Basics of Data Snapshots

1. What is a data snapshot and what are its uses?

The Data Snapshot feature in Zoho Analytics allows you to maintain a report's historical data. The report's data is captured periodically and stored in a table. Reports can then be created over this table that contains the snapshot data, facilitating historical report creation and analysis. 

2. What are the report types that support data snapshots? 

You can create data snapshots over the following report types:

• Charts

• Pivot View

• Summary View

Note:

• Snapshots cannot be created over pivot tables that contain data in the Column shelf. 

• Forecasted values cannot be captured in a snapshot.

• If a default value is set for a report's user filter, a snapshot of the report will contain only that value. 

3. How do I create a data snapshot?

Note: 

• You can create multiple data snapshots over the same report.

4. Why am I unable to edit the report over which I have created a data snapshot?

Editing a report will be restricted after creating a data snapshot over it. Columns can be rearranged and more columns added if needed. However, columns cannot be removed and the applied summary functions cannot be modified. It is therefore best to ensure all modifications are made before setting up a data snapshot. 

5. Can I edit or delete the data from a data snapshot table?

It is not possible to do so, as the snapshot table's data is the actual history of the columns in a report, and as such, should not be tampered with. 

6. What are the intervals at which I can create snapshots of a report?

Use the How often section in the Create New Snapshot screen to specify a schedule interval for the data snapshot. The following are the options available: 

• Hourly 

• Daily 

• Weekly  

• Monthly

• Not Scheduled

You can also choose to import the data only once and run the snapshot manually when needed, by selecting the Not Scheduled option. 

7. What is the data retention period for the snapshot data?

You can retain snapshot data created over any of the following time periods. 

• Last 7 Days

• Last 30 Days

• Last 3 Months

• Last 6 Months

• Last 12 Months

• All Snapshots

The data from the specified time span will be retained in the table and the older data will be removed. 

Managing Data Snapshots

1. How do I manage the data snapshots in my workspace?

A workspace's data snapshots will be listed in the Data Sources page, as they are considered to be their corresponding tables' data source. To access the Data Sources page, click the More icon from the side panel and select Data Sources. The Snapshots section will list every snapshot created in the workspace. 

The following options are available on mouse over the snapshot details.

• Run: This allows you to run the data snapshot instantly and import the report's columns.

• View Snapshot History: This button allows you to view the history of the data snapshot.

• Info: This icon provides details of the data snapshot's created and modified time.

• Edit: This option is found under the More Actions icon and allows you to edit the data snapshot.

• Reinitialize: Found under the More Actions icon, this allows you to remove all existing records from the snapshot table and reinitialize the import process.

• Disconnect: This option under the More Actions icon allows you to disconnect the snapshot from its associated report.

• Delete: Delete the snapshot and its corresponding table using the Delete option under the More Actions icon.

2. How do I edit a data snapshot?

Follow the steps below to edit a snapshot's settings. 

• Click the Data Sources button from the side panel of your workspace, and navigate to the Snapshots section. 

• Click the More Actions icon that appears on mouse over the required data snapshot and select the Edit icon. 

• In the Edit Snapshot screen that appears, edit the name, data retention period and the data schedule interval as needed, and click Save.

3. How do I view a data snapshot's settings?

To do this, click the Data Sources button from the side panel and navigate to the Snapshots section. Click the Info icon that appears on mouse over the required snapshot to view its details. 

4. Is it possible to see a data snapshot's history?

Follow the steps below to view a detailed history of when snapshots were taken.

• Click the Data Sources button from the side panel, and navigate to the Snapshots section.

• Click the View Snapshot History button that appears on mouse over the required snapshot. 

In the screen that appears, the days when the report's data was recorded will be displayed in a calendar view. Clicking on a particular date will display details of the snapshots run on that day, with information about the time of data fetch and the number of rows and columns imported. 

Note: Snapshot details will be maintained for 90 days in Zoho Analytics. 

5. How do I run a data snapshot schedule instantly?

To do this, click the Data Sources button from the side panel and navigate to the Snapshots section. Click the Run Now button that appears on mouse over the required snapshot. The Snapshot will run instantly and import data from the report. 

6. Is it possible to remove the existing records from a snapshot table and re-initiate the snapshot?

To do this, click the Data Sources button from the side panel and navigate to the Snapshots section. Click the More Actions icon that appears on mouse over the required snapshot, and select the Reinitialize option. This removes the existing records from the corresponding snapshot table, and new records will be added at the scheduled interval.

7. Can I pause a data snapshot's schedule?

Yes, you can. Follow the steps below to do this. 

• Click the Data Sources option from the side panel, and navigate to the Snapshots section. 

• Click the Status toggle button found near the required snapshot, and change the status to Inactive. This pauses the snapshot schedule until the status is changed to Active again. 

8. Can I disconnect a snapshot from its associated report?

Yes, you can. Follow the steps below to do this. 

• Click the Data Sources option from the side panel, and navigate to the Snapshots section. 

• Click the More Actions icon that appears on mouse over the required snapshot, and select the Disconnect option. The Data Snapshot will be disconnected from its corresponding report. However, you will still be able to access the existing data in the snapshot table.

Note: Disconnecting a data snapshot permanently removes its connection from the snapshot table. You cannot set up a data snapshot connection for the same table. 

9. How do I delete a data snapshot table?

It is not possible to delete a snapshot table directly. However, by deleting the data snapshot, every report and table dependent on the data snapshot will be deleted. 

Follow the steps below to do this. 

• Click the Data Sources option from the side panel, and navigate to the Snapshots section. 

• Click the More Actions icon that appears on mouse over the required snapshot, and select the Delete option.

10. Can I restore a data snapshot table that has been deleted?

Yes, if the report over which the snapshot was created is still available. To restore the data snapshot table, click the Trash icon from the side panel, search for the required table and click the Restore icon that appears on mouse over. 

Note:

• If the report the snapshot was created over is deleted, or the involved columns are removed from the report, you cannot restore the data snapshot table. 

• Data snapshots will be retained in the Trash for only 45 days.