Files Tab

The Data tab displays a list of the Datasets available to you as the default view and is indicated by the dataset icon highlighted in teal

It allows the management of the data documents within the tenant that the user has access to split between five selectable lists

A. Datasets
B. Views
C. Drafts
D. Links
E. Packs

Dataset List

Available Datasets will be based on permissions for user role

It contains:

A. Dropdown menu to select Filtered Dataset List
B. Select the data document type to display Data Document Type
C. Refresh: Refreshes the view of the available Datasets with updated detail
D. Add Dataset
E. Name: Select Dataset name to open Dataset Metadata page
F. Dataset Type: Type of Dataset shown with color code icon
G. Views: Number of views created from dataset
H. Drafts: Number of Drafts created from dataset
I. Owner: Login ID of Dataset owner
J. Permissions: Hover over the permission icon for details of roles with permission level applied
K. Tags: Any tags added will show here
L. Last Modified: Shows date, time and login ID to last modify the Dataset

Dataset List Filtering

From the dropdown menu on the data tab it is possible to define which Datasets are displayed on the Dataset list:

A. Data: All Datasets that exist in the tenant that are not archived (default option)
B. Archived: All Datasets that exist in the tenant that have been tagged archived
See Archive a Dataset
C. Tenant ID data (Master): Only exists for users who have access to a master tenant. Lists all non-archived Datasets in the master tenant. Users will not have access to all functionality

This feature will provide performance improvements when opening the Dataset tab by only loading the Dataset lists as they are selected from the dropdown

For detail on archiving a Dataset see Archive a Dataset

Active Survey Dataset Warning

Any dataset being used in an active survey should not be edited due to the risk of breaking the survey.

To safeguard against this possibility attempting to edit any dataset currently being used by a live survey will produce a warning

Select the link to open the Survey Admin homescreen to track survey progress
Select Cancel to abandon the change
Select Continue only if you are sure you wish to make changes

Dataset Permissions

Any permissions applied on the Dataset metadata screen will be displayed in the permissions' column of the Dataset listing

The tag will display the permission level along with the number of roles that have this permission level applied for the relevant Dataset

Hovering the cursor over the permission icon will reveal a pop-up window displaying the role(s) with this permission set

Dataset permissions:

Read Only: Listed roles have view only access to the data of the Dataset
Modify: Listed roles have edit access to the data and metadata of the Dataset
Update: Listed roles have view and update access to the data of the Dataset
Manage: Listed roles have modify access and the ability to create Views from the Dataset

Note: Update is defined as the ability for a user to create, delete or change a node

For more detail on Role Based Permissions see permission's

Add Dataset

To add a Dataset click the + Dataset button to start the process

Select files

There are three methods for uploading data into Settings

File may be loaded in .csv or .xlsx format

A. Click and Select
B. Drag and Drop
C. Copy and Paste

Important Date formats: When uploading data containing dates from csv files they must be entered in ISO format YYYY-MMM-DD, if uploading from XLSX then any Excel date format is acceptable

Click and Select

Click on the upload area to open a file selection window
Select the upload file on PC and click open
Loaded file will display, click Next to progress to Edit Details

Drag and Drop

Drag file onto the upload area
Loaded file will be displayed
Click Next to progress to Edit Details

Copy and Paste

Copy data to clipboard from source file and place cursor on upload area
CTRL + V to paste data
Data pasted from clipboard icon will be shown
Click Next to progress to Edit Details

Edit details

On this screen the following details are entered or selected:

Worksheet: If the loaded file has more than one worksheet, select the required worksheet
Dataset Name: This will default to the filename being loaded but may be edited as desired
Dataset Type: Dropdown selection box for Dataset type being uploaded See Dataset Types for more detail
Node Relationship: Radio selection buttons to choose between Flat Dataset and Hierarchical
ID: Dropdown box to select data property in upload file containing unique identifier e.g. employee ID or position ID
Parent ID: Dropdown box to select data property upload file containing Parent identifier e.g. manager ID

Note: Parent ID only available when Hierarchical Node Relationship is selected
Label Field: Dropdown box to select data property to be used as Label field. This will default to first column in data upload until alternative is chosen
Dataset Permissions: Applied by adding the role of the user or group affected into the relevant permission field. See Dataset Permissions
Dataset Tags: Free text box to add any Dataset tags. See Tags for more details
Date format: Select the format of any dates present in the upload file from the dropdown list
Select Next to continue

Configure Properties

Use the checkboxes on the left to unselect any properties in the source file not to be imported. By default, all properties will be initially checked
Orgvue will automatically apply a type to each property being imported, but this can be changed using the dropdown selection box for each property
Use the scroll bar to view full property list
Once all property types have been selected, the data can then be uploaded by selecting the Upload button

Summary

The final summary screen has message confirming successful upload and:

A. The number of new properties loaded
B. The number of new nodes added
C. Manage Properties button: To make any further changes to properties
D. Back to Datasets button: To view the Dataset list with new Dataset added

Delete Dataset

To delete a single Dataset either:

Select the Dataset on the Dataset List, then select Delete
From the Dataset Metadata screen of the Dataset, open the menu and select Delete

To delete multiple Datasets at the same time:

Select the Datasets on the Dataset List, then select Delete

If no Views or Drafts have been created from the selected dataset, a pop-up message will ask you to confirm the deletion

Select Delete to confirm

this action cannot be undone

If a dataset has Views or Drafts created from it, they will be displayed in the Dataset List

When deleting any dataset that has a view or draft, additional options are then displayed on the deletion confirmation window

It contains:

A. Dataset name selected only shown if deleting multiple datasets
B. View Name: Each view created from the dataset will be listed and these will be deleted with the selected Dataset
C. Draft Name: Each draft is also listed, but a choice should be made for action using the radio buttons F, G or H
D. Owner: Login ID of owner
E. Last Modified: Date / Time / User ID for last modification
F. Delete Drafts: This option will delete the draft along with the dataset
G. Keep Drafts: This option will keep the draft available to import into other datasets

Note: Drafts retained using this option are no longer attached to the parent dataset and will not be visible on homescreen
H. Archive Drafts: This will move the draft to the Archived Data List
I. Confirm button to complete deletion process

Archive a Dataset

When opening the data tab, the system must load all the Datasets Views and Drafts listed

The more of these there are, the longer it will take to display the list

If there are items that are not currently being used, an alternative to deleting is to archive them

This keeps them available for future use, but keeps the list smaller which will improve the speed of loading

To archive a Dataset, View or Draft either:

Add the tag archived into the tags on the Dataset Metadata screen for the required Dataset
Click save

Or:

Select the required dataset on the Dataset List
Open the menu using the ellipsis button
Select Archive
A confirmation message will be displayed
Select Archive to confirm the archiving of the dataset

This Dataset will then be shown on the archived Dataset list, see Dataset List Filtering for more details

To un-archive a Dataset, delete the archived tag or select the un-archive option and the Dataset will reappear on the main Dataset list

Any Datasets tagged archived will not be visible in workspace

For details on other tags see Tags

Archive Multiple Datasets

It is also possible to archive multiple datasets at the same time by:

Selecting the required datasets on the Dataset List
Select the Archive button
A confirmation message will be displayed
Select Archive on this message to complete the process

Download Dataset

To download a Dataset either:

Select the Dataset on the Dataset List, then open the menu and select Download
From the Dataset Metadata screen of the Dataset, open the menu and select Download

A pop-up window will allow you to select:

A. The format of any date fields in your Dataset when downloaded
B. The file format of the download in either CSV or TSV

Make the selections and click Download to proceed

A confirmation message will appear at the top of the screen to show completion of download

Followed by a 'Save As' dialogue box allowing you to select where to save the download

Properties will appear in the downloaded file in the same order they appear on the Property Manager

To amend this order see Reorder Properties

Any saved expression property values will not be included using the Download Dataset option to export your dataset. To include expression property values in your data export use the Export Canvas to CSV option from Workspace

Save as Copy

To duplicate an existing Dataset by creating a save as copy either:

Select the Dataset on the Dataset List, then open the menu and select Save as copy
From the Dataset Metadata screen of the Dataset, open the menu and select Save as copy

A pop-up window will be shown:

Enter a name for the copied Dataset
Deselect any properties in the source Dataset that are not required in the copy
Click Create

When creating a save as copy of a Dataset the following points should be noted:

Users will only be able to create a save-as of the properties that they have access to
Dataset name must be unique, and the user will be prevented from saving if the name is not unique
The user cannot de-select required fields. Required fields are defined as the Unique ID, label and the parent ID (if the Dataset is hierarchical)
Property tags and alternative property keys will be brought across into the new dataset
Dataset permissions, property permissions and Dataset Tags will not be copied
All formats, expressions and lookup configuration will be copied into the new copy of the Dataset

Once the Dataset has been created the Dataset Metadata of the newly copied Dataset will be shown allowing further edits to the Dataset and properties if required

Datasets