Editing a position-driven custom chart

Audience: Administrators and read/write users Edition: Plus and Pro

 

Overview

Custom charts are charts that are created using your base chart data. Custom charts allow Administrators and Read/Write users to make on-demand changes to position or employee data, chart formatting, and branch styles. Pro users can audit the changes made in a custom chart in the Changes panel.

The following article provides information on:

• Editing position-driven custom charts
• Tracking changes on position-driven custom charts
• Saving position-driven custom charts

Editing position-driven custom charts

The following sections provide examples of the various types of edits that users can make to custom charts, such as:

•  Adding and removing positions or employees
• Editing position and employee data
• Moving positions and employees
• Inserting and removing subchart (page) breaks
• Updating box formatting
• Changing branch styles

Adding and removing positions or employees

Add position

You may want to add a new position to your custom chart, if that position does not yet exist in your HR system. To add a new position:

1. Right-click on a position, and then select the Add subordinate position option.

   

   2. A vacant subordinate position is added, reporting to the position that you right-clicked. Double-click into the position box to add additional information about that position, such as a position title.

   

   3. For Pro users, the changes are recorded in the Changes panel.

Add employee

You may want to add an employee in a custom chart, if that employee does not yet exist in your HR system. To add a new employee:

1. Right-click on the position that you would like to add the employee to, and then click on the Add employee option.
   
2. A blank employee box is added to the position that you right-clicked. Double-click into the employee box to add the employee's name.
   

3. For Pro users, the changes are recorded in the Changes panel.

Remove position or employee

You may want to remove a position or an employee from your chart. To remove an employee or position:

1. Right-click on the position, or the employee, and then click on the Delete option.
   

2. For Pro users, deleted employees are marked as unassigned in the Changes panel, and can be found in the Employee list. Deleted positions are marked as deleted in the Changes panel and cannot be restored.

   Note

   Deleting a position that has employees in it will unassign the employees from that position.

Editing position and employee data

You can edit position and employee data by double-clicking in their respective boxes, and then typing in the values you want to see in the chart. If you want to add additional data about an employee or position, you can do so by:

1. Right-click on a position or employee box, and then select the edit position details or edit employee details option.
   
2. The position details or employee details modal is displayed. Click on the pencil button in the top right corner of the modal.
   

3. Find the field you'd like to modify, and then click on the corresponding text box to enter a new value. Click ENTER on your keyboard to preserve the value.

   Note

   You cannot update values for formulas.

4. For Pro users, the changes are recorded in the Changes panel.

Moving positions and employees

You may want to move a position to report to a different position, if the reporting changes have not yet been actioned in your HR system. Similarly, you may want to move an employee to a different position, if this move has not yet been actioned in your HR system. For Pro users, employees and positions moves are tracked in the Changes panel.

Move position

Drag and drop a position over another position to update the reporting lines.

Move employee

Drag and drop an employee over another position to add the employee to that position.

Inserting and removing subchart (page) breaks

You may want to adjust the pagination of your chart, in order to see positions on the same or different pages. The following section provides information for adding and removing subchart (page) breaks on custom charts. For Pro users, manual pagination changes are tracked in the Changes panel.

Insert a subchart break

1. Click on a position that has positions reporting to it, but the selected position and the subordinate positions appear on the same page.
    
2. Then, click on the insert subchart break button in the contextual toolbar.

Remove a subchart (page) break

1. Click on a position that currently has a subchart break. Positions with subchart breaks have a down arrow beneath them.
    
2. Then, click the remove subchart break button in the contextual toolbar.

Updating box formatting

You may want to make on-demand updates to your chart boxes prior to exporting a custom chart. For example, you may want to discuss a few key records in an upcoming meeting, and thus want to update those records with a new border color. Box formatting can be updated by clicking on a box, and then using the options in the contextual toolbar. For Pro users, manual formatting changes are tracked in the Changes panel.

1. Click on a position record, and then select an option from the contextual toolbar (i.e border color) to update the box formatting. When a position record is selected, formatting changes are applied to the selected position.
   
2. Click on an employee record, and then select an option from the contextual toolbar to update box formatting. When an employee record is selected, formatting changes are applied to the selected employee.
   

Creating custom chart rules

Custom chart rules are rules are applied only to the custom chart on which they are created. Custom chart rules allow you to leverage your data to mass apply ad-hoc formatting changes. By default, custom chart rules are created with a basic rule that targets the record's department.

In this example, we will make a custom chart rule to apply the box formatting to all position records that have a position title starting with 'Director.'

Note

Chart rules are specific to the custom chart on which they are created and will NOT impact the views for users on other charts.

1. Hover over a box that has formatting changes, and then select the wand icon to create a rule specific to this custom chart.
   
2. Click on the Field dropdown menu, and then select a field (i.e Position title) to use to target your records. Generally, if you're looking to update position records, you should use a position field in this dropdown. Similarly, if you're looking to update employee records, you should use an employee field in this dropdown.
   
3. Click on the Comparison dropdown menu, and then select a comparison option (i.e., Starts with).
   
4. Click on the Value textbox, and then type a field value (or select one from your dataset. Records matching this criteria will have the formatting applied. Click on Save.
   

5. Click on the View rules tab, and then select Rules from chart to audit any formatting changes that you've made into custom chart rules.
   

   Note

   Once singular formatting changes are made into custom chart rules, they will no longer appear in the Changes panel under formatting changes.

Changing branch styles

Branch styles are the way that the boxes are stacked/positioned in the chart. You can manually update the branch styles to get the desired layout for your custom chart.

Click on a position record, an then click on the Branch styles icon in the contextual toolbar. Select a new branch style to apply it to the branch that that record belongs to.

Tracking changes on position-driven custom charts

 Pro users can audit the changes made on a custom chart in the Changes panel. On custom charts, changes are bucketed by change type (i.e data change, formatting change, or pagination change).

1. Click on the Changes tab on the right rail, and then expand the manual changes that you've made to the custom chart to see details about the change.
   
2. Optionally, hover over a change, and then click on the 🗑 icon to revert the change.

Saving position-driven custom charts

There are several ways that you can save your custom charts.

• Save and finish editing
• Save and keep editing
• Auto-save

Save and finish editing

1. To save you custom chart, click on the Finish editing option in the top right corner.
    
2. Click on Save to preserve your changes.
    

3. Select a folder in which to save your custom chart (i.e. Charts), and then enter a name for it. Click on Save to save your custom chart.
   

   Note

   Folder access is managed by Administrators via a user's access group.

4. The custom chart has been saved and is now displayed in a read only format.

   To continue to make edits to this custom chart, click on the Edit button in the top right corner, and then select the Edit this custom chart option.

   

Save and keep editing

While editing your custom chart, you can save as you go. To save your progress and remain in an editing mode, click on the ⋮ button to the right of the chart name, and then click on Save or Save as.
 

Auto-save

Optionally, you can enable auto-save. To enable auto-save, click on the ⋮ button to the right of the chart name, and then toggle on Auto-save.

You will be prompted to save the document if you have never saved it before. Once auto-save is turned on, you will no longer need to save your progress as you go. 

As you work on your chart, you will periodically see that the chart is saving.