This article describes methods by which users can access and utilize Dynamic Spreadsheets in SIMS. See the SIMS User Guide for other instructional SIMS articles.
In the Reporting module, the Dynamic Spreadsheets tab offers some enhanced reporting flexibility, with the ability to customize the grid to export to Excel and, depending on the data Scope selected, run preset reports to publish to PDF or Excel.
The following processes are discussed in this article:
- Customizing the Grid
- Preset Reports (Only for Space Manager role)
- Saving Customized Filters
- Saving Customized Views
Customizing the Grid
The Dynamic Spreadsheets grid is much like the Space module. Like the grid in the Space module, the grid in Dynamic Spreadsheets can be reconfigured by moving columns, changing visible columns, and filtering. The Dynamic Spreadsheets grid contains all of the data in the Space module Space grid and Occupants grid, but with a few extra fields.
Please note that the Dynamic Spreadsheets grid can include more than one row for data depending on the information visible, so showing records may have duplicated information. The most common examples of this are rooms with multiple cost center or occupant assignments in the space data scope.
Following are instructions on how to customize the grid view in Dynamic Spreadsheets.
Select the data Scope you'd like to view. Following are the scopes and some data within them.
SCOPE DATA Active Space Allocations Allocation information (CC, CCH4-7), Allocated area, Room information Archived Buildings All buildings (active and inactive), Address Space Comments All comments in the comments tab for all spaces Space Contacts All contacts assigned to spaces in SIMS, Room information Space Leases All leases listed as currently active in SIMS Space Occupants All employees assigned to spaces in SIMS, Room information - Drag and drop columns to rearrange and use column dropdown lists to turn fields on and off.
- The navigation tree is available to use for filtering buildings or floors.
- Click on the Filters icon to expand available filters. Utilize filters as you would in the space grid except building and floors. See Advanced Filtering in SIMS for more info on how to use the filter panel.
Click on the Export icon to export to Excel. An Excel file should download onto your computer.
Preset Reports
Note: Only for Space Manager role.
Preset reports enable Space Managers to run standard reports on data with more flexibility than in the Reports tab of the Reporting module.
- Currently, there are only reports available in the Space data Scope, so make sure that is selected.
Look at the Reports field and select an available report using the drop down arrow. Following are the available reports, their output format, and included data. When you select a report, a server message usually pops up saying not all of the fields in the grid will be shown in the report; this is expected and can be ignored/closed.
REPORT FORMAT DATA FILTER LEVEL Drawing with Room Inventory 8.5 x 11 PDF Floor Plan and Room list with Space ID, Function, and Area; Output highlights and lists only rooms visible in the grid Building, Floor, or Room Floor Area Values Excel Building report broken down by floor Building or Floor Space Inventory Excel Room information Building, Floor, or Room - Keeping in mind the level of filtering the report you're running can use, filter your data to the buildings, floors, or rooms you'd like shown in the report.
- The navigation tree is available to use for filtering buildings or floors.
- The filters panel is available to filter rooms. Click on the Filters icon to expand available filters.
- If the report you're running is Drawing with Room Inventory, under Drawing Options in the Category field, use the drop down to select Space Plan.
- (Optional) If the report you're running is Drawing with Room Inventory, under Drawing Options in the Space Label field, you can use the drop down to select a label to show on the drawing.
Select the Preview Icon. An Excel or a PDF file should download onto your computer.
Saving Customized Filters
If you find yourself returning to Dynamic Spreadsheets and filtering for the same information, you should consider setting a customized filter.
Click the Manage Filters icon (a set of gears) at the top of the Navigation Panel. A Manage Filters dialog will open.
Click on the New/Add icon (a page with an asterisk in the corner) at the bottom of the Filters pane. This is the step that creates a new filter name that will show up as an option in the list of available filters.
Enter your desired name then click Save.
Select the new Filter then click on the New/Add icon (a page with an asterisk in the corner) at the bottom of the Details pane. This is the step that adds filter details to the Filter. Multiple can be added.
Select an attribute you’d like to filter on, the operator to filter for the desired result, and enter the value you’d like to filter for. The connector is how this detail will relate to other details of the Filter. If you won't be adding any other detail lines to the Filter, make the connector OR. Click Save.
- (Optional) Repeat steps 4-5 to create as many filter details as needed.
- (Optional) To remove filters or filter details, select the line you'd like to remove then click the remove icon (a circled "x") at the bottom of the pane. When prompted, confirm that you would like to delete the selected line by clicking yes.
- (Optional) To edit filters or filter details, select the line you'd like to edit then click the edit icon (a pencil) at the bottom of the pane. Make changes then click save.
Click Close.
Select the filter in the Filter field. Once selected, the grid view will automatically filter to the saved conditions.
Saving Customized Views
Like with other grids in SIMS, the grid section has customizable views. If you find yourself returning to Dynamic Spreadsheets and rearranging columns, turning fields on and off, and so forth for the same information, you should consider setting a customized view. See Customizing and Saving Views in SIMS for instructions.