Create a Data Exception

You can create data exceptions to highlight data displayed in columns or charts that meets certain criteria.

Exceptions can be created to flag data that matches expressions built from standard and custom database fields, functions, and variables. For example, you could create an exception to flag incidents with a response time greater than twenty-four hours. Incidents that match the exception could be shown on the report with custom colors, fonts, and markers. Information about the percentage of data meeting the exception can also display.

Tip: Each report level can have a maximum of thirty-two data exceptions.

After you define your exceptions, you can schedule the report to send alerts whenever the criteria of a data exception is met. See How You Schedule Reports.

1. Click Exception on the Insert tab.
   The Exception Editor opens.
2. Enter field information.

   Definition Tab

   Field	Description
   Name	Enter the name of the data exception.
   Display Reference	Click this drop-down list to select how the data is highlighted. Options are Entire Row or specific columns from the report.
   Expression*	Right-click in this field to select the database column used to except data in the report.
   Use Data Dictionary	Click this text to open the Edit Expression window where you can select functions, variables, and database fields.
   Operator	Click this drop-down list to select the operator to use in the exception criteria. This drop-down list is activated when a database column is selected. See Overview of Filter Operators for a description of operators.
   Value	Specify the second part of the expression in this field. The options available depend on the selected value type, the type of database field the exception is based on, and the operator that's used. You can type in a value, select items from a drop-down list, or select dates from calendars.

3. To define how the data exception displays in the report’s tabular output, click the Tabular Display tab.
4. Enter field information.

   Tabular Display Tab

   Field	Description
   Show Tabular Notification	Select this check box to display the data exception in the report’s tabular output. If this option is cleared, the other options on the Tabular Display tab are unavailable.
   Use Default Display Options	Select this option to display the exception using the color, font, and marking method defined in the style that is being used for the report. See Styles Explorer for information about creating styles and Apply a Style to a Report for information about applying styles to reports.
   Use Custom Display Options	Select this option to define a custom color, font, and data marking method for the exception.
   Data Marking	Click this drop-down list to select a data marking to mark the data that meets your exception criteria. You can select None, Circle, Square, Flag, Check, Up Arrow, Down Arrow, or Custom. Select Custom to open the Select Image window and select images you have added in the Images explorer. See Images Explorer. Select None to prevent a graphic from indicating the data exception. The text style you define for the marker will still be applied to the data exception. This allows you to change the color or font of tabular data that meets the exception without adding a graphic. The data marking symbol displays in the window’s Preview field so you can view the symbol as you define it.
   Hide Cell Values	Select this check box to hide the value in the column that's used as the display reference. This check box is available if the exception’s display reference is set to a column rather than an entire row.
   Change Color	Click this text to open the Color window to change the color of the graphic. See Change Colors. This option appears if Circle, Square, Flag, Check, Up Arrow, or Down Arrow is selected in the Data Marking drop-down list.
   Change Image	Click this text to open the Select Image window to change the image data marking image. Change Image appears only if Custom is selected in the Data Marking drop-down list.
   Style	Click Add next to the Style box to open the Edit Style window where you can change the font, colors, margins, and borders for the data in the report that matches your data exception criteria. To remove a style that has already been defined, click Clear next to the Style box.
   Show Exception Criteria	Select this check box to display the exception criteria at the bottom of the report in the Data Exceptions report section. For example, if the data exception marks opportunities that are still active, the criteria displays as opportunities.status_id = Active.
   Show Percentage Meeting Criteria	Select this check box to show the percentage of data in the report that meets the specified exception criteria. This displays at the bottom of the report on the Data Exceptions report section.
   Show Percentage Not Meeting Criteria	Select this check box to show the percentage of data in the report that does not meet the specified exception criteria. This displays at the bottom of the report on the Data Exceptions report section.

5. To define how the data exception displays in the report’s graphical output, click the Graphical Display tab.
6. Enter field information.

   Graphical Display Tab

   Field	Description
   Show Graphical Notification	Select this check box to display the data exception in the report’s chart output. If this option is cleared, the other options on the Graphical Display tab are unavailable.
   Use Custom Display Options	Select this option to pick your own line color for the data exception. If this box isn't selected, the exception uses the line color defined in the chart style that's being used for the report. See Chart Styles Explorer for information about creating chart styles and How to Add and Edit Charts for information about applying chart styles to reports.
   Line Color	Click the color box to open the Color window and select a line color for the excepted data. See Change Colors.
   Show Exception Criteria	Select this check box to display the exception criteria in an exceptions box in the chart.
   Show Percentage Meeting Exception	Select this check box to show the percentage of data in the report that meets the specified exception criteria. This displays in an exceptions box in the chart.
   Show Percentage Not Meeting Exception	Select this check box to show the percentage of data in the report that does not meet the specified exception criteria. This displays in an exceptions box in the chart.