The steps below will help you run a report to view evaluation data in your site. For information on weighting scoring questions, please refer to Step 6.
For a refresher on the basics of building a data set and running a report, refer to the Reports & Data Sets course, found in Foundant Courses in your Sandbox site.
- Build your data set to pull in the appropriate process(es) and request statuses.
- If evaluations are still in progress, be sure to select the Evaluations Assigned status. If evaluations are closed, select the Evaluations Closed status, and any other relevant statuses where requests could be located.
- If evaluations are still in progress, be sure to select the Evaluations Assigned status. If evaluations are closed, select the Evaluations Closed status, and any other relevant statuses where requests could be located.
- On the Choose Data Fields page, change the output to One Row per Evaluation.
- Check the boxes for all fields you'd like included on the report. See below for fields commonly used in evaluation reports.
- From the Request tab:
- Submission Assignee First Name and Submission Assignee Last Name: These fields provide you with the name of the evaluator, and it's helpful to combine them into one field.
- Score: If you utilize scoring questions on the evaluation form, this provides you with the overall score of the evaluation.
- Evaluation Finished: This can be helpful for filtering in your report to only see completed or uncompleted evaluations.
- Form Name: If you utilize multiple evaluation stages and would like to view only one stage of evaluation data on this report, include the Form Name field for filtering purposes.
- From the Evaluation Stage tab (located within the tab for the LOI or application):
- Fields from the evaluation form, including each scoring question, if applicable.
- Fields from the evaluation form, including each scoring question, if applicable.
- From the Request tab:
- Click Run New Report.
- Your report will display one row of data for each evaluation, for each included request.
- Common actions taken on evaluation reports include:
- Group the report by request (Project Name, Contact Name fields, etc.) or by evaluator (Submission Assignee fields).
- Apply an aggregate function to the Score field to see the average score for a request or an evaluator.
- Filter the report to only show a certain evaluation stage (filter on the Form Name column) or to only show completed evaluations (filter on the Evaluation Finished column).
- Add a formula to weight scoring questions.
- For example, you could multiply a particular question (column in the report) by 2 to make that question have twice the original weight.
- Once you've added formulas to weight each question as desired, you can add an additional formula to add and/or average the new, weighted score.
- Remember to save all changes you make to the report.
