Overview
Access self-service reporting by navigating to Reports and selecting Create a New Report. Use this tool to generate custom reports for your faculty activity data. Available report types may include Blank Document and Vita for CV creation, as well as Export Data for raw data (.csv). This article describes how to use the Export Data tool to retrieve specific activity records.
Prerequisites
Access to specific self-service reports is determined by assigned security roles. The Export Data report may not be available to all users depending on institutional permissions. Contact your campus administrator to request additional access to reporting tools
Getting Started
- Navigate to the Reports utility from the Navigation Bar.
- Select the Create a New Report button.
- Select Export Data from the pop-up window.
After selecting Export Data, complete the following steps in the report parameters screen:
Configure Date Range
Input the date range for the data to include in the report. To include all data, select All Dates. By default, all reports include records that overlap with the selected date range and any undated records.
Choose Whom to Include
With additional account permissions, a report may be generated to contain data for other users. Select the users whose data to view by Group or Individual. Also, select whether to include data for users whose accounts are Enabled, Disabled, or both. By default, the report includes all enabled users. To limit the report to specific users or groups, select the Change Selection hyperlink.
- By Group: A subset of users who share a specific attribute, such as a college or department. Choose this option to retrieve data for users within a specific college, such as the College of Business.
- By Individual: To retrieve data for a specific user or users, search for and select them individually.
When groups and individual users are selected, they act as "and" options, and the report will include all selections. Select Save to confirm the selections.
Note: It is common to have a security scope which only authorizes reporting for your own account.
Select Data to Include
Select the data items to retrieve. By default, all data items are included. To change this, select the Change Selection hyperlink and uncheck the Include All checkbox. This allows for the selection of specific items. To retrieve data from specific fields, expand each data item to select from its subset of fields. Primary activity types are available under Common Items, while additional record metadata can be found under System Details. After choosing, select Save.
Note: The data item "Common Items" contains any customized screens or fields. Selecting multiple top-level screens (e.g., Personal and Contact Information) will result in one CSV file per screen, delivered in a single .zip file. Some screens, such as Publications and Presentations, may have a column with the field code USER_REFERENCE_CREATOR with the values "Yes" or "No". This indicates if the record is created by the user or linked by another user.
(Optional) Add Grouping Method
Group the report data by unit (e.g., college or department) or by individual. For example, selecting department will group the report results by department, including only the selected departments.
(Optional) Enter Search Keyword
Enter a key term in the Search Keyword box to limit report records to those containing the search term. For more information, refer to Search Using "Create a New Report."
Select File Format
Supported file formats include Comma-Separated Values (CSV) and XML. By default, the report will export as a Comma-Separated Values (CSV) file with a single file per screen, as CSV and XML are easiest to use with other data systems. This can be changed to XML if preferred.
- A single file per screen will generate data items, including those with Dynamic Sub-Answers (DSAs), in one file per activity screen.
- Multiple files for screen will generate multiple files: one for each item's screen and additional files for each DSA, containing only data for that DSA.
Running Your Report
After setting the report parameters, select the Run Report button.
Once generated, the report will be downloaded. A report containing multiple activity types will generate as a .zip file.
Important: If a warning message appears indicating a record limit has been reached, revise the report selections to retrieve a narrower range of data. Any changes made to the exported report file will not be reflected in Faculty Success. To apply changes, use the Manage Data utility or ask an administrator about Importing Data Using a CSV.
To save a frequently used report configuration, see Saving Export Data Reports. Saved reports cannot be shared with other users.