diff --git a/content/applications/productivity/spreadsheet/visualize_data.rst b/content/applications/productivity/spreadsheet/visualize_data.rst index 3250457511..32c157e5da 100644 --- a/content/applications/productivity/spreadsheet/visualize_data.rst +++ b/content/applications/productivity/spreadsheet/visualize_data.rst @@ -8,3 +8,4 @@ Present and visualize data :titlesonly: visualize_data/charts + visualize_data/conditional_formatting diff --git a/content/applications/productivity/spreadsheet/visualize_data/conditional_formatting.rst b/content/applications/productivity/spreadsheet/visualize_data/conditional_formatting.rst new file mode 100644 index 0000000000..33dc1db3d9 --- /dev/null +++ b/content/applications/productivity/spreadsheet/visualize_data/conditional_formatting.rst @@ -0,0 +1,155 @@ +====================== +Conditional formatting +====================== + +Conditional formatting applies specific formatting, such as a background color or font color, to +a range of cells that meet one or more defined criteria, or rules. This allows you to visually +highlight important data, patterns, trends, or anomalies. + +.. note:: + When a spreadsheet containing dynamic Odoo data is reopened or refreshed, any conditional + formatting that has been defined is updated to reflect any changes to the data. + +Different types of conditional formatting are possible: + +- :ref:`Single color `: changes the color of the + cell’s background or font, or changes the font formatting if cell values meet the defined + conditions, e.g., changes a cell to red if an invoice is overdue. +- :ref:`Color scale `: uses color intensity to + represent smaller and larger values on a two- or three-color scale, e.g., shows sales performance + using increasingly dark tones of the same color. +- :ref:`Icon set `: uses sets of arrows, smileys, or + dots in green, orange, and red to visually show how cell values in a range compare to certain + defined values, e.g., a green smiley to represent sales performance above a certain amount. +- :ref:`Data bar `: inserts colored bars inside a cell + to show how a value compares to the value of other cells in the defined range, e.g., the customer + generating the highest sales has the longest bar, with bars of decreasing length for customers + generating lower sales. + +To add conditional formatting to a range of cells: + +#. Select the cells the formatting rule should apply to. +#. Click :menuselection:`Format --> Conditional formatting` from the menu bar. +#. In the :guilabel:`Conditional formatting` panel that opens to the right of the spreadsheet, click + :guilabel:`+ Add another rule`. + + .. tip:: + Click :guilabel:`Add range` to select additional ranges of cells if needed. + +#. Select the type of :guilabel:`Format rules`, then enter the information required depending on the + rule selected. + +.. _spreadsheet/conditional-formatting/single-color: + +Single color +============ + +With the range selected and :guilabel:`Single color` selected as the rule type: + +#. Define the conditions to be met for the formatting to be applied by choosing the desired value + from the :guilabel:`Format cells if …` dropdown. +#. Define the :guilabel:`Formatting style` to be applied by selecting the appropriate font + formatting, font color, and/or background color. +#. Click :guilabel:`Save`. + +.. example:: + In the example, single-color conditional formatting changes the background color of cells + containing the value `FALSE` to red, showing at a glance which eLearning courses are not yet + published. + + .. image:: conditional_formatting/single-color.png + :alt: Single-color conditional formatting showing cells containing 'False' colored red + +.. _spreadsheet/conditional-formatting/color-scale: + +Color scale +=========== + +With the range selected and :guilabel:`Color scale` selected as the rule type: + +#. Define what is used as the :guilabel:`Minpoint`, i.e., the lowest value, and the + :guilabel:`MaxPoint`, i.e., the highest value, by selecting the appropriate category from the + dropdown. +#. Optionally, to create a three-color scale, add a :guilabel:`MidPoint`, i.e., the middle value. +#. Define the color range by choosing a color for the lowest value, i.e., the :guilabel:`Minpoint`, + and the highest value, i.e., the :guilabel:`MaxPoint`. For a three-color scale, also choose a + color for the :guilabel:`MidPoint`. +#. Click :guilabel:`Save`. + +.. example:: + In the example, sales performance by salesperson is shown using a two-color scale, with white + representing the lowest value, and increasing amounts intensifying in color towards the selected + green color. + + .. image:: conditional_formatting/color-scale.png + :alt: Color scale conditional formatting showing sales performance by salesperson + + Adding a :guilabel:`Midpoint`, with a corresponding color, allows you to highlight performance in + relation to a defined target or neutral value, e.g., below or above a target %, or to distinguish + between positive or negative values. + +.. _spreadsheet/conditional-formatting/icon-set: + +Icon set +======== + +With the range selected and :guilabel:`Icon set` selected as the rule type: + +#. Click on the set of :guilabel:`Icons` to use. +#. For the first and second icons: + + - enter the value that represents the *lower* threshold for the icon + - indicate whether the cell value must be `>` :guilabel:`(greater than)` or + `≥` :guilabel:`(greater than or equal to)` the threshold value + - define whether the threshold value is a :guilabel:`Number`, :guilabel:`Percentage`, + :guilabel:`Percentile` or :guilabel:`Formula` + + The third icon is added to all cells whose values are below the threshold for the second icon. + + .. tip:: + Click :guilabel:`Reverse icons` to reverse the order of the icons. + +#. Click :guilabel:`Save`. + +.. example:: + In the example, sales performance by salesperson is shown using a three-scale set of colored + dots: + + - A **green** dot represents high performance, and is added to total sales amounts *greater than + or equal to* $50,000. + - An **orange** dot represents average performance, and is added to total sales amounts *greater + than* $25,000 (but less than $50,000 as this is the lower threshold for the green dot). + - A **red** dot represents low performance, and is added to all other amounts (i.e., amounts + below below $25,000 as this is the lower threshold for the orange dot). + + .. image:: conditional_formatting/icon-set.png + :alt: Icon set conditional formatting applied to sales amounts + +.. _spreadsheet/conditional-formatting/data-bar: + +Data bar +======== + +.. note:: + Unlike other conditional formatting rules in Odoo Spreadsheet, this rule allows for the + formatting to be applied either on the cells containing the values the rule is based on, or on a + corresponding range of cells, e.g., on a column containing text. The :guilabel:`Apply to range` + determines *where the formatting is shown*, while the :guilabel:`Range of values` determines + which cells the rule is based on. + +With :guilabel:`Data bar` selected as the rule type: + +#. Click below :guilabel:`Apply to range`, then, in the spreadsheet, select the range of cells + *where the data bars should appear*. Click :guilabel:`Confirm`. +#. Click on the :guilabel:`Color` dot to select the color of the data bars. +#. Click below :guilabel:`Range of values`, then, in the spreadsheet, select the range of cells + *containing the values the rule should be based on*. Click :guilabel:`Confirm`. +#. Click :guilabel:`Save`. + +.. example:: + In the example, the rule is based on the `Total sales` amounts in column B (with the + :guilabel:`Range of values` being `B2:B14`), while the formatting is applied on the + `Salesperson` names in column A (with the :guilabel:`Apply to range` being `A2:A14`). + + .. image:: conditional_formatting/data-bar.png + :alt: Data bar conditional formatting diff --git a/content/applications/productivity/spreadsheet/visualize_data/conditional_formatting/color-scale.png b/content/applications/productivity/spreadsheet/visualize_data/conditional_formatting/color-scale.png new file mode 100644 index 0000000000..6d4fda195a Binary files /dev/null and b/content/applications/productivity/spreadsheet/visualize_data/conditional_formatting/color-scale.png differ diff --git a/content/applications/productivity/spreadsheet/visualize_data/conditional_formatting/data-bar.png b/content/applications/productivity/spreadsheet/visualize_data/conditional_formatting/data-bar.png new file mode 100644 index 0000000000..26678e6e7a Binary files /dev/null and b/content/applications/productivity/spreadsheet/visualize_data/conditional_formatting/data-bar.png differ diff --git a/content/applications/productivity/spreadsheet/visualize_data/conditional_formatting/icon-set.png b/content/applications/productivity/spreadsheet/visualize_data/conditional_formatting/icon-set.png new file mode 100644 index 0000000000..2494696886 Binary files /dev/null and b/content/applications/productivity/spreadsheet/visualize_data/conditional_formatting/icon-set.png differ diff --git a/content/applications/productivity/spreadsheet/visualize_data/conditional_formatting/single-color.png b/content/applications/productivity/spreadsheet/visualize_data/conditional_formatting/single-color.png new file mode 100644 index 0000000000..5f002a8078 Binary files /dev/null and b/content/applications/productivity/spreadsheet/visualize_data/conditional_formatting/single-color.png differ