Viewing Workspaces

Viewing Workspaces

Note: Workspace was previously known as Reporting Database.

You can view all the Workspaces that were created by you or shared by others to you, from the home page of Zoho Analytics. Your Zoho Analytics Home page would look similar to the one given below.

Home Page of Zoho Analytics

  1. Where do I find the Workspaces that I create?
  2. How do I view the Workspaces shared to me?
  3. Where do I find my Dashboards?
  4. Some of the Shared Workspaces are not listed in the Shared tab. How do I view them?
  5. Can I rename a Workspace?
  6. Can I delete the Workspace?
  7. Can I take a backup of my Workspaces?
  8. How do I backup data in my Workspace?
  9. Can I copy my Workspace?
  10. Can I create a Workspace similar to another Workspace?
  11. Can I set a Workspace as default?
  12. How do I view Featured Sample Workspaces?
  13. How do I view Users Shared Public Workspaces?

Workspace Explorer

  1. What is a Workspace Explorer?
  2. How can I access my Views?
  3. Can I organize views in navigation panel?
  4. How do I create folders?
  5. Can I search Views in the Workspace?
  6. Can I view the sources from where data is been imported into my Workspace?
  7. Can I view the relational data model of my Workspace?
  8. What are the customization options available for Workspace?
  9. Can I recover views that are deleted?

Home Page of Zoho Analytics

1. Where do I find the Workspaces that I create?

All the Workspaces that you have access to will be listed in the Workspaces tab of the Zoho Analytics Home page. Click Owned to view the Workspaces that you have created.

2. How do I view the Workspaces shared to me?

All the Workspaces that you have access to (including the ones shared to you) will be listed in the Workspaces tab of the Home page. Click the Shared to view the Workspaces that are shared to you. The owner of each shared Workspace will be mentioned in the corresponding Workspace icon.

3. Where do I find my Dashboards?

All the Dashboards that you have access to (including the ones shared to you) are listed in the Dashboards tab of the Home page. You can choose to view the Dashboards that are created by you or shared to you, by navigating to the corresponding tabs. You can also choose to list the Dashboards in a specific Workspace by selecting the applicable Workspace from the All Workspace drop down.

4. Some of the Shared Workspaces are not listed in the Shared tab. How do I view them?

This can happen when you selected a specific organization. When you have selected an organization, then Workspaces in that organization alone will be listed. You can choose to view all Workspaces across organizations by selecting All Organizations.

5. Can I rename a Workspace?

Yes, you can rename a Workspace. You need Account Administrator privilege to do this. Follow steps below to rename a Workspace: 

  1. Click the More Actions icon of the Workspace you want to rename.
  2. Select Rename Workspace.
  3. The Rename Workspace dialog will open. Modify the Workspace Name and Description as needed.
  4. Click OK. The Workspace will be renamed.

6. Can I delete the Workspace?

Yes, you can delete a Workspace. You need Account Administrator privilege to do this. Follow steps below to delete a Workspace: 

  1. Click the More Actions icon of the Workspace you want to delete.
  2. An alert message will be shown to confirm the action.
  3. Click Yes to delete the workspace.

7. Can I take a backup of my Workspaces?

Zoho Analytics allows you to back up the data available in your Workspace. The Workspace Backup option will backup the data from tables and SQL queries from query tables. The backup data can be downloaded from the URL listed. The reports and dashboards are not backed up. You can use this feature if you want to have a local copy of your data.

Note:
  • Zoho Analytics runs on redundant network devices to avoid any single point of failure at any level on the internal network.
  • User data is backed-up periodically across multiple servers, helping protect the data in the event of hardware failure or disaster. Hence, your data will remain safe on our servers. In the case of any unforced system issues, we would help you to restore your data from our end. Click to know more.
  • This Backup feature is recommended to be used only if you want to have an archive of your data.

8. How do I backup data in my Workspace?

Follow the below steps to back up the data in a Workspace:

  1. Click the More Actions icon of the Workspace from which you want to take a data backup.
  2. Select Backup Workspace.
  3. The Backup Settings dialog will open.
  4. You can choose to schedule your backup in a periodic interval. Specify the interval to backup your data in the Repeat . drop-down menu. Available options are:
    • Not Scheduled
    • Everyday
    • Weekly Once
    • Monthly Once
  5. Specify the day or date for backup data.
  6. Click Save. The data is backed up, you can download the backup file by clicking the date link next to the Backup-Archive URL.
    The last 3 versions of the backed up data will be available for download. The latest file will be at the same URL/link, thereby making it easy for you to bookmark or download. Older versions will be deleted.
Note: You can also back data from Workspace from the Backup tab in the Workspace Settings page. The backups can also be configured at the account level. To know more, click here.

9. Can I copy my Workspace?

Yes, you can copy data from Workspace. Follow the below steps to do so.

  1. Click the More Actions icon of the Workspace which you want to copy.
  2. Select Duplicate Workspace.

     
  3. The Duplicate Workspace dialog will open.
  4. Click OK to create a copy of this Workspace.

10. Can I create a Workspace similar to another Workspace?

Yes, you can. Follow the below steps below to achieve this.

  1. Click the More Actions icon of the Workspace.
  2. Select Duplicate Workspace.
  3. The Duplicate Workspace dialog will open.
  4. Unselect the With data checkbox.
  5. Click OK. A new Workspace with the same data and report structure will be created. You can import the required data into the table.

11. Can I set a Workspace as default?

Yes, you can set a Workspace as default Workspace. Follow the below steps to do so.

  1. Click the More Actions icon of the Workspace which you want to mark as default.
  2. Select Mark as Default Workspace.
  3. The Workspace will be marked as default.

When you access the Zoho Analytics service, this Workspace will open by default.

12. How do I view Featured Sample Workspaces?

Zoho Analytics provides a set of Featured Workspaces for demonstrating its capabilities. This would be an easy way to understand the features in Zoho Analytics.

These featured samples provided by Zoho Analytics are business relevant Workspaces. You can click on any of the Sample Workspaces to go through its dataset and reports available in it. You can copy these Workspaces into your account and reuse them for your needs.

Refer: Zoho Analytics Sample Workspaces

13. How do I view Users Shared Public Workspaces?

Zoho Analytics provides a Public Gallery to allow our users to publish their Workspaces. You can access these views with the permission that the users have set. Some of them have edit permission too. Click here to know more about How to make a Workspace/View public.

Workspace Explorer

1. What is a Workspace Explorer?

The Explorer is the main page of the Workspace from where you can create, access and share the views in your workspace. The following questions discusse various option available in the Explorer.

2. How can I access my Views?

All the views in the Workspace will be listed in the Explorer tab. Zoho Analytics allows you to specify how to display the views list.

You can choose to list them as grid view and list view as needed.

  • Grid View - This displays the view as tiles.
  • List View - This displays the view as a text list with Title and Description.

You can also choose to organize the view in the following order.

  • Folder - The views will be organized by folders they are saved in.
  • Related Views - All reports created over a table will be organized together. This will be useful to group reports that are created over tha  table. 
  • Types - The views will be organized by type i.e., Chart, Pivot etc.,

Further, for easy accessibility, the analytics elements are organized into three categories (Dashboards, Reports & Data).

3. Can I organize views in navigation panel?

Yes, you can choose to organize the views listed in the Data, Reports, and Dashboard navigation panel.  The view list can be organized in one of the following order. 

  • Folder - The views will be organized by folders they are saved in.
  • Related Views - All reports created over a table will be organized together. This will be useful to group reports that are created over the same table. This is applicable for Reports navigation panel alone.
  • Types - The views will be organized by type i.e., Chart, Pivot, etc., 

Follow the steps to organize the view list.

  1. Open the corresponding navigation panel.
  2. Click the View by icon at the top right of the panel and then choose the order. 

This order will be applied to all workspace (both owned and shared) in your account. The search result in the panel will also be listed in this selected order. 

4. How do I create folders?

You can create folders in your Workspace by following the steps below.

  1. At the top right, organize the Views by folder. The New Folder option will appear. 
  2. Click the New Folder button. The Create New Folder will open. Specify the Folder Name and Description. Note: It is mandatory that the folder name is unique. 
  3. Select Make Folder Default option if you want to set the new folder as default for the Workspace. 
  4. Click OK. The folder will be created. 
  5. Now you can save new Views in this folder or move existing Views from other folders to this newly created folder. 

5. Can I search for Views in the Workspace?

Yes, you can. Zoho Analytics provides a powerful search option to search views in the Workspace. This allows to specify the view type to be matched with the search term.

6. Can I view the sources from where data is been imported into my Workspace?

Yes, you can view the data sources from where data has been imported into your Workspace. Follow the below steps to do so. 

  1. Open the Workspace.
  2. Click Data Source from the left bar. 
  3. All data sources for this Workspace will be listed. Click the data source you want to view. 
  4. The Data Source page will open displaying the source import configured for this page. 

7. Can I view the relational data model of my Workspace?

Yes, you can view the relational data model of your table. Follow the below steps to do this:

  1. Click the Data tab in the left panel. 
  2. A panel listing all tables in the Workspace.  Click the Data Model at the bottom of the panel. 
  3. The Data Model Diagram will open. In this, each element represents a table in the Workspace with the list of the column in them. Lines connecting them represent the join through lookup column. 

8. What are the customization options available for Workspace?

Zoho Analytics allows you to customize your Workspaces with a set of preferences such as setting the beginning of your fiscal year, set chart color or grid theme across the reports etc., 

To learn how to customize your workspace, refer here.

9. Can I recover views that are deleted?

Yes, you can recover the views that are deleted. 

  1. Click the Trash option on the left panel of the Explorer
  2. The Trash page will open.  Click the Restore icon that appears on mouse over. 
  3. You can also restore multiple views by selecting them and then click the Restore button at the top. 

Note: Deleted views will be retained in the trash only for 45 days.

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