn a row red if the dollar amount falls below zero, and highlight other rows in yellow based on information in the comments. How do I create this conditional formatting to alert users of critical information?
Instructions:
In older versions of WebI this functionality was called "Alerters". In the current WebI version is is known as "Conditional Formatting". The purpose of Conditional Formatting is to highlight rows of data by displaying data in a different font, color or style when certain criteria is met. For example, rows with negative balances might be displayed in red, or unregistered students might be highlighted in yellow.
To use conditional formatting you must decide on these things:
- What is the condition that will cause the cell format to change? For example you might identify the condition as [amount] < 0, where [amount] is the name of the object or variable.
- How do you want the format to change? There are a variety of changes you can make. You can change the cell color, or make it bold, italic, or underline, or highlight the cell in various colors.
- What cells in your table do you want to change? Once you have set up your conditional formatting rule, you can apply it to a single cell, several cells on the row, or the whole row.
To create a conditional formatting rule follow these steps:
- Highlight the cell that you are using for the condition (i.e. [amount])
- On the menu ribbon, select the Analysis tab, and then the Conditional sub-tab.
- Select New Rule... and the "Formatting Rule Editor" dialog box will be displayed.
- Give your rule a name (i.e. alert_when_less_than_zero) and in the description explain how the rule should.
- Select the "Filtered object or cell" (it will default to the cell you highlighted).
- Add your operator. In our example, we would choose "Less than".
- Add the operand. In our example we would enter the number zero (0). You can also compare the cell to another object or variable.
- Click format to change the formatting from the default conditional font (i.e. red).
- When you are done, click "OK".
- This condition will be applied to the column you highlighted and you will now have a new rule, which is available by clicking on the the Analysis tab, the Conditional sub-tab, and then the "Display" sub-tab.
To apply conditional formatting to other cells, follow these steps:
- Highlight the column that will get the new conditional formatting (you can only select one column at a time).
- Now, on the menu ribbon, select the Analysis tab, the Conditional sub-tab, and the "Display" sub-tab.
- In the "Conditional Formats" dialog box, check the box next to your new rule and click "Okay".
- This is also where you can edit, duplicate and delete your conditional formatting rules.
Outcome:
You now have conditional formatting rules that will highlight specific cells based on the rules you have created.
*Need help?*
If you need help, please contact the Center for DATA WebI team at: https://td.usnh.edu/TDClient/Requests/ServiceDet?ID=142, or by calling the IT Service Desk at 862-4242.