Exercise 09: Managing Data

Theory

Data Display Options

• Views and Reports organize data to be displayed
• Views and Reports can be also displayed as Widgets on a Dashboard

Views

• Find “records of interest” and present them on screen
• Present data of one Object in a list format
• Typically used to navigate to particular records
• Default Views and custom Views

Reports

• Provide high-level perspective operations
• List records, make graphs, calculate summaries (max, min, sum, avg)
• Add formula fields
• Example: (numberField=1) if checkbox_flag=true, else (numberField=0)
• Can then total the number of checkboxes and get sum or average
• Can also be used to drill down to a particular record (like a View)
• Can display joined data of related Objects using Database Views

Custom Views

• You can edit/configure default Views for an Object
• You can also add custom Views for an Object
• Specify:
  • Fields to be displayed
  • Field column order
  • Optional filter(s) by date or field value
• Provide a View name when saving
• Determine visibility

Report Features - Overview

• Organize Reports into report folders
• Group data by rows and columns
• Computation functions
• Color Coding
• Chart data in many graphic styles
• Email Reports to individuals or teams
• Display Reports as a widget on the Dashboard
• Export Reports to PDF or CSV file
• Excel Print (.xlsx)
• HTML Print (browser window, use “Save As” to store)
• Create ad hoc Computed Fields (in each record) and Summary Computed Fields (to summarize a column of data)
• Report Schedules: run one or more Reports at a specific time
• Join & present data of multiple Objects via Database Views

Structures that can be Used in Reports

• Chart formats:
  • Pie
    
    
  • Funnel
    
    
  • Line
    
    
  • Bar Chart
    
    
  • Meter Gauge
    
    
• Tabular Reports display data in rows and columns with color coding
  
  
• Matrix Reports summarize data
  
  

Reports and Database Views

Joining Data of Related Objects

• A database join combines two or more tables to create a new, virtual table
• In the AgileApps platform, that goal is achieved using a Database View
  • A Database View lets you define a complex data model by specifying a join across related Objects
    
    
    
    
• A Database View can be used as the basis for a Report

Organizing and Scheduling Reports

• Reports can be organized into Report Folders
  • Permissions can be set up for a specific Report
• You can additionally define Report Schedules to schedule Reports to run
• Report will be sent by mail
• Specify:
  • Print Format
  • Recipients email addresses
  • Scheduling details
    • Run Date
    • Recurrence
    • Run Time
    • Stop Data

Dashboards

• Application comes with an “Application Home Page” Dashboard
• You can
  • Create new Dashboards with one up to three columns
  • Add/remove/customize Widgets to/from/on existing Dashboards
• Widget displays
  • View
  • Report
  • HTML
  • Page

Managing Views, Reports, and Dashboards

• Regular users can create Views, Reports, and assemble Dashboards
• Administrators
  • Have global access to all Views (record lists) and Reports defined across the Tenant
  • Can fix a View or Report created by any User
  • Modify or remove a View or Report created by someone who is no longer with the organization
  • Configuration > Administration > Access Management > Manage Views and Reports

Further Administration Options

• Data Management
  • Manage large amounts of data in one step
  • Merging Case data for one Case record
• Account Management
  • Manage your company’s account
• Monitoring
  • Monitor operations that are running in the background

Administration - Data Management Categories

Importing Data: Records with Lookup Fields

1. Upload the lookup target records (for example, Accounts)
2. Upload records with lookup fields (for example, Cases)
3. For each lookup field:
   1. Select the data column that has a lookup value to use
   2. The select a “foreign key” field to “Match by”

• With those settings, the account name stored in the CSV file is compared to the Account Name field in the Accounts records
  • The first matching record becomes the target of the Lookup field
  • Can also match using:
    • The record ID field (for exported data that contains it)
    • The “record identifier” defined for the target Object

Merging Data

• While viewing a Case, in the Actions list, a user can:

1. Select Merge
   • Operation exists only for the Cases Object
2. Choose a target record to merge with

• Result:
  • The current record is moved to the recycle bin
  • The target record appears in the user’s display, with its fields unchanged
  • Summary and description from the original record are added to the target-record’s activity history
  • The original record’s activity history and files are added
  • Tasks from the original case are added to the target record (The target record’s owner becomes the owner of the tasks)
  • Processes from the original case are transferred to the target record

Exercise

This exercise has four parts:

• In Part 1, you create a custom View that shows only Priority 2 orders.
• In Part 2, you generate a Report that includes a pie chart.
• In part 3, you create a Dashboard.
• In Part 4, you export data from an Object to an Excel spreadsheet.

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