Create global data fields

Only data architects can create and edit global data fields.

Global and local data fields

Before you create a global data field, consider how you want to view the data in dashboard reports.

Single-value data summarizes data from multiple projects. On the dashboard, single-value data can be displayed in graphs and tables.
Data collected in a data table shows multiple data points for a single project. On the dashboard, this data can only be displayed in the Projects table where it appears as a link in a column. When you select the link, you can see the individual values for each data point, or row, in the table.

Project counts

In the dashboard, project counts are unique variables that use key date fields, such as Start Date or Due Date, to determine the number of projects within a specific time interval. For example, you might use the project count called Number of Projects Completed, which uses Completion Date to determine the number of projects completed by month, by quarter, this year, and so on.

You can create a new project count based on a date field or a formula field that uses date values. You can also change the name or the associated date for existing project counts. Project counts are only available in dashboard reports. You cannot add them as data fields in form templates.

Create a global data field

Data fields belong to either single-value categories or data tables. Before you create or edit a data field, decide whether to add the data field to a single-value category or a data table. For more information, go to Data fields and form design.

  1. In the sandbox, select Data Fields.
  2. Expand the category or data table you want to add the data field to.
  3. Scroll to the bottom of the category or data table, then select New field.
  4. Select a field type. For help with selecting a field type, go to Types of data fields.
  5. Select Next: Set Options.
  6. Enter a name for the new data field. To track this new data field on the dashboard, leave Available to dashboard reports selected.
  7. Depending on the field type, select the available options, then select Save.

Example of creating a new global data list field

Create a list field called Organizational Awareness that has High, Medium, or Low as options.
Note

To prevent this example from affecting the live site, discard any changes before you exit the sandbox.

  1. In the sandbox, select Data Fields.
  2. Under Single-Value Categories, next to Project Summary, select .
  3. Select New Field in Project Summary.
  4. Select List with Text selected, then select Next: Set Options.
  5. In Name, enter Organizational Awareness. Because you want to track this metric on the dashboard, leave the Available to dashboard reports option selected.
  6. Under Value, select the second row of the table and enter High, then select the add button . In the new row, enter Medium, then select the add button and enter Low.
    Note

    When you add a list of values, keep Include a blank option selected to ensure accurate report results if a list value is deleted. For more information, go to Effects of deleting global data.

  7. Select Add. The new field appears alphabetically in the list of data fields in the sandbox.

Edit a global data field

To edit a global data field, you can select its edit button or you can search for it.

  1. In the sandbox, select Data Fields.
  2. In the search box, enter the name of the data field to edit. Engage narrows the results as you type. The more you enter, the more specific your results become.
  3. Select the result.
  4. In the Edit Field dialog box, make your changes, then select Save.

Example of editing a global data list field

Add "Yellow Belt" to the list of options in the list field, Belt Level.
Note

To prevent this example from affecting the live site, discard any changes before you exit the sandbox.

  1. In the sandbox, select Data Fields.
  2. In the search box, start to type belt level. Engage finds any data field, data table, single-value category, or template that contains the term "belt level".
  3. Select the result.
  4. In the Edit Field dialog box, under Value, hover your cursor over the Green Belt row. Select the add button and enter Yellow Belt.
    Note

    When you edit a list field, do not delete existing list values. Instead, make the value inactive. For more information, go to Effects of deleting global data.

  5. Select Save.
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