Datasets are controlled, selectable, customizable lists that help ensure consistency, eliminate misspellings, and make data entry even easier. You can use a Dataset in any Blueprint in your Base.
When should you use a Dataset? It depends on your informational needs. Datasets are terrific for locations, departments, geologic eras, or anywhere a list with a controlled vocabulary and format is helpful.
We recommend using a Dataset for any field with selectable options that you plan to use across Blueprints.
How to Add a Dataset
From the menu, go to Datasets. Click the plus icon (+) to create a new Dataset.
Here, we're adding Departments.
Adding Columns and Rows
Next we'll set up the columns we need for the entries by clicking the plus icon (+) at the end of the Entry Label row. When you add a column, you'll select the type of information that will be entered within it (Text, Long Text, Number, or Date).
Click the pencil icon to edit. We'll name the column "Department Head."
To delete a column, click the red trash can icon.
Next we'll set up the additional columns we need for our entries. These include:
- Department Head (text)
- Department Size (number)
- Number of Works (number)
- Galleries (text)
You can easily reorder columns by using the dragger icon (6 dots). Once the columns are set up, click the plus icon (+) below to add the first entry.
You can input data directly into the fields or you can edit in the panel. To open the panel, click the icon with 3 vertical dots at the end of the entry row. Data saves automatically.
You can dock the panel at left or right, or it can be moved around as preferred (move the panel using the icons at upper left).
For number fields, you can click Calculate totals to see totals at the bottom of the page. Here, there are 20 full-time staff working with a collection of 7,592 objects.
Dataset Actions
From the action menu at upper right (3 vertical dots), you'll see the following options:
- Download the Dataset (JSON or CSV)
- Import a CSV to the Dataset
- Duplicate the Dataset
- Take a Tour (a short walkthrough of UI elements and options)
- Delete the Dataset
Using Datasets in a Blueprint
When you add a new field to a Blueprint, you'll see Dataset Select among the options.
Here we added a Dataset Select field type labeled Department that uses the Departments Dataset.
Below, there are options to allow multiple selections, to designate whether information is required, and to exclude this field from being a selectable option in Modules and Exhibitions. We've toggled on Required.
In this example, we added this field to the Core Blueprint, since every object in the collection will have a Department. You can also use Datasets in individual Blueprints for object types, exhibitions, projects, and groups.
Entering Object Information
When you enter data for an object, the selectable options will appear as a drop-down list in the Department field. Here we selected Paintings.
Datasets give you even more control over how you structure your object data.
Have questions or want to strategize about Datasets?