Widgets bring your dashboard to life. Depending on the data you want to display, you can choose from the following types of widgets: Chart, Single number, 4APQL table, or Shortcut.
Each widget has presets with pre-filled data, so you can try them out right away, even without any prior knowledge.
A dashboard with the widget types "Chart", "Shortcut", and "Table."
Add & edit widgets
Open the Dashboard module (if it is not your start module) via the mega menu. Select the dashboard you want to work with.
Before you can add widgets, you must first create a dashboard.
Add a new widget
In the Dashboard main view, click on the button
in the top right corner.A selection pop-up will open with the available widget types. Select the appropriate widget type:
After selecting, a configuration pop-up opens with three areas:
Sidebar
Choose whether you want to create a new widget or use a preset with pre-filled data for a quick start.Widget preview
This is what your widget will look like on the dashboard. The preview adjusts as soon as you configure the size or data.Widget configuration
Set the name for your widget and its width. You can adjust the height and width later on the dashboard.
Next, specify the data you want your widget to display. The options vary depending on the widget type.
If you are using a query, click "Apply filter query" to confirm.
You can see the result of the configuration in the preview.
The three areas of the configuration pop-up
When you are finished, you can create your widget:
Click "Save as preset" if you want to save your widget as a personal template. It will then appear in the left sidebar.
Click "Create" to add the widget to your dashboard. You can edit your settings at any time after saving.
Use the "Previous" button to return to the widget selection.
Please note
The configuration options vary depending on the widget type. You can find all the details about the types and their configuration here:
Widget types & configuration
Edit a widget
Each widget on your dashboard can be customized at any time via its three-dot menu
. You have the following options:
Edit
Opens the configuration pop-up. Here you can adjust all settings.
Please note: There is no "Save as" function. If you want to keep your old version, save it as a preset or duplicate your widget on the dashboard.
Duplicate
Duplicating creates a copy of the widget. It appears in the first available position on the dashboard. Its name is also copied.
Delete
If you want to keep the widget for later use, save it as a preset first.
You can edit, duplicate, or delete widgets using the three-dot menu.
Please note
When you edit or delete a widget that is located on a shared dashboard, you are also editing and deleting it for other users.
Widget types & configuration
Depending on which widget type you select when creating, you have different options for configuration and display:
Chart: Shows the objects of one module as a bar or donut chart, sorted by the values of one specific metadata field
Single number: Displays an automatically collected system metric, such as the daily number of uploads or the available storage space on the mount drive
4APQL Table: Displays the objects of one module and multiple selected metadata fields in a table, based on a 4APQL (like SQL) query
Shortcut: Displays a link to a frequently used module or website
To create a widget, click on the respective type in the selection pop-up:
Widget "Chart"
With a chart, you can create a bar or donut chart that sorts the objects of one module according to the values of one metadata field.
This allows you to see, for example, how many files are in which release status.
The following fields are available in the widget configuration area:
Field name | Description |
Chart type | Select either "Barchart" or "Doughnut" for the display. For many different values, a barchart across the entire dashboard width is recommended. |
Module | Use the drop-down menu to select the module whose objects you are interested in, e.g., "Files". |
Field | Only appears after the module selection. Select one module-specific metadata field that you are interested in, e.g., "Release status". |
Query (optional) | You can further refine your module and field selection using a 4APQL query and, for example, hide certain values. |
Total | Enabled by default. Displays the total value of the module objects in your chart. |
Legend | Only for the Doughnut chart type. Active by default. Displays the legend with values to the right of the doughnut. |
Use the widget preview to check your configuration.
Comparison of the "Barchart" and "Doughnut" chart types
Please note
You will only see modules and metadata fields for which you have the necessary rights. Different roles may therefore see different content.
Widget "Single number"
This widget type displays a single, informative number. You can choose from several system metrics that 4ALLPORTAL automatically tracks, such as "Number of all files" or "Usable space on mount drive".
In the configuration pop-up, you can select the metric you’re interested in from a drop-down menu:
The number corresponding to the metric will then be displayed in your widget.
Updating the Metric
For the "Single number" widget, automatically collected metrics are used (e.g., for "Daily number of uploads").
Note that these cannot be displayed in real time but with a delay.
Widget "4APQL Table"
With a 4APQL table, you can create a custom table that displays the objects of one module with the values of multiple metadata fields. You must specify your table using a 4APQL query.
This allows you to display, for example, all tasks that are assigned to you and have the status "Open".
The following fields are available in the widget configuration area:
Field name | Description |
Module | Use the drop-down menu to select the module whose objects you are interested in, e.g., "Tasks". |
Query | You must narrow down your module and fields selection using a 4APQL query, e.g.:
After making changes, click "Apply filter query". |
Fields | Only appears after the module selection. Select one or more module-specific metadata fields to be displayed as columns in your table, e.g., "Status" and "Due Date". You can adjust the order using the "Drag" button |
. Use the widget preview to check your configuration and your query.
If you want to use the "4APQL Table" widget but do not want to use a query, enter 0 = 0. The widget can be saved with this query and displays all module objects as the result.
The more metadata fields you select, the wider you should make the table.
Please note
You will only see modules and metadata fields for which you have the necessary rights. Different roles may therefore see different content.
Widget "Shortcut"
With a shortcut, you can place any URL on your dashboard so that you have direct access to it.
Internal links to modules or detail views are also possible, e.g., a link to a specific collection that you use frequently. Simply copy the corresponding URL from the address bar.
External links will open a new tab, internal links will stay in the same tab.
The following fields are available in the widget configuration area:
Field name | Description |
URL | Enter the URL that the shortcut should lead to here. The URL must include |
Show URL | Enabled by default. Displays the URL on your widget tile. |
Shortcuts can point to external and internal URLs
What is 4APQL and how do I use it?
4APQL is a native query language based on SQL for direct queries to the database (4ALLPORTAL Query Language).
The "4APQL Table" widget must be created with a manually entered 4APQL query.
Here are a few tips and examples for creating a query:
Take a look at the queries used in the presets; you may be able to modify them for your purposes.
Use the widget preview to check. If your query does not work, the preview will display an error message.
If you are referring to the metadata fields of the selected module, you must use their technical field names.
Example: "Creator" in the Tasks module must be noted as
created_by.
If you are referring to a relation field, you must note it according to the syntax
metadata field source module.metadata field reference module.Example: The assignee of a task refers to the Users module. The metadata field "Assignee" must be written as
assignees.username.
If you are referring to text-based values (strings) from metadata fields, they must be enclosed in single quotation marks.
Example:
release_status IN (‘free’, ‘blocked’, ‘restricted’)Example:
assignees.username = ‘[email protected]’
If you refer to number-based values or values that describe the state of a field, such as
null,true, orfalse, they must be set without single quotation marks.Example:
keywords IS nullExample:
size >= 5242880
If you are referring to a specific object, you can use its ID. To do this, open the data record, copy the ID from the URL (after "record=") and use it in your query. For example, open your profile for your own ID.
Example:
created_by = '70394110-d808-4697-bb58-14a5cf36f0ge'
Further information
All supported query parameters and further examples can be found in the technical documentation: 4ALLPORTAL Query Language.
To make it easier to compile queries in the future, we are already working on supporting typeahead suggestions. 💪
Presets
Presets are widgets with pre-filled values that you can select from the configuration pop-up sidebar to create directly.
By default, two presets are provided for each widget type, allowing you to get started right away.
If you create a widget with your own values, you can save it as a preset at any time and use it as a personal template.
The provided and personal presets appear in every configuration pop-up for the corresponding widget type.
Use provided presets
Select the dashboard you want to work with.
Click the button
in the top right corner of the main view of the dashboard.Select the appropriate widget type from the selection pop-up.
The configuration pop-up will open.
From the sidebar under "Presets", select a preset.
In the widget preview, you can see how the widget will appear on your dashboard.
In the widget configuration, you can see the pre-filled values.
Make any necessary adjustments to the values. You can see the effects directly in the preview.
Save as a new preset if necessary.
Click "Create" to display the widget on your dashboard.
Provided presets for the "4APQL Table" widget
Save personal presets
You can save a widget as a preset at any time. For example, you can save a useful widget as a preset or back it up before deleting it from a dashboard.
You have two options:
Directly during creation:
In the configuration pop-up, first click the "Save as preset" button, then click "Create".
At any time after creation:
Open the three-dot menu
in the upper right corner of a widget on the dashboard. Click the "Edit widget" button
. In the configuration pop-up, click the "Save as preset" button.
After saving, your preset will appear as the top entry in the sidebar.
Please note: Personal presets are only visible to you.
Widget "4APQL Table" saved as a personal preset
Delete Presets
To delete an unnecessary preset, hover your mouse over the preset entry in the sidebar. A "Delete preset" button 
will appear, allowing you to delete the preset.
💡 Frequently Asked Questions
Can I convert a widget to a different type later?
No. You must create a new widget with the desired type.Why can't I see all modules or fields?
You will only see content for which you have the appropriate permissions.How can I duplicate a widget without reconfiguring it?
Open the three-dot menu and click Duplicate. The new widget will automatically appear on your dashboard.If I delete a widget on a shared dashboard, what happens?
It will also be removed for all other users who have access to this dashboard.Can I share presets with colleagues?
No, your personal presets are only visible to you.