FAQ content

Create or copy a Counts / Aggregate dataset

In this article

Getting there

To create a new dataset, go to Admin > Manage Datasets and click the Add New Dataset button.

Navigating the the Manage Datasets page and adding a new dataset


1. Select Dataset Type

  1. Select Counts/Aggregate from the dataset type dropdown.
  2. Click the Next >> button to continue.

Selecting a dataset type


2. Describe Dataset

  1. Give your dataset a name.
  2. Optionally, add a brief description to help explain the purpose of the dataset (up to 255 characters).
  3. Select the appropriate Recording Mode for your data:
    • Daily: allows you to record totals by day
    • Monthly: allows you to record totals by month
    • Yearly: allows you to record totals by year
  4. Click on the Next >> button to continue. At this point, your new dataset will be created. The following steps will allow you to configure it.

Describing a dataset and selecting a recording mode


3. Define Permissions

  1. Who can define metadata and administer this dataset: this determines who can manage this dataset. By default, all admin users have this permission. However, you can select one or more regular-level users, as well. To select multiple users, press CTRL and click on their names. Each user with this permission will also be able to add and analyze records, as well.
  2. Who can add records to this dataset: this determines which users can add new records to the dataset. By default, all admin users have this permission. However, you can select one or more regular-level users, as well. To select multiple users, press CTRL and click on their names. This does not automatically give users the ability to analyze records.
  3. Who can use this dataset in analysis and dashboards: this determines who has the ability to analyze this dataset and use it in dashboards. By default, all admin users have this permission. However, you can select one or more regular-level users, as well. To select multiple users, press CTRL and click on their names.
  4. Click the Next >> button to continue. You can always edit this dataset later to modify your permissions.

Example of setting permissions for a dataset 


4. Set Up Fields

Importing from a spreadsheet

If you already have a spreadsheet containing data you plan to import, you can use this to easily set up your fields. This will analyze the spreadsheet and use the row labels found in the first column.

  1. Click on the Import from Spreadsheet panel to expand it.
  2. Click on the  Import Fields button.
  3. Select the file you want to upload.
  4. Click the Upload and Analyze Headers button.
  5. In the field analysis, select the appropriate field type for the data in each row.
    • Numeric: best for fields containing numbers
    • Monetary: best for fields containing dollar amounts
    • System: Entered By (Firstname Lastname): for fields listing the person who entered the data, in First Name Last Name format
    • System: Entered By (Lastname, Firstname): for fields listing the person who entered the data, in Last Name, First Name format
    • System: Internal Note: for fields containing notes about the data
  6. Click the Continue button.
  7. Click the Import Spreadsheet to Dataset button to confirm and import the fields. A confirmation message will appear once the import is complete.

Screenshot of the Import Fields button 

Uploading a spreadsheet

Configuring and importing fields


Manually creating fields

  1. Click the New Field button.
  2. Select the field type you wish to add.
    • Numeric is ideal for storing numbers.
    • Monetary is ideal for storing dollar amounts.
    • Calculated allows you to perform calculations upon two or more fields (such as total of two fields).
  3. Give your field a Name. This will appear as the label.
  4. Enter the instructions for this field. This can help explain to users what data should be entered into the field.
  5. If this is a Calculated field, select a field from the Fields dropdown to include in your calculation. This will add the field's ID to the Formula text box.
  6. If this is a Calculated field, use the Formula text box to create your calculation. Below are some examples (just replace "field_1" and "field_2" with the IDs of your own fields):
    • Calculate the total of two fields: field_1 + field_2
    • Calculate the difference between two fields: field_1 - field_2
    • Calculate a percentage: (field_1 / field_2) * 100
    • Calculate an average: (field_1 + field_2 + field_3) / 3
  7. (For Calculated fields, you can skip the Left Label and Right Label text fields -- those only apply to other dataset types.)
  8. Click the Add Field button.
  9. Repeat the above steps to add additional fields.

Screenshot of the New Field button

Example of adding a Calculated field 


Editing, deleting, & reordering fields

  1. To modify or delete a field, click on the Edit option next to the field name.
    • Note: when deleting a field, all of the field's data will also be removed -- so be careful!
  2. To reorder fields, drag and drop the field name into the desired order and click the Save Field Order button.

Example of options for managing fields