Accessing the Data Dashboard

How do I find my dashboard?

Post-launch, you can start using your dashboard by clicking on "Search Registry Data" (   ) in PEER for Research's main menu. Once you're there, select "Search Survey Data" in the dropdown menu, select the survey or surveys you'd like to review, and click "View Results".

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Why don't I see anything in my dashboard?

You will not be able to see your dashboard unless you have assigned a survey to your portal and begun to collect data.

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If you are unable to see your dashboard for another reason (for instance, you are having trouble getting specific pages on the dashboard to load) please send us an email gro.ecnaillaciteneg|nostrebmalk#ereh, explaining which pages will not load. We’ll work with the support team at Private Access to help you optimize this.

Aggregate Data View

How do I access the aggregate data view in the dashboard?

Once you’ve accessed your data dashboard the aggregate data view will be the first thing you see. This view contains two types of information: survey metadata, and aggregate participant data (on both participants’ progress through the survey, and for specific question responses).

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How do I use the aggregate data view in the dashboard?

We’ll start with how to view survey metadata, as this is the default view for aggregate data. We refer to this as “View by number of questions in each instrument”.

“View by number of questions in each instrument” will show you a chart displaying all of the instruments in your survey (or surveys, depending on what options you selected on the last page), together with information about the number of questions each instrument contains.

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Holding your mouse over one of the bars in the “View by number of questions in each instrument view” will bring up a pop-up, showing you the exact number of questions the corresponding instrument contains. Alternatively, you can scroll down to the bottom of the page to view the chart’s x-axis: “Number of questions in each instrument”.

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Now let’s take a look at the participant data. Within the aggregate data view you can quickly switch between survey metadata and information about how participants are progressing through the survey. To view aggregate participant data, simply click on “View by % of users that have completed each instrument”.

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You’ll see a chart displaying all of the instruments in your survey, together with information about the number of participants who have completed each instrument.

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You can apply a date range to these data if you want - just use the date picker to do so. The default is to show all data.

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In the example above, all the individuals who’ve taken this survey have completed these instruments. This is not always the case, however. You can use this view to gauge whether individuals are getting “stuck” somewhere in the survey – and if they are, whether it’s because it’s a particularly long instrument (just switch back to “View by number of questions in each instrument” to see), or for another reason.

To get at those other reasons, it’s essential to be able to view aggregate participant response data from within a given instrument: both to see how participants progress through an instrument, and to see how participants have responded to given questions. The aggregate data view allows that, too. Simply click on the grey bar (or blue, depending on which view you’re currently on) to the right of the instrument of interest. This will take you to a chart displaying the questions in that instrument, and the number of responses provided for that question.

Here is the chart for the Race and Ethnicity common data instrument, which consists of six questions.

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Holding your mouse over one of the bars in the instrument view will bring up a pop-up, showing you the exact number of responses that have been provided for the corresponding question. Alternatively, you can use the chart’s x-axis: “Total completed questions”.
In our demo, the race and ethnicity question, “My race or origin is…” has been answered five times. We can intuit that this means five different participants have answered the question by what we know about the structure of this particular survey: participants only take this survey once, so the display does not include data from participants answering the same question multiple times, over multiple instances of the same survey. Based on how you designed your portal experience, you will know whether participants are answering surveys once, or over multiple instances.

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If you want, you can use this view to “drill down” even further, and view aggregate responses to a single question. Simply click on the blue bar for the question you’re interested in viewing. More details are provided in the section on viewing response summaries for a specific question.

What are the “skipped” and “not asked due to dependency” options in the individual instrument view?

Participants taking surveys in PEER have the option to skip over questions that they do not wish to answer, or which are not relevant to them. The “skipped by Participant” option simply indicates a “skipped” response.

The “not asked due to dependency” option is currently not being tracked by the dashboard. However, we intend to add this display in future. This feature will track when questions are not asked of certain participants based on those participants’ responses to previous questions. For example, if a person indicates that they have not received a genetic testing report, they will not be shown questions about the content of that genetic testing report. Dependencies are what makes this survey behavior possible, so the “not asked due to dependency” option simply means that a question was skipped for certain participants due to their previous responses.

How do I view a summary of the responses for a particular question?

To view a summary of responses for a particular question, “drill down” into the instrument of interest, so you’re viewing a chart of questions and number of responses to those questions. (See here for more information.) Click on the blue bar next to the question of interest.

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You’ll be able to see a breakdown of responses on the next screen. For example, after clicking on the bar next to “My race or origin is…”, we pulled up the following screen. The chart lists possible responses to the questions, together with total numbers of each response. (Note: Our example below is a multiple choice question. So even though there were five total responses to the question on the previous screen, we do not see five unique values in the response summary view. Participants were able to select multiple responses.)

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Moving your mouse over any of the bars next to the answer choices will show you how many times that answer was selected. Alternatively, you can use the chart’s x-axis: “Total participants”.

To pull up a table of all participants who provided a particular response, click on the bar showing the number of participants who have provided that response.

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How do I see how many participants have completed my survey?

To do an in-depth analysis of how many participants are completing surveys or are in progress, and how many have not started surveys, you're probably better off using the "Search Participant Data" feature in "Search Registry Data". However, the dashboard does give you a snapshot. The total number of participants is shown at the bottom of the main dashboard page (with the survey metadata view, see here) shown when you first bring up the data dashboard. Once you scroll down, you will see a pie chart showing the total number of participants in the title.

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In our example above, all of the participants have completed the survey. However, in real life that’s not always the case! As new participants begin to take the survey, and eventually complete the survey, these numbers and the chart will update automatically.

Data Export

How do I export my survey participants’ contact information?

You can export contact information for participants quickly and easily using the "Export Data" widget. If you'd like to export contact information for a subset of participants, however, here's how.

First, select the survey for which you wish to view participants. If you have multiple surveys, you will also have the option to select “All Surveys” (just scroll down to the bottom of the dropdown, or start typing “All Surveys”).

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Next, select the date range for which you wish to export data. If you’re not interested in a particular date range and just want to export all of your data that’s fine – skip this step.

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Once you’ve picked a date range (or left the date range as is, for all time), select the participants for which you'd like to export contact information. If you want all participants who have either completed the survey or are in progress, scroll down to the bottom of the dashboard, and click on “Total Survey Participants”. If you want just all participants who have completed the survey, or just all who are in progress, click on those portions of the pie chart. If you want to view just those participants who have provided a certain response, use the aggregate view to select the response you're interested in (see the section on viewing response summaries for a particular question). You’ll see a screen like this.

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Export information from selected participants by using the “Export Selected” feature (simply click the checkboxes to the left of the desired participants, and click “Export Selected” in the bottom right corner of the screen). A screen will pop up, asking whether you’d like to export for the date range you specified earlier, or whether you’d like to export all data. You can choose to include survey data in your export if you wish. Once you’ve finished making your selection, click “Next”.

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The system will prepare the contact information (and if selected, survey information) export based on your participants’ privacy settings. You’ll be instructed to download the file from the “My Exports” section of your account. Click the link to navigate there!

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You’ll see a table of your export requests, like the one shown below.

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Your export file will show as “Pending” until it’s ready. You can click on “Refresh” to see whether the system has finished compiling your export.

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When the system has finished preparing your export, click “Download”. Your excel file will look something like this, and will include fields for participant foreign key (used to link participants to survey data, if they allow it), age, address, phone number, and email. The export will also include fields for account creation date, and for that participant’s privacy settings for “Get Contact” and “Export/Link”, as they pertain to the privacy directive you belong to.

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If you chose to export survey information, your Excel sheet will also contain a third tab, with Survey Responses. This includes fields for participant foreign key, export access (survey data is not displayed if you belong to a privacy directive for which the export settings is “Ask Me” or “Deny”), Survey ID (used to distinguish between different surveys in the PEER backend), Instance ID (used to distinguish between multiple “takes” of a survey, if participants are able to take your survey multiple times), Answer ID (a unique ID assigned to individual responses in the PEER backend), Date Answered (timestamp for the specific response), Question Name (the text that appears in the “Question” label in PST, and as “Question” in your survey data dictionaries), Question ID (a unique identifier assigned to each question, which links to question metadata in the “Survey Responses” tab of the export), and Response (participant’s response to a given question).

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How do I export my participants’ survey data?

Follow the instructions above for exporting participants’ contact information, but be sure to check “include survey data” this time!

Are there different formats for data export?

I’m having troubling formatting this export file for use in SAS or SPSS.

Not yet! We’re working on developing a new, analysis-ready format for data export, however. Have a comment or suggestion? Email Katherine Lambertson.

Does the dashboard show participants who haven’t started a survey? How do I view their information?

The dashboard does not include these participants at this time, but you can still view their information. To do so, you need to navigate to “Data Export” in your Portal Menu. This widget will allow you to export survey data for all participants in your portal, regardless of whether they have answered surveys.

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When using the Export Data widget, be sure to select your LIVE portal.

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Also, when exporting survey data from the Export Data widget, don’t forget to select your survey!

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You can also view participants who have not started surveys by using the "Search Participant Data" feature of "Search registry data".

Can I export the information of just the participants who’ve responded to a question in a certain way?

For instance, only exporting information for individuals who have been diagnosed with cancer, or for male or female participants.

Yes, you can. To do this, you’ll need to “drill down” into your aggregate data view and select the appropriate participants. Take a look at this video to see what we mean.

How do my participants’ privacy settings impact the way their data appears in my export?

If a participant has allowed “Find/Analyze”, then you’ll be able to see them in your dashboard. If they have denied “Find/Analyze”, then you will not be able to see them all.

If your participants have allowed “Export/Link”, then you’ll be able to see their survey data (specifically, health information) in your export under the “Survey Responses” tab. If they have said “Ask Me” for “Export/Link”, then their survey data will appear as “Restricted”. The same applies to individuals who “Deny” export. Soon, you’ll be able to request permission to export data from participants who say “Ask Me”.

If your participants have allowed “Get Contact”, then you’ll be able to see their contact information in your export under the “Contact Information” tab. If they have said “Ask Me” for “Get Contact”, then their contact information will appear as “Restricted”. The same also applies to individuals who “Deny” contact. Currently, you are able to request permission to view and export contact information from participants who say “Ask Me”, though we ask that you hold off a little longer on doing so! We have a few tweaks to make to the way participants receive these notifications, first. Please contact Katherine Lambertson with additional questions.

You can view participants’ settings for “Export/Link” and “Get Contact” using Columns D and C of your export’s “Contact Information” tab, respectively.