This article reviews:
- How to create a Data Space.
- How to use a Data Space in Report Builder.
- How to use a Data Space in Rules Engine.
- How to use a Data Space in CoPilot.
Tips for getting started with Data Space creation:
- Work with staff who have a strong understanding of Salesforce.com and Gainsight object structure
- Recommend mapping out the relationship path between the objects you want to include before you start to build
- Think through the object chain you need from the “bottom up” – lowest level to the highest level
- Data Space uses the data from the object the associating field lives on to the object it is looking up to (currently support 6 objects/levels in the chain)
- If you use Filter in Data Space it will be used as AND between the Data Space and Rules or Reports
- MDA must be authorized since metadata is stored there
- Rules and Reports still require an Account Lookup on at least one of the objects in the Data Space
Data Space Creation
To create a Data Space:
- Navigate to Administration > Operations > Data Spaces.
- Click + Data Space. The Data Space creation screen appears.
- Type a name and description for the Data Space.
- Select a base object from the Select Object list.
Things to remember for selecting a base object:
- Start with the most detailed object at the lowest level that you want to use in your Data Space.
- You can traverse up the chain to five levels only (not down). For example, if you are selecting CSTask as the base object, you can traverse only up to the Role object.
- You cannot link two unrelated objects. For example, if you select the Usage object, you will not be able to get fields from the Survey object.
- If you select the Account object as the base object, you cannot obtain fields from the CSTask or the Call To Action object.
- Once you select a base object, the lookup fields on the base object are displayed in bold, and a few fields from the selected base object/lookup field(non-bold) are also displayed. The bold fields indicate where you can add a related object.
- Add the required fields under Fields, and/or Filters, using Add to Fields and the Add to Filters icons respectively. Filters will be available as ANDs in reports and rules.
Note: You can add up to 100 fields under Fields, and up to 26 fields under Filters.
- Type a name and description for the Data Space. Or, click SAVE, which displays a pop-up to provide the Data Space name and Description; then click SAVE.
- The Data Space is created and appears in the Administration > Operations > Data Spaces list screen, as well as in the object selection in Rules and Reporting, along with other SFDC and MDA objects. On selection of that reporting space or in rule creation, we will show only the fields selected from Data Spaces.
The Data Spaces list screen displays all Data Spaces in alphabetical order. Also, you can search Data Spaces using the following options:
- Source Object: Searches Data Spaces by the base object name.
- Name: Searches Data Spaces using the Data Space name.
- Created By: Searches Data Spaces by the user names that created the Data Space, which are already populated in the drop-down box.
- Last Modified by: Searches the last modified Data Spaces using the user names which last modified the Data Space, which are already populated in the drop-down box.
Use the Data Space in Report Builder
To use Data Space in Report Builder:
- After a Data Space is created, navigate to the Report Builder.
- Click + Report.
- Select a data source from the list, which includes any newly created Data Spaces.
Use Data Space in Rules Engine
In addition to SFDC and MDA objects, you can use Data Spaces as a data source in the rules engine by creating custom rules on Account. See Use Data Spaces in Rules Engine for a specific use case.
Note: You cannot create rules on Relationships using Data Spaces.
Use Data Space in CoPilot
You can create a Power List for a relationship type. This power list can be generated using the Data Spaces associated with the selected relationship type. For example, if you have Relationship Contact (likely to have an email ID field in it) as a linked object, you can use the associated default Data Space ([Relationship Type name + Relationship Contact]) to filter out contacts for your Power List.
In addition, if you want to select contacts from a specific Data Space, for example, ([Relationship Type Name + CTA]), then select the appropriate Data Space and add additional criterias. This strategy helps you fetch contacts from filtered relationships.