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Workbooks Guide

Learn how to export your balance and transaction data with Workbooks!

David Taylor avatar
Written by David Taylor
Updated over a week ago

Introduction to Workbooks

Workbooks is an intuitive, excel-like interface within Trovata that empowers users to securely automate repetitive data exports.

Now, you are able to save specific queries, customize data outputs, and set distribution preferences to safely export a wide range of data from our platform.

Workbooks & Data Outlets

What is a workbook?

A workbook is a set of pages/spreadsheets that contain the user’s data in various customizable formats via data outlets.

What is a data outlet?

A data outlet is a powerful tool that allows you to retrieve dynamic data from a specific source, such as balances or transactions. It provides you with the ability to customize your data retrieval by specifying a date range and a set of criteria, like selected accounts or transaction search parameters.

Whenever you load your workbook, the data outlet ensures that you have the latest and most accurate information by automatically updating the data. This means you'll always have access to the most up-to-date data without any manual effort.

Creating Workbooks & Adding Data Outlets to a Sheet

Finding Workbooks

  • Click “Workbooks” on the left hand side navigation menu. This page displays all workbooks that have been saved in your Trovata instance.

  • Then, select the blue “New Workbook” button in the top right corner.

Add Data to a New Workbook

  • Select a cell on the spreadsheet to anchor the top left corner of your results. Keep in mind that 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.

Configuring the Data Outlet Editor

To complete configuration steps 1 through 7 in the Data Outlet Editor dialog:

  1. Choose a Data Source

    1. Select either Balances or Transactions data

  2. 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.

  3. Select Search Params

    1. configure your filters so that they align with your desired results.

    2. For example, filter on the specific accounts, currencies, or tags.

  4. Loading Data

    1. This step indicates when search results are loading and automatically moves to step 5.

  5. Columns

    1. Check off the columns you would like in your data output.

  6. Column Order

    1. Edit the name of your column headers

    2. Click and drag the columns to reorder (from left to right)

*Save Your Configuration*

  • Make sure to Click “Save” to officially add your data outlet to your workbook.

  • Also, make sure to “Save” your workbook in the top right corner.

Schedule Email Delivery of a Workbook

  • Click the three dots icon in the top right corner, Click “Share a workbook”

Configure the Share Workbook dialog

  • Choose Your Email Recipients

    • NOTE: You can only email raw transaction and balance data to users who have been provisioned in your Trovata instance.

  • Select File Format

    • Choose which file format your recipients will receive. Either .XLSX or .CSV

  • Set Repeat Preferences

    • Define the cadence for email distribution.

    • Options include

      • Daily

      • Weekly

      • Monthly

      • End of Month

      • Does not repeat (one-time email share)

  • Schedule the Email

    • Click the “Schedule Email” button

    • Review the selections

    • Click “Done” to complete your configuration

Managing Email Delivery Preferences

  • Access the Email Delivery Preferences

    • Click the three dots icon in the top right corner of the workbook

    • Select “Manage repeat shares” to view all scheduled email preferences for that specific workbook.

  • Manage Specific Scheduled Shares

    • Click the three dots icon next to the Scheduled Share you’d like to manage

    • Then click “Edit” to review and update the preferences

Workbooks Optionality

Multiple Data Outlets on One Sheet

You can add multiple data outlets to the same sheet. For example, you can have only transaction outlets, only 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 blue square button on the footer bar of the grid. You can also edit the names of sheets by double-clicking on the table where its name is displayed.

Save a Workbook

To save a workbook, select the “Save" button located on the toolbar in the top right corner of the screen. You will then select a name for your workbook.

Open a Saved Workbook

To find a saved workbook, click "Workbooks" in the left-side menu to view a list of all saved workbooks in your instance. Click on the workbook you want to open to view its contents.

Delete a Data Outlet

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

Remove a Data Outlet from Grid (without deleting)

To remove an outlet from the grid without deleting it entirely, select the outlet in the appropriate sheet tray (below the grid) and make sure the correct outlet is highlighted on the grid. If the correct outlet is highlighted, select the menu (three vertical dots) 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. You will then select a format and file name for the download. The currently supported file formats are .csv and .xlsx.

Summary of Workbooks

In conclusion, Workbooks is an incredible feature that empowers you to export and manipulate data from Trovata in ways that feel familiar. 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.

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