Understanding Dataviews

Modified 2 weeks ago

Rajesh Narayanan

Kissflow Work Platform:

  • Small Business
  • Corporate
  • Enterprise

Dataviews

A dataview is a unique data source created by composing, executing, and publishing an SQL query in the query editor and joining the attributes of one or more data sources. The data in dataview is presented in tabular form. 

By performing an SQL join or union, you can create a dataview from one or more data sources or other dataviews. Once a dataview is created, you can create reports over it.

Creating a dataview

To create a new dataview:

  1. Sign in to Kissflow and click Analytics button() on the left navigation.
  2. Under the Data explorer tab, click Create dataview.
  3. Specify a name for your dataview, add a description if needed, and then click Create.
  4. This will open up the query editor, where you can compose the SQL query to combine data from multiple data sources. You can also use another dataview as a data source.
  5. Once you have finished composing your query, click Run to execute it.
  6. You can check the results under Query result and make changes to the query if needed.
  7. After successfully running your query, you can click Publish to publish the dataview. When you publish a dataview, it moves from Draft state to Published state.
  8. If you make any changes to the query after publishing it, you can click Revert to go back to the last published query.
  9. To create a report using the dataview, click Create report.
A dataview remains in the draft stage as long as it is not published at least once.

Using the dataview query editor

At the heart of the query editor is the text area where you type in your query. To the left of the editor, you have the schema browser that shows all the data sources you have access to, categorized into tables and dataviews. You can click a data source to view its structure which consists of form fields and system fields. 

To preview a data source, hover over the data source, click the More options button (), and select Show preview. This will display the rows and columns present in the data source under Data preview. You can drag and drop the names of tables and columns into the query editor.

The query editor helps you compose an SQL query through different functions. When you click Beautify, it presents the query in proper structure for ease of viewing. You can click the Copy to clipboard button () to copy your query. 

Here’re some of the articles that will help you write SQL queries:

The asterisk (*) is not supported in Select queries (to display all columns).

Accessing dataviews

All the dataviews to which you have access are visible in the Data explorer page. You can filter dataviews by selecting My dataviews or Shared dataviews from the data explorer page.

After you publish a dataview, the resulting data is displayed in the form of a table. The last synced flag shows how much time has elapsed since the data was last synced with the data sources.

You can create filters, show/hide fields to display specific fields, or even use the search to find the field name. To create a report over the dataview, click the + Create report button on the top right corner of the page.

Upon clicking More options button (), you can Share, Export, or find Details about the dataview. You can export a dataview in CSV or JSON format.

When you click Details, you can see the dataview name, description, owner, time of creation, last modified time, last synced time, and the corresponding reports created upon it.

Filter and Show/hide fields are only used to view and export a dataview. They cannot modify a published dataview.

Managing roles and permissions

There are two roles for dataviews:

  • Owner - The user who created a dataview is the owner. There can be only one owner for a dataview. The owner can edit, rename, delete and share the dataview, and create reports on top of it.
  • Report creator - This role lets you view the dataviews and create reports on top of them.

Action

Owner

Report creator

Create a dataview

Access own dataview

✅ (Can’t access dataviews that were created on top their dataview)

Replace owner

Add/remove a user/group as report creator

Edit a dataview

Delete a dataview

Create a report over own dataview

✅ 

Access dataview report

✅ (Only reports created over the original dataview)

✅ (Only reports created over the original dataview)

A Super Admin or Account Admin role lets you join any dataview with report creator permissions. They can also make anyone an owner as well as add others as a report creator.
When you delete a dataview, all reports and other dataviews created over it will get affected.

When you click More options button () on the dataview page, you can do the following actions based on the published state and role:

Dataview state

Owner

Report creator

Draft

Edit, rename, and delete

No access

Published

Create report, edit, share, delete

Create report, share

Removing access from dataviews

A report creator cannot access a dataview if the owner has revoked the report creator access. Any dataviews or reports created by the report creator over this dataview will still remain accessible. 

To remove a user with report creator access, follow these steps:

  1. In the query editor or Data explorer page, select a dataview card and click More options button ()
  2. Click Share to view the Share settings page. 
  3. To remove a report creator, on the user’s card, click More options button () > Remove report creator.

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