Building and Managing Dashboards

Hands-on Training Course

with Anna, Peter, Warren, Steve, Danny

You can follow along, take notes and re-create the steps with us and/or when you return to work.

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OverviewSection 1: Creating Graphs and Data Grids for use on your Dashboard (Pinned Reports)

Section 2: Creating & Managing Dashboards

Section 3: Assigning Security to your Dashboard

Section 1: Creating Dashboard Graphs and Data GridsThis section will walk through best practice tips for creating effective and useful data elements/visuals for your dashboard. In FAST, these are created as ‘Pinned Reports’.

Considerations: Creating your Base Pinned Report✓Use function-based filters

✓Do you really need that filter applied? Or can you use a dashboard filter?

✓Hide unnecessary/confusing columns

✓Change any Column Titles?

✓Should any grouping, Subtotaling or Summing be used?

Notes:

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Considerations: Building Graphs

✓Iterative Process – Build multiple versions and try them out

✓Don’t try to show too many things in one graph

✓Can’t show everything you want? Try concatenating columns within a Virtual Column.

✓Still can’t fit it all in? Try it as a grid!

✓Don’t get stuck trying to recreate an old spreadsheet/report

Notes:

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Samples:

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Saving Pinned Reports: Available Choices Note: Sharing/security options will be addressed in section three of this presentation

Notes:

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Hands On

• Build at least four graphs/grids for use on your own dashboard

• When you save them, name the pinned report starting with your initials so they are easier to find: YourInitials_XXXXX

• Before you start building a pinned report you hope to graph, check to make sure graphing is available on that report• Execute report and verify graph icon is in top left corner

• Don’t worry about assigning security at this point. Keep them private for now and then we will talk about security options in part three of this session.

Section 2: Creating & Managing DashboardsThis section will cover the basics of Dashboards and explore the advanced options available.

Adding Items to a Dashboard

Notes:

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Available Options on the Dashboard✓Re-size or move items✓Hide/suppress Values✓Apply Filters✓Edit the Theme✓Drill-down to Segment of Graph✓Drill-down to Pinned Report✓Refresh results✓Export to PDF✓Pop-out full screen

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Adding Dashboard Filters Notes:

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Linking to Dashboards

• Generate a link to each dashboard

ADVANCED - Use the API to link to a dashboard with custom dashboard filters specified

Themes

• There are 8 prebuilt themes• You can build your own custom theme

• Specify a theme for each dashboard

Hands On

• Create your own private dashboard

• Add the graphs/grids you built earlier to your dashboard

• Try adding dashboard filters

• Try changing the layout, sizes, order, theme, etc.

• Don’t worry about sharing at this point. Keep it private for now and then we will talk about security options in part three of this session.

Section 3: Assigning Security to your Dashboard

For the purposes of today’s course, you have all been granted “admin” access. Keep in mind that your access may differ at your institution.

Background: Define Roles & Menu AccessNotes:

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Understanding Key Roles in FASTWho can SHARE Pinned Reports and Dashboards with other Groups?

→ Site Admins (can share with all groups in all apps)

→ Application level Admins (can share with all groups in their app)

→ Users with “Create/Share Group Pinned Reports” role (can share Pinned Reports with OTHER GROUPS they belong to)

→ Users with Dashboard Administrator Role (can share Dashboards with OTHER GROUPS they belong to)

→ If NONE of these apply, you can still create PRIVATE Pinned Reports and Dashboards

Notes:

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Saving Pinned Reports: Sharing & SecurityNotes:

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Option 1: “Users in these groups can run this report”

Option 1: “Users in these groups can run this report”

To show up in this drop-down list, all of the following must be met:

✓Must be a Group (not just a Role)

✓There are one or more users in the Group

✓The Group must have Menu Access to the reporting page being pinned

Option 1: “Users in these groups can run this report”

What this means:

• Users can access the report through the Pinned Reports tab on the homepage, or through the underlying reporting page via the menu

• Users can access the Filter Options and Advanced Options

• Users can “save as” to create their own Pinned Report copy but cannot update this shared Pinned Report

• i.e. View access

Option 2: “Users in these groups who are also in the Create/Update Group Pinned Reports role can run and maintain this report”

Option 2: “Users in these groups who are also in the Create/Update Group Pinned Reports role can run and maintain this report”

To show up in this drop-down list, all of the following must be met:

✓It is a Group (not just a Role)

✓There are one or more users in the Group

✓The Group must have Menu Access to the reporting page you’re pinning

✓One or more members of the Group must ALSO have the “Create/Update Group Pinned Reports” role

Some Other Group(100)

Option 2: “Users in these groups who are also in the Create/Update Group Pinned Reports role can run and maintain this report”

What this means:

• Users can access the report through the Pinned Reports tab on the homepage, or through the underlying reporting page via the menu

• Users can access the Filter Options and Advanced Options

• Users who have the Create/Update role can update this shared Pinned Report; users who do not have the role can “save as”

• i.e. View + Edit access

Option 3: “Users in these groups can run this report but won’t be able to change any filters or options”

Option 3: “Users in these groups can run this report but won’t be able to change any filters or options”

To show up in this drop-down list, all of the following must be met:

✓It is a Group (not just a Role)

✓There are one or more users in the Group

✓The Group does NOT have Menu Access to the reporting page (i.e. cannot see it in the menu)

Option 3: “Users in these groups can run this report but won’t be able to change any filters or options”

What this means:

• Users can only access the report through the Pinned Reports tab on the homepage

• Users cannot access the Filter Options and Advanced Options

• Users cannot “save as” to create their own copy

• i.e. Read Only access

Saving Dashboards: Available Choices Notes:

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Notes:

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Overview: Admin

Overview: Adding People to Roles

Options are:

➢User/Role Assignment (manual)

➢Role Transfer

➢Auto Load

➢Excel Import (page level)

➢User/Role Import (Site Admin only)

Notes:

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FAST Automated Notifications

Notifications are created when:

▪ You create or update a shared Pinned Report (each member of the Group is notified)

▪ You create or update a shared Dashboard (each member of the Group is notified)

Notifications can then be used for Quick Access and/or cleared

Notes:

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“Cheat Sheet”

https://www.mcsl.com/shared-pinned-reports-cheat-sheet/

Final Notes and Reminders

✓Pinned Reports that can contain PRIVATE Virtual Columns or Dynamic Selections cannot be shared.

✓Before you get started, give some thought to your end goal; what you are building, who the end user will be and the best way to display and consume that data.

✓Dashboards are managed SEPARATELY in each application and on the main FAST Home Page

✓Re-assigning “Maintenance” access to a Dashboard means it will no longer display on your list of Dashboards

✓Administrators can always manage their Dashboards from the Admin Page if necessary (e.g. change access settings)

✓We suggest, even if your goal is to share the items, test it out before sharing

Questions & Comments

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