This article covers the following topics:
- Background
- What Changes Should I Expect in Data Exploration 2.0
- UPDATED: Data Exploration 2.0 Refresh Schedule
- Configuring Data Exploration 2.0
- Additional Resources from Looker
- Release Notes
Background
Data Exploration 2.0 ("DE 2.0") is the new and improved version of AlayaCare’s in-app business intelligence tool. It is designed to provide you with a superior reporting experience to help you run your businesses efficiently and achieve your operational goals.
The original version of AlayaCare’s Data Exploration module runs on the embedded Hitachi product Pentaho Business Analytics (PBA). In DE 2.0, Looker is replacing Pentaho as the business intelligence tool embedded in AlayaCare.
In addition to a new interface, the change from Pentaho to Looker makes it possible to enhance the completeness and freshness of your data. With Looker, more information will be available by default in Data Exploration. For example, all form context fields your organization creates will automatically become available in Data Exploration within 24 hours. You no longer need to submit a request to have these fields added.
Differences in Data Exploration 2.0
Please note that we are working on sunsetting DE 1.0. For more information on the transition, refer to this transition toolkit.
The change from Pentaho to Looker introduces changes to the look and feel of the Data Exploration interface, as well some changes in terminology.
The chart below summarizes some of the major changes in terminology between Data Exploration 1.0 (Pentaho) and Data Exploration 2.0 (Looker):
|
Data Exploration 1.0 |
Data Exploration 2.0 |
Definition |
|
Cube |
Explore |
The general subject area you are looking to explore and report on in Data Exploration. |
|
Report |
Look |
A single table or visualization representing a query that is saved as an individual report. |
|
Level (Field) |
Dimension |
A field that represents an attribute, fact, or value. It can be added to a Look (report) or used to filter a query. |
|
My Reports |
Personal |
Report storage, where access is restricted to the specific user. |
|
Agency Reports |
Shared |
Agency wide report storage, with controlled access to view and/or edit reports. |
As in DE 1.0, a measure in DE 2.0 still refers to a measurable field that can be calculated for your data, such as sums and counts.
One of the reasons AlayaCare decided to use Looker’s terminology within the AlayaCare interface is to make it easier for you to leverage Looker’s own documentation and video tutorials in addition to the resources developed by AlayaCare. See the Additional Resources section of this article for more information.
Other new functionality in Data Exploration allows you to:
- Create interactive dashboards that incorporate many different Looks. Dashboards can be created for individual use under your Personal section, or made available to admin users with the correct ACLs by saving them to the agency-wide Shared section.
- Clear the cache and refresh data displayed in a Look to ensure the results you are reviewing are accurate to the latest activity in the application.
- Create custom table calculations to perform specific computations on the results of your queries. You can also create your own custom filters.
Data Exploration 2.0 Refresh Schedule
To offer more up-to-date insights to our users, data available in Data Exploration is refreshed throughout the day. The refresh currently takes, on average, 30 minutes to complete after its launch and runs 7 days a week. Please note that for larger sized clients, this process may take up to 4 hours.
This means that users will not need to wait for the production data warehouse to be restored every 24 hours. See below for the latest refresh schedule.
⚠️ Keep in mind those are the times the scheduler runs and submits jobs to the batch, those are not the times at which the data is already restored. ⚠️
Configuring Data Exploration 2.0
Access
To access DE 2.0, simply navigate to the tab from your landing page. Refer to this article for more information on the Data Exploration 2.0 landing page.
Settings
You can control the session length for DE 2.0 by going to Settings > System Settings > Data Exploration 2.0 Settings. The default session length is 3 hours.
Permissions
There is a new folder in Settings > Roles and Permissions with the ACLs available to control access to DE 2.0.
System administrators will have all Data Exploration 2.0 related permissions. The following permissions are available to enable and disable for other admin roles from Settings > Roles and Permissions:
|
ACL Name |
ACL Description |
|
Access Data Exploration 2.0 Module |
Allows user to access the DE 2.0 dashboard tab. Without this permission, you will not be able to view the new tab. Custom to AlayaCare Allows the user specific access to data points within that explore |
|
Browse Data Exploration 2.0 Explores |
Allows user to access the Explores menu within the DE 2.0 landing page. Without this permission, you will not be able to view the dropdown. |
|
Browse Data Exploration Saved Looks |
Allows user to open saved Looks. Without this permission, you will not be able to view Personal or Agency saved looks. |
|
View/Edit in Group Section |
Allows the user to view, create, and edit Looks and Dashboards in the newly created Group section. |
|
View Agency Folder in Shared Section |
Allows the user to view Looks and Dashboards within the Shared (formerly Agency Reports) section. |
|
Edit in Shared Section |
Allows the user to edit Looks and Dashboards within the Shared (formerly Agency Reports) section. |
|
Enable Data Exploration 2.0 Dashboards |
Allows the user to access dashboards. |
|
Browse Data Exploration Saved Dashboards |
Allows the user to view saved dashboards. |
|
Browse Data Exploration Saved Content |
Gives the user access to their Personal section within Data Exploration, as well as access to Looks or Dashboards saved in the agency-wide Shared section. This permission is recommended for users with permission to save content so they can save content to their personal folder. |
|
Save Content in Data Exploration 2.0 |
Allows the user to edit and save changes to Looks and Dashboards. It also allows the user to create custom table calculations. |
|
Download Data Exploration 2.0 Data (Limited) |
Allows the user to download data with an applied limit. You can also set a custom limit when downloading content from Data Exploration. The limit is currently 100,000 rows. |
|
Download Data Exploration 2.0 Data (Unlimited) |
Allows the user to download data with no applied limit. |
|
Enable Data Drill-Down in Data Exploration 2.0 |
Controls access to the drill-down functionality in Looker, which launches a new query from a specific data point. |
|
Enable SQL Functionality in Data Exploration 2.0 |
Allows the user to see the SQL query used to generate a report, and any resulting query errors. |
|
Create Folder |
Allows the user to create and manage a section's folder structure. |
In addition to the ACLs listed above, there is one ACL per Explore to control access to the data in that Explore. Each time a new Explore is added, a new ACL will be created to control access to it.
As with DE 1.0, you cannot use group associations to control access to DE 2.0 (meaning that an employee’s group will not limit what data they have access to in Data Exploration).
Cubes vs Explores
In some cases, Explores contain a broader range of information than Cubes did in DE 1.0, which provides more flexibility in reporting. As a result, the ACL for any given Explore is not the exact equivalent of an ACL in DE 1.0. Make sure to familiarize yourself with the scope of each Explore to ensure you understand to what information you are giving users access.
| Cube (DE 1.0) | Explore (DE 2.0) |
|
Activity Code |
Visit |
|
APR |
APR |
|
Availability |
Employee |
|
Billing Premium |
Client |
|
Budget |
Budget |
|
Claim Historical |
Claims Historical |
|
Claims |
Claims |
|
Client |
Client |
|
Client Note |
Note |
|
Client Status |
Client |
|
Daily Activity |
Visit |
|
Do Not Send |
Do Not Send |
|
Document Approval |
Document Approval |
|
Employee |
Employee |
|
Employee Historical |
Employee Historical |
|
Employee Pay |
Payroll Item |
|
Employee Skill |
Employee |
|
Funding Block |
Visit |
|
Geo Map |
Geo Map |
|
Intake |
Intake |
|
Invoice |
Invoice Item |
|
Invoice Payment |
Invoice Payment |
|
Medication |
Client |
|
Note |
Note |
|
Offer Response |
Offer Response |
|
Premium Visit |
Visit |
|
Requisition |
Requisition |
|
Service |
Service |
|
Service Code |
Service Code |
|
Service Historical |
Service History |
|
Service Recurrence |
Service |
|
Task |
Task |
|
Visit |
Visit |
|
Vitals |
Client |
|
Wound |
Client |
Multi-Office Considerations
In DE 2.0, the agency-wide Group and Shared sections are not multi-office aware, meaning the Looks and Dashboards will be available to all users with the appropriate permissions, regardless of which branch the user belongs. However, all data in Looks and Dashboards is restricted by the user’s branch, so users will not be able to see any data they are not authorized to view.
Additional Resources from Looker
In addition to AlayaCare's knowledge base articles, you can refer to Looker’s user documentation to help you and your team get started building reports in Data Exploration 2.0. Looker has developed many in-depth training videos and support articles that can help you better understand how to get the most out of this tool. To learn more, check out the documentation available here.
Our intuitive tree structure offers quick navigation and viewing of all reports in one central location. Users can also save their frequently accessed dashboards as a home screen, providing easy access to important business insights.
Please note that if you wish to learn more about Looker's latest updates, you will need to check on their product page directly via this link. AlayaCare does not otherwise translate or post Looker's release notes within our Zendesk Help Center.
Quick links:
Release Notes
We generally offer one monthly update for DE 2.0. Refer to this link for the DE 2.0 release notes.
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