Managing Changes to Data

Overview of Managing Changes to Data

The level of difficulty for managing changes to data and templates ranges from simple changes you can do yourself to difficult changes that should be handled only by the Professional Services team. The team is available to support you and your organization with any data or template modifications you may require. They are always ready to discuss any changes you are considering, to help you understand the implications of those changes, and to determine the best path forward.

Important

When you make a change to data field, you must also resave any form templates or project templates that reference that field.

Add a New Data Field

When you add a new data field, you also add a control to a form, and then share the control to the new data field. This ensures that users have a way to enter data values into the new data field.

Be sure to add the new data field to all project templates.

Note

Existing projects will not have the new data field. To import the data field into existing projects, have project owners open a form template that includes a control that is shared to the new data field.

When you save a project template that contains the new data field, it is available in Dashboard reports.

Delete a Data Field

Remove the data field from all form templates that include a control that is shared to the data field.

Be sure to remove the data field from all project templates.

Note

When the data field is referenced in a formula, the formula field will be broken. For example, if you have a formula field Net Savings that has an expression of [ Hard Savings] + [ Soft Savings] - [ Implementation Costs] and you delete the Implementation Costs data field, then Net Savings will return missing values.

When you remove a data field from all project templates, it is still available on the Dashboard. Consider hiding the data field when it is not relevant to the reports you create in the Dashboard. On your Qeystone site, choose Settings > Select Fields to Display.

Add a New List Field Value

Add the exact same new list values to the list field in every project template that uses the list field. After you add the new values to a project template, open any form templates that include controls that are shared to the new data field you just added, and resave them as form templates. Otherwise, the form templates that live outside of the project will not contain the updated list values. For existing projects that use the list field, you must open every project and replace the list field with the list field that contains the new values.

For example, the list field, Region, currently contains two list values: North America and Latin America. However, your company is expanding, and now you want to add Europe and Asia-Pacific to the list of values.

  1. To save the changes in a project template.
    1. Open a project template that includes Region and add the new list values.
    2. Open the Project Charter form because it includes a drop-down control shared to Region, and save it as a form template to overwrite the existing Project Charter.
    3. Resave the project template.
  2. To save the changes in other project templates.
    1. Open a different project template.
    2. Delete the existing Project Charter form.
    3. Delete the existing Region field.
    4. Open the new project template.
    5. Resave the project template.
  3. Repeat step 2 for all other project templates.
  4. Open other templates that include controls that are shared to Region, and then resave them as form templates.
  5. Update any Dashboard reports that include Region.

    Note

    If you add new values to a list field in a project template, and the list field is included in a Dashboard summary, Qeystone automatically includes the new values in the summary only if all of the original values, with the exception of Blank, are selected. If only some of the original values are selected, then you must manually include the new values in the summary editor.

  6. To ensure that existing projects have the new Region values, replace the existing Region data field in all projects with the updated version of the Region data field.

Suppose you create a summary that has the following settings. Because not all of the original Region values are selected, the new values are not selected either.

Before the new values:
After the new values:

Delete a List Field Value

Delete the list value from the list field in all project templates. After you delete the list value in a project template, open any form templates that include controls that are shared to the deleted data field and resave them as form templates. Otherwise, the form templates that live outside of the project will not contain the updated list values. For existing projects that use the list field, open every project and replace the list field with the list field that contains the new values.

For example, the Dover and the Wilmington facilities are consolidating. You need to remove the Dover, DE list value from the Location list field. After you remove Dover, DE value in a project template, open any form templates that include controls that are shared to Location and resave them as form templates.

Note

All existing projects still have the Dover, DE value as an option in Location.

The Dover, DE value is still an option in the Dashboard reports that include Location. For example, if you used Location in a filter, you can still filter the report by Dover, DE. You cannot remove a list value from the Dashboard, even if the list value is not in any project templates. When the Dashboard is aware of a list value, the Dashboard retains it.

Change a List Field Value

There is no effective means of changing list field values. The Dashboard treats the renamed list values as new list values and adds them to the list field.

For example, you want to change the list values in your Region list field to abbreviations. So, you change North America, Latin America, Europe, and Asia-Pacific to NA, LA, EU, and AP, respectively. As a result, the Dashboard now shows 8 list values, plus the |Blank| value:

Change an Expression in a Formula Field (Not Recommended)

There is no effective way to change an expression in a formula field. The Dashboard treats the old version of the formula field and the new version of the formula field as separate and unique data fields. To make this change, contact Professional Services.

Change the Number of Rows in a Multiple Entry Category

By default, the multiple entry data category, Financial Data Monthly Savings, has 12 rows of data to account for a 12-month savings horizon. However, if your organization wants to change to an 18-month savings horizon, or any horizon other than 12 months, you can change the number of rows in this category. To do this, you must open each project template. On the Financial Data form, modify the number of rows in the Financial Data Monthly Savings data table, and then save the template. Any projects created from the modified template will have the correct number of rows. To change the number of rows in existing projects, you must manually add or delete rows in the Financial Data Monthly Savings category for every project.

Change a Data Field to a Different Type

There is no effective way to change a data field's type. The Dashboard treats data fields of different types as separate and unique data fields.

For example, the Product/Service data field is currently a text data field, which means users can enter the product or service that applies to their project. However, you want to use Product/Service as a grouping variable in Dashboard reports, which requires a list field. When you change the data field type, the Dashboard recognizes the text field and the list field as two unique data fields.

Change the Default, Minimum, or Maximum Values for Text, Integer, and Decimal Data Fields

You can change the default value for text, integer, and decimal data fields, or the minimum value or maximum value allowed for integer data fields and decimal data fields, without affecting the Dashboard. However, as with any data field change, your update will not appear in existing projects.

For example, suppose users are confused about entering positive or negative numbers in the Implementation Costs integer data field. You decide to set a minimum value of 0 for the data field. For new projects, the change mitigates the confusion. For existing projects, the change does not invalidate any existing negative values. To complete the change, users must manually change negative values to positive values in existing projects.

Filtering a Data Table

When you apply a data source to a data table, you can also apply a filter to indicate which rows of project data automatically appear in the data table.

For example, the Task Progress Report form includes a data table that is shared to the multiple entry category Tasks. Suppose the project currently contains 6 tasks:
There are three filter options in the Data Sharing Setup dialog box:

Option #1: Show all rows

With this option, the Tasks data table in the Task Progress Report always shows all of the project's tasks. When you add a task to the Tasks list in the Management section of the Project Manager, it is immediately added to the Task Progress Report.

This option is usually the best choice for working with custom multiple entry data categories.

Option #2: Select rows from a list

By default, the Tasks data table in the Tasks Progress Report uses this option, which means that you can use a menu, as shown in the image, to add rows to the table.
When you choose Select Existing Tasks, then you can choose from the existing tasks in the Tasks list.

Option #3: Populate rows based on filter criteria below

With this option, you can set up a condition to determine which rows in the Tasks list appear in the table. For example, you might create a second data table named Incomplete Tasks on the Task Progress Report.
The resulting table shows all rows in the Tasks list that match the condition Status not equal to Completed.
Note

When you select Populate rows based on filter criteria below, Qeystone creates a table that you cannot edit because it is based on the criteria defined in the filter. Therefore, you cannot add rows to the table.

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