Joe Webb Blog

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More conditional formatting in SSRS

In a prior post, I demonstrated how to use conditional formatting techniques to change the background color of every other row in tabular report. In that example, I used the Immediate If (IIF) function to change the BackgroundColor property of the odd rows to silver.

The IIF function only allows for two states. In my example, the odd rows were silver and the even rows had a white background color.

In the comments section of that post, one reader, Wally, asked to have more than two states, silver, white, and red. Another reader, Darin, replied that you can nest your IIF statements. You can read the comments here. Thanks, Wally and Darin! I love with people comment to posts, especially when it's in the spirit of helping each other.

Nesting IIF functions is commonly done. I've done it many times. However getting more than three states can get rather messy. You have multiple IIF functions nested, each with its own set of commas and parenthesis. It's very easy to mistype something and have the whole thing not work.

Fortunately, SSRS supports other VB functions that we can use to create more complex conditional formatting settings.

Let's consider a rather simple Sales Report as an example. In the following report, we have a report with three columns of information - the Sales Order Id, the Order Date, and the Sub Total for the Sales Order.

SSRS_TriState1-2008-08-20

Now let's say that our requirements for the report dictate that the Sub Total amount must be shown in a different color depending on it's value. If the Sub Total is < $1,000, the figure should be shown it red. If it's between $1,000 and $10,000, the figure should be displayed in blue. Between $10,000 and $30,000, in green. And finally, all Sub Totals over $30,000 should be in black. Yes, I know that these requirements may not make much business sense, but such is the case with some requirements.

Anyway, to implement this more complex formatting requirements, we can turn to another VB function, the Switch function. The Switch function takes a series of argument pairs. It returns the first value immediately after the first condition statement that evaluates to true. It may sound confusing, but it's really rather straightforward.

To implement our requirements, select the Sub Total textbox. In the Properties window, find the Color property and select <Expression…> from the dropdown list.

In the Edit Expression window, enter the following function.

 

 SSRS_TriState2-2008-08-20

The Switch function will return Red, Blue, Green, or Black depending on the value of Fields!SubTotal.Value. The first expression to evaluate to true will be returned.

Press Ok to save the expression and Preview the report.

SSRS_TriState3-2008-08-20

The Sub Total column changes the Color property according to our requirements.

I hope you find this useful. Let me know in the comments section if you've found some other particularly useful VB functions to conditionally format a report.

Cheers!

Joe

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Legacy Comments


PP
2008-08-21
re: More conditional formatting in SSRS
Also look at "MOD", based on the resullt you can take approprate action


Tim Leung
2008-08-26
re: More conditional formatting in SSRS
Another option is to write a function to do this and an example below involves a case statement.

In the color property of the textbox, you can reference the function like so:

=Code.GetColour(Fields!SubTotal.Value)

If you had multiple textboxes on a report that required the same colour formatting, this technique would be a bit more reusable.


Public Function GetColour(ByVal InputValue As Double) As String

Select Case InputValue
Case Is &lt; 1000
GetColour = &quot;Red&quot;
Case Is &lt; 10000
GetColour = &quot;Blue&quot;
Case Is &lt; 30000
GetColour = &quot;Green&quot;
Case Else
GetColour = &quot;Black&quot;
End Select

End Function

kevin
2008-08-27
re: More conditional formatting in SSRS
Does it work to use the SWITCH statement in the sort of a table or list then create a parameter with a list of options for the user to select? The situation I have is a request for sort orders on a directory style report so interactive sorting doesn't seem the best option. I'm already presenting the user with a drop down list of sort options, but I'm using an IIF statement.

Joe Webb
2008-08-27
re: More conditional formatting in SSRS
I'm not 100% sure that I'm following what you're trying to accomplish. But, if you've got it working with a series of nested IIFs, then you should be able to replace those with the Switch function without much effort.

Kraaitje
2008-09-30
re: More conditional formatting in SSRS
Nice one! Thanks

Pitso
2009-08-19
re: More conditional formatting in SSRS
IF each Sale Order ID have got its own tagert, How to I go about getting the conditional formating that does not look on the overall Sale Order ID but on the individual target.

I will highly appreciate your an help

Gayathri
2009-11-02
re: More conditional formatting in SSRS
I need to display text in anti clock wise format in ssrs 2005. Please anyone help..







Thanks in Advance,
Gayathri :)

Anita
2010-02-09
re: More conditional formatting in SSRS
I need to change color of a row based on the maximum value. For example-

Row1 100
Row2 200
Row3 500
Row4 50
Row5 300

In the example above, Row4 would be colored differently (for instance red) because it has the lowest value, and Row3 would be colored differently (for instance green) because it has the highest value.

If I use the Min () and Max() functions of SSRS in the expression to color the background, I get the following error-
Aggregate functions can be used only on report items contained in page headers and footers

Any help here please?
Thanks in advance

beste
2010-06-16
re: More conditional formatting in SSRS
this is a nice little tutorial that helped me a lot, thank you!

Joe Webb
2010-06-16
re: More conditional formatting in SSRS
Thanks beste! I'm glad that you've found it useful.

By the way, I've moved my blog to a new location. I'm now blogging at http://www.webbtechsolutions.com/blog.

Joe

mani
2010-07-21
re: Can we format the parameters textbox size,color, etc..
When we are adding parameters to our reports. by default all the parameters are arranged according the order that too only two parameters textbox on 1 row. Can't we change the format of diaplaying parameters.

Thank in advance

Anvesh
2010-11-08
re: More conditional formatting in SSRS
Hi,

I need to change the color of individual cell based on the rows

Ex: I will be geting order date, order number, order city, order cost for the reports. I will be ordering the report by order date
in that report if a city appears three ime sequentially then I need to highlight those three cell with different color

please give some suggestions

Scott
2010-11-15
re: More conditional formatting in SSRS
I need something like this to flag all my exceptions... syntax not correct, but you can see the logic...

It would check the status type, then use criteria accordingly to turn it red.
=IIF(Fields!Status.Value ='FT' AND < 40, "Red", "Black")
=IIF(Fields!Status.Value ='PF' AND < 32 OR > 39, "Red", "Black")
=IIF(Fields!Status.Value ='PT' AND > 32, "Red", "Black")

It would act on a field called Fields!AVERAGE.Value

The data looks like this

Status | Average
FT | 39.5
PF | 31
PT | 29




Kay
2011-01-20
re: More conditional formatting in SSRS
put Switch(IIF(Fields!Status.Value ='FT' AND Fields!AVERAGE.Value<40, "red","black")

or Switch(Fields!Status.Value ='FT' AND Fields!AVERAGE.Value<40, "red",Fields!Status.Value ='FT' AND Fields!AVERAGE.Value>40,"black")

Do same for the rest.

Mike
2011-02-08
re: More conditional formatting in SSRS
Is there a way to apply and/or to the conditionals? For example I have a condition that if it is nothing or 2 that a certain state exists. I'd rather not do to separate statements.

Narasimha
2011-05-23
re: More conditional formatting in SSRS
NICE

Ken
2011-06-28
re: More conditional formatting in SSRS
Is there any way to add the images as resource in the report so you don't have to rely on a URL.. I see an Image folder in my 'Report Data' but I don't know how to access it as a variable in a function..

Gayathri Suganth
2011-07-26
re: More conditional formatting in SSRS
Hi,

I already formatted my field value with the format expression "###0.00;(###0.00);-".
But my requirement is after getting the formatted result if any value >0 and < 1 gets displayed it should be displayed as "-" dash.

Kindly help me out solving this.


Thank you!

Regards,
Gayusuganth

Foolzrushin
2011-10-11
re: More conditional formatting in SSRS
How can I get this color expression to show as BOLD?

Thank you for your help...

Mike
2011-11-12
re: More conditional formatting in SSRS
If I use the Min () and Max() functions of SSRS in the expression to color the background, I get the following error-
Aggregate functions can be used only on report items contained in page headers and footers

Can anyone help? Thanks

Bin
2011-12-15
re: More conditional formatting in SSRS
Hello,
i am new to reporting. can somebody please help me with this,
i need to set the visibility of header to display only on Page 1. i have checked the Header properties to be visible only for first page but it gets displayed in first 2 pages.
Does writing a conditional statement would solve this?
If so, please guide me how to write
i have a PageNumber textbox in the Footer of my Report

Thanks for your help!

raja
2012-01-10
re: More conditional formatting in SSRS
=Switch
(
(IsNothing(Fields!TAX_AUDIT_ID.Value),"NONTAXABLE OR TAX EXEMPT"),

((Left(CStr(Fields!TAX_CDE_1.Value),3)<>"030" OR Left(CStr(Fields!TAX_CDE_1.Value),3)<>"330")
and
(Left(CStr(Fields!TAX_CDE_2.Value),3)="030" or Left(CStr(Fields!TAX_CDE_2.Value),3)="330"),"TAX MATERIAL ONLY"),





((Left(CStr(Fields!TAX_CDE_1.Value),3)="030" or Left(CStr(Fields!TAX_CDE_1.Value),3)="330")
and
(Left(CStr(Fields!TAX_CDE_2.Value),3)<>"030" or Left(CStr(Fields!TAX_CDE_2.Value),3)<>"330"),"TAX LABOR ONLY"),

True, "NO"
)

TAX_CDE_1 and
TAX_CDE_2 are not equal to "030" or "330", but then also it is returning " TAX MATERIAL ONLY " in the report. please comment.

Maz
2012-03-29
re: More conditional formatting in SSRS
Ehats wrong with this. I cant get it right. I tried the switch as u said exactly same. BUt in both cases it returns the value in the first condition. Doesnt go further down.

=iif(
Parameters!StartMonth.Value <= 1 AND Parameters!EndMonth.Value >= 1,
ReportItems!txtTotal2.Value,
iif(
Parameters!StartMonth.Value <= 2 AND Parameters!EndMonth.Value >= 2,
ReportItems!txtTotal3.Value,
iif(
Parameters!StartMonth.Value <= 3 AND Parameters!EndMonth.Value >= 3,
ReportItems!txtTotal4.Value,
Nothing
)
)
)

mayur nirmal
2012-06-22
re: More conditional formatting in SSRS
Hi,
I am having an issue formatting the Textbox forecolor of text to Red if some condition have met but not able to format it

There is no Color property coming to my Report designer. I am using Visual Studio 2008 and created .rdlc file
Color property is not coming.

Plse help

Thanks
mayur

Panos
2012-07-03
re: More conditional formatting in SSRS
Hi guys,
lots of knowledge around here! Could you please give me a hand with something as well? I have a column where i have positive and negative variances. On the bottom of the column i have an overyield and an underyield total. I cant for the life of me add just the - or the + variances.
The function used to aggregate the variances is =Sum(Fields!VAR.Value) as the business only needs one partcode and one variance.
Any help would be greatly appreciated.

Many thanks

Panos

Panos
2012-07-03
re: More conditional formatting in SSRS
@mayur
You will need to go to the column that you are after and then go to the properties of it (make sure you are selecting the expressions bit of the column not the header). From the properties select Colour and then expression and paste this in:

=IIF(Fields!MY.Value)<0, "RED","BLACK"

Hope that helps