Everything You Need to Know About Customizing CarePortal Data Tables

Overview

This article walks church, champions, and requesting agency leaders through how how to make the available data in your dashboard work for you.

Let's start with the basics: what is a "data table"?

Most of the pages in a CarePortal account are built to contain a list of information, or "data table", that needs to be managed or easily-accessed by network partners. Examples of these pages that are really just a holding place for a specific data table are: Requests, Church Needs, Response Teams, Responders, etc.

Included in This Article

• Understanding Your Table Options
• Building a Custom View
• Modifying a Custom View
• Managing Your Saved Views
• Going Deeper with Filters
• Training Insights (Video)

Understanding Your Table Options

We'll dive into more how-to's later in the article, but consider this your cheat sheet for remembering which icons do what.

• Save view : Once you've added customizations to a table, this button will allow you to save it for future use, and even decide whether it should be included in your favorites bar. 

• View manager : This button provides quick access to all your saved views, whether they are preset or custom-made. From this manager, you can apply, delete, replace, reorder, and manage your favorite views.

• Filters : Use this section to add, remove, or modify filters used in your current view. You can keep it simple or get as detailed as you need by using a combination of "and" filters (table results must satisfy all criteria), as well as "or" filters (table results must satisfy at least one of two or more sets of criteria). You'll learn more about this below.

• Columns : Click this button to customize the columns displayed in the table. You can add, remove, or reorder columns as desired.

Additional Options

• Sort columns: Each column included in your current view will give you the option of sorting the entire table by the data of that column (alphabetical or numerical order). By clicking on the caret next to the column name , the data order will change to be more organized in the way you need it.
• Export: This button (shown below) will let you download a spreadsheet that includes only the data included in your current view, including additional pages not currently visible. For example, if a view includes 10 pages of results, and you're only showing the first page on your screen, exporting will include the data from all 10 pages in the downloaded spreadsheet.
  
• View Totals: Most of the categories included in this pop-up window (button shown below) are hyperlinked to a pre-saved view, which you'll notice in your View Manager as well. You can use either way to get to the best starting point for the data you need.
  

Building a Custom View

When you arrive at any table in CarePortal, you'll be greeted with a Default view already applied. To see what filters this default view contains, see the 'Active Filters' section below the favorites bar or click on the 'Filters' icon on the right. In addition to the Default View, we've created several other helpful views. Some have been added to your favorites and appear at the top of the table with the default view, while others are accessible through the view manager button. Here, you can also add or remove views from your favorites.

If you're at a table, chances are you already have something you want to see in mind. These pre-created views should provide a good baseline for finding a lot of the data you'll want to see. When you need to get more specific, you can build a custom view by following these steps:

1. Choose the best pre-saved starting point
   Pre-saved views can be found on your favorites bar, your 'View manager' , or the View Totals menu
2. Add or hide columns (optional)
   Using the 'Columns' button, click the eyeball icon next to each option to add or hide the columns the view includes.
   Note: You can also rearrange the column order by clicking the button at the top of the 'Visible' list, then dragging and dropping the columns into the order you'd like them displayed in
3. Add extra filters (optional)
   Using the 'Filters' button , you can add "and" or "or" filter criteria to select a more precise list of information
4. Choose the column to sort the table rows by (optional)
   Using the caret next to the column name , decide which column you want to dictate the order of the rows by
5. Save your custom view
   Using the 'Save view' button , save your view with a custom name and decide whether you'd like it to be included on your favorites bar, or only found within your 'View manager'

Modifying a Custom View

Edit a Custom View Name

To edit the name of a custom view, go to the 'View manager' and click the three dots next to the view you want to change. Click the 'Edit view' option and change the name of the view in the text field. When finished, click the 'Save changes' button at the bottom of the menu.

Rearrange Custom Views Order

To change the order of how your saved views are listed, either on your favorites bar or in your 'View manager' menu, open the 'View manager' and click the button in the top right of any of the saved lists shown in the manager. This will allow you to now drag and drop any of the views in that particular list into your desired order. See the screen recording below for a demonstration.

Improve or Change Criteria on a Custom View

If you want to improve or change the criteria used for a custom view, follow these simple steps:

1. Select the view as your "starting point"
2. Repeat steps 2-4 above to make your changes
3. Navigate to the 'View manager', click the three dots next to the custom view you're changing, and select 'Replace view' 

Managing Your Saved Views

You have the option to add or remove any individual view you see in your 'View manager' to and from your favorites bar at the top of the data table to ensure what you have the easiest access to is the most relevant information possible for you. Add or Remove a Pre-Saved View to Favorites Note: Pre-saved views cannot be deleted, however they can be removed from the favorites bar Click the three dots next to the view name Select 'Add to favorites' or 'Remove from favorites' Add or Remove a Custom View to Favorites Click the three dots next to the view name To add to favorites, click the 'Edit view' option and activate the toggle on the edit menu To remove from favorites, click the 'Remove from favorites' option Rearrange the Order of Saved Views Click the button at the top of any list of saved views Drag and drop the views from that list into the order you want Click the checkmark (where the button was) to finish

Going Deeper with Filters

In most cases, the filters built into each of the pre-saved views will be sufficient for what most CarePortal users need. But there may be occasional circumstances where more specific criteria is needed. For example, the desire to view only:

• Met Requests
• With a Purpose Statement of Helping to Make a Kinship Placement

		To customize this criteria, the following steps are necessary, which correspond to the steps listed in the Build a Custom View section above: Identify the 'Met Requests' pre-saved view as the best starting point Navigate to the 'Filters' menu and click the 'Add filter' button that is above the "or" line (this will make the filter being added an additional criteria that must be true along with the additional criteria above; see the description below to learn more about adding a filter under the "or" line.) Select 'Purpose Statement' from the dropdown list Confirm the criteria descriptor is the most appropriate option (for example, in this case, it would be best to leave this as "is") Select "Help Make a Kinship Placement" from the dropdown final menu Immediately, you'll notice the data table results will update to include only the churches that match this specific criteria.
You are welcome to explore your available options for these filters, especially when it comes to selecting value ranges. Some examples might include pulling only the requests that were met in a specific quarter, or requests that served at least 10 kids through CarePortal.  Adding Filters Below the "or" Line Occasionally, you may need to identify a list that includes two different sets of criteria. For example, Met Requests with the the Purpose Statement of "Helped Make a Kinship Placement" or Met Requests with the Purpose Statement of "Helped Preserve a Kinship Placement."  In this case, an additional pair of filters would need to be added under the "or" line (with the first pair already applied above), that calls for Met Requests with the additional "Purpose Statement". (see screenshot) Note: Filters below the "or" line do not combine with any options shown above the line. The sky is the limit with these filter options! And the best part about it is that you can back out and start over at any point by clicking the 'Reset' button, or navigating to one of your pre-saved views to start over.

Training Insights (Video)