survey data export

TABLE OF CONTENTS

• Video Resource: The Reporter Data Export Module
• Overview
• Staff Role Permissions Needed to Save Selections and Export Options
• In order to save report selections and export options, staff members will need to have the staff permission "Create, Edit, and Delete Saved Report and Export Format Options for All Staff." 
• Access the New Reporter Data Export
• Step 1: Select a Date Range
• Step 2: Select Data to Include (Saved Selections and Export Options)
• Step 3: Included Reporters
• Step 4: Export Options
• Pre-formatted Sheets
• Matrix True View
• Included Worksheets
• Add Reporter Profile Fields to Sheets
• Raw Data
• Save this Export Option As...

Video Resource: The Reporter Data Export Module

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Overview

With Reporter Data export, you can:  

• See all your data for each reporter in a single Excel workbook;
  
  
• Save your selected data selections and export preferences;
  
  
• Target those saved options to 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 reporter’s narrative data 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 to have the staff 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 Reporter Data Export

To access the Reporter data export:
 

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

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

Step 1: Select a Date Range

In this step choose your 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 the selected date range, select those reports by clicking you can use the Select specific reports from this period (optional).
   
   
3. To move to the next step, click Set.
   
   

Select Specific Reports

Use the Select specific reports from this period link to perform the following actions:

(a) Filter by Launch Target (All, Individual, by Site, and by Association)

(b) Sort table by Launch & Due Date, Form Name, and Customized Hyperlink.

(c) Select specific reporting periods by using the checkboxes. 

Step 2: Select Data to Include (Saved Selections and Export Options)

In this step decide what data to export from your selected date range.
  

1. Select what data you would like to include:
   • 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 specific data points you need.
     
     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.

Step 3: Included Reporters

 In this step, select the reporters to include.

  

1. Select the reporters to include.
   • All Reporters with Data During the Selected Date Range
     • Remove reporters who were assigned to any reports you selected, but who did not complete a report, by unchecking the box, “Include reporters with no data”.
   • Individual Reporters Who Reported Data During the Selected Period
     
     • Choose reporters from a list.
   • Reporters by Site
     • Choose sites from a list.
       
       
2. Click Set to save your selections.

Step 4: Export Options

In this step, select and save your export options.

  

1. Select what data you would like to include:
   • Use a Saved Export Option: Includes previously-saved formats, if any.
     
     
   • Customize: Pick and choose from the available worksheets and options. (See additional information about worksheets and options below.)
     • Pre-formatted Worksheets:
       • Quantifiable Totals for Entire Period (Totals)
       • Data Grouped by Question (Totals by Question)
       • Data Grouped by Report Period (Totals by Period)
         • Add Reporter Profile Fields to Sheets
     • Matrix True View
     • 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.
   
   You can close the window and the system will email you when your file is ready, or
   
   You can keep the window open and wait for the Download link to appear.
   

Pre-formatted Sheets

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

Matrix True View

Matrix True View 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.

Included Worksheets

A Legend, which includes definitions of each worksheet type.

Add Reporter Profile Fields to Sheets

Optionally, include any field from reporter profiles in your export by selecting Add Reporter Profile Fields to Sheets.


Arrange fields by either Row or Column, here:

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.