Data Browser Walkthrough

The Data Browser is a feature available to community administrators that allows you to quickly browse data, narrow your results, aggregate and graph data, save and share customized reports, and even export the results in various formats. This data is refreshed once daily and the timestamp for the last update can be found in the bottom left of the Data Browser screen.

Basics

To begin, select the Admin dropdown in the top right of your screen and choose Data Browser Beta. If you do not see this option, you are not a community administrator with the ability to manage users and organizations.

The first step in using the Data Browser is to decide which data set you'd like to work with. Use the Resources dropdown in the top left of the screen to choose your starting point. Your options are described in the table below.

Resource Description Additional included information
Event Occurrences The events created in your community. Event creator info, event creator profile, host portal, host portal profile, host umbrella
Form Submissions The submissions completed in your community. Submitter info, submitter profile, host portal, host umbrella
Involvement Entries Involvement entries in your community. Participant info, participant profile, event occurrence, host portal, host umbrella
Payments Payments made in your community. Payer, payer profile, host portal, host umbrella
Portals Portals in your community. Host umbrella, portal registration form
Users Users in your community. Basic & custom user profile

 

Select a resource and the corresponding data will populate the previously blank portion of the screen. We’ll look at navigating this spreadsheet later in this article. For the time being, notice the new options below the Resource dropdown. Most of the resources you select will provide an additional option labeled Portal Registration. Use this feature to filter results by umbrella. For example, if you've selected event occurrences as the resource, the Portal Registration dropdown allows you to filter for all event occurrences created in, and under, the umbrella.

Selecting the Forms resource provides an additional option labeled Form. Use this tool to display submissions from a specific form. Once you select a form, the custom questions and corresponding submissions will populate the spreadsheet.

Conditions

The Data Browser allows you to add conditions in order to filter and customize your data set. Click Add a Condition to begin this process. Use these drop-downs to set up logic that will filter your results.

Take a look at the following example. Let's say you have a parking permit request form and you only want to view submissions from members of Student Government. Start by choosing form submissions as the resource then use the Forms dropdown to select the specific form. This will display all of the form submissions but we only want to see those submitted by Student Government members. To accomplish this, click Add Condition and set up the following logic. Your results will filter when you complete the condition.

  • Submitter: Belongs to Portal
  • includes
  • Student Government Association

You have the option to set up multiple conditions with "and" and "or" statements. Let’s look at one more example. In this scenario, you need to get a list of all payments made within the Student Government portal of $100 or more. Start by selecting Payments as the resource. Next, select Add a Condition and set up the following logic.

  • Portal
  • is
  • Student Government Association

At this point, you've filtered for all payments made within the Student Government portal. Now, you need to apply additional logic so that you will only see payments over $100. To do this, click the “and” option and set up this second piece of logic.

  • Amount
  • is greater than or equal to
  • 100

In the previous example, we coupled logic with the use of an “and” statement. This means that both conditions have to be met in order for an entry to be shown. You can also use an “or” statement if you only need one of the conditions to be met.

The Spreadsheet

The beauty of the Data Browser is that it allows you to view only what you want to see. Hover over a column header and you’ll see the ability to sort the column. Additionally, you’re provided the option to hide a column. After you select a resource, there can be an overwhelming amount of data and the ability to hide a column makes the data set more digestible. As you hide columns, they appear as a filter on the left side of the screen. Click the cancel option on any of those hidden columns to move it back to the spreadsheet.

Scrolling horizontally may be a bit awkward if you’re trying to view information for just one row. In this case, click on the row and a vertical slider will appear on the right side of the screen. This displays the data in a more readable format.

Aggregations

At the bottom of the screen are data aggregations. Columns of number data will display the minimum, maximum, median, and average number in the data set. Columns of text data will display the most common answer choices.

Click on the set of statistics below the green line for a further breakdown of the data. All data sets provide a table with a breakdown of answer choices and their overall percentage answered. You’re also provided a pie chart that provides a graphical display of this data. Click on an answer choice in the table to remove the answer choice from the pie chart. The pie chart will automatically recalculate overall percentages while excluding the answer choice that you removed.

Number data sets also generate a histogram that displays values (x-axis) versus how many times they occurred (y-axis). Notice there are actually two versions of this histogram. The top version provides y-axis values and important data points like the median value and quartile markers. Hover over a data point to view the specific value and how many times it occurred. 

The bottom version of the histogram is used to select smaller portions of the data set. Simply hover over the bottom histogram and your cursor should switch to a cross. Click and drag to select the area of the graph that you want to view more closely. Release your click and the top histogram will display the portion of the graph that you selected. Reset the graph by going back to the bottom histogram and click once.

Exports

One of the most important tools in the Data Browser is the ability to export the data. Locate this option in the top right of the page. You can choose from CSV, XLSX, or JSON format. These exports will run similar to other exports in the OrgSync system. Go to your personal Activity to view the status of an export that you’ve started. The title of the export will use a consistent format: name of the resource and the time stamp of when you requested the report).

Views

There are a number of reports that you need to run daily or weekly. The Data Browser makes this easy by allowing you to save custom views that can be pulled at a later date with up-to-date information. To begin, customize the report to your liking. Next, enter a name for your view under the Views section on the left side of the page then click Save.

Saved views are account specific and can be accessed at a later dates. If you want to share your view with another user, send them the URL of the webpage. The Data Browser will check the user’s permissions before allowing them access to the data set. If the user is granted access, they can save the view as their own.

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