Ultimate guide to exports

In Award Force, you have the ability to export data from your account into spreadsheets for analysis and record keeping outside of the platform. Exports, also referred to as reports, are available as an Excel spreadsheet or CSV file and contain all data as collected from your users and about your program's configuration. 

Take a standard export

To request an export of data, follow these steps:

  1. Choose the location where you want the data from; see the Types of exports section for a list 
  2. Use the advanced search to filter your results to the desired users or entries
    Example: from the Entries > Manage entries view, set the Status filter to Submitted to only view successfully completed entries
  3. Open the Export drop-down
  4. Roll your mouse over an export option
  5. Select either Excel or CSV

Once done, you will receive an email with a link to the export file you've requested. Depending on the size of the export (the number of entries, the length of those entries, etc) this may take a few minutes. 

Tip: in the event that the an 'Export complete' email does not appear in your inbox, check your junk and/or spam folders. You may also need to mark the email address from which these messages are sent, no-reply@app.awardforce.com, as allowed or safelisted.

Types of standard 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. Comments: includes comments left by judges
  5. 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
  3. Comments: includes comments left by judges
Qualifying:
  1. Results - Qualifying: includes the consensus decision per entry
  2. Decision + comments: includes the individual decisions per judge per entry
  3. Comments: includes comments left by judges
Top pick: 
  1. Results - Top pick: includes the number of picks per preference
  2. Picks + comments: includes the preference per judge per entry
  3. Comments: includes comments left by judges
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: 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

You may find that the default exports provided by Award Force contain more information than you need or may require an extra column or two. You're welcome to create your own custom exports and choose exactly which columns are included. Custom exports can be configured throughout the platform in all areas where standard exports are available. 

There are two ways that you can create a custom export: from an export drop-down itself or via the Settings menu. Both methods are outlined below.

From an export drop-down

  1. Go to your desired page, like Judging > Leaderboard
    Tip: if you are exporting from the leaderboard and you have multiple score sets, select the one you want from the Score set dropdown field from the top of the page
  2. Open the Export drop-down at the top right of your screen
  3. Click New under the Custom heading
  4. Give your custom export a name in the Export name field
    Tip: keep it short but informative based on its use
  5. Under Availability, choose whether this export is Private (available only to you) or Shared (available to all program managers)
  6. Add or remove columns from the report as needed following the directions below
  7. Save

Next time you click the Export button you'll see your saved custom export as an option.

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Tip: if you'd like to edit or delete the custom export click the three dots icon to the left of the name.

From Settings

  1. Navigate to Settings > General > Custom export layouts
  2. Click New custom export layout
  3. Provide a title for your export in the Export name field
  4. From the Area drop-down, select your desired export template
  5. Under Availability, choose whether this export is Private (available only to you) or Shared (available to all program managers)
  6. Add or remove export columns as desired following the directions below
  7. Save

Add and remove export columns

To add columns to the export file, hover with your cursor between two existing column names and click the + icon to the left.

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Then search for the fields you want to add.

Screen_Shot_2021-06-02_at_11.20.45_AM.png

To remove columns, hover with your mouse over a column name and click the x icon to the right.

Screen_Shot_2021-06-02_at_11.21.25_AM.png

Tip: you can also use the Clear all and Add all links to remove or add all columns with one click

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