The Reporting Record Selector is a data filter that appears at the top of the screen in all report types. Used in tandem with the Field Selector, this filter is used to define which respondents should be included in a report. You can toggle to show or hide the Record Selector by clicking the Filters button at the top-right of the reporting interface.
Overview
By default, Completed (status "C") is selected for all reporting applets except for the Page report. Unchecking the Completed box will include all survey statuses, including Completes, Terminates, Inactives, Overquotas, and so on. It is also possible to filter the report by more specific criteria by applying a data cut, specifying a date/time of occurrence, and entering specific respondent IDs. This is also where you can apply weights to correct differences in sample demographics in Topline and Crosstab reports.
Tip! While there are slight differences in the implementation of the Record Selector for different reports, much of its functionality is identical for each type. Report-specific changes, when present, are covered in the article for that report type.
Creating a report
In order to create a report, users will need to select which records and fields to use. Once a filter is chosen in the Record Selector, a count appears of the number of records that meet the criteria. Changing the filter causes this count to disappear until the new filter is applied. If need be, multiple filters can be chosen at once (e.g., Completed and Data Cut). To apply configuration options from the Record and Field Selectors, click Apply.
Select Records options
IDs
Clicking IDs adds a text entry box to the Record Selector. Here, record/respondent IDs are entered one per line to create a custom data cut to include in the report.
To save the custom IDs filter as a data cut for future usage, click the Gear icon.
The system will prompt you to name the cut. This cut can then later be referenced in the Data Cut dropdown menu, named as Record IDs : <Saved Name>. Cuts can be renamed via Rename and deleted via Delete.
Tip! The maximum number of IDs permitted to be entered is 475. If you need to reference a large batch of respondents that exceeds 475, please create a data cut and apply this cut as a filter.
Date/Time
To create a filter based on a date or timeframe, select Date/Time. This option defaults to using Respondent Start for the Date/Time dropdown and Exact for the operator dropdown menu.
The first field provides users with a list of events to examine in relation to the date and/or time desired. Options include Respondent Start, Respondent End, Record Creation, and Record Last Update. The operator dropdown menu allows the user to set up a time frame for the event, using either exact dates, thresholds (Before or After) or ranges such as Last week or Last month.
After selecting an operator from the dropdown, the date and/or time may be specified. Depending on the operator chosen, the Date and Time fields may change as shown below.
Data Cut
The Data Cut option allows users to create or use an existing data cut filter to create a subset of a survey's respondents. The Data Cut field allows users to select from a dropdown menu of all data cuts previously created (and saved), including All records, All completed records, and automatically created comparison groups. They can also create a new condition with logical statements in the text field below it. If a new data cut is created, it can be named and saved for future usage, or applied for single use without saving.
Users also have the option to create and save data cuts via the Expression Builder modal by clicking the Wrench icon. The Expression Builder allows users to select any fields, operators, and response options necessary to create the logical statements for the desired data cut. If need be, multiple fields may be combined, and the logic statements can be edited in the Expression Output text box.
If a more complex logic statement is required to construct the filter condition, press the Advanced Datacuts button () at the bottom of the modal.
Tip! Curious about creating logical expressions to define data cuts? See Data Cuts.
Weights
Weights are used as a method to bring data more in line with known proportions of a population. Any weights that have been previously created with, or uploaded to, the Survey Weighting applet will be available for use in the Topline Reports and Crosstab Reports applets.
Weights are available as a Record Selector option in the Topline Reports applet. To apply a weight, select Weights in the Record Selector. This will activate the Weights dropdown menu. Select the weights you wish to use. Then, click Apply to implement the selected weights for all tiles in the Topline report.
If no weights are available or additional weights are needed for the desired set of records, click on the Wrench icon next to the dropdown menu. You will be taken to the Survey Weighting applet where you can create or upload additional weights.
Weights can be applied to the data in the Crosstab Reports applet via the Weights box in the Report Configuration. Unweighted is the default setting for Crosstab reports, but clicking on the Weights box will display any existing weights in the data set that can be applied to the report. When weights are applied to the Crosstab report, both the weighted and unweighted base sizes will be displayed.
Note that the Weights box will be grayed out/unavailable if there are no weights in the data set.
Dev/Pub and reports
When using the Record Selector, it is important to pay attention to the "Dev"/"Pub" status for the survey you are in. If the survey's latest "Dev" (development) version has not been published, the Dev/Pub toggle will be active. In this case, users may choose whether to run reports on either the Dev or Pub versions of the survey.
Whichever version of the survey is active in the applet will be highlighted in white. In the image below, if the report were to be run as is, it would be run on the Dev version of the report. To run a report on the Pub version, simply click on the Pub half of the toggle.
If the latest Dev version of the survey has been published, a green checkmark will be shown for the Dev/Pub Status icon, and the Dev/Pub toggle will be outlined in light blue (inactive).
Note: The Dev/Pub Status icons are only visible to system roles of Survey Creator+. A survey Manager, regardless of the system role, cannot see the icon, but can see the Dev/Pub toggle button.
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