Dataset Builder

The Dataset Builder appears after you select a root record type for a new dataset, or if you click the dataset name in the Dataset Panel of a workbook. On this tab you combine record types, fields, and criteria filters to create queries. The results of these queries are the basis for all workbook visualizations in your account.

On the Dataset Builder, your query results are displayed in a tabular format in the Data Grid on the right. Record types, fields, custom formula fields, and configuration options appear in the Records and Fields lists on the left. Only fields that are included in the Data Grid can be used to build workbook visualizations such as pivot tables and charts.

Above the Data Grid is the Criteria Builder where you create criteria filters to refine the results displayed in the grid. Criteria filters impact not only your dataset query results but also the data presented in workbook visualizations that are based on the dataset.

To build your dataset, drag fields from the Fields list to the Data Grid. To create a filter condition, drag fields from the Fields list or the Data Grid to the Criteria Builder. On the grid itself, you can sort and filter the values that are presented. After you create your query, you have multiple options to apply or preview the results in a workbook.

For information about how to use the Dataset Builder to create a query, see Defining a Dataset.
For information about creating criteria filters to refine your query results, see Dataset Criteria Filters.
For information about creating a workbook based on your dataset query results, see Creating a Workbook.

The elements of the Dataset Builder are identified in the image below:

Note:

The appearance of the Dataset Builder varies slightly if you access it from within a workbook or on its own. See the following table for more information.

1	Dataset Information — Click to view or edit the dataset name, description, or internal ID.
2	Undo, Redo, and Refresh — Undo or redo your latest edits, and refresh the data in the Data Grid.
3	Search — Search for record types and fields using keywords, field labels, or internal field IDs. The search is performed against the root record type and record types that are three joins away from the root record type. To search against other record types, click Show more results.
4	Records list — Lists all the related record types that you have access to, based on the root record type selected for the dataset. Any record type with a number listed beside it indicates how many fields from that record type are in the Data Grid. You can perform the following actions from the Records list: Note: By default, record types and fields are listed in alphabetical order except if you are in a transaction dataset. In a transaction dataset, the transaction line and transaction accounting line record types are listed at the top of the Records list. To join a record type to the dataset, add a field from the record type to the Data Grid or use it in a criteria filter. For more information, see Guidelines for Joining Record Types in SuiteAnalytics Workbook. To create and view custom formula fields, click Formulas. For more information about formula fields, see Formula Fields. To view additional information about a record type, point to the record type name and click the Information icon.. To view the fields of a record type and update the Fields list, click the record type name. To view additional related record types, click the Arrow icon next to any record type listed. To limit the number of record types displayed in the list and view only those with fields that have been added to the Data Grid, click the toggle icon.
5	Fields list — The Fields list displays all the fields that you have access to for the record type you currently have selected in the Records list. If you click Formulas in the Records list, the Fields list displays any custom formula fields created for the dataset. At the top of the Fields list, any fields from the selected record type that have been added to the Data Grid are highlighted and listed in alphabetical order. Fields that are used in a criteria filter are highlighted but are not included at the top of the list. Next to each field, the following icons are used to provide additional information: : This icon denotes a custom field. For more information about custom fields, see Custom Fields. : This icon denotes a polymorphic field. fields contain values that exist on multiple record types. For example, the customer field on the sales (ordered) record type, which contains the same data as the Name/ID field in the Customer record. : This icon denotes a hierarchical field. Hierarchical fields have a defined parent-child relationship in NetSuite. These fields have multiple display options and can be used to create criteria filters based on the parent or child values in each record. For more information, see Hierarchical Fields. : These icons denote the type of values contained within the field. Fields can include either text, numerical, date, or boolean data. Using the Fields list, you can perform the following actions: To collapse the Records and Fields lists and expand the Data Grid, click the double arrows . To view additional information about a field, point to the field and click the icon. To add a field to your dataset, double-click or drag the field from the Fields list to the Data Grid. To create a criteria filter, drag a field from the Fields list to the Criteria Builder above the Data Grid. (Optional) If the field you want to use is already in the Data Grid, drag the field header from the grid to the Criteria Builder. Important: When you add fields from related record types to the Data Grid or use fields from related record types to create criteria filters, the record type is joined to the dataset. Depending on the relationship between the related record type and the root record type of the dataset, certain joins can have unexpected results such as data duplication. If joining record types is a new concept for you, see Guidelines for Joining Record Types in SuiteAnalytics Workbook for more information.
6	Criteria Builder — The Criteria Builder displays the criteria filters you have created for the dataset in the order that they are applied to the Data Grid, as well as the operators that connect them. For example, the filters “Cleared is true AND Status any of Open, Paid In Full” means the values of the cleared field are evaluated first, followed by the values of the status field. Criteria filters refine your dataset query results and are automatically propagated to any workbook visualizations that are based on the dataset. For example, if you create a criteria filter to remove all invoices from your dataset, invoice data is also removed from any connected workbook visualizations. You can add filters to the Criteria Builder by dragging fields from the Fields list to the builder, then setting the specific filter conditions in the Filter window. Alternatively, you can drag a column header from the Data Grid to the Criteria Builder. For more information, see Dataset Criteria Filters. Within the Criteria Builder, you can perform the following actions: To edit a filter, click the name of the filter. To delete a filter, point to the filter and click the Delete icon. To change the order of the filters, point to the filter you want to move and click the arrows. To create a group of filters, click New Group. For more information about grouping filters, see Grouping Filters. To change the operator between individual or grouped filters, click AND or OR and select a different operator from the popup window. To see where a field is located in the Fields list, point to the associated filter, click the Menu icon and select Show Location in Field List. To reset your criteria filters, click Reset Criteria. To hide the Criteria Builder and expand the Data Grid, click the arrow next to the criteria summary.
7	Data Grid — Your dataset query results are displayed in the Data Grid. By default, the grid displays preselected fields based on the root record type selected for the dataset. You can add fields to the grid by double-clicking them on the Fields list, or dragging them to the grid. The number of rows displayed on each page of the grid is based on the Number of Rows in List Segments setting in your NetSuite user preferences, to a maximum of 500 rows per page. Only fields that are included on the grid can be used in workbook visualizations that are based on the dataset. On the grid itself, you can perform the following actions: To sort the values displayed in the grid, click the Field Menu icon in the column header and select Sort Ascending, Sort Descending, or Edit Sort... to apply advanced sorting to the grid. For more information, see Advanced Sorting Options. Note: If you sort your results based on a field that contains CLOB values, Workbook currently only evaluates the first 250 characters for each result. Results with more than 250 characters may not be sorted properly. To filter the values that are displayed in the grid, click the Field Menu icon next to the field you want to apply the filter to and select Filter... from the dropdown list. The filter window appears with up to four types of filters you can set depending on the values of the field. For more information about the Filter window, see Filter Types. Note: Filter conditions and sorting options set up on the Data Grid only impact the values that are displayed in the grid itself and do not affect field values in any connected workbook visualizations. If you want to change your dataset query results and any associated visualizations, you must set up criteria filters using the Criteria Builder above the Data Grid. For more information, see Dataset Criteria Filters. To move a column, drag the column header to the desired location. Alternatively, click the Field Menu icon next to the column you want to move and select a move option from the list. To remove a column from the grid, click the Field Menu icon next to the column you want to delete and select Remove Column. To rename a column, click the Field Menu icon next to the field column and select Rename.... To change the width of a column, drag the right boundary of the column header until it is as wide as you want. To view the records associated to any links displayed in the grid, click the link. The corresponding NetSuite record opens in a new browser tab. To view different pages, click the arrows at the bottom of the grid. To view a summary of the values for any column in the grid, click the column header. The summary is displayed at the bottom of the grid. To see where a field is located in the Records and Fields lists, click the Field Menu icon and select Show Location in Field List.
8	Create New Workbook/ Apply to Workbook — Click Create New Workbook to create a workbook based on the current dataset. If you accessed the dataset from within an existing workbook, click Apply to Workbook to apply your dataset changes to the workbook visualiations before saving them. This feature enables you to preview the impact that your dataset changes will have before saving the connected workbook.
9	Export — Click Export and choose one of the following options: Export data to CSV Note: To export the data presented in the Data Grid to a CSV file, you must have the Export Lists permission. Export dataset to SDF XML Export dataset to SuiteQL TXT
10	Share — Share your dataset with individual users or roles. For more information about sharing, see Accessing and Sharing Workbooks and Datasets
11	Save — Save your dataset, including any joined record types, custom formula fields, or criteria filters. If you do not own the dataset you are working in, you must save a copy of the dataset using the Save As function.
12	Learn about Analytics — Click Learn about Analytics to open a panel that lists all SuiteAnalytics Workbook videos as well as a description. To view a video, click the thumbnail and it will open in a new window.
13	Real-Time / Cached Response — If you are experiencing long load times for your datasets or workbooks using your datasets, you can enable Cached Data in Datasets. For more information, see Optimized Data Refresh.

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