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Operational rows bring non-financial figures into your reports. Use them for metrics such as headcount, units sold, hours worked or warehouse stock, and show them next to your financial rows. You enter the values yourself, in actuals and budget columns alike. Operational values don’t create budget items or transactions. An operational row keeps its own unit and decimals. The report’s currency, scaling, rounding and zero hiding don’t apply to it.

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Create an operational row

1

Open the Operations tab

Open a template in the Builder (see Edit a report template) and click the Operations tab in the left panel
2

Add a row

Click Add new. The New operational row window opens
3

Describe the metric

On the General tab, enter a Name and optionally a Unit (for example pcs, h or FTE), an Icon, an icon colour and a Description
4

Choose the data type

On the Data tab, pick the Data type and set Decimals (0 to 2). For a Category row, add the answers under Categories with Add category
5

Set how periods add up

On the Aggregation tab, choose the settings described below
6

Save

Click Save. The row appears on the Operations tab
Operational rows are shared across your organization. You can add the same row to several templates.

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Data types

  • Whole number and Decimal: quantities such as headcount or hours
  • Percentage: a value entered as a percent. Type 15 for 15%
  • Category: one of the answers you list under Categories
  • Yes / no: a yes or no answer

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Aggregation settings

  • Granularity: how often you enter a value: Daily, Weekly or Monthly
  • Cumulative: switch on for a running level, such as stock or headcount. Each period carries the previous value forward and shows the period’s closing value, so you don’t choose an aggregation
  • Allow negative values: off by default, so a minus sign is refused
  • Period aggregation: how values combine when the report shows longer periods than the row’s granularity: Sum, Average, Minimum, Maximum, Median, Most common, Count, Latest or Earliest. Category rows allow Most common, Latest and Earliest. Yes / no rows also allow Minimum and Maximum
  • Show: Value shows the values you entered. Change and Change % show how much each period changed from the previous one

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Add the row to a template

Drag the row from the Operations tab onto the template, like any other element. To split it, for example headcount by department, drop a dimension onto the operational row. Save the template. In the report, the row header shows the name and unit, for example “Headcount, FTE”.

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Enter values in the report

Click a cell of the operational row and type a value, or paste values from a spreadsheet. Press Delete to clear a cell.
  • Category and Yes / no cells: type the answer, or press Enter or F2, or double-click, to pick it from a list. A Yes / no cell also accepts 1 and 0
  • Cumulative rows: a cleared cell carries the previous period’s value forward again. A typed 0 is saved and stops the carry
  • You can type into a column that matches the row’s granularity. In longer periods, such as a quarter for a monthly row, you can type only when the row is cumulative or uses Sum or Average. Category and Yes / no rows accept values only at their own granularity
  • Cells of a row set to Change or Change % can’t be edited. To edit values, open the row and set Show to Value
When pasted values have more decimals than the row keeps, or are negative when the row doesn’t allow it, Caleido skips those cells and tells you how many it skipped.

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Values by dimension

A split row shows one row per dimension item and an Unassigned row. Type values directly into the dimension item rows. The Unassigned row shows the part of the total that isn’t assigned to any item, and you can’t type into it. When the items add up to more than the row itself, Caleido saves the values and shows the difference on the Unassigned row as a negative number. To move a value to a dimension item, drag the operational row, one of its item rows or its Unassigned row onto the dimension item. Caleido asks you to confirm, like when you label transaction lines. Drop an item row onto Unassigned to clear that split. When a collapsed row has no values yet, click Show next to the number of empty rows to reach its dimension items.

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Edit, duplicate or delete a row

On the Operations tab, hover over a row and use Edit…, Duplicate or Delete. In the template, right-click the row and select Edit operational row…, or click its pen icon. Changes to an operational row apply everywhere it is used. Deleting a row also deletes its values, and they can’t be recovered. You can’t delete a row while a report or chart still uses it. Caleido lists where it is used, so you can remove it there first.