Managing Views

Learn how to manage and customize views in Claret for a personalized data display experience. Explore workspace and personal views, and understand how to create, edit, and use them effectively.

Within Claret we use Views to allow users to customise how they see data. How you see data on many Claret pages depends on how views are configured. A view is a layout, with defined columns, filters and formulas. Having multiple views of data can help you quickly move between different ways of seeing things.

There are 2 types of Views within Claret:

1. Workspace Views - these are views that have been set up by administrator users for your company. All users have access to these views. The administrator can set one view as the workspace default.

2. Personal Views - these are views specific to you, and only seen by you. When you create a view, it will be a personal view by default unless you are an administrator and able to mark it as a workspace view. You can have as many personal views as you like.

View functionality is currently available for:

• Forecast Workbench

• Long Term Planning

• Sales Collaboration

• Sales

At any time, the name of the view you are currently on can be seen in the top right of the header bar.

We will use the Sales Collaboration page as an example of how to create and use views, but creating and managing views is done in the same way across other pages.

Views in Sales Collaboration

The first time you come to Sales Collaboration (or other pages), if you are the main administrator, you will need to configure the default layout for your workspace. The next set of steps walks you through just how to do that.

If you are a general user, the following steps can also be used to create your own personal views.

When you first go to the Sales Collaboration page, you will need to configure your page.

To create new views, edit existing views, or even just to see the configuration of your views, you will need to open the 'Configure' modal.

1. Go to the option menu accessed via the button containing the current view in the top-right of the page and click on it.

2. Click on "Configure".

You then need to either choose the view you wish to edit from the dropdown, or, select another option from the menu accessed via the ellipses.

Choose an existing view:

Choose from the extended menu:

The extended menu allows you to add a new view, duplicate the existing view selected in the menu and then edit it, rename the currently selected view, or delete the currently selected view.

We'll first look at creating a new view.

Creating a View

When creating a new view, you'll want to select 'Add' from the extended menu found under the ellipses. We will now create a simple view as a starting point.

1. The first thing you'll then need to do is to give the view a name.

2. You'll need to determine if you want it to be your default view. If you are an administrator you can also set the view as a Workspace view so all users in your workspace can use it. (This will add a 'w' in brackets after your view name.)

3. You'll want to choose the primary hierarchy layout to use. For now, let's choose "Display by Items". Note: You can adjust this later as you start getting used to how this page works.

4. Next we want to choose our first "Row Type". Let's choose "Sale Type".

5. Once you have chosen "Sale Type", you'll want to choose which Sale Type you want to see on the first row. In our sample database, we have "Budget", "Forecast" and "History". We'll go with "Budget".

6. Leave "can edit?" unchecked. We do not want to edit the "Budget" Sale Type in Sales Collaboration.

7. Choose the "Calendar". In this example, we'll choose "FY21".

8. Click the "Save" button.

9. Now, to show the data, go to the dropdown by the title of the page and click on the top level.

To see data, click on a level in the hierarchy from the dropdown

We have now configured a very simple Sales Collaboration page that has one row, the Budget Sale Type.

Simple configuration for the Sales Collaboration page

In the left hand column, you can see Customer Groups. This is because we selected 'Display by Items' as our hierarchy layout. So this allows us to select what item level we want to view the data by (in the header) and thens shows us data at that item level for each customer group.

Add a "History and Forecast" composite row

Let's add an additional row that combines year to date sales with forecast sales. We will also want to make the forecast portion of this row editable so we can update this with our forecasts.

1. Return to the Configure option in the top right menu and make sure you are still looking at the configuration for the view that was just created.

2. Under the row you added above (the Budget Sale Type), choose the "Hist / Fcst" Row Type.

3. There are two Sale Types to choose. In the first Sale Type, choose "History". In the second Sale Type, choose "Forecast". Click on the "can edit?" checkbox for the "Forecast" Sale Type.

4. Click "Save".

Sales Collaboration configuration highlighting the History and Forecast composite row

Add an equation

There is one more Row Type to review and that is the Equation Row Type. This allows you to create an equation that references other rows. For this example, let's get the difference between the Budget row and the History / Forecast row.

1. Go to the "Options" button (the ellipses) in the top-right of the page and click on it.

2. Click on "Configure".

3. Choose "Equation" for the next Row Type.

4. In the "Equation definition" input box, type: r2 - r1. The "r1" and "r2" are the references for each of the two rows you created earlier.

5. In the "Label" input box, type in the label for this equation (e.g. "Delta"). This label will be displayed in the Sales Collaboration page for this equation.

6. Click "Save".

Adding an Equation Row Type and referencing other rows in the equation

The "Equation" Row Type, can be any basic arithmetic formula using other rows along with any constants. For example, if I wanted the percentage over or under of the History & Forecast vs the Budget, I would enter in this equation: ((r2 - r1) / r1) * 100

If you want to add more row types to fill out your Sales Collaboration page, go for it. We just walked through the three Row Types to choose from. Be creative.

Be careful on how you use the "can edit?" checkbox as you add more Row Types. If you make something editable and you edit the data in the Sales Collaboration page, it will replace any existing data.

Example of a Sales Collaboration page with the three Row Types that were reviewed

Viewing Sales Data

Whenever you open up Sales Collaboration, what you see will depend on the view selected in the top right of the screen.

To then see data, you will need to select the Hierarchy Level you want to work at. Depending on the View you are working with, you will have the option to either 'Select an Item' or 'Select a Customer Group'.

Go to the 'Select an Item' menu (or 'Select a Customer Group' menu depending on the view), expand down to the level you want to work at, and then select it. For example, if you wanted to work on Sales data for the 'Commercial group' of items, you would expand the hierarchy down to that level and select.

You will then be presented with sales data based on the view you are working in.

Navigating

We have made it easy to go up and down the Item and Customer Group hierarchies within Sales Collaboration to provide you the ability to work and view data at any level you want. Depending on the hierarchy layout in the Configuration for the view you are on (see below for details), on the far left you see the other hierarchy listed out in a way that you can dive down or roll up. For instance, if you chose "Display by Items" in your configuration, after selecting the level of the Item hierarchy to start with, you'll see the Customer Groups on the left-hand side of the page. Here you can show the details per level or roll up different levels.

Showing the Customer Group hierarchy is on the left and the Item hierarchy is on the top