CSV export

Request received by Madeleine Taylor to:

Please could you allow a user to extract their own entries into either a csv file or excel spreadsheet? (determined by what you click on under ‘institution’ on LHS) and that those entries are full answers (i.e. all information about that asset as the row [column] and the columns [rows] being every asset in their selected ‘institution’) and that the institution can be ‘all’ if the user has appropriate access?

Edit: additional refinement:

I think it would be required that you include the institution name for the extractions, so that those who have access to all institutions (e.g. James Knapton) can see the institution names and sort on those and not the institution code which will be meaningless to him.

I think I may have the rows and columns the wrong way round. sorry. All info about the the asset in the columns of one row and the rows being the different assets in the institution. Apologies. Maddy

Please could you allow a user to extract their own entries into either a csv file or excel spreadsheet? (determined by what you click on under ‘institution’ on LHS)

Does this mean that the export contains records for the selected institution or that whether it is a CSX of XLSX formatted file depends on some institutional configuration?

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Hi Abraham, I’m at home ill at the mo but can’t answer Richard’s comment as I don’t understand what he’s asking. Sorry Will someone be checking with me what is required before finishing the programming as I’m not sure a quick note is sufficient to explain properly. Always best to meet up or double check everyone’s understanding, yes? Thanks, Maddy

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Richard’s comment as I don’t understand what he’s asking.

You said "Please could you allow a user to extract their own entries into either a csv file or excel spreadsheet? (determined by what you click on under ‘institution’ on LHS)" I can parse that in at least two ways. For example, you may be asking that users selecting Engineering as institution get Excel documents when they download and users selecting UIS get CSVs, in which case how do we know which to provide for what institution? Or, you may be asking that users with Engineering selected only get Engineering records, those with UIS selected only get UIS and those with "all institutions" selected get all of them. Or you may be suggesting that users whose primary institution is Engineering will only ever get records from Engineering irrespective of what view they have selected in the application.

My current guess is that you are leaving it up to us as devs to decide whether the download is an Excel file or CSV and that records present in that download are filtered by the institution currently selected in the interface. But that is a guess and I want to check it first(!)

Always best to meet up or double check everyone’s understanding, yes?

Even better is to write it down and to have the discussion preserved in some tool to refer back to :).

Hi Rich,

So.. on the LHS, I get UIS and All Institutions. I would like to be able to choose either of those. Most people only have one or two institutions that they belong to, e.g. a DA from Psychology may only see Psychology on the LHS but a DA who covers more than one institution (let's say HSPS Faculty, Department of POLIS and Dept of Sociology) may have all those they cover on the LHS - so they would probably like to choose either of those and download, say Polis first and then sociology and then HSPS Faculty - but would not like them to be mixed up.

Is this making sense?

I think most would prefer Excel but most will also be smart enough to import CSV into Excel if you can't manage it easily.

When I had the csv for all institutions, you kindly sent me, I had to split it up into different departments for some of the DAs while this request got onto the sprint. To do this, I had to ask Bob Dowling to send me his LDAP extraction of all the institutions in Lookup(Jackdaw?) that aren't MPhils etc so that I could get the name of the institution correct rather than the Lookup Institution code which is all that is saved in the IAR presently. I think it would be required that you include the institution name for the extractions, so that those who have access to all institutions (e.g. James Knapton) can see the institution names and sort on those and not the institution code which will be meaningless to him.

Does this make sense also?

Let me know if not and perhaps we can meet up so that I can show you. If you think you do understand, then I'd really appreciate it if you could also let me know. You may be able to para-phrase it better for your team to understand and if you could copy me into that then I can double-check that we are still understanding each other.

Sound ok?

Thanks loads, Maddy

if you could copy me into that then I can double-check that we are still understanding each other.

The entire world is copied into this via https://gitlab.developers.cam.ac.uk/uis/devops/iar/frontend/issues/174.

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For @id353:

• Backend https://iar-backend.gcloud.automation.uis.cam.ac.uk/
• Frontend https://iar.admin.cam.ac.uk/

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Blocked on #178 (closed)

Hi Did you want to catch up tomorrow? Thanks Maddy

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It'd be good if you could answer our question here in writing. As noted, we're proceeding on the assumption that you want only the records for the currently selected institution in the download. That doesn't seem to chime with this comment though:

I think it would be required that you include the institution name for the extractions

Since if one is selecting an institution then you, presumably, already know it's name.

Perhaps it'd help if we knew who was intended to use this feature.

Since if one is selecting an institution then you, presumably, already know it's name.

Ah, wait, ignore me. I forgot about "all institutions" :S.

So, have I answered all your questions now?

Reason I asked if 'you' wanted to meet up is because I received this Blocked on #178 (closed) from I. de Matos Cordeiro I. de Matos Cordeiro @id353 · and so wondered if he had been assigned to the work and had made a comment/question that I could not see.

Please be patient with me. I'm not used to gitlab but I'm sure I'll get the hang of it soon.

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Hi,

I've included my Excel spreadsheet which shows the following tabs: a) your csv dump of the IAR including the institution name via a lookup function (e.g. =LOOKUP(D2, Institutions!$A1:B$308)). This tab of info also has an extra column added for me to separate out AD (Academic Division) into its separate sections (Student Registry etc...) but I realise you cannot do this and I'm not asking for it in the above request. b) the list of users from lookup c) a cut-down version of the list of users as many DAs are in AD (Academic Division) as well as their actual department or institution d) the LDAP list on institution names from Bob Dowling for me to use to 'lookup' in tab a) e) the fall-out from the cut in c) f) a list of professors (usually heads of department, as asset owners) g) f) list made unique

EDIT REDACTED EDIT

I hope this is useful to give you some kind of understanding of what I have had to do to organise the original csv dump of the IAR.

It would be extremely useful to have a handle on who actually created each IAR record, as from the tabs b, c, e, f and g, you can see I'm trying to find out who could possibly have created the records so that I can write to them. But I realise that this would be a change to the actual IAR itself and so I think I would have to put forward a new request. Perhaps this is something I talk to James Knapton about as I suspect he would like to have a contact name for a record should he need to follow up anything for GDPR reasons etc...

For now, though, I hope this helps explain the institution name bit of the request above and a little on its use.

Thanks loads, Maddy