Exporting Data & New/Custom Reports

Faculty Profile allows you to create three types of custom reports: (1) Export Data will extract raw data from Faculty Profile that you can open in Microsoft Excel; (2) Vita allows you to start from a sample vita report and edit as needed; (3) Blank Document allows you to build a custom report from scratch. For information on the Blank Document and Vita options, see: https://www.digitalmeasures.com/activity-insight/docs/reporting.html.

Export Data

This allows you to export any or all raw data from Faculty Profile so you can open it in Microsoft Excel or similar software. Even though the following suggests there are many steps to this process, it is actually quite easy to do, once you get the basic idea!

1. Open Faculty Profile: facultyprofile.byu.edu
2. Select Reports from the top menu bar.
3. Select Create a New Report in the top right-hand corner of the page, then click on Export Data.
4. Fill in the report parameters for the data you want to export:

• Date Range. Select the date range for the information you wish to include in your report. If you wish to include all dates for which there is data, select All Dates.
• Whom to Include. By default, all enabled users are included in the report. To limit your report to certain users or groups, select Change Selection. You can select to include particular individuals or all individuals in a particular college or department. If colleges, departments, and individual users are selected, these selections function using "and" logic, and the report will include all the selections you have made.
• To decide which accounts are included in the report, look at the options under Include These Accounts. Your options are “Enabled only,” “Disabled Only,” and “Enabled and Disabled.” Disabled accounts include only faculty whose accounts are not currently active or who are not currently teaching, whereas enabled accounts include only faculty currently teaching at BYU.
• NOTE: Faculty Profile uses the college and department listed in each user’s most recent Yearly BYU Personnel Information to determine who should be included (all previous units are ignored when determining who to include in a report).
• Data to Include. You can click on Change Selection to select the fields you want to include in the report. Click on the Include All box to uncheck all options.
• Grouping Method. The data in the report can be organized by unit, such as college or department, or by individual. For example, if you select department from the list, the report will be grouped for each department that you have selected. You can go under individual units and select only the items you want to include in your report by checking the box next to your desired unit.
• Search Keywords. If there any specific keywords you want to have searched in your report, type those in here. Your report will contain records from only those individuals who use the keywords in their data.
• File Format. Select your desired file format and the files per screen you want to see.

1. When you have completed your selections, select Save to save your selection and return to the Run Reports page.
2. Review your selections and select Run Report (upper right-hand corner of the screen).
3. Your report will be downloaded to your computer. Click on it to open the report. (If you instead receive a warning message stating that you have exceeded the 20,000 record limit, please revise your report selections to include a narrower range of data.)

Manipulate the Data in the Downloaded CSV file

The raw data is downloaded in comma-delimited [CSV] format. Use Excel (or comparable apps) to open the file and manipulate the data.

Using the Keywords Feature in "Create a new report"

When running "Create a new report," Faculty Profile enables you to search for any specific text stored in faculty records, including the files they have stored to supplement their activity records. This might help in answering questions like

• Who has published recently in a given area?
• Who is best suited to pursue a given grant opportunity or to speak to an industry group or external constituent?
• What types of relationships do our faculty members have with a given organization through their service activities?

The data a user can search for is restricted by the scope and limitations of the security role that gives the user access to Run Reports. If the user only has the ability to run reports for particular users, he or she will only be able to search the information for those same users. (Also: If the user’s Run Reports permission does not include Show Hidden Data, the user will only be able to search fields that are not hidden for his or her scope of users.

1. Select Reports in Faculty Profile
2. Choose Create a New Report in the upper right-hand corner
3. Click Export Data
4. Fill out the report parameters as desired.
5. Type in the specific text you want to search for into the search box in Step 5: Search Keywords (click on the ? help button for more assistance.)

Example

To locate: Publications records between 2006 and 2009 for users in Chemistry that contain the text “amino acids.”

Step 1: Choose the years 2006 and 2009.
Step 2: Select the Chemistry department and whether to include Enabled, Disabled or both
Step 3: Choose data to include
Step 4: Select one report per Individual
Step 5: Type the text: "amino acids"
Step 6: Select the file format
Click Run Report

When you search for keywords, all records that contain the words that you specify will be returned. It is important to note that search terms apply at a record-level, not a field-level. This means that if you search for “amino acids,” all records that contain those words will be returned—even if the terms are not found in the specific fields that are included in the output of your report per your selections in Select data to include. For example, if you select to only show publication titles and authors, but the text is found in the field that contains the abstract, the record will still be returned.

Creating a New/Custom Report or Vita

These options can be useful if you want to use Faculty Profile to create a CV or to create a very simple report with data from Faculty Profile. The process is not extremely user-friendly, however, so it may require some patience.

1. Open Faculty Profile: facultyprofile.byu.edu
2. Select Reports from the top menu bar.
3. Select Create a New Report in the top right-hand corner of the page.
4. Select a report style (blank document or vita). Blank Document allows you to build a report from scratch, while Vita allows you to start from a sample vita and edit as needed.
5. Click the Save button to save your report for future use.

For instructions on using these two formats, see: https://www.digitalmeasures.com/activity-insight/docs/reporting.html. For more help, open the Options button and click on the Help button on the left side.

For personal assistance running reports, contact the Faculty Profile Helpdesk.