Using segments to limit data in Analysis Workspace using-segments-to-limit-data-in-analysis-workspace

This video shows how you can limit users of a project in Analysis Workspace to a specific segment (or segments) as they are working with the tool.

Hey everybody, this is Doug. In this video, I want to show you a way to use segments to limit the data that is available to people to use in analysis workspace. Now notice that I don’t just say how to limit the data with segments because that’s what all segments do. But in this tip, I’m going to show you how to use segments to limit what is even available for people to use in the project. So, as I go through, you’ll see what I mean.
So you can see that I’ve created this Washington State Retail Analysis project. And so we have a products report here. And I’ve put in revenue, and I’ve put in orders. And let’s just say, yeah, I just want these people to look at Washington state numbers. Now, I have created a segment. You can see here Washington State Visitors. And if I click on my little info bubble there, it is just, you know, US States equals Washington. So super basic segment, but it does the job. Now, if I bring this up here and drag it in, and you’d think that everything is good and I should be done, and there you go. However, I don’t want people to be able to come in here and remove the segment. And so even if I curate this and only provide the segment, and only provide certain metrics, like revenue and orders, et cetera, then they could potentially remove the segment, which is of course right now affecting revenue and orders. And you can see this is great. But what if they, you know, remove this, and then they are looking at the total revenue and the total orders and the products that were purchased the most, regardless of geography? So there’s the setup and we’re going to look at how to use segments in calculated metrics in order to limit the data that people even have access to. So you’ll see that I’ve created a couple of calculated metrics here, Washington State Revenue, Washington State Orders. So if I click into one of those, let’s just do revenue, and I click into this little info bubble, and you know what, I’m even going to click on this pencil to edit it. So we can take a look at that and it comes up and I’ve named it there Washington State Revenue. And what I’ve done is just taken that segment and dropped it in, and then dropped in revenue. So revenue kind of sits inside of those parentheses. So it applies that segment. And now that segment is part of the metric. So if I cancel out of that, I don’t need to change it. So if I just drag over Washington State Revenue and say, add that right here, then you’ll be able to see what people buy that are from Washington. And you’ll see that some of these products are not getting any traction there and some are, et cetera. So maybe I’ll even just sort by that.
But then I can clearly see those products that are purchased in Washington and which ones aren’t down here, et cetera. And I can do the same thing with orders. I did the same thing when I created that. And so we have Washington State Visitors as a segment, and then just orders inside that. And so that can come over as well. I can put it wherever. I’ll just put it right there in the middle. And then now I can get rid of orders and I’ll get rid of revenue. And now I just have my Washington State Revenue, Washington State Orders. And now I just have that Washington state data. Of course this applies throughout the project. So I can even change this. And let’s do a little bit longer time period, maybe last 60 days or something like that, and apply that. And then of course I get those numbers. Maybe let’s just do one more to show you how I did create those calculated metrics. So I’m just going to create a calculated metric there. And in this case, I’m going to do Washington State Average Order Value. So this is going to be currency. And I can give it those two decimal places if I want for currency. And then I’ll grab that Washington State Visitors segment and drop it in. And now I need the AOV. I need the average order value. I show all my metrics there. What I really need is revenue per order. So if I just, I think I already have that.
Revenue per order. And so I can just drop that in.
And as you can see, that was an out of the box calculated metric that I just dropped in there and it kind of broke it out to what it really is. In any case, now I can save that, and I have it available to me now in the metrics. Now, before I drop that in, I’m going to show you then how we can actually limit that. So what we do is we go over to share and we curate the project data. And it’s going to grab what I already have in the project, right? So I have my dimension, which is products, and I have my two metrics in there right now, which are Washington State Revenue, Washington State Orders. And so I can drag anything else in there that I’m going to need. So I can drag over Washington State AOV and drop that in, and there’s three metrics there. And I can drop in, of course, any other segments or any other metrics or dimensions, et cetera. And I’ll just click on Done.
Now, had I wanted to allow them to, you know, have some of the other segments, maybe like first-time visitors that they could drop on top of that, then I should have added that one as well. As you can see, as it stands now, they have no segment options there because I built the segment that I wanted to into these metrics. And so they can’t really remove Washington state from the revenue or the orders or the AOV, and I can drag that right in there and put it wherever I want in there. And then when I share that, and I click on Share, and share this project out to the people, instead of, you know, allowing them to edit, I can just allow them to view and use this project. And that way, you know, they will, again, only have the metrics that I want them to have. And that was again all because I included that segment in those calculated metrics. I hope that was helpful, and that’s a fun little tip that you can use as you curate your projects. Good luck. -