Charts & Dashboard
Charts offer an exciting way to visually represent the data that exists on each Page. A SPoC can create Charts for any Page and there is no limit to how many Charts can exist on a Page. Once created, these Charts are available for Users to add to their personal Dashboards. If desired, a SPoC may also facilitate this on behalf of a User via the Users sub-page.
Charts work in tandem with Views to create meaningful statistics. It is beneficial to use a layered approach when creating Charts. For example, a date range cannot be specified on a Chart itself but, when layered with a View, the desired result can be achieved.
Note that the Dashboard tab on the Home Page will only appear if a chart has been added to it for the User.
Creating a Chart
Charts are created under System Setup, a restricted area that only a handful of trained and trusted Users should have access to. Below is a step-by-step example of how to create a simple Chart.
- Expand the System Setup folder and click Charts.
- Click New.
- Complete the necessary fields.
- Click Save.
- Page: The Page whose records will make up this Chart's data.
- Chart Name: A friendly title for this Chart. Tip: Users can layer any chart with a View so exercise caution towards overly specific Titles.
- Label Field: Categories into which records will be sorted (e.g. Congregations or Contact Statuses).
- Format: Table_Name.Field_Name (e.g. Attribute_Type_ID_Table.Attribute_Type)
- Data Field: Field to be used for calculation (e.g. Donor_ID may be useful with Count but Donation_Amount would be preferable with Sum).
- Format: Page_Name.Field_Name (e.g. Attributes.Attribute_Type_ID)
- Sort Field: If specified, this value is used for sorting. The value must match either the Label Field or Data Field although it can be wrapped in alternate formatting.
- Aggregation Type: The calculation which should be imposed on this data set.
- Default Chart Type: Type of visual that will be used.
- Position: Defines where a Chart is displayed on a Page. The lowest value will be displayed first (left) and the highest value last (right).
Assign a User Chart
A SPoC is able to assign User Charts via the Users sub-page. For example, this would allow a SPoC to generate a handful of Charts on a new hire's Dashboard without the need to impersonate that User.
If the Chart should use All Records, do not specify a View. If a View is specified, toggling Inverse View Filter to True is the same as applying "Not In" to the Page (it reverses the results set).
Note: The ability to set a Chart's position is coming soon! For now, please do not add a value here. Any values added will be ignored.
In this example, Contacts will be sorted according to their Contact Status and the total number of Contacts for each Status will be displayed. Here's how the Chart fields might be populated:
- Page: Contacts
- Chart Title: Contacts by Contact Status
- Label Field: Contact_Status_ID_Table.[Contact_Status]
- Data Field: Contact_ID
- Aggregation Type: Count
- Default Chart Type: Doughnut
- Position: 1
As shown above, when a User adds a Chart to their Dashboard it will display the Chart Title followed by the Aggregation Type in parenthesis. A sub-title will also appear showing the Page on which this Chart is based and the View used to filter the Chart.
- When the Label Field or Data Field is native to the specified Page it need not be fully qualified (Table.Column).
- Brackets are supported but not required.
- Table Lookup Convention is supported.
- Some SQL Functions such as CONVERT and CAST are supported.
- Use of an Alias (Table.Column AS [Something Else]) is not supported . The Label Field will appear as is.
- No data type is explicitly disallowed for the Data Field but logical limitations apply. For example, if the Data Field is a date then Aggregation Types 'Sum' and 'Average' would not create a functioning Chart.
Working With KPI's
Key Performance Indicators, also known as KPI's, generate a single numeric value.
KPI's are useful for singular, at-a-glance numbers and can often be optimized by layering with a View (rather than pulling from All Records). KPIs support the same Aggregation Types as other Chart Types (e.g. Sum, Count, etc.). Percentages or other "calculations" are not supported. KPI's will always be displayed as blue and not appear in other colors, such as red, which can have negative associations.
Because the data is not sorted into categories/grouped the Label Field is not considered. However, a KPI may be changed to some other chart type by an end user when that end user saves the chart to their dashboard so still make sure to consider the Label Field when creating the Chart.
Once created a Chart appears on the specified Page and is visible to all Users. However, each User sees the Chart through their own Global Filter (if applied) and any Secured Records are excluded (if applicable).
Charts are dynamically filtered by the currently selected View. Note that Charts are not updated based on search terms and will be hidden when a search is executed. Charts are always shown by default but may be hidden by toggling the Charts icon in the toolbar. Once toggled off, Charts will remain hidden for the specific Page until toggled on or the browser cache is cleared. Hiding Charts on one Page does not impact other Pages or other Users.
Charts Drill Down
Chart data can become more granular by drilling down on the specific data of interest. Clicking on a section of a pie, doughnut, bar, or line graph redirects the User to the selection of records that make up that data point entitled, SYSTEM: Last Chart Drilldown.
Please note, KPIs chart types cannot be drilled down into further selections.
In the example below, the user wishes to drill down into the people that represent the Inactive number on the Contact Statuses (Count) chart. By hovering and clicking on the bar graph that represents the inactive number, a selection appears with the 202 individuals that represent that data on the chart. The Selection name indicates that this is the last section of data the user has chosen and is represented is the selection drop-down menu for further use.
Selecting the 3-dot icon in the top right of any Page Chart allows a User to add this Chart to their Dashboard.
The Chart's Default Chart Type will be pre-populated but a User may change this to any other Chart Type. This caveat should be kept in mind, especially when creating KPIs - although the Label Field is ignored by the KPI it will be considered if the User switches the Chart Type.
My Dashboard can be found on the Home Page and is the primary tab displayed. Dashboard Charts clearly indicate the Page and View on which they are based and include a direct link back to this View. They also displayed the total record count of this View. Depending on the Chart's configuration, this may or may not be equal to the number of Records this Chart is evaluating but it offers useful insight.
Several Charts have already been created and applied to Pages. These can be added to any User's Dashboard. A SPoC may delete charts if they are unwanted from System Setup > Charts.
- Error: Operand data type is invalid for operator.
- Resolution: Indicates the Data Field and Aggregation Type are not compatible. For example, attempting to average a date field. Either the Data Field or Aggregation Type must be changed.
- Error: Page view is not found, or does not belong to the chart's page, or is restricted for the user.
- Resolution: Indicates the User does not have access to a View which was specified on one of their User Charts. Grant the User permission to the View through a User Group or allow all Users access to the View.
- Error: The multi-part identifier could not be bound.
- Resolution: Indicates an error in the chain of Table Lookup Convention. Tip: Use Advanced Search to generate correctly formatted values.
- Error: The multi-part identifier "[specific field name]" could not be bound.
- Resolution: Indicates the User does not have access to view the field related to one of the User Charts on that page. Tip: See Field Level Restriction best practices for further information.