Reports → Datasheet Options → Manage Datasheets

Manage Datasheets

As progress is made on a work item, users with appropriate permissions can create datasheets in the Reports module to analyze work item data.

There are two kinds of datasheets you can create: you can create a datasheet from scratch, or you can create a datasheet that is based on a datasheet type. When you assign a datasheet to a datasheet type, all of the datasheet's properties and charts are defined for the datasheet by the datasheet type you select.

You can make any datasheet or datasheet type that you create a private datasheet, and you have the option of sharing your private datasheet with other users and/or members of a security group. When a datasheet is private, only the user that created the datasheet can view and modify the datasheet, unless you are sharing the datasheet. When you share a datasheet, the users and/or members of the security groups you assigned to the datasheet can also view and modify the datasheet.

To make your datasheet private, select the Private check box on the General tab. To share your private datasheet, select the Share button next to the Private check box.

Use the Add, Delete, Edit, and More options in the navigation pane (or use the right-click options in the work item heirarchy) to manage datasheets.

Adding a datasheet

Add a datasheet for most work item types.

To add a datasheet
  1. Open the Reports module.
  2. Select the Datasheets tab.
  3. Right-click the navigation tree and click New Datasheet.
  4. Enter a name and select the datasheet type from which this datasheet will be based.
  5. On the General tab, define general datasheet properties.
  6. On the Columns tab, identify datasheet columns and column order.
  7. On the Filters tab, set up a filter for focusing the information displayed on a datasheet.
  8. On the Organize tab, determine how data is grouped and sorted on the datasheet.
  9. On the Time Views tab, define the properties for the Timeline and Timegrid tabs.
  10. On the Demand vs Capacity Filters tab, define the resource-based filters for the datasheet.
  11. On the Dashboard tab, set up the dashboard for the datasheet.
  12. 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
  1. Open the Reports module.
  2. Select an datasheet.
  3. Select the Charts tab.
  4. Click Copy to copy a datasheet.
  5. In the Move/Copy dialog box, select Make a copy.
  6. In the Destination box, choose the destination datasheet for the new chart.
  7. Click Save.

Deleting a datasheet

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

To delete a datasheet
  1. Open the Reports module.
  2. In the navigation tree, right-click the datasheet you want to delete and click Delete.
  3. 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
  1. Open the Reports module.
  2. Select a datasheet.
  3. Select the Datasheets tab.
  4. Click Move/Copy Datasheet to move a datasheet.
  5. In the Move/Copy Datasheet dialog box, select the location to which you are moving the datasheet.
  6. Click OK.

Exporting a datasheet

You can export the information in a datasheet as a CSV file.

To export a datasheet
  1. Open the Reports module.
  2. In the datasheet tree, select the datasheet you want to export, right-click and choose Export Datasheet.
  3. Save the datasheet as a CSV file type and select the location you want to save it.
  4. Click Save.

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

Viewing a datasheet

Datasheets can be viewed from the Datasheets tab in the Reports module.

To view a datasheet
  1. Open the Reports module.
  2. Select a datasheet.

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