What are Dimensions, Dimension Codes, and Dimension Tags?

Dimensions can be used in transactions and records for reporting and analysis purposes.

Dimensions represent a given business area, for example:

• Department
• Location.

Each Dimension can have as many Dimension Codes as required. For example:

• Location Dimension could have Dimension Codes for Paris and London (PAR and LON)
• Department Dimension could have Dimension Codes for Sales and Marketing (SAL and MAR)

Dimension Codes can be combined to create Dimension Tags, by combining a code from each of the required Dimensions. For example, combining Dimension Codes from the Dimensions Location and Department, can give us the Dimension Tags:

• PAR-SAL
• PAR-MAR
• LON-SAL
• LON-MAR

How many Dimensions can I create?

The number of dimensions available depends on your product plan. If you require more dimensions, an upgrade link is available within the dimension setup screen.

• AIQ Core: 2 dimensions.
• AIQ Growth: 4 dimensions.
• AIQ Scale and legacy: 6 dimensions.

User Permissions

In Maintain Menu Profiles under “Setup,” enable the following as needed:

• Dimension Setup
• Dimensions
• Add/Edit Dimensions
• Dimension Codes
• Add/Edit Dimension Codes
• Dimension Tags
• Add/Edit Dimension Tags

User types/roles:

• The Practice Administrator gets all permissions by default and can enable permissions for other users.
• Finance users will have all permissions available but not enabled by default.
• Business users will not have these permissions available. However, for the data entry screens they can access, they can select codes from the Dimension Tag dropdown.

Permission Migration

If you are currently using the Analysis Codes modules, any permissions that are already set will be migrated as follows:

Notes on Migration

• Updates to code settings will only affect future codes. Any existing codes will remain as they are.

See:

Dimensions Overview (14.0N) - AIQ Academy

Set up Dimensions and Dimension Codes (14.1N) - AIQ Academy

Dimensions Settings and Dimension Tags (14.2N) - AIQ Academy

Using Dimension Tags in Data Entry (14.3N) - AIQ Academy

Dimensions Reporting (14.4N) - AIQ Academy

Migration from BI Codes to Dimensions (14.5N)

1. Go to Setup > Dimension Settings (or the gear icon in the Dimension Tags grid).
2. The Auto-Creation of Dimension Tags toggle determines tag creation behaviour in the Dimension Tag dropdown found in data entry screens:
   • Enable it to create dimension tags based on automated suggestions.
   • Disable (default setting) to create dimension tags using the New Dimension Tag screen. 
3. Select a Code Separator for Dimension Tags. If you do not select an option, this will default to a dash. The preview field will update to show how a Dimension Tag will look with the chosen separator. Note, Code Separators can be updated at any point but will only impact new tags. For groups, ensure that the Code Separator is the same across the group to allow for smooth consolidation.

4. Click Save.

Creating Dimensions

1. Go to Setup > Dimensions. Depending on your price plan, you can create between 2 and 6 Dimensions. 
2. Click New Dimension (this will be unavailable if you have created the maximum number of Dimensions). Enter the following:
   • Dimension Name: This must be unique. Special characters are allowed.
   • Set a Dimension Code Length. The must not exceed 50 characters.  Note, Dimension Code Length can be changed at any time but will only impact new Dimension Codes.
   • Budgetary: Flagging a Dimension as Budgetary means that when workflows include the linked Dimension Codes or Tags, budget approvers will receive approval emails that include the related budget information. See Workflow Approval and Workflow Scenarios for more details on setting up approvers as budget holders and creating workflows.
   • 
3. Click Save. The new dimension is created and listed in the Dimension Settings grid. 

Dimensions Listing Grid

• The default columns in the listing grid are Dimension, Type and Status. 
• The grids can be filtered, columns added/removed, and contents exported as with other listing grids.

Amending Dimensions

For groups Dimensions are centrally managed and can only be amended in the Consolidation Entity. Any amendments will automatically show in group subsidiaries. 

• In Actions, the Delete option will only be available if none of the codes are linked to any Dimension Tags.
• To Edit, click on the blue hyperlink or select Edit in the Actions dropdown.

Creating Dimension Codes

1. Go to Setup > Dimension Codes. 
2. Enter the following:
   • Dimension: From the dropdown, select a Dimension.
   • Code Name: Enter a unique name. Special characters are allowed.
   • Code: If you leave this field blank, it will be auto created using the first three characters from the Code Name and appended with 01, 02, 03 etc. It must not exceed the Dimension Code Length set in the previous step. Special characters are not allowed.
3. Click Save. The codes are now available to be used in data entry screens.

Import from Excel

This option opens the BI Codes Data Importer.

Dimension Codes Listing Grid

The listing grid has columns for code, name, dimension, and status. Use the filters to view the Dimension Codes:

• Clear Filters
• Advanced Filters
• Export as CSV
• Refresh Grid
• Add/Remove Columns

Amending Dimension Codes

For groups Dimension Codes are centrally managed and can only be amended in the Consolidation Entity. Any amendments will automatically show in group subsidiaries. 

Use the Actions dropdown for the following actions:

• Edit: To Edit, click on the blue hyperlink or select Edit in the Actions dropdown. 
• Delete: If there are any associated Dimension Tags, the Dimension Tag will be unlinked from them.

Dimension tags follow the rules configured in the settings. They can be created before or during data entry.

Note, it is not possible to change the name of this label anymore.

Create Dimension Tags

1. Go to Setup > Dimension Tags. 
2. Click New Dimension Tag.
3. Select the Dimensions that will make up the new tag. This can be a single Dimension or the maximum number you have available. 
4. Select from each of the Dimension Code dropdowns that become available. A preview of the Dimension Tag will appear in the Tag field with the separator selected in Dimension Settings (unless only one dimension code is selected).
5. Enter a Tag Name. If the same Dimension Tag appears in multiple entities, the tag name must be identical. This allows for smooth consolidation.
6. The Active status checkbox is automatically enabled but can be disabled.
7. Click Save when finished.

Dimension Tags Listing Grid

The grid has the following fields; Tag, Name, Dimensions, and Status.  Dimension Tags will have an Inactive status if they have not been used in a data entry screen.

Use the filters to view the Dimension Tags:

• Clear Filters
• Advanced Filters
• Export as csv
• Refresh Grid
• Add/ Remove Columns

Amending Dimension Tags

Note, editing a Dimension Tag that appears in multiple entities will update that instance of the tag only.

Use the Actions dropdown for the following actions:

• Edit: If you edit a Dimension Tag that is linked to Dimensions, this will update the Dimension Tag on all historical data. To avoid this, create a new Dimension Tag instead.
   
• Deactivate: Used codes cannot be deleted. Deactivate them instead.
• Delete: This option is only available for unused Dimension Tags.

Dimension Tags can be selected and created from all data entry screens that contain a Dimension Tag dropdown, including master records.

Search All Tags

Initially, the full list of all tags will display in alphabetical order.

Start typing and any Dimension Tags containing that code will appear for selection.

Filter by Dimension: 

If a basic search does not return results, click the filter icon. This lets you search the Dimension Code dropdowns. Any existing codes and tags that match will be appear for selection.
If none of these codes are suitable, create a new code, either:

• Automatically: If the “Automatically create dimension tag” setting is enabled in Dimension Settings, the system will suggest a dimension tag based on your selections. Click on Auto-Create to create the new dimension tag.
• Manually: If the Automatically create dimension tag setting is disabled in Dimension Settings, click on Select to setup to be forwarded to the New Dimension Tag screen where the Dimension Codes selected from the dropdowns will appear automatically. After saving, you will be brought back to the data entry screen.