The Workspace is your central management console for creating, organizing, and tracking Datarails Folders, Fileboxes, and Collection Processes. You can access it from the left side panel.

Only Admins and Contributors have access to the Workspace. Viewers can access the Report, Dashboards, and Storyboards sections but not the Workspace itself.

Folder, Filebox, and Collection Process

In Datarails, data is stored in Fileboxes or Collection Processes. Each container type has distinct features and uses:

• Folder: Stores Fileboxes or Collection Processes and can contain subfolders.
• Filebox: Stores multiple file versions differentiated by tags, all with the same structure. Read more about Fileboxes.
• Collection Process: Serves as a centralized container for multiple Fileboxes, each containing file versions that share the same structure but correspond to different dimensions. Read more about Collection Processes.

Create New Folder

Follow these steps to create a new folder in the Workspace:

1. Navigate to the Workspace and click on New +.
2. Select New Folder.
3. In the 'Create a new folder', type the new folder's name.
4. Click 'Create'. 
5. The new folder will be added to the Workspace. You can now create new Fileboxes, Collection processes, or subfolders within this new folder.

Share a Folder

To allow other users to see and use a new folder, it needs to be shared. You can share a folder, specific Filebox, or Collection process by following these steps:

1. Navigate to the Workspace and choose the relevant folder or Filebox. 
2. Click on the three dots ellipsis icon.
3. Add members by typing their email addresses, or add groups by typing the group name.
4. Choose Folder/Filebox Permissions and click 'Send'.

Input Filebox: Sharing an input Filebox allows users to see the data derived from it. Without access to the input data, users cannot refresh or drill down into the outputs created from that data.

Output Filebox: When you share an output Filebox, users can access the report itself.

Understanding permissions is crucial for ensuring the right access levels. Learn more about permissions. 

For more information on data sharing, watch this Datarails university tutorial:

Add Folder to Favorites

Each Workspace has a Favorites section located on the left side panel below the Main folder. By default, the Favorites section contains the Actuals and Reports folders. To add a folder to Favorites, follow these steps:

1. Navigate to the Workspace and choose the relevant folder. 
2. Click on the three dots ellipsis icon.
3. Select Add to Favorites.

4. To remove a folder from Favorites, choose Remove from Favorites from the same menu.

Folder Actions

Using the three dots ellipsis icon next to a folder, you can perform the following actions:

• Move the folder to a different location, such as relocating a subfolder to the main Workspace or making a folder a subfolder of another folder.
• Share the folder with different users.
• Add the folder to your Favorites for quick access or remove it from Favorites.
• Rename the folder.
• Delete the folder.

Left side panel

The left side panel in the Datarails environment allows you to access various sections, each serving a distinct purpose.

Here’s a brief overview of each section:

FP&A Genius

Datarails FP&A Genius is an innovative AI feature that assists users with financial planning and analysis (FP&A) in generating insights and charts. 

Home Page

Your centralized space is designed to empower Admins and Contributors with better control and efficiency. Explore the Home Page. 

My Workflows

Create and manage process roadmaps to streamline and unify your inputs and outputs. Learn how to manage your Workflows.

Workspace

Your management console for creating, organizing, and tracking Datarails Folders, Fileboxes, and Collection Processes.

Budget

Easily create and manage your budget process. Learn the Budget module fundamentals. 

Dashboards

Produce interactive and intuitive charts for quick and effective analysis and presentation. Explore the Dashboards section.

Storyboards

Create engaging presentations and reports from your Dashboards. Learn more about Storyboards.

My Reports

Compile, organize, and share specific reports with tailored access, ensuring relevant data is presented to the appropriate users or teams. Explore the My Reports section. 

Repot Builder

Use the Report Builder to create tailored reports with a simple interface, including necessary Datarails formulas to keep your data constantly updated.

Configuration

Lookups

Manage all lookup files and connections. Learn more about Lookups. 

Integrations

Manage and review your connected integrations. Learn more about Integrations. 

Calculation Model

Calculation models are useful for scenarios where not all year-to-date data is available. 

Excel Add-in

Functions

Manage all your Excel functions in the environment. Edit existing functions or add new ones by clicking 'Add new Function'.

Excel Tables

Manage all your Excel tables. Edit existing tables or add new ones by clicking 'Add new Table'. Learn more about creating Tables in Datarails. 

Tables

Manage all your tables and fields in the environment. Explore Tables & Fields.

Only Admins have access to the Tables section.

Admin 

The Admin section is a centralized hub for administrators to manage Fileboxes, add and edit members and groups, control user permissions, adjust organization settings, and perform other tasks.

Only Admins have access to the Admin section.

Updated July 21, 2024 13:49