(direct link to Data Extracts forum with description on each Data Extract)
The Data Extracts Manager widget is a reporting tool for viewing and downloading student data. It is accessible from the horizontal widget menu at the top of the browser screen or by scrolling to the bottom of the browser page.
A Data Extract is a bundle of data properties which, depending on the type of data the extract is based on, can include various charts and download types, like bar and circle graphs or comma separate value (CSV) files.
The two primary tabs in the data extracts manager are New and My.
New allows you to build and save an extract for later use, and My is a list of your previously saved extracts.
There are over 25 types of extracts to choose from. Each extract has a title and a short description of the data collected. Also listed are potential data "Views" and "Downloads" indicators. These highlight the display choices available for the extract (Chart, XSLX, or CSV).
Creating an Extract
To create a new extract, navigate to the data extract manager widget and click the New tab.
Review the available extracts to determine which would best serve your purpose. Should you need help choosing an extract select the link and go to the Data Extracts forum for detailed information on each type.
Once you have selected your extract type, select Create.
You are redirected to the filter groups for that particular extract. At this point you must provide the necessary inputs. From this view you can see which display choices are available for the extract; in this example the display will be a line graph. You can also minimize the Create tab should you need to open or create another extract during the same session. Finally, if you want to use this extract and the parameters you have selected again, you should select the Save this Data Extract... button.
Please note that some filters are required and others are optional. If the filter is optional, a default parameter will be used.
Once all the filter choices are selected, choose your output format. There are two types of outputs: views and downloads**. Views are usually charts, like pie, bar, graph, line or even scatter. Downloads are documents like Excel spreadsheets or PDFs.
Once you have selected your chosen format the results will be displayed next to the filters or in a new window.
You can now print or save the extract, or you can exit the extract by selecting the X from the Create tab.
For more information on the types of extracts, their inputs, and their outputs, please see the Data Extracts forum.
Printing an Extract
If an extract is being viewed as a chart, the chart can be printed. Select the Print tool in the upper right-hand corner of the widget. A print preview will be displayed. Select Print again.
Saving an Extract
Should you want to reuse the extract with the parameters selected click Save this Data Extract... button.
Enter a name and, optionally, provide a description. Select the Save button. The extract is now listed under the My tab.
Using, Reusing, and Deleting a Saved Extract
From the My tab, click on the extract you want to use.
The filter parameters are already populated and cannot be modified.
Click the View or Download output format. In this example only one view is available, however, other extracts many have multiple views or downloads.
Two other options from the saved extract view are Delete and Reuse. If you want to remove the saved extract, select Delete this Extract and confirm the deletion.
If you want to create a new extract based on the current extract's parameters, select Reuse Properties. A new Create tab will open allowing you to modify the filters as needed. You can then view, download, print and/or save the new extract.
When you are done, close the extract.
Taking a Data Snapshot
When you save an extract, only the filter parameters are saved, not the data that is returned by those filters. If you want to save the returned view you can take a Data Snapshot. This is especially useful over the course of a year or from one year to the next because student data changes with time. If you are tracking an issue or performance, this is an excellent comparative tool, as the same filters may return different data sets at different points in time.
To take a data snapshot, choose the saved extract from the My tab. Then click a view.
Select the Take Data Snapshot... button .
Optionally provide a name and/or description, then select the Save button.
To view the saved data snapshot, select it from the Current Data drop down list located in the lower right-hand corner of the data extract's view.
If you don't wish to see the Data Extracts Manager you can click on the button within the manager. To reenable the manager click on the corresponding button at the top of the page.
** There are limitations on running Data Extracts with multiple data points and large student groups, such as the Gradebook Grades Data Extract for 4 high schools with a total of 6000 students. Breaking them into smaller extracts, one for each school, will render results.
[Updated 11/17/15, tlc]