Standard exports
There are a number of ways that you can export data from the Manage workspace of your account into spreadsheets. This step allows you to perform various tasks on your data, outside of the platform, for analysis and record-keeping purposes. Exports, also referred to as 'reports', are available as an Excel spreadsheet or CSV file and they contain data as collected by users of your program and about your program configuration.
Download an export
- Choose the location where you want to export data from such as Applications
- Filter the results, if required, to export only the information you want; see: How to search and filter
- Click the Export button located underneath the search box to reveal a list of pre-made exports
- Roll your mouse over an export option and select either the Excel or CSV link (Excel is most popular)
- Once done, an email with a link to the file will be sent to you when the export is ready
Note: exports can take a few minutes to arrive in your inbox depending on the amount of data you're exporting and how busy the queue servers are.
Practical example - try this in your account:
- In the Manage workspace, go to Applications
- Click Advanced in the search bar
- Set the Status filter to Submitted
- Click Search to see the results
- Next, click the Export button
- Roll your mouse over Applications
- Select Excel
At this point, you will see a message on-screen letting you know your export is being created and you will receive an email when it's ready for download. Check your inbox and click the download link in the email to download the Excel file to your computer.
Types of exports
- Where: Users section
- Available to who: grant managers and chapter managers
- What's included: standard user information and anything collected during user registration
- What's not included: passwords and application information
- Customisable: yes
Description: this export includes information about people who have registered in your program, including:
- Unique identifiers (aka slug)
- Full names
- Email addresses & Mobile phone numbers
- Role applied to each user
- User account confirmation timestamp
- Date and season of their registration
- Cookie consent selections
- Notification consent selections
- Other information as collected via user registration
- Where: Applications
- Available to who: grant managers and chapter managers
- What's included: all application and applicant information
- What's not included: reviewing results, attachments and contributors
- Customisable: yes
Description: this export includes information collected through the application process. However, attachment and contributor data is only represented as a count, i.e. how many attachments and contributors each application has. This export also includes all user information associated with each application and can be found to the far right of the spreadsheet, past all the application fields.
It includes:
- Unique identifiers (aka slug and ID)
- Application names
- Application details: Chapters, categories, submission status, tags, submission time stamp etc
- Review & moderation status
- Payment status (for paid applications only)
- Number of attachments & contributors
- Other information as collected by the applicant within the application form
- Applicant information
- Where: Applications
- Available to who: grant managers and chapter managers
- What's included: all contributor information and basic application information for association
- What's not included: any other application information
- Customisable: yes
Description: this exports information collected within applications via Contributor tabs and contributor fields, including:
- Unique application identifiers (aka slug and ID)
- Application names
- Records of information collected via contributor fields per application
- Where: Settings > Applications > Fields
- Available to who: grant managers and chapter managers
- What's included: gield data + tab and category configuration information
- What's not included: nothing else, just field data
- Customisable: yes
Description: this export includes all custom fields as created by you, the grant manager, and includes:
- Unique identifiers (aka slug)
- Field titles
- Field labels, help text and hint text
- Categories (the field applies to)
- Tabs (where the field appears)
- Order (position of fields in context to the position of other fields on the same tab)
- Resource type (i.e. application, user, attachment, contributor)
- Data protection settings
- And more
- Where: Settings > Applications > Categories
- Available to who: grant managers and chapter managers
- What's included: category data including the number of applications, it's active' status and chapters
- What's not included: information about applications and application form questions (aka fields)
- Customisable: yes
Description: this export includes information about all your categories and includes:
- Parent category
- Category (name)
- slug
- Season
- Shortcode
- Applications
- Status
- Divisions
- Chapters
- Created (date)
- Updated (date)
- Where: Reviewing > Leaderboard
- Available to who: grant managers and chapter managers
- What's included: application, reviewing results, and reviewer assignment data
- What's not included: application form data (i.e. questions as asked during the application process)
- Customisable: yes
Description: exports reviewing results. There are four types of exports from the leaderboard, depending on the mode of reviewing:
| Scoring: |
|
| Voting: |
|
| Qualifying: |
|
| Top pick: |
|
- Where: Reviewing > Progress
- Available to who: grant managers and chapter managers
- What's included: a list of reviewers with assignments per score set and their progress with reviewing
- What's not included: nothing else, just a reviewing progress report
- Customisable: yes
Description: exports reviewers' progress per score set.
- Where: Grants section, including Manage, Funds, Allocations, Contracts, Grant reports, and Settings
- Available to who: grant managers and chapter managers
- What's included: a list of funds created, allocated, grants in-progress and completed, and contracts
- What's not included: depending on which location in the Grants menu an export is generated from, the contents may vary.
- Customisable: yes
Description: there are a variety of export locations here all of which offer distinct data for export. Some of the available options are:
- Fund name
- Description
- Budget
- Allocated amount
- Contract template
- Status
- Signature
- Grant status
- and more
- Where: Reviewing > Settings > Assignments
- Available to who: Grant managers and chapter managers
- What's included: A list of reviewers with assigned applications for reviewing
- What's not included: Does not include reviewing results (i.e. scores)
- Customisable: Yes
Description: this export includes a list of reviewers and the applications assigned to them, including:
- Reviewer names
- Progress status per application
- Abstentions
- Panels they're selected on
- Score set association
- Assignment method (i.e. manual/panel)
- Comments
- Rounds
- Chapter and category information and more
Custom exports and filters
You may want only a selection of data in your exports instead of everything the export offers. You can control what data is included by creating custom exports. In addition, you might want just a subsection of results instead of everything the view provides, such as only 'submitted applications' or 'moderation approved applications'. Applying filters can help narrow down the results that will apply to your export. For more information, see: How to search and filter.
Video overview
