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. Customers who adopted Sugar Discover before December 2021 can use the information on this page to build their own dashboards and reports.

Prerequisites

Use of Sugar Discover is available only to customers who are SugarIdentity-enabled, are leveraging the stock Opportunities or Revenue Line Items module, and have the "Sales Stage" field enabled for audit in Studio.

• Customers who adopted Sugar Discover before December 2021 can use the information on this page and the Discover Function Reference page to build their own dashboards and reports.
• Sugar Sell Premier customers should refer to the Enhanced Forecasting Dashlets documentation to understand their smart data discovery tools.

If you are a Sell Premier customer who would like to enable Enhanced Forecasting, please reach out to your implementation partner or SugarCRM representative to get started with the qualification and onboarding process.

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 into the performance of your revenue engine. After successfully setting your password, please refer to the Logging In section below for information on how to access your Sugar Discover account.

Logging In

The following sections below outline steps to log in to Sugar Discover using SugarIdentity.

Logging in With SugarIdentity

Use the following steps to log in to your Sugar Discover account using SugarIdentity:

1. Navigate to Sugar Discover by entering the URL (e.g., https://{your_company_tenant_name}.discover.sugarapps.com, https://{your_company_tenant_name}.discover.sugarapps.eu) in your web browser.
2. Enter your Sugar login credentials (User Name and Password) on the login screen, then click "Log In".
   

Logging in With SugarIdentity Using Multi-Factor Authentication

SugarIdentity supports multi-factor authentication, which provides an added layer of security for Sugar to prevent unauthorized users from gaining access to your account. When your Sugar administrator enables multi-factor authentication, you will need to use a mobile authenticator app (e.g., Authy, Google Authenticator, Microsoft Authenticator) when logging in to Sugar Discover and enter the 6-digit code generated from the app to verify your identity.

Use the following steps to log in to your Sugar Discover account using SugarIdentity with multi-factor authentication:

1. Navigate to Sugar Discover by entering the URL (e.g., https://{your_company_tenant_name}.discover.sugarapps.com, https://{your_company_tenant_name}.discover.sugarapps.eu) in your web browser.
2. Enter your login credentials (User Name and Password) on the login screen, then click "Log In".
   
3. If this is your first time logging in after multi-factor authentication has been enabled, a QR code will appear on the screen. Scan the QR code using your authenticator app (e.g., Google Authenticator), then click "Continue". If you cannot scan the QR code using your mobile device, skip to step 4. 
   Note: If you have already paired an authenticator app with Sugar, then skip to step 5. 
   
4. If you cannot scan the QR code on step 3 using your mobile device, click the "Can't scan?" link and enter the secret key that appears on the screen into your authenticator app. Click "Continue".
   
5. On the next step, enter the 6-digit code generated from your authenticator app, then click "Log In" to access your account.
   Note: Once your authenticator app is paired with Sugar, for future logins, you will just be required to enter a new 6-digit code on this screen after entering your login credentials on step 2.
   

Getting Around in Sugar Discover

Main Navigation

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

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 the Insight card in the feed to drill into more detail surrounding the event that took place.

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 the chosen visualization type.

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.

Datasets Section

Sugar Discover is pre-configured with a number of datasets designed to answer questions from the perspective of various SugarCRM modules 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.

Creating Your First Report

This five-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, and then select the Opportunities dataset.
   • From the Library section, click on the New Report button (+) found in the tab bar, and then select the Opportunities dataset.
2. From the Query Layout panel on the left, select the Stacked Column visualization type:
   

3. Filter the report to show only Opportunities with an Expected Close Date in the current quarter:

   1. Type '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, and then click "Filter".
      

   3. Select the Relative Dates filter type, configure the filter to show items when the value is this calendar quarter(s), and then click the Apply button:
      
4. Search the Fields list for Assigned to, and then drag it onto the X-axis shelf:
   

5. Using a similar approach, drag the Likely field onto the Metrics shelf, and the Stage field 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, and then select "Filter", disabling the appropriate stages:
   

7. Click 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:
   
8. Optionally, you can click the Save button in the main toolbar, provide a report name and description, and then click the Save button to save the new report to the report Library.

For more information on 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.

Using Live Query

Live Query automatically refreshes the report with every change made to the report. Depending on the size and the number of edits made to the report, it may save time to disable Live Query so you can immediately make all changes instead of waiting for the report to refresh on each change.

Using the Layout Panel (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 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.

About 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 calculated 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 choose whether to show or hide filters by toggling the Filters checkbox found in the Formatting panel:

Working with Report Filters

The following sections describe how to use Sugar Discover report filters to help you quickly locate desired data.

• Adding Filters
• Editing Filters
• Removing Filters
• Filter Types

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.

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.

Removing Filters

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

Filter Types

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

• String Filters
• Number Filters
• Time Filters

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".
  
  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, disable the 'Apply report filters to list' checkbox.

• 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 when combining the conditions. Example: "I want to see all Opportunities where the Opportunity Name contains 'RENEWAL'".
  
  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), disable the 'Apply report filters to list' checkbox.

• 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".
  

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".

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".
  
• 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".
  
  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', whereas a filter of "in the next 3 calendar months" would show records from February 1st through April 30th.

Working with Report Slicers

Similar to filters, Slicers allow content creators to provide report consumers with the following:

• Predefined selections to choose from when viewing a report.
• A simple way to filter the report while continually seeing the report.
• The ability to reuse the report layout, eliminating the need to store multiple variations of the report with the only difference being the filters. This reduces both the number of reports listed in the Library and the effort in report maintenance.

Adding Slicers

To add a new Slicer to a report, click on the field in the Query Layout panel that you want to add as a Slicer, and then drag it to the Slicer shelf. This creates a dropdown list at the top of the report. The values are populated based on the following rules:

• The dropdown list will be populated with distinct values from the field.
• The list of values is further refined by the Filters set on the report.
• The list of values is further refined by the selections applied on the Slicer in the order the fields are arranged on the Slicer shelf.
  

To provide users a predefined set of selections, simply save the report with those selections made. Otherwise, all selections will be enabled when the user opens the report.

Removing Slicers

To remove a Slicer from a report, click on the field in the Slicer shelf and drag it out of the shelf.

Applying Slicers

After adding a Slicer to the report, the dropdown list control drives the context of the report. Use the following guidelines for applying Slicers to the report:

• Select the checkbox next to values in the dropdown list, and then click the Apply button to refresh the report based on the selections.
  
• Select the Only button next to a field value to immediately apply it and refresh the report.
  
  
• To quickly select or deselect all field values, enable or disable the checkbox next to the Field Name.
  
• To further reduce the items in the list, type a portion of the value in the Search field.
  

By default, Slicer selections show all field values selected. If all values are not selected, then the report creator may have saved the report with selections.

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:

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 in the Funnel Chart bars being 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. Disable 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.

Report Details

The Report Details panel displays information about the report. From this panel, you can rename the report, edit the description, and add tags. You can also view who created the report and the timestamp from the last modification.

Report Tags

To add a tag to the report, click the arrow in the tag dropdown menu to open the tag search. Begin by searching for your tag name. If the tag does not exist, click the Add button (plus icon) to the right of the search query to add the tag to your report. If the desired tag is already available, click on the tag name to enable the checkbox. Click the X button to the left of the Add button to clear the search. You may add multiple tags to a single report.

Once you add your tag, it will appear in the list and be checked enabled for this report. Click "Apply" to apply the tag.

You must save the report after you apply a tag in order to use view and search the tag in the Library section. Saving a report with a newly created tag also enables the tag to be used for other reports. A tag is available to select in the dropdown when it is saved to at least one report.

To remove a tag from a report, disable the appropriate checkbox, click "Apply", and then save your report.

Once you have saved tags to reports, you can use the tags to filter the reports in your Library. Click "Library" at the top of the screen and click in the Search by Tags dropdown field to select which tags you want to filter on. Click "Apply" to view the reports filtered by your selected tags.

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:

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

Saving Reports

When you are ready to save your report, click the Save button along the top of the report and choose either "Save" or "Save As". If your report has been previously saved, "Save" saves changes to the report. Clicking "Save As" allows you to provide a name for the report. 

Note that all public reports must have unique names. All private reports for a user must also have unique names. It is possible, however, to have multiple users with private reports that share names (e.g., user 1 and user 2 both have a private report named "Report A"). See the Sharing and Collaboration section below to learn about public and private report types.

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 creating a Calculated field in a Dataset allows it to be used within any reports built 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:
   
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.
     
   • 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:
     
   • From the Dataset section, click on the action menu for the dataset you want to edit, then select Edit:
     
2. Click the Add Calculated Field button:
   
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.

Working with Fiscal Year

While a calendar year always begins on January 1 and ends on December 31, a fiscal year can start and end at any point during the year, as long as it comprises a full twelve months. A company that starts its fiscal year on January 1 and ends it on December 31 operates on a calendar year basis. Some companies opt to follow a fiscal year instead of a calendar year because their fiscal year better fits their natural business cycles. For example, ending the fiscal year in January gives retailers a more accurate financial picture to report. Seasonal businesses also tend to use fiscal years for accounting purposes.

Discover makes reporting for Fiscal Calendar easy by relying on the Dataset to provide the rules for the Fiscal Calendar Year.  Once enabled, users can simply enable this functionality on the report to apply the Fiscal Calendar to the following component areas: Date Filters, Calculated Fields, Visualizations, Insight Feeds, and Discover Insights. 

Applying a Fiscal Year to a Dataset

Users with the admin role can enable the fiscal year option in the Dataset. You should set the same Fiscal Calendar Year configured in your SugarCRM Forecast Module. 

1. From the Dataset perspective, expand the action menu next to the desired Dataset, and then select Edit. 
   
2. In the Dataset Editor, click the Dataset Settings button.
   
3. In the Fiscal Calendar Year section, choose the fiscal year start month and the first day of that month. Although Discover defaults the start of every month to the 1^st, any day in a month can be chosen for the start date.
4. Choose either the start month or the end month to determine the year, and then click the Set Date button. Since the Fiscal Calendar Year date range breaks across two years, selecting the display start or end month determines the year to be displayed in Discover. In the example below, the year will be reported as 2021 for the February 2020 - January 2021 fiscal calendar year. If the Start Month option is selected instead, then the year will be reported as 2020.
   
5. Click the Save Changes and Exit button in the Dataset Editor. 

Enabling Fiscal Year on a Report

To enable Fiscal Year on a report, toggle the Fiscal Calendar switch to the right.

What to Expect When Fiscal Calendar is Enabled

This section describes changes made to various Discover components when the fiscal calendar is enabled.

• Visualizations
• Fields List - Date Type Fields
• Date Filters
• Calculated Fields

Visualizations

The grouping of years, quarters, and months will be based on Fiscal Year boundaries on all visualizations.   

Fields List - Date Type Fields

On a date type field in the Field List, expand the action menu and then select Show Time Hierarchy > Show All Time Attributes.

This displays fiscal calendar-related time attributes for year, quarter, week, and week in quarter. 

Date Filters

The Relative Date filter type labels are "Fiscal Quarter" and "Fiscal Year" instead of "Calendar Quarter" and "Calendar Year". These labels are also applied to saved date filters.

The Period to Date filter type displays "Fiscal year to date" and "Fiscal quarter to date" instead of "Year to date" and "Quarter to date". These labels are also applied to saved date filters.

Calculated Fields

The following date-related functions are affected when Fiscal Calendar is enabled.

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:
  
• From the Library List, click on the current Sharing value for the report you want to make public, then select Public:
  

Share a Link to a Report

You can copy a direct link (URL) to a report by clicking the Sharing drop-down on the toolbar and selecting the 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:

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:

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:

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 of 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:
  
• From the Dataset section, click on the action menu for the dataset you wish to edit, then select Edit:
  

Dataset Editor

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 with a data type of String.
  • Numbers: Filter the field list with a data type of Number.
  • Calculated Fields: Filter the field list to Calculated fields.
  • Timestamps: Filter the field list 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 the field list by clicking on the attribute you want 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 would not 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 displayed 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 dropdown.
   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 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 SugarIdentity Users

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

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. 

Assigning Discover Roles to SugarIdentity Users

By default, all SugarIdentity 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: Users 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 to view public reports, share reports, and drill link through reports. These users see a simplified user interface that hides items to which they do not have access.
• 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 SugarIdentity via the SugarCloud Settings console, as follows:

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

Embedding Discover Reports in Sugar Dashboards

Discover Reports can be embedded into Sugar dashboards. This section walks through the steps to configure and use the Discover dashlets.

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".
   
2. Select "Sugar Discover" from the list of dashlet types:
   
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.
   
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.
   
6. Click "Save" and the selected report is now displayed on your Sugar dashboard.
   

Viewing Discover Reports in Sugar Dashboards

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

Action	Description
	Show or hide the chart legend and/or filter displays.
	Open the Slicer view where you can adjust which predefined slices of the data to include in the chart. For example, if you have your data separable by sales region, the Slicer view would allow you to select which of the sales regions to include in the chart. Enable the checkboxes next to the slices you want to include, click "Apply", then click "Back" in the top left corner to return to the chart. This button is visible only if there are slicers available for the dashlet. Note: The attributes used for segmenting data (slicers) may be configured as part of your Discover onboarding process.
	Show or hide the Discovery Insights panel.
	Open the report in a new browser tab. This button is not available for users with a Role of DashletUser.

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: 2023-05-26 14:06:13