Top 3 Signs That You Need an Online Database

• You are emailing a spreadsheet around to your colleagues or suppliers.  The problem is that it is instantly out of date.  And your colleagues are emailing YOU with changes you should make.
• Your information is in more than one place—often in multiple email inboxes and on more than one computer
• Staff productivity is declining, deadlines are being missed, and customer complaints are on the rise.  You yourself spent all morning trying to find out whether or not an issue was resolved, or a prospective customer was called, or a specific task had been completed.  Oh by the way, who completed that task?  And…where is the document they drafted to wrap it up?

 

If any of these sound familiar to you, it is time for you to consider switching to an online database.  Switching to an online database will provide a single source of up-to-date information to your dispersed team.   It will help you manage your projects, store your information, and provide a central hub for communication. The headaches of managing various data among today’s far-flung groups can be detrimental to the success of a team, organization, or collection thereof. 

How will an online database help you?

1. Keep your information stored in one secure place.  Using an online database to store your important data and files will relieve you of the hassle of having to worry which computer your information is on, what email that specific attachment is in, and then what if your computer crashes?  Exactly—that is scary to think about.  An online database will give you a common storage warehouse for all of your data and files.
2. Increase productivity, meet your deadlines, and put an end to user complaints.  If you are going through the hassle of managing all of your data and documents, imagine the hassle your team members are going through, too!  Not only do you all have to worry about your task status, and where your documents and emails are, but you have to worry about everyone else’s, too.  With the project management feature of an online database, it is easy to track progress, meet deadlines, and streamline communications—ultimately increasing user satisfaction. 
3. Use your time efficiently.  The time it took you to make the phone call, take the trip down the hall, or write the email in search of an update as to whether or not something was done, is limited and valuable.  Reduce your need to spend time reaching multiple contacts…just to spend more time waiting for your answers.  With an online database it is easy to tell whether something has been completed, by whom, and to whom it was sent. 

GroveSite offers Online Collaboration, Database, and Project Management tools, all integrated in a single "All-In-One" web platform.  GroveSite is affordable, easy to use, and quick to deploy -- making it a great solution to your business and team needs.  Customer support, including help getting started, is free and excellent.  If you’re ready to get your feet wet, you can request a free trial here. 

 

Updated Online Database Field Type: Currency

 

You now have the option of using the currency field type within your online database and having it automatically format the data in USD format.  You can choose the currency field type from within the Full Database Editor or the Database QuickStart method.  

If you want to edit an existing numeric field within your online database and convert it to a currency field, you will use the full database editor to edit your database.  Edit the field options by clicking on the field hyperlink.  You will then see a radio button list of where to select Currency.  

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If you are creating a database from scratch using the Database QuickStart method, add the field name and select Currency as your field type.  

 

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Once your field is updated and saved, you will see the formatting display in your database.  

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Now that you can add Grouping to Your Online Database Views and can add Subtotals, Grand Totals, and Other Aggregate Functions in Your Online Database Views, you can create views and totals around your currency fields.  In the example below we have the data grouped by Client and have included subtotals.  

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As always, please feel free to contact us with any questions!  We are always more than happy to speak with you.  If you don't have a GroveSite and want to get started, get started for free here.  

What to Look for in Online Collaboration Tools

You’re ready to enter the world of online collaboration for your company or organization but now you are faced with a plethora of options.  What should you be looking for in your collaboration software provider? 

• A Full Suite of Online Collaboration Tools.   Need to manage and share documents?  Manage projects?  Track issues? Create and share online databases?   Build a wiki-easy knowledge center?   Offer discussion forums?  View member directories?  See it all in one Dashboard?  
  
  Too many companies we've talked to are using a different online tool for each of these.   GroveSite's 'All-in-One" SaaS has all of these and more, integrated in one easy platform.
  
  
• Easy to Implement.  If implementation is not made easy, it will not be implemented.  This is one of the main reasons people choose to go with a Software-as-a-Service (SaaS) vendor to host their collaborative efforts.  Make sure you evaluate how long the SaaS vendor has offered their service, who their customers are, and how long their customer relationships last.  
  
  GroveSite has customer relationships dating back to our first year of business in 2002.  GroveSite is easy to implement so you can be working with your team online in just minutes.  
   
• Secure.  What would be the point of using collaboration software if you cannot control how and with who the information is shared?  Be sure to consider how secure a vendor is.  Is the information in your control until you deem it otherwise?  How much control do you have over access rights?
  
  GroveSite's secure, online collaboration workspaces allow fully controlled login access in a secure, hosted environment with the option of using SSL.  You can determine who has access to what pages, and what permissions each user has. 
   
• Easy to Use.  If the collaboration software is not easy to use, chances are, it will not get used.  In order for you to fully benefit from a hosted collaboration suite, your partners, vendors, customers, suppliers, and customers alike must participate.  Make sure the software is easy to use and will not leave people feeling frustrated. 
  
  GroveSite's online collaboration workspace is user friendly and wiki-easy; no coding necessary.  We offer a series of training videos and are always open to help users when they need it.  
   
• Excellent Customer Support.  Even if it is easy to use, questions will arise.  Make sure that your collaboration software provider has a robust and caring support team so that people feel comfortable contacting them with questions. 
  
  Our customer care support team is here to provide exceptional support every step of the way.  Whether via  phone, via email, or via feedback forms, we are sure to get back to you in a timely fashion.    

Get your team’s information up and running in minutes on GroveSite.  With our secure and easy to use software paralleled with exceptional customer support, it won’t take long for you to fall in love with GroveSite.  Take a few minutes to learn more about GroveSite and sign up for your free trial.  

 

If Spreadsheets Just Won't Cut It, What Will?

As enterprise software vendor INNOTAS wrote  “spreadsheets no longer cut it”. 

“In an age of tight budgets and global competition, businesses need IT to do more than complete on time, on budget and with the required functionality. They need IT to become a true business partner, ensuring ...... the best use of limited budgets to meet the most critical business needs.”   ("IT at the Speed of Business," INNOTAS.)

IT, though important, is not the only department that needs to work smarter, with accountability and transparency.  Everyone in your organization does.  So why waste time emailing spreadsheets and other documents around that are almost instantly out of the date from the moment you hit send when you can be using online tools to help meet deadlines efficiently? 

• Why not turn your spreadsheet into a collaborative database that can be hosted online and that all, or some, of your members can access and update? 
• Why not store your company documents in a secure online file library, providing easy access to the latest documents? 
• Why not use a super-easy online project management tool to track tasks and provide instant status and updates to all members?
• And why not eliminate those long email threads by adding targeted postings within your online tasks or web databases? 

Better yet, why not combine all of these into one easy to use, easy to access, and easy to manage secure cloud workspace? 

GroveSite’s all-in-one collaboration, project management, and online database suite makes it easy to get online and running in just minutes.  If you already have an account and want to learn more about features you are not using, please contact us!  We are always happy to answer questions. Here are some how-to videos on creating your online database.

If you don’t have GroveSite account yet, sign up for a free trial and get started today! 

Add Subtotals, Grand Totals and Other Aggregate Functions in Your Online Database Views

If you haven't read it yet, review this post:  Add Grouping to your Online Database Views. In addition to being able to organize your records into groups, you can also define Group Subtotals, Grand Totals and other aggregate functions!  Aggregate functions are simply a quick way to include real-time calculations such as Sum, Min, Max, Average and Count to your Custom Online Database View.  When you add aggregates to a custom view that also includes Grouping, you are able to define both Subtotals by Group and Grand Totals at the bottom of your View.  

To get started defining aggregate functions within your online database views, you will want to access the appropriate custom view inside the GroveSite Database Editor.  From there, you should see toward the bottom of the screen a section for Aggregate Functions.  

In the field name drop down you will notice that only the numeric fields within your database will be listed.  In the function dropdown you have the choice between sum, min, max, and average.  

You then have the choice as to whether you want the aggregate function to be shown within the subtotal, the grand total, or both.   In the image below, we have defined a Sum of Purchase Price to be shown in the Grand Total.  Notice that there is only one Grand Total for the Purchase Price, even though there are two groups shown.  

In the image below, we have defined a Max of Current Price to be shown in the Subtotal.  Note that there is a Max for Current Price in the Subtotal for each group and there is no Grand Total at the bottom.  

In the image below, we have defined a Sum of Purchase Price to be shown in both the Subtotal and the Grand Total, and the Max of Current Price to be shown in the Subtotal.  Notice that there is a Subtotal for each of the two groups' Sum Purchase Price in addition to a Grand Total for both of the groups' Purchase Price.  

Remember that from within any view you have the option to "Open in Excel".  This allows for extremely clean looking database reports -- and they include your defined groups and aggregates!  Ready to get started?  Sign in and start editing your custom views to include groups and aggregates!  Don't have a GroveSite Online Database yet?  Request a free trial!  As always, please contact us with any additional questions.

Add Grouping to Your Online Database Views

Adding Grouping  to your online database views allows you to organize records into groups. Each group of records displays on your screen with a Group Header Title and may also include Subtotals such as Sum, Average and so forth. The views become instant "reports" online for quick decision making. If you need a hardcopy report, you can use GroveSite's Open In Excel capability for easy printing.

Let’s say you have created a technology assets online database using GroveSite.  You want to be able to see the entries in your database grouped by category.  

 

This can easily be done in your online database using GroveSite's Grouping, or Group By, capability.  All you need to do is add a Group By definition in a custom view within the GroveSite Database Editor.    (Note that you can group by up to three fields within your data set.)  

 

When that custom view displays on your screen, you will see all of your assets grouped by their category.  In the example below, we created a custom view named Category, and Grouped By one field, Category.   

 

Once you have grouping, learn how to add Subtotals, Grand Totals,and other aggregate functions to your online database views!

Ready to get started?  Read step-by-step instructions on how to add Grouping to your online database views on our Help Desk.  Don't have a GroveSite Online Database yet?  Request a free trial!    As always, please contact us with any additional questions.

Open in Excel: Online Relational Database Reports Made Easy in GroveSite

GroveSite recently added a new feature available on any of our online database pages.  Whether using a flat online database or a relational online database, the Open in Excel feature allows you to quickly create clean looking reports.  The biggest addition with this feature is that you can export the information in your relational database and be able to see both the parent records and the child records in one report.  This online database report will capture:

• Data from the expanded child records for each parent record within your online database
• Quick Column Search results in your online database
• Custom views of your online database

Don't have your database in the cloud yet?  Easily and quickly create your online database with a free trial of GroveSite.

 

Using the Open in Excel Feature: 

From within any online database page, click on Open in Excel located next to the current view drop down.  

Parent-Child Relational Database in GroveSite:

As long as your relational database records are expanded, the Open in Excel report will capture the relationship and any information that is included in your child records.  

Parent-Child Relational Database using Open in Excel:

 

Quick Column Search within Online Database on GroveSite:

You can also export the Quick Column Search results to View in Excel.  Note that we used the Quick Column Search to find requests that had CRM System as their functional area.  Once the data in our online database was filtered, we selected View in Excel and the filtered results were exported into a report.  

Quick Column Search for Online Database using Open in Excel:

 

The Open in Excel feature also works with any predefined or custom view of your online database.  Whatever is shown on your screen will quickly and neatly export to Excel in a clean, easy-to-view report.  

 

GroveSite Online Database: Using the Quick Column Search

The Quick Column Search capability can be found on any of your online database pages within your GroveSite.  The Quick Column Search capability makes it extremely simple to search any size database for entries containing certain data and values.    

• For any column, type a text string like ABC to find content in your database that begins with ABC.
• Include a percent symbol, such as %ABC, to find content in your database that contains ABC.

You can also use a combination of both search functions mentioned above within your online databases.  For example, say in one column you want to filter by priority status.  In the example below, we entered a 2 in the Priority Quick Column Search area.  Everything in that column that begins with 2 will display.  Then say you want to search those that have a Priority beginning with 2 and a summary that contains “account”.  In the Summary Quick Column Search area you can enter %account so that records with the specified Priority and Summary search information will display. 

 

 

You can visit the help desk page to read more about using the Quick Column Search function in your GroveSite Online Database.   

 If you want to learn more about GroveSite’s Online Database capabilities you can access an overview of Custom Online Databases here.  Don’t have a GroveSite account but think you’re ready to give it a try?  Click here for a free trial and get your team working smarter online in just minutes.  Feel free to contact us with any additional questions.  

GroveSite Online Database: Try Creating DB Lookup Table Relationships

Within your GroveSite online workspace, you can create different types of relationships within your online databases: Parent-Child relationships and Lookup Table relationships.  

 

WHAT IS A LOOKUP TABLE RELATIONSHIP?

Having a Lookup Table database relationship means that you have a Lookup Table, which contains data that will be used to populate a field within separate, main database tables.  Once you define a link between your Lookup Table(s) and your main table(s), the data listed in the Lookup Table can be used to populate fields within the main database table(s).  

 

HOW CAN A TABLE LOOKUP RELATIONSHIP BE USED?

An example of how a lookup relationship can be used is within an asset database.  Say you need to keep track of your asset inventory for your balance sheet.  Below, we have created an assets database.  In the screens that follow you can see that we made the “equipment type” field and the “location” field lookup relation field types.  This creates the link so that the data used to populate these fields is being pulled from separate Lookup Tables.  



 

For both of the lookup relation fields, Equipment Type and Location, we determined the source Lookup Table the database should use to get valid data options for the field.  

 

After you define your fields you can add your tables to your site and set the linking relationships.  Since GroveSite enables you to build lots of different sites, for different teams and purposes, you must tell the system the site and page where this particular Lookup Table resides.

Once the tables are added and populated on your site, within your main database table you can select [Add a New….] and you will see the lookup fields populated with the entries from your Lookup Table(s). 

EQUIPMENT: LOOKUP TABLE

 

LOCATIONS:  LOOKUP TABLE

ASSETS: MAIN DATABASE TABLE

If you are interested in learning more about how you can utilize the Table Lookup Relationship in your online database, take a few minutes to watch this step by step training video on how to create a Table Lookup Relationship within your own GroveSite workspace. 

You can also visit the help desk for step by step text instructions on how to create and incorporate the Table Lookup Relationship functionality to your online workspace.  In addition, you can find instructions on how to create and define Parent-Child Relationships. 

GroveSite Launches New Site Archive Features

GroveSite is proud to announce the new features of the Archive Site utility for its online collaboration software.  The Archive Site utility creates a static, non-editable, downloadable snapshot of your workspace so that you are able to save the information and individual files from your collaboration site.  Each page within an archive is recorded in its most expanded form so you are able to view as much information as possible. 

Previously, in order to archive a site you had to submit a request for an archive then leave the screen open until the archive was complete.  Only then could you download the files for the archive.  Well, that’s great—but what about the gigantic sites that don’t exactly archive in five minutes?  We understand that time could have been lost staring at the screen waiting for an archive to process.  That is why we decided to revamp it! 

 

THE CHANGES

With the updates to the Archive Site utility, you are now able to request an archive and then leave the page!  Actually, that is encouraged.  The biggest changes to the feature include:

1. Being able to leave the site and have the site archive
2. Email notification when ready
3. Log kept of all recent archives

 

1: The Archive Site utility will now run in the background.  This means you can request a site archive, or two, or three before you leave for a meeting, step out for lunch, or even leave the office.  Whether you remain on the archive screen, navigate away, or sign out of GroveSite completely, your archive will still be gathering.  

2: You will receive an email notification when your archive is ready for download. You can now Login > Org Admin > Archive Site and  see your archived site and a list of ZIP files ready to download.   Click to Download each zip file to your PC, then extract each one, then click on the '.htm' file to view -- this last part has not changed.

3: There will be a log kept of all recent archives for up to seven days.  Instead of archiving the site one at a time, you are now able to send multiple requests.  Along with this comes the ability to see your requests in an archive log located under Org Admin > Archive Site.  

 

Please visit the GroveSite Help Desk page on Archiving Sites for more information and directions on how to archive.  You may also watch our How To Training Video: Archiving a Site.