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How to export data from eGRANT

Updated

To export data in the form of an Excel document, you must first create Template export, where you define which data will be displayed in which column of the Excel document.

Only after creating such a template can you then start the export either for a specific call or for several calls.

Ako exportovať údaje z eGRANT-u
You can export:
  • All Data, which are located in any form (application, final report, etc.) in the form of a simple field;
  • in the case of data contained in the form tables, you need to take into account the format of the Excel document - you can export the data of the whole table into one cell or split it into Excel columns;
  • system data, which are not included in any form, but are recorded by the system (e.g. application number, approved amount, etc.).
Think about exports when creating forms

Think about which data you will need to process later for different internal needs and make sure that either the applicant provides it in a form, or you can derive it in an Excel document based on other available data, or that the data is recorded systemically in eGRANT.

In the „Export“ v main menu you can create export templates and you can also run exports for multiple challenges.Záložka "Exporty" v hlavnom menu

To start the export for a specific call, use the „Export“ v menu at call level.Záložka "Export" v menu na úrovni výzvy

Export template

It is not possible to export the data without the export template created.

Export template creation principles:

You define which data is to be exported with the tag.

Each form field has a corresponding tag, and also each system entry has a default tag.
Ukážka tagu formulárovej položky

This means that all these templates you can subsequently use in any challenge.

This applies if data tags, that you want to have in the export are consistent across challenges.

For example: you have two calls „First call“ and „Second call“. You want to create an export that contains the applicant's address and bank account. If the fields where the applicant lists his address and bank account have the same form tag in both the „First Call“ and the „Second Call“, you just need to create one export template. However, if e.g. the field for bank account in the „Second Call“ form has a different tag, you need to create two templates (one template for the „First Call“ and one template for the „Second Call“).

This is because when you run the export, it will open a complete list of all the templates you have created, and using a specific name/description will make it easier to navigate through the list.

This means, which applications should be exported (if you do not define any condition, the Excel document will contain data from all applications, even in progress).

For example, if you want to export only approved applications or only applications with a requested amount higher than 1000,- €, you can define this in the conditions of the export template.

Three export templates are already predefined in the system:
  1. Emails of registered - list of email addresses of all registered users
  2. Export: project evaluation - The export contains: the application number, the name of the applicant, the title of the application, the amount requested, the own resources, the status of the application, the resulting score (either the sum or the average, depending on the evaluation setting), and the score for each evaluation criterion for each evaluator.
  3. Results of verification in registers (available in case of using the registry verification service) - the export contains: application number, submitter, project name, status of the check, date of the check, overall result of the check (OK = all registers OK, NQF = a problem was found in one of the registers), and the result of the check for the individual registers (1 = OK, 0 = problem).

You cannot edit these templates, but you can duplicate them into new export templates.

For participation managers

In addition to the above, a predefined template is available for managers of participatory budgets:

Exporting votes - contains data from the voting form (depending on the type of form): name, phone number, city, street, postcode, email, age category, source, date and time, project(s) for which the voter voted.

See

Creating/modifying an export template

Start the export

If you have already created an export template, you can export data based on it.

1. For a specific challenge

After selecting this prompt in the „Export“ v menu at call level, click on the „XLSX“.
Spustenie exportu za konkrétnu výzvu

In the „Export: export all requests“ v main menu, by clicking on the „EXPORT“ link.

To export data for multiple calls, Tags these data must match across challenges.

System data that has immutable, default tags (e.g. application number - „application_number“) is an advantage.

With form data, however, you manually insert the tag when you create the form entry, and there's already a higher chance that they won't match.

See

Creating/modifying an export template

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