Creating Dashboards

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Overview

A dashboard is a visual display of key metrics and trends for records in your Practifi instance. The relationship between a dashboard component and a report is predicated on the idea that every report can operate without a dashboard, but every dashboard component will require a report. For a further understanding of the features available through dashboards, please consult our Understanding Reports & Dashboards article. 

Dashboard folders

Dashboard folders determine how dashboards are accessed and who can access them to view, edit or manage. 

Creating a new dashboard folder

  1. Click the caret button next to the Navigation menu and select the Dashboards option from the drop-down menu.
  2. Select the New Folder button located in the upper right-hand corner of the Dashboards page. 
  3. In the Folder Label field, enter the name of the dashboard folder. 
  4. Click into the Folder Unique Name field. This value will auto-populate.
  5. Select Save to finalize the creation of this folder.

Editing folder access

  1. On the Dashboards page, select All Folders from the left-hand side.
  2. Locate the dashboard folder you would like to edit access and select the caret button for that record, located on the right-hand side of the table. 
  3. Select Share from the drop-down menu.
  4. In the Share With field, select the style of sharing. The options available are as follows:
    • Users 
    • Roles 
    • Role, Internal, and Partner Subordinates 
    • Role and Internal Subordinates 
    • Public Groups  
    • Partner Roles 
    • Partner Roles and Subordinates
      • Please note: If you are unsure which option to select from this list, please reach out to your CSM.
  5. For the Name field, enter the name you want to match. The name must match the category selected in the Share With field. For example, if you select User as the category, specify the name of the user.
  6. Select the access level from the Access drop-down field. The options available are as follows:
    • Can view - Users will only be able to view the dashboards within the folder.
    • Can edit -  Users will be able to edit and view dashboards saved to the folder.
    • Can manage - Users can edit and view dashboards and modify permission access to the dashboard folder.
  7. Click Share. The change will then move the sharing settings to the Who Can Access list. Continue to add entries following the above steps as needed. You can share with users, groups, roles, divisions, or a combination.
    • Please note: If a user is identified in more than one entity, the greatest permission is granted. For example, a group is added with view only, but a user in the group is also added with edit permissions. In this case, the edit permissions apply to that user.
  8. To delete a Who Can Access entry, click X to the right of the entry. To modify the access level for an entry, select a new access level from the drop-down option beside the name in the Who Can Access list.

Dashboards

Creating a new dashboard

  1. If not already within Dashboards, use the Navigation menu and select Dashboards from the drop-down menu. 
  2. On the Dashboards page, click the New Dashboard button located on the right-hand side of the screen. 
  3. In the New Dashboard properties window, enter the dashboard name into the Name field.
  4. Enter a short description of the report and its purpose to help your team easily identify the report in the Description field. While this information is not required, it is highly recommended.
  5. Use the Select Folder button to select the save location for the dashboard. Once the folder is chosen, click the Select Folder button again. 
  6. Select the Create button to finalize the dashboard creation. 

Adding components

  1. Click the blue + Component button located on the right-hand side. 
  2. On the report list, select the report that the component should draw information from. The report name will highlight light blue when selected. 
  3. Click the Select button to chose this report. 
  4. Set Display As to how you would like this information to display visually. The options available are as follows:
    • Horizontal bar chart
    • Vertical bar chart
    • Stacked horizontal bar chart
    • Stacked vertical bar chart
    • Line chart
    • Donut chart
    • Metric chart
    • Gauge chart
    • Funnel chart
    • Scatter chart
    • Lightning table
      • Please note: Depending on your report settings, some display options may not be applicable and will not be available for selection. If your report features a chart and you would like the dashboard to display the same chart, select the Use chart settings from report checkbox.
  5. Set the Y-AxisX-Axis, Sliced By or Display Units fields to the field names you would like to have the chart's information be based upon. If using a Lightning table option, select the columns you would like to display within the component. 
  6. In the Title field, enter the title for the dashboard component if desired. This is not required but can help keep components organized when multiple components of similar types are displayed on the dashboard. 
  7. The Subtitle field can be used to add a smaller title that will display under the Title on the component. This can be used if desired but is not required. 
  8. Enter information in the Footer field if you would like a small title to display at the bottom of the component. This can be used if desired but is not required. 
  9. Set the Component Theme to either Light or Dark options. This will default to the dashboard's theme default. Dashboards support having a mix of themes between components and do not require having all set to one choice.

  10. Once all aspects of the component have been set, select the Add button to complete the creation of the component. 

Editing components and placement

  1. To edit an individual component, select Edit on the dashboard, if not already in edit mode. Then select the pencil edit icon on the component you would like to edit.
  2. Once the changes are made to the component, select Update.
  3. To change component placement, click and drag the component around the grid placement. 
  4. Components support resizing by selecting the edit squares located in the corners and sides of the component. Click these blue squares and drag them to the desired size to modify the size of the component.

Saving and editing dashboards

  1. Once the dashboard is completed or ready for saving, select the Save button in the upper-right hand corner of the dashboard builder.
  2. Select Done to leave the dashboard builder and to see the completed dashboard.
  3. To edit the dashboard, select the Edit button in the right-hand corner. This will return you to the dashboard builder. 
  4. Once all changes have been made, select Save to finalize the changes on the current dashboard or select the caret button next to Save and select Save As to save as a new dashboard.

Dashboard properties

  1. To edit the dashboard properties, select Edit on the dashboard if not already in edit mode.
  2. Select the Dashboard Settings cog located to the left of the Save button. 
  3. Make any edits necessary to the dashboard properties. The properties available are as follows:
    • Name 
    • Description 
    • Folder
    • View Dashboard As - This sets what information the dashboard viewer will be able to see. The options are as follows:
      • Me — Dashboard readers see data in the dashboard according to your access to data. For example, if you can only see Clients in Canada, then dashboard readers only see data about Clients in Canada.
      • Another person — Dashboard readers see data in the dashboard according to the data access level of whomever you specify. For example, if you choose someone who can see Clients from any country, then dashboard readers see data about Clients from all countries.
      • The dashboard viewer — Dashboard readers see data as themselves, according to their own access to data. These types of dashboards are often called dynamic dashboards.
        • Please note:  You can't follow components on dynamic dashboards, and they cannot be saved in a private folder. You are also unable to schedule refreshes for dynamic dashboards, so they must be refreshed manually.
      • Optionally, select Let dashboard viewers choose whom they view the dashboard to enable a reader with appropriate user permissions to choose who they view the dashboard as. With the “View My Team’s Dashboards” user permission, the reader can view the dashboard as themself or anyone beneath them in the role hierarchy. With the “View All Data” user permission, the reader can view the dashboard as anyone.
    • Dashboard Grid Size - Sets the size of the dashboard to either 12 or nine columns.
    • Dashboard Theme - Sets the default for components to be either Light or Dark. If this is changed after initial component placement, it will change all components to match the newly selected theme. 
    • Dashboard Palette - Sets the color theme for your dashboard. 
  4. Once all changes have been made to the report properties, select Save on the properties menu. 
  5. Then select Save on the dashboard builder page to finalize the change. 

Refreshing and downloading

  1. If in the dashboard builder, select Done to view the run dashboard.
  2. Select the Refresh button on the upper right-hand side of the dashboard to replenish your dashboard with the most recent data.
  3. When dashboard data is being refreshed, the Refresh button will grey out until the refresh is completed. Depending on the complexity of your dashboard, the refresh may take up to ten minutes. If your dashboard data doesn't refresh after ten minutes, the refresh will automatically stop. If necessary, click Refresh again.
    • Please note: You will not be able to refresh a dashboard more than once per minute. 
  4. To download the dashboard, select the caret button located to the right of the Subscribe button. Select Download from the drop-down menu.

Subscribing team members

  1. After selecting Done to view the completed report, select the Subscribe button next to Edit. This will open the Edit Subscription window to build all the relevant settings.
  2. Set the Frequency to either daily, weekly or monthly. This selection determines how often the subscriber will receive a dashboard subscription email. 
  3. Select the Days options to designate which days the email should be sent on. When selected, the value will highlight blue. If you would like to remove a day from selection, click on the day again to remove its selection. Multiple day options can be selected for one subscription.
  4. Set the Time field to the time the email subscription should arrive. This will be based on the individual user's time settings and not your organization's locale settings.
  5. Select the Recieve new results by email when the dashboard is refreshed checkbox if you would like the subscriber to receive an email notification each time the dashboard is refreshed. 
  6. Select the Edit Recipients button and then search for users. Select Add to add the user to the list of recipients. They will now display under the Subscribers section. To remove a subscriber, select the X button located to the right of their name. 
    • Please note: To add users as subscribers, the dashboard must be saved in a public folder.
  7. Press Save to finalize this subscription. 

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