Standard exports

There are a number of ways that you can export data from 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

1. Choose the location where you want to export data from such as Applications > Manage applications
2. Filter the results, if required, to export only the information you want
3. Click the Export button located underneath the search box to reveal a list of pre-made exports
   
4. Roll your mouse over an export option and select either the Excel or CSV link (Excel is most popular)
5. 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:

1. Go to Applications > Manage Applications
2. Open the Advanced search filter
3. Set the Status filter to Submitted 
4. Click Search to see the results
5. Next, click the Export button
6. Roll your mouse over Applications
7. 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

Users export

• Where: Users section
• Available to: grants managers and chapter managers
• What's included: standard user information and anything collected during user registration
• What's not included: passwords and application information
• Customizable: 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

Manage applications export

• Where: Applications > Manage applications
• Available to: grants managers and chapter managers.
• What's included: all application and applicant information
• What's not included: review results, attachments and contributors
• Customizable: 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
• Number of attachments and contributors
• Other information as collected by the applicant within the application form
• Applicant information

Contributors

• Where: Applications > Manage applications
• Available to: grants managers and chapter managers
• What's included: all contributor information and basic application information for association
• What's not included: any other application information
• Customizable: yes

Description: this export includes 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

Fields export

• Where: Settings > Applications > Fields
• Available to who: grants managers and chapter managers
• What's included: field data + tab and category configuration information
• What's not included: nothing else, just field data
• Customizable: yes

Description: this export includes all custom fields as created by you, the Grants manager:

• 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

Leaderboard export

• Where: Reviewing > Leaderboard
• Available to: grants 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)
• Customizable: yes

Description: exports reviewing results. There are four types of exports from the Leaderboard, depending on the review mode:

• Scoring
  • Results - scoring: includes average scores across all reviewers for each application
  • Scores + comments: includes the breakdown of scores and comments from each reviewer on each application
  • Individual scores: includes the score of each criterion for each reviewer
  • Comments: includes comments left by reviewers
  • Summary: includes a summary of the reviewers total weighted score for each application
• Voting
  • Results - voting: includes the number of votes accrued per application
  • Votes + comments: includes the votes per voter on each application
  • Comments: includes comments left by reviewers 
• Qualifying
  • Results - qualifying: includes the consensus decision per application
  • Decision + comments: includes the individual decisions per reviewer per application
  • Comments: includes comments left by reviewers
• Top pick
  • Results - top pick: includes the number of picks per preference
  • Picks + comments: includes the preference per reviewer per application
  • Comments: includes comments left by reviewers

Progress export

• Where: Reviewing > Progress
• Available to: grants 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
• Customizable: yes

Description: exports reviewers' progress per score set.

Assignments export

• Where: Reviewing > Assignments
• Available to: grants managers and chapter managers
• What's included: a list of reviewers with assigned applications for review
• What's not included: does not include reviewing results (i.e. scores)
• Customizable: 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

Funds export

• Where: Funding > Funds
• Available to: grants managers and chapter managers
• What's included: fund name and description, how much is available, amount allocated, and timestamps for creation and updates
• What's not included: where the fund was allocated to
• Customizable: yes

Allocations export

• Where: Funding > Allocations
• Available to: grants managers and chapter managers
• What's included: name of the fund, how much was allocated, which application the funding was allocated to, and applicant contact information
• What's not included: application form data (i.e. questions as asked during the application process)
• Customizable: yes

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.