Building partnerships through collaboration.
Use Keep Only Function
KEEP ONLY is a powerful, user-friendly and quick filtering tool that lets users narrow down their data to the values they are most interested in.
It is particularly useful for retrieving a subset of your data based upon criteria you set. The results shown can answer a particular question. For example, you can use this function to see the accounts with the top 5 carry-forward balances, or the accounts where the funds available for spending is less than $1,000, or accounts where uses exceed sources or accounts that have encumbrances less than $100,000.
Steps
When you right-click on a column and select KEEP ONLY the following occurs:
- Filters the analysis to show only the selected value(s)
- Excludes all other data from the current view
- Applies the filter instantly, updating the dashboard in real time
The options available under KEEP ONLY vary depending on which dashboard page you are on.
For instance, in the Financial Dashboard, Account Summary, Account Summary-Summary page, the following options appear when you right-click on a column heading and select KEEP ONLY (Figures 1 and 2):
Descriptions
Allows you to define how many instances you want to see based on:
- Sources
- Carry-forward
- Allocation
- Revenue
- Funds available for spending
- Uses
- Expenditures
- Encumbrances
- Ending balance
Allows you to define the instances you want to see based on:
- A value
- Carry-forward
- Allocation
- Revenue
- Funds available for spending
- Uses
- Expenditures
- Encumbrances
- Ending balance
Allows you to define the instances you want to see based on:
- A value
- Sources
- Allocation
- Revenue
- Funds available for spending
- Uses
- Expenditures
- Encumbrances
- Ending balance
Allows you to define the instances you want to see based on:
- A value
- Sources
- Carry Forward
- Revenue
- Funds available for spending
- Uses
- Expenditures
- Encumbrances
- Ending balance
Allows you to define the instances you want to see based on:
- A value
- Sources
- Carry Forward
- Allocation
- Funds available for spending
- Uses
- Expenditures
- Encumbrances
- Ending balance
Allows you to define the instances you want to see based on:
- A value
- Sources
- Carry Forward
- Allocation
- Revenue
- Uses
- Expenditures
- Encumbrances
- Ending balance
Allows you to define the instances you want to see based on:
- A value
- Sources
- Carry Forward
- Allocation
- Revenue
- Funds Available for Spending
- Expenditures
- Encumbrances
- Ending balance
Allows you to define the instances you want to see based on:
- A value
- Sources
- Carry Forward
- Allocation
- Revenue
- Funds Available for Spending
- Uses
- Encumbrances
- Ending balance
Allows you to define the instances you want to see based on:
- A value
- Sources
- Carry Forward
- Allocation
- Revenue
- Funds Available for Spending
- Uses
- Expenditure
- Ending balance
Allows you to define the instances you want to see based on:
- A value
- Sources
- Carry Forward
- Allocation
- Revenue
- Funds Available for Spending
- Uses
- Expenditure
Similarly, when looking at the ACCOUNT SUMMARY, ACCOUNT SUMMARY - MONTHLY USES page in the FINANCIAL dashboard, the following options appear when you right-click on a column heading and select KEEP ONLY (Figure 3):
Since this page includes Fiscal Year To Date (FYTD) values, there are choices related to this under KEEP ONLY on this page.
The ability to customize based on KEEP ONLY are endless! As always, saving your customized view allows you to easily use this view again in the future.
Examples
In the FINANCIAL dashboard, go to the ACCOUNT SUMMARY page, ACCOUNT SUMMARY - SUMMARY page, right-click on the Account Number column and select KEEP ONLY. Since we are looking for the top 5 accounts with the highest carry-forward balances, select TOP X (Figures 4 and 5).
Figure 5
Since we are looking for the Top 5 based on carry-forward, select BASED ON CARRY-FORWARD (Figure 6):
Figure 6
When prompted, enter the value 5, because we are looking for the 5 accounts with the highest carry-forward balances (Figure 7):
After you select OK, the resulting data will be the five accounts with the highest carry-forward balance.
Figure 7
In the FINANCIAL dashboard, go to the ACCOUNT SUMMARY page, ACCOUNT SUMMARY - SUMMARY page (Figure 8).
Right-click on the Account Number column and select KEEP ONLY. Since we are looking for accounts that have less than $1,000 available to spend, click on Members Where Funds Available for Spending Is Less Than. Note: part of the title is cut off but if you hover over the title, the entire title will show. Figure 9:
Since we want to see what accounts have less than $1,000 to spend, click on A VALUE (Figure 10):
Figure 10
When prompted, enter 1000. Note: entering a dollar sign or coma in the number will result in an error. (Figure 11)
After you select OK, the resulting data will show your accounts that have a balance less than $1,000.
Figure 11
In the FINANCIAL dashboard, go to the ACCOUNT SUMMARY page, ACCOUNT SUMMARY - SUMMARY page (Figure 12).
Right-click on the Account Number column and select KEEP ONLY. Since we are looking for accounts that have sources less than uses, click on Members Where Sources Is Less Than. Note: part of the title is cut off but if you hover over the title, the entire title will show. Figure 13:
After you select OK, the resulting data will show your accounts that have sources less than uses (Figure 14):
Figure 14
In the FINANCIAL dashboard, go to the ACCOUNT DETAIL page, ACCOUNT DETAIL - USES page (Figure 15).
Since the default view of this page does not include Encumbrances, you’ll need to right-click on a column heading and include it (Figure 16):
Then, Right-click on the Account Title column and select KEEP ONLY. Since we are looking for accounts that have Encumbrances less than $100,000, click on Members Where Encumbrances Is Less Than. Note: part of the title is cut off but if you hover over the title, the entire title will show. Since we want to see what accounts have encumbrances less than $100,000, click on A VALUE (Figure 17):
When prompted, enter 100000 without a dollar sign or coma (Figure 18):
After you select OK, the resulting data will show your accounts that have encumbrances of less than $100,000.
Figure 18