Sync Data from Plans to Public Dashboard

The Plans to Public Dashboard sync process allows you to request your Public Dashboard to bring all your plan elements, measure data, and last updates from Plans into Public Dashboard (PD). The information from Plans will appear in the respective fields in Public Dashboard:

Fields in Plans	Fields in Public Dashboard
Plan element description	Feature Text
Plan element/measure last update	Latest Update
Measure description	Measure Text

Any fields that do not contain information derived from Plans will remain untouched by the sync process. However, if you have chosen to customize any of the fields containing synced data, fear not! We've provided options during the sync process to help you retain those customizations.

Tip
The first time you enable Public Dashboard for your plan, all planning and measure data with their updates are automatically synced from Plans into Public Dashboard.

When to Request Sync?

We recommend requesting a sync before you start editing your Public Dashboard so that you can work with the latest planning and measures data. Consider requesting a sync when:

• There are changes to the underlying plan such as new or deleted plan element/measure, or change of description. 
• New round of plan/measure updates

 

How to Request Sync?

To request sync, launch into the Public Dashboard console by clicking on Public Dashboard on the navigation menu. 

Note: If you don't see the Public Dashboard menu, see this article on Managing Public Dashboard Admin Access.

Once in the PD admin console, On the far right of the top menu, click on the settings icon. Select Request Sync.

A Sync Data popup will appear with two tabs: Sync Now and Sync Scheduler.

Sync Now

Sync Now allows you to manually request a sync as needed. If your public dashboard has been published, you'll want to set reminders to review plan data and updates and sync the dashboard on a regularly scheduled cadence. This option is best if you want to have ultimate control over what is being moved from your Plans to your public dashboard.

Based on what you'd like to do, select from the options:

• Retain descriptions and only replace plan element updates with data from Plans.
  Use this option if you've customized the plan element description within the Feature Text field, or the Measure Feature Text field within Public Dashboard. With this option, only plan element updates will be synced through. You can optionally enable 'Publish' if you're confident about sharing your plans update with the world.
• Replace all plan element descriptions and updates with data from Plans.
  Use this option if you haven't customized any plan element description or latest updates within Public Dashboard. You can optionally enable 'Publish' if you're confident about sharing your plans update with the world.
  • Override Navigation labels with plan element descriptions
    This additional option appears when the second options is selected. Selecting this option will overwrite any changes you've made to the Navigation label on the Public Dashboard admin page and reset it to what is defined in the plan
    
• Choose specific plan elements for application.
  Use this option to selectively decide which plan element's data you'd like to sync through. Publishing option is not offered here, but you can manually publish the site when you've completed the review.

Sync Scheduler

Sync Scheduler allows an automated sync to take place on a schedule of your choosing. Most clients choose to use this option based on the end of the reporting period (e.g. five days after reporting period ends). This feature will automatically pull plan data and updates into your public dashboard on a scheduled cadence and publish automatically.

Enable the Schedule toggle at the top of this tab to see the available options:

• Replace all plan element descriptions and updates with data from Plans.
  Use this option if you haven't customized any plan element description or latest updates within Public Dashboard. You can optionally enable 'Publish' if you're confident about sharing your plans update with the world.

• Retain descriptions and only replace plan element updates with data from Plans.
  Use this option if you've customized the plan element description within the Feature Text field, or the Measure Feature Text field within Public Dashboard. With this option, only plan element updates will be synced through. You can optionally enable 'Publish' if you're confident about sharing your plans update with the world.

Below the Publish toggle will be a section to schedule your recurring sync. Syncs can be scheduled based on reporting dates or on a daily, weekly, or monthly scheduled day and time.

How Long Does Sync Process Take?

Depending on the size of your plan, it could take a few minutes or hours to process your sync. While the sync is running in the background, you can continue to work with the configuration options in Public Dashboard. It is best not to make changes to any area where the content will be updated by the sync process. Once the sync completes, the following email notification will be sent to all Public Dashboard Administrators. You can return to the PD console to view and apply your sync data.

Understanding Review Sync Data Page

If during the sync request you selected the last option 'I want to pick per plan element which synced data to apply.', then the following steps will apply. 

Once your sync process completes, current and newly synced plan data will display on the Review Sync Data page.  

To view your synced data. From your Public Dashboard admin console, click on the 3 dots and select View Synced Data.

 

A popup will appear (newly added on 14-Dec-2020). Based on what you'd like to do, select from the options to apply your synced data. With the first and second option, you'll have an additional option to Publish the changes to the internet.

 

Selecting option 3 'Pick and choose which synced data to apply' will bring you to the Synced Data page below.

 

On the left of the page it displays all the plan elements and measures that have synced from your Plan. Any new plan elements or measures added since the last sync will be highlighted in green. 

As you click on each line item on the left, it will display the details in the main section to the right. This is where you'll be selecting the content to apply to your public dashboard site. The Current section displays the existing data on your site. If you have made changes to the content on any of the synchronized fields, it will display it here. The New Sync section displays data pulled through from the sync. If there are new updates, as in the example above, it will be displayed in this section.

By default, all Current data are selected. If it's a new planning item, then the New Sync data will be pre-selected.  You will need to go through and select whether to keep the Current data or apply the New Sync data for each page or use the Select All button to choose between Current or New Sync for all pages.

Tip
We recommend that you choose New Sync if you made minimal changes to the synced content.

When you've completed the task of selecting the appropriate sections for each planning node, click on Overwrite Data to apply the changes to your site. Once the changes are applied, the sync page will no longer be available.

If you are not planning on applying any of the synced data to your site and you do not wish to keep the synced data, click on Exit & Delete Sync. Doing so will delete the sync data and make the Request Sync option available again.

Note that there is no save and return to this page option. The Cancel button will not save your changes. It allows you to exit the sync page without any changes applied. 

Tip
If you need to rerun your sync, Exit & Delete Sync first, then click on Request Sync.