Custom Workbooks and Datasets

In SuiteAnalytics Workbook, you analyze your company data using two distinct objects: a dataset and a workbook.

Datasets are the basis for all workbooks and workbook visualizations in your account. In a dataset, you combine record type fields and criteria filters to create a query. The results of this query act as the source data for your workbook visualizations. A single dataset can be used in multiple workbooks and workbook visualizations, so to prevent data discrepancies they can only be edited or deleted by dataset owners or users with the Analytics Administrator permission. Additionally, changes that you make to a dataset are automatically propagated to the workbook visualizations that the dataset is used in. This reduces the need for multiple dataset objects in your account and enables less experienced users to create complex workbooks.

Workbooks are where you analyze the results of your dataset queries using different visualizations, such as tables, pivot tables, and charts. All workbook visualizations are based on a dataset or a set of linked datasets, and you can use different datasets for each visualization in a workbook. You can access the dataset connected to a workbook visualization from the Dataset Panel. Moreover, when you create a new workbook visualization, you can base it on a new custom dataset or any of the existing datasets that you have access to in your account. You can also link two datasets and use them as the basis for your workbook visualizations. This enables you to compare metrics from two datasets in a single visualization.

To better understand the functionality and relationship between datasets and workbooks, see the following table:

Functionality

Dataset

Workbook

Add fields and join record types?

Yes

You define the source data for your workbook visualizations by adding fields and joining record types in a dataset query.

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If you want to add fields or join record types to a workbook visualization, you must edit the underlying dataset.

Create visualizations?

—

The dataset is only where you query your business data. To analyze the results, create a workbook visualization based on the dataset.

Yes

The workbook is where you analyze your dataset query results using different visualizations such as tables, pivot tables, and charts. Each visualization in a workbook can be based on a different dataset.

Automatically propagate edits to other workbook visualizations?

Yes

A single dataset can be used in multiple workbooks and workbook visualizations. To prevent data discrepancies, edits that you make to a dataset are automatically propagated to workbook visualizations that are based on that dataset.

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Workbooks and workbook visualizations in your account exist independently of one another. If you edit a workbook visualization, your changes apply only to the visualization you are in.

Currency conversion or consolidation?

Yes, but only with custom formula fields.

Prior to 20.1, currency conversion or consolidation was applicable from the Data Grid in the Dataset Builder. As of 20.1, you can only apply currency conversion and consolidation to a field from within a workbook visualization unless you create a custom formula field. For more information, see Currency Conversion Using Custom Formula Fields.

Yes

You can convert and consolidate field values to a specific currency directly from the user interface in any workbook visualization. For more information, see Currency Conversion from the User Interface.

Sharing?

Yes

You can share a dataset with other users in your account as its own object, or as part of a shared workbook. Recipients of a shared workbook cannot edit the underlying datasets but can edit and save their own versions of the datasets using different names. For more information, see Accessing and Sharing Workbooks and Datasets.

Yes

Shared workbooks include all workbook visualizations and any underlying datasets.

Translatable text?

Yes

You can translate the name, description, and fields of a dataset. For more information, see Manage Translations.

Yes

You can translate the name, description, and fields of the workbook and visualizations. For more information, see Manage Translations.

Conditional formatting?

—

You can sort and filter dataset results but you cannot apply conditional formatting to them. Use workbook table views and pivot tables to highlight results.

Yes

You can highlight or add icons to your table view and pivot table results based on rules that you define. For more information, see Conditional Formatting.

Dataset linking?

—

Yes.

Link definitions exist as part of the workbook that they are created in. This means you can use linked datasets as the basis for multiple visualizations, but only in the workbook where the link was defined. For more information, see Dataset Linking in SuiteAnalytics Workbook.

For information about how to author a dataset, including steps for how to join record types and fields or create custom formula fields, see Defining a Dataset.
After you define your dataset, you can filter the results by creating criteria filters. Criteria filters can be based on existing values in the dataset results, or custom values that you define. For more information, see Dataset Criteria Filters.
For information about creating a workbook based on a dataset, see Creating a Workbook. This section includes steps for setting up and customizing the different visualizations that you can include in a workbook, and how to access the underlying datasets.
To learn about the difference between formula fields and calculated measures, see Formula Fields and Calculated Measures.
You can link two datasets as part of your workbooks, enabling you to analyze metrics from both datasets in either a pivot table or chart. For more information, see Link Datasets in a Workbook.

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