This step-by-step guide explains how to access, run, sort, and export lookups for financial and payroll codes and data available from UCSF's Tableau platform.
How to Access the Financial/Payroll Codes and Data Lookups
From the Controller's Office website home page:
- Click the Financial/Payroll Codes and Data Lookup link beneath the Financial Statements & Reports heading.
- Select the lookup you want to run from the list of available options; you will be redirected to UCSF Tableau.
- Complete the MyAccess login if required - the selected inquiry will open in Tableau.
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How to Search and Sort in Tableau
Tableau provides several basic features you will find within each of the available lookups:
- Search by entering a term in the search field and pressing enter, or clicking Search .
- Click the Reset button at any time to return to the default layout of the lookup .
- Some inquiries also provide drop-down filters . In this example, you may choose between active or inactive accounts only or both. Simply make a selection from the drop-down and the inquiry will be automatically filtered.
- Hover over column headings to determine if they are sortable. Headings that can be sorted will display a small "a-z" icon . Click the icon once to sort in ascending order, or click again to sort in descending order (the icon will change to z-a with a downward arrow).
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Exporting Crosstab Data from Tableau (Excel Files)
Each lookup can contain multiple sheets/tables. To export Excel data from Tableau, you will need to select the specific sheet you want to export.
- Click on the export icon in the upper right-hand corner of the Tableau banner .
- Click the Crosstab selection from the menu .
- From the Download Crosstab window, click the desired sheet (you may need to scroll to the right to see all available sheets as in this example)
- Some sheets will not export useful information. For instance, in this example, the hyperlink sheet would only export the word "here" as an Excel file.
- To export current search results only, you should choose the Search sheet.
- You can always experiment by downloading the crosstab version of any sheet if you are unsure what will be exported.
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- Click Download .
The selected sheet will then be downloaded to your computer as in .xlsx format.
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Exporting PDF Data from Tableau
You can also export PDF data from any lookup in Tableau. The process is similar to exporting Excel data.
- Click on the export icon in the upper right-hand corner of the Tableau banner .
- Click the PDF selection from the menu .
- To download useful information as a PDF, you should change the Include drop-down menu to "Specific sheets from this dashboard" .
- Select the sheet(s) you want to include in your PDF . You can also select all sheets at once .
- Change the Page Size and Orientation if necessary .
- Click Download .
The PDF file will be automatically downloaded to your computer once it is generated.
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