Export Graduate Views Based on Survey Responses

Export Graduate Views Based on Survey Responses

Overview

Creating custom views allows you to filter and view graduates based on specific survey responses. Once your custom view is created, you can export the data in that view into an Excel spreadsheet.

Steps to Create and Export a Custom Graduate View

1. Load All Graduates: 
  1. Click on Graduates in the left column.
  2. Click the Load All Graduates button. 
2. Select the Ceremony: 
  1. If there are multiple ceremonies, select the relevant ceremony from the All Ceremonies dropdown. 
3. Create a New View: 
  1. Click the drop-down menu labeled All Graduates to see all existing views. 
  2. At the bottom, click Create View. 

4. Configure the New View: 
  1. Name your View: 
    1. In the pop-up window, enter a name for the view that is easy to identify (e.g., ADA Accommodations). 
  2. Select Columns to display: 
    1. Each tab contains columns organized into four categories:
      1. Graduates: Core graduate information
      2. School-Wide Graduate Data Fields: General data shared across all ceremonies
      3. Ceremony-Specific Data Fields: Information unique to individual ceremonies
      4. Form Questions:  To include relevant registration form questions (e.g., special accommodations).
  3. To add columns to your view, check the box next to each field name you want to include.
  4. After you're done selecting the columns, click Next

5. Filter Graduates: 
  1. On this screen, you can review/reorder your selected columns and apply filters to refine what information appears in your view.
  2. Click Add Criteria Option under Filter Results. 
  3. For each filter: 
    1. Click the dropdown to select the desired question from the form (e.g., “Do you need any special accommodations?”). 
    2. Set the condition to Exactly Match the answer (e.g., Yes). 
    3. Add more criteria as needed by clicking Add Criteria Option again and selecting additional questions. 
    4. Adjust the logical operator between criteria from “And” to “Or” if needed to include graduates meeting any of the criteria.  For example, if you want to include graduates who answered "Yes" to needing special accommodations themselves or "Yes" to needing special accommodations for their guests, set the operator to “Or” to ensure both types of responses are included.
6. Create the View: 
  1. Click Create to create the view. 

7. Export the data: 
  1. Click on the All Graduates dropdown and select your newly created view.
  2. Click Export Graduates View to generate an Excel spreadsheet with the selected data. 


Note: The exported data is useful for emailing specific graduates or ceremony preparation. 

By following these steps, you can effectively manage and export graduate data tailored to your needs.