Configuring the Department / Academic Schools
- Katie Conroy
On 31st July 2022, there were three new academic schools which brought together two departments each: https://www.york.ac.uk/students/news/2022/new-academic-schools/
SIA need to present both departments and schools in our reports.
Step by step guide:
Process A:
The process applies to all reports. It creates a filter where the user will select the level of aggregation they wish to see, Academic School or Department.
In the Data tab, next to the search field, click the little arrow to Create a Calculated field.
Call it "Academic School" and paste in the code below.
IF [Department Name] in
("Electronic Engineering","Physics")
Then "School of Physics, Engineering and Technology"
ELSEIF [Department Name] in
("The York Management School","Social Policy and Social Work")
Then "School for Business and Society"
ELSEIF [Department Name] in
("Music","Theatre, Film, Television and Interactive Media")
Then "School of Arts and Creative Technologies"
ELSE [Department Name] ENDYou may have to replace the department name field depending on the dataset. A correct match will be orange text, an incorrect field will be in black (and possibly underlined) with an error message that the calculation is not valid. Also, check the names of the departments in the original field as these will not be highlighted if incorrect.
In a similar way, select Create Parameter.
Change the Name to "Department Aggregation"
Change the Data Type to String
Set the Allowable Values to List
Type into the list of values "Academic School" and "Department" (example below).
Then press OK.
Create another Calculated field, called eg "Department/School" and paste in the code below:
IF [Department Aggregation] = "Academic School"
Then [Academic School]
ELSE [Department Name] END
Replace instances of Department Name with Department/School. There are two ways of doing this, depending on the complexity of the report.
The first is to right click the Department Name field and select Replace References, and select Department/School. However, the above created fields will need to be checked and changed back to their original form if they were changed by this step. Also other parts of the workbook may work unexpectedly and will need checking.
The second way is to manually drag the Department/School field over any tableau pill the Department Name field is used. This is the best option for smaller, simple workbooks but in more complex ones will be more time consuming (and more likely hidden references to the field are missed).
Finally, right click on the Department Aggregation Parameter in each worksheet and select "Show Parameter". Then it will need to be moved into a suitable place alongside the existing filters. Note if the worksheet is part of a dashboard, you can add it to the dashboard using the top menu option Analysis > Parameters and then move into place.
Publish the workbook to test and check that changing the Dept Aggregation works as expected. Note that unlike filters, parameters do not share their values across worksheets so you may need to test every tab of the workbook individually.
Process B:
This process only applies to workbooks with row level security such as CAS and Research workbooks, which use the active directory groups as a filter in the desktop file.
Right click the user filter and select Edit.
A total of six changes will need to be made to grant row level access to the other half of each pair. For example, for the School of PET, users with 0004 (Physics) should also be able to view 0007 (Electronic Engineering) and vice versa.
The other pairs are:
0045 + 0384 (Arts)
0022 + 0027 (Business and Society)