Exporting your data

You can take a copy of your records out whenever you need one: to share figures with a board, to work on numbers in a spreadsheet, or to send results to an outside body. There are two ways to do it, and which one you use depends on what you need.

Before you start

• You can only export what your role is allowed to see. A report you cannot open is a report you cannot export.
• Examination data files need permission for examination exports. The main administrator account has it.
• Decide whether you need a one-off spreadsheet of a report, or a file in a fixed layout that you will produce again each term.

If you do not see this option, it may not be included in your plan or your role may not have permission; ask your administrator.

Steps

Export a report to a spreadsheet

Most lists and reports open in a print view with a toolbar across the top.

1. Open the report you want from its module, for example a fee, attendance or student report.
2. Use FILTER to narrow it to the class, date range or group you need.
3. Click Export to Excel in the toolbar. The file downloads to your computer.
4. If you want a paper or PDF copy instead, click Print Preview and print or save from your browser.

Not every printout offers Export to Excel. Where it is missing, use Print Preview and save the page as a PDF.

Build a repeatable examination data file

Use this when an outside body, such as a board, expects results in the same column order every time.

1. Go to Examination > Analysis & Exports > Data Exports.
2. Click New Mapping. Give it a Name, pick the Dataset (for example one row per student, or one row per student subject mark), and choose the Delimiter, Encoding and whether to Include Header Row. You can also set a File Name Prefix.
3. Save, then click Set Up on the mapping.
4. Under Output Columns, add each column: choose the Source Field and type the Column Header the receiving body expects. Use Move Up and Move Down to match their order.
5. If the receiving body uses different codes from yours, add Value Translations, for example turning your grade names into their codes.
6. Select the Exam and class, then click Preview to check the first rows and any warnings.
7. When the preview looks right, click Download CSV.

Good to know

• A mapping is saved, so next term you only pick the exam and download again.
• If nothing matches your selection and the header row is switched off, you are told there is nothing to export instead of getting an empty file.
• Downloaded files leave the system. Keep them somewhere access is controlled, and delete copies you no longer need, especially anything with student or family details.
• Data file downloads are recorded, so the administrator can see who exported what and when.
• If you need a full copy of your institution's records, for example for an audit or before your subscription ends, contact support rather than exporting report by report.

Common questions

Can I export everything at once from one screen?

No. Exports are per report, plus the examination data files. For a complete copy of your records, ask support.

The file shows odd characters when I open it in Excel. What do I do?

Edit the mapping, choose a different Encoding option, then download again.

For an overview, see Reports.