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Entry Data Download

The entry data download is an export file that can run at any time by admin users. The report pertains to an award and will export a range of data along side the data provided by entrants.

Running the report

  1. Go to the Actions Menu in the top right of the page and select Misc
  2. Under the heading Reports select Entry Data Download
  3. Select the award which you want to export the data in the Award Select Menu on the top right of the page
  4. Enter the relevant date period to export in the date boxes. Note that leaving this blank will export ALL Data.
  5. If required, check the Include personal data in report checkbox
  6. Set yes/no to the Include categories in report field as required. This will include both Automatic and Manual categories. If you choose yes, you can choose between two options on how to display categories in your report:
    1. As comma separated list – All categories, including manual will appear in one column alphabetically as a comma separated list
    2. As separate columns -All categories, including manual will be listed alphabetically as columns
  7. The Organisations Pick List enables you to select the data for specific organisations only. Leave this blank to export the data for all organisations.
  8. Choose the export mode:
    • Standard data – a report which includes all of the entry data, each question will appear as a new column
    • Finance data – all of the information included in the standard report, additional financial data relating to the invoices generated and full finance options available in the Finance Reporting Section
    • Extended data – all of the information included in the standard report and additional organisation data provided by the entrant at registration
    • Finance and extended data – all of the data specified in the three reports above
    • Custom data – generates a pick list where admin users can choose which questions, financial data and organisation data are exported to the spreadsheet. Items in the right hand column will be used to generate the export file and all other data is excluded.
  9. Click Download to export the report

Note – This report will only support 256 columns on each sheet. In order to export a full data set on larger forms in one CSV file columns needs to be spread over multiple sheets. To action this a value can be set in the question options Worksheet for export. Setting a name here will create a new sheet in the CSV file. Therefore answers to questions can be spread across multiple sheets.

How to Manage a Custom Report

Unlike the other reports, Custom Reports can be saved and edited at any time. Once saved, they will all be stored in the Custom Reports list, so you will be able to run them whenever you need.

  1. Log into the Admin Interface
  2. Go to Actions>Misc
  3. Choose Custom Reports from the Reports list
  4. The Custom Reports list opens
  5. If you want to create a new report: click on the Add button. Enter a unique name, choose the required fields, and click Save. This will save the current options that are selected
  6. If you already have a report, you can either choose:
    • Edit: to make any amendments to your current report. Once you’re done, click on stop editing at the top of the page to save your latest updates
    • Delete: to delete the report
    • Run: to download a CSV file of the report
  7. Please note that if you change any questions in your form, by clicking on the Update “All reports” data button, these will automatically be included in the report