Creating Graphs from App Settings

Overview
Use the Graphs tab on the Settings page to design graphs to visually represent and summarize data. Graphs you create are added to the list of graphs that users can view in the app. Graphs are live and update as the data changes. Records with empty fields are excluded from graphs.
 
Once you create a graph, you can access it by selecting the graph name in the drop down list on the top of the app.
Screen_Shot_2018-05-15_at_13.51.35.png
Creating a Graph
 
This section explains how to create graphs in the app settings. You can create up to 1,000 graphs.
 
In activated apps, you can create graphs easily from the app top page. Click Screen_Shot_2018-05-15_at_14.12.27.png to access the Create Graph page. Recommended graphs are generated and displayed based on the data in the app. See Creating Graphs within an App for more details on recommended graphs.

To Create a graph:

  1. Within an app, click the Gear wheel Screen_Shot_2017-07-19_at_9.43.03_AM.png on the right.
  2. Navigate to the Graphs tab.
  3. Click the Plus plusicon.
  4. In the Name field enter a name for your graph.
  5. Select a Chart Type.
    • Some types have additional options, such as "Clustered" or "Stacked".
    • For further information on chart types, see Chart Types.
  6. In the Group by field, in the Level 1 drop-down list, select a field by which to group records. Use this when you want to categorize and summarize records. By using the date or time field, you can summarize records by month, by the day, and so on.
    • To select a second level to Group by, click the Add icon.
    • To delete an entry click the Delete  icon.
    • To clear all entries for this item, click Clear All.
    • If an item selected by Group by has no value, the record the item belongs to will not be included in summary.
    • When cross-tabulating data (Pivot Table), fields selected in Group by have the following limitations:
      • Level 1: The number of groups generated by categorizing field values must be no more than 50.
      • Level 2: The number of groups generated by categorizing filed values must be no more than 1,000.
    • To summarize data beyond the above limitations, export the summarized results to an Excel file. When exporting the summarized results to a file, limitations are as follows:
      • Level 1: The number of groups generated by classification of field values are no more than 100.
      • Level 2: The number of groups generated by classification of field values are no more than 10,000.
  7. In the Function field, you can select a function that performs a calculation, including SumAverage, Maximum, and Minimum.
    • When you select certain functions a second list shows fields to which you can apply that function. Only Number fields can be used for the Sum and Average functions. If you want to find a record with the latest or the oldest value in the date and time field, select Maximum or Minimum respectively.
  8. In the Filter field, you can select a field or fields to filter the graph by, to define which records are included.
    • When you select a filter, appropriate options display where you can set conditions for the filter. When a field satisfies the conditions, the record is included in the graph or chart.
    • When filtering records using a field inside a table, in any of the rows on the table, the record whose field value matching the filter condition will be included in summarizing.
    • In the field that contains the list of users, if the condition "Priority Department" is specified for filtering, the values (records) that are included in summarizing are those of users whose departments and affiliated departments are set as "Priority Department" for those to perform summary. In the same way, if this operation is performed for the field that contains the list of departments, the values (records) that are included in summarizing are those that belong to departments and affiliated departments that are set as "Priority Department" for those to perform summary.
  9. In the Sort by field, you can leave the default Total, or sort on one of the levels in the Group by field, and select whether to display the data in ascending or descending order. 
    • When you select the Pivot Table for the Chart Type, the result can be sorted by only one of Level 1, Level 2, or Level 3. The result cannot be sorted by Total.
  10. To enable Periodic Report, select the Generate reports periodically check box. For more information, please see the section below on Generating Periodic Reports.
  11. Click Save.
  12. Navigate back to the Settings page and click Update App.
  13. In the app, click the Graph list to view the newly created graph from the list.

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Duplicating a Graph

You can create a new graph by duplicating an existing graph.

  1. Open the graph you would like to duplicate.
  2. Click Screen_Shot_2018-05-16_at_15.41.15.png and edit the graph options if needed.
  3. Once complete, click Screen_Shot_2018-05-16_at_15.48.13.png and name the duplicated graph.
    • If you do not have the administrative permission for the app, Screen_Shot_2018-05-16_at_15.48.13.png will not be displayed.

What Is a Periodic Report?

Periodic Reports are generated automatically based on the app data at the time in the frequency defined by a user. These graphs are saved to the list of graphs within an app, and the 30 most recent graphs are saved and can be accessed anytime. When the 31st graph is generated, the oldest graph is deleted. You cannot change the graph settings after you activate a periodic report. When you select Pivot Table for Chart Type, you cannot create the Periodic Report. The period in Periodic Report is set using Coordinated Universal Time (UTC+0). 
  • If you delete the original graph, you will be no longer able to view the past Periodic Reports.
  • When the Periodic Report is generated, the notification will be sent to the user who set up the Periodic Report. If the Periodic Report is not generated successfully, the notification will be sent to all users with the administrative permission for the app.
Periods Periodic Reports can be generated:
  • Every hour
  • Every day
  • Every week
  • Every month
  • Quarterly
  • Yearly

How to Generate a Periodic report:

  1. Within an app, click the Gear wheel Screen_Shot_2017-07-19_at_9.43.03_AM.png on the right.
  2. Navigate to the Graphs tab.
  3. At the bottom of the edit Graph page, select the check-box next to Generate reports periodically.
  4. In the Period, select the desired frequency of the Graphs to be created.
    • Depending on the period you select, options display where you can pick appropriate dates and times for the report. When you select the periodic options, the date and time of the next occurrence of the report displays.
  5. Click Save and Update App.

Reviewing Generated Periodic Reports:

  1. On the app top page, click Screen_Shot_2018-05-23_at_13.53.21.png and select the periodic report you want to review from the list of graphs you have created.
  2. Select the chart type and specify the generated date range to review the periodic report in the desired format and from the specific time.

Reordering the Displayed List of Graphs

  1. Click and hold the Drag & Drop drag and drop icon and drag it to the desired position.
  2. Click Update App.

Chart Types

This section explains the chart types you can select when creating graphs and how you would use them.

  • Bar and Column Chart
    • A type of graph that uses bars to show the numbers of each item. Records are categorized based on the values specified in Group by, and the total number of records in each category are represented in bars.
    • Types of Bar and Column Charts
      • Clustered Graph
        • Suitable for comparing the numbers of each item.
      • Stacked Graph
        • Suitable for comparing the percentages of the numbers of each item against the whole and the total number of all items.
      • 100% Stacked Graph
        • Suitable for comparing the percentages of the numbers of each item against the whole.
  • Line Chart
    • A type of graph that is used for showing the chronological changes on the numbers of each item. Each point in the chart will be connected by a straight line.
  • Spline Chart
    • A type of graph that is used for showing the chronological changes on the numbers of each item. Each point in the chart will be connected by a smooth curve.
  • Area Chart
    • A type of graph where the total numbers of each item are represented in lines with the area below filled with a different color. Records are categorized based on the values specified in Group by, and the total numbers of records in each category are represented in lines.
    • Types of Area Charts
      • Non-Stacked Graph
        • Suitable for representing the chronological changes on the overall totals.
      • Stacked Graphs
        • Suitable for representing the chronological changes on the numbers of each item and changes on the overall totals.
      • 100% Stacked Graph
        • Suitable for representing the chronological changes on the percentages of the numbers of each item against the whole.
  • Spline Area Chart
    • A type of graph where the total numbers of each item are represented in smooth curves with the area below filled with a different color. Records are categorized based on the values specified in Group by.
    • Types of Spline Area Charts
      • Non-Stacked Graph
        • Suitable for representing the chronological changes on the overall totals.
      • Stacked Graphs
        • Suitable for representing the chronological changes on the numbers of each item and the changes on the overall totals.
      • 100% Stacked Graph
        • Suitable for representing the chronological changes on the percentages of the numbers of each item against the whole.
  • Pie Chart
    • A type of graph that is used for representing the percentages of the numbers of each item against the whole. Records are categorized based on the values specified in Group by, and the percentages of the numbers of each group against the whole are represented in a pie chart.
  • Table
    • If you want to focus more on figures than differences or changes of summarized results, a table may be more suitable than a graph view.
    • Types of Tables
      • Table
        • In this format, summarized results are expressed in numbers either without being categorized or with being categorized in one field.
          • For example, for the field “Frequency of Convenience Store Use,” you can set the table to display the numbers of records whose values are “Every day” or “More than twice a week.”
      • Pivot Table
        • In this format, records are categorized into multiple fields, and figures of summarized results are calculated and summed up in a table.
          • For example, using the field “Frequency of Convenience Store Use” from the previous example, you can create a pivot table that represents the breakdown of the age profile by selecting “Frequency of Convenience Store Use” for “Level 1” and “Age” for “Level 2” in Group by

Generating a Sample Graph 1: Categorizing the Amount of Product Sales by Product Category and Product Name

In this example, we will generate the graph that displays the amount of product sales categorized by the product category and the product name in the app that has various product sales records.

Let's assume that the form in the app has the following fields:

  • Product Category
  • Product Name
  • Sales Amount

Steps:

  1. Within an app, click the Gear wheel Screen_Shot_2017-07-19_at_9.43.03_AM.png on the right.
  2. Navigate to the Graphs tab.
  3. Click the Plus plusicon.
  4. In the Name field enter a name for your graph.
  5. Set each option in Graph Contents as follows:
    • Chart type: "Column chart" and "Stacked"
    • Group by: 
      • Level1: "Product Category"
      • Level2: "Product Name"
    • Function: "Sum" and "Sales Amount"
  6. Click Screen_Shot_2018-05-23_at_14.35.58.png and Screen_Shot_2018-05-23_at_14.36.46.png.

Once the graph is generated, it should look like this:

Screen_Shot_2018-05-23_at_14.39.38.png

Generating a Sample Graph 2: Summing Up the Amount of All Product Sales in a Specific Month

In this example, we will generate a table that displays the amount of all product sales in this month in an app that has various product sales records.

Let's assume that the form in the app has the following fields:

  • Date: The date when the sales were made
  • Sales Amount

Steps:

  1. Within an app, click the Gear wheel Screen_Shot_2017-07-19_at_9.43.03_AM.png on the right.
  2. Navigate to the Graphs tab.
  3. Click the Plus plusicon.
  4. In the Name field enter a name for your graph.
  5. Set each option in Graph Contents as follows:
    • Chart type: "Table"
    • Function: "Sum" and "Sales Amount"
    • Filter: "Date =(equal to) This Month" and "All days"
  6. Click Screen_Shot_2018-05-23_at_14.35.58.png and Screen_Shot_2018-05-23_at_14.36.46.png.

Related Topics
Creating Graphs within an App
Embedding Summarized Results
Exporting Summarized Results to a File

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