The Activities table on the Data page of the Manage area provides a view of the activities that are used in published workflows. This is a high level view that quickly summarizes the amount of data captured for each activity. From this page submission data can be downloaded and viewed by users with appropriate permissions.
The following columns are visible on the table:
The Search box provides the ability to search for a particular Activity by name. Enter the name of an Activity in the search box and the Activity table will narrow down to those Activities who names start with the text entered in the box.
The Download All button provides the ability to download the data collected in any or all Activities listed in the Activities table. Data are downloaded into a .zip file, with a separate file contained within for each Activity’s data. To use this feature navigate to the Manage area and select the Data item from the primary navigation and follow the steps below.
Clicking the checkbox next to any listed Activity on the Activities table will cause the Download All button to change to a Download Selected button. Data are downloaded into a .zip file, with a separate file contained within for each Activity’s data. To use this feature navigate to the Manage area and select the Data item from the primary navigation and follow the steps below.
Whereas the Activities table provides a list of all published Activities, clicking on any one Activity will provide a view of all submission data collected by the selected Activity. The top of the Submissions page is populated with a summary of the count of submissions separated by Total, Partial, Submitted, and Terminated. Below the submission count is a table with a row for each submission. This table will start paging after 50 submissions have been collected.
This table has the following columns by default:
From the Submissions page, users may drill down to an individual submission by clicking on a row in the submissions table. Clicking on a row in the table will open the Session Details page for that submission and display the variables that have been configured for the activity, the internal (automatically-collected) variables, and the data that has been captured within them. This page is organized into tables that represent each collection configured in the activity shown in configuration order. The tables then list the variables in those collections, also in configuration order.
The Root collection is the default collection that contains all configured variables not contained in other collections. There may or may not be a Root collection on the Session Details page for a submission depending on the configuration of the activity that collected the data. The DatStat Internals collection is another default collection that is not configurable by any user and contains internal variables defined by DatStat as basic data for every activity. Every Session Details page will contain this collection.
The table headings for each collection include:
This table can be sorted by any of these 4 columns by clicking on the sorter icon next to the column header.
The collections shown on the Session Details page can be filtered so that only the collection required by the user is shown on the page by clicking on the Collection drop down in the page heading and selecting the desired collection from the list. By default, this drop down is set to show All collections.
Each collection can be individually searched by using the search bar at the top of the collection table. Typing into the search box will immediately begin to filter out rows in the table whose variable names do not contain any of the letters typed into the search box. Click the x at the end of the box to clear the search and return the table to its normal state.
With each submission to an Activity, a set of metadata will be captured along with the entered data. These data are intended to support the ability to answer specific questions about the Activity submissions, such as the average amount of time to complete an Activity, who last interacted with the Activity, etc.
The standard set of metadata variables for all activities are as follows:
Submission Data can be queried in order to return a specific set of submissions or a specific set of data to then export from the system for data analysis or reporting purposes. Queries provide users with the ability to ask questions of their data. To use this feature navigate to the Manage area and select the Data item from the primary navigation and follow the steps below.
The first step in building the query is to select the associated workflow tasks from which to include submission data. Users select the tasks that should be included in the query by checking the checkbox next to one or multiple tasks.
The Associated Tasks table has the following columns in order to help users identify the appropriate tasks to include in their queries:
The second step in building the query is to define the query conditions. Defining conditions give users the ability to filter the data based on a criterion or set of criteria based on data stored in the submissions or on data stored in participant records. The submissions must meet the conditions in order to be included in the results. Conditions are defined in the Conditions section of the New Query page.
When the Variable type is selected
When the Field type is selected
The third step in building a query is to select which Variables and/or Participant Fields are to be included in the results. These data points are selected in the Variables & Participant Fields sections of the New Query page.
The Variables tab displays the variables within the Activity. Variables are organized by Collection. Each collection can be collapsed or expanded using the icon appearing next to the collection name.
The Participant Fields tab displays the participant fields configured for the population. The ability to include Participant Fields in a query is controlled by user permissions. A user must have “participant view” permissions to include this type of data. Participant fields are displayed by group. Each field group can be collapsed or expanded using the icon appearing next to the group name.
Once all the sections of the query builder have been configured the query can be run and return a list of all submissions that meet the configured query criteria.
The results of a query can be downloaded into a single tab delimited file from one of two locations. In either location the download will include a single tab delimited file containing the results defined by the query.
Saving a query gives user the ability to return to the query at a later date, and rerun that query without needing to rebuild it. Users may save a query before it is run, or after it is run.
To save a query before it is run:
To save a query after it is run:
Saved queries can be found in the Queries drop-down on the Submission page of a selected activity. To run a saved query, select the desired query from the queries drop down, the Submissions table will automatically update to reflect the query results.
A saved query can be deleted so that it is no longer visible in the queries drop down. To delete a query:
To clear a query that has been applied to the Submissions page, simply click the Clear Query button in the query section. The submissions table will immediately return to its default state with its default columns. Clearing an applied query that has been saved will not remove the query from the Queries drop down, however, clearing an applied query that is an Unsaved Query will remove the unsaved query from the Queries drop down.