Introduction

The topics in this guide describe how to sign in and find your way around DataSense to create, view reports & dashboards and interact with data and data visualizations. 

Video Introduction to DataSense

You're probably reading this because  DataSense  is installed in your organization. If you're not sure what DataSense is or what you should or can do with it, watch this video.

Accessing DataSense

DataSense is a secure application and only authorized users with valid credentials can access the application. The administrator of the dataSense application provides access to the users.

To Sign in

Your administrator assigns you a role, which determines how you can work with dataSense for example, whether you can publish, interact with, or view reports & dashboards.

When you sign in, you provide your sign-in credentials, that is, your username and password. Your sign-in credentials are based either on your Active Directory user account or Oracle EBS account or with the account created within the dataSense user management system. Contact your administrator if you do not know your username or password.

Exploring DataSense

When you sign in to dataSense as a user, you will see the home page assigned based on the role(s) assigned to you. Explore various menus like  Developer Console Connectors , My Reports available to you.

The menus and options that you see in dataSense can vary depending on the roles assigned to you.

My Reports

DataSense provides a secure access to reports and dashboards. A logged in user can view only those reports that are assigned to the roles that he is associated with. Reports & Dashboards are organized into folders in dataSense. Based on business requirements and security factors, an administrator assigns access of reports and dashboards to users. My Reports lists all the folders that you can access.

System Folders

System Folders are the folders created by your Administrator (IT Division) and assigned to you. You can access the reports, dashboards and data sources that are assigned to these folders.

Note :  If you don't see any System Folders, then please contact the administrator to have him assign. Without System Folders, you will not be able to create any reports as you don't have any data sources assigned to you.

My Folders

My Folders are the folders created by you. You can create reports, dashboards in your folders and share the folders with other users.

Folders Shared With Me

In this section, you will be able to see and access all the folders that are shared with you by other users.

Working with folders

CloudIO DataSense provides various tools to create a user-friendly report and presents various mean to generate a report and share them.   

Folder!

A Folder is basically a collection of reports and subfolders. It helps to maintain your data in a very organized manner and easy to explore them.

Each Folder is displayed as a clickable block (card) having some details and clickable icons to perform certain actions as shown below.

  • Sales Orders - Name of the folder
  • Shared with users Icon
  • Settings Icon
  • Move folder Icon
  • Delete folder Icon
  • Icon assigned to the folder to the left

How to Create a Folder

  1. Click on the New Folder link in the My Folder section or New Folder button on My Reports header to create a new Folder.
  2. Name the Folder and select a System Folder as the base folder.
  3. Click on create.


System Folder/Base Role!  Choosing a System Folder (base role) at the time of creating Folder provides you with all the Data sources assigned to that folder using which you can design your reports and dashboards.

How to share a Folder

  1. Choose the folder that you want to share.
  2. Click on the Settings icon to see the Settings Panel.
  3. Click on the Share icon and choose the users to whom you want to share with.
  4. Click on Share button.


How to change name the of a Folder

  1. Choose the folder
  2. Click on the Settings Icon
  3. Under Settings tab that appears
  4. Click on the Folder Name text field, change the name and tab out (or click elsewhere with the mouse) and the folder name will be changed


How to delete a Folder

  1. Choose the folder that you want to delete
  2. Click on the Delete icon to delete the folder
Empty Folder! Make sure that the folder does not have any reports and is empty

How to move a Folder

  1. Choose the folder you want to move.
  2. Click the Move icon to move it to another folder or to a subfolder of the current folder

How to Search/Filter for a Folder

  1. Use the Filter text field on the My Reports header to search for a folder
  2. Enter few characters to filter the folders
  3. It would filter and displays all the folders that contain the keyed-in characters


How to view Folder Settings, Activity & Collaborate

  1. Choose the folder for which you want to see the Settings, Activity Details and Collaborate on
  2. Click on the Settings Icon to open the Panel
  3. Settings tab will show all the Folder details like Name, Owner, Shared Users etc.
  4. Activity tab will show the Activity Details
  5. Comments tab will show all the comments related to that folder and you can use the link to post a new comment, Reply to a comment, Like/Unlike a comment

Explore Reports

How to view a Report

  1. Choose the folder from which you want to see the report.
  2. Click the folder and view all the reports within the folder.
  3. Click on a report block (card) to view the report.
  4. Each report is displayed as a clickable block (card) having some details and clickable icons to perform certain actions as shown below.

  • Revenue Dashboard - Name of the report
  • Sep 14, 2016 - Report Creation Date/Last Updated Date
  • Admin - Owner of the report
  • Settings Icon
  • Edit Report Icon
  •    Copy Report Icon
  •   Move Report Icon
  •    Delete Report Icon
  • Followed by Report Description
  • Report Icon to the left

How to Collaborate on a Published Report

While viewing a published report, you can use the Collaborate Icon on the Header Menu to view report details, activity, and comment on it. The Collaborate icon shows the count of comments related to that report.

How to Filter/Search for a Report

Searching for a report involves same steps as searching for a folder. 

  1. Navigate to the folder from where you want to filter/search for a report
  2. Use the Filter text field on the header section and enter few characters based on which you want to filter
  3. It would filter and displays all the reports that contain the keyed-in characters

How to Copy a Report

  1. Choose the report that you want to copy, click on Copy icon to create a copy.
  2. Select the folder or subfolder into which you want to copy the report
  3. To select a subfolder, click on icon to the right of the folder
  4. You can also create a new folder on the fly using the New Folder button and copy the report into the newly created folder
  5. The report will be copied into the selected folder as Draft Report

How to Move a Report

Moving a report involves same steps as moving a folder. You can either move it to another folder or create a new folder on the fly and move the report to the new folder.

  1. Choose the report you want to move
  2. Click on the Move icon to move a report
  3. In the popup that gets displayed, Choose an existing folder/subfolder to move the report into or create a new folder
Don't see Move Option for Some Reports?  It means you don't own the report, you can copy it but cannot move it to another folder.

How to Edit a Report

A published report provides you with an option to Edit it, modify the changes and Re-publish it.

  1. Choose the report you want to Edit and Click on the Edit as Draft Icon 
  2. Click on OK to confirm the action
  3. An Edit version of the report is created in your Draft Reports section and you will be navigated to Report Designer
  4. Make necessary modifications and Click on the Republish button to republish the report

How to Delete a Report

  1. Choose the report you want to delete.
  2. Click on the Delete icon to delete the report.

How to view Report Settings, Activity, Versions & Collaborate

  1. Choose the report for which you want to see the Settings, Activity Details, Revisions and Collaborate on
  2. Click on the Settings Icon to open the Panel
  3. Settings tab will show all the Report details like Name, Owner, Shared Users etc.
  4. Activity tab will show the Activity Details
  5. Comments tab will show all the comments related to that folder and you can use the link to post a new comment, Reply to a comment, Like/Unlike a comment

  6. Revisions tab will show the report revisions. You can restore a revision using the restore link, you can delete a revision using the Clear link.

Report Designer

Getting familiar with report designer

  • 1 - Report Title
  • 2 - Breadcrumbs or Navigational Train, enables you to go back to the folder
  • 3 - Designer Canvas
  • 4 - Preview button
  • 5 - Show Property Pallet (Sidebar)
  • 6 - Auto show property Pallet (Sidebar)
  • 7 - Guided page tour

Getting familiar with Property Pallet

Main Toolbar of the property pallet will provide various options as shown below

  • Save Report
  • Preview Report
  • Publish/Republish Report
  • Dock the Property Pallet to Left/Right
  • Delete Report
  • Guided tour
  • Close Property Pallet

Tabs below the main toolbar provide you with the necessary elements to design reports and dashboards

  • Properties of the component that's being configured, based on what is selected on the designer canvas
  • Fields of the datasource that is associated with the component
  • Components - Various components like Layouts, Charts, Gauges, Containers & Actions
  • Comments

How to see the above-mentioned tabs

  1. Navigate to the Report Designer by clicking on any report that is in draft mode.
  2. The sidebar is displayed on the right and properties tab is shown by default with the page properties.
  3. Select a component from the designer canvas.
  4. The properties tab shows up the properties related to the selected component and the properties of a component are categorized into multiple sections like Primary, Visual, General, Others, and Layout .  Click on the Category name to expand/collapse a particular section.
  5. Click on Fields tab to see all the fields of the datasource that the component is associated with. The fields are categorized as Text Fields, Number Fields, and Date Fields . Click on the Category name to expand/collapse a particular section.
  6. Click on the Components tab to view all the components categorized as Layouts , Charts , Gauges , Containers , Fields , and Actions . Click on the Category name to expand/collapse a particular section
  7. Click on the Comments tab to view, reply, like/unlike a comment and post a new comment.
  8. Click on the Close button on the Main toolbar to close the sidebar

Don't see the sidebar? When you navigate to the Report Designer, the sidebar shows up by default. If you don't see the sidebar then make sure that the 'Auto Show Property Pallet' is turned on to have the sidebar show up when a component is selected. Alternately you can use the 'Show Property Pallet' button to view the sidebar

Creating Reports & Dashboards

Users with appropriate permissions can create new reports, dashboards and modify the existing ones.

How to create a new Report

  1. Navigate to the folder in which you want to create the report
  2. Click on the 'New Report' button on the header section or if you are in a folder that does not have any reports, then use the 'Define New Report' button on the center of the screen.
  3. Follow the simple multi-step wizard to create a report 
  4. Select a Source: This is the first step in creating a report, choose the source for your data. All the available sources are displayed as clickable blocks (card). Choose a source.
    • Skip Wizard - Choose this option if you don't want to create a report using any of the pre-built report templates and start with a blank canvas. 
    • Excel - Upload data and use it as a source. The system will create a datasource that is available for the current folder and is available to you for future use
    • Datasource - Those data sources that are assigned to the base folder of the current the folder you are in will be available for selection.
      Don't see any datasource!  Make sure that the folder in which you are creating the report is associated with appropriate system folder(base role)
    • Business Object - Business Objects assigned to you will be available for selection
    • Database - Explore Database tables
    • SQL Query - You can use an SQL query as the source of your data
    Don't see all source options!  You will be seeing only the options that are configured to you by the Administrator.
  5. Choose Report Template: This is the second and final step in creating a report, choose one of the pre-defined templates for the report. All the report templates are displayed as clickable blocks. 
  6. Based on the chosen report template and source, a report is generated and you will be navigated to the Report Designer where you can make the necessary modifications to the report and save/publish the report.

 

How to change the Report Title in Designer

The system assigns a default name to the Report based on certain pre-defined rules. You can change the Report Title etc by

  1. Click on the default Report title on the top left corner of the Report Designer or on the Navigational train
  2. You will see the page properties on the sidebar under Properties tab
  3. Modify the fields Page Name, Window Title, Icon as necessary
  4. As you modify them, the changes will be reflected
  5. Click on Save on the Main toolbar

How to change properties of a component

  1. Select the component from the Designer Canvas for which you want to change the properties
  2. The selected components properties will be populated under the properties tab on the sidebar
  3. Make necessary changes to the properties and the changes reflect as you make them
  4. Click Save on the main toolbar
  5. You can use the 'Search Properties' field to filter the properties based on the property name 

How to view/change the Datasource and related properties of a component

Each component being used as part of the Report has a datasource from which it pulls the data. You can view datasource and configure the related properties.

  1. Select the component from the designer canvas
  2. Under the properties, tab Click the Configure Icon  to open the Datasource properties
  3. It displays all the properties that are applicable to the component, make the necessary changes and click on the Submit button
  4. You can use the drop down's provided for corresponding properties to choose one of the values in the drop down
  5. Default Where Clause : When making changes to the Where Clause, you could use the Edit icon  to open the Where Clause configuration window to use various options to construct the Where Clause.
  6. Default Order By Clause : When making changes to the Order By Clause, you could use the Edit icon  to open the Order By Clause configuration window to use various options to construct the Order By Clause.

How to Add/Delete fields from a Report (Grid template)

  1. Select the grid from the designer canvas
  2. On the sidebar, click on the Fields tab to view all the fields of the datasource associated with grid
  3. The fields that are already configured to be part of the Grid are marked with corresponding Delete icon. Clicking the icon will remove the corresponding field from the grid.
  4. To add field/fields, select the fields from the list and drag them onto the grid. You can drag them onto an existing column to position the fields next to it. 
  5. You can use select multiple fields using the Command button (mac), the control button (Windows). You can see all the fields as you select, grouped under the Selected Fields section on top of the field list
How to select all fields! You can use the various options provided like Select All, Select Used etc . Click the ellipse icon   to see various options.

How to Add/Delete fields from search panel (Grid with search Report template)

Every report of template type 'Grid with Search' has a custom search panel. Each panel has the search fields grouped into one or more form panels. You can regroup the fields by dragging fields from one form panel and dropping them into other and also re-arrange the order of fields within a form panel.

  1. Select a field from the search panel in the designer canvas. Click on the corresponding text field to select it.
  2. You would see the properties of the field in the sidebar
  3. Use the Delete icon  to delete it from the search panel.
  4. You can also delete the entire search panel or an individual form by clicking on the specific form/panel as shown below.
  5. To add a field/fields - select the fields from the Fields tab and drag them onto the specific search form. 

How to convert a search field into LOV/Combobox

Providing an LOV (List of values) or a Combobox for a search field is quite helpful when using the report as it would allow the user to select a value instead of typing and perform the search.

  1. Choose the text field that you want to convert to LOV/Combobox from the search panel
  2. Navigate to the Components tab on the sidebar and choose Lov or Combobox field under the Fields category
  3. Drag it onto the text field that you want to convert to LOV/Combobox
  4. The field gets converted to LOV/Combobox with list of distinct values (based on the values in the field you chose to convert)
  5. Each LOV/Combobox will be associated with a datasource and in this case the datasource will be same as the one used for the grid.
  6. You can see the properties of the LOV by navigating to the properties tab and you can see the datasource properties by clicking on the Configure Icon 

Below is an example of converting a text field into LOV. We have the City field in the search area and the grid also has City field with various values. We will convert into an LOV and see that that LOV has distinct city values and it uses the dame datasource as the Grid.

 

How to change the Datasource of an LOV/Combobox

We could use a different Datasource for the LOV/Combobox in the search area. It's always suggested to use a different datasource.

  1. Navigate to the fields tab in the sidebar
  2. Click on 'Choose another DataSource' icon  and choose the datasource that you want to use for the field.
  3. All the fields associated with the datasource are displayed, choose a field and drag it into the LOV/Combobox field
  4. The field will be associated with the new datasource.
  5. You could drag one or more fields in case of LOV

How to add Export to Excel action to a Grid

  1. Navigate to Components tab on the sidebar
  2. Drag the 'Export to Excel' action under the Actions category onto the Grid header
  3. Click on Preview Report on the main toolbar
  4. Click on the Export to Excel button to see how it works.
  5. This action is not enabled to work in the Designer mode

Associate an external URL link to a Column

You can make a column of the report as a link to external URL and pass parameters to the URL.

  1. Choose the column that you want to convert as a link
  2. Navigate to Components tab on the sidebar
  3. Drag the Action 'Link To URL' to the column
  4. Provide the URL in the popup that gets displayed
  5. Use the expression {attribute} to pass value to the external URL, eg: https://google.com?q={city}

How to change the layout of a Report Page

You can group multiple components like grids, charts etc into a single report page and configure the layout of the components.

  1. To change the layout of a page, navigate to Components tab and choose the appropriate layout based on your requirement and drag it into the designer canvas.
  2. Based on the layout, it provides with corresponding containers to place the components.
  3. Drag the existing components within the designer canvas or from the Components tab into the containers
  4. The size and margin values of a container can be modified using Layout section under the Properties tab.

Using fields to create Report Components

You can drag one or more fields to create components in a report page. Depending on the number of fields and data type of the fields being dragged, you will be presented with various component options to choose from.

  1. Navigate to the Fields tab on the sidebar and choose one or more fields 
  2. Drag the selected fields onto the designer canvas (Make sure that you drag them into an empty container) or to empty space next to an existing component.
  3. You will be presented with various component options, drop the fields onto one of the components to create that component.