To define a total or protected group

  1. Select the items in the dimension that you want to become members of the group.

    Tip: If you want to create a group that is made up of all the items in a dimension, make that dimension active and leave all the items unselected.
    To create a group of a few items in a dimension (A total will be created that is a total of the number for codes 2, 3, and 4):
    To create a group of all items in a dimension (dimension REGION is active and nothing is selected):

  2. From the Item menu, choose Define Group.

    The Define Group dialog box appears (notice how the codes for the items you selected appear in a list):

  3. In Group Code, enter a unique name or item code to represent the group.
  4. In the Group Type area:
    • Select Total to derive the group's value by summing the values of the group members.
    • Select Protected to define a group hierarchy while leaving the data as is. The data will not be affected by the Calculate command.
  5. Click OK.

If you are defining a total group, you will be prompted to proceed with the calculation of the groups:

  • Click Yes to calculate all groups now.
  • Click No to put off calculating groups until later (recommended if your table is not yet built or if you are creating more groups). 

    The new group code appears in the current view. The status bar shows Total Group or Protected Group to indicate the group type.
    If the Group Code entered in step 3 didn't already exist in your dimension, the new group code will appear at the bottom of the dimension.

Notes: 

To place and define a total or protected group:

When defining groups, the new groups appear at the bottom of the dimension by default. If you want them to be placed elsewhere in your dimension, you can insert the item first and then define the group using the same item code. When you insert an item you are able to control where the new item is created.


To insert the item and define it as a group:

  1. Select the dimension to which you want to add an item.
    e.g. in this image, REGION is selected:
  2. Select an existing item that you want to place the new item next to.
    e.g. in this image, item with code 1 in the REGION dimension is selected:
  3. In the Item menu, choose Insert. The Insert Item dialog box appears:
  4. In Item Code, enter a code for the new item. Highlight this code, right click and select Copy
  5. In Where to Insert, select the option that indicates where the new item should be placed relative to the item you selected in step 2.
  6. Click OK.

    The new item appears in the current view (note how it is not bold and underlined indicating that it is not a group):

  7. Select the items in the dimension that you want to become members of the group.

    Tip: If you want to create a group that is made up of all the items in a dimension, make that dimension active and leave all the items unselected.
    To create a group of a few items in a dimension (A total will be created that is a total of the number for codes 2, 3, and 4):

    To create a group of all items in a dimension (dimension REGION is active and nothing is selected):

  8. From the Item menu, choose Define Group.

    The Define Group dialog box appears (notice how the codes for the items you selected appear in a list to confirm your selection):


  9. In Group Code, right click and select Paste to paste the code that you entered and copied in step 4 above:

  10. In the Group Type area:

    • Select Total to derive the group's value by summing the values of the group members.
    • Select Protected to define a group hierarchy while leaving the data as is. The data will not be affected by the Calculate command

  11. Click OK.

  12. You will be prompted to confirm that the code you previously inserted should be converted to a group:

  13. Click Yes.

  14. If you are defining a total group, you will be prompted to proceed with the calculation of the groups:

    • Click Yes to calculate all groups now.
    • Click No to put off calculating groups until later (recommended if your table is not yet built or if you are creating more groups). 

      The group code now appears bold and underlined in the current view. If you click on the cell next to it to make it active, the status bar shows Total Group or Protected Group to indicate the group type.

  15. Notes: 

To calculate group totals

Group totals can be calculated in a table that is already built with numbers in the cells or they can be calculated as part of building your table.

To calculate group totals in a table that is already built with numbers in the cells:

  • From the View menu, choose Calculate. The Builder calculates and displays all the group totals.

To calculate group totals as part of building your table:

  1. In the Data menu, choose Builder Options. The Builder Options dialog box appears.
  2. If you want the Builder to calculate groups as part of the build (so you do not have to run the Calculate command separately), select Calculate groups after update.
  3. Click OK.