Accessing Datasets in QuickSight

Overview

QuickSight dashboards are powered by datasets that contain structured data from Accountability. These datasets allow users to build custom analyses, visualizations, and reports. Accountability preloads standard datasets for each agency, and users with Author access can also create their own datasets for more tailored reporting.

This article explains how to locate, open, and manage datasets in QuickSight, including both preloaded and user-created options.

Preloaded Datasets from Accountability

When QuickSight is enabled for your agency, Accountability automatically provisions a set of standard datasets. These datasets are refreshed regularly and include core operational data.

Common Preloaded Datasets

Dataset Name	Description
General Ledger	Financial data including revenue, expenses, and balances.
Jobs	Project-level data including estimates, costs, and billing.
Timesheets	Employee time tracking and job allocations.
Media	Vendor and media spend data.

These datasets are available to all registered QuickSight users and are updated on a recurring schedule to ensure data accuracy.

0How to Locate and Open a Dataset

To access datasets in QuickSight:

Navigate QuickSight via your menu under Data Analysis > AWS Quicksight.
From the QuickSight home screen, click on Datasets in the left-hand navigation.
Use the search bar to locate a dataset by name (e.g., “General Ledger”).
Click on the dataset name to view its schema and preview the data.
From here, you can:
- Create a new analysis using the dataset.
- View field types and data structure.
- Refresh the dataset manually (if permissions allow).

Note: Preloaded datasets are managed by Accountability and cannot be deleted by users.

Creating a New Dataset

Users with Author access can create custom datasets to support specialized reporting needs.

Steps to Create a Dataset

From the QuickSight home screen, you can click Datasets in the sidebar, then select New dataset in the top-right corner. Alternatively, you can click New analysis and select New dataset in the top-left corner.
Choose your data source:
- Accountability (for preloaded data)
- Upload a file (CSV, Excel)
- Connect to a database (if enabled)
Select the relevant table or file.
Apply filters, calculated fields, or joins as needed.
Name your dataset and click Save.

Once saved, the dataset will appear in your Datasets list and can be used to build analyses and dashboards.

Dataset Refresh

Preloaded datasets are refreshed automatically by Accountability. For custom datasets, users can:

Set a refresh schedule (daily, weekly, monthly).
Trigger a manual refresh from the menu DATA ANALYSIS > Dataset Options, dataset settings.
Click on Refresh QuickSight

Security and Access Notes

Only users with Author access can create or modify datasets.
Dataset visibility is controlled via User Access Groups in Accountability.
Sensitive data fields may be restricted based on user permissions.

Article Title	Description
Setting Up QuickSight	Steps to enable QuickSight for your agency and submit a setup request.
Managing QuickSight User Access	How to grant, modify, or revoke QuickSight permissions for users.
Creating and Publishing Dashboards in QuickSight	How to build, customize, and share dashboards with other users.
Creating Recurring Datasets in QuickSight	Set up automated dataset refresh or scheduled dataset creation.