Xtraction User Guide

Xtraction v14.1

User Guide

April 2014

Copyright 2014 Xtraction Technologies

Xtraction User Guide Contents

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Contents

Copyright Notice 4

Introduction to Xtraction 5 Overview of Xtraction 5

Xtraction Environment 6

Xtraction Users and Their Roles 7 Security - and Where it is Managed 7

User roles within Xtraction 7

Folders accessible to Designers and Viewers 8

Functions Available to Each User Role 9

Opening Xtraction 9

How to Use this User Guide 11 Relevance of Modules in this Guide 11

Mini Glossary 11

The Application Window 12 Common Application Window areas 12

Navigation Pane with Folder and Content Lists 13

Sidebar with Toolbox Icons 13

Auto Refresh & Cycle 13

Favorites 14

Function Links at Bottom of Screen 15

The Details Pane 17 Content Type 17

Component types in Dashboards or documents 17

Action Icons on Dashboard Displays in the Details Pane 18

Action icons on Component displays in the Details Pane 18

Documents and MS Word Templates 19

Custom Reports 19

Exporting Content 20 Using the Export Function 20

Managing Xtraction Folders 21 Actions on Folders 21

Actions on Content 21

Managing Folder Security 22

Designing and Managing Filters 23 Standard and Advanced Filters 23

Understanding Filter Conditions 24

Creating a Standard Filter 24

Editing Filter Conditions in Standard Filters 25

Advanced Filters 25

Using a Sub-query Link within a Filter Condition 26

Xtraction User Guide Contents

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Variable Condition 26

Working with Components 28 Component Types 28

Time Components 29

Group Components 32

Tree Components 35

Pivot Components 39

Scorecard Components 41

Record List Components 43

Image Components 44

Calculated Series 45

Drilling in on Component Data, and Further Filtering 47 Interacting with Components 47

Default Columns used for Record Lists 48 Managing Default Columns Definitions in your Personal Profile 48

Editing Default Columns - for one Data Source 49

Using the Dashboard Designer 50 Managing Options in the Navigation Pane 50

Working from the File Menu for Dashboards 52

Using the Document Designer 53 Document Designer Details Pane 53

Interacting with the Document Designer 53

Document Parameters 53

Creating an MS Word Document Template 54

Uploading a Template Document into Xtraction 55

Exporting the Document into a Word Template Document 55

Scheduling Content for Periodic Export 57 Scheduling a Document or Custom Report 57

Using the Custom Report Designer 59 Designing or Editing a Custom Report 59

Overview of the Template Design Tool 61

Procedural Overview for Exporting the Report 61

Making the Report Template Available to Xtraction 62

Xtraction User Guide Copyright Notice

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Copyright Notice

This documentation is proprietary information belonging to Xtraction Technologies and is protected by the copyright laws of Australia and international treaties. This material may not be copied, transferred, reproduced, disclosed or duplicated, in whole or in part, without the prior written consent of Xtraction Technologies.

This documentation and related computer software programs are provided to users for informational purposes only and are subject to change or withdrawal by Xtraction Technologies at any time and without prior notice. The use of this documentation and any product referred to in this documentation is governed by the applicable software licence agreement. Licensed users may print a reasonable number of copies of this documentation for their own internal use, provided that Xtraction Technologies copyright notices and legends are affixed to each copy. Only authorised employees, consultants and agents of the user who are bound by the confidentiality provisions of the licence for the software are permitted to have access to such copies.

The creator of this documentation is Xtraction Technologies. To the extent permitted by applicable law, Xtraction Technologies provides this documentation as is without warranty of any kind; including (without limitation) any implied warranties of merchantability, fitness for a particular purpose, or non-infringement. In no event will Xtraction Technologies be liable to the end user or any third party for any loss or damage, direct or indirect, from the use of this documentation, including (without limitation) lost profits, business interruption, goodwill, or lost data, even if Xtraction Technologies is expressly advised of such loss or damage.

All trademarks, trade names, service marks and logos referenced herein belong to their respective owners.

Xtraction User Guide Introduction to Xtraction

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Introduction to Xtraction

Overview of Xtraction

Xtraction is a visualisation tool enabling simplification of status reporting by dragging data from within your application databases into Dashboards or Documents for onscreen presentation or export into external applications such as MS Word. To do this, the data is presented for use within designer tools in the form of Components defined within the Xtraction Data Model from the attached Data Sources.

The main goals of Xtraction are:

easier access to more concise data brought together in meaningful ways

data and presentation tailored to specific uses for staff and management

reduced dependence on specialised reporting staff and tools

a visually rich interface and interactive end-user experience

increased service management capabilities through better access to data

reduced time-to-decision.

Output can be produced in many forms, from an interactive real time Dashboard to information exported in various formats using pre-defined templates. Dashboards and status reports can be setup for one or more of your databases and can be displayed within a single view.

Data can be captured permanently and easily, from simple screen shots to scheduled exports of pre-defined reports comprising multiple Components.

The following example shows three Components within a Dashboard in the Details Pane.

Xtraction User Guide Introduction to Xtraction

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Xtraction Environment

Xtraction architecture is simple and demand for hardware and software minimal. Installed on a Windows server (2003 or greater), the application requires little more resources than what the operating system requires. Xtraction can connect to one or more target application databases (Data Sources) and present the information back to the web browser.

The Xtraction environment is made up of these Components:

Xtraction Server running under Windows Server

Xtraction Database created in Microsoft SQL Server

Xtraction Clients browser based

Data Sources held in any combination of Microsoft SQL Server, Oracle, Sybase,Informix or

MySQL..

The software environment can be installed on the one server or on separate servers.

Xtraction presents the Data Sources to the data modeller for creating tailored Dashboards. Dashboards are the Xtraction Users tools to review the data presented.

Data Sources

Xtraction User Guide Xtraction Users and Their Roles

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Xtraction Users and Their Roles

Once Xtraction is installed and basic settings were provided during the installation process, it is useful to differentiate between different Roles allocated to Xtraction users.

Security - and Where it is Managed

Xtraction access privileges are managed by these provisions:

Access to the Xtraction application is controlled by User Accounts and user authentication

Access to Xtraction functionality is controlled through Roles, where Groups and folder

permissions define access to Dashboards, documents and filters

Access to specific data is managed by Data Policies at the user level.

The management of user accounts, roles, groups, and data policies are handled within the Administration dialogues, and are therefore explained in detail in the Administrator Guide.

Folder permissions are managed at the Designer level and are explained in the User Guide.

User roles within Xtraction

Users can access Xtraction through any browser and view previously saved Dashboards and reports. If the user is allocated any Designer Role, they can also design new Dashboards from available Components, or edit existing ones. All roles are further explained below:

Role Description Reference

Informally allocated responsibilities

Installer Installs the Xtraction software Installation Guide

Data Model Editor

Creates the Data Model (or models) sitting between Xtraction and the physical databases (Data Sources)

Xtraction ships with a number of predefined Data Models (for example, CA Service Desk, BMC Remedy, Marval)

User Guide

Data Model Editor Guide

Roles formally recognised by Xtraction

Administrator Manages user accounts, roles, groups, and data policies and allocates privileges to all other users

Other users apply to the Administrator if different privileges are sought

User Guide

Administrator Guide

Content Designer (collective role)

Creates reporting content for use by all other users

Note: A user can have only one type of Designer Role

Specific roles are detailed below

Enterprise Designer

Has access to Designer functions enabling them to create or edit private and shared objects including:

Dashboards

Dashboard folders

Filters

Filter folders

They can see all private objects owned by other users

User Guide


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Role Description Reference

Designer Has access to the same Designer functions enabling them to create or edit private and shared objects as for the Enterprise Designer

Privileges are limited to those objects in previously shared folders to which they have access

User Guide

Private Designer Has access to the same Designer functions enabling them to create or edit private objects as for the Enterprise Designer

Privileges are limited to creating private objects

Private objects can only be saved into the users folder and can only be seen by their creator and by the Enterprise Designer

User Guide

Viewer Any user of Xtraction without any designer privileges

This role is limited to read-only access

They can see and interact with any public Dashboard, but cannot create or edit objects

Note: A default data policy can be imposed on all Viewers to enable generic data access control

User Guide

Folders accessible to Designers and Viewers

Below is a summary of actions and folders accessible by Designer roles and by the Viewer:

Role Allowed action Allowed folders

Enterprise Designer Open, Save, Move or Explore

My folders, shared folders and user folders

Designer Open, Save, Move or Explore

My folders and shared folders

Private Designer Open

Save, Move or Explore

My folders and shared folders

My folders only

Viewer Open My folders and shared folders

All other interaction is prevented by the absence of relevant privileges


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Functions Available to Each User Role

The following table shows all Functions accessible via buttons on the Xtraction screens. Roles with

access to a particular Function are indicated by a :

Role

Function Administrator Enterprise Designer

Designer Private Designer

Viewer Scheduler

Administrator

Dashboard Designer

Document Designer

Report Designer

Schedule document

Insert public object

Update public object

Update object owner

View/Update private objects owned by others

Setting permissions

Setting permissions for groups

for all groups

for designers groups

Setting permissions for users

for all users

for users in designers groups

Schedule documents and reports

Opening Xtraction

To access Xtraction, open a web browser and enter the URL provided by the Administrator. Typically, the default URL is:

http://[SERVER]/Xtraction/

[SERVER] is the name of the server where Xtraction is installed.

Enter the User ID and password supplied by the application Administrator. Once authenticated, you are presented with the Xtraction Application Window, with your access governed by your user privileges.

http://[SERVER]/Xtraction/


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About this module

This module about Users and their Roles is copied verbatim from the Administrator Guide.

Xtraction User Guide How to Use this User Guide

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How to Use this User Guide

With a basic understanding of what makes up Xtraction, it is useful to differentiate between two kinds of typical Xtraction users:

Viewers (everyday, passive users)

Power users (including all other formal roles of Administrator and Designers).

Relevance of Modules in this Guide

Modules within the User Guide have this relevance:

User Relevant Modules

Everyday user The Everyday user should read these modules:

all modules up to this How to

The Application Window

The Details Pane

Exporting content

Drilling in on Component data and further filtering

Read any further modules, or additional guides, to further relevant interests

Power user Power users are likely to review all user guides to gain a full understanding of the power of Xtraction

Doing so adds to the understanding of key concepts, such as:

Filters Designing and managing filters

Components Working with Components

Default Columns definitions Default Columns used for Record Lists

Designing content for example Using the Dashboard Designer

Mini Glossary

Some of the concepts in focus:

Data Source The external source of data as defined by the Data Model

Data Policy Imposing restrictions on accessible data

Record List Component type displaying raw data from the Data Source

Default Columns Tailoring mechanism limiting accessible columns for each Data Source

designates Dashboards or opens the Dashboard Designer

designates Documents or opens the Document Designer

designates Custom Reports or opens the Custom Report Designer.

Xtraction User Guide The Application Window

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The Application Window

The Xtraction Application Window is divided into interactive areas explained below.

Common Application Window areas

The Xtraction Application Window is made up of these areas:

Item Description

Navigation Pane Where content for display in the Details Pane is selected Your access privileges determine what is listed for you

You can always see your personal content; plus any content designated as shared by its designers or the Administrator

Sidebar Contains the Toolbox

Toolbox Lists icons that provide access to Xtraction tools and more

Auto Refresh & Cycle Enables Dashboards to be automatically refreshed at set intervals

Details Pane The main display area for Xtraction content that you select from the lists in the Navigation Pane

Function Links The bottom of the screen lists a set of links to further, mostly administrative functions

Action Icons Content in the Details Pane includes specific icons for access to further options as determined by content type


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Navigation Pane with Folder and Content Lists

The folder and content lists display the content available to you based on your access privileges. This means you can always see your own personal content plus any content designated as shared by its designers or the Administrator.

You display content by clicking its name in the list. If any content requires parameters to be supplied before display, then a prompt will ask for this to be done.

Sidebar with Toolbox Icons

The full set of the Toolbox has these icons:

Icon Action when clicked

Opens the Home screen allowing you to view personal content plus any content shared with you

Opens the Dashboard Designer

Opens the Document Designer

Opens the Custom Report Designer

Opens the Scheduled Task list

Displays the Open Form enabling you to open saved content for display in the Details Pane

Displays the Open Form with Search options enabling a search for specific content

Displays the Open Form with Favorites option enabling favorite selection and management

Open Stored Reports displays a form for selection from a list of stored reports

Notes:

click the Sidebar to collapse or expand the Navigation Pane

change the width of the Navigation Pane by dragging the dividing line

Auto Refresh & Cycle

Auto Refresh enables Dashboards to be automatically refreshed at set intervals. Cycle causes Xtraction to display each item in turn. Follow these steps to manage your list of content included in this process:

Step Action

1 Select an item from the Navigation Pane and drag it into the Auto Refresh & Cycle list

2 Click the to remove an item from the list

3 Right-click anywhere in Auto Refresh & Cycle and select Clear Items to clear the whole list

4 Use the slider to set the refresh interval between 30 seconds and ten minutes

5 Select Refresh Enabled to have each the currently display item refreshed

6 Select Cycle Enabled to force Xtraction to cycle through the list and display each item in turn


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Start Up Defaults

The Auto Refresh & Cycle options can be controlled via passing in parameters when launching Xtraction. The options available to control are:

refresh If this value is set to true, refresh will be enabled by default.

refreshSeconds The number of seconds to use for the refresh time.

cycle If this value is set to true, cycle will be enabled by default. If this is set to true, refresh will also be enabled by default so the refresh parameter can be omitted.

collapsed If this value is set to true, the sidebar will be collapsed by default.

favorite The name of the favorite to load. If this value is omitted, your default favorite will be loaded (if setup).

As an example, the following will enable refresh & cycle, every 2 minutes, the sidebar collapsed and the Daily favourite loaded by default:

http://[SERVER]/Xtraction/Flash/Default.aspx?cycle=true&refreshSeconds=120&collapsed=true&favorite=Daily

Favorites

If you have Dashboards you need to access regularly, you can store them in a named Favorites folder. You can create more than one Favorites folder. These can then be loaded into the Auto Refresh & Cycle list for easy access to the items contained in the folder.

Follow these steps to create a new Favorite folder:

Step Action

1 Click in the sidebar

2 Right-click in the panel on the left and select Add Favorite Folder

3 Fill in the details of the dialog displayed

Default Favorite Folder

Once you have setup a number of Favorite folders, one can be flagged as the default. The default Favorite folder is loaded on startup into the Auto Refresh & Cycle list.

Adding Favorites

Once you have a Favorites folder setup, you can start adding items to it. A Favorites folder can be used to store Dashboards, Documents and Reports. There are multiple ways to add content to a Favorites folder.

Adding to Favorites via the Dashboard header:

Step Action

1 At the top of a loaded Dashboard, click

2 In the dialog presented, select an existing Favorites folder

3 You may also create a new Favorites folder at this stage if no existing folder is relevant

Add to favorites via the Auto Refresh & Cycle list:

http://[SERVER]/Xtraction/Flash/Default.aspx?cycle=true&refreshSeconds=120&collapsed=true&favorite=Dailyhttp://[SERVER]/Xtraction/Flash/Default.aspx?cycle=true&refreshSeconds=120&collapsed=true&favorite=Daily


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Step Action

1 Build a list of content items in the Auto Refresh & Cycle list

2 Right click anywhere in the Auto Refresh & Cycle list

3 Select Save As Favorite

4 In the dialog presented, select an existing Favorites folder or create a new one

Note: selecting an existing Favorites folder will overwrite existing Favorites contained within it

Managing Favorites

To manage existing Favorite folders:

Step Action

1 Click in the sidebar

2 Favorite Folders:

Right click in the pane to the left and select the appropriate option:

Add Favorite Folder Add a new folder

Edit Favorite Folder Edit the currently selected folder

Set As Default Set the currently selected folder as the default folder

Clear Default Remove the default folder flag from any folder

Delete Favorite Folder Delete the currently selected folder

3 Favorites:

Right click in the pane on the right and select the appropriate option:

Remove Item Remove the currently selected item from the folder

Clear Items Clear all items from the folder

Function Links at Bottom of Screen

The Function Links provide access to additional settings.

Profile

Follow these steps to manage your profile to set some personal preferences or modify the time zone:

Step Action

1 Click Profile and select an item from the list

2 Reload Folder Structure to reassess the list and return it to the initial display

3 Large Display Mode to change font size for Dashboard and Component titles and enabled better viewing on large displays

4 Change Password to change your password, provided authentication set up for your installation enables it

5 Settings to modify Time Zone , Default Columns for Record Lists and change values for Variables.


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6 When the User Settings form displays:

Under Settings, click the Time Zone list to display the full set and select the correct time zone

Xtraction displays data in the context of the time zone set for each user; if you are travelling to a different location, or need to access data in context of that location, this is where you set the new time zone

7 Click Default Columns to open the display of columns for use in Record Lists

8 Right-click anywhere within the list:

if no items are listed you have the option to add a Data Source by clicking Add

if items are shown you can right-click on any one and select Edit or Remove

Default Columns used for Record Lists explains this further

9 Click Variables to show any editable variables. The Variables tab may not show if there are no variables that can be edited.

10 Click the button next to the value to search for a new value.

11 Select a new value and save using the Save button.

Administration

Follow these steps to gain access to Administrative functions (provided your profile displays the link):

Step Action

1 Click Administration and select an item from the list

2 Filter Builder to access this function

3 Reload to reload either the Data Model being used or the Licence

4 Settings to manage a number of settings, also including some basic display settings

5 User Administration to gain access to the User Administration dialogues

Note: Use the Administrator Guide for all specifics of administrative management

Documentation, Support, About and Logout

The remaining function links provide access to user guides, support at xtractionsolutions.com, offer basic information about the Xtraction installation, or log you out.

http://www.xtractionsolutions.com/

Xtraction User Guide The Details Pane

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The Details Pane

Content Type

Depending on your selection within the Navigation Pane, Xtraction assembles data and presents it as information within the Details Pane in one of three possible ways:

Content Description

Dashboard Container displaying one or more Components of any type Dashboards are targeted primarily for onscreen viewing

The Dashboard designer determines what to display and how to display it; with the number of Components limited by the need for onscreen display

Document Container displaying one or more Components of any type Documents are targeted primarily for export to external applications

A document can make use of an attached MS Word document to impose predefined formatting on the output

The document designer makes all design decisions based on the target application, which may include Word, PDF, HTML and more

Custom Report Enables the more technical user to run raw SQL against the available Data Sources directly from within Xtraction

The report designer determines what is to be included; though Custom Reports are limited to a tabular presentation within a grid

The design process can include an attached template to enable formatting of the output to meet specific needs

A Custom Report is a singular output without separate Components

Component types in Dashboards or documents

A Component is the smallest part that may be manipulated on its own within Xtraction. Each Component type is displayed together with specific action icons enabling interaction with that Component. The available Component types include:

Type Description

Time Component Visually represents data using time slices segregated by hours, days, weeks, months, etc; these can be presented in many formats including area, bar and line charts; or in stacked and 100% stacked formats, which enables the data to be portrayed in comparative context

Group Component Summarises data by one or more fields from the Data Source

Group Components may have multiple independent series, each coming from different Data Sources

Pivot Component Supports a multi-dimensional pivot by employing a row and column pivot

Pivot Components support either group or time pivots

Scorecard Component

Summarises an entire data set providing a single result instead of slicing by time or group as in the above components

(Record) List Component

Displays raw data from Data Sources without performing any summarisation

Image Component Displays an image from the server or from a URL


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Action Icons on Dashboard Displays in the Details Pane

Dashboards always display all available action icons; however, the set is limited to those enabled by your access privileges. The full set includes these icons:


Edit opens the Dashboard, Document, or Custom Report in edit mode

Move the pointer over this icon to display properties of the Dashboard

Show Component Summary displays a Component Summary sheet with a summary of each Component within the Dashboard

Move the pointer over this icon to display notes on the Dashboard (if any exist)

Export opens a list with two options:

Export the Dashboard to a document

Export Screenshot to a .png file

Link Copy a link for the current Dashboard, Document or Custom Report to the clipboard

Filter actions opens a list with two options:

Update Date Filters updates the date filters for all Components

Clear Temporary Filters clears any temporary filters for all Components

Refresh updates status and data displayed within the Dashboard

Add To Favorites Add the Dashboard to a new or existing Favorite folder

Action icons on Component displays in the Details Pane

Each Component within the display includes its own set of action icons enabling certain actions to be performed on that Component. The icons display at the right-hand side of the Component header. Icons displayed depend on the Component type. The full set includes these icons:


Show/hide actions toggles the main action buttons (hidden by default)

Export opens a list with two options:

Export the Dashboard to a document

Export Screenshot to a .png file

Toggle View displays available display types for the Component

Clear Temporary Filters click this icon to clear all temporary filters from the Component

Move the pointer over this icon to display properties of the Component

Move the pointer over this icon to display notes on the Component (if any exist)

Sample value only of Record Count when present, clicking it displays the full list of detailed records underlying the Component


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Documents and MS Word Templates

The primary purpose of Xtraction Documents is to enable the preparation of content for external presentation and use, primarily in print or a similar format, such as PDF.

The key design options are:

incorporating any number of Components of any type (no on-screen space restrictions)

employing an MS Word template document to enable custom formatting.

Document Action Icons

Documents display in the Details Pane together with the same action icons as for Dashboards. For documents, the display includes the Document Components list, enabling selection of a particular Component for display in detail. The following icon is specific to Documents:


Schedule allows you to schedule a document for exporting at regular intervals

Custom Reports

As with other content types, Custom Reports can be exported to a number of different formats. Exporting a Custom Report can also involve a template to add structure to the report.

Custom Report Action Icons

Custom Reports in the Details Pane are displayed with the following action icons:


Edit opens the Custom Report in edit mode

Move the pointer over this icon to display properties of the Custom Report

Move the pointer over this icon to display notes on the Custom Report (if any exist)

Schedule allows you to schedule a custom report for exporting at regular intervals

Export opens the Export Report dialog

Refresh, Edit Parameters enables you to enter or edit any parameters that the Custom Report may rely on; then updates status and data displayed by the Custom Report

Refresh updates status and data displayed by the Custom Report

If any content requires parameters to be supplied before display, and you have not previously supplied them, then a prompt will ask for this to be done

Xtraction User Guide Exporting Content

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Exporting Content

All content displayed in the Details Pane enables the Export function at the level of either, all content shown onscreen or any one of the Components. Depending on content type you can export to the following formats:

MS Word

MS PowerPoint

MS Excel

PDF

HTML

Screenshots, saved as contentname.png image file.

Using the Export Function

Follow these steps to export content:

Step Action

1 Click the button in the header of the Details Pane or on a individual Component

2 Select Export Screenshot to immediately save the item to an image file in the folder defined for your browser

3 Select Export to open the Export Component form

4 In Format, select the format for the export

5 In Theme, select a theme - this only affects graphics-based content

6 Select additional information to be included

Before including table data, consider the number of rows this may involve

7 If the content was designed for a template, the option to Use template is offered

8 Click OK to save the item in the folder defined for your browser

9 Depending on the type of export, you may be prompted to acknowledge the Save or Open action as displayed by your browser

Xtraction User Guide Managing Xtraction Folders

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Managing Xtraction Folders

Actions on Folders

Folders are used within Xtraction to store content in an alphabetically ordered list. Management of this structure is accessible only to Designers.

Follow these steps to manage folders:

Step Action

1 Open any Designer tool, for example Dashboard Designer

2 In the top bar, click Tools > Folders to open the Folder form

3 Right-click in the Navigation Pane to open the list of actions including:

Add Folder

Edit Folder

Move Folder

Delete Folder

4 The spot where you click in the first place determines the location of further interaction

5 Adding a folder creates a new folder - with the name prompted for entry

6 Editing a folder enables changing folder properties including the folder name, owner, and security settings

7 Moving a folder opens a form for selection of the target

8 Deleting a folder removes that folder and any subfolders

Actions on Content

The Folders Pane also enables interaction with specific items listed in the Details Pane. Follow these steps to interact with an item in the list:

Step Action

1 Right-click on the item name to open the list of actions

2 Select Open Item to open it in the Designer tool for the type of content

3 Select Export Item to export it without first loading it in the Details Pane

4 Select Delete Item(s) to permanently delete your selection

Use the Ctrl key to select multiple items or Ctrl, Shift to select sets of items

5 You can move items by dragging them to another folder

Xtraction User Guide Managing Xtraction Folders

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Managing Folder Security

Follow these steps to manage folder security:

Step Action

1 Open any Designer tool, for example Dashboard Designer

2 In the top bar, click Tools > Folders to open the Folders form

3 Right-click on a folder and select Edit Folder to display the Folder form:

Managing Permissions

Options available under permissions depend on the user privileges:

most users may only select Public to release their own folders to the public

at Administration level a decision is made between public and restricted access

4 Select Public (accessible to everyone) to make the folder freely accessible

5 To restrict access, assemble a list of groups or users allowed access

6 Right-click in the Permissions area and select from these options:

Add Group

Add User

Clear Permissions

7 In the forms that display you can select one or more entries for inclusion in the list of Permissions for the current folder

8 Click OK to return to the Folder form

9 Click OK to apply your actions

A copy of this procedure exists in the Administrator Guide

Xtraction User Guide Designing and Managing Filters

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Designing and Managing Filters

Filters are conditions imposed on the data to be extracted. This enables the designer to restrict the data shown to the subset required for a specific purpose.

Each filter imposes one set of conditions on one Data Source.

Standard and Advanced Filters

Xtraction enables two types of filters, as follows:

Filter Type Features

Standard Standard filters enable you to:

impose an unstructured list of one or more conditions

save one condition per filter; or many conditions

save filters as named items within the folder structures

apply a filter at the Dashboard or at the individual Component level

have a default filter to apply during the design process of content

reuse saved standard filters for any number of content items

interact with filters by clicking the button displayed with the Dashboard and individual Components

Advanced Advanced filters enable:

structure within the filter by logic operators (AND, OR) for more complex filtering needs

interact with filters by clicking the button displayed with the individual Components

Filter (action) Icons

Xtraction uses either one of two types of icon depending on available options:

Icon Icon label and description

Clear Temporary Filters where this is the only option

Filter Actions where multiple options for interaction exist


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Understanding Filter Conditions

A number of specific filter conditions are available when working with filters. Apart from the standard AND, OR, NOT, and similar, three are further explained below.

Some of the attributes of such conditions are as follows:

Condition type Meaning

Value-based If you enter a value-based Condition, only data that matches your value is included in the content

For example, if Priority equals 1 is entered, then only those Data Source items with the value of 1 in the Priority field are included

Date

Dynamic or fixed

Date conditions may be created as:

Dynamic Date, such as Last Month or This Quarter Last Year with an option to also select Include current for those dynamic values marked with an asterisk in the Add Condition form for example: Last 7 Days with include current ends on the current date minus one day

Fixed date condition with selection of a specific date

Sub-query Sub-query filter conditions enable filters within filters

Whether a sub-query is enabled depends on the Data Model in use

Variable A Variable Condition filter uses predefined variables to filter data based on the variables value. Variables are defined through the Administration function link and the Variable Administration Tab. New Variables can only be defined by an Administrator.

Creating a Standard Filter

Follow these steps to create a new filter:

Step Action

1 You must be in Designer mode for access to this procedure

2 At the top of the Details Pane, click Tools > Filters > New Filter

3 The Select Data Source form displays

4 Select the Data Source on which to impose the filter and click OK; or double-click its name

5 The Filter form opens with the General tab displayed

6 In Title, enter a name for the filter

7 Select Create a new filter for each condition if you want Xtraction to do so

Otherwise, all of your conditions are saved under the one filter

8 In Permissions select Public (accessible to everyone) if the filter is for public use

9 Right-click in Conditions to open the list of options:

Add Conditions

Clear Conditions

Open Saved Filters

10 When all conditions have been set up, open the Folder tab

11 Select the location within the folder structure where Xtraction is to save the filter


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12 Click OK to have the filter saved

Editing Filter Conditions in Standard Filters

For Standard Filters you can define one or more conditions on your Data Source. Xtraction optimises the sequence in which your definitions are best applied.

Follow these steps to manage conditions in a new filter, or when you edit a filter:

Step Action

1 Right-click in Conditions and select an option to add or edit a condition

2 The Edit Conditions form opens - its make-up depends on opening it by the above

method, or opening it directly from the button on a Component in the Details Pane

3 In Field, click the arrow and select the field on which to impose your condition

4 In Operation, click the arrow and select from the list

The list offers many options for narrowing the data to include or exclude from your content

5 In Value you can:

enter a value directly

search for values by clicking the button

type or paste a set of values by clicking the button

6 You have various options for interacting with filter conditions, for instance:

Add Date Condition

Clear Condition to remove it from the list

Reset Filter enabling a switch between a standard or advanced filter type

Open Saved Filter to import another filter into the set being worked on

Advanced Filters

Advanced filters differ from standard filters only by the option to create nested sets of conditions using AND / OR operators.

The image illustrates this by the example of a possible outcome

Advanced filters are used when the flat list of conditions in a standard filter cannot produce the correct results.

Advanced filters include the following attributes:

they cannot be saved for reuse

can be applied to a Component within a Dashboard or document

are available on default filters to the Dashboard and document designer.

Creating and editing these filters involves the standard dialogues for filter management.


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Using a Sub-query Link within a Filter Condition

Sub-query filters enable a filter within a filter. They are mainly used for one-to-many relationships in the Data Source.

Sub-query links within filter conditions can only be used after the Data Model Editor has defined the required sub-queries so that their definitions become part of the Data Model.

Follow these steps to use a sub-query link (subordinate filter):

Step Action

1 Under Filter click Conditions, or click anywhere in the sub-pane to display the menu

2 Select Add Sub Query Condition to display the Add Condition form

3 Under Link, click the arrow to open the list of available links for use in the sub-query

The texts listed indicate the condition encoded in the sub-query

4 In Operation select from these two options:

In - to have the values included

Not in - to have them excluded

5 Under Filter, click the button to open the Edit Filter form

6 Find and select the Filter to which the sub-query condition is to be applied

7 Click OK and click OK again

8 Click Close to close the Filter Editor

This concludes your definition and the sub-query is applied to the Component The effect is that your result set is further influence by the sub-query condition

Variable Condition

A Variable Condition filter uses predefined variables to filter data based on the variables value.

The value associated with a variable may be changed by the user only if the Administrator has indicated that the user can edit the variable value.

In the Profile function link and Variables tab you can see all variables that can be edited by the user. If the Variables tab is not shown, then there are no editable variables for the user.

Step Action

1 Under Filter right-click Conditions, or right-click anywhere in the sub-pane to display the context menu


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2 Select Add Variable Condition(s) to display the Add Condition form

3 In Field select from the drop-down list

4 In Operation select from drop-down list

5 In Variable enter the Variable Name.

6 To add the condition hit the Add Condition button.

7 Click Close to close the Filter Editor

This concludes your definition and the variable conditions filter is applied to the Component.

Xtraction User Guide Working with Components

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Working with Components

You create Xtraction content by simply dragging the Components made available by the Data Source from the lists in the Navigation Pane onto the design canvas of the Details Pane.

The following is an image of the Application Window after opening the Dashboard Designer:

As you assemble content, you are working with one individual Component at a time. Each such Component is of one of five possible types. On conclusion, you will have created content in the form of a Dashboard, Document or Custom Report for display in the Details Pane or export to an external application, such as MS Word or Excel.

Content of type Dashboard or Document can contain one or more Components selected from any Component type.

Component Types

Xtraction differentiates between five Component types, each having its own design attributes:

Time Component visually represents data using selected time slices

Group Component slice by data source attribute

Pivot Component multi-dimensional pivot based on rows and columns

Scorecard Component summarising an entire data set without slicing

Record List Component showing raw data retrieved directly via SQL statements.

Image Component shows an image retrieved from the Xtraction Server or from a URL


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Time Components

Time Components visually represent the data using selected time slices segregated by hours, days, weeks, months, etc. Time Components can be displayed and presented in many formats including area, bar, and line charts. They are also available in stacked and 100% stacked formats, which enables the data to be portrayed in comparative context.

Time Components can display multiple series that are independent of each other. This means you can display data from multiple Data Sources within a single time Component.

Time Component Properties Form

The time Component properties form enables you to edit settings for the time Component. Follow these steps to work with time Component properties:

Step Action

1 In the title bar of the Component, click and select Component to display the Time Component form

2 The Time Component properties form displays with the General tab open:

3 Enter or review settings as follows:

General Tab

Title Title for the time Component

Series List of series defined for the Component

Time Component Series properties form explains how to interact with any one Series

Output Tab

X Axis Format Format for the label to use on the X Axis of the time Component

X Axis Label Label displayed on the X Axis

Y Axis Label Label displayed on the Y Axis

Y Axis Range Use a specified range for the Y Axis (or Secondary) rather than the default automatic range

Series Summaries

Options to display on the component header = total, average, min and max

Hide 0s Select this to suppress zeros when the time Component output format is a grid


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Step Action

Show Title Summary

Xtraction creates a title summary of what the Component does; you also enter your own title

If you deselect this option, the default summary is removed

For example:

INCIDENTS (LAST MONTH) Show Title Summary selected INCIDENTS Show Title Summary deselected

Show Value If the summary values should be visible

Show Percent (Series)

If selected, a percentage is calculated based on the data across the series

Lines Tab

Any fixed text displayed when a time Component is output to a chart-based format

For example, you can type Very High in Text, enter a Value of 100 and type red in Colour to have this displayed as a visual indicator when data exceeds that value

Format Rules Tab

Operation / Value / Text Colour / Back Colour

Enables you to select colours to use in the results triggered by values within the data

For example, if your data contains the summarised value Very High, you can define Red to be used for the display of these values

Note that format rules at the series level will override format rules at the component level

Notes Tab

Any Notes displayed when you hover over the icon of the Component

Notes are also included in a Component export if Show Notes is selected for that export


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Time Component Series Properties Form

Follow these steps to display the properties form to work with Time Component Series details:

Step Action

1 On the General Tab of the Time Component Series form, double-click on an entry in Series

2 The Time Component Series form displays with the details for that series


General Tab

Title Title for the series

Name Name of the series for use within calculated series expressions

Data Source Data Source used for this series

Date Condition Date filter condition used to filter the data for a date range

Time Interval The time interval to use, in combination with the date condition, to separate returned data into intervals displayed in the X Axis

Summary Summary condition to apply to the sourced data

Options include count, sum, average, min and max

Output Tab

View Type Method to use for the data display

Options include bar, stacked, column and many more

Value Format Method to use for displaying numeric data

Color Color to use for the series

Chart on Secondary Axis

Select this to have the data charted accordingly

Trendline Select from the three options to tailor the output to your needs

Visible If the series is visible in output

Filter Tab

Criteria to use to filter the data from the Data Source

This data is used in combination with the date condition set up under the General Tab

Format Rules Tab






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Group Components

Group Components summarise data by one or more fields from your Data Source. Based on a filter, they retrieve the result set and group by a field, providing a summary of your data rather than the full results. Like tTime Components, Group Components can have multiple independent series, each retrieved from different Data Sources if required.

Group Components are not dependent on date or time. Therefore, they can be displayed with or without date and time filters being used. If filters are absent, all data within that group is displayed from the Data Source.

Group Components require a primary series, and the top/sort values are applied based on the primary series selected.

Group Component Properties Form

The Group Component properties form enables you to edit settings for the group Component. Follow these steps to work with Group Component properties:

Step Action

1 In the title bar of the Component, click and select Component to display the Group Component form

2 The Group Component properties form displays with the General tab open


General Tab

Title Title for the group Component

Series List of Series defined for the Component

Group Component Series properties form explains how to interact with any one Series

Output Tab

View Display method for the series pie, doughnut, column, bar, bubble, grid


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Step Action

Sort Sort order for the summarised data

The value is applied to the primary series

Count Number of records to display; an option is to select All

If you expect the result set to include many rows, Count enables you to limit the number to a manageable subset




Y Axis Range Use a specified range for the Y Axis rather than the default automatic range

Hide 0s Select this to suppress zeros when the Group Component output format is a grid

Show Other Select this to have the subset of records outside your Count to be listed separately under a label of Other *

When using a Count other than all, should all the summarised data not shown be grouped into an additional item labelled Other *.

Show Legend Legend displayed in substitution for values within a pie or doughnut chart

Show Title Summary



For example:


Show Value If the summary values should be visible

Show Percent (Series)

If selected, a percentage is calculated based on the data across the series

Bubble Tab

X Axis Series Series to use for the X Axis in a bubble chart view

Y Axis Series Series to use for the Y Axis in a bubble chart view

Radius Series Series to use for the radius size in a bubble chart view

Colors Tab

Enables you to select colors to use in the results triggered by values within the data

For example, if your data contains the summarised value Very High, you can define the output to display in Red for these values

Lines Tab

Any fixed text displayed when a Time Component is output to a chart-based format

For example, you can type Very High in Text, enter a Value of 100 and select red in Color to have this displayed as a visual indicator when data exceeds that value


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Step Action

Format Rules Tab

Operation / Value / Text Color / Back Color


For example, if your data contains the summarised value Very High, you can define the output to display in Red for this values

Note that format rules at the series level will override format rules at the component level.

Notes Tab

Any Notes displayed when you hover over the button for the Component


Group Component Series Properties Form

Follow these steps to display the properties form to work with Group Component Series details:

Step Action

1 On the General Tab of the Group Component Series form, double-click on an entry in Series

2 The Group Component Series form displays with the details for that Series


General Tab

Title Title for the group series



Group Field Field on which data is to be summed

Summary Summary condition to apply to the source data Options include count, sum, average, min and max

Output Tab

Value Format Format used when displaying numeric values

Show Value Select this to have summarised data values displayed

Show Percent Select this have summarised data percentages displayed



Filter Tab



Format Rules Tab


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Step Action





Tree Components

Tree Components summarise data by one or more fields from your Data Source. Based on a filter, they retrieve the result set and group the selected fields, providing a summary of your data rather than the full results. Like Time Components, Tree Components can have multiple independent series, each retrieved from different Data Sources if required.

Tree Components are not dependent on date or time. Therefore, they can be displayed with or without date and time filters being used. If filters are absent, all data for the fields selected is displayed from the Data Source.

Tree Components require a primary series, and the sort values are applied based on the primary series selected.

A further property of the Tree Component is to break down values from a single field into the hierarchy. Where a data field contains a hierarchy structure, eg. First.Second.Third, the Tree Component can split this into separate values and insert them into the hierarchy using a Hierarchy Field. See the example below. This example displays the same data but in the case on the left, Incident Area is specified as a Hierarchy Field with a Delimiter of .. The values are then split based on the Delimiter and a hierarchy is created.


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Tree Component Properties Form

The Tree Component properties form enables you to edit settings for the Tree Component. Follow these steps to work with Tree Component properties:

Step Action

1 In the title bar of the Component, click and select Component to display the Tree Component form

2 The Tree Component properties form displays with the General tab open


General Tab

Title Title for the Tree Component


Tree Component Series properties form explains how to interact with any one Series

Output Tab

Sort Sort order for the summarised data


Hide 0s Select this to suppress zeros when the Group Component output format is a grid

Show Title Summary



For example:


Show Collapsed If the grid view should be collapsed by default


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Step Action

Format Rules Tab





Notes Tab



Tree Component Series Properties Form

Follow these steps to display the properties form to work with Tree Component Series details:

Step Action

1 On the General Tab of the Group Component Series form, double-click on an entry in Series

2 The Group Component Series form displays with the details for that Series


General Tab

Title Title for the group series



Field The fields on which data is to be summarised

The order in which the fields are setup determine the order of the hierarchy displayed in the tree


Output Tab



Show Percent Select this have summarised data percentages displayed



Filter Tab



Format Rules Tab


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Step Action





Tree Component Field Properties Form

Follow these steps to display the properties form to work with Tree Component Fields:

Step Action

1 On the General Tab of the Tree Component Series form, double-click on an entry in Fields

2 The Tree Component Field form displays with the details for that Field


Form Details

Field The field to summarise

Is Hierarchy Field

If this field contains hierarchy data separated by a delimiter

Hierarchy Field Delimiter

The string delimiter to split the fields value by. Eg:

If a field contains data in the following format:

Parent.Child.Child2

Set the delimiter as .

When the tree component is being built, this value will then be split into three parts Parent, Child and Child2 and inserted into the tree at the appropriate level.


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Pivot Components

The Pivot Component supports a multi-dimensional pivot based on a row and a column.

Two types are possible group and time.

group pivot works like the Group Component, summarising data using a specified field

from the data source

time pivot works like a Time Component, summarizing data over a date range and splitting

up the data based on a specified time interval.

The following pivot Component shows the top five Groups vs Open Date Last Month on a daily basis.

Pivot Component Properties Form

The Pivot Component properties form enables you to edit settings for the pivot Component. Follow these steps to work with Pivot Component properties:

Step Action

1 In the title bar of the Component, click and select Component to display the Pivot Component properties form

2 The Pivot Component properties form displays with the General tab open


General Tab

Title Title for the pivot Component

Data Source List of series defined for the Component

Row Pivot to use for the rows (or series in chart-based output)

Column Pivot to use for the columns (or X Axis in chart-based output)

Summary Summary condition to apply to the sourced data

Options include count, sum, average, min, and max

Output Tab

View Type Display method for the series area, column, bar, line, plot, bubble, grid



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Step Action



Y Axis Range Use a specified range for the Y Axis rather than the default automatic range


Show Title Summary



For example:


Show Row Total If the row total column should be displayed

Show Percent (Row)

Select this to have summarised data percentages displayed based on row values

Show Percent (Col)

Select this to have summarised data percentages displayed based on column values

Hide 0s Select this to suppress zeros when the Pivot Component output format is a grid

Show Collapsed If the grid view should be collapsed by default

Filter Tab


This will be used in combination with the date condition set up

Colors Tab

Enables you to select colors to use in the results triggered by values within the data

For example, if your data contains the summarised value Very High, you can define the output to display in Red for these value

Lines Tab

Any fixed text displayed when a Time Component is output to a chart-based format

For example, you can type Very High in Text, enter a Value of 100 and select red in Color to have this displayed as a visual indicator when data exceeds that value

Format Rules Tab




Notes Tab


Notes are also included in a Component Export if Show Notes is selected for that export


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Scorecard Components

Scorecard Components summarise an entire data source without slicing by time or group. Based on a filter, they retrieve the result set and provide a summary of your data rather than the full results. Like Time Components, Scorecard Components can have multiple independent series, each retrieved from different Data Sources if required.

Scorecard Components are not dependent on date or time. Therefore, they can be displayed with or without date and time filters being used.

Scorecard Component Properties Form

The Scorecard Component properties form enables you to edit settings for the Scorecard Component. Follow these steps to work with Scorecard Component properties:

Step Action

1 In the title bar of the Component, click and select Component to display the Scorecard Component form

2 The Scorecard Component properties form displays with the General tab open


General Tab

Title Title for the Scorecard Component


Scorecard Component Series properties form explains how to interact with any one Series

Output Tab

View Display method for the series scoreboard, grid

Hide 0s Select this to suppress zeros


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Step Action

Show Title Summary



For example:


Show Series Title

Whether to show the series title when in scoreboard view

Format Rules Tab




Notes Tab



Scoreboard Component Series Properties Form

Follow these steps to display the properties form to work with Scoreboard Component Series details:

Step Action

1 On the General Tab of the Scoreboard Component form, double -click on an entry in Series

2 The Scoreboard Component Series form displays with the details for that Series


General Tab

Title Title for the scoreboard series




Output Tab



Filter Tab




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Record List Components

The Record List Component is used to show raw data from the Data Source without performing any summation. When adding a Record List to a Dashboard, the columns displayed are based on one of two criteria:

your own personal settings, as defined in Profile > Settings

those columns set up by the Xtraction Administrator.

You also have the option of editing the columns displayed in the result. You do this in the Component properties form by selecting the columns to include.

Record List Form

Follow these steps to work with the Record List:

Step Action

1 In the title bar of the Component, click to display the List Component form

Hitting the icon above brings up the List Component automatically

2 The List Component properties form displays with the General tab open:


General Tab

Title Title for the Record List

Data Source List of series defined for the Component

Distinct Records Only

Depending on the Data Model and the filter being applied to the Component, duplicate records may be returned

Use this option to remove the duplicate records; but use it only when required as it will increase load on the system

Show Title Summary



For example:


Columns Tab

If you want to setup a specific set of columns for the Component, you can set them up here

Filter Tab


This data is used in combination with the date condition set up

Notes Tab




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URL Encoded in Source Data for Use in Record Lists

If the Data Source includes any URL, that is, encoded hyperlinks, then the Record List Component presents these as active links. These links are created and managed within the Data Model by the Data Model Editor.

Their inclusion enables the viewer to follow a link to any destination.

Consider this example: As Viewer you may be looking at data in a Record List that is sourced from the CA Service Desk. A URL can be defined within the relevant Data Source by the Data Model Editor that will launch the CA Service Desk web application to enable the Viewer to analyse all available details of that record.

Links become navigable by one of two methods:

double-clicking the specific record

right-clicking on the record and selecting from the menu displayed.

Either action opens the URL in your browser.

Image Components

The Image Component can be used to display images within dashboards and documents. Images can be uploaded to the Xtraction server or displayed via a URL. Because of this, an image can be dynamically generated from an external application, either an application that generates images and places them on the file system or an application that exposes a URL to dynamically generate an image.

Image Component Form

Follow these steps to work with the Image Component:

Step Action

1 In the title bar of the Component, click to display the Image Component form

Hitting the icon above brings up the Image Component automatically

2 The Image Component properties form displays with the General tab open:


General Tab

Title Title for the Image Component

Image Source The image can be displayed from

- URL This option will request an image from a URL when the Image Component is displayed. Note that this URL will need to be accessible by the users viewing the dashboard

- Server Selecting this option will allow you to upload an image to the server. Use this option if you have a static image on your workstation that you would like to display within a dashboard

Output Tab

Vertical Align Where the image is to be positioned vertically


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Step Action

Horizontal Align Where the image is to be positioned horizontally

Scaling Only available if Fill it set to Scale. Scaling options include Letterbox and Stretch

Fill Fill options include Scale, Clip and Repeat

Calculated Series

Calculated series are available for Time, Group and Scoreboard Components and work in a similar way between these components. Calculated series allow you to create new series based on a mathematical expression using values from the other series as parameters. When using calculated series, you can hide any series just used in the calculation by setting its Visible property to false.

To add a calculated series, select the Add Calculated Series option when defining a new series from the component dialog. The following options are available:

General Tab

Title Title for the series


Expression A mathematical expression used to calculated the required value

Output Tab

This will show fields based on the type of component being used. For further information, see the Output Tab section of the component described above.

Expressions

Expressions are used to calculate values for the series. Expressions can use values from other series as parameters. Currently expressions are limited to returning only numerical values.

The following items can be used within an expression:

Parameters

[S1] Current value for series one, explained below

[S1_TOTAL] The total for series one

Operators

Add + [S1] + [S2]

Subtract - [S1] - [S2]

Multiply * [S1] * [S2]

Divide / [S1] / [S2]

Modulus % [S1] % [S2]

Primary (, ) [S1] * ([S2] + [S3])

Functions

Abs Returns the absolute value of a specified number

Abs(-1), Result:1

Ceiling Returns the smallest integer greater than or equal to the specified number

Ceiling(1.5), Result: 2


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Floor Returns the largest integer less than or equal to the specified number

Floor(1.5), Result: 1

if Returns a value based on a condition - if(condition, true-value, false-value)

if(True, 1, 2), Result: 1

Parameters

Expressions can use values from other series when being evaluated. There are two ways to refer to another series, using the series index or by using the series name (if setup).

1. Series Index You can refer to another series by using its index. The index for the first series is 1, the second series is 2. Below is an example of adding two series together: [S1] + [S2]

2. Series Name If a series has a name setup, you can refer to it by that name in an expression: [INCIDENTS] + [REQUESTS]

Note that parameters need to be enclosed in square brackets and are case sensitive.

Xtraction User Guide Drilling in on Component Data, and Further Filtering

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Drilling in on Component Data, and Further Filtering

As content is being displayed in the Details Pane, there are various methods by which you can view underlying data in more detail. You can also cross-filter Components based on data points within a particular Component.

Interacting with Components

Follow these steps to explore further options:

Step Action

1 Click the Record count , if included in the header, to show the full list of detailed records underlying the Component

2 Click Close to return to the previous display

3 Hover over items in the display to see further details

4 Click on an item (data point) to display a menu with options as shown in this image:

5 Click Filter Components (Replace)

6 This action applies a temporary filter to all other Components in the Dashboard and replaces any other temporary filter conditions already set up on those Components

For example, if you click this option on Assignee (786), the filter condition is applied to any other Components in the display to show data with the corresponding focus

7 Click Filter Components (Add)

8 This action is similar to Replace but instead of replacing any existing temporary filter conditions, a filter condition is created based on the selected item and added to the existing temporary filter conditions

9 In the Component header, click the button and select Clear Temporary Filters to re-establish the base display

10 Click View Records to display the underlying record set

11 Click Close to return to the previous display

Xtraction User Guide Default Columns used for Record Lists

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Default Columns used for Record Lists

The definition of Default Columns to use on a given Data Source enables the imposition of a primary filter that specifies the columns that you intend to work with in any one case. Any columns excluded from your lists are no longer presented for you to work with. This facility offers a powerful tool to tailor and focus your design efforts.

The order of precedence for the default column list for a given Data Source is as follows:

1. Personal profile of the user

2. Definitions created by the Administrator

3. The first five columns as defined by the Data Model where neither of the above exists.

You manage your own lists in your Personal settings, as defined in Profile > Settings.

Managing Default Columns Definitions in your Personal Profile

Follow these steps to work with Default Columns definitions attached to your own profile:

Step Action

1 In the Function Access Links at bottom left of the Application Window, Click Profile > Settings

2 Open the Default Columns tab

3 Right-click in the list and select from these options:

Add a Default Columns definition

Edit the selected definition

Remove the selected definition

4 To Add a definition, you must first select the Data Source for which you are creating the list of Default Columns from the form that displays for this purpose:

5 Navigate the structure to select the source for which to create the default column list and double-click an item, or select it and click OK

Xtraction User Guide Default Columns used for Record Lists

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Step Action

6 With the Data Source selected for a new list, or for an existing list, the Default Columns form displays:

Where no Default Column list has been defined, the form is empty

Labels in the form have these meanings:

Column Empty for a new list, or listing the columns from the Data Source that constitute the current Record List

Format Format to apply to the column value

Sorting Sort order to use - drag column names into Sorting to define the list

Editing Default Columns - for one Data Source

Follow these steps to work with the Default Columns form:

Step Action

1 Right-click on any item listed under Column for these options:

Edit Columns

Remove Column (on which you right-clicked)

Clear (all) Columns

2 For an existing or a new list, editing the list is enabled by the Select Columns form:

3 Drag columns to use from Columns into the Selected Columns area

4 Manage the order of your list by placing columns in any desired sequence

5 When the list is complete, click OK to return to the Default Columns form

Xtraction User Guide Using the Dashboard Designer

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Using the Dashboard Designer

If you have Designer Privileges you can use the Dashboard Designer to design new Dashboards or edit existing ones. This may be for your own use or for the use of others.

Managing Options in the Navigation Pane

Before you begin the design process, follow these steps to review basic settings:

Step Action

1 Open the Dashboard Designer in one of two ways:

in the Toolbox at left, click to open it for a new Dashboard

in the Dashboard title bar, click to open a Dashboard for edit

2 The Dashboard Designer opens

3 At the top of the Navigation Pane, click the button:

4 The Options form opens:

The Options form determines default options for the design; items have these meanings:

5 Apply Changes to Select whether to apply filters to all Components or a specific Component

6 Filter Action Select whether Filter Action should:

replace the current filter

be added to the current filter


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Step Action

7 Time Component Filter Action Select whether Time Component Filter Action should:

add to current series

add a new series

Add to current series enables the data to be adjusted with the values generated by the filter

Otherwise, a new series results

This is useful when you want to display separate values from within the same set of data

8 Edit Action - Refresh Decide whether Xtraction should or should not refresh your display after every design action that you take

Every refresh will re-query the Data Source; thus imposing processing time on your design effort

You can still manually refresh the data by clicking

on the Component display

You then need to review further settings:

9 Data Source Lists the currently attached Data Source

Click the Select data source button to switch to a different Data Source

10 Default Filter Lists the filter currently in place for filtering any Component in the design canvas

Use the options to Edit or Clear the filter by clicking the icons next to the name

11 Filters list Click Filters at the bottom of the Navigation Pane to display a list of all Filters currently defined

12 With all settings correct, you are now ready to work on the Dashboard design


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Working from the File Menu for Dashboards

The following procedure applies in most parts if you choose to open a Dashboard for edits. Follow these steps to create a new Dashboard or edit an existing one:

Step Action

1 In the top bar, click File to open the file menu:

2 Select an option to:

create a New Dashboard

Open an existing one

Save the current design

Save as a copy

Save it by moving it to a new destination at the same time

3 Select New to open the Dashboard properties form

4 Your first action is to enter a Title for the Dashboard and select the layout for your design

5 Double-click your selection or click OK

6 Click in the Dashboard title bar to return to the properties form at any time

7 In the Dashboard properties form you can also do the following:

select a new design this may add space for a Component or drop off some depending on the current arrangement and what you select

Security - where you can select Public to enable others to see the Dashboard

Notes - where you enter a description for the Dashboard

8 The basic design process simply involves dragging the Component to use from the Components list in the Navigation Pane into the Details Pane

9 When your design is complete, click File > Save to save it in a folder of your choice

Xtraction User Guide Using the Document Designer

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Using the Document Designer

The primary purpose of Xtraction Documents, and therefore the Document Designer, is to enable you to prepare content for external presentation and use, primarily in print or other formats, such as a PDF.

The key design options are:

including any number of Components of any type (no on-screen space restrictions)

employing an MS Word template document to enable custom formatting

exporting the content for review outside of Xtraction.

Xtraction assists the use of an MS Word template document by creating a framework template document that has placeholders indicating where the content is to go. This approach adds the freedom of tailoring the framework template to meet any requirement for pres