Frequently Asked Questions
Before I create my account,
Please select an e-mail id that you tend to use regularly.
Your mail box would be your notice board where GridSense will keep you posted as it works with your data and creates reports for you.
GridSense is designed to save you the efforts while working with a large amount of data or when you need to update your data files frequently.
So while you are busy attending to your business responsibilities GridSense does the laborious task of extracting data and generating reports in the background.
If you create a new data spreadsheet, just push it to the Dropbox and it will be picked up for processing. No need to login to GridSense and upload each file.
Please go to the Dropbox web site at http://www.dropbox.com and create a new account. Then link that with your GridSense account.
One GridSense account can only be linked to one unique Dropbox. So please select the Dropbox account that you are likely to use for all the data files that you possibly want to be processed by GridSense.
No. GridSense will only be able to access your files in the folder that you have linked with GridSense. For more details on security of your files also refer to the Dropbox policy.
Yes, you can. However, you have to manually upload your data spreadsheets (via the GridSense application) each time you want GridSense to process them.
Furthermore, when reports are generated by the system, you will have to go to the GridSense application and download the reports manually.
Using Dropbox allows GridSense to automatically interact with your files seamlessly and saves you manual effort.
Once registered, how do I get started?
Consider the data spreadsheets that you want to pull together and think of an appropriate name for the folder.
Get all the spreadsheet files and take any file as a sample file that you will upload as a template.
Note: If your data spreadsheets are too large containing hundreds of rows of data, create a new spreadsheet file from an existing file, keep all tables headers and a few indicative (50 to 100) data rows.
No problem. GridSense is a federated data consolidation platform. Once you take the three essential steps to set up your folder, you can add new spreadsheets any time. Your online data store will get richer automatically. No extra effort will be required.
Folders in GridSense
When you create a folder in GridSense, a folder with the same name will automatically get created in your Dropbox –> App –> GridSense folder.
GridSense will now monitor your Dropbox folder for new files.
This spares you the effort of manually uploading data spreadsheets to GridSense.
When you copy your data spreadsheets to your Dropbox, GridSense will automatically pick them up to process them.
Your reports will be delivered to your Dropbox.
You create a GridSense folder in the application.
GridSense will then automatically create a Dropbox folder of the same name in your Dropbox.
When you upload files to your Dropbox, GridSense processes it.
When GridSense produces a report, it reflects in your "Reports" folder in your Dropbox account.
In your Dropbox look for a folder “App”, then go to folder “GridSense”. And below this you will find the folder you created in GridSense. Now upload data files to this folder.
Note: Do not create sub folders here, just copy the spreadsheet files directly to the folder you created.
IMP Note: In this free beta of GridSense, the size of data file that you can upload to Dropbox should not exceed 1 MB. If you do upload files larger than that, the data files will not be read by GridSense.
Typically most users create a common layout that they expect the people in the team to use, while filling in the data. This template contains the tables, headers, layout as well as other details that makes it easy to fill in the data values. Also see FAQ 15.
Yes, just select any data file – if it contains very large number of rows, keep 100 odd rows and save it under a different name and upload this file to serve as a template.
A Smart Template is a blueprint we generate from your sample template file.
GridSense captures the layout of your sample file, locates the tables and headers within each sheet.
It also captures the implicit cross-connections and relevant details so that your data can be stored accurately and automatically.
If sample file contains multiple sheets and each sheet contains multiple tables, all of that will be captured and connected in a logical manner.
Finally, GridSense creates a Smart Template which represents the totality of the data that exists in your set of files.
When GridSense reads the spreadsheet, it tries to locate the tables that it has recorded from the sample template. The tables could be at different cell positions or may have a variable number of rows or the order of the columns in the tables could variable. If it finds extra columns in the table or some columns are missing, it will notify you and you can take corrective actions.
If you are a frequent user, you could specify in the settings page how the variations should be handled. You can instruct the system to ignore the differences or make guesses and extract as much data as possible. Your choice will be driven by how well was the template designed and if it being followed very stringently by those who filled in the data. GridSense gives you ample control to ensure that the data that goes in are clean and consistent.
GridSense in your mail box
GridSense will send the request to create a new folder to Dropbox right away and you will also get an e-mail confirmation. You can also go to your Dropbox –> App –> GridSense folder and look for this new folder.
GridSense sends service messages to your registered e-mail address about the progress of its interactions with your files.
You can also login to find the summary of work that GridSense has done for you while you were busy with other tasks.
GridSense works in the background – leaving you free to attend to more important stuff. As it finds new data files and creates reports, it will send you an e-mail message.
No problem, when GridSense finds that the data file does not match with the template, it will not extract incorrect data. It will also notify you through your mail box when there are errors.
GridSense will be monitoring your folder at regular intervals and when it finds new files it will start processing these. Generally the interval is set in such a way that your files will be queued for processing fairly quickly. On exceptional occasions our servers could be experiencing peak loads and your files may be in the queue longer.
There are three possible reasons why your files are not being processed:
a. Sample File Not Uploaded
You have not uploaded a sample file, in order to generate a Smart Template. (A Smart Template is like a map that guides GridSense to read your data spreadsheet accurately. Hence your data reading can only start after the Smart Template is created). To upload a sample file, log-in to GridSense, choose the relevant folder and upload a sample file.
b. Sample File and Data File Mis-Match
Please keep in mind:
- for each set of files, you create a new folder
- for each folder there should be just one template file
- all data files that you add to the folder should match the layout of the template file.
c. Internet Connectivity
GridSense will be able to pick up only those files that are already synced up with your Dropbox server.
No, your data is secure with GridSense.
The files that have been read by GridSense once will not be affected if you delete these from your Dropbox. You can go to GridSense and check the folder details.
If there are files that GridSense has not yet read and were accidentally deleted by you from the Dropbox folder, put these back again and GridSense will process these in the next processing cycle.