View and Manage Datasets

Learn how to view and manage Datasets from the Datasets page.

Note: Managing permission is reserved for Admin, Project manager, and Editor roles. If you're assigned a Contributor role, you'll have access to view and export only. 

A Dataset is a set of value options that can be added to select fields (Dropdown and Multiselect) to build Input fields. A dataset can be configured and managed from its dedicated editor - the Dataset manager.

Access to the configuration of Input fields is reserved for Admin and Project manager roles. However, even as an Editor user you can view and manage the datasets used in the project from the Datasets page.

Note: The Dataset page serves as a centralized place for collecting all datasets available in the project. As such, it is important to remember that any edits made on this page will affect all the fields where the datasets are added. 

Viewing Datasets

To view all available datasets, navigate to the Datasets page.

From the side navigation bar, click 'Datasets' under the 'Setup' section

Here, you’ll find a list of all datasets that can be used in the project. For each dataset, you can overview its value options and the number of dependencies, if any.

Datasets that haven't been added to any field yet are labeled as 'Not used'. 

Note: The 'Not used' label indicates that the dataset is not currently used in the live version of the project configuration. 

If you added the dataset to a field in the draft of a project configuration, it will still appear as 'not used'. However, you'll need to remove it if you want to delete a dataset.

Additionally, at the bottom of this page, you'll also find datasets labeled as 'Shared dataset'. These datasets are created and managed at an account level and then inherited in different projects. As such, they are only accessible in view-only mode.

Managing Datasets

The Create form is used to collect data and then generate records based on Input fields. From the 'Datasets' page, you can manage the options available for some of these fields, namely select fields (Dropdown and Multiselect).

Here is an overview of what you can do from the Datasets page: 

• Adding datasets
• Configuring and managing a dataset - Dataset manager
• Delete datasets not in use
• Import dataset options with or without dependencies
• Export dataset options with or without dependencies

Shared datasets that are used in the project are also displayed on the page but are not editable. You can recognize them by the 'Shared dataset' label by their name. These datasets are created and managed at the account level, requiring Admin permissions to access Account settings. 

Here is what you can do regarding Shared datasets: 

• View shared dataset options, instances, and dependencies - Dataset manager
• Exporting shared dataset options with or without dependencies

Creating a Dataset

Creating a dataset is very straightforward. Simply click the 'Add dataset' button and the Dataset manager will automatically open, allowing you to configure the newly created dataset (see section below).

It's important to understand that you are creating sets of values that can be used in fields in the project configuration. However, the dataset is not actively in use until it is actually added to a field. 

This means that when you edit a dataset that is in use, you're modifying the options that are available in certain fields in the Create form. Conversely, if not in use, the dataset remains available to be used but does not affect the Create form. 

Configuring and managing a Dataset - Dataset manager

Configuring and managing a specific dataset is done through the Dataset manager, which automatically opens when you add a new dataset. If you wish to edit an existing dataset, simply click 'Edit dataset'.

Within the Dataset manager, you can configure dataset options, add the use of abbreviations, apply rules, and build dependencies. The 'Used in' or 'Shared in' tab also allows you to view in which live fields the dataset is in use. 

For a comprehensive guide on the Dataset manager, refer to this article.

Deleting a Dataset

Deleting a dataset is only possible when it is not currently in use. 

To delete a dataset, locate the dataset > ... > 'Delete dataset'

If a dataset is in use, a modal will list all fields where it is used when trying to delete it. To proceed with deletion, you must first remove the dataset from all listed fields. Click on an entry in the list to be redirected to the specific instance. Please note that only users with Admin or Project manager permissions can do this, as access to the project configuration is required. 

Note: The label 'Not used' stands for not in use in the live version of the project configuration. If you added the dataset to a field in the draft of a project configuration, this dataset will still say 'not used' but you'll need to remove it if you want to delete a dataset.

Importing a Dataset

Bulk import of options

Without having to input dataset options manually, you can import them from an .xlsx file or by copy-pasting.

Importing using an .xlsx template

Click the meatballs menu (...) > 'Import'

This opens a pop-up window to let you either download a template or upload your own file. Follow the instructions on the screen or expand the collapsible here below.

Importing using copy-paste

Click 'Paste options'

This opens a pop-up window to let you paste your data from your clipboard. Simply copy your data from an external field and paste it into the field provided. 

If the dataset uses abbreviations, the system will automatically detect a delimiter. However, you can also adjust it by clicking on it. 

Finally, you can review the dataset options, make any adjustments, and finalize the import. 

Bulk import of options with dependencies

It is also possible to include dependencies when importing options from an .xlsx file. 

Click the more menu (...) > 'Import' 

This opens an import pop-up window. 

Click 'Include dependencies' > Select a dependency variant

Now, you can proceed as you would with a simple import of value options. 

Learn more about how to import with dependencies here.

Exporting Datasets

It is possible to export the options of all Datasets or specific ones. When exporting a dataset dependent on another, you can also include its dependencies.

Export all

To export all Datasets, click the 'Export' button on the top right of the page

This will download all listed Datasets and return them as different sheets in an .xlsx file. 

Note: Exporting all will also include any Shared dataset that is used in the project. 

Export a Dataset

To export a specific Dataset, navigate to it > Click the meatball menu (...) > 'Export'

At this point, you can decide whether to export only the value options or also dependency variants, if any. Selecting to export with dependency variants will add a sheet for each variant in the file.

Updating to Shared dataset (Admin users)

As an admin user, you can now promote a local dataset to a shared dataset, making it accessible across all projects within the account. This simplifies dataset management as you can share a dataset instead of recreating it for each project. 

To upgrade a dataset: 

1. Access the feature
   From the Datasets page, locate the dataset > Click the more menu (...)
   From the Dataset manager, click the more menu (...) on the top right
   
   
2. Upgrade
   'Upgrade to shared dataset' > 'Yes, upgrade'
   
   The dataset will appear under the 'Shared datasets' section on the Datasets page. If the dataset is not in use, it'll disappear from the Dataset page but can be found it in the Account settings or added to the Project configuration. 

Note: You must resolve any dependencies to local datasets before upgrading. See the section below for details.