exporting group data

TABLE OF CONTENTS

• Video Resource
• Overview
• Staff Role Permissions Needed to Save Selections and Export Options
• Access the New Group Data Export 
• Step 1: What would you like to do?
• Step 2: Select Groups
• Step 3: Select Identifiers to Include
• Step 4: Select a Date Range
• Step 5: Select Data to Include (Saved Selections and Export Options)
• Step 6: Export Options
• Pre-formatted Sheets
• Matrix TrueView
• Break Out by Reporters Who Reported Data
• Include Identifier Fields on Pre-formatted Sheets
• For Shared Fields, Create Single Columns in the Excel File
• Raw Data
• Save this Export Option As...
• Included Worksheets

Video Resource

Overview

With Group Data export, you can:  

• See all your data for each identifier in a single Excel workbook;
  
  
• Save your selected data selections and export preferences;
  
  
• Share those saved options with others on your team;
  
  
• Review data by question (comparing responses over time);
  
  
• Review data by period (seeing data in the order it was collected for each period); and
  
  
• Read all your identifier-related narratives in one place.

Staff Role Permissions Needed to Save Selections and Export Options

In order to save report selections and export options, staff members will need a role with the permission, "Create, Edit, and Delete Saved Report and Export Format Options for All Staff." 

Update staff roles that need this ability by following these steps:

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   
2. On the right, under Manage Staff, click Manage staff roles.
   
   
3. Find the staff role you need to update and click the Edit link.
   
   
4. When the window opens, scroll to the section called Report Management and Administration.
   
   
5. Staff who will be able to save selections and export options will need to have the permission "Access and View All Report Data" AND the new permission "Create, Edit, and Delete Saved Report and Export Format Options for All Staff."
   
6. Click Update to save your changes.
   

Access the New Group Data Export 

1. On the left, in your Mission Control, click Report Data.

2. On the right, under Additional Reports, click Group Data. 

Step 1: What would you like to do?

In this step choose to export data or view data on-screen.
  

1. Choose Export Data to Excel.
   
   
2. To move to the next step, click Set.

(Need to View Data on-screen? Check out this article.)

Step 2: Select Groups

In this step, choose the Group(s) to include in the export.
  

1. Select your Groups.
   
   
2. Click Set to save your selections.
   

Step 3: Select Identifiers to Include

In this step, select the identifiers to include in the export.
 

1. Select an option: 
   • All Identifiers with data
     
   • Use a saved filter from the Identifier export page
     This option allows you to select all Identifiers included based on a saved filter from the Identifier export page. (For more information about building these saved filters, check out this article.)
     
     
     
2. Click Set to save your selections.

Step 4: Select a Date Range

1. Use the drop-down menus to select your start (From) and end dates (To).
   
   
2. If you need to export data from specific reports during a given period of time, enter that time in the To and From menus, and then select the specific reports by clicking Select specific reports from this period (optional).
   
   
3. To move to the next step, click Set.
   

Step 5: Select Data to Include (Saved Selections and Export Options)

Here's where you'll select the specific data points to include.
  

1. Options
   • All Data: Includes all data for each of the reports you selected.
     
     
   • Saved Selections: Includes a saved, customized selection of data. (See: Saved Selections below.)
     
     
   • Customize: Choose individual data points.
     
     When you customize the data to include, you’ll see an option at the bottom to save your selection, like this:
     
     
2. Click Set to save your selections.
   
   ***********************
   
   

Saved Selections

[You must have the correct staff role permissions to perform these actions.]

The Saved Selections option allows you to decide which staff members will have access to the selection (Only you, All staff with access to this section, You and staff by role).

Additionally, you can make Saved Selections available in other report types: Site, Program-wide, Association, and Group Reports.

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Step 6: Export Options

Here's where you'll tell the application how to format your data in the spreadsheet.  You can use pre-formatted templates, export raw data, or select a saved option that someone in your organization has already created.
 

1. Options:
   • Use a Saved Export Option: Includes previously-saved formats, if any.
     
     
   • Customize: Pick and choose from the available worksheets and options.
     • Pre-formatted Worksheets: (See Pre-formatted Sheets below.)
       • Quantifiable Totals for Entire Period (Totals)
       • Data Grouped by Question (Totals by Question)
       • Data Grouped by Report Period (Totals by Period)
       • Totals by Identifier Fields You'll Select
         • Include Identifier Fields on Pre-formatted Worksheets
         • For Shared Fields, Create Single Columns in the Excel File
     • Matrix TrueView
     • Raw Data
       
       
2. Click Set to save your selections.
   
   
3. Once each step has a green check-mark, click Export to Excel.
   
   
4. A window will appear showing you the progress of the export.
   
   Keep the window open until the file is ready, or close the window and wait for a download link to show up via e-mail.

Pre-formatted Sheets

Pre-formatted Sheets are Excel-based worksheets designed to reduce the amount of time you need to spend crunching, formatting, and manipulating data. 

The Pre-formatted Sheet options are: 

• Quantifiable Totals for Entire Period (Totals)
  
  
• Data Grouped by Question (Totals by Question)
  • If any narrative data is present, a Free Text by Question worksheet will also be included.
    
    
• Data Grouped by Report Period (Totals by Period)
  • If any narrative data is present, a Free Text by Period worksheet will also be included.
    
    
• Totals by Identifier Fields You'll Select

Matrix TrueView

Matrix TrueView worksheets present matrix data as it was entered by your reporters. 

Each Matrix question included in your selected data will create it's own worksheet.

Break Out by Reporters Who Reported Data

Optionally, if more than one reporter submitted data for one or more identifiers, and if you want to break out responses by reporter for each identifier, select the "Break out by reporters who reported data" option for each 

Include Identifier Fields on Pre-formatted Sheets

Optionally, include any field from reporter profiles in your export by selecting Include Identifier Fields on Pre-formatted Worksheets.

Arrange fields by either Row or Column, here:

For Shared Fields, Create Single Columns in the Excel File

When you select more than one Group and choose to include Identifier Fields in the export, if any fields are shared across Groups, you can choose to see the data for all Groups in a single column. 

For example, let's say you have two Groups: Students and Volunteers.... AND you have a field called Email Address that is used in both groups. 

In your export, instead of exporting two columns of email addresses, with this option, you can choose to have all email addresses in a single column. 

Raw Data

For Raw Report Data, select which metadata to include from the Available Columns table (see this article for definitions of each column variable), using the down arrow to place each column type in the Selected Columns table. 

In the Selected Columns table, on the right, use the up/down buttons to set the order in which the columns will be displayed in your export file.

***Use the checkbox to Include quantitative & time series data with zero values.

Save this Export Option As...

The Save this export option as section allows you decide who these options should be available to (Just you; All staff with access to this section, or You and staff by role).

Additionally, you can make Saved Export Options available in other reports: Site, Program-wide, Association, and Group Reports.

Included Worksheets

A Legend, which includes definitions of each worksheet type.