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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.
http://imuc.mcsl.com
Connect Your Web Browser To:• http://imuc.mcsl.com
• We have used the email address provided with your registration to create your username and password (use lower-case):• User Name (everything to the left of the “@”
• Password (everything to the right of the “@”
• Ex. [email protected]
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:
Notes:
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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
Notes:
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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