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Exports overview

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Carl Turner
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There are a number of ways you can export data from your account into spreadsheets. This allows you to perform various tasks on your data, outside of your 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. 

To download an export:
 
  1. Choose the location where you want to export data from
  2. Filter the results, if required, to export only the information you want
  3. Click the Export button located underneath the search box (generally in the top-right of the screen)
  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. It can take a few minutes depending on the size of your export and how busy the queue services are

Practical example - try this in your account:
 
  1. Go to Entries > Manage entries
  2. Open the Advanced search filter and select Submitted under Status 
    • Note: This is optional, you don't have to filter for anything or you can choose other criteria such as a chapter, category, tag and more
  3. When happy with your list, click on the Export button, roll your mouse over Entries and then click on Excel
  4. 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 
  5. 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 who: Program managers and Chapter managers
  • What's included: Standard user information and anything collected during user registration
  • What's not included: Passwords and entry 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
Manage entries export
  • Where: Entries > Manage entries
  • Available to who: Program managers and Chapter managers.
  • What's included: All entry and entrant information
  • What's not included: Judging results, attachments and contributors
  • Customisable: Yes

Description: This export includes information collected through the entry process. However, attachment and contributor data is only represented as a count, i.e. how many attachments and contributors each entry has. This export also includes all user information associated with each entry and can be found to the far right of the spreadsheet, past all the entry fields.

It includes:

  • Unique identifiers (aka Slug and ID)
  • Entry names
  • Entry details: Chapters, categories, submission status, tags, submission time stamp etc
  • Review & moderation status
  • Payment status (for paid entries only)
  • Number of attachments & contributors
  • Other information as collected by the entrant within the entry form
  • Entrant information
Contributors
  • Where: Entries > Manage entries
  • Available to who: Program managers and Chapter managers
  • What's included: All contributor information and basic entry information for association
  • What's not included: Any other entry information
  • Customisable: Yes

Description: This exports information collected within entries via Contributor tabs and contributor fields, including:

  • Unique entry identifiers (aka Slug and ID)
  • Entry names 
  • Records of information collected via contributor fields per entry
Fields export
  • Where: Settings > Entries > Fields
  • Available to who: Program 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 Program 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. entry, user, attachment, contributor)
  • Data protection settings
  • And more
Categories export
  • Where: Settings > Entries > Categories
  • Available to who: Program managers and Chapter managers
  • What's included: Category data including the number of entries, it's active' status and chapters
  • What's not included: Information about entries and entry form questions (aka fields)
  • Customisable: Yes

Description: This export includes information about all your categories and includes: 

  • Parent category
  • Category (name)
  • Slug
  • Season
  • Shortcode
  • Entries
  • Status
  • Divisions
  • Chapters
  • Created (date)
  • Updated (date)
Leaderboard export
  • Where: Judging > Leaderboard
  • Available to who: Program managers and Chapter managers
  • What's included: Entry, judging results and Judge assignment data
  • What's not included: Entry form data (i.e. questions as asked during the entry process)
  • Customisable: Yes

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

VIP Judging: 
  1. Results - VIP Judging: includes average scores across all judges for each entry
  2. Scores + comments: includes the breakdown of scores and comments from each judge on each entry
  3. Individual scores: includes the score of each criterion for each judge
  4. Summary: includes a summary of the judges total weighted score for each entry
Voting:
  1. Results - Voting: includes the number of votes accrued per entry
  2. Votes + comments: includes the votes per voter per entry
Qualifying:
  1. Results - Qualifying: includes the consensus decision per entry
  2. Decision + comments: includes the individual decisions per judge per entry
Top pick: 
  1. Results - Top pick: includes the number of picks per preference
  2. Picks + comments: includes the preference per judge per entry
Progress export
  • Where: Judging > Progress
  • Available to who: Program managers and Chapter managers
  • What's included: A list of judges with assignments per score set and their progress with judging
  • What's not included: Nothing else, just a judging progress report
  • Customisable: Yes

Description: Exports judges' progress per score set. 

Important: Progress report data is based on the assignment of entries to judges. In cases where judges are invited to participate by role, not name, the assignment is not created until the judge open each entry.
Orders export
  • Where: Orders section
  • Available to who: Program managers and Chapter managers
  • What's included: A list of invoices with amounts paid per entrant
  • What's not included: Does not include entry form information. If you need entry form information, this can be done by going to Entries > Manage entries > Export > Entries. 
  • Customisable: Yes

Description: There are two export options here, one is per invoice while the other is per entry. Both include invoice data, however, the 'order items' export contains a lot more information. These include: 

  • Invoice numbers
  • Entrant details
  • Payment status
  • Amount paid/owed
  • Payment method (i.e. credit card)
  • Currency
  • Processing fees
  • Tax
  • Discounts
  • and more
Assignments export
  • Where: Judging > Assignments
  • Available to who: Program managers and Chapter managers
  • What's included: A list of judges with assigned entries for judging
  • What's not included: Does not include judging results (i.e. scores)
  • Customisable: Yes

Description: This export includes a list of judges and the entries assigned to them, including:

  • Judge names
  • Progress status per entry
  • 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 & filters

You may want only a selection of data in your exports instead of everything the export offers. You can achieve this by creating custom exports. As well as this, you might want just a subsection of results instead of everything the view provides, such as only 'submitted entries' or 'moderation approved entries', applying filters can help narrow down the results that will apply to your export. For more information, see: How to search and filter.

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