Variables and Values Page Overview
To create a Dynamic View of a Metric, you must reference a Variable in the Filter statement. Variables and associated Values are managed in Account Settings under the Variables and Values page. Admin and Architects in Grow have permission to manage user’s Values on this page.
Variables are a grouping of Values, Values are attributes of users in Grow that map to the user’s Values in the data table that you want to Filter. For example, you could have a Variable called “Sales Team” and a user, Kevin Malone, could be associated with the “Enterprise” value.
There are 3 different ways to manage Variables and User Values:
- Variables and Values tab
- User Values tab
- Upload / Edit Variables & Values via CSV
Variables and Values Tab
The Variables and Values Tab allows you to manage Values and Users at the Variable Level. If you need to make changes to Add Variables, Edit Variable Names, Add Values, or Edit Values, this is a great place to do so.
On the Variables and Values tab, click into a Variable and see all of the associated Values. Next, click into a Value and see all of the assigned Users.
Please note a User can only be assigned one Value per Variable. For example, Kevin cannot be assigned both the 'Enterprise' and 'Mid-Market' Value for the 'Sales Team' Variable.
To create a Variable in Grow, select “Add a variable” at the bottom of the table in the Variables column. You will be presented with a modal to name the Variable and add Values. You can type in Values manually or easily paste Values if you store them in a spreadsheet outside of Grow. To paste or type in more than one Value, you must use a comma to separate each Value in the text box for Grow to recognize the distinct Values.
The Variable Name must be unique, meaning you cannot have two Variables with the same name. Values must also be unique, meaning you cannot add two of the same Values. If you enter two Variables or Values with the same name, Grow will only add the Variable or Value once.
You can also add Values outside of creating a new Variable. You can do so by clicking “Add value” at the bottom of the Value column in the table. This will present you with a similar modal to creating a Variable where you can type or paste Value names. To paste or type in more than one Value, you must use a comma to separate each Value in the text box for Grow to recognize the distinct Values.
To assign a user to a Value, select the Value and then click “Assign users” at the bottom of the Users column in the table. This will present you with a modal of all of the users in your Grow account, here you can select which users you want to assign to a specific value.
Next to the user’s name, you can see if the user is already assigned a Value for the specific Variable you are managing. Please note a User can only be assigned one Value per Variable. For example, Sally cannot be assigned both the 'Enterprise' and 'Mid-Market' Value for the 'Sales Team' Variable. If I assign Sally to the 'Mid-Market' Value, she will be automatically removed from the 'Enterprise' Value.
Hover over a specific Variable and click the pencil icon to change the name. All Values and Users will continue to be associated with the Variable after you rename it.
Please note renaming a Variable will not break the Filter statements in Metrics referencing the Variable to create Dynamic Views. All Metrics will continue to reference the same Variable even after it is renamed.
Hover over a specific Value and click the pencil icon to change the name. All users will continue to be associated with the Value after you rename it.
Please note changing the name of a Value could potentially break a Metric’s View for a user. A view will break if the renamed Value does not exist in the data you are filtering. We recommend that you only change the name of a Value if the Value in the Column to Filter by selection changes.
Hover over a specific Variable and click the trashcan icon to delete the Variable.
Please note Dynamic Views for Metrics referencing the deleted Variable will break. Grow needs to reference a Variable in order to create the Dynamic Views for each user. If the Variable can no longer be found, the Metric Tile will display no data for users with 'View Only' Dashboard Access:
For users that can Manage or Format the Dashboard, the Metric Tile will display an error indicating the Dynamic View is broken:
Hover over a specific Value and click the trashcan icon to delete the Value.
Deleting a Value will break Dynamic Metric Views for any users that were associated with the deleted Value.
For example (referencing the screenshot above), if I delete the 'Enterprise' Value, Kevin and Pam will no longer have a View for Metrics referencing the Sales Team Variable (unless I reassign them to a different Value). If Kevin and Pam have View Only Dashboard Access, when they view the Metrics referencing Sales Team, Grow displays no data on the Metric Tile because they no longer belong to the Sales Team Variable.
However, for users that have Manage or Format Dashboard Access, when they toggle to Kevin’s or Angela’s view of the Dashboard, they will see that the metric is not setup for either of these users to view.
Remove User from Value
Click into the Value you want to remove a User from, hover over the User’s name and click the trashcan to remove the User from the Value.
Please note removing a User from a Value (and not reassigning a new Value) will break their Dynamic View of any Metric referencing the Variable. The Metric Tile will display the same error handling we surface when a Value is deleted (see Delete Value section above) to ensure we are not overexposing data to View Only users.
User Values Tab
The User Values Tab allows you to manage Values and Variables at the User Level. If you need to update (add, remove, or change) a specific user’s values, this is a great place to do so.
On the User Values tab, click into a user and view all of their Values for each Variable.
Assign Value to User
To assign a user a Value for a specific Variable, select the user from the Users column and then open the dropdown menu next to the Variable name.
You can either select an existing value to assign to the user, or “Add a new value” in the dropdown menu.
If you want to “Add a new value” to a user, name the Value in the modal, and click Save. The new Value will be automatically assigned to the user.
Lastly, you can remove a value from a user entirely by clicking “Remove value from user”.
Upload / Edit Variables & Values via CSV
"Upload / Edit Variables and Values via CSV" allows you to manage Variables and Values in a CSV rather than configuring everything in the UI manually. You can use this flow to download the existing table of Variables, Values, and Users, makes changes to the CSV and upload the table of data to Grow to override the existing table of Variables and Values.
Please note this is a rip and replace upload, once you confirm your changes, you cannot restore the previous state. You can make the following changes in the CSV to add or edit Variables and Values:
- Add New Variable: Add New Column to the CSV
- Delete Variable: Delete Column from the CSV
- Change Variable Name
- Assign New Value to a User
- Remove Value from a User
Download and Modify
Download the CSV from this step to make updates. The image helps explains the structure of the table contained in the downloaded CSV.
The first and second columns in the CSV are the list of user's in your Grow Account and their associated Grow User Id. Do not edit either of these columns in the CSV. You cannot add new users or delete users in this flow.
The first row in the CSV contains the Variable IDs. Grow needs to reference these IDs when you upload the edited CSV in order to correctly import the changes made to each User. Do not edit these IDs.
Under each Variable ID is the the Variable Name and the Values associated with the User.
Add new Variable (with Values)
Add a new column to the CSV and then assign Values to each user (although this is not required). Please do not add a Variable ID (leave it blank) as this is something that Grow generates.
Delete the column from the CSV.
Change Variable Name
Rename the Variable under the ID.
Remove Value from User
Delete the Value associated with a user for a given Variable.
Add new Value to User
Input a Value for a user that was previously blank.
Remove Value and add new Value to User
Delete a Value that was previously assigned to a user, add a new Value for the given Variable.
Upload & Validate Changes
Once you are done making changes, save the file and upload the CSV back into Grow. Upon uploading a file, you are presented with a log of all the changes made in the CSV.
The items listed in blue are the Variables, the items listed in green are the Values, and the Users are bolded. You can filter down to a specific User, Variable, or Value using the search bar to view specific changes.
Remove Inactive Values
When you validate the changes made in the CSV, there is also an option to "Remove inactive Values." By default, Grow will keep any Values that are no longer assigned to a User (for example, if you delete a Value from a User and it is not assigned to anyone else, it becomes an Inactive Value). However, you can use this setting to clean up those Values and remove them from your account.