Creating a New Report: Export Raw Data

Create a new report (formerly Run an Ad Hoc report) enables you to create reports on the fly from your campus’s data, whether campus-wide or on particular colleges/schools, departments, individuals or groups. You pick what to include in the report: which data, which users and which dates. Then Faculty Success creates a report customized to your requirements.

You can create a new report as a starting point for analysis of the raw data in Faculty Success. Common use cases for this type of analysis are:

  • Comparing a user's records against criteria for a new or revised custom report to verify completeness or to troubleshoot an issue
  • Starting a statistical analysis
  • Determining which faculty have areas of expertise that qualify them for particular opportunities

If you find yourself repeatedly creating the same report, consider saving it for future use. See Saving Reports for more information.

As you consider how to leverage creating reports on your campus, keep in mind that the security permission to give access to this function includes an option, Show Hidden Data, which enables you to choose whether you want a set of users to have reporting access to hidden data using this tool. For more information on how the Show Hidden Data option is applied, see Security Role Permissions.

Note: You can only create reports on users' data for which you have access.

Creating a new report

➤ To create a new report:

  1. In Faculty Success, select Reports in the Navigation Bar.
  2. Select Create a New Report in the top right corner of the screen.
  3. Select Export Data in the popup window.
  4. Select the Date Range for the information you wish to include in your report in Step 1. If you wish to include all dates for which you have data, select All Dates

    Note: All reports, by default, will include records that overlap with the report date range selected at run time as well as any records that are undated.

  5. Select Whom to Include. By default, all enabled users are included in your report. To limit your report to certain users or groups, select Change selection in Step 2 to open the Individuals or groups to include pop-up window.

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    Selecting who to include in a report.

    1. Select the headings to expand the groups.
      1. You can select to include specific individuals or all individuals in a particular college or department. If colleges, departments, and individual users are selected, these selections function as “and” options and the report will include all selections made.
      2. Faculty Success uses the user attributes – college, department, etc. – in users’ most recent Yearly Data records, including records in the future, to determine who should be included.

    Note: If it would be helpful to select users to include in your reports based on an additional user attributes, like faculty/staff rank, Faculty Success can support this. Once added, this will be available as an additional Individuals or groups to include option for all reports. To request this, submit a General work request and explain your specific reporting needs.

    When you have completed your selections, select Save. You can also select to include enabled, disabled, or both enabled and disabled users in your report as part of this step.
  6. Select Data to Include. The default behavior includes all data in the report. To include a subset of the Faculty Success data, select Change selection in Step 3 to open the Data to include pop-up window.


    The Data to include pop-up window.

    1. In the pop-up window, deselect Include all.
    2. Select the data items you want to include. When you select a top-level item, you automatically select all items under it as well.
      1. To select a sub-item, select the right-facing arrow next to the heading to expand the list. Then select the sub-item. Select the downward-facing arrow to hide the list again.

        Note: If you have customized screens or fields by unit, you will find these customized screens or fields broken out from the Common Items list in the Data to include pop-up. Be sure to review these unit-specific lists if you want to include such screens or fields in your report.

        You will also be able to exclude Metadata from the CSV export. You will need to uncheck all the metadata fields from the "System Details" section in the Data to include pop-up.


    Select Save at the bottom of the pop-up window to save your selections and return to the Reports page.

    The Reports page will display what screens fields have been selected from to be included in the report under Step 3.
    The Reports page showing the data selected for a report.

  7. Select Grouping Method in Step 4. You can group the data in the report by unit – such as college or department – or by individual. For example, if you select department from the list, we will group the report results by department, only including those that you selected.

    The Reports page showing Group by Department.

  8. Step 5 enables you to Search Keywords. Entering terms to search for into the Search for box will limit the records in your report to those containing the search term(s). This step is optional. For more information on searching the data in Faculty Success, see Searching Using Run Ad Hoc Reports.
    The Reports page showing the search terms “amino acids”.

  9. Select the File Format for your report from the drop-down list in Step 6.
    The Reports page; Comma-Separated Value (.csv) format, with a single file produced per screen.

    Note: Faculty Success supports several file formats, including Comma-Separated Values (.csv), Microsoft Word (.doc), PDF, Web Page (.html), and XML. Choosing Comma-Separated Values or XML will enable you to use the exported data in other data systems. The default, Comma-Separated Values (.csv) format, in conjunction with spreadsheet software such as Microsoft Excel,  is a useful way to analyze data for completeness or as part of troubleshooting other reports. Two variations of the Comma-Separated Values (.csv) format are supported – a single file per screen, or multiple files per screen. For screens with Dynamic Sub-Answers (DSAs), like Intellectual Contributions with the Authors DSA, selecting to generate a single file per screen will result in the DSA data being included as additional columns in the main file for that screen. Selecting to generate multiple files per screen will result in a main file per screen, and one additional file per DSA, containing just the data for that DSA.

  10. Select the Run Report button at the top of the page.
  11. Faculty Success will build your report and prompt you to either open it or save it locally. If you instead receive a warning message stating that you have exceeded the 20,000 record limit, please revise your report selections to include a narrower range of data.

    Warning: Changing the data in a report does not change the data inside the Faculty Success instrument. Use Manage Activities or Manage Data to make these changes.

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