​​​​​​Exporting Data​

You can export several types of data from the Community Check Box. Below are the instructions for Accomplishments and Key Events. If you are unable to download the export file, please review the instructions for ​turning off the pop-up blocker for your web browser.

Exporting Accomplishments

  1. To export Accomplishments data to an Excel spreadsheet, click the Export option (located below the Web Part from which you want to export data).Exporting_Accomplishments.jpg 
  2. Next, you will fill in the fields to specify information about the data you wish to export.
  3. First, you will be prompted to select a Data Source Form.  This is telling the system where to pull the data from.  In most cases, only one option will be available.
  4. Enter a start and end date for the data you would like to export.
  5. Select the relevant Layout Form, (the same option selected for Data Source Form).
  6. Next, select the desired Observer. (Observer 1 will give you the original data entries. Observer 2 will give you the secondarily scored data entries. Observer 3 will give you tertiary-scoring entries. The option for All will give you the entries related to Observer 1, Observer 2, and Observer 3.)
  7. Apply any f​ilters available if you would like to limit the data returned in the export.
  8. Once parameters have been set for the data, click the Generate Excel File button.  The file will be loaded and you can download it onto your computer by clicking on Download File (Click Here).

Exporting Key Events

The Key Events Export allows you to export data from the Community Check Box into Excel for further analysis and/or graphing.​

If your site has buttons, click on the Key Events button under the View Column. That will take you to a page like this:

key_event_export.jpg​​​

  1. To begin, click Export. ​​

  2. E​nter the date range for the ​​data you would like to export.

  3. C​lick the Generate Excel File button. 

  4. The file will be loaded and made available for download by clicking on Download File (Click Here).​


Unable to download export 

If the export does not automatically download, you pr​obably need to change the pop-up blocker settings in your web browser.​ Please follow the instructions for the browser you are using.

Using Internet Explorer

  1. Go to the IE tools menu (IE gear icon) in the upper right.
  2. Select Internet Options then the Privacy tab.​
  3. Make sure "Turn on Pop-up Blocker" is checked (it is by default), then click the "Settings" button.
  4. Enter "www.myctb.org" in the "Address of website to allow" field and click Add.​
  5. Click Close and then OK.​

​​Using Google Chrome:

​​​If your export is not successful, look at the upper right of the web browser screen. If you see the red X as shown in this screenshot, then you are currently blocking pop-​ups.​

chrome_popup_indicator.jpg 

To allow pop-ups (exports) for your WorkStation, click on that red X, select "Always allow pop-ups..." from your site, and click Done. You will need to refresh your page for the download to occur.

chrome_popup.jpg 


​Other browsers

  • ​​​Firefox - Follow these instructions​ and add your WorkStation location (www.myctb.org or www.mycheckbox.org) as an exception.​
  • Safari (including iOS devices) - Follow these instructions.

Reimporting Data​​

It is possible to export data, edit the Excel document and reimport that data.  You need to be very careful when you import updated data from Excel. If you do this incorrectly, you can overwrite your existing data. Please contact the KU Work Group staff for assistance the first time you attempt this. ​

Editing Data

  1. ​Open the file you exported above.
  2. Delete the first two rows (Accomplishments heading and blank line).
  3. Make your edits.
    • ​If you need to delete an entry, enter "Y" in the Delete column (the last column).
    • If you are adding new field names or choice options, make sure that those options also exist in the CCB form.
  4. ​Click on the dark gray triangle in the upper left of the Excel document to select all data in your file. Go to Clear and select Clear Formats.
  5. Select each date column, right click, select ​​Format Cells. 
  6. Click on Date and select the first option (*3/14/2012). 
  7. Save and close your file.

Importing Data

  1. ​Go to your Accomplishments page and select Import. 
  2. Select the appropriate form from the Layout Form drop down list.
  3. Click on Choose File and navigate to your file.
  4. Verify that "Validate and warning" is selected. If not, select it.
  5. Click on Import Excel File. If you have over 1,000 entries this may take a minute or two.
    • If there are any​ errors you will get a warning. You will need to review the errors and fix the issues noted. (See below.)
    • If there aren't any errors you will see a "Your data has not been imported yet" message. 
  6. Click on Confirm to complete the import.
  7. You are done!​

Fixing import errors

Here are fixes for some import errors.
  • Look carefully at the errors, many times you will find that a typo is causing a problem.
  • ​Form choice '<response>' does not exist current form. 
    • ​You need to add the choices to the CCB form and reimport.
  • Boolean Value was expected for field <question>, instead 'No' (or 'Yes') was found.​​

    •  ​You need to replace all Yes responses with True, and all No responses with False.​

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