Define Datasheets

You can define which columns are displayed in a datasheet from the Columns tab of the New Datasheet, Datasheet Properties, and Datasheet Type Properties dialog boxes.

You can set up a datasheet to group data by a specific box's values, and sort data by each value in a specific column on the Organize tab of the New Datasheet, Datasheet Properties, and Datasheet Type Properties dialog boxes. For example, you select Status from the Group By list, Start from the Sort By list, and then select the Descending option.

The groups specified on the Organize tab of the New Datasheet, Datasheet Properties, and New Datasheet dialog boxes are used to create the layers of drill-down on charts in the Charts tab.

If you are creating or editing a datasheet that is assigned to a datasheet type, you cannot edit any of the datasheet properties on the Columns, Filters, Organize, Time Views, or Dashboard tabs on the New Datasheet or Datasheet Properties dialog boxes.

Adding a datasheet

Add a datasheet for most work item types.

To add a datasheet

Open the Reports module.
Select the Datasheets tab.
Right-click the navigation tree and click New Datasheet.
Enter a name and select the datasheet type from which this datasheet will be based.
On the General tab, define general datasheet properties.
On the Columns tab, identify datasheet columns and column order.
On the Filters tab, set up a filter for focusing the information displayed on a datasheet.
On the Organize tab, determine how data is grouped and sorted on the datasheet.
On the Time Views tab, define the properties for the Timeline and Timegrid tabs.
On the Demand vs Capacity Filters tab, define the resource-based filters for the datasheet.
On the Dashboard tab, set up the dashboard for the datasheet.
Click Save.

Copying a datasheet

As you review a datasheet that displays data in a portfolio, you may decide that you want to see the same datasheet columns, but with different data, in a different portfolio. Copying a datasheet will also copy any charts associated with that datasheet.

To copy a datasheet

Open the Reports module.
Select an datasheet.
Select the Charts tab.
Click Copy to copy a datasheet.
In the Move/Copy dialog box, select Make a copy.
In the Destination box, choose the destination datasheet for the new chart.
Click Save.

Deleting a datasheet

When a datasheet is no longer useful for portfolio data analysis, delete it.

To delete a datasheet

Open the Reports module.
In the navigation tree, right-click the datasheet you want to delete and click Delete.
Click Save.

Moving a datasheet

You can move a datasheet between portfolios. Moving a datasheet will also move any charts that are associated with that datasheet.

To move a datasheet

Open the Reports module.
Select a datasheet.
Select the Datasheets tab.
Click Move/Copy Datasheet to move a datasheet.
In the Move/Copy Datasheet dialog box, select the location to which you are moving the datasheet.
Click OK.

Sharing a datasheet

Use the Datasheet Shared Access dialog box to share a private datasheet with a specific user and/or security group. When a datasheet is private, it is not viewable by anyone except the owner of the datasheet. You can create exceptions and allow some users in your organization to view a private datasheet. On the General tab of the Datasheet Properties dialog box, click Share to open the Datasheet Shared Access dialog box. You can filter the users that are available in the Datasheet Shared Access dialog box by selecting or de-selecting the Users, Groups, and Unselected check boxes under Show. Click Add to share the datasheet. Click Clear to stop sharing the datasheet. Only selected users and/or groups will be able to view the datasheet.

To share a datasheet

Open the Reports module.
Select a datasheet.
Right-click and select Datasheet Properties.
On the General tab, enable the Private check box and click Share.
Select the users and/or security groups to whom you want to grant access.
Click Save.