Defining a Dataset

Datasets are the basis for all workbook visualizations in your account. You can create a new dataset from the Analytics Home page or from the Dataset Panel within a workbook visualization.

In a dataset, you combine the fields of a root record type and any joined related record types to create a query. The record types and fields that you have access to are based on the features enabled in your account and the permissions assigned to the role you use to log into NetSuite. Related record types that you can join to a dataset are also based on predefined common keys in the analytics data source. If standard record types do not contain the values you need for your analysis, you can also create custom formula fields as part of your dataset.

In the Dataset Builder, the results of your query are displayed in a tabular format in the Data Grid on the right. When you first create a new dataset, the Data Grid is automatically populated with fields based on the root record type. Joinable record types and fields that you can add to your query appear in the Records and Fields lists on the left. Only fields that you add to the Data Grid can be used to build workbook visualizations such as tables, pivot tables, and charts.

You can join any number of record types in a dataset, however more than ten joined record types can negatively impact performance.

For more information about joining record types in a dataset, see Guidelines for Joining Record Types in SuiteAnalytics Workbook.

For information about access to specific record types and fields in NetSuite, download the following worksheet: NetSuitePermissionsUsage.xls.

For information about editing a dataset that is used in a workbook visualization, see Editing a Dataset.

To define a new dataset:

  1. Click New Dataset on the Dataset subtab of the Analytics Home page or on the Select a dataset to create a new workbook page.

    Alternatively, click Connect Dataset in the Dataset Panel of a workbook visualization, then click New Dataset on the Select a dataset page.

  2. Select a root record type for the dataset. The record type you choose will determine the record types and fields that you can join to the dataset.

  3. Add fields from the root record type to the Data Grid. You have three options:

    • Drag the desired fields from the Fields list to the Data Grid.

    • Double-click the desired field names in the Fields list.

    • Type the name of the desired fields in the search bar above the Fields list, then drag or double-click them to add them to the Data Grid.

  4. Add fields from related record types to the Data Grid.

    1. Click the arrow next to any record type in the Records list to view additional related record types.

    2. Click the desired record type name to update the Fields list.

    3. Double-click or drag the desired fields to the Data Grid.

      Note:

      In Workbook, certain record types have multiple variants. For example, there are entity job, entity customer, and entity vendor record types accessible in a transaction dataset. Make sure you select the correct record type depending on the type of data you want to query.

  5. (Optional) Click Formulas to view, create, and add custom formula fields to the Data Grid.

    For step-by-step instructions on how to create a custom formula field, see Formula Fields.

  6. Remove any fields you do not want to include in the dataset.

    1. Click the Field Menu icon Field menu icon in the column you want to remove from the Data Grid.

    2. Select Remove Column from the dropdown list.

      Important:

      If you create a workbook visualization based on the current dataset, removing a field from the Data Grid also removes it from any other workbook visualizations that are based on the dataset. This can cause workbook failures or other unwanted results. Exercise caution when you remove a field from datasets that are used in multiple workbook visualizations.

  7. Click Save to save the dataset. Alternatively, if you are creating the dataset from within a new workbook, click Save & Close to save the dataset and access the workbook.

    The Save Dataset As window appears.

  8. Enter a name and description for the dataset in the fields provided, then click Save.

  9. (Optional) To preview your dataset in a new workbook visualization before saving your changes, click Create New Workbook or Apply to workbook. The workbook will appear.

    Note:

    You must save the dataset before you can save the connected workbook. Unsaved datasets are denoted by a warning icon Warning icon in the Dataset Panel of a workbook. For more information, see Editing a Dataset.

Related Topics

Custom Workbooks and Datasets
Linking Datasets
Dataset Criteria Filters
Creating a Workbook
Currency in Datasets and Workbooks

General Notices