Module 3.2 Learning How to Manage Data
Being able to view your data in a meaningful way, as well as interact with your data, is an important feature to have in Zengine.
Objective: After watching the video below, you will be able to interact with records in your workspace, as well as set up data views.
Watch the above video.
First we are going to start by creating views in Zengine. Views will help you get to the data you need when you need it.
1. Start by selecting the Application tab
2. Select the “Show/Hide Column” icon.
3. Deselect all the checkmarks in the drop-down menu. Notice how all the columns are removed from the page. Next Select “Profile - First Name”
4. Next, click on the “You may save as a new view” link
5. A pop up window will appear asking you to name the view. In the text field, label the view “Blank View” and select the save button.
6. Now, open the “Show/Hide Column” drop down menu.
7. Select these options (notice how columns are added to your screen as you select them)
- Profile - Last Name
- What Impact will your project have on the community you serve
- Will your Project Impact (select all that apply)
- Which groups will be impacted (select all that apply)
- What ages will be impacted (select all that apply)
8. Next select the “save as a new view” link
9. In the pop-up name this view “Demographic View” and select the save button.
You can see how the table is providing you with only Demographic information.
Now we are going to create a new view based on financial information.
1. Select the “View: Demographic View” drop down menu.
2. Select “Blank View”
3. Select the “Show/Hide Columns” icon
4. Select these options (you might notice that some of the options are out of order. That is O.K. The order you are seeing is based from the last save view. Scroll down to find the other options)
- Profile - Last Name
- What is the total budget for your project
- What amount would you like funded?
5. Select the “save as new view” link.
6. In the pop-up, name this view Financial View and select save.
We are going to create one last view. This view will be a standard view that we can always default to and that will always appear first when you select the application tab. We are also going to increase the difficulty for this step by removing some of the screen shots. If you need a visual reference you can always look at the screen shots above.
1. Select the Blank View from the menu drop down menu.
2. Select these options
- Profile First Name
- Profile Last Name
- Profile City
- Profile State
- Profile Zip
- What is Your Project Name
- When Will Your Project Start
3. Next you will need to reposition the Folder column header. Click and drag the Folder Column header over the Profile First Name column header. Let go of the mouse button and the Folder Column header will reposition to the first header position.
4. Click the “Save as new view link”
5. In the pop-up title the view “Default View”
6. Open the View drop down menu and select “Manage Views"
7. In the pop up window find the “Default View” and click on the “Set as Default View” Link
8. Another pop up will appear warning you that changing the view will impact other users and asking if you want to proceed. At the right side of the pop up, select the “Proceed” button.
9. Next click the “Close” button at the bottom right corner of the manage views pop up window.
Congratulations! You just created your first 4 views in Zengine!
Now we are going to learn how to use our filter option to find specific records.
First we are going to isolate all applications/records that have been submitted.
1. Select the the filter Icon
2. In the Filter Pop Up Window open the Field Dropdown Menu and select Folder
3. Open the Value Drop Down Menu and select Submitted
4. Finally, select the save button at the bottom of right corner
You will notice that the table has changed and only the submitted applications are visible. Let’s update the filter to find applications that have been submitted and have a start date that is after 11/1/2020
1. Select the filter icon
2. In the Filter pop up open the Field drop down menu and select Folder
3. Open the Value drop down menu and select Submitted
4. Select the blue “Add a Filter” and in the menu select “When will your project start”
5. A new filter line will appear. In the Conditions drop down menu select “Since”
6. Click in the Value text field. A calendar will appear below the text field. You can use the calendar or you can type in “11/1/2020”
7. Click the save button at the bottom right of the pop up.
Now the information displayed has been filtered down to match your filter criteria. You can see that the only information displayed is the applications that have been fully submitted and applications that start on or after 11/1/2020.
There is one last filter we will create. We are going to increase the difficulty level on this one by not including screenshots. If you have difficulty you can always look at the screen shots above.
- Open the Filter options by selecting the Filter Icon
- The Filter pop up window will appear. In the Field Drop menu select Folder
- In the Value drop down menu, select Submitted
- Select the blue “Add a Filter” and in the menu select “When will your project start”
- A new filter line will appear. In the Conditions drop down menu select “Since”
- Click in the Value text field. A calendar will appear below the text field. You can use the calendar or you can type in “11/1/2020”
- Select the blue “Add a Filter” and in the menu select “What is the total budget for your project”
- In the Value text field type in 10000.
- Select the save button at the bottom right of the pop up.
In the data table you should have one record visible. You can see how filtering can help you get to clusters of data within the Zengine.
Next we are going to have you take action on the record. You are going to move the record from a submitted status to a completed status by moving the folder in which the record is in.
1. Click on the record
2. The record will open. In the top right corner of the record open the folder drop down menu
3. Select the Completed folder/option
4. Select the Back button at the top left corner of the screen
You will notice that the folder option changed in the data table to “Completed”.
Great job! You have finished your filtering and record update activity!
Congratulations! You finished module 3 and this training course!
With this foundational knowledge, you are on your way to becoming a Zengine expert. If you have completed your tasks above, the Education Services team will be notified that you have completed this training course. We will review your work and notify your implementation manager that you are ready for your Workspace End to End Walkthrough (if you are in an active implementation with the team).
If you need assistance with this module or have a question, please contact: email@example.com