View and Manage Shared Datasets

Learn how to view and manage Shared datasets from the Account settings. 

Note: Access to Account settings is reserved for Admin roles only. Please, reach out to us if you need to upgrade your user role or add more admins.

A Shared dataset is a set of value options that can be accessed and added to select fields (Dropdown and Multiselect) in different projects within an account. A shared dataset can be configured from its dedicated editor -  Dataset manager, from the Account settings. 

A Shared dataset is created and managed at the account level from the Account settings. Once created, it can be used in Input fields in different project configurations by adding it to a Dropdown or Multiselect field.

Use case: If you have multiple projects and most of them, if not all, use the same set of values.

Shared datasets make a list of field values accessible from all projects, while also allowing you to manage all of them from one place. Indeed, any edits to the list are updated in all the places where the Shared dataset is used

Viewing a Shared dataset

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

Click on the divisions bar > Settings icon by the account name > 'Shared datasets'

or, click ‘Account settings’ at the bottom of the navigation bar > 'Shared datasets'

Here, you’ll find a list of all Shared datasets that can be inherited in different projects. For each dataset, at a glance, you can view its value options, the number of dependencies, if any, and the number of live projects where it is shared. 

Managing Shared datasets

As mentioned, Shared datasets can be used in different projects, however, they can only be created and edited from the Shared datasets page in Account settings. 

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

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

Creating a Shared dataset

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

It's important to understand that you are creating a set of values that can be used in different projects. However, the Shared dataset is not actively in use until it is actually added to a field. 

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

Configuring and managing a Shared dataset - Dataset manager

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

Within the Dataset manager, you can configure options, add the use of abbreviations, apply rules, and build dependencies. The 'Shared in' tab also allows you to see where the Shared dataset is currently in use. 

Note: The Dataset manager functions identically for both shared and local datasets. However, its accessibility may vary depending on the context. 

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

Deleting a Shared dataset

Deleting a Shared dataset is only possible when it is not in use, in any project. 

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

If a shared 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 Shared dataset from all listed fields and projects. Click on an entry in the list to be redirected to the specific instance. 

Alternatively, you can also overview a list of live projects where the Shared dataset is in use in the 'Shared in' tab. Hovering on an instance will also show an 'Open' button to redirect you to it. 

Note: The numeric indication by the 'Shared in' label on the Shared dataset stands for the number of times the Shared dataset is 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 label will not take into account but it will be listed and you'll still need to remove it if you want to delete a shared dataset.

Importing a Shared dataset

Bulk import of options

You can import and review options from an .xlsx file instead of inputting them manually.

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.

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 dependencies here.

Exporting Shared datasets

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

Export all

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

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

Export a Shared dataset

To export a specific Shared 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.