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Gainsight Inc.

Catch-up on Data Management Enhancements

August 2019 : 6.5 Release

Gainsight Data Management offers you the flexibility and full control over your object structure, schema and data within Gainsight. Create and edit all aspects of your data design through an administrative interface to continually develop your Gainsight schema with your evolving business.

  1. Support for Who ID in Object Graph: Object Graph provides a graphical representation of an object and how they are connected to each other. A Who ID data type field can dynamically join a standard object or custom object to the Person object, to uniquely identify a Person from the associated custom or standard object. To learn more about Object Graph or Who ID, refer to the Gainsight Data Management article.

    Previously, the Object Graph did not display the associated objects that are connected through the Who ID data type fields. As a result, you could not view them on the Object Graph of the Person object.

    Now, Object Graph of the Person object displays the dependent objects connected with Who ID data type fields. This enhancement helps admins to assess the impact that the lookup object (connected with Who ID field) will have, when the respective record from the person object is deleted. 

    To see this enhancement:

    1. Navigate to Administration > Operations > Data Management.   
    2. Select the Person Object. 
    3. From the left pane, click Object Graph. You can now view the Objects with Who ID fields, displayed as dependent object on the Person object.

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  1. community.pngAbility to Delete Person Records from Data Operation page: The Person object in Gainsight stores various facets of people associated with your Company.  Previously, CSMs could only remove the association of a Person with a Company or a Relationship from the C360 or R360 page respectively, but could not delete the Person record., Admins can now delete records in the Person, Company Person, Relationship Person objects from the Data Operation page, which is helpful, for example if you have duplicate records. 

    When you delete a Person record: 

  • The Person’s association is removed from all Company and Relationships. 
  • The Person record is deleted from Sponsor Tracking, if associated.
  • In Timeline, the Person record is removed from the External Attendees field of an Activity, if included. 
  • In Surveys 2.0, the Person ID field is nullified from all of the survey responses, which were responded by the deleted Person. However, the other fields of the survey responses are retained.  
  • In JO, the Participant State field is set to KNOCKED_OFF state, if the Program is in Draft state. The Participant State field is set to DROP, if the Program is in Active state. 
  • The Person record is deleted from the CTA detail view, if associated.

To delete a person record: 

  1. Navigate to Administration > Operations > Data Operations. For more information about Data Operations, refer to the Data Operation article.
  2. From the Select object field, select either the Person, Company Person, or Relationship Person object.
  3. Select the check box for the Person record(s) to be deleted.
    Note: You can also select the Person records by applying a filter criteria.
  4. Click the delete icon.

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  1. Ability to Select Delete behaviour for Who ID Data type fields: A field of data type Who ID in a standard or custom object can dynamically join to the Person or User Object, to uniquely identify a Person from the associated custom or standard object.

    You can now view a drop-down menu called On Delete, while configuring a field of Who ID Data Type. The selected option determines the action performed on the dependent record in the current object, when its corresponding lookup record (from Person or User object) is deleted. 

    The On Delete drop-down menu has three options:

  • Delete: When the lookup record is deleted, the corresponding record in the current object is deleted.
  • Set Null: When the lookup record is deleted, the corresponding value in the current field (Who ID type) is Set to Null.
  • None: When the lookup record is deleted, no action will be taken in the current object.

To learn more about the On Delete functionality, refer to the Data Management article.

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July 2019: 6.4 Release

Gainsight Data Management offers you the flexibility and full control over your object structure, schema and data within Gainsight. Create and edit all aspects of your data design through an administrative interface to continually develop your Gainsight schema with your evolving business.

  1. Low Volume Custom Objects: Low Volume Objects are custom objects that can be created by Admins from the data management page to store low volume data which needs to be edited frequently. Previously, these objects were called Transactional custom objects, and Admins could only create them after consultation and approval from Gainsight Support.

    Admins can now create these objects directly from the data management page without having to contact Gainsight Support. To create a Low volume object:
    1. Navigate to Administration > Operations > Data Management.
    2. Click +OBJECT.
    3. In the Create Object dialog box, enter the following details:
  • Object display name: The easily understandable object display name that you want to create.
  • Object name: System defined object name with a suffix of __gc (Auto-generated, based on the name entered in Object display name).
  • Object description: A description of the object being created.
  • Low Volume Object: Select this Checkbox to create the custom object of type Low Volume.
  1. Select either Manual or Data file upload (CSV) as required.
  2. Click NEXT to continue creating a Low Volume object. For more information, refer to the Gainsight Data Management article.

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Post upgrade to Gainsight V6.4, following are the limitations applied to the Low Volume custom objects:

  • A maximum of 50 Low Volume custom objects can be created in an Org.
  • A maximum of 50 fields can be created in each Low Volume custom object.
  • A maximum of 1 million records can be stored in a Low Volume custom object.
  • All the fields in this object of type, Rich Text Area, can store values having up to 150k characters, whereas RTA fields in the High Volume objects can store values with up to 15,000 characters.

You can load data into Low Volume custom objects from one of the following data loading channels:

  • Data Management > Import Data
  • Bulk API
  • S3 Connector
  • Rules Engine > Load to Gainsight Object Action type
  • Custom Object APIs

You can create, view, edit, and delete existing records in a Low Volume custom object from the Data Operation page. For more information on this, refer to the enhancement under Data Operation. 

Following are the major advantages of using Low Volume object over high volume: 

  • Users/CSMs can edit any record in this object, from a report added to the C360/R360 > Related List section, corresponding to the Company or Relationship. For more information, refer to the enhancement from the C360/R360 section.
  • Data can be loaded into the Low Volume custom objects using Custom Object APIs. For more information on using these APIs, refer Custom Object API Documentation.

If you do not select the Low Volume Object checkbox while creating a custom object as shown in the image above, the objects are considered High Volume Objects. None of the limitations shown above are applicable to High Volume custom objects.

  1. Manage records in the Low Volume Custom objects from the Data Operation page: You can now add, view, edit, and delete existing records in a Low Volume custom object from the Data Operation page. Earlier, this page has been supported to manage records from the Company, Relationship, and High Volume custom objects only.

    To manage records from the Low Volume custom objects:
    1. Navigate to Administration > Data Operation.
    2. Select the required Low Volume custom object from the dropdown as shown below. You can now see all the records from the selected object.

You can now create new records, view, edit, and delete the existing records from this page. For detailed instructions, refer to the Data Operation article.

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  1. Major Functional and UI enhancements to the User Management page: User Management is an administration feature which allows an Admin to add and manage users in the Gainsight User object.

Gainsight’s User management is now enhanced to provide a better Admin experience by making functional and UI changes that make it easier to manage Gainsight users. 

Following are the major functional enhancements in the User Management page:

  • Avatars tab is now removed. You can now add users from an external system through Add Users > Add User from External Systems. You can now filter Gainsight users by selecting an External System (Ex: Slack, Salesforce, etc.) and Connection in the system directly from the Users tab and grant Sally access to the selected users. This enhancement helps Admins by reducing navigation time to add users from external systems and grant Sally access. To add users from an external system:
  1. Navigate to Administration > User Management.
  2. Select Add Users > Add User from External Systems.
  3. Select Connection Type, Ex: SLACK, SFDC, etc. from the dropdown.
  4. Select the required Connection from the dropdown.
  5. Select the required users.
  6. Click Load Users.

Note: While adding users from any channel, you should always adhere to Gainsight license entitlement numbers.
 

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  • You can now grant Sally access from the User Management Homepage to the users added from any Slack channel. To grant Sally access to Gainsight users:
  1. Select Slack and the required connection from the dropdown list in the Users page. This action loads all of the users added from the selected connection.
  2. Select the required users.
  3. Click Enable Sally Access from options in the top left of the page.
  4. Click Disable Sally Access from options to withdraw Sally access for the selected users.

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  • You can now send Welcome Email, Mark Users Active, Mark User Inactive for multiple users at once. To see this enhancement:
  1. Select the required users directly or filter Active users/Inactive users or users from a specific Connection (Ex: Slack, Salesforce, etc.) using dropdown at the top left of the page.
  2. Click one of the following options as required:
  • Send Welcome Email: To send Welcome Email to all the active users.
  • Make Users Active: To mark selected users as Active.
  • Make users Inactive: To mark selected users as Inactive.

Note: You can also perform the above actions for a single user as earlier.

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  • While editing a user record, you can now see all the standard fields from the User object in the left pane and all the custom fields on the right pane. You can edit the values in these fields as required. To see this enhancement, select Edit User from the options of a user record.

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  • While editing a user record, you can now see all the permission groups assigned to a user in a dropdown. Earlier, these permission groups have been shown in a table in the Permission List section.

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  • You can now select the number of user records that you want to display in a Users list page. You can select a number, either 25, 50, or 100, from the Show dropdown at the bottom right of the page. You can also select the page number to see user records in the respective page.

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Along with the functional enhancements, user interface of the User Management page is now fully enhanced to provide better user experience. For detailed information, refer the User Management article.

May 2019: 6.3 Release

Gainsight Data Management offers you the flexibility and full control over your object structure, schema and data within Gainsight. Create and edit all aspects of your data design through an administrative interface to continually develop your Gainsight schema with your evolving business.

  1. Introduction of String and Date Formula Functions: With this release, Gainsight now allows you to create calculated fields by using String and Date functions. You can find these functions on the Create Calculated Field window.

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You can create a calculated field by using the existing fields in that object, as arguments of the function. Apart from the existing fields, you can also use other applicable formula functions as arguments while building a formula field.

Business Use case:

String Function: If you have two custom fields called First Name and Last Name, you can merge them using the Concat function to create a Name field which stores the full name of the person.

Date Function: The Company object has a data field called Renewal Date which stores the renewal date for the customer. Generally, renewals which are due in the current quarter are given high priority. You can use the Date diff function to calculate the number of days left for renewal in the current quarter.  

A step by step procedure to implement the above two use cases is demonstrated in the Create Formula Fields section of the Gainsight Data Management article.

IMPORTANT:

  • In a string function, you can use any field with Data type Email, GS ID, Rich Text Area, SFDC ID, String, and URL.  
  • In a Date Function, you can use any field which has Data type, Date or Datetime.
  • To use a formula function in a custom field, you must ensure that the Data type of the custom field is same as the return type of the formula function. For example, the Date Diff function returns output in Number format. To use this function, your custom field must have data type as either Number, Percentage, or Currency. Substring function returns output in String format. You cannot use it if your custom field’s data type is currency or Date.

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  1. 18. Comm.png Ability to view and delete records from the custom objects from the Data Operation page: Data Operation is an Administration page that helps Admins view, edit, and delete existing records in the Gainsight standard objects, Company and Relationship.

    You can now view and delete records in the Custom MDA objects from the Data Operation page. Before upgrading Gainsight to V6.3, you could view and delete records in the custom MDA objects from the Data Management page only.

    To see this enhancement:
    1. Navigate to Administration > Data Operation.
    2. Select a custom object from the object drop-down list. You can now see custom MDA objects in the drop-down along with existing standard objects, Company and Relationship. You can now see all of the records from the custom object.

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  1. Select required fields of the custom object from the Column selector to see selected fields and the values stored in them for all the records.
  2. Select checkboxes against one or multiple records and click the Delete record icon to delete the corresponding records. You can also filter the records using Advance filters option and delete them.

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Note: You cannot add or edit records into custom objects now, but you can just view or delete them.

Remaining options in the Data Operation page work for the records from the custom objects as similar to the Standard objects. For more information, refer Data Operation.

  1. Deletion of Parent record identity in the Child record when Parent record is deleted:  Self-Lookup enables admins to lookup to the same standard object and fetch GSID of another record to the target field using derived mappings in the configuration of a data ingestion channel. Self Lookup functionality is used to create User - Manager hierarchies, ‘My team’ and ‘Portfolio view’ reports, etc. Example: You can populate values into the fields, Company::Parent Company and User::Manager using self lookup configuration. For more information, refer Self Lookup.

    Enhancement: If two records (parent and child) in an object are connected through self-lookup, for example, to show Company Hierarchy or Person Hierarchy in the C360 page, when the parent record is deleted, identity of this record in the child record is also deleted. This enhancement helps to create better hierarchical maps for Company, Person, etc.

    To experience this enhancement in the Company object from the Data Operation page, consider there are two records named ABC and XYZ in the Company object connected through Self-lookup. Parent Company field of the XYZ record is populated with GSID of the ABC record. If the ABC record is deleted, Parent Company field of the XYZ record becomes null as shown below:

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April 2019: 6.2 Release

Gainsight administrators can create and manage the Gainsight Objects in the Data Management page. As an analogy, a Gainsight Object and its field(s) can be thought of as a database table and its columns.

  1. Ability to Auto validate and Test Formula fields Previously, when you created a formula field, you had to manually click the VALIDATE button each time you made a change to the syntax. There was no provision for verifying the results of formula fields within GDM.

    However, with this release the VALIDATE button is removed from the UI. Formulas are now auto validated. If you enter a formula with the wrong syntax, you cannot save it. A TEST FORMULA button is introduced to verify the results of the formula by providing values.

To use this enhancement:

  1. Navigate to Administration > Operations > Data Management.

  2. Select the object on which you want to create formula field.

  3. Click ADD FIELD.

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  1. From the Data Type drop-down menu, select Number.

  2. Select the Calculated Field check box.

  3. Click CREATE FORMULA.

You will receive an error message while trying to auto save a formula with incorrect syntax.

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Use Test Formula function

  1. Select the operators, operands, and braces as shown in the below image to form a formula field and click SAVE. The following formula is used to calculate Lifetime value (LTV) of a customer.

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  1. Click TEST FORMULA to verify if the expression is evaluated correctly.

  2. Enter sample values in the fields and click TEST.

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