Summary
"Data" is one of the Global Tools for Planhat builders/admins
After selecting your choice of data model (e.g. Company or Opportunity etc.), you'll see up to 5 tabs:
Global Filters - create and manage filters that can be used throughout your Planhat tenant
Fields - create/manage fields, including both system fields (e.g. Health Score Profiles) and custom fields
Rules - with Field Rules you can make fields either mandatory (required) or locked
Profile - create and manage Profile Templates, including Full-Page Profiles, Previews, Field Groups and Criteria
Powertools - additional tools for admins, such as the ability to merge duplicate records of a model (e.g. duplicate End Users)
"Data" for admins is separate from Data Explorer, which is a Home feature available for all Planhat Users, and which enables you to create temporary visualizations/filters for data
Who is this article for?
Planhat builders/admins who configure their tenant for their team (e.g. CS Ops)
Article contents
Introduction
Data is an absolutely central part of managing your customers and prospects - and indeed every aspect of any business. Data is the foundation of everything in Planhat - you collate all your data in Planhat, organize it, visualize it, analyze it, and act in response to it. Without data, you can't prioritize your actions to make the most impact.
Another key aspect of upgraded Planhat (ws.planhat.com) is personalization. Rather than having to modify your organization's business processes to force them to fit rigid settings within a customer platform, and rather than having to use a "one size fits all approach" to all your various Companies (customers) and Users (colleagues), in Planhat you can configure a wide range of customization so the platform suits all your various circumstances.
As a Planhat admin (e.g. CS Ops) setting up your tenant for your team, "Data" - within the Global Tools in the top gray bar of your tenant - is a place where you can configure a range of data settings.
Note that this is separate from "Data Explorer", which is available for all Planhat Users, and is where you can view data (ask questions of it and get answers), rather than manage settings. You can read more about Data Explorer in our separate article here.
Navigating to "Data"
"Data" (also referred to as "Data Manager") is one of the Global Tools for admins that you will find on the left-hand side of the top gray bar of your Planhat tenant.
If "Data" is not pinned, you will find it under the ellipsis symbol, as shown below:
If you would like to pin "Data" to your top gray bar, mouse over its name in the list, and then click on the open pin (shown above). You'll then see the Data symbol in the gray bar, as shown below.
When you are within "Data", you'll see "Data" stated in the gray bar, as in the screenshot below.
Select your choice of data model first
The first step when in Data is always to ensure your chosen data model is selected in the column on the left-hand side. Everything shown on the right-hand side - the various tabs such as "Global filters" and "Fields) - only applies to the selected data model.
In the example below, the Company model is selected (as you can see by the gray highlight), so the filters and fields etc. shown to the right are those for/on the Company model.
Global Filters
The first tab within Data is "Global filters".
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Filters are a way to split up and cut down data within a model - e.g. instead of looking at all Companies, you could view only SMB Companies, or only Companies managed by Bob.
"Global Filters" are filters that are created and managed centrally, and can then be applied in various places within your Planhat tenant. For example, you could apply a suitable Global Filter when configuring a Page, or you could select one as part of entry/exit criteria for Workflows.
Here within Data, you can both create new Global Filters (simply click the orange "+ New global filter" button in the top right), and also edit existing Global Filters (by clicking on their name in the list).
The main part of each Global Filter is a rule. These can be as simple or complex as you like. For example, a basic rule could be "ARR is more than 100,000" (shown below), or "Phase is equal to Onboarding". Rules can have multiple criteria, and use ALL (AND) or ANY (OR). You can read more about creating filters here. (The referenced article was originally written for the older version of Planhat - app.planhat.com - but the rule logic is the same in upgraded Planhat.)
As well as being able to search for a Global Filter in the list via "Find in view...", you can apply color-coded "labels" to Global Filters. Labels allow you to group Global Filters, a bit like the concept of folders, but with the advantage that you can apply multiple different labels to each Global Filter.
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Labels make it easy for you to filter and find specific Global Filters within your list. For example, let's say I want to look at all of my Global Filters related to Finance:
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To change which labels are applied to a Global Filter, click within the "Label" column in the table, and use the checkboxes to select/deselect your choice of labels.
To create a new label to select from, click "Add label" at the bottom of the list on the right-hand side, and choose a name and color for your label.
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📌 Planhat versions
Global Filters in upgraded Planhat (ws.planhat.com) are equivalent to filters you may have created in the previous version of Planhat (app.planhat.com). Filters you created in app.planhat.com can be imported and managed here, and used in ws.planhat.com.
Global Filters are less important/prominent in ws.planhat.com compared to app.planhat.com, as there are many other ways you can create or apply a filter that's temporary (in Data Explorer) or specific to a particular Page (e.g. via quick, pre-configured filters for you to select from), without it needing to be a Global Filter.
Fields
The second tab within Data is "Fields".
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This is where you can create and edit the fields on the chosen data model. Here we're talking about the "container" for the data, rather than the data itself - e.g. you can create a custom field called "Number of Products Purchased", define that it's a Formula Field, specify the formula that calculates the value, and so on - but the actual data in the field for a particular record (e.g. a Company) can be viewed (and modified if applicable) elsewhere in Planhat.
On the left-hand side of each field in the list:
The cog icon denotes "system" (default/standard) fields
You can view a glossary of system fields here. (This referenced article was written for app.planhat.com, but the same principles apply to app.planhat.com)
The pencil/ruler icon applies to custom fields
Click the orange "+ New Field" button in the top right to add a new field on that model
You can read more about creating new custom fields here. (This referenced article was written for app.planhat.com, but the same principles apply to app.planhat.com)
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Whether you are creating a new custom field or editing an existing one (by clicking on its name in the list to open up its settings), here you can configure a number of elements. For example, if it's a list-type field (e.g. Service Tier), you can specify the available options (e.g. Gold, Silver and Bronze), and choose whether these values have associated colors.
It's important to note that the Fields tab for the Company model is where you can configure your Health Profiles (which calculate Health Scores) and Success Units, as shown below. You can read more about this here. This is a difference compared to the previous version of Planhat (app.planhat.com).
Rules
The next tab in Data is "Rules" - these are Field Rules.
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📌 Important to note
To access Field Rules, you need the "Field Rules" workflow feature permission to be enabled for your tenant and your Role, and you need to have an appropriate package enabled for your tenant. Please speak to your CSM if you need help with this.
Field Rules can be very advanced - with a single Rule affecting multiple fields and controlled by complex conditions with multiple criteria - but it's also really quick and easy to set up simple Rules too.
There are two types of Field Rules:
Locked - the data in the fields in question can't be edited - useful to ensure ensure that unwanted changes do not take place
Mandatory (i.e. required) - the fields in question need to have data for the record to save - so you can make sure that all key data is captured
As part of each Rule, you can optionally set conditions (criteria) that define when the Rule applies. These conditions can be based on:
properties of the model (e.g. when field X is set to value Y, then apply the Rule and lock field Z)
properties of the User (e.g. lock field Z for Users with Role A but not Role B)
You can also define a custom message within each Rule to display via a tooltip to Users (you and your colleagues) to give additional information regarding the locked or mandatory fields.
To read more about Field Rules, including how to set them up, check out our separate article here.
Profile
The fourth tab in Data is "Profile".
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Previews and Full-Page Profiles, together referred to as Profiles, are ways of displaying data about one record at a time (e.g. a specific Company, such as Ford; or a specific End User, such as Taylor Swift). They enable you to compile all the key data in one place, so you can get a good overview and can take effective action.
Previews open up in a modal, and are great for when you're reviewing multiple records (e.g. Companies) in a table and jumping between them; Full-Page Profiles take up the whole screen, and are perfect for deep-diving into a specific record.
Full-Page Profiles are currently only available for the Company model; Previews are available for all models.
Example of a Preview shown below
Example of a Full-Page Profile shown below
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You can easily configure different Templates (layouts) for Previews and Full-Page Profiles to automatically apply in different circumstances (e.g. specifically Companies in the Enterprise Tier), or on a characteristic of the Planhat User viewing the Preview/Profile (e.g. the Sales Team). This means you always see the most important data - no more and no less.
When you first navigate to the Profile tab within Data, you'll see the list of Profile Templates for your chosen model. Here you can create a new Profile Template, or modify an existing one. You can drag and drop the Profile Templates to specify which one (the top one) should be applied to a record if it meets the conditions of multiple Profile Templates.
When you are configuring a Profile Template (either a new one or an existing one), its modal has a maximum of 4 tabs:
Criteria
The "Criteria" tab is where you set conditions defining when it is applied, based on properties of that model (e.g. for the Company model, it could be Phase = Onboarding), or properties of the Planhat User viewing it (e.g. Role = Sales)
You'll see this tab when creating or editing custom Profile Templates; it's not applicable to the Default Profile for each model
Read more here
Field Groups
Here you define which fields on that model you would like to show in the Preview and the Full-Page Profile if applicable
You also define groups to organize your chosen fields - so, for example, for the Company model, you could have a "People" group including fields for the relevant Owner (CSM), Technical Account Manager, Account Executive and Onboarding Manager; and a "Subscription" group with details such as ARR and Renewal Date
Read more here
Full Page
Preview
Here you can design the Template (layout) of the Preview - which sections are shown, and in which order
Read more here
Powertools
The final tab of Data is "Powertools".
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Powertools are a series of admin-level tools you can use for a variety of functions, many of which are "data clean-up" tools. For example:
Merge duplicate records (e.g. duplicate Companies or duplicate End Users)
Remove User Activity data for End Users
Remove all data for your chosen data model
You can read more about the Powertool for merging records here.