Who can use this capability
You need to be a licensed user to access Smartsheet Control Center.
Control Center Global Updates: Dashboards
Make changes to your dashboard templates and roll changes out across all existing projects.
Use Global Updates when you have made the following changes to a dashboard template:
- Updated colors or branding on the dashboard
- Revisions to dashboard widgets
- Widget layout
- New or deleted widgets
Global Updates don't apply to title widgets that link to Smartsheet items. You need to edit the individual dashboard to implement this change.
How to use Global Updates: Dashboards
Global Updates rebuilds your entire dashboard and relinks widgets to the reports and sheets every time you run an update. Changes aren't reversible, so run the update on one project and check the results before you run it on all your projects.
Update the dashboard template
In Smartsheet, go to the blueprint source folder and make your changes directly to the dashboard template.
- Modify existing widgets
- Add new widgets
- Remove existing widgets
- Update widget layout
Create a Global Update in Control Center
- In Control Center, select the program you want to work with.
- At the top of the screen, select Manage Program and then select Global Updates.
- Choose New Update and then select Update Dashboards.
- Follow the instructions in the Update Dashboard wizard.
Name the update after what it does, for example, Move Budget Widget.
- At the bottom of the screen, select Create & Run or select Close to save the Global Update without running it.
Apply the Global Update
When you run the update, Control Center searches each project to find the dashboard that matches your dashboard template by either ID or name. It also shows you projects that don’t have a matching dashboard, either because a match couldn't be found or the dashboard wasn't included when the project was originally created. You can add the newly edited dashboard to those projects when you run the update.
- Review the dashboards.
Projects selected for updates are sorted as follows:
- Dashboards matched to current template ID: These projects contain dashboards created from the dashboard template in the blueprint source folder.
- Dashboards matched to current template name: These projects contain dashboards that have the same name as the dashboard template in the blueprint source folder.
- No matching dashboards found: Select Choose Dashboard to select a dashboard to update or to add the dashboard to the project.
- Select Apply to update all the project dashboards.
- Review the results. Warning indicators show dashboards with update issues. Hover over the warning icon to learn more.
Global Updates for dashboards currently doesn't update widgets with the sheet summary.
Get the most out of Global Updates for dashboards
Make changes directly to the dashboard template. This is the most reliable method for making sure the dashboard matches your projects, even if you change the name of the dashboard. The dashboards in the project are direct children of the dashboard template in the blueprint source folder. Control Center easily identifies them as such and makes changes.
Troubleshoot updates to dashboard widgets
Widgets pull data from sheets and reports. The best way to avoid trouble with them is to make sure the sources feeding the widget are consistent and up to date. If a widget on a project dashboard doesn’t work correctly after an update, check the following:
|Do all the sources exist in the project?||A report or sheet may have been deleted from the project and the widget can’t find the data it needs. The same error can happen if a widget refers to a report or sheet that was added to the project later, or if the item wasn’t created because it was optional.|
|Is the data structured properly in the sheet?||Metric and chart widgets show data from cells in sheet. The update locates the cells by matching the column name and value in the primary column with the sheet template. If matches can't be found, the widget has missing data. For Global Updates to work well, don’t reference data in the Primary column. The Primary column should contain the name of the metric, and the data should be in other columns.|
|Does the program lead have permission to access the underlying project or report?||You may need to change permissions to make the data visible.|
Global Updates: Dashboards best practices
When building your dashboard templates for use with Control Center, it’s important to structure your source data in a way that avoids potential issues with Global Updates.
Avoid duplicate and blank values in the Primary column
Data in the Primary column is used to identify the first and last row for the range of a chart or metric widget, even if you haven’t included this column as a part of your data range. Avoid using your Primary column in widget data ranges.
If duplicate or blank values are found, the widget breaks when you run a Global Update.
Use one of the following options to structure your source data:
- To avoid duplicate values, use a row naming scheme. For example, name your Primary column rows numerically (1, 2, 3, etc.). This way, you avoid any duplicate values in the Primary column.
- Add hierarchy to manage duplicate values. This is helpful if the Primary column must be used for data ranges in widgets. See the following example:
In this example, the Primary column contains duplicate values (Very High, High, etc.). By using hierarchy, issues resulting from duplicate values can be avoided when running Global Updates. This is because the lookup for the Primary column returns the parent row and the child row.
With this method, it's still possible to have duplicate values if you have two or more parent rows with the same name, and child rows with the same name under those separate parent rows.
Make sure reports used for templates contain some sample data
If you use a report in a chart widget for your dashboard templates and has no results to create a chart from, it doesn't map correctly when you provision your projects. Make sure you have at least one data point in your report template.
Make sure cells referenced in template sheets have contained some data
Errors related to missing data can occur if the referenced cells from a template sheet have never contained any data. To avoid this, ensure that your template sheets have some cell history by right-clicking the cell and selecting View Cell History.
Some projects have custom modifications on their dashboards. Can these modifications be lost?
Yes. When a dashboard in a project is updated, all the widgets are removed and re-created to be identical to the template dashboard.
I renamed the dashboard in my project. Can Global Updates still find and update it?
I manually added a dashboard and renamed it to match. Can Global Updates recognize it?
No. Global Updates can only recognize dashboards, reports, and sheets that were created through Control Center.
I deleted the dashboard. Can Global Updates add it back?
The project appears in the No matching dashboards found section. Select the project in Global Updates, select Choose Dashboard, and then select Add new dashboard. Run the update to create the dashboard.
Can I see all my projects?
Yes. Unlike earlier Global Updates, you can see all projects created from the blueprint.
Can I run the Global Update again?
Yes. You can run the update as many times as you want.
Can I undo a Global Update?
No. You can adjust the template report in the blueprint source folder and run the Global Update again.