Adding Data and Visualizations to Documents

Adding Data and Visualizations to Documents


Hi, this is MicroStrategy. In this tutorial,
we will show you how to add data and visualizations to your Documents. I have previously created a basic Document for Executives and Regional Managers. It currently has two layouts as well as an image and a text box.
Let’s now add data and visualizations for our end users. First, let’s add a dataset to the document.
Make sure you are in the Dataset Objects view in the left pane and click on the add dataset
icon at the top. In this example, I will use an existing dataset in my MicroStrategy environment,
but I can also add other data by clicking on “Add External Data” at the bottom of
the window. I will click Regional Profit and Margins as a dataset for my Executives layout
and will add Quarterly Profit Margins as a dataset to add information to my Regional
Managers layout. I want to show executives two large visualizations
in one view, so I will add a panel stack to this layout. Let’s click “Panel Stack”
in the “Insert” drop-down menu and click-and-drag in the Document area to define the area where
the Panel Stack will be. Let’s rename the panel by clicking on the letters icon in the
menu above the panel stack. While individual panels can be renamed using the letters icon,
if we want to rename the panel stack itself, we must right-click on the panel stack and
select “Properties and Formatting”. In the General section, I will change the “Name”
field to say “Main Panel Stack” and then click “OK”. Text boxes can also be used to show metrics
or KPIs. We want executives to see the company’s profit margin across all years and locations
as a metric, so let’s add a text box to the panel stack using the “plus-sign”
icon in the panel stack menu and then selecting “Text”. After drawing the location of
the text box, I will drag-and-drop the Profit Margin metric from the Dataset Objects pane
into the text box. If I leave it as-is, then it will only show a number with no context
about what the number means. I want to give executives the context that the number is
the Profit Margin metric, so I will double click on the text-box to edit it and then
type “Profit Margin: ” before the metric placeholder so that it will now display the
number and its context which I wrote. Now, let’s add a visualization to the panel
by clicking on the “plus-sign” icon in the panel stack menu and clicking on “Grid”.
Let’s drag-and-drop the attributes and metrics that we want to display from the Dataset Objects
pane on the left to the columns and rows in the grid editor. A vertical yellow line will
indicate when an object is added to the rows and a horizontal yellow line will indicate
when an object is being added to the columns. The order in which you display the rows and
column objects can be changed by dragging-and-dropping the attribute or metric titles to the left
or right of each other like this. I believe that the information in the grid will be more
actionable if I show it as a line graph, so let’s convert the grid to a graph by right-clicking
it, and then hovering over “View Mode” and clicking “Graph View”. We also want
to change this to a Line graph instead of the default Bar graph, so let’s go to the
Graph menu on the top menu bar and change our selection in the first drop-down from
“Vertical Bar” to “Vertical Line”. I want to edit the graph to make sure it is
showing the data in an optimized way, so let’s hover over the graph and click on the “Graph
Zones” button on the above-graph menu. We want to group the data by Region and see trends
by Year, so let’s move “Region” from the Categories zone to the Series zone instead.
I only want to show the Profit Margins metric, so let’s remove the Profit metric by dragging
it from the Metrics drop zone to the Dataset Objects pane on the left. Now, let’s close
this editor window and see how our Document will look for end-users by clicking on the
presentation mode icon in the top gray bar. The document is now executed and rendered
based the chosen data and formatting. If we would want to make further edits, though,
we could click on the three-lines menu icon in the top white bar and select “Edit”
to return to design mode. Notice that we also have the option to go
to Editable Mode, which allows us to see our Document as end-users will see it while also
maintaining our ability to edit the Document elements. I noticed that the line graph is
not showing all of our company’s 8 regions and that the data is difficult to read because
it is gathered in one area of the graph. In Editable Mode, let’s right-click on the
graph and select “Format…”. In the General section, let’s change the Series maximum
to more than 8 to display all of our regions. In the Axes section, adjust the y-axis range
by adding manual settings to the minimum and maximum Y1 Axis Values to make the lines more
discernible. We now want to add a panel to show the data
in a grid. On the panel stack menu, we can either choose the “new panel” option or the
“duplicate panel” option. In this case, I want to show the same data in the same position,
but with a grid format, so duplicating would be a better choice. Let’s duplicate the
panel and then rename the panel by clicking the letters icon, and then convert the graph
into a grid by right-clicking the graph, hovering over “View Mode” and clicking “Grid
View”. I will also add the Profit metric back into the grid to inform Executives. I will now similarly add elements to the Regional
Managers layout to give them more detailed information on their region’s profit margin
by year and by item type. After adding all of the objects, I just needed
to re-position, re-size, and re-format various elements on the layout to reach this end result. Thanks for watching this tutorial on adding
data and visualizations to your Documents!

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