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Overview

Knowlix Spreadsheets provide powerful data analysis, manipulation, and visualization capabilities directly integrated with your business database. Create spreadsheets, insert live data connections, build dynamic pivot tables, design charts, and collaborate in real-time with your team. Unlike standalone spreadsheet applications, Knowlix Spreadsheets connect directly to your operational data. Insert lists from any module, create pivot analyses that update automatically, and use database-specific functions to pull live information. Changes in your CRM, Sales, or Inventory modules reflect immediately in connected spreadsheets. The Spreadsheet module lives within Document Management, storing files in organized folder structures with granular access controls. Share spreadsheets internally with permission-based access, collaborate through cell comments, and track changes with automatic version history. Build custom dashboards by converting spreadsheets to visualization panels. Charts and data tables display key business metrics with real-time updates. Start from pre-configured dashboard templates or design custom analytics from scratch. 💡 Pro Tip: Ask Your Knowlix for spreadsheet operations: “Create a new spreadsheet analyzing Q4 sales by region” or “Insert a pivot table of inventory levels by warehouse”

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Creating Spreadsheets

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New Blank Spreadsheets

Create spreadsheets from scratch or using predefined templates. To create a new spreadsheet:
  1. Navigate to Documents and select the destination folder
  2. Click New
  3. Select Spreadsheet
  4. Choose Blank spreadsheet or select a template
  5. Click Create
  6. Click Untitled spreadsheet at the top to rename
Alternative creation methods:
  • Click File → New from within an open spreadsheet
  • Insert a list, pivot table, or chart from another module directly into a new spreadsheet (saves to My Drive or configured Spreadsheet folder)
Default storage locations: New spreadsheets save to either your personal My Drive folder or, if file centralization is enabled, to the Spreadsheet workspace folder.

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Spreadsheet Templates

Templates accelerate spreadsheet creation for recurring analysis needs like monthly budget reports, quarterly commission calculations, or weekly performance tracking. Creating templates:
  1. Open an existing spreadsheet or create a new one
  2. Click File → Save as template
  3. Enter the Template Name (or keep the default)
  4. Click Confirm
After saving as a template, subsequent changes to the open spreadsheet affect only that instance. To modify the template itself, edit it through the template management interface. Using templates: Method 1:
  1. In Documents, click New → Spreadsheet
  2. Select the desired template
  3. Click Create
Method 2:
  1. Navigate to Documents → Configuration → Spreadsheet Templates
  2. Click the New spreadsheet icon next to the template
New spreadsheets inherit the template name by default. Click the name at the top to rename. Managing templates: Navigate to Documents → Configuration → Spreadsheet Templates. Remove the “My Templates” filter to view all available templates. Available template operations:
  • Duplicate: Click Make a copy to create a new template based on an existing one. The copy appears at the bottom of the list.
  • Edit: Click Edit to modify template content. Changes save automatically.
  • Delete: Check the template checkbox, click Actions, then Delete
Templates are available organization-wide. Any user can create spreadsheets from any template. 💡 Your Knowlix: “Create a spreadsheet from the Monthly Sales Report template”

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Uploading External Files

Import Excel files (.xlsx format) to continue working on them as Knowlix Spreadsheets. To upload and convert an Excel file:
  1. In Documents, navigate to the destination folder
  2. Click New → Upload
  3. Select the .xlsx file
  4. Click Open
  5. Click the uploaded file
  6. Disable Send source file to trash if you want to preserve the original .xlsx
  7. Click Open with Knowlix Spreadsheet
The file converts to Knowlix Spreadsheet format and becomes fully editable with database integration features.

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File Management Operations

Users with Editor rights can perform various management operations through the File menu.

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Core File Operations

Make a Copy: Duplicates the current spreadsheet with identical regional settings (locale). The copy appears as a new file in the same folder. Save as Template: Converts the current spreadsheet into a reusable template available to all users. Download: Exports the spreadsheet in .xlsx format. Database formulas (lists, pivot tables, functions) convert to their current values at download time, creating a static snapshot.
Note: Viewer role users can also download spreadsheets.
Version History: Access read-only previous versions. View version details, restore earlier versions, or create copies of specific versions. Print: Send the spreadsheet to a connected printer. Settings: View and modify the spreadsheet’s regional settings (locale). Add to Dashboard: Convert the spreadsheet into a dashboard accessible through the Dashboards module.

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Version Control

Knowlix automatically saves spreadsheet versions as changes occur, providing complete edit history. Accessing version history:
  1. Click File → See version history
  2. Saved versions appear in the right panel with user names, dates, and times
Version operations:
  • View: Click any version to preview it in read-only mode
  • Restore: Click the vertical ellipsis icon, then Restore this version
  • Copy: Click the vertical ellipsis icon, then Make a copy (opens as new spreadsheet)
  • Name: Click the date/time to add a descriptive name for easy identification
Actions available in read-only version view:
  • Search: Edit → Find and replace or Ctrl + H
  • Copy cells: Edit → Copy or Ctrl + C

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Regional Settings (Locale)

Spreadsheet locale determines number formatting, date displays, and week start day for consistent viewing across all users. Affected by locale:
  • Thousand and decimal separators (1,000.50 vs 1.000,50)
  • Date and time formats (MM/DD/YYYY vs DD/MM/YYYY)
  • First day of the week (Sunday vs Monday)
Default behavior: New spreadsheets inherit the creator’s user profile language settings. A user with French (BE) language creates spreadsheets following Belgian French conventions. Viewing and changing locale:
  1. Click File → Settings
  2. The Spreadsheet settings panel opens
  3. View current locale
  4. Select different locale from dropdown if needed
Locale indicator: When opening a spreadsheet with a different locale than your profile, a blue globe icon appears at the top right. Hovering reveals a warning showing locale differences and affected formats. 💡 Best Practice: Set locale to match your primary user base. International teams should agree on a standard locale for shared analytical spreadsheets.

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Dashboard Conversion

Transform spreadsheets into dashboards accessible through the Dashboards module. To convert a spreadsheet to a dashboard:
  1. Click File → Add to dashboard
  2. Enter the Dashboard Name
  3. Select Dashboard Section (or create new section)
  4. Modify Access Groups if needed to control visibility
  5. Click Create
Important notes:
  • The first spreadsheet tab becomes the dashboard front end
  • After conversion, the spreadsheet is deleted from Documents
  • All subsequent edits occur through the Dashboards module
  • You can also add spreadsheets to dashboards from Dashboard configuration settings

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Data Integration from Knowlix Modules

Insert live data from any Knowlix module into spreadsheets. Lists, pivot tables, and charts connect to your database and refresh automatically.

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Data Sources

Each inserted list, pivot table, or chart creates a data source. Data sources maintain connections between spreadsheets and database models, retrieving updated information when spreadsheets are opened, pages are reloaded, or data is manually refreshed (Data → Refresh all data). Data source properties: Access through the Data menu. Sources appear with identifying icons:
  • 📊 Pivot table icon
  • 📋 List icon
  • 📈 Chart icon
Followed by ID and name (e.g., ”📊 (#1) Sales Analysis by Product”). Opening properties:
  • Click the data source in the Data menu
  • Right-click cells in an inserted list/pivot table, then See list properties or See pivot properties
  • Click the menu icon on a chart, then Edit
Properties remain open when navigating between sheets. Close by clicking the X icon in the properties panel. Data source lifecycle:
  • Deleting an inserted list or pivot table does NOT delete its data source (must delete through properties)
  • A warning in the Data menu identifies orphaned data sources
  • Deleting a chart ALSO deletes its data source
Multiple data sources: Insert lists, pivot tables, and charts from different modules and models into the same spreadsheet for comprehensive cross-functional analysis.

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Inserting Lists

Lists display database records in spreadsheet rows with each field as a column. List data refreshes automatically from your database. Pre-insertion preparation: Before inserting, configure the list view with desired fields, filters, and sorting. This impacts both loading performance and spreadsheet usability. To insert a list:
  1. Open the relevant list view in any Knowlix module
  2. Click the Actions icon next to the view name
  3. Select Spreadsheet → Insert list in spreadsheet
  4. Edit the Name if needed (used in sheet name and properties)
  5. Adjust the number of records (rows) to insert
  6. Choose Blank spreadsheet or select an existing spreadsheet
  7. Click Confirm
Inserting specific records only: Select desired records in the list, click the Actions button at top center, then Insert in spreadsheet. Record count considerations: The default number shows records visible on the first page. If anticipating new records (new categories, salespeople, etc.), add extra rows during insertion to accommodate growth. Example: If you have 10 product categories and expect more, insert 15-20 rows. Otherwise, an 11th category would replace an existing row instead of appearing as a new one. Post-insertion:
  • The list appears in a new sheet tab named “List Name (List #ID)”
  • Properties panel opens on the right
  • View individual records by right-clicking any row cell and selecting See record
  • Navigate back to the spreadsheet using breadcrumbs

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List Functions

Inserted lists use database retrieval functions to populate cells. Header function: 
=KNOWLIX.LIST.HEADER(list_id, field_name)
Value function: 
=KNOWLIX.LIST(list_id, index, field_name)
Function arguments:
  • list_id: Sequential ID assigned at insertion (first list = 1, second = 2, etc.)
  • index: Record position in the original list (first record = 1, second = 2, etc.)
  • field_name: Technical name of the database field
Viewing formulas:
  • Click any cell to see its formula in the formula bar
  • View → Show → Formulas displays all formulas simultaneously
💡 Technical Tip: To find field technical names, navigate to the relevant view, activate advanced mode, and hover over field labels to see question mark tooltips with technical names.

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List Properties

View and modify list properties through the properties panel. Property details:
  • List #: Sequential ID number
  • List Name: Editable label (changes here don’t affect sheet name)
  • Model: Database model providing the data
  • Columns: Fields visible when the list was inserted
  • Domain: Filter rules determining which records appear (click Edit domain to modify)
  • Sorting: Sort rules applied to data (add multiple sort criteria)
Managing data sources: Click the gear icon in properties to:
  • Duplicate: Create a copy of the data source for alternate analysis
  • Delete: Remove the data source entirely

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Managing Inserted Lists

Adding records (rows): Method 1 - Drag to add:
  1. Select the last row of the list
  2. Hover over the blue square until the plus icon appears
  3. Drag down to add desired number of rows
  4. New cells populate with appropriate formulas
Method 2 - Re-insert:
  1. Click Data → Re-insert list
  2. Select the appropriate list
  3. Specify the number of records
  4. Click Confirm
  5. Updated list overwrites the previous version
Adding fields (columns):
  1. Select a column adjacent to the insertion point
  2. Click Insert → Insert column then choose Column left or Column right
  3. Copy a header cell from any existing column
  4. Paste into the new header cell and press Enter
  5. Double-click the new header cell
  6. Click the field name in quotation marks at the end of the formula
  7. A dropdown displays all available field technical names
  8. Select the appropriate field and press Enter
  9. Double-click the blue square at the header’s bottom-right corner to auto-fill the column
Duplicating lists: Duplicating through properties creates an additional data source for different analyses on the same data.
  1. Open list properties
  2. Click the gear icon
  3. Select Duplicate
  4. A new data source with the next sequential ID is created
  5. Insert it manually:
    • Add a new sheet
    • Data → Re-insert list
    • Select the duplicated list
    • Define record count
    • Click Confirm
Deleting lists: To fully remove a list and its data source:
  1. Delete the spreadsheet table (select and delete, or delete the sheet)
  2. Open the list properties
  3. Click the gear icon
  4. Select Delete
💡 Your Knowlix: “Add 10 more rows to the product list in Sheet 2” or “Insert a list of open opportunities in a new spreadsheet”

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Inserting Pivot Tables

Pivot tables aggregate and analyze data with customizable dimensions and measures. To insert a pivot table:
  1. Open the relevant pivot view in any module
  2. Click Insert in Spreadsheet
  3. Edit the Name if needed
  4. Choose Blank spreadsheet or select an existing spreadsheet
  5. Click Confirm
The pivot table appears in a new sheet named “Pivot Name (Pivot #ID)” with properties displayed in the right panel. Post-insertion capabilities:
  • Right-click any cell and select See record to view underlying data
  • Convert to a dynamic pivot table for in-spreadsheet manipulation
  • Sever database connection by copying and using Paste special → Paste as value

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Pivot Table Functions

Static pivot tables (not yet converted to dynamic) use database retrieval functions. Header function: 
=PIVOT.HEADER(pivot_id, [domain_field_name, ...], [domain_value, ...])
Value function: 
=PIVOT.VALUE(pivot_id, measure_name, [domain_field_name, ...], [domain_value, ...])
Function arguments:
  • pivot_id: Sequential ID (Pivot #1, Pivot #2, etc.)
  • measure_name: Technical name of measured field with aggregation type (e.g., product_uom_qty:sum)
  • domain_field_name: Technical name of dimension field (or date field with period like date_order:month)
  • domain_value: Record ID or date/time period value

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Pivot Table Properties

Property details:
  • Pivot #: Sequential ID number
  • Name: Editable label (doesn’t sync with sheet name)
  • Model: Source database model
  • Columns and Rows: Dimensions categorizing or grouping data
  • Measures: Metrics being analyzed based on chosen dimensions
  • Domain: Filter rules (click Edit domain to modify)
Managing pivot data sources:
  • Duplicate: Click gear icon → Duplicate
  • Delete: Click gear icon → Delete
Note: To manipulate columns, rows, or measures of a newly inserted pivot table, first convert it to a dynamic pivot table.

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Managing Pivot Tables

Duplicating pivot tables: Duplication creates an additional data source for alternate analyses (different dimensions, measure comparisons, date offsets for period comparisons).
  1. Open pivot properties
  2. Click the gear icon
  3. Select Duplicate
  4. The duplicated pivot automatically inserts into a new sheet
  5. Edit the Name in properties and the sheet tab if needed
New pivot tables receive sequential IDs (duplicating Pivot #1 creates Pivot #2).
Important: Duplicated pivots are dynamic pivot tables by default.
Deleting pivot tables:
  1. Delete the table visually (select and delete, or delete the sheet)
  2. Open pivot properties
  3. Click the gear icon
  4. Select Delete

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Inserting Charts

Visual representations of data from graph views. To insert a chart:
  1. Open the relevant graph view in any module
  2. Click Insert in Spreadsheet
  3. Edit the Name if needed
  4. Choose Blank spreadsheet or select an existing spreadsheet
  5. Click Confirm
Charts insert on the first sheet with properties displayed in the right panel for configuration and design adjustments. Interactive charts: Clicking data points opens the relevant list view filtered to show underlying records. For example, clicking a salesperson’s bar opens their sales list matching the chart’s domain. Add navigation links from cells to Knowlix menu items, other sheets, or external URLs. Link destinations:
  • Menu items: Navigate to specific modules and views
  • Sheet references: Jump to other tabs within the same spreadsheet
  • External URLs: Open web pages
To insert a cell link:
  1. Click Insert → Link from the menu bar, or right-click the cell and select Insert link
  2. Configure the link:
    • Menu item: Select module and view from dropdowns
    • Sheet: Select sheet tab from dropdown
    • External URL: Enter complete web address
  3. Enter Label text to display in the cell
  4. Click Insert
Chart links: Charts can link to menu items. Click the menu icon on a chart, select Edit, then configure the link in chart properties. 💡 Your Knowlix: “Add a link in cell A1 to the Sales dashboard”

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Dynamic Pivot Tables

Convert static pivot tables to dynamic versions for in-spreadsheet manipulation of dimensions and measures without returning to the source database view.

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Converting to Dynamic Pivots

To convert a static pivot table:
  1. Right-click anywhere in the pivot table
  2. Select Convert to dynamic pivot
Or:
  1. Open the pivot properties
  2. Click Convert to dynamic pivot
The pivot table transforms immediately. The properties panel updates to show dynamic manipulation controls.

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Manipulating Dynamic Pivots

Adding dimensions:
  • Drag field names from the available fields list into Rows or Columns
  • Fields organize data grouping and categorization
Adding measures:
  • Drag field names from available fields into Measures
  • Select aggregation type (Sum, Average, Count, Min, Max)
Removing dimensions or measures:
  • Click the X icon next to the dimension or measure in properties
Reordering:
  • Drag dimensions or measures up/down within their respective sections
Filtering:
  • Click Edit domain to add or modify filter rules

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Dynamic Pivot Functions

Dynamic pivot tables use special PIVOT() functions that support manipulation. 
=PIVOT(pivot_id)
The single-argument function retrieves all configured dimensions and measures. The formula updates automatically as you manipulate the pivot structure through properties. 💡 Use Case: Insert a sales pivot with basic dimensions (salesperson, product category). Convert to dynamic. Add time dimensions (month, quarter) and additional measures (profit margin, unit count) without leaving the spreadsheet.

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Spreadsheet Functions

Knowlix Spreadsheets support standard spreadsheet functions plus database-specific functions for retrieving live data.

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Standard Functions

All typical spreadsheet functions are available: Mathematical: SUM, AVERAGE, MIN, MAX, ROUND, ABS, POWER, SQRT Statistical: COUNT, COUNTA, MEDIAN, STDEV, VAR Logical: IF, AND, OR, NOT, IFERROR Text: CONCATENATE, LEFT, RIGHT, MID, LEN, UPPER, LOWER, TRIM Date/Time: TODAY, NOW, DATE, YEAR, MONTH, DAY, HOUR, MINUTE Lookup: VLOOKUP, HLOOKUP, INDEX, MATCH, XLOOKUP

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Database Functions

Retrieve live data from Knowlix modules. List functions: 
=KNOWLIX.LIST.HEADER(list_id, field_name)
=KNOWLIX.LIST(list_id, index, field_name)
Pivot functions: 
=PIVOT.HEADER(pivot_id, [domain_field_name], [domain_value])
=PIVOT.VALUE(pivot_id, measure_name, [domain_field_name], [domain_value])
=PIVOT(pivot_id)
Financial functions: 
=KNOWLIX.ACCOUNT.BALANCE(account_code, [date_from], [date_to])
=KNOWLIX.ACCOUNT.CREDIT(account_code, [date_from], [date_to])
=KNOWLIX.ACCOUNT.DEBIT(account_code, [date_from], [date_to])
Retrieve account balances, credits, and debits for specific periods from your accounting module. 💡 Your Knowlix: “Show me how to use the account balance function” or “Create a formula that sums all sales from list 2”

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Global Filters

Apply dynamic filters across multiple data sources simultaneously. Global filters update all connected lists, pivot tables, and charts when filter values change, enabling interactive dashboards and comparative analysis.

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Creating Global Filters

To add a global filter:
  1. Click Data → Add a global filter
  2. Configure the filter:
    • Label: Display name for the filter control
    • Type: Date range, selection list, relative date, etc.
    • Default Value: Initial filter state
  3. Click Save
The filter control appears at the top of the spreadsheet. All data sources configured to use the filter refresh when values change.

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Filter Types

Date Range: Select a specific start and end date. Use for analyzing performance within custom time periods. Relative Date: Choose periods relative to today (This Month, Last Quarter, This Year, etc.). Automatically updates as time passes. Selection: Choose from a predefined list of options (salespeople, product categories, regions, etc.). Text: Enter free-form text for filtering by name, description, or other text fields.

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Applying Filters to Data Sources

Configure which data sources respond to each global filter. To connect a filter to a data source:
  1. Open the data source properties (list, pivot, or chart)
  2. Locate the Global Filters section
  3. Enable the filter toggle for applicable filters
  4. Map filter values to database fields
  5. Click Save
When multiple data sources are connected to the same filter, changing the filter value updates all linked data simultaneously.

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Using Filters

Changing filter values: Click the filter control at the top of the spreadsheet and select new values. All connected data sources refresh immediately. Filter combinations: Use multiple global filters together for multi-dimensional analysis. For example, filter by date range AND salesperson AND product category to narrow analysis to specific scenarios. Dashboard applications: Global filters make dashboards interactive. Viewers change filter values to explore different data segments without editing the spreadsheet structure. 💡 Use Case: Create a sales dashboard with three global filters: Date Range, Salesperson, and Region. Insert four pivot tables showing revenue, units sold, average deal size, and win rate. Connect all pivots to all three filters. Users interactively explore performance by changing filter values.

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Chart Visualization

Create visual representations of spreadsheet data or insert charts from database graph views.

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Spreadsheet-Based Charts

Build charts from spreadsheet data ranges. To create a chart from spreadsheet data:
  1. Select the data range (including headers)
  2. Click Insert → Chart
  3. In the chart properties panel, configure:
    • Chart Type: Bar, line, pie, scatter, area, etc.
    • Data Range: Adjust if needed
    • Series Configuration: Define what each series represents
    • Axis Labels: Configure X and Y axis titles
    • Legend Position: Top, bottom, left, right, none
    • Colors: Customize series colors
  4. Position and resize the chart on the sheet

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Database Chart Insertion

Insert charts from graph views for live data visualization (covered earlier in Data Integration section).

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Chart Customization

Design options:
  • Chart Type: Switch between bar, line, pie, area, scatter, combo, etc.
  • Stacking: Stack bars or areas for cumulative views
  • Colors: Custom color schemes per series
  • Data Labels: Show values on data points
  • Gridlines: Configure horizontal/vertical gridlines
  • Legends: Position and formatting
  • Titles: Chart title and axis titles
Formatting options:
  • Borders: Add or remove chart borders
  • Background: Transparent or solid colored backgrounds
  • Font Sizes: Adjust title, label, and legend font sizes
Charts based on database graph views support interactive data exploration. Clicking chart elements (bars, lines, pie slices) opens filtered list views showing underlying records. 💡 Your Knowlix: “Create a bar chart showing sales by product category”

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Collaboration and Sharing

Share spreadsheets with permission-based access controls and collaborate through real-time comments.

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Permission Roles

Three permission levels control spreadsheet access: Owner:
  • View, edit, delete
  • Download as .xlsx
  • Share with specific people or via link
  • Manage all roles including transferring ownership
  • Use comments and activity feed
Editor:
  • View, edit, delete
  • Download as .xlsx
  • Share with specific people or via link
  • Manage roles (except changing owner)
  • Use comments and activity feed
Viewer:
  • View only (no editing)
  • Download as .xlsx
  • Share via link only (no direct user sharing)
  • Cannot use comments
  • Can view activity feed

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Sharing Static Spreadsheets

Spreadsheets containing only static data (no database connections) can be shared internally or externally. To share a static spreadsheet:
  1. Click Share in the upper-right corner
  2. Configure access:
    • Add people: Enter names or email addresses
    • Set permissions: Choose Viewer or Editor
    • General access: Configure “Anyone with the link” settings
  3. Click Share
Recipients receive email notifications with access links.

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Sharing Dynamic Spreadsheets

Spreadsheets with database connections have special sharing considerations. Dynamic spreadsheet indicators: A spreadsheet is dynamic if it contains:
  • Lists or pivot tables with database formulas
  • Data sources (even if lists/pivots are deleted)
  • Links to Knowlix menu items
Internal sharing: Dynamic spreadsheets can be shared with internal users only. However, data visibility depends on the user’s database access rights. Example: A sales manager creates a spreadsheet with all team sales data. A salesperson with “Own Documents Only” permission sees only their own sales when opening the shared spreadsheet. Permissions are evaluated when users open the spreadsheet, populating it only with data they’re authorized to view. External sharing restriction: External users CANNOT access dynamic spreadsheets. If an external user clicks a dynamic spreadsheet link, an error message appears. Sharing with external users (frozen versions): Create a static snapshot for external sharing:
  1. Click Freeze and share in the upper-right corner
  2. All database formulas convert to current values
  3. Menu links are removed
  4. Configure access settings
  5. Click Share
The frozen version is read-only and completely static. External users can view and download but cannot see live data updates. Downloading dynamic spreadsheets: Anyone with access can download dynamic spreadsheets as .xlsx files (File → Download). All database formulas convert to their current values, creating a frozen snapshot.

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Comments

Add cell-level comments for discussing specific spreadsheet elements. Permission requirements: Only Owner and Editor roles can add, edit, and delete comments. Viewers cannot see or interact with comments. Adding comments:
  1. Right-click the cell
  2. Select Insert comment
  3. Type your comment
  4. (Optional) Type @ to mention users
  5. Click Send or press Ctrl + Enter
Viewing comments:
  • Cells with comments show a small yellow triangle in the top-right corner
  • Hover over the cell to preview the comment thread
  • Click View → All comments to see all comments in a side panel
  • Filter by All sheets or This sheet
Editing comments:
  1. Hover over your comment
  2. Click the ellipsis icon
  3. Select Edit
  4. Make changes and click Save
Edited comments show “(edited)” at the end. Deleting comments:
  1. Hover over the comment
  2. Click the ellipsis icon
  3. Select Delete
  4. Confirm deletion
Resolving comment threads:
  1. Open the Comments panel (View → All comments)
  2. Click the ellipsis icon for the thread
  3. Select Resolve this thread
Resolved threads remain in the Comments panel (marked with a checkmark) but disappear from the spreadsheet. Reopen by clicking the ellipsis and selecting Re-open this thread. 💡 Collaboration Tip: Use comments for data clarifications, formula explanations, or questions about specific values. Mention colleagues with @ to notify them of issues requiring attention.

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Activity Feed

The spreadsheet’s activity feed (chatter) tracks high-level changes and allows general communication. Access the activity feed: Click the Activity icon in the upper-right corner (info and tags button in Documents interface). Activity feed vs. comments:
  • Activity feed: General spreadsheet-level communication and change tracking
  • Comments: Cell-specific discussions
Both Owner and Editor roles can post in the activity feed. All roles (including Viewer) can see activity history.

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Best Practices

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Start with Templates for Recurring Analysis

Create templates for monthly reports, quarterly reviews, or weekly dashboards. Templates ensure consistency and save hours of repetitive setup work.

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Use Global Filters for Interactive Dashboards

Build dashboards with global filters instead of creating separate spreadsheets for each data segment. One dashboard with Date, Region, and Product filters replaces dozens of static reports.

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Add Extra Rows When Inserting Lists

If expecting database growth (new employees, product categories, customers), insert extra rows during list creation. This prevents new records from replacing existing rows instead of appending.

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Convert to Dynamic Pivots for Exploration

Insert basic pivot tables with minimal dimensions, then convert to dynamic for in-spreadsheet manipulation. Faster than repeatedly returning to source views to adjust configurations.

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Name Data Sources Descriptively

Edit list and pivot names in properties to clearly indicate their content (“Q4 Sales by Region” not “List #3”). Clear names help when managing multiple data sources.

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Use Version History Before Major Changes

Before restructuring a complex spreadsheet, check version history to confirm you can revert if needed. Name important versions (“Before Q4 Analysis Restructure”) for easy identification.

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Freeze for External Sharing

Never attempt to share dynamic spreadsheets with external users directly. Always use “Freeze and share” to create static, safe-to-share versions.

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Comment for Complex Formulas

Add cell comments explaining complex formulas, especially those combining multiple database sources or using nested functions. Future editors (or your future self) will appreciate the documentation.

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Set Appropriate Regional Settings

Choose spreadsheet locale based on primary user audience. For international teams, establish a standard locale for shared analytical spreadsheets to prevent confusion over number and date formats.

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Download Before Converting to Dashboards

Once converted to a dashboard, spreadsheets are deleted from Documents. Download a backup .xlsx file before conversion if you want to preserve the original structure.

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Resolve Comment Threads Promptly

Resolved comment threads reduce visual clutter while preserving discussion history. Mark threads as resolved once issues are addressed.

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Use Separate Sheets for Different Analyses

Don’t cram multiple unrelated analyses on one sheet. Use separate sheets with descriptive tab names for organization and easy navigation.

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Need Help?

Ask Your Knowlix:
  • “Create a spreadsheet analyzing sales by region for Q4”
  • “Insert a pivot table of inventory levels by warehouse”
  • “Add a global filter for date range to this spreadsheet”
  • “Convert the pivot table in Sheet 2 to dynamic”
  • “Create a bar chart showing top 10 customers by revenue”
  • “Share this spreadsheet with the finance team as editors”
Contact Support: For questions about database function syntax, global filter configuration, dynamic pivot manipulation, or spreadsheet sharing permissions, contact Knowlix support through the Help menu.