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: |
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Practical example - try this in your account: |
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Once selected, 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. Check your inbox and click the download link in the email to download the Excel file to your computer |
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Types of exports
- 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
- 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
- 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
- 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
- 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)
- 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: |
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| Voting: |
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| Qualifying: |
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| Top pick: |
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- 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.
- 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
- Where: Settings > 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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