Reports: Filtering and Exporting Transcripts

Board Transcripts are real time and can be downloaded any time during or after your project closes.  Board transcripts update when people post their reply to any question in the board.

 

Transcript Settings
Export Transcripts

If you have issues downloading transcripts

 

Go to the Reports tab and then click on the Transcripts option in the sub-menu that appears.

Step 1: Select your settings

Descriptions of all the settings available are below.

a. Transcript Settings

Include Deleted Posts - Select to include posts deleted that were deleted in the discussion. 

Include Private Posts - Select to include private posts.  

Include All Posts From: 

Observer - Select to include all observer posts including those that are not replies based on other user filters you make.

Moderator - Select to include all moderator posts including those that are not replies based on other filters made.  Note that if a moderator has responded to a participant selected in the Select Participants section that their posts will come up even if this is deselected.  See note below Select Participants.

Technical Support - Select to include tech support posts.

Include Post Times - Select to include post times of the replies in your transcripts.  Deselected, there will be no post times in your transcripts.  Post times are determined by the time zone of your discussion board.

Transcript Format - This drop down box lets you choose what file type you would like to download your transcripts in.

Word Format - Saves the file in MS Word.  Images and Videos are included via hyperlinked thumbnails. 

Excel Format - Saves the file in MS Excel.  Images and Videos are links within the file.  The format of the rows match the discussion area with the question being the top row, followed by all the responses below following the threading in the discussion.

Excel Response Grid - Saves the file in MS Excel.  Images and Videos are included as links in the file on a second sheet.  The layout here has each participant set up as a row with each question a column. 

TXT Format - Saves the file as a plain text document that you can then open and import into a number of different types of software.

b. Select Participants

Here you can select all the participants that you want to download the transcripts from in the Select Participants list box.  In the list box you will be able to select multiple participants by checking the names that you want to download.  You can also click on the Select All link at the top of this list if you want the transcripts for all participants.

If you have groups you can also select to filter your participants in the transcripts by subgroup as well.

If you are filtering by participants or groups please deselect moderator and observer in the transcript settings area.  The transcripts use a parent child relationship where all responses and all responses to the responses you are downloading will appear in the transcripts including the moderator posts above will include all moderator posts as well as all responses to the moderator posts.  If you are allowing respondents to respond to each other you may also get some of the responses outside of the participant’s subgroup in the transcripts as well.

The groups filter will only work if groups are selected in the moderator’s guide and associated to certain questions.

 

c. Select Questions

In the select questions list you will be able to select the questions that you want to download the transcripts from.  With this list box you will be able to select multiple Topics/Questions by checking on the Topics/Questions that you want to download.  You can also click on the Select All link at the top of this list if you want All the Topics/Questions to be in your transcripts.

d. Select Posts

Choose to filter your discussion by the notes you made in the discussion area.

Select All Posts - When selected, will choose to include all posts, regardless of if notes were assigned to them or not.  This is the default.

Only show posts with selected notes - When selected, lets you choose specific note categories to download.  When categories are selected, only the replies with those categories assigned to them will appear.

e. Note Display Options

Select and deselect note categories to have in your transcript.  This way you can include certain notes and not others.

Step 2: Export Transcripts

Once all your selections are made click on the Export Transcripts button and you will be asked to either save the file on your computer or open it.  Your download is now complete.

If you have issues downloading transcripts

Occasionally an error can occur where after a transcript is downloaded a message stating There was a problem generating the transcript file appears.  This is usually caused by some HTML that may have been accidentally introduced to the discussion from a participant copy and pasting from a website or a word document with unusual formatting into the board.  

In some cases the 'offending post' can be seen easily (there may be odd text compared to other participant text, large spaces, what appears to be buttons in the response).  In some cases they are not easy to find.

When this happens, please contact the help desk at [e-mail] so we can look through your project and clear out any information that may be breaking the guide.