SugarCRM SupportProduct GuidesSugar DiscoverSugar Discover User Guide

Sugar Discover User Guide

Overview

Sugar Discover is a Smart Data Discovery solution that continuously analyzes your sales and marketing metrics, learns normal patterns and relationships between attributes in your data, and surfaces insights into changes impacting those metrics. Sugar Discover's automated analytics approach delivers early insight into changing business conditions, with greater context to guide users toward needed actions and without having to manually pore through dozens of reports, dashboards, and spreadsheets.

Prerequisites

Sugar Discover is a Software-as-a-Service cloud offering for Sugar Sell, Ultimate, Enterprise, and Professional. No installation is required, but you will need an active subscription to one of these Sugar products. Refer to the Supported Platforms page for more information.

Getting Started

If you have received an invitation to join Sugar Discover, begin by clicking on the Create password link found in the Sugar Discover Account Created email. If you have not received an invitation, please contact your administrator to request access. Sugar Discover is pre-configured to access your instance of Sugar, including an out-of-the-box library of Reports and Insights providing immediate insight to the performance of your revenue engine. After successfully setting your password, continue on to Getting Around in Sugar Discover.

Getting Around in Sugar Discover

The main navigation bar allows you to navigate between the primary sections of the Sugar Discover interface:

  • Insight Feed : Chronological feed of Insights generated by Discover's automated analytics
  • Discover : All reports you currently have open
  • Library : A list of all reports you currently have access to
  • Datasets : A list of datasets you currently have access to

Main Navigation

Insight Feed Section

Sugar Discover continuously analyzes your metrics for unexpected changes, emerging trends and much more. The Insight Feed is where all detected events are published, allowing you to quickly scan through events impacting your revenue engine. From the Insight Feed, you can click on Insight card in the feed to drill into more detail surrounding the event that took place.
InsightFeedSection

Discover Section

When opening reports, either from the Library section or by drilling into an insight from the Insight Feed, they will appear as tabs in the Discover section. The Discovery Insights panel on the right will automatically surface additional insights related to the current visualization. You can click on a Discovery Insight to drill into additional detail. You can further explore your data in the Query Layout panel by dragging and dropping Fields from the Fields list into the shelves associated with chosen visualization type.
Discover Section

Library Section

The Library section is where you will find all of your saved reports along with reports that have been shared publicly by other users. Clicking on a report in the list will open it, taking you to the Discover section.
LibrarySection

Datasets Section

Sugar Discover is pre-configured with a number of datasets designed to answer questions from the perspective of various SugarCRM module like Leads, Opportunities and Accounts. Click on New Dataset to create a new dataset by uploading data from a CSV. Editing a dataset allows you to customize the way datasets appear to users, including the ability to show/hide fields, modify field names, configure default formatting or add custom Calculated Fields. Click on a dataset in the list to begin designing a new report against that dataset.
DatasetsSection

Creating Your First Report

This 5 minute tutorial will walk you through the basic steps of building your first report. We will create a report summarizing the Likely amount of revenue for opportunities with an Expected Close date in the current quarter, grouped by the Assigned to field, and broken down by the current Stage in the sales funnel.

    1. Begin creating a new report in one of the following ways:
      • From the Dataset Section, click on the Opportunities dataset
      • From the Discover Section, click on the New Report button found in the tab bar, then select the Opportunities dataset
      • From the Library Section, click on the New Report button (+) found in the tab bar, then select the Opportunities dataset
    2. From the Query Layout panel on the left, select the Stacked Column visualization type:
      New Report: Select Viz
    3. Filter the report to show only Opportunities with an Expected Close Date in the current quarter:

      1. Enter 'Expected' in the Search fields form of the field list to filter down the list of available Fields

      2. Click on the Expected Close Date, then click on Filter...
        New Report: Add Filter

      3. Select the Relative Dates filter type, configure the filter to show items when the value is this calendar quarter(s), and click Apply:
        SelectFilterType
    4. Search the Fields list for Assigned to, then drag it onto the X-axis shelf:
      AssignedTo
    5. Using a similar approach, drag the Likely field onto the Metrics shelf, and Stage onto the Color Stack shelf.

    6. Next filter out opportunities where the Stage is closed, but not won (i.e. the Closed Lost and Suspended/Abandoned stages in the example below) by clicking on the Stage field in the Color Stack shelf, select Filter..., unchecking the appropriate stages:
      FilterStage

    7. After clicking the Apply button, you should now have a completed report showing the Likely amount of revenue by the Assigned to sales rep broken down by the current Stage in the sales funnel:
      StageSalesFunnel
    8. Optionally, you can click the Save button in the main toolbar, provide a report name and description, and click Save to save the new report to the report Library.

For more information customizing and sharing reports, refer to the Filters, Formatting, Calculated Fields, and Sharing and Collaboration sections of this page.

Modifying Reports

Sugar Discover is designed to empower users of all technical skill levels to freely explore and visualize data. To begin modifying a report, open the Query Layout panel.

Layout (Visualization Type and Query)

The Layout panel allows you to change the overall visualization type (i.e. bar, line, funnel, stack) and corresponding query layout. Selecting a visualization type determines which 'shelves' are available for laying out your query. For example, if you select the the Funnel visualization, you will see that it has two required shelves, Stages and Metrics, as indicated by the red asterisk (*) next to the 'Drop fields here' label. There is an optional third shelf called Color Stack that would allow you to group data into series based on another field.

After selecting a visualization type, you modify the main query by dragging and dropping fields from the Fields list onto the shelves associated with that Visualization type. You can also drag and drop fields from one shelf to another, or click on a field to view a dropdown list of additional actions that include moving it to other locations in the Query Layout.

Field Data Types

Each field in Sugar Discover has a specific data type (string, number or timestamp), as indicated by the icon next to the field name. The data type of a field drives a number of related features such a the types of filtering and aggregation that can be performed when working with the field. An equals sign (=) next to the data type icon indicates that it is a calculate field in Sugar Discover, and hovering over the field will display the definition for the calculated field in the tooltip. The names of Calculated Fields created within the report are italicized to distinguish them from Calculated Fields created within the Dataset itself. For more information on creating and editing calculated fields, see Calculated Fields.

Filters

Sugar Discover provides an extensive set of filtering options, which varies based on the type of data you are filtering on. By default, newly created reports will display any Filters applied to the current query just above the primary visualization. You can chose whether to show or hide filters by toggling the Filters checkbox found in the Formatting panel:
Filters

Adding Filters

To add a new filter to a report, click on the field in the Query Layout panel that you want to apply a filter to, then select Filter... to open the Add/Edit Filter dialog.
AddingFilters

Note: You can apply a filter to a field regardless of whether it is in play in the report (i.e. placed on one of the visualization's shelves) or in the list of available Fields.

Editing Filters

You can edit an existing filter using one of the following approaches:

  • Open the Add/Edit Filter dialog by clicking on the Field in the Query Layout panel and selecting Filter....
  • Click on an existing filter in the Filter display above your visualization.

EditingFilters

Removing Filters

To remove a filter, simply click on the x next to the filer in the Filter display above your visualization:
RemovingFilters

Filter Types

The types of filters that can be applied varies based on the data type of the field you are filtering on.

String Filters
  • Select Items : Explicitly select from a list of values for the field. Example: "I want a filter to show only Opportunities in the Discovery, Qualification, Evaluation, Negotiation, and Closed Won sales stages".
    FilterStage
    Note: The list of values is filtered based on any other existing filters defined on the report. To view a complete list of values for the field, uncheck the 'Apply report filters to list' option.
  • Set a Condition : Define one or more conditions such as contains, begins with, or is blank. When applying multiple conditions, you can select whether to use and or or when combining the conditions. Example: "I want to see all Opportunities where the Opportunity Name contains 'RENEWAL'".
    SetACondition
    Note: The Preview selections list is filtered based on any other existing filters defined on the report. To view a complete list of values for the field based on your condition(s), uncheck the 'Apply report filters to list' option.

  • Top/Bottom : Show the Top or Bottom values for the field based on a given metric. Example: "I want to filter to the top 3 Sales Reps based on a sum of their Likely revenue".
    TopBottom
Number Filters

You can apply one or more conditional filters to numeric fields in your report. Example: "I want to view all Opportunities where the Likely revenue is greater than or equal to $5000 and less than $10,000".
NumberFilters

Time Filters
  • Set a Condition : Define one or more conditions such as On Day, After, or Is not blank. When applying multiple conditions, you can select whether to use 'and' or 'or' when combining the conditions. Example: "I want to view all opportunities created on or after January 1, 2019 and on or before April 30, 2019".
    TimeFilters
  • Relative Dates : Define a relative date condition such as 'current and previous calendar quarter' or 'in the next 12 months'. Relative date conditions are applied dynamically based on the current date the user is viewing the report. Example: "I want to view all opportunities with and Expected Close Date in the next 6 calendar months".
    RelativeDates
    Optionally, you can choose to apply the relative date condition to a fixed point in time by selecting the Anchor relative to option and selecting a Date/Time.

    Note: The difference between 'months' and 'calendar months' (or quarters vs. calendar quarters) is that the 'months' option would select a monthly range relative to the current day. For example: a filter of "in the next 3 months" when viewed on January 15th would show records in a time range from January 15th through April 15th', where as a filter of "in the next 3 calendar months" would show records from February 1st through April 30th.

Formatting

Sugar Discover is not intended to replace reporting solutions aimed at producing highly formatted, printed reports. It is an analytic tool focused on making it easy for users to visually explore data and uncover insights about changes impacting their key metrics, so only a limited amount of formatting options are included. All available formatting changes can be saved with the report.

You can access the formatting options for a given visualization type by opening the formatting panel while viewing a report:
Formatting

Below is a brief description of available formatting options. Note that not all formatting options are available for each visualization type.

Show

  • Legend : toggle on/off the Legend display
  • Legend Titles : toggle on/off the display of Field Titles within the Legend Panel
  • Data Labels : toggle on/off the display of Data Labels in the primary visualization of a report
  • Filters : toggle on/off the display of filters currently applied to the report.
  • Centered (funnel only) : Enabling this option results the Funnel Chart bars to be centered on the visualization (vs. being left aligned) for a more 'funnel-like' presentation
  • Average Days in Stage (funnel only) : Allows you to calculate and display the average amount of time each record spent in a given Sales Stage
  • Average Cycle Type (funnel only) : Displays a metric card containing the Average Cycle time for all records that made it to the final stage being shown in the visualization
  • Total Funnel Conversion (funnel only) : Displays percentage of records that made it to the final stage in the Funnel visualization relative to the first stage in the funnel visualization

NULL Values

This setting is only available for Line and Combo charts. It allows you to specify whether NULL (missing) values should be treated as 'Missing' (displayed as gaps in the line visualization), or as 'Zero' (displayed as if the value exists and is zero).

Properties

  • 100% Stacked : available only on 'Stacked' type charts, this will change all stacks to fill 100% of the column/row height such that the value for each series in the stack represents the percentage of the overall sum of values for the stack

Drill Linking

Allows you to enable Drill Links on visualizations so that users can drill into a specific series value, passing along its values as a filter to the linked report. There are 3 options available for controlling how filters get applied to the target report:

  • Update existing and add new filters (default) : this option will create new filters when the target report doesn't have existing filters on the given field, replace the filter definitions when the target report already has filters applied to a field, and leave existing filters in place in cases where the filter definition exists in the target report but is not being modified by drilling in from the source report
  • Clear existing and add new filters : this option will remove all existing filters on the target report, and add all filters from the target report
  • Do not modify target report filters : this option will open the target report without modifying any filters based on conditions from the source report

Colors

This allows you to manually assign colors to the series present in the report. Color customizations are only stored within a given report.

Axis

This setting is only available for Combo chart types.

  • Lock Zero line for X and Y axis : checking this option will force the Zero Lines for metrics on the Y and Secondary Y axis to be aligned. Unchecking this option will result in the primary and secondary Y axis independently calculating their scale and range to best display the metric(s).

Totals

These settings only apply to Pivot Tables. Toggle these options to show or hide different totals, grand totals and/or record counts within Grand Totals on the Pivot Table visualization.

Pinning Reports

Pinning reports is a convenient way to automatically open a list of frequently accessed reports when you log into Sugar Discover. To pin a, click on the Pin Report button on the main toolbar:
PinningReports

If you no longer want a pinned report to open on login, simply click the Pin Report button again to un-pin the report.

Calculated Fields

Sugar Discover provides the ability to create Calculated Fields either within a report, or as part of the Dataset definition. Report-level Calculated Fields can only be used within the report they are created, while created a Calculated field in a Dataset allows it to be used within any reports build on that Dataset.

Add a Calculated Field to a Report

  1. Open the Query Layout panel
  2. Click on the Create calculated field button above the field list:
    AddCalculatedFieldToReport
  3. Enter a unique Name for the calculated field. Optionally, you can provide a Description for the field which will be displayed when users hover over the Field name in the Query Layout panel.
  4. Enter a Field Definition for your calculation:
    • Field Definitions are composed from field references (denoted by the field name enclosed in square brackets, i.e. [Industry]), operators, and functions. See the Sugar Discover Function Reference for a complete list of supported operators and functions.
      FieldDefinition
    • You can manually enter field names into the Field Definition, or drag a field from the Fields list on the left into the desired location of your Field Definition.
    • As you edit your field definition, the validation results provide feedback on any errors found in the definition.
  5. Once your field definition is valid, select the Format Type for how you want the field values to be formatted in reports.
    Note: The list of available formatting options varies based on the type of data (i.e. String, Number or Timestamp) being returned by the calculated field definition.
  6. Select the Default Aggregation type for how Sugar Discover should aggregate results by default when grouping in a report.
    Note: You can override the default aggregation in the report by clicking on the field in the Query Layout panel and selecting another aggregation type.
  7. Click the Create button to add the Calculated Field to your report. The new calculated field will appear in the field list.
    Note: Calculated fields defined at the report-level will display in italics when viewed in the Query Layout panel's field list to differentiate them from calculated fields defined in the dataset.

Add a Calculated Field to a Dataset

Note that you can only edit a Dataset if you are the creator of the dataset or an Admin user in Sugar Discover.

  1. Open the Dataset editor using one of the following methods:
    • At the bottom of the Query Layout panel, click the Edit (pencil icon) button next to the dataset name:
      EditDataset
    • From the Dataset section, click on the action menu for the dataset you want to edit, then select Edit:
      EditDataset
  2. Click the Add Calculated Field button:
    AddCalculatedField
  3. Complete steps 3-7 described above in Add a Calculated Field to a Report to finish adding your calculated field.
  4. Click the Save Changes and Exit button to save your changes to the dataset and exit the Edit Dataset dialog.

Sharing and Collaboration

Sugar Discover provides the ability for you to have Private and Public Reports. A Private report will only appear in the Library List for the user who created it, while Public Reports are viewable by all Sugar Discover users. Newly created reports are set to Private by default.

Note: Making a report Public will allow all Sugar Discover users to view AND edit the report. Sugar Discover does not currently provide the ability to specify read-only Public reports.

Change a Report From Private to Public

To change a report from Private to Public (or vice versa), use one of the following options:

  • While viewing the report, click on the Sharing drop-down on the toolbar, then select Public:
    ChangeReport
  • From the Library List, click on the current Sharing value for the report you wish to make public, then select Public:
    ChangeReportPublic

You can copy a direct link (URL) to a report by clicking the Sharing drop-down on the toolbar and selecting Copy link. The URL will be placed on your clipboard so that it can be pasted into another application.

Note: Users other than the Report's creator will only be able to view the report from the link if the report is made Public. If a user follows a link to a Report they do not have access to, they will be redirected to the Library list.

Export Reports

Reports can be exported either as an image, or you can export the underlying data for the report as an Excel document. These options can be found under the Sharing menu on the toolbar of a Report:
ExportReports

Note: Export as image will generate an image with the same dimensions of the current browser viewing area. To export a report image with different dimensions, simply resize your browser window to the desired size before exporting.

Comment Threads

Each report and each insight on the Insight Feed has a dedicated comment thread for Sugar Discover users to discuss findings. All comments are viewable to all users who have access to the Report or Insight.

To comment on an insight from the Insight Feed, click in the Add a comment box at the bottom of the insight card, enter your comment, then press return.

To comment on a report, open the Comments panel by clicking the Comments button on the main toolbar. Click on the Add a comment box and enter your comment:
CommentThreads

Datasets

Sugar Discover includes pre-configured SugarCRM datasets designed to help you answer a broad set of questions across all standard and custom modules. Datasets consist of data ingested nightly from SugarCRM, including the complete change history for all fields, and stored in an analytic data mart designed to provides fast response to interactive queries by end users. Admin users can customize datasets, including the ability to modify field names, show/hide fields, set default formatting, and add custom calculated fields.

Special Fields in SugarCRM Datasets

There are special fields defined in each pre-configured SugarCRM dataset allowing you to build certain types of historical comparison reports, or specifically analyzing data related to stage transitions within Opportunities and Revenue Line Items. It is important to understand how these fields work to avoid creating incorrect or misleading results.

Snapshot Date

Sugar Discover refreshes all SugarCRM datasets every 24 hours, and stores the date and time of the update in a field called Snapshot Date. You should use the Snapshot Date field in any reports where you are visualizing and comparing the state of records at different points in time.

Example: Show what the current month's pipeline looked like each day over the past two weeks:
Historical comparison example

In this example, you would want to make sure that you do NOT filter on Current Snapshot = 1, and use attributes associated with the Current Snapshot field as your time scale in the report.

Current Snapshot

In addition to the Snapshot Date field which captures the date and time a snapshot was taken, the Current Snapshot field tracks which snapshot represents the most current data for the given field. When creating a new report, a filter with Current Snapshot = 1 is added to the report by default so that you are always viewing ONLY the current state of records. You will need to manually remove this filter if you are designing a report comparing different states of a record, or one that otherwise requires access to all snapshots of the data (i.e. the Funnel Visualization).

Stage Transition

The Stage Transition field is used to track which snapshots in your data represent a transition from one stage to another as Opportunities and Revenue Line Items progress through the sales process. This field is useful in cases where you are performing calculations specifically between stage transition events. For example, you want to calculate the time an opportunity spends in a given stage by comparing the Snapshot Date when the opportunity transitioned out of the stage from the date in which it transitioned into the stage.

Editing Datasets

Note that you must be a user with the role Admin in order to edit datasets.

To customize a dataset, use one of the following options to open the Dataset Editor:

  • From the Query Layout panel on an open report, click on the Edit dataset button next to the dataset name at the bottom of the panel:
    AddCalculatedFieldToDataset
  • From the Dataset section, click on the action menu for the dataset you wish to edit, then select Edit:
    EditDataset

Dataset Editor

DatasetEditor

The dataset editor is used to customize how datasets appear to end users while creating and/or interacting with reports. Below is a brief description of each section of the dataset editor:

General Dataset Properties
  • Name : This is the name of the dataset used when listing datasets in the Dataset section, when selecting a dataset as part of report creation, and when displaying the current dataset on the Query Layout panel of an open report.
  • Description : This is an optional property where you can provide a description of the dataset for end users. This description is displayed when listing datasets in the Datasets section or when selecting a dataset as part of new report creation.
Searching and Filtering Field List
  • Search : enter a search string here to filter the displayed list of fields in the editor.
  • Filter by : quick filters for filtering the displayed field list by data type and/or the current visibility setting:
    • Strings : filter the field list to with a data type of String
    • Numbers : filter the field list to with a data type of Number
    • Calculated Fields : filter the field list to Calculated fields
      Timestamps : filter the field list to with a data type of Timestamp
      Hidden Fields : toggle this filter to show currently hidden fields in the dataset

Note: Search and Quick Filters only affect the list of fields displayed in the editor, it will NOT modify which fields are visible to end users working with the dataset. Click on the 'Clear' link to the right of the quick filter buttons to return the Field list to the default state.

Configuring Fields

The primary attributes of a field (Field Name, Format, and Aggregation) can be modified inline within field list by clicking on the attribute you wish to modify:

  • Field : specify how the field name will appear when building or interacting with reports.
  • Format : specify how the data values for a field will be formatted when viewed in a report (i.e. data labels or values within a pivot table). The formatting options vary based on the data type of the field.
  • Aggregation : specify the default Aggregation method for how to aggregate values when grouped in a report. The aggregation options vary based on the data type of the field. You can also override the default aggregation within a report when the field is placed in the Metrics shelf of the Query Layout panel.
  • % Null : Discover continuously profiles your data to support decisions around which fields may be useful for analysis. If you have fields in your dataset that are close to 100% Null, it is likely not useful for analysis and you should consider hiding in the dataset.
  • % Unique : Like '% Null', the '% Unique' statistic may be useful in deciding whether or not you want to show the field in the dataset. For example, you have a field named 'Industry' that you think might be useful to show as a segment for analysis, it is well populated (% Null > 80), but the % Unique is 99%. In this case, it probably wouldn't be a useful field for doing segment analysis because there would be too many extremely small Industry groupings.
Field Actions

Hover over a field in the list to view a list of additional actions that can be performed on the field:

  • Show/Hide Field : toggle the show/hide button to specify whether or not the field should be displayed to end users doing analysis with the dataset.
  • Preview Data - opens the data preview panel to display a sample of the values for the selected field. This action is not available for Calculated Fields.
  • Edit Annotations : annotations display low level metadata captured about the field that is used internally by Sugar Discover for generating and prioritizing Discover Insights. Note that it is not recommended that you override annotation settings at this time.
  • Edit Calculated Field : opens the calculation editor for the calculated field. For more information on creating calculated fields, see calculations.
  • Delete Calculated Field : deletes a calculated field from the dataset. This operation cannot be undone. Any reports containing references to the calculated field will prompt users to remove it from the report the next time it is opened.

Saving Changes to a Dataset

After making modifications to your dataset that you wish to save, choose one fo the following options at the bottom of the Dataset Editor:

  • Apply Changes : allows you to save and apply changes to the dataset without exiting the Dataset Editor. This is useful if you want to save your changes and continue making modifications.
  • Save Changes and Exit : saves all changes to the dataset and exits the dataset editor.

Once changes to the dataset have been applied or saved, they cannot be undone.

Create a New Dataset

Sugar Discover provides the ability for you to create custom datasets by uploading data from a variety of flat file formats including TXT, CSV, TAB and TSV. To create a new Dataset:

  1. In the Dataset section, click the New Dataset button.
  2. Drag your data file onto the drop area, or click Choose File to browse your local file system.
  3. Finalize your Dataset configuration:
    1. Enter a unique Name for your dataset. This is how the dataset will be listed under the Dataset section and in the Query Layout panel of a report.
    2. Optionally provide a Description of the dataset. It is often useful to cite the origin(s) from which you obtained the data in the description.
    3. The New Dataset wizard profiles your data and automatically attempts to configure the proper pattern to extract fields from your data file, review these settings and make modifications as needed until the Data Preview results displayed the desired fields to be included:
      • Has header row? : check this box if your data file contains a single row of field headers. The New Dataset Wizard does not support files with more than a single header row at this time.
      • Field Separator : select the character used to separate fields in your source data files.
      • Text qualifier : select the character used to enclose field values that may contain whitespace characters.
      • Character set : Discover only currently supports the UTF-8 character set. Do NOT modify this setting.
      • Locale : select the locale, if any, associated with your dataset. This setting is used to apply the proper locale specific formatting options for fields in the dataset.
    4. Review the Data Preview records, and make any desired modifications:
      • Field Name : hover over the field name and click the 'Edit' (pencil icon) in order to modify the display name for a field.
      • Format : select the desired format for how the data values for a field will be display when viewed in a report (i.e. data labels or values within a pivot table). The formatting options vary based on the data type of the field.
      • Aggregation : select the default Aggregation method for how to aggregate values when grouped in a report. The aggregation options vary based on the data type of the field. You can also override the default aggregation within a report when the field is placed in the Metrics shelf of the Query Layout panel.
      • Show/Hide field : if there are fields in the source data that you do not need to include in the Dataset, select the 'Hide' option from the Show/Hide Field drop down.
    5. Once the Data Preview displays your desired dataset configuration, click the Create Dataset button.

Depending on the size of the data file being uploaded, it could take several minutes for the Dataset to be created. You can view the status of the Dataset creation from the Dataset section under the 'Last Refresh' column.

While your dataset is being prepared, you will see a note 'Preparing your data...'. When the dataset is finished preparing, a date and time will appear in the Last Refresh column indicating that your dataset is ready to use.

User Administration

Invite users to join Sugar Discover from the Manage Users section found under Administration. If you are using SugarIdentity, see the User Administration with SugarIdentity section.

To manage users, click on your profile icon at the top-right of the page, and then select "Admin":
UserAdministration Blurred

Note: You need to have the Admin role to administer users in Sugar Discover.

The Manage Users section organizes users into three categories:

  • Current Users : Users that are currently active and can fully access Sugar Discover.
  • Pending Users : Users who have been invited to join Sugar Discover, but have not yet logged in to complete their account creation.
  • Deactivated Users : Users who have been deactivated and can no longer access Sugar Discover.

Inviting Users to Sugar Discover

The Invite Users action allows you to invite one or more users by sending them an email invitation. To invite users to Sugar Discover:

  1. Click the Invite Users button.
  2. Enter one or more email addresses, separated by commas, and then click the Send button.
    Note: Email addresses are used to uniquely identify users, so you must have a unique email address for each Sugar Discover User. If you are unable to send email invites to certain addresses (which will be highlighted in red), it is likely because that user already exists in Sugar Discover.
  3. All users you have invited will appear in the Pending Users list until they have successfully accepted the invite and set their Sugar Discover password.
  4. You can edit, resend invitations, or delete invitations by hovering on a user in the Pending list, and clicking on the appropriate action button.

Adding a User

The Add User action allows you to invite a single user to Sugar Discover, including the ability to configure all of their profile attributes like name, title, and phone number. To add a user:

  1. Click the Add User button.
  2. Optionally enter the First and Last name for the user.
  3. Select a Role:
    • User : Users with this role will have the ability to view public reports, build and share new reports, and create custom datasets.
    • Read-Only : Users with this role have access similar to the User role except that they cannot save content, add comments, or like content (thumbs up/down).
    • Admin : Users with the Admin role have the added ability to edit default SugarCRM datasets and manage users.
  4. Optionally provide a Title and Phone Number.
  5. Click the Add User button to complete the process, and invitations to join Sugar Discover will be sent to the email provided for the new user. The user names will appear in the Pending User list until they accept the invite and set their user password.

Editing a User Profile

To edit a user's profile:

  1. Hover over the user in one of the user lists and click the Edit (pencil icon) action button.
  2. Make the desired changes (i.e. name, title, phone number, profile image), then click Save.

Deactivating a User

Deactivating a user's account prevents any further logins for that account. To deactivate a user, hover over the user in the Current Users tab and click the Deactivate User (trash can icon) action button. Sugar Discover does not fully delete users from the system in order to preserve history, such as who created a set of reports.

Restoring a Deactivated User

To restore a user that is currently deactivated:

  1. Hover over the user in the Deactivated User list and click the Restore User link.
  2. Enter the relevant profile information for the user to be restored, then click Save.

User Administration with SugarIdentity

Sugar Discover is integrated with SugarIdentity, providing centralized user management and authentication through single-sign-on.

Discover syncs its user list with the SugarIdentity provider configured with your Discover application, which populates the first name, last name, email address, title, and phone number for each SugarIdentity user. By default, these users are set to the "No Access" role. To gain access to Discover, these SugarIdentity users must be mapped to a Discover role. Adding, editing, and removing users must be done in SugarIdentity.

Adding, Editing, and Deleting Sugar Identity Users

To add, edit, or delete SugarIdentity Users, click on your profile icon and then select "Admin": 

UserAdministration Blurred

Note: You need the Admin role in Sugar Discover and the System Administrator role in SugarIdentity to administer users.

Click the Manage Users in Cloud Settings button on the Discover Administration page for quick access to add, edit, and remove users. To sync the user lists between SugarIdentity and Sugar Discover, click the Refresh button. 

discover manage users

Assigning Discover Roles to Sugar Identity Users

By default, all Sugar Identity users in Sugar Discover are set to the "No Access" role. To set Discover roles for SugarIdentity Users, click on your profile icon, and then select "Administration" to access the Manage Users page.

The following are the Discover roles:

  • NoAccess : User with this role are denied access to the Discover application and have no access to view Discover via a Sugar Dashboard.
  • Admin : Users with this role have the added ability to edit default SugarCRM datasets and administer users.
  • User : Users with this role have the ability to view public reports, build reports, and share new reports.
  • ReadOnly : Users with this role have access similar to the User role except they cannot save content, add comments, or like content (thumbs up/down).
  • DashletUser : Users with this role have access to Discover reports shared through a Sugar Dashboard via a Discover Dashlet.

Updating Profile Information

Update user profile information in the SugarIdentity Cloud Settings console, as follows:

  1. From the top menu, click on your profile icon, and then select "Profile".
    discover profile link
  2. Click the Cloud Settings link to access the SugarIdentity Cloud Settings.
    identity cloudsettings link

Embedding Discover Reports in SugarCRM Dashboards

Discover Reports can be embedded into SugarCRM dashboards using the Discover Dashlet module loadable package (MLP). This section walks through the steps to install, configure and use the Discover Dashlet package.

Prerequisites

Discover can be purchased by contacting your Sugar partner or representative. A SugarCRM admin user must then download the Discover package and install it to your instance using the instructions in this section. The package will be available for download after you receive your purchase confirmation email and can be installed or upgraded using the Module Loader in SugarCRM.

You must be an administrator to access Module Loader as required by this guide. Also, please ensure that you have upgraded your Sugar instance to at least the minimum supported version of Sugar. For more information on supported platforms, please refer to the Sugar Discover Supported Platforms page.

Downloading the Discover Dashlet Package

Once you have purchased a Discover license and received a confirmation email, customers can use the following steps to access and download the Discover Dashlet package:

  1. Log in to your SugarCRM.com account. For more information on setting up a SugarCRM.com account, please refer to the Managing Your Sugar Subscription article.
  2. Navigate to the Software Downloads page.
  3. Select "Discover" from the dropdown menu at the top of the page.
  4. Expand the panel that shows your current version of Sugar and click the appropriate .zip file to download Discover:
    Downloading2
  5. Install the .zip file to your Sugar instance using Module Loader. Please refer to the Installing and Upgrading Discover Dashlets section for further instructions.

Installing and Upgrading Discover Dashlets

A SugarCRM administrator must install the Discover Dashlet package and, as new versions are released, upgrade Discover dashlets using Module Loader. Use the following steps to install or upgrade Discover dashlets:

  1. In SugarCRM, navigate to Admin > Module Loader.
  2. Click the Choose File button to find and select the .zip file you downloaded in the Downloading the Discover Dashlet Package section.
  3. Click Upload.
    Upload
  4. Once the new version of the Discover dashlet appears in the lower panel, click its adjacent Install button.
    Install
  5. Click "Commit" to begin installation.
  6. If upgrading from a previous version, clear your browser's cache before using or configuring the Discover Dashlet package.
    Note: To ensure that installed fixes take effect after upgrading your Discover Dashlet installation, all users should clear their browser cache and then log out and back in to Sugar. If other integrations are affected by the installation or upgrade of Discover Dashlets, perform a Quick Repair and Rebuild, which often resolves installation issues.
  7. If this is your first time installing Discover Dashlets, proceed to Configuring Discover Dashlets.

Uninstalling Discover Dashlets

Uninstalling the Discover Dashlet package will remove Discover Dashlets from your instance if you no longer wish to enable users to embed Discover Reports in Sugar Dashboards. Use the following steps to uninstall Discover Dashlets:

  1. Navigate to Module Loader.
  2. Find the active Discover Dashlets version in the upper panel of Module Loader and click its adjacent Uninstall button.
  3. Click "Commit" to begin uninstalling Discover Dashlets. Sugar will take several minutes to complete the uninstall process and then display a confirmation.

Configuring Discover Dashlets

The first time you install Discover Dashlets, you will need to provide your Discover API Key and Discover URL in Discover Configuration. To configure Discover Dashlets:

  1. Navigate to Admin > Discover Configuration.
  2. Enter the Discover API Key provided to you via email after subscribing to Sugar Discover
    Note: If you cannot find your Discover API Key, please contact Support.
  3. In the Discover URL field, enter: https://discover.sugarapps.com/
  4. Click Save.

Adding a Discover Report to a Sugar Dashboard

Sugar Discover does not currently provide Single Sign On (SSO) integration with the Sugar platform. Users who wish to add Discover Reports to Sugar Dashboards will need an active account with Sugar Discover, in addition to their Sugar account. Sugar users do NOT need an active Discover account in order to view Discover Dashlets that are part of Sugar Dashboards that have been shared with them by other Sugar users.

To add a Discover Report to a Sugar Dashboard, follow these steps:

  1. While editing a Sugar Dashboard, click "Add a Sugar Dashlet".
    AddASugarDashlet
  2. Select "Sugar Discover" from the list of dashlet types:
    SugarDiscoverDashlet
  3. If prompted, log in to Sugar Discover using the email and password associated with your Sugar Discover account.
  4. Select the report you wish to display in the dashlet.
    SelectReport
  5. By default, the title of the Dashlet will be updated with the name of the selected report. Optionally, you can choose to modify the Dashlet title.
    DashletTitle
  6. Click "Save" and the selected report is now displayed on your Sugar dashboard.
    ReportDisplayed

Viewing Discover Reports in Sugar Dashboards

ViewingDiscoverReports

When viewing a Discover Report inside a Sugar Dashboard, users have the ability to:

Action Description
Action1 Show or hide the chart legend and/or filter displays.
Action2 Open report in a new browser tab.
Action3 Show or hide the Discovery Insights panel.

Changing Report Displayed in Sugar Dashlet

To modify which report is being displayed in a dashlet, follow these steps:

  1. Click the Configure button, which is shaped like a gear icon, on the right-hand side of the Dashlet title bar, then select "Edit".
  2. Select the report you wish to display in the dashlet, then click "Save".

Last modified: 2020-07-13 16:56:10