For a series of instructional training-based videos on this feature, visit the Analytics Learning Channel in the Terra Dotta Support Portal.
Analytics is a robust reporting tool that allows you to create visually appealing charts representing applicant, program, and application data. Share enrollment numbers from the past three years for faculty-led programs. See how many applicants committed to programs in Europe in Spring 2019. This is just the beginning of the possibilities with Analytics! r
Before getting started, note that Analytics focuses 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. After 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 to narrow down your results 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
- Report Output
- Frequently Asked Questions
- Video Resources
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.
Keep the following information in mind when creating queries and reports in Analytics:
- Queries which contain more than 100 fields may result in reduced performance when running your report. To avoid the report timing out, it is recommended to use 100 fields or less per query.
Analytics appears in the Admin Console which is accessible by any Study Abroad admin. However, only users with the following permissions will be able to view the "Applications" card in the Admin Console:
- Applicant Admin: Applicant Search (simple)
- Applicant Admin: Applicant Search (advanced)
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 Analytics permission system does not honor Data Access Objects (DAOs) at this time. 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 Admin Console > Applications > 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 desired product. For Study Abroad clients, you will choose "Study Abroad".
From here you will choose your data source from which to build a query. "Applicants" allows you to pull any information about an applicant, including all details from any applications that applicant may have. "Users" allows you to pull information based solely on the user (and not the application ID) that is user specific, such as comments. This might be used when looking for data on staff users.
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.
Sorting options are available for up to three fields that allow you to order how you want those fields to appear. In addition, calculations can be selected when numeric fields, such as Reviewer Form question items are selected. These allow you to take such actions as generating the sum or average for your data sets. Maximum and minimum calculations display the highest or lowest value of a data set.
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.
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.
Important Note: The following question item types are not supported with the use of filters:
- Conditional question items
- Yes/No with Explanation
- Data Lookup with Search
- File Upload
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. Queries will populate at the bottom of the builder page.
Upon clicking "Query", you are moved to the "Visualization" step and prompted to select your desired graphic type. The options that appear on your screen are dependent on the query you choose. Stacked chart options are available to use in situations where, for example, you have two groupings in your query.
Choosing a stacked option allows you to not only select the two groups you want to show in the graph, but it 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 are inherited from the query used to build the report. If that filter needs to be updated, that action must be done on the query level.
Filters options that appear in the menu 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.
The inverted triangle to the left of the filter name denotes that this option can be created as a "dynamic" filter. Dynamic filters provide for greater usability and customization in one report. By create a report with a variety of options within one filter, greater flexibility is added when using the report.
Click the inverted triangle to enable the dynamic filter setting.
After "Enable Dynamic Filter" has been selected, you are able to configure the filter settings.
Use the drop-down menu to select the values that you want users to be able to access when using the report. A WYSIWYG editor also appears from which you can customize a message to those viewing this report.
For example, I can create a dynamic filter for "App Cycles", choosing all of the desired application cycles for my program being used in this report. This action allows me to create one report from which users can filter to their desired app cycle.
After selecting the desired filters and configuring your message, click "Apply".
When viewing the filters configuration, a dynamic filter that is in use is denoted with the use of special icon around the inverted triangle. 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.
Finally, share options can be configured with email notification to an individual or group.
Click "Save" or "Save & Run" to view your saved report.
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.
After a report runs, note how certain data points will display:
- Application ID: A hyperlinked ID allows users to open the full view of the application in a new tab.
- File Upload Question Item: If a file has been uploaded, the output in the field will display as "File Uploaded".
- Essay Question Item: The response will be displayed in field.
1 - Can you provide some examples of the types of queries and reports that can be generated in Analytics?
- Applications submitted for a given app cycle or program year
- Committed applications for a given time period, grouped by a particular category such as program region/app cycle/program year
- Applications by status for a particular time frame
- Scholarship applications submitted and approved for a particular time frame
- Emergency contact information for travelers
- Queries based on Cost Sheet data points
- Reports based on Advising data points
2 - I own a query that I have shared with a colleague. How can I ensure that this person sees changes that I make to the query going forward?
After the owner of a shared query makes edits to the query, they need to click "Save" to preserve the changes made. This action will also update the query so that those with whom it has been shared will see the updated query.
3 - I've created a new alias for a status on my site. How do I ensure that that the new alias displays in Analytics?
When you create a new alias for a status, you create a new alias ID. This means that any prior status used before this change will continue to display as it was until it is changed. Any future changes will use the new alias ID and display with the new alias.
4 - I need to be able to run a report in Analytics that distinguishes between applicant types. Which field should I use?
When creating a query, select the field of "User External" from the "User Information" category in Step 2. When you run your query and any subsequent reports with that data field, the output in the "User External" column will be either "Yes" (for external applicants) or "No" (for internal).
5 - In Analytics, why am I unable to view a data point (e.g. a parameter or questionnaire) that I recently created?
When new data, such as a parameter, is added, it will not be available in Analytics until the report definition is refreshed. This refresh action takes place 8 hours to run. Only Terra Dotta Support has the ability to manually run this refresh on client sites.
Evaluating Withdrawals with Analytics
This instructional video demonstrates how to create a general query focused on applications that have been withdrawn that can then be used to create more targeted reports, such as applications withdrawn in a specific app cycle for a specific program for a specific application status alias.
Analytics: The Future of Terra Dotta Reporting
Explore the in's and out's 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.