Filtering in External Reports (Pre-filtering BI Tools)

Metric Insights 5.6 introduces some powerful new features for External Report consumption and distribution:

  1. The Pre-filtering function limits the data values available whenever the BI Tool object is used in Metric Insights by limiting the amount of data actually fetched from the BI Tool. Only this data will be available when setting Defaults and Utilizing Bookmarks.
  2. Applying Filter Defaults enables Power Users and Admins to present and distribute at enterprise-scale by utilizing User Maps: 
    1. Defaults can be set by the creator of elements fetching data from any BI tool.  These defaults can be set for all Users or can be individually set using a User Map
    2. Bursts can be configured to pass the correct Filters and Filter Values to the correct Users, personalizing all delivered content, but only requiring a single Burst, a single External Report, and a single User Map (all working together). 

Personalized Bookmarks are also implemented. These are Individual Defaults that can be set by any User when viewing an External Report. The Bookmark function allows any User to personalize how they view and subscribe to their own External Report content. For details, see Setting Personal Bookmarks (External Reports)

[6.1.1] There are minor changes to the format of the Filter options to allow for display / non-display of the individual filters. These changes were required to allow clients to omit all Filters from the Viewer if their BI Workbooks or Dashboards already include Filters. See How to omit Filters from External Reports.

1. Pre-filtering (External Report Editor > Configuration tab)

Although the examples show Tableau, the core functionality has been implemented across all BI tools that support Filtering. We have more specific articles for Pre-filtering Qlik Sense and Pre-filtering QlikView data.  These articles include some added functionality compared to other BI tools.

There are 4 separate options for use in defining Filters.

1.1. (Options 1&2) Mapping Filters to Dataset or Dimension  Values
  1. Enter the [Filter Name] that exactly matches the filter name in your BI tool. The system will provide additional information on how that is done based on the specific BI tool.
  2. Specify if the Filter may contain either Single or Multiple Values when presented in the Report Viewer.
  3. The Filter Values can be set in a variety of ways; in this example, we are using the Values from a previously defined Dimension.
  4. Specify the Dimension
  5. Values grid will be populated from choice in #4

Select [Done] to add Filter

The steps to Load Filter Values from a Dataset are the same as above. You simply specify a Dataset and a Value column as the source of the Filter Values for a specified [BI Tool] Filter Name. 

1.2. (Option 3) Entering Filter Values Manually
  1. Enter the Filter Name that exactly matches the filter name in your BI tool. The system can provide additional information on how that is done based on the specific BI tool.
  2. Specify if User may select Single or Multiple Values for this filter.  In this example, we allow Users to enter multiple Channels as one Filter.
  3. Set the Filters Values to be added Manually
  4. [Save] to open [+ Add Value] option.

Make sure that your Filter Values are identical to those in your BI tool!

  1. The Values grid will populate with each entry
  2. Continue adding Values
  3. When complete [Save]
1.3. (Option 4) Mapping Options for Dates

Mapping to a Date only allows the selection of how the Date filters will be displayed.

2. Setting Defaults for your Filters

Configuring defaults allows content builders or administrators to define Filter defaults for users viewing the External Report. Defaults may be set the same for everyone, or applied based on a User Map. Consequently, any number of Users will have the correct Filter Values when they open their External Report.

2.1. Setting the Defaults to Be the Same for all Users
  1. Select "Same for everyone"
  2. Select the Pencil icon to assign the Defaults for Filters  
  1. Set [Filter Defaults] to "yes"
  2. Using the check boxes, select the Default Values
  3. [Save]

Repeat to set all of the desired Defaults

2.2. Setting Defaults Using a User Map (Individual settings)

Setting the Defaults via a User Map does not restrict Users from viewing non-default values. It simply sets the Values displayed upon initial Viewing. If a User is not in the User Map, the system will initially display the View with no default values.

  1. First define your BI Tool Filters using any of the options in Step 1
  2. Toggle to "Apply based on User Map"
  3. Select a User Map from the drop-down
  4. Match the BI Tool Filters to this User Map
  5. Continue with [+Add Mapping] for additional Filters; it is not required to set User Map Columns for all defined Filters.

2.2.1. Results when Various Users View Report

Any User may over-ride these initial Default values using Bookmarks! See Setting Personal Bookmarks

3. Setting Filter Defaults on Burst Editor

Extended Bursting functionality enables large-scale External Report distribution. Applying a User Map (with the appropriate mapping of Users to Filters) allows a single Burst to be the source for hundreds (or thousands) of User-specific emails. This means that each User (or Group) can receive targeted content based on their needs.

Burst content Filter settings are accessible from the Burst Editor and mimics the steps used to set Filters in elements created from your BI Tool.

  1. Click the Filters icon next to the External Report you have specified for distribution
    • NOTE: Filters have to be set beforehand at Report Level in the External Report Editor (see Step 1 for Pre-filtering)
  2. Select [Custom for Burst] Filter Settings unless you wish to use the Default filter settings originally set in the Report
    • You can set Defaults for all User via Manual entry
    • Or set via a Individualized User map
  1. Choose the User Map option to personalize Filters for multiple recipients
  2. [+Add Mapping] to apply selected Filters
  3. [Save]