Define data fields

Define data fields to track key metrics across your entire deployment. You can view a list of predefined data fields and their categories from the desktop app or the web app. You can also edit data fields and categories or create your own to customize your deployment.

Determine the category

Choose one of the following predefined categories for the data field.

Single-Value Category: A data field in this category can have only one value per project, for example, project leader or project number.
Data Table: A data field in this category can be displayed as a data table because each data field (column headings) can have multiple values (rows). For example, a project can have multiple team members, and each team member has a name, a job title, and a role, which appear as column headings in the data table. The data values for each data field appear as rows in the data table.
Managed Data for Projects: A data field in this category is sensitive data specific to a single project that is stored in a different system and imported into Engage.
Counts: A data field in this category counts the number of projects or tasks based on a Date field.

Determine how to share the data field

Choose one of the following ways to share the data field.

Global data fields are used to collect the key metrics your company wants to summarize in dashboard reports. Only global data can be shared across projects and with the dashboard.
Local data fields are specific to the project that they are created in. If you have permission to edit a project, then you can create and edit the local data fields in the project, but you cannot share local data fields with other projects or the dashboard.

Create the data field

After you determine the category and how you want to share the data field, create the data field to collect a key metric across forms, projects, and your deployment.

Open the sandbox in one of the following ways.
- From the desktop app, choose File > Data Definitions, then select Design to open the web app.
- From the web app, select Design.
If there is not an active sandbox, create one.
From the sandbox Home page, select Data Fields.
Expand the category you want to add the data field to.
Scroll to the bottom of the category, then select New field.
Select Next: Set Options.
Select a field type. For help with selecting a field type, go to Types of data fields.
Enter a name for the new data field. To track this new data field on the dashboard, leave Available to dashboard reports selected.
Depending on the field type, select the available options, then select Save.
When you finish editing data fields, select Publish Changes.

Note

Anyone who has access to the desktop app can add local data fields to their own project from the Data Definitions dialog box. However, local data fields can only be shared across tools within a single project. They cannot be shared across multiple projects or summarized in the dashboard.