Accessing REDCap Data
Guide
2014
Author:
Tasha Wells, Program Assistant
The University of Iowa School of Social Work
National Resource Center for Family Centered Practice
1200 Grand Avenue, Suite 123
Des Moines, Iowa 50309
515-235-4661
www.uiowa.edu/~nrcfcp
This work was conducted as part of a project funded through the Iowa Department of Public Health (IDPH) and
U.S. Department of Health and Human Services, Health Resources and Services Administration (HRSA). The
contents of this document represent the views of the authors and therefore do not necessarily represent the
official views of The HRSA, IDPH or The University of Iowa.
The
National Resource
Center
for
Family Centered
Practice
Table of Contents
REDCap Reports ...................................................................................................................................... 3
Creation of REDCap Reports ............................................................................................................... 3
Running a REDCap Report ................................................................................................................... 4
Exporting Report Data to Microsoft Excel .......................................................................................... 4
Understanding Reports and Exported (Raw) Data.............................................................................. 5
Important Reminders .......................................................................................................................... 6
Working with Data .................................................................................................................................. 6
Basic Tasks........................................................................................................................................... 6
Utilize Formatting for Utility and Appearance .................................................................................... 7
Conditional Formatting ................................................................................................................... 7
Format as Table............................................................................................................................. 11
Create and Format a Table................................................................................................................ 12
Total Row ...................................................................................................................................... 13
Filter and Sort................................................................................................................................ 14
Create and Format a Chart ............................................................................................................... 15
Chart Tools – Design ..................................................................................................................... 16
Chart Tools – Layout ..................................................................................................................... 17
Chart Tools – Format..................................................................................................................... 17
Format Chart Area ........................................................................................................................ 17
Create and Manipulate Formulas ..................................................................................................... 17
Simple Formulas............................................................................................................................ 17
Advanced Formulas....................................................................................................................... 18
Useful Links ....................................................................................................................................... 18
REDCap Reports
One can create a simple report with the click of a button; however, it does take time to initially setup
a report. After the report has been saved it can be edited or used as often as needed. The reporting
tool is good for yes/no data and other numbers.
Creation of REDCap Reports
To create a report you will first click Report Builder from under the Applications header.
Figure 1. REDCap Report
To create a new report first scroll to the bottom where it says Create a New Report. All users in the
FSSD database will be able to see and use all reports so it is important to include your agency name
and a good description in the name of the report. (Note: This does not mean they can see your data.
The report will be run with the data in your data access group only.)
Once the report is named select the report fields. Click the arrow down button to see the options.
The Field Name refers to the variable name the question was given when the FSSD project was
created in REDCap. The Label refers to the actual question. For example, nameofwkr is the Field
Name and First name of family support worker is the Label for field where you enter your name as a
worker. The attachment titled 2014 FSSD Data Dictionary has all of the field names and labels
available in a list. Before beginning a report take a look at the data dictionary to determine what
fields you want to include. This will narrow the amount of time it will take you to find the field name
when creating your report.
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Figure 2. Selecting Labels
Once the fields are chosen there is an option for Limiters. This is how results are narrowed down
within REDCap. For example, if I only want to view cases from Polk County before January 1, 2014 I
would use the Limiters available for the field names Enrollment and County. See Figure 3 below.
Figure 3. Limiters
Running a REDCap Report
Once in the Report Builder there are options to view, edit, copy, or delete reports that have already
been created. To view a report click View. Edit will allow changes to a report, copy will make a
duplicate of a report that can be renamed, and delete permanently deletes the report. Note: It is
very important that you never edit or delete a report that you did not create. If you want to use a
report somebody else created you must first copy the report you want to alter and rename it.
Figure 4. Report Options
Exporting Report Data to Microsoft Excel
Once the report is open (view) there is an option to download the report to Excel as a CSV file. There
are also options to print the page and edit the report. Click Microsoft Excel (CSV) to open the file.
Depending on your browser (Firefox, Internet Explorer, etc.) you will have different options at this
point. Most browsers will ask you if you want to open or save the file; click open.
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Figure 5. Export to Microsoft Excel
Once the file is open click File and then Save As.
Figure 6. Save As
When the Save As dialogue box opens chose where you want to save the file and name it. Under the
File name there is an option for a Save as type. It will open as a CSV file but click the down arrow and
select Excel Workbook (*.xlsx).
Figure 7. Save as Type
Understanding Reports and Exported (Raw) Data
The data that comes from REDCap is coded so that each answer is a number. For example, No is
coded as 0 and Yes is coded as 1. There are two ways to determine the meaning of a number. First,
when a report is run it will note yes or no with the code in parenthesis next to the selection.
However, if you download the report it will no longer list yes and no.
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Figure 8. Coding in a REDCap Report
The data dictionary has a column titled Choices. Choices lists a number followed by a comma and
then a description. For example, the County field goes from 1 to 99 with all of the counties listed.
Using the example below, Appanoose County is coded as 4 so if there is a 4 in the county field it
means Appanoose.
Figure 9. Coding in the Data Dictionary
1, Adair County | 2, Adams County | 3, Allamakee County | 4, Appanoose County | 5, Audubon
County | 6, Benton County | 7, Black Hawk County | 8, Boone County | 9, Bremer County | 10,
Buchanan County | 11, Buena Vista County | 12, Butler County | 13, Calhoun County | 14, Carroll
County | 15, Cass County |
Important Reminders
•
Include your agency name and a detailed description in the Name of Report.
•
Do not delete a report that you did not create.
•
To use a report created by another agency use the copy function to create a similar report
for your own agency and name it appropriately.
•
If you no longer use a report please delete it. After this training there may be many people
creating and using reports. This will make the list of available reports very lengthy.
Working with Data
Basic Tasks
Microsoft Excel can accomplish many basic tasks with a few simple clicks and many of these tasks
are on the Microsoft website. Please visit the website below to learn some of the Excel basics:
http://office.microsoft.com/en-us/excel-help/basic-tasks-in-excel-2010HA101829993.aspx#_Toc256078356. Additionally, there are many keyboard shortcuts that will save
time. A keyboard shortcut is a sequence of keys that are pressed instead of using the right click
function on the mouse.
Figure 9. Shortcuts
Keyboard Shortcut
CTRL+Z
Description
Undo the last action
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CTRL+Y
CTRL+F
CTRL+B
CTRL+I
Home
CTRL+Home
CTRL+End
Tab
Shift+Tab
CTRL+Shift+Home
Redo the last action
Displays the Find and Replace dialog box
Bolds the contents of the cell
Italicizes the contents of the cell
Moves to the first cell in the selected row
Moves to the beginning cell of a worksheet (A1)
Moves to the last cell on a worksheet in the lowest used row of the
rightmost used column
Moves one cell to the right
Moves one cell to the left
Selects all of the cells from the point of selection to the beginning (A1) of
the worksheet
Utilize Formatting for Utility and Appearance
A lot of formatting is built into tables, charts, and pivot tables; however, there are many options
available to add to the built in formatting as well as to format data that isn’t in a table.
Conditional Formatting
Conditional formatting highlights or applies formatting to cells whose data satisfies certain criteria.
Data bars and icons can also be added to a range of numbers to show emphasis. To apply conditional
formatting, first select the range of data you would like to use and click Conditional Formatting from
the ribbon.
Figure 10. Selecting Conditional Formatting
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Once Conditional Formatting is clicked a variety of options appear. To highlight a selection of cells
first click Highlight Cells Rules and then select the option you prefer. For example, if I want to
highlight all of the moms under 20 and over 30 I would select Between.
Figure 11. Highlight Cells
Excel then brings up a dialog box where the numbers 20 and 30 can be entered and the formatting
can be selected.
Figure 12. Between Dialog Box
Once OK is clicked the formatting is set. The formatting can be cleared or edited by clicking
Conditional Formatting again and then selecting Clear Rules or Manage Rules.
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Figure 13. Between Example
To create data bars simply click Data Bars and then a gradient fill of your choice after first clicking
Conditional Formatting.
Figure 14. Data Bars
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The formatting is set as soon as the gradient is selected. The formatting can be cleared or edited by
clicking Conditional Formatting again and then selecting Clear Rules or Manage Rules.
Figure 15. Data Bars Example
To create icon sets simply click Data Bars and then Directional, Shapes, or Indicators after first
clicking Conditional Formatting.
Figure 16. Icon Sets
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The formatting is set as soon as the icon is selected. The formatting can be cleared or edited by
clicking Conditional Formatting again and then selecting Clear Rules or Manage Rules.
Figure 17. Icon Set Example
Format as Table
Another way to make a set of data look professional is to use the Format as Table option. This allows
some of the pre-made table formatting available for use on the selected data. To begin, first select
the data you want to format and then click Format as Table. Next, select the formatting of your
choice.
Figure 18.Format as Table
Once a selection is made a dialog box will ask you for the range of data you would like to use. Since
you already selected your data just click OK.
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Figure 19. Select Data
Once OK is selected the formatting is set. Note: This essentially puts your data into a table and all of
the Table Tools become available for formatting purposes. The next section will explain some of the
options available for formatting a table in Excel.
Create and Format a Table
To create a table first select the data you would like to include. Next click the Insert tab at the top of
the Ribbon and then Table.
Figure 20. Create a Table
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A dialog box then appears to select the data for the table. Since you selected your data prior to
clicking Table just click OK. At this point the default table formatting is set and Excel opens Table
Tools: Design in the ribbon. Click the arrows to pick a Table Style.
Figure 21. Table Tools
As long as a cell within the table is selected the Table Tools and Design options are accessible.
Excel also has Table Style Options available to better view and analyze your data. The options are as
follows:
•
•
•
•
•
•
Header Row: Bolds the header row
Total Row: Creates a total row where the data in that row can be analyzed (more below)
Banded Rows: Creates a band of color on every other row
First Column: Bolds the first column
Last Column: Bolds the last column
Banded Columns: Creates a band of color on every other column
Figure 22. Table Style Options
Total Row
Once the Total Row is selected there are ten options available. An option can be chosen for each
column but text columns only have the Count option available.
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Figure 23. Total Row
Filter and Sort
Data can be presented and further examined by using the Filter and Sort option. To filter click the
arrow next to the header in the column you would like to filter.
Figure 24. Filter and Sort
Once here uncheck the box(es) you do not want to view. Once a filter has been placed a special icon
will appear next to the column header. Also notice how the totals in the Total Row change to reflect
the current data selection.
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Figure 25. Filter Icon
Create and Format a Chart
First, select the data you want in the Chart. Next, go to Insert and then tap the type of chart you
would like from the Charts portion of the ribbon.
Figure 26. Chart Creation
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Once the chart type is selected it will display and the formatting can begin. One of the easiest ways
to manipulate the data is by manipulating the table. If you use any of the sort or filter functions it
will also change the chart.
Figure 27.Original Chart
Figure 28. Chart with Table Sorted by Age
Chart Tools – Design
Once a chart is created, selecting it in Excel will bring up the Chart Tools options in the ribbon.
•
•
•
•
Change Chart Type – change to a different type of chart such as a line, pie, or bar chart
Save As Template – save the current formatting as a template for future use
Switch Row/Column – switches the rows and columns
Select Data – change the data for the selected table
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•
•
Chart Layouts – change the layout of the chart area, title, legend, plot area, etc.
Chart Styles – change the color of the chart
Chart Tools – Layout
The Layout section of Chart Tools allows the chart axes, labels, and background to be formatted. It
also allows for Trendlines to be utilized and other analysis tools.
Chart Tools – Format
The Format section of Chart Tools allows for various formatting to be done to the chart. Individual
pieces of the chart or text can be highlighted and then formatted.
Format Chart Area
To further format the chart right click inside of the chart and then click Format Chart Area.
Figure 29. Format Chart Area
This brings up the Format Chart Area editing box. Again, specific parts of the chart or text can be
highlighted and then formatted.
Create and Manipulate Formulas
Simple Formulas
The simplest way to create a formula is to use the = sign. For example, if you select cell A1 and type
=1+2 the cell will show 3 once you hit enter.
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Figure 30. Formula Examples
The equals sign can also be used to add, subtract, etc. numbers already in Excel. For example, to add
the numbers 3 and 7 in cells A1 and B1 first select a cell and then type =A1 + B1. The same function
can be written by typing =, clicking cell A1, typing +, and then clicking cell B1. Note: If the numbers or
formulas in cell A1 or B1 change then the result in A3 will change.
Figure 31. Formula Example
Advanced Formulas
Advanced formulas can be made by selecting a cell and then clicking Insert Function.
Figure 32.Insert Function
Useful Links
Formulas: http://office.microsoft.com/en-us/excel-help/examples-of-commonly-used-formulasHP005200127.aspx
Formulas: http://office.microsoft.com/en-us/excel-help/quick-start-create-a-formulaHA010370615.aspx?CTT=5&origin=HA101829993
Basics: http://office.microsoft.com/en-us/excel-help/basic-tasks-in-excel-2010HA101829993.aspx#_Toc256078356
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