Custom Dashboards

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  Estimated Read Time: 6 Minutes

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Sections in this article: 

• What are Custom Dashboards
• The Widget Library
• Creating a Custom Dashboard
• Creating a Widget
• Changing the layout
• Delete a Widget
• Frequently Asked Questions

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What Are Custom Dashboards?

Custom dashboards allow users to create tailored visualisations of contract data directly within Gatekeeper. Users can design dashboards composed of individual widgets, each representing a different data view or chart. Each widget can be configured independently, allowing users to build dashboards that surface the insights they need. This includes:

• Bar charts, column charts, and pie charts
• Counters with basic aggregation options (e.g. count, sum, average)

You can also add filters to each widget, like contract type, status, or date range. Users can save and return to their visualisations at any time.

When building dashboards, it’s important to understand how Groups, Values, Filters, and Labels work together. Groups and Values define what the chart shows, Filters control which records are included, and Labels make the chart easy to read. Mastering these basics will help you create dashboards that are accurate, focused, and immediately useful.

Group and Values

• Group: Defines the category by which your chart is broken down. Example: Status.

• Values: Defines what you are measuring. Example: Contracts with aggregation type set to Count.

Result: The chart displays the number of contracts grouped by their status (Active, Pending, Expired, etc.).

Tip: Choose a Group that reflects how you want to compare data, and a Value that reflects what you want to measure.

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Filter Section
Filters act like a funnel. They don’t change how the chart is grouped or measured, but they restrict which records are included.

Example: If you set Status to Live, Pipeline, Archived, only those statuses will display in the chart.

You can add multiple conditions using Add Condition. 

Best practice: Use filters to focus on a specific reporting period, contract type, vendor category, or risk rating. 

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Settings
The Label is the name shown on your dashboard for the widget.

Best practice: Make the label descriptive. For example, instead of “Contracts by Status,” use “Active vs Expired Contracts – Q2.”

Including filter details in the label (e.g., “Top 10 Vendors – Spend > $100K”) makes the chart easier for others to understand.

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In Short

• Group & Values decide what the chart shows.

• Filters decide which subset of data is included.

• Labels make the widget understandable at a glance.

Expand the following section to view the full list of available contract data sources that can be included in widgets:

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The Widget Library

Gatekeeper dashboards include a range of widgets to help you quickly interpret and act on your data. Each widget type is designed for a specific purpose, whether that’s highlighting a single critical number, comparing categories, or understanding proportional relationships.

Counter Widget

The Counter widget provides an instant numerical insight into a single data point, for example, the number of active workflow cards or total contracts owned by a team. 

Shows one value, such as contract count, file count, or active workflow cards  (sum, min, max, or average).

Bar Chart

Horizontal bar charts compare group's side by side, with the flexibility to group by most contract data points, including custom fields.

Each bar represents a category (e.g., Vendor, Status, Region). The bar length shows the metric value (e.g., contract count, spend).

Column Chart

Column charts display groups along the X-axis, with vertical bars showing values. They are ideal for comparisons or time-based data.

Each bar’s height represents the value of a group (e.g., contract counts by month).

Pie Chart

Pie charts show how group's contribute to a whole, for example, how contracts are split by team or contract type. 

Percentages of a total value grouped by a category (e.g., vendor category, contract type).

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Create a Custom Dashboard

To create your own Custom Dashboard:

1. From the navigation menu, click Dashboards.
2. Select the Cog Icon.
3. Click Add Widget.
4. Click Save. 

Creating a Widget

Watch the demo below to learn how to create a new dashboard and add widgets step by step.

1. From the navigation menu, click Dashboards.
2. Select Custom Dashboards.
3. Click Add Widget.
4. Select the data visualisation type, then click Next. 

Depending on the chart type selected, you can define how your data should be grouped and calculated. See the following sections to learn more about each type of widget.

Counter 

1. From the Values dropdown, select the field you want to measure, for example, Contract Type.
2. Select how the value should be calculated (e.g. Count, Sum, Average).
3. If you want to filter the data included in the counter, click Add Condition, then enter the relevant criteria using the dropdown lists.
4. Enter a display label for the widget, then click Save. 

Bar, Column, or Pie Charts

1. From the Group dropdown, select an attribute to group the data by. For example:
   
   1. Team to see results per department
   2. Contract Type to compare types of agreements
   3. End Date to show data by time period
2. If you select a date-based attribute (e.g. End Date), select whether to group the data by Month, Quarter, or Year.
3. From the Values dropdown, select the field you want to measure, for example, Contracts or Value.
4. Select how the value should be calculated (e.g. Count, Sum, Average).
5. If you want to filter the data included in the chart, click Add Condition, then enter the relevant criteria using the dropdown lists.
6. Enter a display label for the widget, then click Save.

Changing the layout of Custom Dashboards

You can customise the layout of your custom dashboard by: 

• Clicking and dragging a widget to a new position
• Clicking and dragging the edge of a widget to resize it

You can edit or delete widgets by expanding the 3 dots and selecting the relevant option.

Delete a Custom Dashboard

To delete a custom dashboard:

1.  Click the cog icon next to the other dashboard tabs.
2. Click the delete icon next to the custom dashboard, then click Save.
3. To confirm your changes, click Save.

FAQ 💬

Q: Why does my Custom Dashboard show No Data?

A: This message appears when there isn’t any data available that matches your dashboard’s settings. Once relevant records exist, the dashboard will automatically display them.


Q: What happens if I delete a custom field that my dashboard uses?

A: If your chart is grouped by or displaying a custom field that has been deleted, the chart will still load, but will display a message letting you know the selected value no longer exists.