Using tables on entities

What is it?

The table feature allows you to create different types of tables. This way, you can, for instance, track costs over time for different projects. 

Two different kinds of tables can be used. With dynamic tables, users can dynamically add new columns or rows directly from the table tab page of a content element, i.e., changes to one table will not affect tables on other content elements. With a normal table, you can only make changes to the table (adding new columns or rows) via the global table configuration within the entity configuration.

Learn more about:

• Setting up a table,
• Adding/removing rows and columns,
• Setting permissions,
• Export table data, and
• Import table data

How does it work?

Setting up a table

• Go to the Settings Wheel > Entity Configuration > Entity Configuration > Edit Entity Type > Table Configuration to access the table configuration for a respective entity. (1) Please note that this feature needs to be enabled by your Customer Success Manager.
• Click on Add Table Structure to start creating a new table. You can create multiple tables if you need to. (2)
• Already existing tables are displayed underneath. (3)
• Existing tables can either be edited or deleted. (4)

Once the Add Table Structure button is clicked within the table configuration, there are selection options you can use to configure your table. Some of those options depend on the type of table you select.

Table Types:

There are three different types of tables to select from:

• Dynamic table - With a dynamic table, users can dynamically add new columns or rows directly from the table tab page of a content element. Each table (and the addition of rows or columns) is then individual to the respective element, i.e., changes to one table will not affect tables on other content elements.

• Normal table - With a normal table, you can only make changes to the table (adding new columns or rows) via the global table configuration within the entity configuration.

• Budget table - With a budget table, you can create a table structure that allows you to manage budgets.

Please note: Once you have set the type of table, it cannot be changed retrospectively.

As there are several different options for configuration, here is an overview of what is included:

• Label - Define the name of the table.
• Table Row Name - Define the name of the rows (per default set to “Years”).
• Aggregation - The tables have an aggregation (SUM) functionality for numbers you can define if you want to aggregate per row, i.e. horizontally, or per column, i.e. vertically, or both.
• Row Aggregation Label - Define the label for the aggregated row.
• Column Aggregation Label - Define the label for the aggregated column.
• Row Field Type - Select the field type for the row(s).
• Field Type - Select the field type of the column(s).
  • Text field
  • Dropdown field
  • Percentage %
  • Searchable Element Types (only available for normal and dynamic table types)
    • Allows the definition of entity types that shall be available for selection, single- or multi-select
    • Elements added to the Element Search field will be listed in the table structure, where on hovering the user can either open the particular element in a new tab or the sidebar preview
• Column - Define the label for a column.
• Row - Define the label for a row.
• Is Numeric? - Define whether a field shall be set as type numeric.
• Is Mandatory? - Define whether a field must be filled.
• KPI Button? (only for Dynamic Tables) - Check this box when creating/editing a table to allow users to dynamically add new options to be selected for a row in the overview page of an element via the Add button.
• Column Button? (only for Dynamic Tables) - Check this box when creating/editing a table to allow users to dynamically add new columns in the overview page of an element via the Add button.

Adding/removing rows and columns

If the type of table is a Normal Table or Dynamic Table, new rows and columns can be added or removed via the respective Add More Rows/Columns and Remove Row/Column buttons in the table configuration. For Dynamic Tables, adding rows or columns is also possible via the respective buttons on the overview page of an element.

For tables of type Budget Table, only columns can be added/removed.

Once you have finished the configuration of your table, do not forget to click the Save button to save your changes. Additionally, once configured, the table needs to be added via the View Configuration before, it will be visible on the detail page of the elements of the respective Entity Type.

Setting permissions

The permissions can be set from the permission configuration of a respective entity. This allows defining which user role(s) are allowed to create, view, edit, and delete a table structure. It also allows defining which user role(s) are allowed to add rows/columns.

Export table data

To export the data, you can trigger the export directly on the element that contains a table. The export file (.xlsx) contains several sheets, including one sheet for the table data.

If you want to export the information for several tables across more than one element, you can do this via the Explorer. Note that you need to only have selected one entity type to have the exports available. Once you have selected all the items you want to export the data from, different export options are displayed. 

• Selecting the option "Export to xlsx (all data)" will export all element data and corresponding table structures.
• Selecting the option “Export to xlsx (Table with Aggregation)” will only export the table structures for the selected elements, including the row-wise or column-wise aggregations
• Selecting the option “Export to xlsx (Table w/o Aggregation)” will only export the table structures for the selected elements, excluding the row-wise or column-wise aggregations

You will receive a file containing several sheets, including one sheet for the table data. This sheet contains the data of all tables for all items you have exported.

Import table data

To import the tables, go to the Settings Wheel -> Export / Import Data -> Table Import. Select the entity type into which you want to import the table data.

You will be taken to the import mask for the table data for the selected entity. You can "Generate Import Template" which will provide you with a file that you can use to import your data. Once you have added your data to the file, you can select the file and upload it to the platform. Make sure you enter the correct element mapping to ensure you load the table data into the correct element.

When you configure a table, you have an identification column. The identification column is the first column of your table (e.g., the column 'Invest...' in the picture below). 

Since the import is done in an additive way, you can only overwrite/update the data in a row when you enter the identifying value, e.g., the value placed in a cell of the first row (Planned Investment). If you were to upload a completely empty table (only including the table heads but not further values), this would not overwrite the table data. Cleaning all table values, i.e., the values in the following columns, only works if you enter the identifying value and leave all other cells in that row empty.

Besides, please note that the generic sheet Sheet-Details available in the generated import template for the table import, in the Export to xlsx (Table with Aggregation) file, and Export to xlsx (Table w/o Aggregation) file does not impact the behavior of the table import/export. This sheet has the mere purpose of mapping table data between the Excel sheet and the corresponding table(s) in the system. Thus, this sheet can be ignored and is expected to be included in the exported/imported worksheet of the mentioned import/export functionalities.