How do I prepare a dataset to view?

With very detailed, granular data, it is often necessary to take steps to better summarize your data before creating charts.  This can include filtering your data to focus on a specific subset, grouping your data, and/or applying conditional formatting.

Filter Data

In the filter panel, you are given the option to filter a dataset based on its contents.  Once you have opened the filter panel, and clicked “Filter” you can click the “Add New Filter Condition” button.  When creating a filter condition, you must select the column you would like to filter by and the operation you would like to use, and the condition you would like to apply (e.g. a word, number, date, or range).  The following table highlights filter operations available, and the data types they can be used for.

Filter Operation

Text

Date

Numeric

is

X

X

X

is not

X

X

X

starts with

X

   

contains

X

   

does not contain

X

   

is before

 

X

 

is after

 

X

 

is less than

   

X

is at most

   

X

is greater than

   

X

is at least

   

X

is between

 

X

X

is blank

X

X

X

Grouping Data

In the filter panel for a dataset, you are also given the option to roll-up data.  Roll-ups allow you to group and summarize numeric data or counts.  It is often necessary that you “roll-up” your data in order to create a meaningful chart.  Roll-ups are created by selecting one or more columns containing categorical data to group by, then selecting one or more columns containing numeric data and a function to apply (e.g. average, sum, maximum and minimum).  You can also count records, which can be applied to columns containing either numeric values or text.

Conditional Formatting

Conditional formatting, found in the filter panel of a dataset, can enhance your charts and maps.  It allows you to create rules with conditions, and define what formatting to apply, such as setting a color or specifying an icon to use, when those rules are met.

Video Tutorial: Basic Filtering
Help Article: Grouping and Roll-ups
Program Area
Transparency
Topic(s)
Open Data, Filter Data, Group Data, Conditional Formatting, Data Views

Printed from the Iowa Department of Management website on April 21, 2018 at 11:36pm.