Module 09 - Customizing Charts and Dashboards Flashcards
1
Q
What are charts used for?
A
Provide visual display of data that helps people view patterns, trends, and exceptional data more easily.
2
Q
What do Dashboards do?
A
Give users key information that relates to their jobs, displayed on a single screen.
3
Q
You should create different dashboards for?
A
People who have different roles and responsibilities.
4
Q
What are the most common items to include in a dashboard?
A
Lists and charts.
5
Q
What are lists and charts based on?
A
Existing views determine the data displayed by lists and charts in a dashboard.
6
Q
What are some ways a Chart can be displayed?
A
In a chart pane beside a view, embedded in a single record form, or as a component on a dashboard.
7
Q
What are system charts?
A
Charts that are available to all users. It is a Solution component, and can only be created by users with permissions to customize the system.
8
Q
What are personal charts?
A
Users can create something more specific for themselves individually. These personal charts can be shared with other users.
9
Q
What should you consider when you design a chart?
A
The entity that contains the data you want to display, the fields that you want summarized as a series, how to summarize data, fields to use to group the data into categories, and the type of chart to best display your data.
10
Q
How many series can you display in a chart?
A
Can display up to five series in a chart, grouped by one category, or one series that is grouped by one or two categories. You cannot display multiple series that are grouped by more than one category.
11
Q
When you create a chart using the designer tools in the UI, you cannot configure…?
A
The view the chart will represent visually, the records the chart will include, the colors to use when the chart is displayed.
12
Q
What can you do with the default charts created when you install the application?
A
Modify/delete and create additional ones.
13
Q
System charts are included where?
A
With the entity they belong to when you export a solution package.
14
Q
What is the meaning of the word “system” in the context of charts?
A
Unlike other components, these can be modified and deleted the same as any that you create. The word system in this context just means that these are charts available to all users in the organization.
15
Q
How to modify or create a system chart?
A
Solution explorer > Entities > Charts > New > Save As to create copy > Configure chart > Save and Close
16
Q
What role lets users create, modify, delete, assign and share personal charts?
A
All default Security Roles.
17
Q
Are the same features available to use in personal charts as with system charts?
A
Yes, but personal charts can not be included in a solution package for deployment. Can be exported to XML and imported into target system without using a Solution.
18
Q
How to modify or create a personal chart?
A
Navigate to entity you want to create a chart for > if chart pane is not already expanded, click the Charts bar > New Chart / or Save As to copy a system chart / More Commands, Save As to copy personal chart > configure > save > more commands > close designer to view
19
Q
When should you create a personal chart?
A
When it is a specific requirement that not everyone must have.
20
Q
How are charts different from other components?
A
You can export the definition of the chart and import the chart back into the same or different Organization without using a Solution.
21
Q
Can you convert a system chart to a personal chart and the other way around?
A
Yes. You can’t do this with other components however.
22
Q
What exactly does a chart display?
A
A series of aggregate (summarized) values, broken down by category.
23
Q
When deciding on a chart display, what two approaches must you choose between?
A
One series of values divided into one or two categories, or more than one series with a single category.
24
Q
What chart types are available in CRM?
A
Column, Bar, Area, Line, Pie, Funnel
25
If you select to display more than one series using a column chart, how does it show?
Displayed as columns next to one another / clustered column chart type.
26
If you have one series with two categories, what are your column chart subtypes available?
Stacked column or 100% stacked column.
27
When would you use a stacked column type?
When you must compare values between categories, and visual breakdown between each category is required.
28
When should you use a 100% stacked column?
When you must highlight how the "mix" of the subcategories changes between the records of each category.
29
Be aware of unpredictable effects of using stack chart subtypes with multiple series and single categories, why?
Depends on the order that you add the series, whether series measure comparable dimensions, and whether you select the chart subtype before or after you add each series.
30
What combinations can you do with Chart; Column (all types)?
All column, area, line charts
31
What combinations can you do with Chart; Area (all types)?
All column, area, line charts
32
What combinations can you do with Chart; Line?
All column, area, line charts
33
What combinations can you do with Chart; Bar (all types)?
Only other bar charts (of any type).
34
What combinations can you do with Chart; Pie?
None, pie chart supports single series only.
35
What combinations can you do with Chart; Funnel?
None, funnel cart only supports a single series.
36
What is the first option you'll see on a new chart form?
View used for chart preview. You must select a public view from the list as you cannot select a personal view or special system view.
37
The View used for chart preview, does it affect your chart definition?
No, it is only used to preview your chart as you build it.
38
What kind of preview view should you use when creating a chart specifically for a dashboard?
Use the view that you intend to associate with the chart on the dashboard to better visualize.
39
Does the sort order of a view affect the preview or layout of a chart?
No, a chart can show data from fields even if the fields are not displayed as columns in the view that the chart is associated with.
40
When you create a personal chart, do you have the option of selecting view used for preview?
No, the chart designer uses the view that is already open next to the chart pane.
41
When you a configure a chart, you select fields to use as what?
Series and categories from the drop down list of fields defined for the entity. For convenience, it's alphabetical, not how they actually show in the view.
42
Why is it important to use a property of the primary (parent) record when creating charts?
That way you can avoid creating a matching field, you can just use the field directly. Better accuracy, better maintenance.
43
A chart must have at least one what?
One series, one category.
44
Why do you use series in a chart for?
To control what data is displayed in a chart.
45
What are categories in a chart used for?
To split the series into different data points compared to one another.
46
What is a data point?
A single value displayed on a chart.
47
How to configure the first series for your chart?
Legend Entries > Select Field > Aggregate
48
What is the record set?
The collection of records that are returned by the filter query that is defined for the view.
49
What records are used in a chart? Regardless of method?
Only the records included in the current view are used in a chart that the records as associated with.
50
Aggregation method; Avg?
Calculates average of data values. Numeric only.
51
Aggregation method; Count:All?
The number of records in the record set. All field types.
52
Aggregation method; Count:Non-empty?
The number of records in the record set which have a value in the selected fields. All field types. Recommend not using with two-option.
53
Aggregation method; Max?
Highest value of the field in the record set. Numeric only.
54
Aggregation method; Min?
Lowest value of the field in the record set. Numeric only.
55
Aggregation method; Sum?
The sum of all the values of the field in the record set. Numeric only.
56
What is a best practice related to counting all the records in a record set?
Best field to select is primary key field as it will contain the GUID for the record and always contains a value.
57
When might the Add a series button be unavailable?
If you have two categories, or if you have already added the maximum of five series, or if you have a Pie or Funnel chart selected.
58
How to configure category for your chart?
Horizontal (Category) Axis Labels section of chart config form > Select Field > select field you want to use. To add a second category > add a category, repeat.
59
What happens when a date field category is not grouped?
It shows a data point for each unique date and time value in record set which may not provide a useful visualization or summary.
60
What happens if a field has a data type of date and time?
Date Time Grouping option set appears, default of Month. You can group by; day, week, month, quarter, year, fiscal period, fiscal year.
61
CRM follows the date time convention used where?
US. Where Sunday is the first day of each week, Jan 1 is first day in Week 1, Week 1 has one through seven days, last week is always Week 53 even if it's just Dec 31.
62
If you use a date field as a category, CRM does not what?
Does not show empty data points for categories that have no data. Avoid line charts.
63
If a primary category is a date and time field, can you select the same field as a secondary category?
Yes, but you must choose a date grouping that is smaller than the one used by the primary.
64
Best practice concerning charts with more detail vs drill down?
Useful to use two categories to show more information on a chart, but also recommended to create a version with only one category to allow users to drill down and explore data.
65
On a chart with a single category, you can configure the series of your chart to filter the record set by what?
By using a top or bottom rule to include only the data points with greatest or smallest values.
66
What does the bottom X rule do?
Categories are filtered for lowest values and sorted in ascending order.
67
What does the top X rule do?
Categories are filtered for highest values and sorted in descending order.
68
A chart will display data from the record set... where?
In the associated view.
69
If you have two categories, can you use bottom or top x rule?
No, buttons for applying these rules are unavailable.
70
Charts are sorted by what, by default?
Sorted by categories that are used, and ignore the sort order of the associated view.
71
Sort order of; text field?
Alphabetically.
72
Sort order of; numeric field?
Ascending order by value.
73
Sort order of; date fields?
By date, always grouped.
74
Sort order of; option set?
Underlying values of options, not the labels.
75
Sort order of; lookup fields?
Sorted by GUID of primary record.
76
Sort order of; Primary Key (GUID)?
Uses primary field instead, text and thus sorted alphabetically.
77
How do you add a more natural sort order for a lookup?
Add a suitable field from the primary ("parent") entity to view using for chart preview and use that field as a category.
78
How can you rank your data according to values in a series?
Apply a top or bottom rule to a series, using a custom number larger than number of categories you expect in the record set.
79
Why would you want to import or export a Chart?
To modify XML for complex charts, chart formats, and or converting it to persona or system, and vice versa, to import it to another org without using a solution, to make a backup before making changes
80
What does the XML file of the exported chart include?
GUID, name and desc, entity that chart shows, fields used for series and categories, sorting and filtering of data, chart type and
81
What does the XML file lack?
There is no reference in the XML file for the views that should be used with the chart, or the view that should be used for preview.
82
How do you export a system chart?
Solution that has entity chart you want to export > expand entity > click Charts > select Chart > More Actions > Export Chart > Save > Save As XML
83
How do you export a personal chart?
Navigate to the entity that has the chart you want to export > expand chart pane and select chart > More Comments > Export chart > Save / Save As XML
84
Can you import a chart to the same CRM Org that the chart is exported from?
Yes, and also to a different Organization, because no application version information is stored in the chart definition.
85
How to import a system chart?
Open Solution that contains entity for which you want to import a chart > Expand entity node in solution explorer > charts > more actions > import chart
86
Import a personal chart?
Navigate to entity for which you want to import a chart? > Expand chart pane > More commands > Import Chart
87
Chart Import Wizard steps?
Import Chart wizard > Browse > Choose file to upload > select XML > open > Import > Close on confirmation page
88
What is a best practice concerning the import and export of a new chart?
After the import of a new chart, you should immediately export the chart to make a copy of the XML that has the new GUID. If you change the original XML and import it again, the system wouldn't recognize it as an update to your new chart because GUIDs do not match.
89
What happens when you update a chart or create a copy?
During the import process if an existing system chart is found to have the same GUID, it will show Duplicate Found figure, to which you can complete three actions; Replace, Keep Both or Cancel
90
When does the Duplicate Found message not show?
When you export a personal chart and import it as a system chart, because the chart will be given a new GUID after imported. Similarly, you'll not get the Replace option.
91
What might you want to edit in the Chart XML?
Change colors used for data points, prevent values from being displayed against data points, improving axis labels, changing number format of values on axes, remove legend, etc
92
When you update a chart by making the changes to the XML, what do you have to do?
You must import the chart and replace existing duplicate if found. Then publish your changes before you test the changes to view results.
93
How can you make the process of making repeated changes to a system chart more efficient?
Solution > Forms > Solution > Charts > More Actions > Import Chart > Replace > Publish > switch to main CRM window to test updated chart. Or you can use personal chart for initial development then import as system chart.
94
What is a dashboard used for?
To show several areas of CRM in a single display. Users can interact with info on dashboards to explore and analyze.
95
What are four types of components you can add to dashboards?
Charts, Lists (based on views) IFRAMEs, Web Resources
96
What are System Dashboards?
Made available to any user, can only contain components available system-wide. Can be included in a Solution, though ensure components are included and or already exist in target org too. Assign Security roles to help users find dashboards they find useful.
97
What are Personal Dashboards?
All default Security Roles let users create, modify, delete, assign, share. System or personal views and charts can be included. Can be shared with other users or teams. Cannot be included in solution. Cannot directly export or import or convert between both types.
98
If you create a dashboard from a blank template, you cannot ...?
You cannot enter a description, until you save it for the first time.
99
How to update description on a dashboard?
Save As > Enter correct description. Personal dashboards, share copy with same users or teams as original. Delete original. Open new, change name, save new. System dashboard must be published for changes to be viewed by users.
100
If a dashboard with incorrect or missing description is a system dashboard, and you must correct it without changing the GUID?
Add dashboard to Solution > Export sol as unman open customizations xml in text > edit description property >put it back in zip file > confirm replace > import back to system
101
How to create a system dashboard?
Open SOLUTION > Dashboards > add existing > save as > name, description, dashboard properties, save > open new dashboard for editing. and remove original dashboard
102
How to create personal dashboard?
CRM > Sales > Dashboards > Save as > name, description, dashboard properties, save > edit in command bar
103
What is the default access setting for existing and new dashboards?
Display to everyone.
104
What is recommended for accesing dashboards?
Recommend create new Security Roles that have no permissions (or reuse forms). To reduce efforts to maintain.
105
To control access to a dashboard, what are the steps?
Open a solution > select dashboard you want to update > enable security roles > assign security roles > display only to these selected security roles > Name > OK > Publish
106
What should you be aware of when it comes to Security Roles on exporting a Solution with a System dashboard?
The the selected Security Roles are either in the Solution or exist already in the target system. Unless you select Display to everyone.
107
What is the sitemap?
Defines the structure of the navigation bar showing the main areas, entities and other components in these areas.
108
You can add a default Dashboard to what?
The sitemap, as a component, it will not appear in the Solution Explorer hierarchy.
109
What is specified in the XML for the sitemap for each area?
Each area specifies a default dashboard to use that is identified by its GUID. You cannot modify the sitemap by using tools in the UI.
110
What is displayed if the specified default dashboard for an area is not available to a user?
Because it is restricted to Security Roles that are not assigned to that user, the system-wide default dashboard is displayed instead.
111
It is recommended that you set the system-wide default dashboard to what?
To a dashboard that applies to many users.
112
Dashboards are based on the same structure as what?
As forms, so tabs contain sections, that contain rows and columns. Every tab contains one section that cannot be configured or display a label. Sections can be ignored.
113
What is the first thing you have to do with creating a new dashboard?
Select a layout from the choose layout dialog box.
114
What is the Column Regular Dashboard?
One tab of three columns
115
What is the Column Multi-Focused Dashboard?
One tab of four columns
116
What is the Column Overview Dashboard?
Two tabs of four columns each
117
What is the Column Regular Dashboard?
One tab of four columns
118
What is the Column Overview Dashboard?
Two tabs of three columns each
119
What is the Column Focused Dashboard?
One tab of four columns
120
You cannot use UI tools to create or modify a dashboard with what?
A dashboard with more than four columns in a tab. You cannot add or remove tabs or change columns in tab.
121
Complex dashboard layouts can only be created by editing what?
The XML in an exported solution package.
122
What is a workaround if you don't want to edit the XML for a more complex dashboard?
Find an existing one, remove it's components but keep the layout.
123
How do you modify the appearance of a tab?
Edit Component > Tab Properties > enter Label > Show label of this tab on Dashboard > Expand this tab by default > Visible by default
124
What is the only system dashboard displayed when CRM for Tablets is used/.
Sales Dashboard. You cannot specify different dashboard, but you can rename and modify to suit user needs.
125
What is a limitation in the CRM for Tablets application in terms of what it can display?
Only charts and lists. IFrames and Web Resources cannot be displayed.
126
Why would you want to add a list in a dashboard?
Keeps dashboard easy to view, uses same filter query, columns and sort order. Cannot select more than one record at a time though.
127
What features does a list provide that a view does not?
Plus sign at top of list to add new record of the same type. You can also delete a record in the list. (Both are only shown if user has minimum user level of create privilege for entity).
128
How do you add a list to a dashboard?
Personal dashboard > Edit / Solution > dashboard > List from command bar > Add component > record Type > select View > Add.
129
What are some scenarios where a dashboard that contains several lists might not show data?
When lists are added for different entities and use views that do not return records to act as a multi-entity search / when lists added to dashboard that show records not of the usual / when lists are added to show items that require specific action instead of workflows and email messages.
130
How to add a chart to a dashboard?
Personal Dashboard > Edit / solution > Dashboards > Chart > Add Component > Record Type > View > Chart > Add
131
When would you use a date filter for a chart view?
To exclude data you don't have to consider. Carefully consider criteria, use relative filter.
132
Explain the Last, This, Next pattern?
Yesterday, Last Week, This Month, Next Fiscal Year, Uses usual calendar units.
133
Explain the Last X, Next X, date or time intervals?
Last X hours, weeks, years, earlier than X months -- uses exact mathematical comparison. Avoid this for views of past data that is used with charts.
134
Explain the Last X Fiscal Periods or Years, Next X ... ?
Pattern uses any date that occurs in any of the intervals that are described. Recommended use; filter past data.
135
What are the most useful Web Resources types to include on a dashboard?
Silverlight controls and HTML.
136
What are some examples of IFrames to use in CRM?
Social media feeds, currency exchange rate, news feeds, stock prices, home page, etc
137
What is the maximum number of components that you can add to a dashboard?
Six. You can change this limit via Powershell if you run on-premise. Please consider performance.
138
When is the component limit enforced on a dashboard?
When you try to save. So you can temporarily add more than six, to compare, but must remove to save.
139
How can you move a component?
Arrow keys. Mouse to drag.
140
How to resize a component?
Shift+Arrow. Also has buttons under More commands.
141
How to modify a list or chart component?
Edit component > Set properties.
142
What is the data source of a component you'll be adding to the dashboard?
It defines the record set displayed by a list or chart. If view selector is off, Default view is only one used when dashboard is opened.
143
What settings does the View Selector have?
Show all views, show selected views, Off (limits user choice to default).
144
What is a chart type that cannot be created by using UI tools in CRM?
Pyramid.
145
Why might you use Security Roles to control access to a system Dashboard?
To improve how application is used, and to reduce confusion and make sure appropriate dashboard is easier to identify. Making a dashboard unavailable is not a substitute to making data secure.
146
You create a chart that shows Actual Revenue from the Opportunity entity and is categorized by Actual Close Date, grouped by weeks, if a user is looking at the view of Open Opportunities and user tries to select this chart in the chart pane, what happens?
The chart will be displayed and it will not show data points because the open Opportunities have no Actual Revenue or Actual Close Date.
147
What are two differences between a chart that shows resolved Cases in which the Modified On field is the in Last X Months compared to Last X Fiscal Periods, assuming that X is set to 6 in both cases and the fiscal settings for the organization use a monthly template?
Last X Months would include part of first month that is shown, so number of records included from that month would decrease as current month progresses. Last X Fiscal Periods would not include data from current month. You would have to add an OR clause and include This Month.
148
What is a feature that can be displayed in a dashboard list component if you configure the properties correctly?
Search box
149
Two users who have different security roles are viewing the same list component of the same dashboard. List three differences they might notice.
Might see different records. Might have different controls such as new / delete available. Do not have permission to access.
150
What is a true statement regarding dashboards for users of the CRM for Tablets application?
The users can only use the system dashboard called "Sales Dashboard".
