Introduction

A dataview is a report in which you call up specific data about events, resources or contacts and organize them in a table. For example, you can make a list of all events in a certain period with their name, date, owner, start time, etc. Dataviews are also flexible because you determine:

You can also export dataviews as Excel files.

This page explains how to:

Tip

Use a dataview to publish tickets for dozens of events quickly: read our blog.

Access to Dataviews

Open the overview page for dataviews by hovering over the “Reports” tab in the navigation menu and clicking on “Dataviews”. If you don’t find what you’re looking for in the list of dataviews, you can refine the results by filtering, sorting or entering a query.

Remark

The dataviews page is not opened in a new window. To leave the page, click on an item in the navigation menu.

Create a New Dataview

To create a new dataview you click on the “New” button and then select the scope in which you want to search for data. The following scopes are available:

It’s also possible to duplicate an existing dataview:

Attention

New dataviews are created automatically, but changes to the dataview are not saved automatically. Click on the “Save Changes” button after each adjustment. See Managing Dataviews.

After creating a dataview you can adapt it to suit your needs. First select some columns. You can only filter by columns that are included in the dataview.

Editing Columns

Every column in a dataview displays a Yesplan field. This can be a system field or a custom data field. You can edit the columns via the “Edit Columns” button.

The selection window for columns has two parts: the selected fields (left) and the available fields (right).

Selected Fields

The left side of the selection window contains a list of fields that already appear in the dataview. The list shows the name of the field and its location in Yesplan’s structure. For example, within the scope of events

You can deselect, find, rename, move and group selected fields.

Deselecting a Field

Deselect a field to delete it from the columns of the dataview:

Finding a Field

Sometimes you want to find a field quickly in Yesplan’s structure, for example to select a related field. To do this, click on the name of a selected field. Yesplan navigates in the list of available fields to the exact location. This enables you to find your fields quickly in Yesplan’s structure.

Renaming a Field

The name of fields can be clear in the context of an event but much less clear when used as a table header. You can edit the names of fields:

The table header will display the new name. Yesplan shows the original name between square brackets in the list. This makes it easy to ascertain which field it is.

Moving a Field

By placing fields higher or lower in the list you are moving the columns more to the left or right in the table:

The field will be moved to the position of the blue line.

Grouping Fields

It can be handy to merge related fields under one table header. For example, you can merge the fields “Name” and “Email Address” of the owner of an event under the “Owner” column.

Yesplan automatically creates a field group with the table header “New Group”. You can change the name immediately. The group can be renamed later by double-clicking on it. To add another field to the group, move it to a position within the group. To delete a field from the group, move it to a position outside the group.

Attention

Yesplan only allows one level of groups. You cannot make a group within a group.

Available Fields

The right side of the selection window contains a list of Yesplan fields that can be added to your dataview. If the field has a triangle to the right then it has an underlying structure and you can navigate deeper:

By clicking on fields you navigate deeper into the structure. You can select fields in two ways:

  1. by clicking on the ‘+’ icon
  2. by dragging

Attention

Groups and blocks for custom data cannot be added because they do not have a value. Therefore, they cannot be displayed in the dataview.

Selecting Fields via the ‘+’ Icon

You can select fields by clicking on the ‘+’ icon.

Selecting Fields by Dragging

You can also select fields by dragging them to the list of selected fields:

If you select a field in this way, only the field will be added. Yesplan will not make a fields group based on the overlying structure.

Editing Filters

Filters determine which rows appear in the dataview table. You can only filter by fields that have been added as a column.

You can adjust the filters by clicking on “Edit Filter” or “Create Filter”.

Structure

Every filter consists of a field, a comparison and a value:

Possible filters include:

For each object in your scope, the filter checks whether the content of the field satisfies the condition. The object only appears if that is the case.

Setting up a Filter

Set up a filter from left to right:

Attention

You can only choose fields that are selected as a column for the dataview. If you want to filter by the name of the owner of an event then you must first add that field as a column (see Editing Columns).

Deleting a Filter

It is easy to delete a filter:

Combining Filters

You can get more precise results by combining filters. For example, you can search for all events that take place between 1 January 2018 and 31 December 2018 or show all contacts with the name ‘Janssen’ or ‘Jansen’. You combine filters with Boolean operators: AND and OR.

AND and OR

What do the Boolean operators AND and OR do? Imagine that you combine three filters:

For example, you could filter by event profile: concert, film or workshop. If you combine these filters with AND then Yesplan looks for every event that contains these three profiles. In short, you search for the intersection of the three sets and the result is a list of events that are concerts, films and workshops.

If you combine the filters with OR then Yesplan looks for every event that contains at least one of these profiles. In this case you look for the union of the sets and the result is a list of events with at least one of the profiles and any combination.

In Yesplan

Combining AND and OR can be confusing. Therefore Yesplan only allows you to make combinations with the same operator:

We call a combination of filters with the same operator a chain. You can combine a chain with another chain:

The basic rule when combining filters can be summarized as follows:

Let’s look at a concrete example. In the image below, you see a chain with AND and two filters. You can display this chain as Filter1 AND Filter2.

You can also add filters to any place in the chain. Simply move the mouse over a filter. On the right you see a ‘+’ icon with AND and OR.

Please note that the original chain only contains AND: every selection of AND adds a filter and every selection of OR starts a new chain.

Editing Parameters

A dataview becomes handy for users if they can determine the value of certain filters. That way they can decide for which period they want to see events. You can achieve this by converting a filter into a parameter: parameters are accessible for all users, even if they cannot adjust the dataview. A parameter is created as follows:

Once the parameter is created, you can adjust or delete it by clicking on it and choosing the desired action in the menu.

When users open the dataview they can enter the parameters by clicking on the blue “Fill out Parameters” button.

Managing Dataviews

In this section you learn more about managing dataviews: saving, describing, sharing and duplicating.

Saving Dataviews

Dataviews behave unusually within Yesplan because they are not saved automatically. Once you have created a dataview you must always explicitly save the changes by clicking on “Save Changes”. The advantage is that you can experiment in a dataview without Yesplan saving the changes automatically in the background.

You can save a copy of the dataview by clicking on “Save As…” and choosing a name. You can also duplicate dataviews on the overview page (see Create a New Dataview).

Describing Dataviews

It is not always easy to summarize the aim of a dataview in a name. That’s why you are allowed to add description.

On the overview page:

In the dataview:

The title, owner and description will be searched for queries on the dataviews overview page. Using a description helps you find the right dataview easily.

Sharing Dataviews

Initially dataviews are only visible for yourself and administrators. To make them visible for other users or user groups, you must share them.

On the overview page:

In the dataview:

In the inspector you can share the dataview with another user of user group:

The following options are available when sharing a dataview:

Can View

Can Edit

Can Edit and Delete

Make Owner

Using Dataviews

Once a dataview satisfies your wishes, you can call up data and inspect it. With the “Export” button you save them locally as an Excel file.

Requesting Data

If the dataview contains parameters, you can enter them by clicking on “Fill Out Parameters”. You can enter the desired values in the blue fields and click on “Show Results”. The table will contain all the data that satisfies the filters.

Sort the table according to the content of a column by clicking on the triangles in the table header. Click on the left or right edge of a table header and drag the cursor to make the column wider or narrower.

Inspecting Data

There are different ways to inspect the data in a table: