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CommunitySuite Data Visualization Tool

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The Data Visualization Tool is only available in Live sites. If you notice data differences between the Data Visualization Tool and Custom Reports in CommunitySuite, reach out to Support to request a data reload.

The Data Visualization Tool enables users to create compelling visual representations of their data, demonstrate impact, and support data-driven decision making. This tool allows you to build custom dashboards containing charts and graphs populated with data from your CommunitySuite site. Access to the Data Visualization Tool requires custom reporting permissions. While only authorized users can create and edit visualizations, completed dashboards can be shared with other internal users within your organization. Dashboards can be exported and distributed to external contacts in .png or .pdf format, making it easy to share insights with stakeholders outside your organization.   

The Data Visualization Tool helps you tell a story about your organization’s community impact. It transforms data tables into colorful dashboards with images, charts, graphs, or infographics. It can show donation trends, track grant impact over time, and create visually engaging content to help convey the good work your organization is accomplishing.

It is not recommended to use dashboards solely for duplicating existing CommunitySuite reports. If the information is already available in CommunitySuite's custom or default reporting, use those reports instead; data visualization dashboards are best for visual analysis and trend identification. Both reporting tools are available to use together.

Example: Custom reporting shows that Grant A from last year was $50,000 and Grant B from the current year is $75,000. The Data Visualization Tool shows that total grant funding for the grantee increased 30% this year compared to last, and helps to show this trend at a glance.

Funds Overview Dashboard

Watch the video for how to:

• Build a regular table of data with fund name, current balances, and admin fee types.
• Create a fund name dropdown filter.
• Build a column chart and display the top 10 funds and investment strategies.

 

Profiles Dashboard

Watch the video for how to:

• Build a regular table of data with profile ID, profile name, and address data.
• Create a dropdown filter to search and filter by geographic location.
• Create donut charts to display geographic locations.

 

Donation Trends Dashboard

Watch the video for how to:

• Build a pivot table with donation and funds data fields.
• Create a slider filter for viewing donations by month and year.
• Show how to display a sum total of all donations.

 

Grants Dashboard

Watch the video for how to:

• Build a regular table of data with grant amount, grant date, and grant type data fields.
• Build a grant type filter.
• Build a circular gauge to show average grant amount and adjust colors.

 

This section contains use cases for different roles and teams that might use the Data Visualization Tool.

Executive Director/CEO:

  • At-a-glance dashboards for you and your board
  • Visual storytelling for annual reports or community initiatives
  • Monitor organizational goals and compare strategic priorities year-over-year

Finance:

  • Create dashboards for operational oversight
  • See financial breakdown of donations, grants, scholarships, and vendor payments
  • Receive regular emails with details on approvals or pending payments
  • Monitor future grant and vendor obligations

Development or Donor Relations:

  • Visual dashboards by stewards, opportunities, and portfolios
  • Create dashboards for top performing funds and donation trends
  • Share dynamic reports with fund advisors
  • Show return on philanthropic investment for donor advised grants

Grants and Scholarships Managers:

  • View grant and scholarship trends with quick drilldowns
  • Create dashboards for top performing funds and grant distribution trends
  • Visual breakdown of grants by grant type impact areas

The glossary contains definitions of the different pieces that comprise the Data Visualization Tool.

  • Add item - Allows you to add new items, such as charts and graphs, to the dashboard.
    add item button
    • Category - Groups data in items across an applicable measure. For example, grant date, donor name, etc.
    • Measure - The data point being measured. For example, grant amount, donation amount, etc.
    • Evolution - The time period of the data.
  • Dashboards - Customizable and interactive collections of data from your site that are displayed visually.  Different dashboards can be created for various purposes and audiences.
    dashboard list
     
  • Dashboard menus - These items are found in the right-side menu.
    dashboard menus
      
    • Edit item - Edit the settings of a selected item.
    • Data - Dataset overview and management.
    • Filters - Filter overview and management.
    • Settings - Advanced dashboard settings and theming.
    • Comments - Add comments.
  • Datasets - A dataset is a collection of related data from your site that can be added to items on the dashboard. Datasets are organized by the type of data they contain. For example, the Grant dataset has all of the data collected on grants. The Donation dataset has all the data collected on donations. A list of all datasets you can use can be found in the side menu. Data fields from each dataset can be added to items via drag and drop. Click the plus icon to upload new datasets.
    datasets
     
  • Dashboard screen modes - Dashboard layouts and chart designs can be defined and optimized by screen mode or screen width. Once set up, toggle between the different screen mode icons or manually adjust using the icon.
    screen modes
     
  • Dashboard languages - By opening the dashboard languages menu, you can view, add, or delete languages in which this dashboard is provided. By switching the active language, you can edit various labels and titles for each language.
    langauge options
     
  • Dashboard management - Open the dashboard dropdown for more dashboard management actions.
    • Dashboard variants - By hovering over the variants item, you can view all variants of the original dashboard, open them, and create new dashboard variants. Unlike a copy, a variant is a user-adapted version, keeping the link to the original dashboard. You can use the star icon next to the variants to indicate your preferred variant to be used by default when viewing the dashboard.
      dashbooard dropdown
       
  • Filters - Filter from datasets to show specific parts of a larger dataset within charts and graphs.
  • Theme - Change the look and feel of the dashboards.
    theme setting
     

This section contains a list of some of the most used items for dashboards with an accompanying image, use case, and a link to more information. All items are found in the Add Item drop-down menu. Charts provides a full list of item options.

Pivot Table pivot table

  • Use Case: Pivot tables can be used to show donation trends by date, listed by fund name and group, but can also be rearranged to view the same data in a different way. Data that was arranged in rows can be shifted to display in columns and vice versa. It is also possible to get a sum total of data available per row and/or per column.
  • Resource: Pivot Tables
    pivot table example
     

Number with Evolution  number with evolution

  • Use Case: A number with evolution chart can be used to display a summed total, like an overall total amount for donations or grants. The chart can also show year-over-year or other types of time period trends to see percent of change information.
  • Resource: Number with Evolution Chart
    example number with evolution chart
     

Dropdown Filter dropdown filter

  • Use Case: A great way to filter data on the dashboard by selecting data fields from a dropdown list. Could be used to select one or more profile types.
  • Resource: Dropdown Filter
    drop down filter example
     

Slider Filter  slider filter

  • Use Case: Allows for filtering on a period of time, like filtering on donations over time by month and year with an easy slider bar function.
  • Resource: Slider Filter 
    example slider filter
     

Slicer Filter (Horizontal and Table) slicer filter

  • Use Case: A slicer filter can be used when it is desired to filter on a multi-select series of options. Slicer filters will filter data based on a list of checkboxes, such as displaying checkboxes for a list of fund groups, donation types, or philanthropic interest areas.
  • Resource: Slicer Filter
    exmpample table with a slice filter
     

Grouped Column Chart grouped Column Chart

  • Use Case: Column charts can be used to track a metric over time, like grant amount by year. Grouped column charts can show multiple categories of data grouped together.
  • Resource: Column Chart
    example grouped column chart
     

Stacked Column Chart stacked column chart

  • Use Case: Can be used for displaying financial data. The category height within the stacked column displays the total for that category. The overall height of the stacked column displays a total of all categories stacked in the column.
  • Resource: Column Chart
    example stacked column chart
     

Grouped Bar Chart grouped bar chart

  • Use Case: An example of using a grouped bar chart could be grouping profiles by type of profile. This could be useful where a breakdown is needed by how many donors are individuals, households, or organizations. Information is grouped together by a data point for a comparison view. Unlike the stacked bar chart, each category or data point is displayed in its own column but still can be compared against all the categories grouped together.
  • Resource: Bar Chart

Horizontal Bar Chart horizontal bar chart

  • Use Case: This could be a visual way to represent top funded areas by grant type. Horizontal orientation for bar charts can aid in showing an ascending or descending order, such as showing top 10 performing funds for grant distributions and by grant type.
  • Resource: Bar Chart

Stacked Bar Chart stacked bar chart

  • Use Case: Similar in use to a stacked column chart, but the information is displayed horizontally rather than in vertical columns. Horizontal orientation for bar charts can aid in showing an ascending or descending order to the data, such as building a top 10 list of donors, funds, and stacked by categories such as grant types or philanthropic interest.
  • Resource: Bar Chart

Circular Gauge circular gauge

  • Use Case: Circular gauges are a way to show summed or averaged amounts, for example, it can be used to show the average grant amount that is awarded.
  • Resource: Circular Gauge
    circular gauge example
     

Conditional Colored Number conditional colored number

  • Use Case: Coloring a chart can help show progress toward a goal based on targets set for that data. For example, if a goal is to increase the average grant amount awarded for select impact areas or grant types, the chart can show with red, yellow, green coloring where the data may fall within those targets.
  • Resource: Conditional Colored Number
     

Text Box text box

  • Use Case: Add a text box to a dashboard to explain data filters, highlight trends or observations, or provide section headings to differentiate separate parts of the dashboard.
  • Resource: Text object
    text box example
     

Imageimage item

  • Use Case: Add your organization's logo or affiliate logos to the dashboard to reinforce branding. Images can help convey the story being told by the dashboard. Icon images, such as people, a pencil, or a dollar sign, are a great way to draw attention to key areas of the dashboard and improve data comprehension.
  • Resource: Image object
    image example
     

Spacer

  • Use Case: Add a space between dashboard items to help organize the dashboard. All dashboard items snap together and move toward the top of the dashboard by default, but you can use a spacer to add some more room between items.
  • Resource:  
     

It is recommended to follow this general order of operations when working with dashboards in the Data Visualization Tool. 

  1. Make a list of information to include on the dashboard.
  2. Add item(s) to the dashboard.
  3. Select the dataset.
  4. Add data to the new item(s).
  5. Add Filters to the dashboard.
  6. Adjust themes and appearance.
  7. Share the dashboard.

 

Dashboards are customizable and interactive collections of data from your site that are displayed visually. Each dashboard can have multiple items in it; items refer to the charts, graphs, tables, etc. that can be added to a dashboard. Each item can then have different points of data from a dataset dragged into it to display visually. Clicking on an item and then the gear icon in it provides access to customizable settings.

  1. Navigate to the Reports page and click Data Visualization in the left-side menu.
  2. Click Create New Dashboard in the left-side menu.
  3. Enter a dashboard title.
    create new dashboard button
     
  4. Click Add item.
    add item button
     
  5. Select an item to add it to the dashboard.
    • Update the title of the item as necessary.
      item selection
       
    • Click the Suggestions tab to select a pre-populated chart or graph. Click Regenerate to generate new suggestions.
      suggestions tab
       
    • Click the Prompt tab to prompt AI to create a chart or graph.
      prompt tab
       
  6. Click into the dataset from which data fields will be selected.
    dataset
     
  7. Drag and drop the data fields to a data slot in the item.
    • In this example, Grant Amount was dragged into the Measure slot, and Grant Date by Year was dragged into the Category slot.  
    • Enable axis labels in the item's settings for clear labeling on the chart or graph.
      data option drag and drop 
      • To remove a data field, click the data icon, the gear icon on the data field, and then the trash icon.
        data option and gear icon
         

Any dashboard a user creates or has shared access to will be listed on the Data Visualization page within Reports. Dashboards will automatically save as they are updated.
dashboard list

The Data Visualization Tool has a variety of ways to filter the charts and graph items that have been added to a dashboard. Dashboard background filters are an option for globally applying a filter to a dashboard; this filter works in the background and is not visually a part of the dashboard. Item filters are filters that can be added directly to the dashboard as an item; these filters are a visual part of the dashboard. Filters can also be added to individual items as necessary.

A background filter is globally applied to the dashboard and is helpful when the data should be pre-filtered within the dataset. Every time the dashboard is opened, the data will populate with the filters already applied. The filters that have been applied do not visually show on the dashboard. A dashboard can have both types of filters applied simultaneously: background filters and visual filters.

Use Case: Background filters are useful if the set of data needs to appear in a repeatable and pre-filtered state. For example, background filters might apply if only one person uses the dashboard or the default data filtering already meets your needs.

  1. Click Filters in the right-side menu.
    filters button
     
  2. In the Dashboard Filters section, select a dataset and then click Add a filter.
    • The filtering options will be segmented by the datasets being used on the dashboard. Clicking on a dataset allows users to filter all charts using that dataset at once.
      dataset option and add a filter button
       
  3. Click Add filter.
    add a filter button

     
  4. Enter the filter criteria, and then click Apply filters.
    • The dashboard will update to show only information related to the selected background filter.
    • To add additional filters, click Add filter again. There will then be an option to use AND/OR operators with the filters.
      apply filters button
       

The video below provides an overview of background filters.

 

Adding a filter via the Add Item function places a visual filter on the dashboard and allows a user to quickly and dynamically adjust how the data will display. Visual filter items are added directly to the dashboard canvas and remain visible. Item filter criteria must be applied each time the dashboard is opened unless the filter is initialized. Visual filters are helpful if the data needs to adjust dynamically or by user. Examples of adjusting data with a visual filter may include using a slider filter to view the dashboard for different periods in time.

Use Case: Visual filters are helpful if multiple team members use the same dashboard but have different goals for how they need the data to appear.  For example, you might need an item filter if a grants manager requires different filter criteria than a donor development person when viewing the same grants dashboard.

 

  1.  Click Add Item.
    add item button
     
  2. Select the slicer filter to add it to the dashboard. 
    • Other item filters can be selected as applicable.
      slicer item
       
  3. Click into the dataset from which data fields will be selected.
    • In this example, the fund dataset is selected.
      fund data set
       
  4. Drag and drop the data field to a data slot in the item.
    • In this example, Fund Name is dragged into the slicer item, allowing it to filter the dashboard by fund.
      fund name data field
       
  5. Click the gear icon on the item filter.
    gear icon
     
  6. Click the Title toggle, and then enter an applicable title for the item filter.
    title toggle and example
     

The slicer filter is now available on the dashboard to filter the dashboard. In this example, specific funds can be checked in the filter to narrow the dashboard down to those funds only.

slicer filter on dashboard

 

The video below provides information about Filter Initialization, a setting within each item filter that enables the dashboard to load with any previous filters.

 

Filters can be added to individual items to display specific aspects of a larger dataset. Filters can be added using the sidebar on the dashboard or directly from the item.

Sidebar Option

  1. Click Filters in the right-side menu.
    filters button
     
  2. In the Chart Filters section, select the applicable item and click Add a filter.
    item option and add a filter button
     
  3. Click Add filter.
    add filter button
     
  4. Enter the filter criteria, and then click Apply filters.
    CommunitySuite Data Visualization Tool 20.png
     

Item Option

  1. Click the Data icon on the item.
    data icon
     
  2. Click Add filter.
    add filter button
     
  3. Click Add filter.
    add filter button
     
  4. Enter the filter criteria, and then click Apply filters.
    • To add additional filters, click Add filter again.
      apply filter button
       

 

Filters can be deleted from individual items as necessary in a similar manner to how they are added.

  1. Click the Data icon on the item.
    data icon
     
  2. Click the filter icon.
    filter icon
     
  3. Click the trash can icon, and then click Apply filters.
    trash can icon

 

Default Themes

Dashboards can be customized with pre-built default themes. 

  1. Click Settings in the right-side menu.
    settings button
     
  2. Select an applicable theme from the Theme drop-down menu.
    theme drop down menu

The theme will automatically apply to the dashboard.
example default theme

 

Custom Themes

Use Case: If a pre-built theme does not fit branding needs and you need it more aligned with your organization’s color scheme and logo, custom themes are available to customize the look and feel of a dashboard. Another example is if you need to brand a dashboard that is set up for an affiliate organization, and it needs to be branded to their color palette and logo. 

  1. Click Settings in the right-side menu.
    settings button
     
  2. Click Custom in the Theme drop-down menu.
    custom option in the theme dropdown menu
     
  3. Customize the dashboard as applicable.
    • Some options for customization are:
      • Customize the dashboard's color palette.
      • Customize the position and color of the item title.
      • Update the font family and font size.
      • Change color, borders, and shadows.
      • Add a legend or tooltips.
        custom theme options

 

Share a Dashboard

Dashboards can be shared internally within CommunitySuite. When sharing a dashboard, only users who have already accessed and engaged with the data visualization tool will appear in the list of available recipients.

  1. Click the Dashboard drop-down menu.
    dashboard dropdown
     
  2. Click Share.
    share button
     
  3. Enter and select the name of the user or group to which you want to share the dashboard.
    • Permissions can be set to Can view, Can use, Can edit, or Owner. 
      user and permission options

 

Export a Dashboard

Dashboards can be exported in .png or .pdf format, allowing them to be shared externally outside of CommunitySuite. 

Use Case: Export a .pdf to share with fund advisors in the Portal, or generate an export for a board report or annual report. 

  1. Click the Dashboard drop-down menu.
    dashboard dropdown menu
     
  2. Click Export.
    export button
     
  3. Select a format to save the dashboard, and then click Download now.
    • The use current applied filters checkbox allows for the dashboards to be exported with or without their applied filters.
      file format and download now button
       
  • Users can send the .png or .pdf of the dashboard via email.
    • To email multiple people, use a comma to separate the email addresses.
      email option
       
  • Users can also create a scheduled email that will send regularly.
    email schedule option
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