How do I create a shared dataset in Cloud Reporting?

In Bold Reports^® Cloud, you can create and store a dataset on the Report Server and use it in multiple reports. When you create or upload a dataset to the Report Server, it becomes a shared dataset and appears on the Datasets page. A shared dataset must be based on a shared data source.

Datasets are accessible to users based on their permissions. You can create, edit, update, and delete datasets, and manage their sharing permissions. The following image shows the options available to manage datasets.

How to create a shared dataset

You create a shared dataset from the + menu or from the Datasets page, and you need the Create All Datasets permission.

Steps to create a dataset

You can create a dataset in two ways:

1. Add dataset from + icon.
2. Add dataset from Dataset listing page.

Add Dataset from Menu

• Click the + button in the left-side menu and select Create Dataset.

Add dataset from Dataset listing page

• Select Dataset in the left-side panel, and then click Create Dataset. If the list is empty, click Create my first Dataset instead.

• In the dialog, choose whether to create the dataset from a new data source or an existing data source.

  

• To use a new data source, see creating dataset from new datasource

Create dataset from existing datasource

To create a dataset using an existing data source, follow these steps:

1. Select use existing datasource.

2. Select the data source from the list, and then click Connect.

3. Enter the name and description of the dataset, and then click Proceed to Query Designer.

Read Write Delete permission for that Specific Dataset will be added for the user who created the dataset.

How to upload a dataset

You upload a shared dataset as an .rsd file by selecting Upload Dataset from the + menu.

1. Click the + button in the left-side menu, select Upload Dataset, and then select Dataset.

2. Enter the name and description of the dataset.

3. Click Browse and select the .rsd file to upload.

4. Select the DataSource. In the select data source dialog, you can either select a data source that is already available in the Report Server or create a new one.

5. Click Save. The dataset is uploaded and displayed in the list:

   Read Write Delete permission for that Specific Dataset will be added for the user who created the dataset.

How to create a report with a dataset

To create a report from a shared dataset, click the Actions button in the dataset grid context menu and select Create Reports.

Create report part with dataset

To create a report part from a dataset, click the Actions button in the dataset grid context menu and select Create Report Part.

How to download a dataset

You download a shared dataset as an .rsd file: click the Actions button in the dataset grid context menu and select Download Dataset.

How to edit a dataset

To edit a shared dataset, click the Actions button in the dataset grid context menu and select Edit Dataset.

How to change the data source of a dataset

You can change the data source of a dataset and add a new dataset.

Steps to change data source

1. Click the Actions button in the dataset grid context menu and select Change data source.

2. Enter the name of the dataset.

3. Select the Overwrite check box to overwrite the existing dataset.

4. Select the data source in Select Data Source, and then click Save to add a new dataset with the selected data source.

   

How to view dataset version history

Versions and file logs are kept for every change to a dataset. To view them, click the Actions button in the grid context menu and select Version History.

Versions

For each change in the .rsd file, a new version will be created. All versions can be individually opened.

File logs

The file logs list each change to the dataset with the event, the user, and the date.

Info

1. Click the Actions menu button in the Dataset grid context menu and select Info.

2. The Dataset info action provides information about the Dataset Id, Created by, Created on, Last modified by, Last modified on, and Linked Reports.

3. Click Show to view the linked reports.

Edit dataset as XML

The XML editor provides a user-friendly interface for you to make necessary modifications to the dataset in the Report Server. This means you can make necessary changes to the dataset without downloading it and using a separate text editor.

1. Click the Actions button in the dataset grid context menu and select Edit As XML.

2. The respective dataset will be opened in a new tab as XML, allowing you to make modifications, and you can save the edited dataset by publishing it from the XML editor.

How to update a dataset

You update a shared dataset by selecting Update Dataset from the Actions menu in the dataset grid.

1. Click the Actions button in the dataset grid context menu and select Update Dataset.

2. Enter the name and description of the dataset.

3. Click Update.

How to delete a dataset

You can delete a dataset from the Report Server when you no longer need it, as long as no report uses it.

Click the Actions button in the dataset grid context menu and select Delete.

Dataset cannot be deleted if any report uses it.

Frequently asked questions

Can a shared dataset use a data source that is embedded in a report?

No. A shared dataset must be based on a shared data source stored on the Report Server. Create the shared data source first, or select an existing one.

What permission do I need to create a dataset?

You need the Create All Datasets permission. The user who creates or uploads a dataset gets Read, Write, and Delete permissions for that dataset.

Which file format does a shared dataset use?

Shared datasets are uploaded and downloaded as .rsd files. Use Upload Dataset to add one and Download Dataset in the Actions menu to save one.

Why can’t I delete a dataset?

A dataset cannot be deleted while a report uses it. Open Info from the Actions menu to see the linked reports, update them, and then delete the dataset.

REST API Reference

The following table lists the available APIs related to datasets in Cloud Reporting.

Related pages

• Data sources management
• Report parts
• Create a report
• Manage permissions