Data Extraction Wizard

The Data Extraction Wizard extracts raw data from a data model so you can build customizable reports. You can use formulas, add extra columns, and adjust formatting for headers, totals, and rows. Your changes are preserved after each data refresh, so you don't have to reformat every time you update your data.

You can also use the Drill Down Wizard to get more specific information about the formulas in the extraction. For more information, see Drill down on a data extraction.

When to create a data extraction

• Simplifying field selection: Search for and organize fields to quickly build your report layout.
• Accelerating performance: Include measures to reduce backend queries and speed up loading times.
• Customizing results: Format the table, reuse formula definitions, and streamline report creation using built-in options.

Perform a data extraction

1. Select an empty cell.
2. On the Analysis tab, select Data Extraction Wizard.
3. From the Environment and Data Model dropdown menus, select the environment and data model for the extraction.
4. Enter a name in the Extraction Name box.
5. On the Fields tab, search for or select the fields you want to include. Click and drag or double-click a field to add it.
6. On the Filters tab, select Add Filter or Add Group to narrow your results.
7. Use And or Or to define the logical relationship between filters or groups.
8. Click Create. A table is generated based on your selections. You can then format the table and add formula columns as needed.

note

Each column header in a data extraction must have a unique name. Duplicate names are not allowed.

For a detailed example, see Data Extraction Example.

Settings

The Data Extraction Wizard includes fields, options, filters, and additional properties. Use the sections below to understand each setting.

Fields

Setting	Description
Environment	Select the environment for the data extraction. If you select Current Environment, data is pulled from the environment shown in the title bar.
Data Model	Select the data model from which to extract data.
Extraction Name	Enter a unique name for the extraction. The name must be unique across the workbook and can only contain alphanumeric characters and underscores.
Fields	Configure the structure of your extraction table. The following options are available: Group By – Adds dimensions, descriptions, or measures to group the data. Order By – sorts data in ascending, descending, or no specific order. Aggregation – Applies an operation (Min, Max, Count, Count Distinct, or None). All future calculations in the workbook reflect this aggregation instead of the raw data. Reset Group By – Clears all Group By, Order By, and Aggregation settings. Delete – Removes a dimension, measure, or description from the extraction.

Filters

Setting	Description
And, Or	Select And or Or to define the logical relationship between filters or groups.
Add Filter, Add Group	Select Add Filter to add a single filter or Add Group to add a set of filters grouped together. For each filter, specify the Field, Operator, and Value. Enter values manually or reference a cell. Use the prompt icon to select a field or value. To reference a cell, select the underscore in the Value field, then select the cell. To enter a literal text value, select the A icon next to the value field. When active, the icon turns blue to confirm the input is treated as text. Use wildcards to filter for specific patterns.
Clear all filters	Remove all filters and groups from the extraction.

Use wildcards for filtering

Wildcards apply to text values only and do not work with numbers. They are useful when you want to find values that match a pattern, such as values that start with, end with, or contain specific characters.

• ? matches exactly one character
• * matches any number of characters

Wildcard exemple	Description
NA	Must match NA exactly.
NA*	Must start with NA.
NA???	Must start with NA and be exactly five characters long.
NA???-???-A	Must start with NA, followed by three characters, a -, three more characters, another -, and end with A. The total length is 11 characters.

Options

Option	Description
Refresh on Open	Refreshes the data extraction automatically when the workbook is opened.
Automatic Refresh	Refreshes the data extraction automatically when a related filter changes.
Show Headers	Shows column headers in the data extraction.
Show Total Rows	Shows the total row at the bottom of the data extraction.
Top X	Limits the number of rows shown in the data extraction.
Worksheet	The sheet where the data extraction is placed. Existing Worksheet – Inserts the extraction into an existing worksheet at a specific location. Location – Displays the sheet name and cell. New Worksheet – Creates a new worksheet and places the extraction in the top-left cell.
Location	The cell in the worksheet where the data extraction is inserted.

Additional Properties

Property	Description
Format Data Extraction Table	Preserves formatting applied to individual rows. The formatting for each column is based on the style of the first row. Turn this on when you want consistent formatting to survive data refreshes.
Customize Headers	Replaces the default column headers, which are normally generated from field descriptions in the data model. Custom headers are preserved after refreshes and are not overwritten by the original field names.
Add Adjacent Columns	Adds formula columns next to the data extraction. Formulas created with the Formula Wizard or standard Excel syntax are included in the extraction definition when the cell starts with =. To change column order, including adjacent columns, reopen the Data Extraction Wizard and drag fields to the position you want using the reorder icon.

Add clickable hyperlinks

If a field is configured with a hyperlink format in the data model, its values appear as clickable links in the data extraction results. This lets you open related documents or external resources directly from the generated sheet.

Hyperlinks work only when a field value starts with http:// or https://. Selecting a link opens the address in your default browser. Other formats such as Markdown, HTML tags, or custom link syntax are not supported.

Copy a data extraction

1. Select the cell that contains the data extraction you want to copy.
2. Right-click the cell, point to Data Extraction, and select Copy Data Extraction.
3. Select the empty cell where you want to paste the extraction.
4. Right-click the empty cell, point to Data Extraction, and select Paste Data Extraction.
5. Click Save.

Refresh a data extraction

Refreshing a data extraction pulls the latest data from your data source, so your analysis always reflects current information.

1. On the Toolbar, select Refresh.
2. Make sure the Data Extractions toggle is on.
3. Select Entire Workbook to refresh all data extractions, or Current Worksheet to refresh only the extractions on the current worksheet.

Drill down on a data extraction

Drill down on a data extraction to see the detailed information behind a measure value.

1. Select a cell that contains a measure.
2. On the Analysis tab, select Drill Down Wizard.
3. Set the profile and the fields you want to use.
4. Click Update to save changes to the profile only, or click Update and Drill Down to update the profile and display the drill down table on the right.
5. Click Save.

For more information about setting up a drill down profile, see Create a drill down.