Conditional Formatting

Definition

Conditional Formatting, previously known as "Alerters", refers to rules that you can set in place to change the formatting for only some values in your report.

For example, conditional formatting can be used to change the font color to "red" on only some, but not all, values in a column.

This can be useful when you want to highlight some values usually, but the underlying data changes every time you run your report.

Video


Build Your Rule

1. Open or create your report. If necessary, refresh it.

2. Navigate to the Analysis menu, then the "Conditional" submenu

Screenshot of InfoView menus showing the location of the conditional formatting new rule button

3. Select "New Rule..."

4. In the Formatting Rule Editor, give your Formatting Rule a unique name. Add a description now or later as needed.

Screenshot of InfoView conditional formatting new rule pop-up with unique name

5. Rules can be added as conditions or as formulas. These can be picked via the drop-down menu in the bar above the formula or condition.

Screenshot of InfoView showing how to change conditional formatting from conditions to formulas

Conditions

Conditions work exactly the same way as filters.

Review: Query Panel Guide, Filter Operators Guide, Table Filters Guide

I) First, pick the object that you'd like to filter on in your condition by clicking the first "..." button and selecting "Select an object or variable".

Screenshot of InfoView new conditional formatting panel select object button

Menu options:

Screenshot of InfoView new conditional formatting select object button menu

II) The list of available objects and variables will appear: make your selection and click "OK".

Screenshot of InfoView list of available objects pop up

III) Pick your operator. (Explanations of the filters are in the Query Filter Operators Guide).

Shown here: Setting the condition on the CS Enrollment count field.

Screenshot of InfoView new conditional formatting operator menu options

IV) Type in a value in the text box. To pick from a list of values or select a different object or variable, click on the second "..." button that follows the value box.

Screenshot of InfoView conditional formatting value and value options

V) For more than one filter, click on the "+" button.

Screenshot of InfoView new conditional formatting panel showing location of the button that adds another filter to this condition

VI) To delete excess filters, click the "X" button.

VII) Proceed to step 6 below to create the formatting.

Formulas

Formulas work exactly the same way as formulas for variables or the function bar.

Review: Formula Guides in the Variables Section

I) Type in your formula.

II) To check the contents for validity, click on the green check mark.

III) To delete the contents of the formula box, click on the small blue "X" button.

IV) To open up the Formula Editor, click on the function button.

Screenshot of InfoView new conditional formatting panel using formulas

6. Once you're content with your condition or your formula, define the formatting that should appear by clicking the "Format..." button.

Screenshot of InfoView new conditional formatting panel showing the location of the format button

7. To define more than one rule in the same bundle, click the green "+ Add" and start the process again.

Screenshot of InfoView new conditional formatting panel showing how to add more conditions and formats to this rule

8. To remove a rule from your bundle, click the small black "x".

9. Once you're content with the rules, click "Ok"

Apply Your Rule

1. Click on the contents of the field that you want to apply your rule to.

2. Navigate to the Analysis Menu, then the Conditional submenu. Click on the triangle after the "Formatting Rules" button.

Screenshot of InfoView menus showign the location of conditional formatting buttons and submenu

3. Select the desired rule from your list.

Screenshot of InfoView showing conditional formatting menu options

To remove the formatting, complete the same steps to de-select the conditional formatting rule from your chosen content.

Example: Courses with 100 or more enrollment

If the enrollment of a course is greater or equal to 100, make the text in the selected field turn red. In this case, the field D Dept Code was selected to receive the formatting.

Screenshot of InfoView conditional formatting in the D Dept Code field

Edit, Duplicate or Delete Your Rule

1. To change your rule, click on "Formatting Rules" in the Analysis>Conditional menu.

Note: if you select the small triangle next to the button, select "Manage Rules" at the bottom

Screenshot of InfoView menus showing the location of the conditional formatting submenu and buttons

2. In the Conditional formats pop-up, select your rule and select "Edit". This menu also has buttons available for duplicating and removing rules.

Screenshot of InfoView Manage Conditional Formats pop-up panel