Other options for the Prep Tool

You can change one data value or data record at a time, or you can select multiple records. To select multiple records, check the boxes in the leftmost column. To select all the records, check the box at the top of the worksheet.

Show Data

Shows the entire data string in the selected cell. This is useful when the string is longer than the column width displays. Check Wrap Text to wrap the text within the view box. The text in the table will not wrap in the display columns.

Copy Records

Copies an entire record and adds to the top or the bottom of the worksheet, depending on the sort preference. If you want to change one or more fields of the record, select Edit to make your changes, then submit.

Note

Because the system fields are unique identifiers, they will not be copied, but will contain unique identifiers.

Edit Records

Changes any field of the record.

Note

System fields, custom fields, and custom SQL fields cannot be changed.

Edit as Text

Change any field of the record. Edit as Text allows you to easily modify the field in a text format.

Records to Text

Copy selected data as text to paste elsewhere.

Delete Records

Deletes the records that you select.

With this Value

Filters the data to include only the values that you select. Right-click the value that you want to filter on then select With this Value. You can select several records and filter on the values in the same column.

Without this Value

Filters the data to exclude the values that you select. Right-click the value that you want to filter on then select Without this Value. You can select several records and filter on the values in the same column.

Note This

Add a note to a particular data value.

These options are available when you open the dropdown menu by selecting the column name. When you modify column options, only the view of the data changes, not the data itself. Select Reset Config to revert to the original data.

Sort Asc

Sorts the data by the ascending order of this column.

Sort Desc

Sorts the data by the descending order of this column.

Limit List

Subsets the list to the values that you select.

Edit List

Recodes the existing list values with new list values in the selected column. For columns with many list items, start typing the name to narrow the results.

Find & Replace

Replaces an existing value with a new value in all records in the selected column. For example, you can replace all the 'Group A' values with 'A'.

Prepare

Add a data manipulation, such as a sum, count, minimum, maximum, and many others. You can also modify the text, such as changing from uppercase to lowercase letters.

Freeze and Unfreeze

Freezes or unfreezes the selected column and the columns to the left of the selected column.

Highlight and Unhighlight

Highlights or unhighlights the selected column.

Expand

Expands the column width of the selected column so that text is not cut off.

Expand All

Expands the column width of all the columns so that text is not cut off. You can also use to contract columns that are wider than needed.

Note

If the table includes a long text field, select the specific column header to expand it separately.

Filter

Filters the data to include the value that you enter.