One of the most common requirement that comes when creating Alteryx Apps involving a dropdown is to have (Select All) as one of the values. This value, if you have not inferred by now, would not be part of a data source but something we add to it. Basically I am trying to simulate what Excel does when ‘Sort & Filter’ is enabled as seen below – 



In this post I am going to demonstrate how to add this value in the drop down and how it then needs to be consumed in filtering the datasource. This post will have the following sections –

1. Get Dummy Data
2. Add (Select All) to Dropdown tool
3. Filter dataset using the ‘(Select All)’

1. Get Dummy Data

The test data which I am going to use for this post is the highest grossing Marvel Movies which I am getting from this link – Marvel Comics Movies at Box Office. I copied the first table and stored it in my local disk. In my Alteryx App, I have dragged this data as a Input Tool. Used DateTime Tool and Filter to create a unique Date Format.

Sample Data is shown below –

2. Create Filter with (Select All) in it

As next step I am going to create one Dropdown filter – ‘Studio’. For this post I am choosing the option – Manually set values (Name:Value – one per line). I have entered the values manually. As you can see I have kept the option ‘(Select All)’ as the first entry. 

If the data is coming via connected tool, ensure that source data for the filter is joined with the ‘(Select All)’ manual text data. Likewise, if it’s coming from external source, add this entry. Essentially because this value doesn’t exist, we would need to add it.

3. Filter dataset using the ‘(Select All)’

We identified our column on which we need to filter. We have created the values for the filter. It is now time to actually ‘filter’. I have now dragged in a Filter transform. Too much repetitive, isn’t it. I will now ‘filter’ (pardon the pun) going forward. Put the following entry for the ‘Customer Filter’ option as shown below –



Here is what we need to do next –
1. Connect the ‘search’ icon of ‘Studio’ dropdown to the lightning bolt of ‘Filter on Studio’ Operator. A ‘Update value’ operator pops up in between.
2. Click on the operator. Under the ‘Value or Attribute to Update:’ section, click on “Expression – value = ….”
3. Click on the checkbox ‘Replace a specific string:’ and just keep the value as ‘<studio>’ (without quotes) as can be seen below- 

That’s it. Essentially the logic here is the inclusion of OR expression of place holder value equal to ‘(Select All)’. When a specific filter is selected, the select all expression goes false and when ‘(Select All)’ option is selected, well this one gets true and essentially the filter will flow through all the data.

Same logic can be used for filtering the data say in a Dynamic Input with data coming from a particular SQL data source. Code for that would look like this – 

select *
from  really_awesome_table
where (
           that_parameter  = ‘<this_value>’
            or
           ‘(Select All)’ = ‘<this_value>’
          )

To test it out I have put in a summarize transform to group by ‘Studio’ and ‘Total Movies’. Let’s run the workflow.  Here is how the wizard looks like –


Here is how the output looks like, executing with (Select All) and individual Filter –

It was one of those challenging tasks that had to be done and I felt it’s good to blog about it as well.

Task –
Extract data from a limited range of a sheet from various excel files. Each of the files have various tabs in it and the names of the tabs are not unique.

For instance, let’s say I have three excel files with the following name format – MonthlyReport_<<Month>>.xlsx where the Month is for Dec, Jan and Feb.
The data within my ‘Dec’ file is as follows –

Nice, well formatted data. Let’s look at Jan’s data –

Oh, oh! somebody left a comment in the Column E. Let’s now look at the Feb’s data –

Aargh..Another person left another comment this time at Column D.
Now my task is to get all the data from Columns A and B only across all the excel files with the differently named tabs.

Solution-
The first step for us is to get all the sheet names from each of the excel files. To achieve this we need to use a macro and the steps are listed below –

1. Open a new workflow. Drag in a Input tool and connect it to one of the excel files and choose the option – <List of Sheet Names> and also set the option for ‘Output File Name as Field’ to ‘Full Path’ as shown below. Setting these two options will result in two fields – FileName, Sheet Names as the output –
2. Add a ‘Formula’ transform. Set the ‘FileName’ with the ‘Query’ that’s needed as shown below. The purpose of the below query is to replace the ‘List of Sheet Names’ with the actual Sheet Name and in addition to that the ‘Range’ of data to be fetched. If we don’t specify this and just stick to ‘Sheet Name’, then the workflow would fail as the data is non-uniform. This is important to take note of. I am pasting the query for easy reference. Keep in mind of the tilde character –
   Replace([Filename], “<List of Sheet Names>”, “Select * from `“+[Sheet Names]+”$A1:B100000`“)
   
3. Drag an ‘Macro Output’ and connect it to the ‘Filter’ transform.
4. Drag a ‘Control Parameter’ on to the workflow. Connect the ‘search’ icon of Control Parameter to ‘lightning’ icon of the ‘Input Tool’. Doing so you would get an ‘Update Value’ transform in between both. Just leave it as is. By default it would select the ‘File – value’ as shown below. The purpose of dragging in the Control Input is to create a placeholder through which multiple excel files can be passed. If you are coming from SSIS background, you can say this is the equivalent of ‘ForEach’ file transform where the full file path is passed as a parameter.
   
5. Save the workflow as ‘List of sheets Macro.yxmc’ and the full workflow would look like as shown below. (Note- I have added ‘Annotation’ for Control Parameter, Input Tool and Formula Tool) –

Now we have a macro which can give the full path of the excel file along with the query that we need to get the data from. We now need another macro where we can put the query in and get the data. Remember anytime we need looping, macro is the way to go. The first step we did was just getting the sheet names from each excel file and modifying the file path with the query.

The second macro to do is fairly simple –

1. Open a new workflow. Drag in a ‘Input Tool’ and connect it to one of the source excel files. In my case I connected it to the ‘Feb’ file. When you connect to the file, here is how ‘Choose Table or Specify Query’ window looks like –
   
2. Do not choose any sheet name rather click on ‘SQL Editor’ and paste the following query and click ‘OK’ – SELECT * FROM February$A1:B100000​
   as shown below-
3. Drag in ‘Filter’ Transform and connect to the ‘Input Tool’. In the properties, select the column ‘Id’ and set the drop down to ‘Is Not Null’. Basically if you look at the query in the above step I have given arbitrary number B100000. The data may or many not be there. So we need to filter out empty data.
4. Drag in an ‘Macro Output’ and connect it to the ‘Filter Transform’ above.
5. Drag in a ‘Control Parameter’ and connect the ‘search’ icon of transform to the ‘lightning’ icon of the ‘Input Data’ transform. An ‘Update Value’ transform would appear in between and you don’t need to do anything. By default it will transform the ‘File – value’ as shown below –
6. Save the workflow with name say – Obtain limited range from excel.yxmc. Here is how it would look like –

Okay, so we now have two macros, one for getting sheet names and modifying the full file path with the requisite query, the other for getting the data from the excel file. We now need another workflow to call these two macros and do our job.

1. Open a new workflow. Drag in the directory tool and point the location to the path where the source files reside. Set the file specification as ‘.xlsx’ just so that we only get the excel files
2. Drag in an ‘Formula’ transform and connect it to the directory tool. Add new column and give it a name say ‘FullPath_SheetNames’ and give it the following value – [FullPath]+”|<List of Sheet Names>”.
3. Right-click on the blank space in the workflow, go to ‘Insert’->’Macro’ -> ‘List of Sheets’ as shown below-
4. Connect the macro to the ‘Formula’ transform. In the ‘Properties’ box of the macro, set the ‘Choose list of sheets input field’ as ‘FullPath_SheetNames’. (Note- in case you have not done any annotations in the macro, then it would appear as Control Parameter Input’
5. Drag in a ‘Filter’ transform and connect it to the above macro. Set the filter as – [Sheet Names] != “Summary”. This step I am doing because each of our files have two sheets and the sheet that we are interested in is not the ‘Summary’ one. I could have just put in one sheet in all files but I wanted to show you how you can if need be utilize all the sheets separately for different purposes.
6. Right-click on the blank space in the workflow, go to ‘Insert’->’Macro’ -> ‘Obtain Limited range from Excel’ macro and connect it to the ‘Filter’ transform.
7. In the properties of the second macro, set the value to ‘FileName’.
8. Drag in a ‘Browse’ transform to look at the output. (here is where you would typically plug-in your Output Data tool in the real world scenario)

Post-running the workflow here is the output from Browse –

That’s it. For my task I had to go through about 12 different excel files with various tab names and the out-of-the-box tools that Alteryx provides is so very powerful to get the job done.

Just falling in love with it.