exporting program-wide data to Excel

TABLE OF CONTENTS

• Overview
• Staff Role Permissions Needed to Save Selections and Export Options
• Access the Program-wide Data Export 
• Step 1: What would you like to do?
• Step 2: Select a Date Range
• Step 3: Select Data to Include (Saved Selections and Export Options)
• Step 4: Export Options
• Pre-formatted Sheets
• Matrix TrueView
• Raw Data
• Save this Export Option As...
• Included Worksheets

Overview

With the Program-wide Data export, you can:  

• See all your quantitative data a single Excel workbook;
  
  
• Save your selected data selections and export preferences;
  
  
• Share those saved options with others on your team;
  
  
• See your quantitative data via data viewing titles as columns or as rows (transposed);
  
  
• Review data by question (comparing responses over time); and
  
  
• Review data by period (seeing data in the order it was collected for each period).

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 Program-wide Data Export 

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

2.   On the right, under Additional Reports, click Program-wide data.

Step 1: What would you like to do?

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

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. Need to Export Data to CSV? Check out this article.)

Step 2: 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 3: 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 4: 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.)
       • Totals (Sites are Rows)
       • Totals (Sites are Columns)
       • Data Grouped by Question
       • Data Groups by Period
     • 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: 

• Totals (Sites are Rows) (On Legend: Totals)
  
  
• Totals (Sites are Columns) (On Legend: Totals (Transposed))
  
  
• Data Grouped by Question (On Legend: Data by Question)
  
  
• Data Groups by Period (On Legend: Data by Period)

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.

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.