Travel Registry: Analytics
Bars, lines and pies, oh my! The Analytics experience allows you to create visually appealing charts representing trip data. Share how many travelers went abroad over the past year from each department. Or see how many group versus individual trips went to Europe. This is just the beginning of the possibilities with Analytics! Take a spin and share your thoughts!
Before getting started, it's helpful to note that the Analytics tool operates differently from classic reporting tools in Terra Dotta. You'll now be focusing first on defining what information you want and need from, for example, your applications. These data points might be applicant name, application status, program name, and app cycle. Once you've defined what data you're looking for and determined how you wish to group this data (e.g. first by program name, then application status), you'll then have your query. Then you'll be able to apply filters based on the individual needs you have and create your desired report. In this way, it is possible to use one query from which you can create multiple reports based on how you filter.
This article discusses the following topics related to Analytics:
- Permissions & Access
- Creating Queries
- Creating Reports
- Refreshing Data
- Analytics Examples
- Video Resources
Additionally, this article presents a high-level view of how report building may be experienced. We look forward to adding more updates to this article as Analytics continues to take shape.
The Analytics appears in the Search menu, which is accessible by any Travel admin. Specific access to Analytics requires users to have the appropriate permission(s).
There are two permission options:
- Report (Create/Edit)
- Query (Create/Edit)
Report (Create/Edit) only allows the user to create and edit reports based on queries shared with them.
Query (Create/Edit) only allows the user to create and edit queries.
If a user does not have either of these permissions, then they will only be able to view the respective queries and reports that are shared with them.
Important Note: The permission to create queries allows that user to see all data within the site. Therefore, the Query Permission should only be granted to those users who need to have access to everything.
Permissions Best Practice
As a best practice, it is recommended that an office create three permission groups as follows to manage the appropriate personas and add users accordingly:
- Analytics Masters: For main site users who have both the report and query permissions.
- Analytics Report: For those who can create, edit, and share reports.
- Analytics Query: For those who can create, edit, and share queries.
Navigate to Search > Analytics to access the builder.
From the Analytics home screen, access a full list of your queries and reports.
A maximum of 100 queries is allowed per site. To create a query, click the plus sign in the lower right corner of the screen. From the Query Builder page, you will add a title and, if desired, a description of your query.
To continue, choose your data source from which to build a query. For Travel Registry clients, you will choose "Travel Registry". You can also choose "AlertTraveler" if you wish to create a query, and potentially a corresponding report, using AlertTraveler data.
If you choose Travel Registry as your product, will be presented with the following options from which to choose as your data source:
From step 2 "Fields", you will first choose the fields, or data points, in the left-hand box that you wish to include in your query and then choose how you wish to group them using the right-hand box.
"Fields" and "Group By" options display in alphabetical order. Clicking the box to the left of a category will select all data points within it. Clicking the carrot will open the category, allowing you to choose individual fields within this category.
After choosing the fields required for the query, choose how the query should be grouped. If the end result is a table of data to be exported, a grouping is not required. However, if the goal is to create a chart with the data, such as a bar chart or line graph, a grouping must be selected.
Within the "Fields" section, you can determine how the results should be sorted. You will also see the order in which they're listed in the group by section (denoted by the number to the left of the sort option).
With the "Group By" section, the type can be changed by clicking the option.
Adding a name at any time, as shown in the screenshot below, will remove the red "Title" (showing it is required).
If a numerical value is selected, such as a rating or a numerical response to a question within a form, then the following calculations are also available.
After selecting the fields for the query and how you wish to group the results, you can filter to a particular subset, such as application status, app cycle, or program name, by clicking "Add filter". Filters are optional and are a way to limit the data set users can see if you share the query with others. Simply filter to include the information you want others to be able to access.
Simply type to start your filter search. Be sure to click "Apply" to select the appropriate filters.
Once your filter is selected, you can choose the desired values. Multiple filters can be applied.
After filtering to the desired subset, this query can be shared with an individual or a group currently in the system. If the query is to be shared with someone not yet in the system, they should be added to the appropriate permission group first. This step in the query building process can be edited after saving it.
Once the query is configured, it can be saved or it can be run to immediately view the results (running will automatically save the query).
If a title has not been entered prior to clicking "Save" or "Save & Run", the system will select a name in order to save the query. This name can be edited.
Clicking "Save" in the "Query name" widget will save or save and run the query, depending on what was initially chosen. "Save" will take the user back to the main "Query" page while "Save & Run" will take the user to the "Query Execute" page, which shows the results in table format. From here user can go to the main query page, edit the query configuration, or create a report using this query.
From the Report Builder page, you will add a title and, if desired, a description for your report.
To continue, choose your desired query from the "Select Query" search. Queries will populate at the bottom of the builder page.
After selecting the query as the base from which to build your report, you will be shown the configuration of that query.
Clicking "Next" moves you to the "Visualization" step, where you're prompted to select your desired graphic type. What is available to you on this screen is dependent on the query you chose. For example, in the query created in the "Query" section above, there were three options selected in "Group By". Choosing more than one option to group by allows for the stacked chart options
Choosing a stacked option allows you to not only select the two groups you want to show in the graph, but also allows you to rename the X and Y-axis labels.
When a field with numerical values is selected, such as GPA, and a calculation can be completed for that field, the Dual Axis visualization option appears.
After selecting a graphic type, choose filters from which to group the data in your report. Any filters automatically applied, such as the one below, are inherited from the query used to build the report. If that filter needs to be updated at all, it must be done on the query level.
Filters available here that are related to applicant parameters are dependent on the parameters created on your site.
Once a filter is selected, you are able to drill down and pick the desired value options for each filter.
Note the inverted triangle to the left of the filter name: this denotes that this option can be created as a Dynamic Filter. Dynamic Filters provides for greater usability and customization within one report. Create a report with a variety of options within one filter, allowing for greater flexibility when using the report. Clicking the triangle allows you to enable the dynamic filter setting.
Once "Enable Dynamic Filter" is enabled, you are able to configure the filter settings. Select the filter values you want available to users when viewing the report. You can also include a special message to those viewing this report.
For example, I can create a dynamic filter for "Department", choosing all departments for the College of Engineering. This way, I have one report for the college and the separate department heads can filter to their individual set of travelers by choosing their department from the list.
Once the filters are selected, enter your message to the users and hit "Apply" at the bottom left of the screen.
This is what users would see with the example above.
When viewing the Filters configuration, you know Dynamic Filters are setup by the circle around the inverted triangle with the "D" on the upper left. At least one default field must be selected when using dynamic filters.
Step four of building a report is "Scheduling". When scheduling is enabled, a configuration panel appears from which you can set your dates and frequency options. Be sure to click the box to the left of "Enable Scheduling" in order to successfully use this feature.
Finally, share options can be configured with email notification to an individual or group. Selection from the 'Actions to Do After Run' include:
- Export File
- Send Attached By Email (sends attached file)
- Send On Email Body (sends report content within email body, if the report includes an "ID" there is a link to the related record that logged in users with the correct permissions can access.
- Notify Ready
- Export to SSH Folder
Click "Save" or "Save & Run" to view your saved report.
Complex reports that take take time to run will offer the option to export even as the report is still processing. As the report runs, a live updating number of currently available records will display next to the Export button. Once the report has run completely, the "Loaded [number] records." label will disappear to indicate that the report now includes all requested data.
From the results page you can change the title, description, dates, chart type and whether or not the report is public (others with access to "Analytics" can see it) or private (only you as the creator can see it). Filters can be added and aggregates can be removed and changed.
Below the visualization, click on the "Show DataTable" button to view more information. This data can be exported into an Excel file by clicking on the "Export" tab.
When a query is run, the resulting data is cached until the query is run again. Reports make use of the data from the linked query, showing the most recently cached results until:
- The query owner chooses the option to run/rerun the query
- The report owner or a report recipient opens the report and chooses the option "rerun report" from the three dot menu in the upper right corner, triggering the underlying query to refresh
- 8 hours have passed and the query refreshes automatically
Note: Any time that a query is refreshed, the updated information will be propagated to all dependent reports. This means that if there are multiple recipients of a single report or multiple reports all generated from the same query, then when a report is rerun by the owner or a recipient, the data will be refreshed in all linked reports.
- All trips where University property was taken out of the country
- Trips to high risk countries grouped by reason for travel
- Travelers that have traveled more than once in the last year, grouped by AlertTraveler®activation status
- All trips to a particular location in the last year that included taking University property, grouped by department
- The number of Group leaders and how frequently those leaders took students abroad
- The number of trips taken this license year by traveler/user
- All travelers with trips beginning in the next week that have not completed all requirements
- How many trips have been awaiting approval for more than X days
Explore the ins and outs of the future of Terra Dotta reporting, Analytics. See how it can be leveraged to help meet your office, and your institutions, reporting needs. Examples on how to use Analytics were demonstrated!
This is just the start of the future of reporting at Terra Dotta, so play around and share your thoughts.
This webinar was held Thursday, May 14, 2020 and presented by Christina Meredith, Product Specialist - Travel/Agreements, and Robert Brigman, Product Owner - Travel & Analytics.
Here are other resources that may interest you: