Re-Leased Insights

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Welcome to Re-Leased Insights. This documentation will provide you with a detailed guide on how to navigate through the Insights platform and take full advantage of its features.

In this article, we'll cover:

1. How to navigate through Insights

2. Viewing dashboards

3. Anatomy of a dashboard

4. Drilling into data points

5. Data actions

6. Download and share

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1. How to navigate through Insights

To access Insights, click on the Insights tab located in the top navigation menu.

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On the left-hand side navigation menu, you will find the Operational and Strategic dashboard menus. Simply click on these menus to expand them and reveal the dashboards within each suite.

2. Viewing Dashboards

Insights Dashboards are collections of tiles that show visualized results of your Re-Leased data. You have a choice to display your dashboards and tiles in full screen, or in a normal browser window, as well as to toggle between neighbouring tiles by using carousel arrows in the full screen tile view.

Full Screen Dashboards

Click the symbol to the right of each dashboard title to expand the dashboard to full screen. This opens a full-screen view of the tile's visualization. Clicking the X icon at the top of the screen to close the full-screen view.

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Expanded Tile Carousel

By clicking the tile action symbol and navigating to view, you can expand any tile to maximise your view within the Insights window.

The arrows on either side enable you to toggle between neighbouring tiles. Clicking the X icon at the top of the screen to close the full-screen view.

 

3. Anatomy of a dashboard

Each dashboard contains a number of elements:

  • Dashboard filters
  • Dashboard last updated indicator
  • Reload data icon
  • Filters icon
  • Three-dot dashboard menu


Filtering

By leveraging the power of dashboard filters in Insights, you can quickly and easily refine your data to focus on the information that is most relevant to your business needs. For example, you can filter your dashboards by date range, company, tenancy, property, property manager and more, allowing you to drill down into specific subsets of your data for a more targeted analysis.

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Filters can be easily accessed by clicking on the symbol located on the top right of your dashboard view. The number next to the filter icon tells you how many filters there are available for you to choose from. Clicking  the symbol will trigger the filter menu to fan out from the right-hand side, giving you access to a wide range of filtering options.


To activate the list of filters, simply select filter categories. Once you have made your selections, click on the symbol or use the shortcut "ctrl + Enter" to run the results. This will instantly update the data displayed on your dashboard to reflect your filtered selection.

Filtered dashboard and tile views can also be exported and shared from Insights, so you can use your custom views in other reports and documents.

To reset all your filters, click the three-dot menu icon and choose Reset filters, or use the shortcut CTRL + ALT + R to reset. 

 

Dashboard last updated indicator

Insights dashboards pull data from your live Re-Leased database. The bottom right of your dashboard shows how recently the data was updated.

 

Three-dot dashboard menu

 

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Each tile's three-dot Tile actions menu provides a number of options:

  • Download the tile's data
  • Schedule delivery (Pro and Enterprise packages only)
  • Reset filters
  • Tile time zone

 

4. Drilling into data points

 

Drill Down

In Insights, you can view aggregate figures represented in single-value tiles, charts, and graphs. If you want to better understand the underlying data that makes up these figures, you can drill down into the details with just one click.

drill_down.gif1. Click the data tile or chart that you want to explore in more detail.

2. You should see a pop-up window on your screen with additional information about the data point you selected.

3. Repeat the process to explore additional layers of data and gain a more granular view of your information.

4. When you're finished drilling down into the data, use the back button or breadcrumb trail to navigate back to your original view.

 

Drill Through

Most of the cells within the underlying schedules are directly linked to the relevant data point within Re-Leased. If the cell contains a  symbol, you are able to expose a clickable link that will redirect you to the tenancy, rent template, invoice, task and more.

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Hover Icons

Hover over the icon on a tile to surface a description of what figures the tile is displaying, how these are calculated and links to any knowledge base resources about relevant features and data sets.

 

5. Data actions

Alerts

Re-Leased Insights is designed to surface risk and opportunity within your portfolio to ensure you and your team remain focused on your strategy, KPIs, and key milestones. You can create an alert to receive a notification when the results of a dashboard tile reach or exceed a specific threshold. 

For example, you set up an alert for when the total arrears amount for tenants in the high-risk category breaks 3 million. This will immediately trigger an email notification to all users included in the alert, signalling the KPI threshold has been exceeded.

 

Setting alert notifications 

  1. Click the Alerts icon to open the alert creation window.
  2. In the alert creation window, you can specify several components of your alert, including alert conditions, recipients, and alert frequency of delivery (e.g. daily, weekly, monthly) and the start time for the delivery.
  3. Once completed, click Save Alert.

Scheduled Dashboards

Another method for automating the delivery of dashboard information is the scheduled delivery functionality. It allows you to send and schedule instant, one-time and periodic, recurring data and dashboard deliveries to yourself and others via email. 

You are able to set as many scheduled deliveries as you need and filter them for their intended use. For instance, senior management may schedule an export filtered to a member of their management team to be used as an agenda for their catch-up. Alternatively, you may wish to automate your monthly client communications by delivering a monthly PDF filtered to their portfolio.

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Select schedule deliveries under the three-dot symbol menu in the upper right of the dashboard. Once you select Schedule delivery, a schedule and send window appears. This window lets you customize recurrence, destination, format, filters, and more.

The timing of your delivery can be customized in the Recurrence section. If you select Send now from the Recurrence drop-down menu, a one-time delivery of the dashboard is sent after you fill in the required fields and select the Send now button at the bottom of the window.

Select one of the following options from the Recurrence drop-down menu:

  • Monthly
  • Weekly
  • Daily
  • Hourly
  • Minutes
  • Specific months
  • Specific days

Timing options change depending on the option that you choose. For example, the Hourly settings include a Start time and an End time. Looker will send the delivery every hour starting at the Start time and ending at the End time.

Timing options change depending on the option that you choose. For example, the Hourly settings include a Start time and an End time. Looker will send the delivery every hour starting at the Start time and ending at the End time.

The TimeStart, and End fields use a 24-hour clock. If the desired time is not available in the drop-down menu, select the field and manually enter your desired time, such as 9:15 or 15:37.

Hourly and Minutes schedules repeat daily within the Start and End timeframe that you set. The end time for Hourly and Minutes intervals is not inclusive. The last delivery is sent at the last selected interval prior to the specified end time. For example, if a dashboard is scheduled Hourly between 12:00 a.m. and 11:00 p.m., then it is sent on the hour, every hour, from 12:00 a.m. to 10:00 p.m. If a recurrence is every 30 minutes between 12:00 a.m. and 11:00 p.m., then the last delivery is sent at 10:30 p.m.

 

Delivery
Enter the email addresses of the recipients in the Email addresses field. If you're entering multiple email addresses, select the Enter key, or add a comma, after each address.

You will be able to send emails to email addresses that are unassociated with any Re-Leased account. These emails are classified as external. The All and External indicators at the right of the field show both the number of all email recipients and the number of just the external email recipients. Select each indicator to toggle between showing all email recipients and showing only external email recipients.
 

Format

The Format field contains a drop-down menu of available formats:

  • CSV zip file: The unformatted data from the dashboard is delivered as a collection of comma-separated values (CSV) files in a zipped directory. For deliveries to email, the ZIP file is delivered as an email attachment.
  • PDF: An image of the dashboard as a single PDF file. The default layout displays tiles as they are arranged in the dashboard, but other layout and sizing options are available under the Advanced options tab. The files are delivered as an email attachment.
  • PNG visualization: An image of the dashboard as a single PNG file. The default layout displays tiles as they are arranged in the dashboard, but other layout options are available under the Advanced options tab. The image appears inline within the body of the email.



 

The Filters tab in the schedule and send window shows any filters applied to the dashboard as well as their values. In this tab, you can edit the values for any existing filters applied to the dashboard and the new values will be applied to the delivery. The dashboard itself will not be affected.

You cannot add filters to your schedule in the Filters tab, only view and edit the values for existing dashboard filters.

For example, you might send regional teams results that are filtered for their location of interest.

Sometimes dashboard filters change after a schedule is created. The table below explains how that affects filters applied to the scheduled deliveries.

 

Action Effect on Schedule Filter
A schedule is created with a filter. Later, the filter value is changed on the dashboard. No effect on the schedule filter value. It remains the value set in the Filters tab, even if that value is is any value.
A schedule is created with a filter. Later, the filter is renamed in the dashboard. The filter is removed from the delivered data.
A schedule is created with a filter. Later, the filter is deleted in the dashboard. The filter is removed from the delivered data.
A schedule is created. Later, a new filter is added to the dashboard. The filter is applied to the delivered data, using the filter value set in the Filters tab. If no value is set in the Filters tab, the value is interpreted as is any value, essentially removing the filter.

The Advanced options tab provides additional customization for your delivery. The options available depend on the selected destination and format of your delivery.

Custom message

Enter a message you would like included in the body of emails to recipients. Looker limits the number of characters in a custom message to 1,500.

 

This option is available only for PDF formats of dashboard deliveries.

Select the Expand tables to show all rows box to display all rows of any table visualizations in the dashboard — rather than just those rows that display in the dashboard tile thumbnails.

If the Expand Tables to Show All Rows option is selected, dashboard tiles that contain table visualizations may look slightly different in delivered PDFs than they do inside Insights. The following differences may be noticeable in the PDF:

  • Customizations to background colors and font sizes are removed from column headers and subtotal rows.
  • Tables appear in the white theme.
  • The sort icon does not appear on pivoted tables that were not manually sorted.
  • Tables with Size Columns to Fit enabled stretch to the full width of the tile.

Additionally, for tables with more than 20,000 cells, the following differences may be noticeable in the PDF:

  • Conditional formatting options other than Background color no longer appear.
  • Cell visualizations on numeric columns no longer appear.

This option is available only for the PDF and PNG visualization formats of dashboard deliveries. 

Select the Arrange dashboard tiles in a single column box to format your PDF or your PNG visualization in a single column layout. This layout displays dashboard tiles in a single vertical column. Leave the box unchecked to show the tiles as they are arranged in the dashboard.

This option is available only for PDF formats of dashboard deliveries.

You have the option to specify the optimal size and orientation of dashboard PDFs by selecting from the Paper size drop-down menu. Large visualizations or groups of overlapping dashboard tiles may need to be resized to fit cleanly on a PDF page. 

By default, Insights uses the time zone associated with your account to determine when to send your data delivery. If you want to specify a different time zone, select the time zone from the drop-down menu. The time zone you select does not affect the data in your Insights or dashboard, just the timing of the delivery.

 

If you set the Recurrence field to anything other than Send now, a Test now button appears at the bottom left of the schedule and send window.

Select the Test now button to send a one-time test delivery of the schedule only to yourself. A green checkmark appears to confirm a test has been sent.

 

If you set the Recurrence field to Send now, select the Send now button at the bottom of the window for a one-time delivery to the listed destination.

If you set the Recurrence field to anything other than Send now, select the Save button to save your schedule and close the window.

Select the Cancel button to exit the window without saving or sending the schedule.

 

Your saved schedules for a dashboard appear in its existing schedules window. 

You can edit only the schedules you have created. To edit a schedule:

  1. Select the three-dot Dashboard actions menu at the top right of the dashboard.
  2. Select Schedule delivery from the drop-down menu.
  3. In the existing schedules window, select the three-dot menu that applies to the schedule that you want to edit.
  4. Choose Edit from the drop-down menu.
  5. The schedule and send window appears for that schedule. Make your edits in this window.
  6. Select Save when your edits are complete, or select Cancel to cancel your edits.



You may want to duplicate a schedule and then edit it. To duplicate a schedule:

  1. Select the three-dot Dashboard actions menu at the top right of the dashboard.
  2. Select Schedule delivery from the drop-down menu.
  3. In the existing schedules window, select the three-dot menu that applies to the schedule that you want to edit.
  4. Choose Duplicate from the drop-down menu.
  5. The schedule and send window appears for the duplicate schedule. "Copy" is appended to the schedule name.
  6. Make your edits.
  7. Select Save when your edits are complete, or select Cancel to cancel your edits and delete the duplicated schedule.

The original schedule remains unchanged when you make a duplicate.

The filters in a duplicate schedule will be set to the same values as are present in the Filters tab of the original schedule, although you can edit these values. If any filters have changed since the creation of the original schedule, the filters will be affected as shown in the When dashboard filters change section. If a required filter was later added to the dashboard that the original schedule is based on, you need to select a value for that filter before saving the duplicated schedule.

You can delete only the schedules you have created. To delete a schedule:

  1. Select the three-dot menu at the top right of the dashboard.
  2. Select Schedule delivery from the drop-down menu.
  3. In the existing schedules window, select the three-dot menu that applies to the schedule that you want to edit.
  4. Choose Delete from the drop-down menu.
  5. A new window appears. Select Delete to delete the schedule, or select Cancel to keep the schedule.

 

6. Download and share

You can seamlessly export your Insights data to some of the most common file formats and effortlessly share your reports with others.

To download data from a dashboard or a dashboard tile, click the three-dot menu icon in the upper right and select Download. This opens a Download window where you can name and format your download.

At the dashboard level, you can export your dashboards in PDF and CSV format files, as well as view your dashboards in browser.

At the tile level, figures can be downloaded in the following formats:

  • TXT (tab-separated values)
  • Excel spreadsheet (Excel 2007 or later)
  • CSV
  • JSON
  • HTML
  • Markdown
  • PNG (image of visualization)

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