Create Smart Folders from Datasets
As of Release 5.2.1, a Smart Folder can be created using a Dataset that contains data with such columns:
- Element ID and, optionally,
- Dimension Value(s)' ID
Such a Dataset is used to add content to a Folder.
- Automatically populate Folders with a large number of Elements instead of adding each Element manually.
- Allow the Smart Folder's content to be controlled by the Dataset's values.
- Prevent Users with no access to the source Dataset from modifying the contents of the associated Folder.
If a Dimensioned element has [-1] in its row in the Dataset, all Dimension values are included in the Folder. Undimensioned elements require no Dimension Value entry on its row.
A Configuration Variable ENABLE_SMART_FOLDERS controls whether or not a particular Instance allows this feature to be implemented.
A query of the Dashboard Database can be used to populate the list of elements, using a SQL statement in the Dataset itself, or included in an uploaded CSV/Excel file containing the required information. This query can extract the Element ID and Dimension Value ID of each tile to be included in the Folder.
- On the Homepage, elements from other Folders cannot be moved into a Smart Folder or deleted from it except via changes to the Dataset's content.
- The Smart Folders content is updated ONLY whenever there are changes in the Dataset's columns or rows. It cannot be changed from the Folder Editor > Content tab, except by changing the actual source Dataset.
The Viewer for Dimensioned elements displays the required ID's in the URL address:
- Element ID (number following element)
- Dimension Value ID (number following segment)
NOTE: "Segment" is still used in the URL, being an older term for Dimension.
Create a Dataset from a CSV or Excel file
If a Dataset for a Smart Folder specifies that content is created using data uploaded from a CSV or Excel file, the file must meet the following criteria:
- Row 1 must contain unique column headers to identify the element ID and the Dimension Value ID to be included.
- Row 2 and all subsequent rows MUST have a value in Col 1 that is element ID.
Col B is used to limit the Dimension Values for a Dimensioned element to those that are explicitly included in the Dataset.
- If the Element is undimensioned, no entry is required in Col B.
- If only selected Dimension Values are required for a dimensioned element, the Dimension Values ID is entered in Col B.
- If all Dimension Values for a Dimensioned element, the value [-1] must be entered in Col B to indicate that all Dimension Values are to be included.
Columns in Dataset Required for Smart Folder
- Element ID
- Dimension Value ID
- Undimensioned Element
- No Dimension Value ID
- Dimensioned Element
- [-1] to signify ALL Dimension Values
Create a Smart Folder
Smart Folders can only be created after a Dataset populated with the Element ID and, optionally, Dimension Values, has been established. When adding content to the Folder, the User can then decide to use the Dataset as a source.
- On the Add Folder popup, recached from the Folder Editor's Content tab via the Add Content button, choose option Populate Folder content "from Dataset"
- Select the Dataset containing the ID and Dimension Values of elements to be included in the Folder
- Choose the column in the Dataset where the Element ID can be found
- Optionally, choose the Dataset column in which selected Dimension Value ID can be found
- Click [Add Content]
The Folder Editor reopens and shows the elements specified in the Dataset, along with all selected Dimension Values.
Add a Burst from a Smart Folder
From the Smart Folder editor, open the Bursting tab and click the New Burst button;
- The new Burst Editor opens and pre-populates from the entire contents of the Smart Folder and defaults the Burst's Name to be the same as the Smart Folder.
- [Optionally] add the word "Burst" to distinguish it from the Smart Folder; or enter a complete new Burst Name
- Notice that the Contents of the Burst are the same as the Contents of the Smart Folder
All other functionality of the Burst are the same.
Delete Content from a Smart Folder
The ONLY way to changes the contents of a Smart Folder is to update the contents to the Dataset from which the Smart Folder is generated.
- If the user clicks the Edit Burst Content button on the Burst created from the Smart Folder
- A popup is received explaining that the Burst will no longer be maintained by changes to the Smart Folder