FAQ content

Create or copy a Finance 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 Finance 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. Optionally, you can choose to copy the revenue and expenditure categories from another finance dataset in your system.
  4. Select the recording mode that corresponds with the way you will be entering data:
    • Daily: select this option if you will be logging revenues and expenditures by the day.
    • Monthly: select this option if you will be recording aggregate monthly totals for revenues and expenditures.
    • Yearly: select this option if you will be recording aggregate totals for revenues and expenditures by calendar year.
  5. 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 the 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 Categories

Your revenues and expenditures are recorded by category. For example, you could track expenditures for personnel costs, monographs, serials, etc. For revenues, you could track things like overdue fines, photocopier charges, grants, etc. You can create up to 50 expenditure categories and 50 revenue categories.

  1. In the Expenditures column, enter the name of each expenditure category you want to track.
  2. In the Revenues column, enter the name of each revenue category you want to track.
  3. Click on the Done Here button at the bottom of the page to save your changes.
    1. After saving, click on the Record Data button to begin adding data.
    2. Or, click on the Upload File button to upload finance data instead.

Example of adding expenditure categories

Example of adding finance categories

Screenshot of the Done Here button 


Managing categories

Under the Edit Categories tab, you can:

  1. Rename existing categories
    • When renaming a category, please keep in mind that this only changes its name. Values entered under the category's previous name will remain under the new name.
  2. Add additional categories to the lists. Simply add the name into an empty expenditure or revenue field.
  3. When finished, click on the Done Here button to save your changes.

Please note that you cannot delete a category once it has been saved. Instead, consider adding text to the category's name to indicate that it is no longer being used.

Example of editing categories