Datarails Flex Add-In provides advanced functionality for filtering and managing data directly in Excel. This guide covers the essentials of working with Filters and Lists, which are integral to streamlining your data workflows. By using these features, you can dynamically manipulate data tables and functions to suit your specific reporting needs.

Use Cases

Imagine you’re working with financial reports, such as an income statement that includes multiple departments. Instead of duplicating the report across multiple tabs, you can consolidate all the departments in one tab and use filters to view specific departments. This approach creates a more efficient and streamlined workflow.

Filters

Filters in the Datarails Flex Add-In allow you to refine data in tables and functions. These filters can operate at two levels:

• Table Filters: Apply to a single data table or function.

• Global Filters: Apply across multiple tables that share a common field.

Add a Table Filter

You can manage filters directly from the Datarails Add-In by selecting Filters > Manage Table Filters. This section allows you to see all existing filters applied to your workbook, edit filters, remove filters no longer needed and add new Filters. To add a table filter, follow these steps: 

1. Ensure you are logged into the Excel Add-In and that your workbook includes a Datarails function or activated table.

2. Navigate to the Datarails ribbon and select Filters > Manage Table Filters.

3. In the Filter Manager dialog box, click Add. A new dialog box opens.

4. Complete the following fields:

   • Table: Select the table to choose field from.

   • Field: Select the field to base the filter on.

   • Scope: Choose between Table or Function.

   • Name: Adjust the filter name if needed.

   • Address: Enter the cell address where you want to place the filter.

5. Click OK. The filter name will appear in the Datarails ribbon.

Add a Global Filter

1. Ensure you are logged into the Excel Add-In and that your workbook includes a Datarails function or activated table.

2. Choose a cell where you want the filter to be added.

3. Navigate to the Datarails ribbon and select Filters > Manage Global Filters.

4. In the Global Filter Manager dialog box, click Add.

5. Complete the following fields:

   • Filter Name: Name the filter.

   • Field Type: Select the correct field type (e.g., date, text, etc.).

   • Tables / Fields: Use the search box to locate the table and fields, then drag them to the Fields section. You can only use fields from tables that has data for in the file (DR.GET). 

6. Click Add. A confirmation message will appear.

7. Activate the filter by clicking the plus icon.

8. The filter will be added in the chosen cell. 

Filters with Dynamic Ranges

Filters and Dynamic Ranges work seamlessly together to ensure your reports display only the most relevant data. If there are dynamic ranges in the file, they are synchronized with the filters. Activating a filter will also trigger the dynamic range, causing the report to show only the rows relevant to the applied filter.

Dynamic Ranges automatically adjust to reflect the filtered values. For example, if you filter for a specific entity, such as "CAD," only items relevant to CAD will display in the report.

This functionality ensures that your reports remain accurate and relevant without requiring manual adjustments. For more information, refer to the Dynamic Ranges article. 

Lists

Lists are dropdowns created directly from a field in a Datarails table. Unlike filters, which dynamically adjust the data displayed, lists allow you to select a single value that can be referenced in formulas or used for other targeted purposes within the workbook.

Add a List

You can manage lists directly from the Datarails Add-In by selecting Lists > Manage Lists. This section allows you to see all existing lists existing in your workbook, edit lists, remove lists no longer needed and add new lists. To add a list, follow these steps: 

1. Navigate to the Datarails ribbon and select Filters > Manage Lists.

2. Click Add. A dialog box will open.

3. Complete the following fields:

   • Table: Select the table to choose field from.

   • Field: Select the field to base the list on.

   • Name: Adjust the list name if needed.

   • Address: Enter the cell reference where the list should be placed.

4. Click OK. The list will appear in the Datarails ribbon under Lists section.

Updated January 30, 2025 18:42