Workbooks Guide

101: Introduction to Workbooks

Workbooks is an intuitive, excel-like interface within Trovata that empowers users to securely automate repetitive data exports. Users can save specific queries, customize data outputs, and set distribution preferences to safely export a wide range of data from Trovata.

A Workbook is a set of pages/spreadsheets that contain a company’s bank data in various customizable formats via Data Outlets.

A Data Outlet allows users to retrieve balance and transaction data. A date range and search criteria can also be specified.

Creating Workbooks

From within the Workbooks module, click the blue "New Workbook" button in the top right corner of the screen.
Select a cell on the spreadsheet to anchor the top left corner of your results. NOTE: The first row of your results will always contain the column headers.
Click the plus sign to add a data outlet to the selected cell. This will open the Data Outlet Editor.
Choose a Data Source
1. Select either Balances or Transactions data.
Choose a Date Range
1. Use the preconfigured date range options to set the start and end dates for the data.
2. You can also select a rolling dates preference for the “Date Range” and “Periods” options.
Select Search Params
1. Use the search bar to build a TQL statement that filters the data to match your desired results. For example, users can filter for specific accounts, currencies, or tags.
2. Click the config icon in the top right corner of the data table to toggle on Full Account Numbers.
Loading Data
1. This step indicates when search results are loading and automatically moves to step 5 (Columns).
Columns
1. Check off the columns you would like in your data output.
Column Order
1. Optional: Edit the name of your column headers
2. Optional: Click and drag the columns to reorder (from left to right)
3. Toggles:
  1. Currency Formatting: Adds currency symbols in front of values (i.e $3,000,000)
  2. Comma Formatting: Adds commas between numeric values (i.e. 3,000,000)
  3. Single Tag Column: Consolidates all applicable transaction tags into one column in the Workbook, instead of having each tag name under its own column.
Click “Save” to add your data outlet to your workbook.
Make sure to “Save” your workbook in the top right corner to officially save your Workbook.
Select "Save As New", then click "Next".
Enter a name for your workbook.
Click "Save".

Manage an Existing Workbook

Click the three dots icon to the right of to update your share settings, copy the link to the workbook, or make edits.
Users can also select an existing workbook from the list by clicking on it in the list.
Once a workbook is open and you see the data grid, click on the three dots underneath the grid, then select "Edit".
Navigate to the section of the Data Outlet Editor to make the respective changes.
Once the change(s) is made, click through the "Next" buttons, then hit "Save".
Make sure to “Save” your workbook in the top right corner to officially save your Workbook.
Select "Overwrite Existing", then click "Next".
Optional: Rename your workbook.
Click "Save".

Schedule Email Delivery

Click the three dots icon in the top right corner, then click “Share workbook”.
Choose Your Email Recipients
1. NOTE: You can only email raw transaction and balance data to users who have been provisioned in your Trovata instance.
Select File Format
1. Choose which file format your recipients will receive: XLSX or CSV.
Set Repeat Preferences
1. Define the cadence for email distribution.
2. Options include:
  1. Daily
  2. Weekly
  3. Monthly
  4. End of Month
  5. Does not repeat (one-time email share)
  6. Time (AM/PM)
  7. Timezone
Schedule the Email
1. Click the blue “Schedule Email” button.
2. Click “Done” to complete your configuration.

Managing Email Delivery Preferences

Click the three dots icon in the top right corner of the workbook.
Select the “Manage repeat shares” button to view all scheduled email preferences for that specific workbook.
Click the three dots icon next to the Scheduled Share you’d like to manage.
Click “Edit” to review and update the preferences.
1. Optional: Click "Delete" to delete the email delivery.
Follow the same creation steps above to edit the configuration as needed.

Workbooks Optionality

Multiple Data Outlets on One Sheet

Users can add multiple data outlets to the same sheet.

Example: Users have only transaction outlets, balance outlets, or any combination of both. The data outlets will be saved in relative positions to each other, and Workbooks will make an effort to maintain their relative positions as the size and shape of the data outlets change over time.

Adding a Sheet to a Workbook

To add a new sheet to an existing workbook, click the small square button on the footer bar of the grid, next to the name of your tabs. You can also edit the names of sheets by double-clicking on the table where its name is displayed.

Delete a Data Outlet

To delete a data outlet, select the outlet in the appropriate sheet row (below the grid) and make sure the correct outlet is highlighted on the grid. Then, select the three dots icon on the outlet and select "Delete". The outlet will be removed both from the sheet tray and the grid.

Remove a Data Outlet from Grid (Without Deleting Entirely)

To remove an outlet from the grid without deleting it entirely, select the outlet in the appropriate sheet tray (below the grid). Then, select the three dot icon on the outlet and select "Remove From Grid". The outlet will be removed from the grid, but it will still remain in the sheet tray. The outlet can be written back to the grid with the "Add to Grid (at selected cell)" button.

Delete a Sheet

To delete a sheet, right click on the sheet’s name in the footer bar at the bottom of the grid. Select delete from the small pop up menu.

Download a Workbook

To download a workbook, select the “Download Workbook" button located on the toolbar in the top right corner of the screen. Then, select a format (XLSX or CSV) and file name for the download.

Summary of Workbooks

In conclusion, Workbooks empowers users to export and manipulate data from Trovata. Its excel-like functionality, customizable layouts, and easy data retrieval make it an indispensable tool for optimizing your workflow and gaining valuable insights. Users can create spreadsheets, add data sources, and customize layouts. With automatic data updates and the ability to add multiple data outlets on a sheet, Workbooks can then be saved and emailed for future convenience.