iSheets module

Create your first iSheet

An iSheet stores many types of data but requires some thought before adding columns, views, or data.

Before you start

Before you create a new iSheet, several questions should be considered:
  • What is the purpose of the iSheet?
  • What information do you need to track?
  • What is the format of the data?
  • Who will need to access the iSheet, and to what level?
  • Is the data stored in the iSheet open to everyone?
The more planning you can do in advance, the less likely you will need to modify your iSheet later, when it may not be as easy.
note
If you have the opportunity to examine an iSheet that is already in use, we recommend you take some time to understand how that iSheet is constructed.

Basic definitions

An iSheet incorporates multiple elements.
  • iSheet
     - each iSheet is a database that contains a set of
    Columns
     that contain values for each
    Record.
  • Column
     - each column in an iSheet contains a type of data; such as numbers, text, images or references.
  • View
     - a view customises which columns are visible in the iSheets window. Views help you focus on the data you need, or hide data you should not see.
  • Row / Record
     - each row in the iSheet is a record that contains values for the columns in the iSheet; each row is sometimes called an iSheet
    Item
    .
  • Permissions
     - iSheets includes a comprehensive permissioning system. An admin can set view or edit permissions for the iSheet, each View or column.

Import from an Excel file

In many cases, you can create an Excel file that contains the needed data. You can import this data directly to an iSheet. During the import, HighQ assigns the most likely column types and takes names from headers in the Excel file.

Create a blank iSheet

A Site admin, or other admin with site permissions, may create a new iSheet. Log in to HighQ and select the
Admin
 tab. Scroll down to the
Module settings
 section on the left and select
iSheets
.
In the iSheet admin area, click the
Add
 drop-down and select
iSheet
 from the list.
Name and describe the iSheet, then if needed, select options for the iSheet.
System iSheets
There are several types of system iSheet, created by the system to track metadata for documents (and other files), folders and tasks. This metadata allows HighQ to import, store and export data in a structured, consistent format. Additionally, the data is available across different modules for convenience and advanced uses.
note
Access to metadata iSheets is fully protected with an extensive permissions system.
HighQ often uses an abbreviation to identify a metadata iSheet: DMD (document/file metadata). FMD (folder metadata), and TMD (task metadata).

Add columns to your iSheet

A new iSheet contains only the default system columns. An admin can add new columns to store data specifically related to your business.
tip
Carefully consider the purpose of the iSheet and the data it must contain.
System generated Columns
A new iSheet contains several 'system' columns for essential information. These are reserved for dates and names for creation and last modified actions.
Add columns
Each column contains a specific data type, such as a number, string, link or image.
note
You can find a complete list of column types here.

Set permissions

Before making an iSheet to available for use, decide on who needs access, either to configure the iSheet, add records, or more complex requirements.
note
In addition to global iSheet permissions, you can create views that limit access to selected columns.
If necessary, investigate column permissions for iSheets.

Add records

If you have already added data, either as a test or imported from another source, you may not need to add more records.
If you do need to add new records you can add them in the iSheets module, or you can create a dashboard with a link to a form, so that users interact with a controlled interface, and do not require access to the iSheets module.

Further uses for iSheets

Storing data as records is merely the starting point for iSheets; they act as a central repository for many tools provided by HighQ.

This article applies to:

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