FAQ content

Shared datasets: Analyze and export a dataset

In this article

Getting there

Via the command bar

To analyze a dataset, click on  Analyze in the command bar.

This will take you to the default dataset selected in your account's settings. If you are currently viewing the Record Data page for a dataset, it will take you to that same dataset's Analyze page instead.

Navigating to the Analyze Data page via the command bar

Via the homepage

In the Shortcuts box, select a dataset from the  Analyze Data In dropdown.

Navigating to the Analyze Data page via the homepage shortcuts

Via the Datasets page

Click on a dataset's Analyze Data () button in the Actions column.


Generate reports

  1. Modify the From and To dates to set the date range for your report. The default dates will be set according to what your LibInsight admin selected as the Financial Year Dates in your system settings. You can also limit to specific days of the week, hours of the day, and duration.
  2. If you'd like, you can use the Entered By filter to view only those records entered by a specific person.
  3. Use the sorting dropdown to choose how the records will be sorted (the default is Date Descending).
  4. Optionally, you can filter your report by field value.
    1. Use the Add Additional Report Filter dropdown to configure your filter.
    2. When finished configuring a filter, don't forget to click Add this Filter to apply it to your report.
      • Please note that you can only add one filter per single select or multi-select field.
    3. Click the X to remove a filter that is no longer needed.
    4. Click the Save Report Filter if you commonly apply the same filters to your fields and want to reuse the same report filters at a later date.
    5. To remove all of your filters, click on the Clear All Filters button.
    6. To apply one of your previously saved filters, click on the Saved Filters link and find the saved filter from the list.
  5. Click on the Generate Report button to run the report. Once finished, you'll be able to review the available reports for your particular dataset.
Example of generating a report

Data Grid report

The Data Grid provides a complete list of records included in your report. From this view, records can also be edited and deleted. Admins have the ability to edit or delete any record. All other users can only edit or delete the records that they've entered.

  1. Click on the Edit Record link in the Actions column to edit a record.
  2. To delete an individual record, click on the Delete Record link in the Actions column.
  3. To delete multiple records at once, click on the checkbox for each record to delete. Or, to delete all records on the page, click on the Check All checkbox at the bottom of the page.
    • Click on the red  Delete Checked button. (NOTE: this is permanent so be careful!)
Example Data Grid report
Example Data Grid report

Field Analysis report

The Field Analysis report provides you with an in-depth look at the responses for individual fields.

  1. You can create charts to break down responses for any single-select, multi-select, or scale field.
  2. You can also analyze fields by group, which will break down each field of a certain type (such as all of your select fields).
    • This will show you the total count of responses for a particular field option, as well as its percentage of the total responses for that field.
Example of a field analysis chart

Time-Based Analysis report

The Time-Based Analysis report allows you to track your data over time. This can include the total number of entries added to your dataset, as well as sum of Numeric fields and distribution of Select fields. You can analyze data by year, month, day, or hour. However, please note:

  • If analyzing data by day, be sure your report's date range is limited to one year or less of data.
  • If analyzing data by hour, limit your report's date range to seven or fewer days if you want to view the time-based analysis chart. If your report spans between 7 and 60 days, you will still be able to view the "Time-Based Sums/Averages" data table.
Example of a Time-Based Analysis
Example of a Time-Based Analysis

Duration report

If your dataset includes both a Start Timestamp and End Timestamp, the Duration report will allow you to analyze the duration of each record. This includes:

  • The sum of all durations
  • The minimum and maximum durations
  • The average duration
  • The top 10 longest and shortest durations (with links to each corresponding record)
Example Duration report
Example Duration report

Distributions report

The Distributions report provides you with a breakdown of the dataset's numerical and select fields (both single and multi-select) by:

  • Year
  • Month
  • Day of the week
  • Weekday vs. weekend
  • Hour of the day
  • Day and hour
  • The Entered By user

  1. Choose one of the numerical or select fields in the dataset to analyze.
    • You can also choose the analyze the # of entries in the dataset.
  2. If a select field was chosen, use the dropdown menu to show the distribution by year, month, day, or user. 
Example of a Distribution report
Example of a Distribution report

Cross Tab report

The Cross Tab Report allows you to compare the relationship between two fields.

  1. Select the field you want to display in each row.
  2. Select the field you want to display in each column.
  3. Click the Show Distribution button.
Example of a Cross Tab report
Example of a Cross Tab report

The Trends report allows to see how the totals of your numeric data has changed over time. You can create charts to visualize trends in your data for the past 2 years, 3 years, 5  years, or even 10 years (if you have that much data!). In addition, you'll get a data table with each year's totals, with the ability to see year-over-year changes and the percentage change against the first year of the report.

Before running your report, make sure that you've selected a date range of one year or less. You can even use partial years, which can allow you to compare the same date range over the past several years. This can be useful, for example, if you want to compare just Fall Semester data over the past 5 years.

  1. Select which numeric fields to analyze.
  2. Select the time period you want to compare against. This will be determined based upon the dates selected in your report. For example, if you generated a report from January 1, 2016, to December 31, 2016, and choose the last 2 years, then the Trends report will give you a comparison of January 1, 2015, to December 31, 2015, and your 2016 data.
  3. Click the Show Trends button to generate the report.
  4. Click on the Toggle Trend Details option above the table to view year-over-year comparisons.
Example of a Trends report

Export Data

The Reports tab is where you can export the data of your current analysis to a CSV file. Exports for reports that have less than 10,000 records will be available and downloaded immediately. For reports that have returned over 10,000 records, your request to export will be queued and you will receive an email notification when the export is available—additionally these reports will only be available for download for 7 days, after which they'll be deleted.

Note: Exports will only include the filtered records in your report. If you want to export all of your dataset's data, therefore, make sure that you set your date filters to include all of your records.

  1. When you have confirmed the data to export, click on the  Export Data to CSV button to download the data—for requests of over 10,000 records, you will see a Queue Report to CSV button.
    1. Data exports of over 10,000 records are available to download (or delete) for 7 days after the requested date
Example of exporting data