Creating or modifying variables

Use this procedure to use the Personal Data Values Tool to create or modify variables.

For example, you might want to set the value for Days Sales Outstanding Over Target for users in Accounts Receivable to 80 days, while you might want to set the value for users in Executive Management to 90 days.

  1. Click Admin > Personal Data Values Tool. The Variable Administration screen is displayed.
  2. Click Add to add a variable or the Edit link next to the variable to edit an existing variable. The Edit Variable section is displayed on the Variable Administration screen.
  3. Specify this information:
    Name
    Specify a name for the variable. This is displayed on the Personal Data Values page and in the Pick Range window of the Notification wizard.
    Description
    Specify a description of the variable.
    Group
    Specify a group for the variable.
    Type
    Specify the variable type. Values are:
    • Numeric Value: These are variables that can be used as values in conditions.

      For example, you could create a variable called Production Line Defect Target and use that in the creation of notifications that deal with the production line quality data. Users can be allowed to choose their own value, or the value can be assigned to them.

    • Report Filter: These are variables that can be used as report selection filters.

      For example, you could create a variable called My Region, associate this variable with the regional category, and then use it in the creation of notifications. Users can be allowed to choose the filter that is used, or their filter can be assigned to them. When notifications are generated for users, the system uses the appropriate filter for each user.

    • User ID: These are variables that can be used to filter reports by user IDs.

      These are used in a similar way to Report Filters, but the value used for each user is their user ID. These variables are useful for filtering data from InfoSets where one or more of the columns of data include user IDs. For example, an InfoSet might include the user ID of someone reporting a problem, or the user ID of a sales person responsible for an account or sale.

    Default Value
    Depending on the type you select, additional items may appear to let you specify the default value to use if a user does not pick their own value or does not have a different value assigned.
    • Numeric Value: The default value is a numeric value. Specify the default value into the box.
    • Report Filter: The default value is an item picked from the defined categories.

      Click on the Click here to change link to pick an item. If users are allowed to select their own item, they will only be allowed to select from the same category. For example, if you selected a product as the default value, users will only be allowed to select another product, not another kind of item such as a city.

    • User ID: There is no default value for these variables.
    Category
    The category that is used for User ID variables. Selecting a category for these variables allows InfoSet administrators to identify which data columns can be filtered by user IDs. Click on the Click here to change link to pick an item, for example, Content Type > Contacts.
    Security
    Allows you to specify whether or not the user can change the value of the variable.
    • Secure: The users cannot change the value that is assigned to them.
    • Flexible: The users can change the value that is assigned to them.
    • Assigned To: Allows you to specify which users and roles the variable is assigned to, click on the Click here to change link to select them.

      If you do not select any users or roles, the variable will be assigned to all users.

  4. Use the User Values section to assign values to specific users or roles. Click Add to add a user value or click the Change Group link next to the user value you want to edit. The Users and Groups screen is displayed.
  5. Specify this information:
    Users
    Displays the users or roles for each assigned value.
    Add a user value
    Add a new user value. When you click this option, the Users and Groups screen is displayed. Use this screen to select one or more users or roles.
    Value
    Displays the value assigned to each set of users.
    • For Numeric Value variables, you will be allowed to edit the value directly.
    • For Report Filter variables, you will be given a link so that you can select an item.
    Actions
    Provides you with a link so that you can edit the user or role a value is assigned to.
  6. Click Save.