In This Article

Creating a Shared dataset

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 Shared from the dataset type dropdown.
  2. Click the Next >> button to continue.

Selecting the database 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. To get up and running more quickly, you can choose to copy fields from another custom dataset. This will copy all of the fields from that dataset into your new dataset (but not the submitted data). You will then be able to customize those fields without affecting the original.
  4. You also have the option to use one of Springshare's own dataset templates. These provide a great starting point for gathering different types of data, such as reference transactions, feedback surveys, or instruction assessments.
  5. Depending upon the type of data you're gathering, you may find it helpful to allow users to add more than 1 record at time. When this option is enabled, users can enter multiple copies of the same record at once. This can be helpful, for example, if you received 5 of the exact same directional question during your shift, as you won't have to re-enter the same data 5 separate times.
  6. Select the timestamp recording method that you want to use for your dataset.
    • Display Start & End Date/Time Stamps: this will allow users to pick a starting and ending time. This is good for data such as instruction sessions, where it can be helpful to know how long a session runs. When using this type of timestamp, you will be able to use the Duration analysis for your data.
    • Display One Date/Time Stamp: this will allow users to select a single date and time.
    • Display Date Stamp Only: this will allow users to select a single date -- not a time.
    • Display Month/Year Stamp: this will allow users to select the month and year, which can be helpful when recording aggregate data.
    • Automatically Calculate the Timestamp: this will record the date and time that a record was submitted, which can be useful for things like feedback surveys so you know when someone responded.
  7. 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.

Example of describing a custom dataset


3. Define Permissions

  1. Select which other LibInsight systems will be able to access this dataset.
    • All Systems in the Community: this will share the dataset with all LibInsight libraries.
    • My System Plus the following: you can select individual LibInsight libraries to share the dataset with.
  2. If you selected My System Plus the Following, enter the domain name for each library in the text field and click the Add Institution button.
  3. Click the Next >> button.

Defining permissions 


4. Set Up Fields

Import from spreadsheet

If you already have CSV or Excel files you plan to import to your new dataset, you can also use those to more quickly set up your dataset's fields. With this process, LibInsight will grab the field names from the file and add them to your dataset. You will then just need to fine tune each field's data type.

  1. Click on the Import from Spreadsheet (in CSV or Excel Format) panel to expand it.
  2. Click the  Import Fields button.

Screenshot of the Import Fields button

  1. Select the CSV or Excel file you want to upload.
  2. Click the Upload and Analyze Headers button.

Uploading and analyzing headers

  1. For each field, select the appropriate Type for the data it contains.
    • System: Entered by: this type is intended for fields that indicate who added the record to the dataset. Select the correct variation (First Name Last Name or Last Name, First Name) that matches how the names are entered.
    • System: Start Timestamp: each dataset must have a Start Timestamp field of some variation. If you have the date and time recorded in separate fields, you apply the System: Start Timestamp - Date Part and System: Start Timestamp - Time type to each one respectively. If you only have a single field, then you can select System: Start Timestamp - Date and Time.
    • System: End Timestamp: if your dataset has been configured to have a starting and ending timestamp, use this field type for the field containing the end date & time. Similar to the Start Timestamp, you can split the date and time in separate fields.
    • System: Internal Notes: use this type if you have a field for logging internal notes about a record.
    • Text: this is the best general purpose field type and is ideal for fields with alphanumeric data.
    • Numeric: this is best for fields containing only numbers.
    • Monetary: this is best for fields containing only dollar amounts.
    • Single Select: this is best for multiple choice fields where users can select one value from a pre-defined list of options.
    • Multi Select: this is best for multiple choice fields where users can select one or more values from a pre-defined list of options.
    • Scale: this is best for fields that are capturing ratings on a particular scale.
    • DateTime: this is best if you need to record a date or time value. (Note: these cannot be used in your dataset's time-based, duration, or distribution analyses -- only time stamps are used.)
  2. Once you've finished selecting your field types, click the Continue button.

Assigning field types

  1. Click the Import Spreadsheet to Dataset to process the import.

Screenshot of the Import Spreadsheet to Dataset button

  1. If successful, a confirmation message will appear. To fine tune your field settings (such as adding instructions, reordering fields, adding multiple choice options, etc.), click the View the Created Fields button. Otherwise, you can click on the Start Adding Data button to start recording data.

Example of options after a successful import 

Create Fields Manually

  1. Click on the Create Fields Manually panel to expand it.
  2. Click on the  New Field button.
    1. Click the Edit System Field Labels link below the New Field button to rename the dataset's Entered By, Internal Notes, Start Date, and/or End Date fields.
    2. Use the Submitter's IP Address option to enable or disable recording the IP address of the person adding a new record.
    3. Use the Submission source option to enable or disable recording where each record was created (e.g. via Upload, System, Widget, or API).

Screenshot of the New Field button

  1. In the Add New Field, select the type of field that you'd like to add.
    • Divider Line: this allows you to place a divider line between fields. This can help visually separate different groups of fields.
    • Text Block: these fields allow you to add text between fields or groups of fields, such as headings or instructions. These fields do not accept data.
    • DateTime: this is best if you need to record a date or time value. (Note: these cannot be used in your dataset's time-based, duration, or distribution analyses -- only time stamps are used.)
    • Scale: this is best for fields that are capturing ratings on a particular scale.
    • Multi Select: this is best for multiple choice fields where users can select one or more values from a pre-defined list of options.
    • Single Select: this is best for multiple choice fields where users can select one value from a pre-defined list of options.
    • Calculated allows you to perform calculations upon two or more numeric or monetary fields (such as total or difference of two fields).
    • Monetary: this is best for fields containing only dollar amounts.
    • Numeric: this is best for fields containing only numbers.
    • Text: this is the best general purpose field type and is ideal for fields with alphanumeric data.
  2. If you'd like to require users to complete this field when recording data, select the Required checkbox.
  3. Give your field a Name. This will appear as its label.
  4. Optionally, you can add Instructions for the field. This will appear as a Help () icon that displays the instructions when you hover over it. You can use the following HTML tags for formatting your text: <a>, <b>, <em>, <i>, <img>, <p>, <strong>, <br>, <br/>, <hr>.
  5. Configure any additional options for the selected field type.
    1. Each field type has different options available. The info panel will provide more information about configuring the selected field.
  6. Click the Add Field button.
  7. Repeat Steps 2-8 to add additional fields.

Example of adding a new field


Managing fields

You can edit or delete fields at any time by returning to Admin > Manage Datasets and editing your dataset.

Reordering fields

You can reorder the layout of your fields in up to three columns.

  1. Drag and drop your fields into the columns and positions you want.
  2. Click on the Save Column Order button.

Example of reordering fields

Editing and deleting fields

  1. Click on the Edit option next to the name of the field you want to modify.

Screenshot highlighting a field's Edit option

  1. In the Update Field window:
    1. To edit the field, make your changes and click the Save button. (NOTE: once you've started recording data, you cannot change the field type.)
    2. To delete the field, click on the Delete Field button. (NOTE: this will delete all of the data recorded in this field, as well, so be careful!)

Example of options for editing or deleting a field 


5. Activating sharing

Once your dataset is ready to go, sharing must be activated and accepted before other libraries can use the dataset.

  • After you finish creating your dataset, go to Admin > Shared Datasets to activate sharing for that dataset.
  • That will make the dataset available to the selected libraries in your dataset's permissions. Each library must then accept the share in order to start using the dataset. 

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