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Previews

Setting up your own previews allows you to adjust the columns in the Dataroom work area. There are several preview options available:

 

Groups

A group is expressed in a tab in Dataroom’s main work area. It serves as the first level of categorizing the user’s previews. A list of available previews, and options to add or delete them, is in the first column of the Previews Management window.

Adding Groups

In the tool bar of the Previews Management window, click on the Add icon. The new group is automatically added to the end of the list of available groups, with the name “New group”. The newly-created group does not contain any previews.

Deleting Groups

In the Previews Management window, mark the relevant group and click on the Delete Groups icon in the tool bar. Confirm by clicking on Yes in the window that displays.

Renaming Groups

You can rename a group by clicking on the Rename icon, in the tool bar of the Previews Management window. In the window that displays, enter the desired name and confirm by clicking on the button.

Ordering Groups

You can change the order of groups as they display in Dataroom. Mark the group you want to move in the left window of the Previews Management window. Using the relevant icons in the tool bar of the Previews Management window, you can change the order of the groups as you wish.

Click on the Move Up icon if you want to shift the group higher, or to the left in Dataroom.

Click on the Move Down icon if you want to shift the group lower, or to the right in Dataroom.

 

Preview Level

You have two lists of previews available for use. Lists of previews are in the second column of the Previews Management window. This is divided into two parts: the first contains the name of the preview, and the second contains the type of preview.

My Previews – A list of the previews created by an individual user, or previews that were public but the user made them private. These previews are not available to other project users.

Public Previews – A list of publically available previews, created by individual users with access to the active project.

In the Previews Management window, click on the My Previews icon in the tool bar. In the Group Preview column, a list of available previews will display.

In the Previews Management window, click on the Public Previews icon in the tool bar. In the Group Preview column, a list of available previews will display.

 

Working with Previews

Previews consist of a number of columns in Dataroom based on the user’s choice, with the user determining which of the available columns should appear and in what order. The list of previews appears in the second column of the Previews Management window based on the active “Preview Level”.

New Preview

In the tool bar of the Previews Management window, click on the New icon. The new preview is automatically placed at the end of the list of available previews, named New preview. The newly-created preview does not contain any Preview Columns.

Get Preview

This function is available only if the user has Public Previews active. Mark a specific preview in the list of available previews, and in the tool bar of the Previews Management window click on the Get Preview icon. The new preview is automatically placed at the end of the list of available previews, in My Previews. This preview is available with all its original settings, which can then be changed as needed.

Copy Preview

Mark a specific preview in the list of available previews, and in the tool bar of the Previews Management window click on the Copy icon. The copied preview is automatically placed in the list of available previews under its original name, to which is added the designation “copy”. The copied preview is available with all its original settings, which can then be changed as needed.

Delete Preview

Mark a specific preview in the list of available previews, and in the tool bar of the Previews Management window click on the Delete icon, or double-click on a specific preview. In the window that displays, confirm your choice by clicking on Yes.

Change Preview to Private

Mark a specific preview in the list of available previews, and in the tool bar of the Previews Management window click on the Change to Private icon. The selected preview will no longer be accessible to other project users.

Change Preview to Public

Mark a specific preview in the list of available previews, and in the tool bar of the Previews Management window click on the Change to Public icon. The selected preview will become accessible to other project users.

Import Preview

First click on one of the available groups to determine to group to which the preview is to be imported. Then in the tool bar of the Previews Management window, click on the Import icon. In the window that displays, choose the desired preview in .xml format, and click Open.

Export Preview

First click on one of the available previews intended for export. Then in the tool bar of the Previews Management window click on the Export icon. In the window that displays, choose where the preview is to be saved, and click on Save.

 

Preview Properties

In the Preview Properties tab, which is in the upper part of the Previews Management window, you can adjust the properties of the selected preview. Some properties are available only for a certain type of preview.

Preview name – In this field, you can enter a name of your choice. To save the name click on Save.
Period definition – You can decide the period to be displayed in the column:

  • Current – The column will display the period defined in Model Setting as current.
  • Fixed – The column will display the period you select from the list of available periods.
  • Relative to current year – The column will display the period in a from/to range, based on the period defined as current in the Home tab under Model Properties.

Example: The user changes the period for the Years column, and the preview’s column settings are defined for “Relative to current year” as index +4. If the Model Properties have set the current year at 2010, with the index defined as +4, it means that the first year for the period in Annual Preview in Dataroom’s main work area will be 2014. If the preview’s column settings are defined as index +3, the first column in Dataroom would be for 2013, given that the lower limit remained 2010.

 

Preview Columns

The Preview Columns window displays the columns assigned to the preview selected. Columns can be selected from the columns available in the Available Columns window.

Adding a Preview Column

To assign a column to the preview, drag and drop any column in the Available Columns window into the Preview Columns window, or mark a column in the Available Columns window and click on the Add icon.

Deleting a Preview Column

To delete a column from the preview, drag and drop any column in the Preview Columns window to the Available Columns window, or mark a column in the Preview Columns window and click on the Delete icon.

Preview Columns Properties

Preview column properties can be defined in the Previews Management window, under the Columns Properties tab. Some properties are available only for a certain type of column.

Name – the field for changing the column’s name

Width – column width, in pixels

Period definition – You can decide the period to be displayed in the column:

  • Current – The column will display the period defined in Model Setting as current.
  • Fixed – The column will display the period, or in some cases a from/to range, that you select from the list of available periods.
  • Relative to preview properties – The column will display the period in a from/to range, based on the period defined under Define Period in the Preview Properties tab
Data version definition – You can decide which version of data is to be displayed in the column:
  • Default – The column will display the version of data based on settings in Model Properties, where the type of data used is defined for a given period.
  • Fixed – The column will display the version of data you select from the list of available data versions: Actual, Forecast or Budget.
  • Relative to preview properties – The column will display the version of data based on what was defined under Data Versions in the Preview Properties tab.

Month definition – You can decide which months will display in the selected column:

  • Fixed – The column will display the period, or in some cases a from/to period, that you select from the list of available periods.
  • Relative to preview properties – The column will display the period in a from/to range, based on the period defined under Define Period in the Preview Properties tab.

Definition of Column 1 and Column 2 – The column will display mathematically calculated values based on the specific type of the column used (Difference, Percentage, etc). For Column 1 and Column 2, select one of the available columns listed in the Preview Columns window.

Definition of half-year – Select which half-year you want the column to display.

Definition of quarter – Select which quarter you want the column to display.

 

 

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