Local governments of all sizes play an important role in every country’s life. They act as a man-in-the-middle between national government and citizens, bringing government power closer to citizens. In this video, we demonstrate: linked tables, smart documents, report export.
Local governments of all sizes play an important role in every country’s life. They act as a man-in-the-middle between national government and citizens, bringing government power closer to citizens. While doing so, local governments also need to follow rules about what data to store and publish. Wherever some data occur, there is almost always a space for improvement in efficiency and today we will show you how to use Lumeer’s Smart document view to easily create an invitation for local government meeting that will prevent data copying and duplication, thus saving members’ time spent on administration. However, Smart document concept is very general and so can be useful for a wide variety of tasks from many fields.
Let’s start with creating a collection named Meetings, as we want to store data about meetings there. In Lumeer, collection is a set of records with the same structure – similar as file or table.
After clicking on collection icon, we see it as a table and we add all columns that are required to be stored. Each row in a table represents one meeting.
The next meeting is going to be held on January 3th and we are now going to prepare an invitation for it. We choose a row with the meeting – we could of course choose multiple rows and work with them at once, but right now, we want only that one row. Then we switch to Smart document view.
We see the basis for our document: information from the row is displayed in finer detail. By hovering over the document, we display controls that allow us to edit existing text or add more sections before and after the block with row detail.
Let’s add a document header – this is done in a way we are used to from any other text editor.
When we move away the cursor, the editor toolbar disappears and we have just the plain and clean document.
Now, we would like to edit the text with invitation details. Again, we hover over that part of document and click on editor icon so that the editor is displayed. The values from the original table are highlighted in green, the rest is just ordinary text that we can edit.
Let’s modify the detail to a more “human friendly” form. We can see that there is still the date of the meeting from the original table row, however, we have accidentally deleted the time field. Nevermind, we can easily add it back with a single click.
We also need to add meeting agenda. As the information about meetings needs to be archived, we won’t just write it into the document. Instead, we will create a new linked collection with meetings agenda and immediately use in our document. This is Lumeer’s power – it allows you to create new data while working with them at the same time.
Every table starts from one cell, so Lumeer displays one cell as a starting point for our new empty collection.
We set name, color, icon and column headers for the new collection and add some rows.
We would like to see it a more natural form than in the table, so we choose detail view from context menu.
Now we would like to edit the formatting of agenda items. Because all agenda items are in the same collection (they are rows in the same table), the same style is applied to all of them at once automatically. Again, data from the table rows are highlighted in green.
Everything looks good and we can add a footer the same way as we added header before. Our meeting invitation is now ready and includes all information required by law. We will also save this perspective as “Meeting 3.1.2018 – Invitation”, so we can reuse it in future.
That was it! With Lumeer’s help, we have created nice document with invitation (that can be of course exported and printed) and inserted new data into appropriate table at the same time, so there is no need to copy and duplicate them between multiple sources. Lumeer is one place to store and use your data, because no matter if you are from private or public sector, we want you to work with your data effortlessly and efficiently. Don’t forget to checkout more posts about how to add resolutions and discussion to the invitation document, effectively search and publish resolutions or reuse the document for the next meeting.
When we post a wonderful job offer, chances are that there will be many candidates applying – with the perfect one amongst them, we just don’t know who it is. Of course we want to contact him, but with so many candidates, an accidental error could happen and we wouldn‘t send everyone an invitation to interview. Lumeer will help us to add two more layers of protection against such an error.
Firstly, in table view, we want to highlight candidates that applied in, let’s say, last three days. This is done by adding a formatting rule on column with date of application. It says that when the date is older than three days, then the cell is coloured red and it’s easier to spot that row.
Also, there are other column settings: constraints, which determine type and format of data in the columns, and notifications, which we’ll explore later in the article.
The resulting table looks like following:
Secondly, we also want to get a notification which reminds us about applications that are more than two days old. Let’s set that notification to be send to Slack associated with our account. We can also add custom note so it is clear to everyone in Slack channel why the notification was sent.
And this is how it looks like when the notification is received in Slack:
That was just one example of how Lumeer can do for you in HR. Others include creating comprehensive overview of postings and candidates and displaying it in calendar or map view. There is much more that Lumeer can help you with, so your work is more efficient. If you were to choose one feature that would help you most, which would it be? Let us know via email or comments!
Although we’ve already seen how to apply aggregate functions (e.g. sum, average) on all salaries in a post about creating an overview of job postings, now we’re going to dig into even more details by using Lumeer’s pivot table view.
You may already be familiar with pivot table from Excel or other tools. The main feature which makes it different from classical table is that it’s not collection of records (rows). Instead, it summarizes information from that classical table and does it by calculating values of aggregation functions in every cell. Probably the best way to understand the idea of pivot table is to see an example, and we’ll show you one in a moment.
We start with a table showing job postings and hiring manager linked to them (we have already learned how to create such a table). Let’s switch the view from table to pivot table.
A window with pivot table settings shows up. Lumeer automatically adjust those settings for you based on available information – the first table (Postings) forms the rows, the second (Employees) forms the columns. Features of classical tables, such as sorting or filtering, are present in pivot table, too. The question we are going to answer is: “How much money is needed for salaries for each job posting title linked to each hiring manager?”
Without much effort, we have a beautiful pivot table! Rows are grouped by job titles, columns are grouped by hiring managers and the actual values displayed in table cells are aggregations, in our case sums and counts of salaries. What’s more, total values for every column and every row are also displayed, because we checked Show totals option in the settings.
Pivot table is useful in many situations and displaying summarisation of salaries is just one of them. However, there are also other views of data which may come handy to you. Have a look at calendar or map view and see how you can quickly view and manipulate your data with Lumeer.
We have already showed how to display data in calendar, but what if besides time dimension, our data also have space dimension?
Working with addresses can be pretty tough because they have a complex structure (most often street and its number, town and ZIP code), but can be written in many different formats. However, if we want addresses to be easily searchable and maintainable, our system has to know meaning of each part of address string. We can start typing addresses into the table and Lumeer will give us suggestions from which we will choose. This saves us time because we don’t have to type so much, but there’s one more benefit: as Lumeer gave us the suggestion, he knows exactly the semantics of whole address string and can tell which part is street, town etc. which will be useful for visualization on a map.
With address column in the table, we can easily display its rows on the map by switching the perspective:
Now we see the candidates displayed on a map. By clicking on their icon, a detail of candidate is displayed under the map.
Let’s switch back to table perspective for a while and add linked collection with job postings to the view.
After switching to map perspective again, we see under the map that it displays candidates and postings linked to them.
If we zoom out the map, candidate icons that are close to each other start to aggregate into bigger icons with a count written inside the icon.
However, the icons on the map can display even more detail. For example, we want to know how many candidates in each town are applying for each posting. This can be easily achieved by clicking on Job Title attribute, which groups candidates by the attribute.
That was again easy and painless, as everything you try to accomplish with Lumeer. Its graphical views and visualizations provide you with a lot of insights, and along with that, you can still use good old pivot table to perform aggregations and calculations.