Ultimate guide to exports
In Good Grants, you have the ability to export data from your the Manage workspace into spreadsheets for analysis and record keeping outside of the platform. Exports, also commonly referred to as reports, are available as an Excel spreadsheet or CSV file and contain all data as collected from your users or your program's configuration in a given area.
Take a standard export
To request an export of data, follow these steps:
- Choose the location where you want the data from; see the Types of exports section for a list
- Use the advanced search to filter your results to the desired users or applications
Example: from the Applications view of the Manage workspace, set the Status filter to Submitted to only view successfully completed applications - Open the Export drop-down
- Roll your mouse over an export option
- Select either Excel or CSV
Once done, you will receive an email with a link to the export file you've requested. Depending on the size of the export (the number of applications, the length of those applications, etc) this may take a few minutes.
Types of standard 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: field 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, scoring criteria score titles, 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
You may find that the default exports provided by Good Grants contain more information than you need or may require an extra column or two. You're welcome to create your own custom exports and choose exactly which columns are included. Custom exports can be configured throughout the platform in all areas where standard exports are available.
There are two ways that you can create a custom export: from an export drop-down itself or via the Settings menu. Both methods are outlined below.
From an export drop-down
- Go to your desired page of the Manage workspace, like Reviewing > Leaderboard
Tip: if you are exporting from the leaderboard and you have multiple score sets, select the one you want from the Score set dropdown field from the top of the page - Open the Export drop-down at the top right of your screen
- Click New under the Custom heading
- Give your custom export a name in the Export name field
Tip: keep it short but informative based on its use - In the Areas drop-down, choose the appropriate type of base export you would like to begin with
Note: the area selected dictates from where the custom export will be available and the type of core data it includes. For example, the 'Scores + comments' can only be generated from the leaderboard. - Under Availability, choose whether this export is Private (available only to you) or Shared (available to all program managers)
- Add or remove columns from the report as needed following the directions below
- Save
Next time you click the Export button you'll see your saved custom export as an option.
From Settings
- In the Manage workspace, navigate to Settings > General > Custom export layouts
- Click New custom export layout
- Provide a title for your export in the Export name field
- From the Area drop-down, select your desired export template
- Under Availability, choose whether this export is Private (available only to you) or Shared (available to all program managers)
- Add or remove export columns as desired following the directions below
- Save
Add and remove export columns
To add columns to the export file, hover with your cursor between two existing column names and click the + icon to the left.
Then search for the fields you want to add.
To remove columns, hover with your mouse over a column name and click the x icon to the right.
Video overview
