Creating a New Report: Export Raw Data

Access to this product feature is dependent on your institution's Watermark agreement
Base | Faculty Accomplishments | Reviews, Promotion and Tenure | Web Profiles

Create a New Report (formerly Run an Ad Hoc Report) allows you to run a self-service report of your campus's Faculty Success data on the fly. You can access the self-service reports available to you by going to the Reports utility and clicking the "Create a New Report" button in the upper right corner. After clicking the button, a pop-up window will appear with the self-service reports available for use. The following self-service reports you might see are:

  • Blank Document: This report allows you to create a CV from scratch using your own data. More information can be found in this article.
  • Vita: Allows you to create a CV from a sample CV. More information can be found in this article.
  • Web Profile: A report that serves as template for faculty's web profiles. This type of report is only available if your institution has a Web Profile module.
  • Export Data: A report that is used to retrieve specific data at a point in time.

The self-service reports available to you are determined by the permissions made granted to your role, as you will need to have been granted the self-service report permission to access self-service reports and the permission Show Hidden Data to access data for hidden fields for users within your scope that you will be able to create reports for. For more information, see Security Roles Overview

In this article, we will go over how to extract data from your application using the Export Raw Data report, which will allow you to extract any data for specific date ranges to see desired data at a point in time. 

Getting Started 

  1. Go to the Reports utility from the Navigation Bar.
  2. Select the "Create a New Report" button in the top right corner of the screen.
  3. A pop-up window will then appear. From the pop-up window, select "Export Data."
  4. After selecting "Export Data," you will be directed to the report's parameters, where the steps can be completed as follows: 

    Step 1: Date range
    Input the Date Range for the data you wish to include in your report. If you wish to include all dates for which you have data, select All Dates. Keep in mind that all reports, by default, will include records that overlap with the report date range inputted as well as any records that are undated.

    Step 2: Whom to Include 
    Select the users whose data you want to view by Group or Individual, as well as select if you are looking for data for users whose accounts are Enabled, Disabled or Enabled and Disabled. By default, your report includes all enabled users. To limit your report to specific users or groups of users, click the "Change Selection" hyperlink to open the Individuals or groups to include drawer on the left. The options provided indicate the following

    By Group: A subset of users who share a specific user attribute, such as a college or department. This is usually chosen if you need to retrieve data for users within a specific college, such as those in the College of Business.

    By Individual: If you need to retrieve data for a specific user or users, you can search and select them individually.

    You can include specific individuals or groups. When Groups and individual users are selected, they act as "and" options, so the report will include all selections. Once you've made your selections, click the "Save" button at the bottom to save them.


    If you cannot find a user when searching for them individually, check the Users & Security utility to ensure that the user has an account in the application or if the user's identifiers, such as their email, name or username need to be updated. If you would like to use other user attributes, such as a faculty's rank, to include a set of users by Group, simply submit a General Work Request and explain which user attribute you want added for your specific reporting needs.

    Step 3: Data To Include
    In this step, you will be able to select the data items that you want to retrieve. By default, all data items are included, but this can be changed by clicking the "Change Selection" hyperlink and unchecking the "Include All" checkbox, which will unselect all items and allow you to choose which ones to include in your report. If you only want to retrieve data from specific fields, each item displayed will have a subset of items from which to select specific fields from. Keep in mind that some data items may have multiple sub items and some screens screens, such as the Publications and Intellectual Contributions may have a column with the field code USER_REFERENCE_CREATOR with the values "Yes" or "No" and remember to click the "Save" button at the bottom of the drawer to save your choices.


    The data item "Common Items" contains any customized screens or fields. If you want to add a unique data item to search by, for example, the data entered for the AACSB Qualification field for the College of Business. You can use a General Work Request to request the addition of a new data item for College of Business with a subset item of AACSB Qualification. Make sure to explain in detail why you want to include the item in Step 3.
    For more information on how to pull specific data, see this article. 

    Step 4: Grouping Method (Optional)
    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.

    Step 5: Search Keyword (Optional)
    This step permits you to enter a key term to search for into the "Search Keyword" box which will limit the records in your report to those containing the search term(s). This step is optional. For more information on how to search within this step, visit Search Using "Create a New Report."

    Step 5: File Format

    Faculty Success supports several file formats, including Comma-Separated Values (CSV), Microsoft Word (.doc), PDF, Web Page (.html), and XML. We have found, however, that CSV and XML will allow you to export the data in a way that will be easy to utilize for other data systems, so by default the file format your report will be exported in is Comma-Separated Values (CSV) with a single file per screen. This can be changed to XML, if preferred.

    A single file per screen will result in data items, including those containing Dynamic Sub-Answers (DSAs), being generated in a single file per activity screen. If multiple files for screen are selected, the report will generate multiple files, each containing a file per an item's screen as well as additional file(s) per DSA containing only data for that DSA within the additional file.

  5. After you've made your report parameters selections, click the "Run Report" button in the upper-right corner to generate your report based on your selections.

Once your report has been generated, it will be downloaded to your computer for you to review and use. If you receive a warning message instead indicating that you have reached a record limit, please revise your report selections to retrieve a narrower range of data.

Keep in mind that any changes you make to your report will not be reflected in the data in Faculty Success. To implement any changes you make to your report into the application, you must use the Manage Data utility to manage a user's data or import your CSV file via a data bulk import.

If you find yourself repeatedly creating the same report, consider saving it for future use. See Saving Reports for more information. Reports saved in this way may not be shared with other users.

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