AX1084

Data sets for Data Explorer

Data sets are used by the Data Explorer to determine which columns are available for drag-and-drop analysis. In this context, the selected data set defines the data available to the Data Explorer at any one time.

When you define a Data Explorer data set, you select the columns to include and you define a name to describe that collection of columns.

Only administrators or users with the Administer Tables security permission can manage Data Explorer data sets.

NOTE: There is a second type of data set known as product data sets, used to define the columns that belong to a particular product. Product data sets can only be defined from within the Edit Table dialog, and do not display when working with Data Explorer data sets.

Data set design considerations

Note the following design considerations for data sets:

  • For dimension-classified columns with lookup relationships, the Data Explorer always uses the lookup column for the underlying database query, not the validated column. For example, if GL2013.Acct links to Acct.Acct, Acct.Acct will always be used. Therefore when selecting columns to include in the data set, you should include either the validated column or the lookup column (since using either will give you the same results)—but not both. Including both columns may cause confusion for users as to which column to use. If multiple data tables are included in the data set, you should always include the lookup column instead of the validated columns.

  • It is recommended to limit the data set to only the specific columns that users will report and filter on. Keep the list of columns as streamlined and focused as possible, so that users can easily explore the data and find the columns they are looking for. Do not select all columns in a table unless you truly need all of those columns.

Adding a data set

You can create as many data sets for Data Explorer as you want. Data sets can be created from scratch, or you can clone an existing data set.

To create a new Data Explorer data set:

  1. On the Axiom tab, in the Administration group, click Tables > Table Administration > Data Set Manager.

  2. In the Data Set Manager dialog, click New .

  3. At the top of the Data Set Editor dialog, define the following:

    • Name: The name should be brief and intuitive. Users will select these names when creating Data Explorer files, to define the set of data available in the Data Explorer.
    • Description: The description is for data set managers only, to explain the purpose of the data set. The description does not display to end users.

  4. At the bottom of the Data Set Editor dialog, select the columns to include in the data set.

    You can select all of the columns in a particular table by selecting the check box next to the table name, or you can expand the table name and select individual columns in that table.

    If a column has a defined Hierarchy Display Name, that name displays in parentheses after the column name. The display name will be used in the Data Explorer.

    To make it easier to find specific columns that you want to select, you can filter the list of tables by using the table classification check boxes at the top of the list, or by typing filter text into the box above the list.

  5. Click OK to save.

To clone an existing Data Explorer data set:

  1. On the Axiom tab, in the Administration group, click Tables > Table Administration > Data Set Manager.

  2. In the Data Set Manager dialog, select the data set that you want to copy, and then click Clone .

    The Data Set Editor dialog opens, populated with the settings from the cloned data set. The name of the data set is incremented by a number to prevent duplicate data set names.

  3. Edit the data set properties as desired.

  4. Click OK to save.

Editing a data set

Data sets for Data Explorer can be edited at any time. Any changes made to a data set will not be reflected in any open Data Explorer files using that data set. Changes will take effect the next time a user opens that file.

If you remove a column from a data set, and a Data Explorer file has been saved that uses the column as part of its data query configuration, then the next time that Data Explorer is opened the column will be flagged as no longer part of the data set (which may result in the query no longer being useful).

To edit a Data Explorer data set:

  1. On the Axiom tab, in the Administration group, click Tables > Table Administration > Data Set Manager.

  2. In the Data Set Manager dialog, select the data set that you want to edit, and then click Edit .
  3. In the Data Set Editor dialog, edit the data set properties as desired.
  4. Click OK to save.

Deleting a data set

Data sets can be deleted at any time. If any Data Explorer files use the deleted data set, those Data Explorer files can still be opened but will only show data for the columns that were configured in the query settings when the Data Explorer was last saved. In other words, the Data Explorer will still show data for the currently configured Rows, Values, and Columns, but any columns that were not part of the query when the Data Explorer was saved will no longer be available.

To delete a Data Explorer data set:

  1. On the Axiom tab, in the Administration group, click Tables > Table Administration > Data Set Manager.

  2. In the Data Set Manager dialog, select the data set that you want to delete, and then click Delete .

    You are prompted to confirm that you want to delete the data set.

  3. Click OK to delete.