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.
When you make a change to data field, you must also resave any form templates or project templates that reference that 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.
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.
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.
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 .
When you rename a data field, you create a new data field, which has a significant effect on Dashboard reports. Projects created before you renamed the data field have the original name, and projects created after you renamed the data field have the new name.
Instead of renaming the data field, open the form templates that contain the control that shares the data field, and change the label for the control. On the Dashboard, use editing options to define alternative names for column sets, filters, or summaries that reference the data field.
For example, the Dashboard cannot aggregate project data from the originally named data field and the newly named data field. As a result, the original data field and the new data field appear as separate data fields in the Dashboard.
To make this change, contact Professional Services.
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.
Update any Dashboard reports that include Region.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
This option is usually the best choice for working with custom multiple entry data categories.
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.