Create and understand Data Sets

What are data sets?

A dataset groups together a set of data that can correlate with each other. It can be hierarchical, with each level called a dimension. Datasets can also contain different translations, making them easy to use for different users around the world.

These datasets are managed from Document Manager, in the Admin menu>Datasets.

What is it for ?

These datasets enable you to create a long list of values and manage them easily. You can update them regularly and automatically.

Datasets are especially useful in forms. Indeed, if you want to display a drop-down field that can change dynamically according to other data, you can use the drop-down list tool (dataset) in your forms.

Imagine you want to add a drop-down list with over a hundred values to one of your forms, and you want to translate this same form into different languages. To simplify the task and avoid having to repeat the action several times, all you need to do is create a single dataset that will enable you to add this drop-down list and perform the updates in a single place.

How do you create them?

When creating datasets, you need to follow the following pattern: dimension_id,parent_code,code,fr-fr

The dimension_id corresponding to the level you wish to create.

The parent_code is the code of the value at the level above the value you're processing.

The code is the code created for this value in the dimension.

Then comes the label you wish to display, and its translations if required.

Example

Let's take the example of a request form in which you need a drop-down list to link an employee's location information. You want to create a drop-down list that will allow you to select the country, region and city, while having them correlated in this order: Country>Region>City.

This would give the following pattern:

dimension_id,parent_code,code,fr-fr,en-us

PAYS,,PAYS_FRANCE,FRANCE,FRANCE

PAYS,,PAYS_ALLEMAGNE,ALLEMAGNE,GERMANY

REGION,PAYS_FRANCE,REGION_BRETAGNE,BRETAGNE,BRITTANY

REGION,PAYS_ALLEMAGNE,REGION_BAVIERE,BAVIERE,BAVARIA

VILLE,PAYS_FRANCE.REGION_BRETAGNE,VILLE,RENNES,RENNES

VILLE,PAYS_ALLEMAGNE.REGION_BAVIERE,VILLE,MUNICH,MUNICH

Note: the line PAYS,,PAYS_FRANCE,FRANCE,FRANCE does not contain any parent_code in the second position. Nevertheless, it is necessary to keep the same number of commas as in the template, so that the system can correctly link each element of your values to those of the template.

This will allow you to select data like this later:

So, let's imagine you have two employees, one based in Rennes, France, the other in Munich, Germany. The first will first select the country France, then, in the list of regions, only the regions of France will appear, then after clicking on Brittany, only the cities identified as being linked to the value Region Brittany will appear in the list of cities.

Limits

Datasets cannot have more than:

• 10 dimensions
• 400,000 values

We do not create a file to provide a report after a dataset has been synchronized.

Summary

The most important thing to remember is that datasets offer several advantages:

• The ability to manage your data in a single location.
• The ability to update data regularly and easily.
• The ability to use datasets in multiple forms.
• Management of multiple languages in a single location.