Clean up your Adobe Commerce Intelligence Account

Whether you have been with Commerce Intelligence for six months or six years, maintaining a tidy account is paramount to your organization getting the most out of the platform. Over time, it is natural for there to be users, dashboards, reports, metrics, and columns that are no longer needed. Perhaps you created a report for one-time use and forgot about it or a user who left your company never had their account deactivated.

With standardized, clear naming for all elements) of your Commerce Intelligence account, the account audit steps below help you reduce the clutter and unnecessary analyses for your users. One additional benefit includes potentially faster update cycles.

Step 1: Identify Your Non-Active Users

The first step in cleaning up your account is to deactivate the accounts of your non-active users, such as people who have left the company or no longer use Commerce Intelligence in their current roles.

To do this - click your company’s name in the upper-right navigation bar, then select Manage Users. Next, select the user you want to deactivate and click Deactivate User.

You need Admin permissions to do this.
Deactivating a user removes the charts, dashboards, and other assets created by that user. If you want to preserve these assets, contact the Commerce Intelligence support team before deactivating the user. Support can help you transfer these assets to another user.

Reactivate a User

To reactivate a user, reinvite the user by recreating their account with the same email address that was deactivated, and their access and the data they owned are restored at login.

Step 2: Delete Unused Dashboards and Reports

The next step in auditing your account is to delete any unused dashboards and reports.

You need Admin or Standard user permissions to do this.

Every user with Admin or Standard access can create reports and dashboards. For that reason, everyone with these permissions must follow the steps below to identify and remove unused reports.

Review Your Dashboards and Reports

Before you delete anything, you should review your reports and dashboards to assess what is in use. While you can use the find unused reports feature described below, any initial review makes your cleanup efforts much more productive.

Deleting Dashboards and Reports

After you access your dashboards and reports, you can then begin cleaning up your account.

To Remove a Report from a Dashboard

  1. Locate the report that you want to remove on the dashboard.
  2. Select Options in the top-right corner of the report.
  3. Click Remove From Dashboard.

To Delete an Entire Dashboard

  1. Select Manage Data, then Dashboards.
  2. Click on the dashboard that you want to delete.
  3. Click Delete Dashboard.

You can also select Dashboard Options, then Delete from the dashboard itself.

Deleting a dashboard does not delete the reports within it, so you have to take one more step to delete the reports.

To Delete Unused Reports

  1. Select Manage Data, then Reports.
  2. Check the Only show unused reports box located beneath the metrics list. This creates a list of reports that are not used in a dashboard or email summary.
  3. Select the reports that you want to delete. You can select all by clicking the checkbox above the report list.
  4. Click Delete Selected.

Here is a look at the unused report deletion process:

Step 3: Delete Unused Metrics

After you have cleaned up your users list, dashboards, and reports, you can move onto auditing your list of metrics. This helps you identify anything that might be outdated - for example, a new metric was created with a different definition - or not in use.

  1. To generate a list of dependent reports for a metric, go to Manage Data, then select Click Metrics.
  2. Click Edit next to a metric.
  3. At the bottom of the page, you see a section called Dependent Charts. Click the link to generate a dependent reports list for this metric.
  4. After the system completes the check, Commerce Intelligence displays a list of dashboards, reports, and users using this metric.

If you decide that the metric is no longer needed, navigate back to the Metrics page by clicking Back to Metric List to find the metric you want to delete. Click Delete.

Step 4: Assess Your Synced Columns

The last step is to assess the columns currently being synced in your Data Warehouse. Not only can unsyncing columns declutter your account, it can also potentially reduce your update time.

If you would like to pursue this, reach out to Commerce Intelligence Support. The Support team can create a report that includes all columns that are not being used in any dashboard for any user and that are not used in email summaries, excluding SQL Reports. You can then use this report as a guide for selecting columns to unsync via the Data Warehouse Manager.

You can always start syncing these columns again in the future. Unsyncing a column removes any data from your Data Warehouse; it only means that this column is not checked for new or updated values during the update cycle.

To Unsync a Column (or Columns)

  1. Go to Manage Data, then Data Warehouse.

  2. In the Synced Tables list, navigate to the table that contains the column.

  3. Check one or more boxes next to one or more columns that you want to unsync.

    note note
    You cannot unsync a Primary Key column without dropping the entire table.
  4. Click Remove to unsync one or more columns.

Here is a look at the whole process:

Wrapping up

Your Commerce Intelligence account should now be tidier and easier to navigate for you and your team.