How to Prepare for Next Year’s Competition

Many of our ReviewRoom customers run annual competitions, and find it useful to download soft copies of their data before their new competition begins. In this blog post, we will show you how to download digital records of your current ReviewRoom users, submissions and ranking data in a few easy-to-follow steps.

To ensure that you have the required level of access to export all of your data, it’s important to be logged into your ReviewRoom as the administrator for these procedures.

How to Download User Records

Follow these steps to download a CSV file containing all of the user accounts in your ReviewRoom.

Step 1
Beneath the Manage menu, locate the Analysis sub-menu and click on Reports.

Step 2
From the drop-down menu, click on Create a New Report and select New CSV Report.

Step 3
On the next screen, you need to (1) name your report, (2) provide a description, (3) set the source to Users, and finally (4) click Save Report.

Step 4
Next, ReviewRoom will present you with a number of options to further customize the Users report. In the screenshot below, we show you how ReviewRoom lets you configure what data will populate the columns of your CSV file.

However, the above screenshot does not show all of the available options at this stage in the process. To make the image fit nicely in this blog/tutorial, it has been cropped. Other options that you will see when you get to this stage in the process will be:

• Include or exclude indefinite information in your export
• The ability to include/exclude certain users with filters
• Export with MS Access compatibility
• Various other formatting options

Step 5
After you save your changes in Step 4, you will be able to download your User report.

How to Download Submission and Ranking Records

This section will show you how to download your applicant data (including all ranking data) in compressed zip files.

Step 1
Beneath the Manage menu, locate the Submissions sub-menu. Here you will find the names of your Submission Groups, which contain your applicant and submission data for your Room. Click on the first submission group to view all of the contained data. In this example, we will click on “Job Applicants” to begin our demonstration.

Step 2
Now we will be presented with a list view of all submissions stored in this group. As we can see from the screenshot below, there is only 1 job applicant contained in this group. By clicking the individual checkboxes next to each submission, or by clicking the checkbox next to the “Title” label, we can select the applicant data that we want to export to a .zip file.

Step 3
After you’ve selected your data, click Download and choose Download selected submissions as .zip. Repeat steps 1 through 3 for each applicant group that you want to download.

A Note About Backups

The ReviewRoom servers are specially configured and backed up regularly. The above steps are generally not required, but can form a part of your overall annual strategy when running a contest or competition. If you have questions about the above steps, please don’t hesitate to contact our amazing support team.