Exercise 2: Enter Data in a Smart View Form
In this exercise, you will enter data into a Smart View form and make edits. You should have the Account Entity form open from Exercise 1. If you don’t have it open, refer back to Exercise 1 and open that form.
For the training, you should be working in the Training environment. If you have switched back to Production since Exercise 1, you’ll need to disconnect from the server and return to Training. To disconnect, go to the Panel and click the drop-down arrow next to the house button and click on Disconnect All.
To connect to Training:
- Go to the Smart View ribbon and select the Options button.
- From the left panel, select Advanced.
- Shared Connections URL: https://calpln-rptportal-training.berkeley.edu/workspace/SmartViewProviders
Exercise
1. To create more space to view the form, close the Panel by selecting the X in the upper-right corner.
2. Navigate to Non-Comp Expenses by clicking the AIF - Non-Comp Expense tab at the bottom of the window.
3. Select a cell with a light yellow background that you would like to modify. It can be blank or have a value.
4. Type the new value in the cell and press [Enter] or move to another cell. Notice that the background color changes to dark yellow.
5. Select the Submit Data button to save this change to the CalPlan database. You can find a Submit Data button on both the Smart View and Planning ribbons; either one will work.
6. In this next step, you will paste a range of data into the form.
- Identify one or more rows and columns of data that you would like to update.
- Open a new Excel sheet and type in the data you’d like to paste into your plan.
- Copy the data using the keyboard, the mouse, or the Copy button on the Excel ribbon.
7. Go to the Account Intersection Form and click on the first cell in the range where you want to paste. Paste the data.
8. Select the Submit Data button to save these changes to the database. Note that the background color changed back to light yellow.
9. Use Excel commands to change the way you view the form online. You can:
• Change column widths
• Hide or unhide columns
• Zoom in or out
• Freeze panes
10. It is possible to use Excel’s filtering function, but not from the Data menu or Filter button
• Select a DeptID in the form and right-click
• Select Filter from the quick menu
• Select Filter by Selected Cell’s value
11. To remove the filter:
• Select the Filter button at the top of the DeptID column to open the Filter menu
• Select Clear Filter From "Column B"
12. Occasionally you will have plan data to enter for an intersection that does not exist in the form. In this case, you’ll need to add an intersection. Find a DeptID that does not have a row for 550XX – General Supplies, Unrestricted, C1 - COVD19 and right-click.
13. Select Smart View from the quick menu and then select Add Intersection by Non-Comp Expense.
14. In the Launch Business Rule dialog box, review the Fund, Account, and Entity to be sure they are what you want. Change the member if needed.
15. Click the Member Selection button for Chart1
16. Type C1 – COVD19 in the text box. To execute the search, you canpress [Enter] or select the flashlight button to the right of the text box.
17. Check the box for C1 – COVD19 – To track costs of Coronavirus
18. Select the right arrow to move the member to the selection pane, and select OK.
19. CalPlan runs the rule to create the intersection and displays the form with the newly added intersection.
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