Summarizing data

You can summarize data by grouping the records in a table based on unique values, or unique combinations of values, in one or more character or datetime fields.

For each group, you can optionally include the following calculations for associated numeric fields: subtotal, average value, minimum value, maximum value.

To summarize data:

  1. Select Analyze > Summarize.
  2. On the Main tab, do one of the following:
    • Select the field(s) to summarize from the Summarize On list.

    • Click Summarize On to select the field(s), or to create an expression.

    If you select more than one field you create nested summarized groups in the output results. The order in which you select the fields dictates the nesting hierarchy. The records are summarized by the first field you select, and within each of these primary groupings the records are then summarized by the second field you select, and so on. Reversing the order in which you select two fields gives quite different results.

    The order in which you select the fields is also the order in which the columns appear in the results. If you are appending results to an existing ACL table, the column selection and order must be identical to the column selection and order in the existing table.

  3. Optional. Select one or more Subtotal Fields, or click Subtotal Fields, to select the subtotal field(s), or to create an expression.

    The order in which you select the subtotal fields is the order in which the columns appear in the results. If you are appending results to an existing ACL table, the column selection and order must be identical to the column selection and order in the existing table.

  4. Optional. Do one of the following:
    • Select the other field(s) to include in the output results from the Other Fields list.

    • Click Other Fields to select the field(s), or to create an expression.

    Note

    Select only fields in which the same value applies to all items in a summarized group. For more information, see The Other Fields option.

  5. If the field(s) you are summarizing are already sorted, you can optionally deselect Presort.

    You can summarize unsorted fields, but the results may contain more than one summarized group for the same value, which may defeat the purpose of summarizing. Depending on the nature of your analysis, summarizing unsorted fields may be appropriate.

  6. If there are records in the current view that you want to exclude from processing, enter a condition in the If text box, or click If to create an IF statement using the Expression Builder.

    The IF statement considers all records in the view and filters out those that do not meet the specified condition.

  7. Optional. Select Include Statistics for Subtotal Fields if you want to calculate average, minimum, and maximum values for each subtotaled numeric field.

    You must select at least one subtotal field in order to include statistics.

  8. Click the Output tab.
  9. Select the appropriate output option in the To panel:
    • Screen – Select this option to display the results in the ACL display area. If the output table contains a large number of records, it is faster and more useful to save the results to a file than to display the results on the screen.

    • Print – Select this option to send the results to the default printer.

    • Graph – Select this option to create a graph of the results and display it in the ACL display area.

    • File – Select this option to save or append the results to an ACL table. The table is added to the open project if it is not already in the project.

    Note

    Output options that do not apply to a particular analytical operation are disabled.

  10. If you selected File as the output type, specify the following information in the As panel:
    • File TypeACL Table is the only option. Saves the results to a new ACL table, or appends the results to an existing ACL table.

    • Name – Enter a table name in the Name text box. Or click Name and enter the table name, or select an existing table in the Save or Save File As dialog box to overwrite or append to the table. If ACL prefills a table name, you can accept the prefilled name, or change it.

      You can also specify an absolute or relative file path, or navigate to a different folder, to save or append the table in a location other than the project location. For example: C:\Results\Output.fil or Results\Output.fil.

    • Local – Only enabled when connected to a server table. Select Local to save the output table to the same location as the project, or to specify a path or navigate to a different local folder. Leave Local deselected to save the output table to the Prefix folder on the ACL Server.

      Note

      For output results produced from analysis or processing of ACL Analytics Exchange server tables, select Local. You cannot use the Local setting to import results tables to ACL Analytics Exchange Server.

  11. Depending on the output type, you can optionally specify a Header and/or a Footer in the text box(es).

    Headers and footers are centered by default. Type a left angle bracket (<) before the header or footer text to left align the text. Click Header or Footer to enter a header or footer of more than one line. Alternatively, you can enter a semi-colon (;) as a line-break character in the header or footer text box. Left aligning multiple lines requires a left angle bracket at the beginning of each line.

  12. Click the More tab.
  13. Select the appropriate option in the Scope panel.
    • All – This option is selected by default. Leave it selected to specify that all records in the view will be processed.

    • First – Select this option and enter a number in the text box to start processing at the first record in the view and include only the specified number of records.

    • Next – Select this option and enter a number in the text box to start processing at the currently selected record in the view and include only the specified number of records. The actual record number in the leftmost column must be selected, not data in the row.

    • While – Select this option to use a WHILE statement to limit the processing of records in the view based on a particular criterion or set of criteria. You can enter a condition in the While text box, or click While to create a WHILE statement using the Expression Builder.

      A WHILE statement allows records in the view to be processed only while the specified condition evaluates to true. As soon as the condition evaluates to false, the processing terminates, and no further records are considered. You can use the While option in conjunction with the All, First, or Next options.

    Note

    The number of records specified in the First or Next options references either the physical or the indexed order of records in a table, and disregards any filtering or quick sorting applied to the view. However, results of analytical operations respect any filtering.

    If a view is quick sorted, Next behaves like First.

  14. If you selected File (ACL Table) as the output type, select or deselect Use Output Table depending on whether or not you want the ACL table containing the output results to open automatically upon completion of the operation.
  15. If you selected File as the output type, and want to append the output results to the end of an existing ACL table, do one of the following:
    • Select Append To Existing File if you are certain the output results and the existing table are identical in structure.

    • Leave Append To Existing File deselected if you want ACL to compare the record lengths of the output results and the existing table. If the record lengths are not identical, the data structure is not identical, and the append will not work correctly.

    Note

    Leaving Append To Existing File deselected is recommended if you are uncertain whether the output results and the existing table have an identical data structure. For more information about appending and data structure, see Appending results to ACL tables and text files.

  16. Click OK.
  17. If the overwrite prompt appears, select the appropriate option.

    If you are expecting the Append option to appear and it does not, click No to cancel the operation and see Appending results to ACL tables and text files.

Related concepts
Saving results and specifying results output folders
About summarizing


(C) 2015 ACL Services Ltd. All Rights Reserved.