Manage added reports and data sources

Learn how reports and data sources are connected.

This article explains the relationship between reports and data source and how to view and manage that relationship.

In this article:

Understand the relationship between reports and data sources

A data source provides the connection between a report and the underlying data. To display that data, you add the data source to a report, which makes you the adding user. This means you have a claim to that particular report-data source relationship. No one else can add that data source to that report while that relationship remains in place. That data source can still be added to other reports; your claim only applies that specific combination of report and data source. You can release your claim to a data source by removing it from the report.

Effects of adding a data source to a report

Adding a data source to your report has the following effects:

  • You become the "adding user" in the Manage added data sources tool.
  • The data source moves from the "Available" section of the Data Source picker to the "Added" section.
  • Other editors cannot add the same data source to that report.
    • Other editors CAN add different data sources to that report.
  • Data Studio considers the data source to be in-use by that report.
  • The data in the underlying data set becomes available for use in charts and controls.
    • Viewers of your report don't have to have access to the underlying data.
    • Viewers of the report can potentially see any of the data in the data set. You can limit the data seen by using filters in the report, or by disabling fields in the data source.
  • Other editors can use the added data source to create new charts.
    • These charts can use any of the data source's available dimensions and metrics.
  • Other editors of that data source can modify it, possibly in ways that could change or break the report.

How do I add a data source to a report?

There are 3 ways to add a data source to a report:

 

  • Create a new report and select an initial data source, or create a new one.
  • Add a data source to an existing report.
  • Copy a report (or use a report as a template) and select which data sources to use in the copy.

Remove a data source from a report

Removing a data source from a report releases your claim to that particular report-data source relationship. The report will no longer be able to display data from that data source. Any charts based on that data source will show an alert instead of data.

Effects of removing a data source from a report

The effects of removing a data source depend on whether the data source is in-use by the report or not:

If the data source is in-use:

  • Any charts or controls that used the data source will display an alert instead of data.
  • The data source is removed from the list of added data sources. It then appears in the list of available data sources (unless you no longer have access to that data source).
  • The data source can not be used to create charts.
  • The data source will be moved to the bottom section of the Manage added data sources dialog.

 

To fix any broken charts or controls, you can:

 

  • Add the data source back to the report. You can do this using the Manage added data sources dialog or by selecting the data source from the Data Source picker in the report editor.
  • Select a different data source for the affected charts or controls using the Data Source picker in the report editor.
  • Delete the affected charts or controls.

Data source is not in-use:

  • Removing a data source that is not in-use removes the data source from the report.
  • The data source no longer appears in the Manage added data sources dialog.
  • The data source moves from the "Added" section of the Data Source picker to the "Available" section.
  • You (or someone else) can add that data source back to the report, if desired.

If the owner of a data source loses access to it, there may no longer be a valid adding user, which will also result in charts displaying alerts. For example, the adding user leaves your organization, or has their permission to access the data source revoked. In this case, someone else with permission to access that data source will have to add it back before those charts will work again.

You can remove a data source from a report using the Manage added data sources tool. Note that simply changing a component to use a different data source does not remove the original one from the report.

Manage added data sources

The Manage added data sources dialog shows you all the data sources added to the current report. To display this:

  1. Edit the report
  2. Click the Resources menu
  3. Select Manage added data sources

Manage added reports

To see the reports which use a particular data source, use the Manage Added Reports option. You can use this option to see the status of the added reports, make sure it's safe to remove a data source, and to remove any added reports, if desired.

Display the Manage Added Reports dialog

  1. Sign in to Data Studio.
  2. Navigate to the DATA SOURCES tab.
  3. Locate the data source you want to manage, then click the options menu More menu
  4. Click Manage Added Reports.

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The Manage Added Reports dialog shows you the following information:

 

  • Status shows if the data source has been added properly. If not, an alert icon will appear.
  • Used in report shows if there are charts or controls that reference the data source.
  • Add a data source back to the report by clicking Add in the Action column.
  • Remove a data source from the report by clicking Remove Detach data source
  • Status shows if the data source has been added properly. If not, an alert icon will appear.
  • Used in report shows if there are charts or controls that reference the data source.
  • Add a data source back to the report by clicking Add in the Action column.
  • Remove a data source from the report by clicking Remove Detach data source

Related resources

Change the data source for a chart, page, or report

Remove and restore a data source

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