Advanced Searching & Filtering Demo for Resource Analysts Presented by: Cynthia Sylvester 6/16/2015

Advanced Filtering This section will review: Understanding basic search parameters Using wild cards Adding granularity using advanced search features Expanding the results list to a single page

Filter from the Global Listings In this example, we will retrieve all the proposals in the system for the Life Sciences Division. Step 1: Perform filtered search from the global proposals list filtering for the Division and click “Go” to filter the global list. Notice that you did not need to type the entire division name. When filtering, less can be better

Review the Results Step 2: Review the results. Did you receive the list you want to review, or do you want to do a more granular search?

Revise the filters using Advanced Filters Step 3: Refine the search by clicking on “Advanced” to add filter criteria Add as many criteria as you want, but be careful to not accidentally exclude items. If you provide filters that are too complicated or contradict one another, you will receive an error message and you can refine your search criteria.

Filter Strategies Can filter by any of the column headings Default advanced search is 3 options Can add additional rows to filter by using “Add Another Row” button In this example, we include divisions starting with “life” and excluded any state that contains “reject” which reduced the results from 640 to 461.

Symbols and how to use them Each additional row in the search is an “and” criteria Expand the search % is a wildcard Restrict the search != means to exclude >= means greater than or equal to (can be used for dates) <= means less than or equal to (can be used for dates) Let’s look at some examples:

Example 1 The example on the previous slide This search results include proposals where: Division begins with “Life” State does not contain “Reject”

Example 2 What if we left off the wild card in the state criteria? These search results include proposals where: Division begins with “Life” Excludes states that begin with “Reject” Since the state is “Proposal Rejected” the second criteria did not affect the filter at all because it wasn’t identified properly.

Example 2 (re-do) What if we left off the wild card in the state criteria? These search results include proposals where: Division begins with “Life” Excludes states that include “Reject” We now have 461, which is what we expected.

Example 3 Can we double filter on the same criteria? Maybe This search results include proposals where: Division begins with “Life” State does not contain “Discont” State does not contain “Reject”

Example 4 Filter on same criteria works best with exclusions. This search results in no data because there is no division that starts with both “Life” and “Physical” To search for proposals in two separate division will require two separate searchers.

Example 5 Add criteria based on the business information you want. In this example, we want to know which proposals that converted from RAPID were submitted through eSRA. Since eSRA proposals all start with “FP” we can use that field to exclude eSRA-created proposals and only see RAPID proposals. This returned 6 items, but you’ll want to review the list to see if they were actually submitted.

Example 6 Let’s look at awards ending in the next several months When entering dates in the search criteria, you must enter the 4 digits for the year.

Example 7 What about new awards this fiscal year?

Example 8 Let’s look at all awards not closed for a specific PI. There are many states in eSRA in between “Active” and “Closed.”

How can I do more? What if my search returns a large number and I want various subsets of information? What if I want to combine the results of two searches into a single set of results?

Answer: Move the search into Excel Step 1: Perform an inclusive search Step 2: Review the result – is the information you want included on the list? Step 3: Change the results to 100 per page Step 4: Copy and Paste into Excel Step 5: Format and Manipulate the results in Excel

Filter then Export to Excel The search lists can be exported to Excel where further filters can be applied and pivot charts utilized to examine the data. Use eSRA to extract the maximum listings that you want to examine. This is separate from reports that may be created . This process will only deliver the fields that appear in the search lists. This process works better using Mozilla or Chrome.

Step 1: Inclusive Search Perform and inclusive search from the global list. This example: all proposals not rejected or discontinued for a specific division

Step 2: Review the Results Did you receive the list you want to review, or do you want to revise the search?

Step 3: Change the Results to 100 per page Scroll to the bottom and see there are many pages of listings to display. =================================================== Change the number of listings per page (max allowable = 100) Notice the # of pages is reduced

Step 4: Copy from eSRA & Paste in Excel Highlight all rows on the list using your mouse. “Copy”, then “Paste” into Excel Repeat for each page of listings pasting to the next row in Excel. On the first page, you might want to also copy the headings.

Step 5: Format and Manipulate the list in Excel Adjust column widths Confirm or adjust the header row so it lines up with the data (Here we see that the headers are off by one column.)

Step 5: (continued) Delete irrelevant columns. In this example, I will delete: “A” which only indicates dollar signs “C” SmartForm “D” Date Modified

Step 5: (continued) Sort Filter Pivot Search/Find Manipulate in Excel using any of the Excel tools available to you including: Sort Filter Pivot Search/Find