+Note: + Reports can help you review your data at a glance, but they do not replace in-depth data cleaning, processing, analysis, or visualization with external tools. For more in-depth analysis, KoboToolbox makes it easy to export your data or connect it to external tools using the API. +
- +This article covers how to access data reports in KoboToolbox, customize report styles, create custom reports, and manage report permissions. -**1. Custom Reports:** +## Accessing data reports -The **CUSTOM REPORTS** allow you to view the **Default Report** based on the -dataset available in your survey project. It also allows you to **Create New -Report** (by giving it a unique title and selecting which questions to include -or exclude) or search through previously created custom reports. +To access your project reports: - +1. Open your project. +2. Go to **DATA.** +3. Click **Reports.** -**2. Edit Report Style:** +The default report includes all questions in your form. Each question is displayed with a default chart and data table. The report also shows the **question type** and the **number of submissions** with a response to that question. -The **Edit Report Style** button allows you to change the **CHART TYPE** to -Vertical, Donut, Area, Horizontal, Pie and Line. + - +You can print the report or save it as a PDF by clicking the **print** button in the top right corner. You can also **toggle full screen mode** to view the report across the full screen. -It also allows you to choose different **COLORS** for your charts. +## Customizing your report - +You can customize the style and configuration of your report by clicking **Configure Report Style.** Changes made here will apply to all charts and tables after you click **Save.** -You can also group the charts by different categorical variables available in -your dataset by selecting **GROUP BY** and selecting a variable from the -provided list. _Please note: If a variable has more than 5 choices, KoboToolbox -would create a chart displaying only 5 choices lumping the rest together as …_ + - +The following settings are available: -Or you could also change the label of your charts to different languages -available on your survey project by selecting **TRANSLATION**. _(This tab will -only appear if you have multiple languages in your survey project)_ +| Setting | Description | +|:---|:---| +| Chart type | The default chart type is a vertical bar graph. You can select a different chart type to apply to all charts in the report. | +| Colors | You can choose a different color scheme for all charts in the report. | +| Group by | You can select a **Select One** question from your form to group charts and tables by that variable. This can be useful for simple subgroup comparisons. | +| Translation | If your form has multiple languages, you can choose which language to display in the report. | - -**3. Print:** You could also print the custom report by clicking the **Print** -icon or save it as PDF by selecting **Save as PDF** under **Destination**. +## Customizing individual questions - +You can also customize individual charts in the report. -You could also store the same to an external cloud storage service like Google -Drive. +To customize a chart: - +1. Find the chart you want to edit. +2. Click **Override Graph Style** in the top right corner of the chart. +3. Select a chart type or color scheme. -**4. Toggle full screen:** + -You could Press **Toggle full screen** to view the custom reports in a full -screen or press back the **Toggle full screen** to view it to in a normal mode. +These settings apply only to the selected chart. -**5. Override Graph Style:** +## Creating a custom report -You could click the **Override Graph Style** _(3 dot icon)_ to customize the -**CHART TYPE** and **COLORS** of the chart for each variables (questions) within -your custom reports. This will override the graph style **(for a question)** -that has been defined by **Edit Report Style** in your custom report that has -been explained above. +In addition to the default report, you can create custom reports. Custom reports allow you to choose which questions to include and save custom report settings. + +To create a custom report: + +1. Click **Create New Report** next to **Default Report.** +2. Enter a title for your custom report. +3. Select the questions you want to include and click **Save.** +4. Click **Configure Report Style** to set the report style and configuration. + + + +To change the title or displayed questions in a custom report, click **Edit Report Questions.** + ++Note: Custom report settings are saved and will remain available when you leave and return. +
+ +## Permissions and sharing + +Users with **View submissions** permission can view data reports, including custom reports created by other users. However, they cannot configure report styles or create custom reports. + +Users with **Manage project** permission can view reports, configure report styles, and create custom reports. + ++ To learn more about permissions and sharing, see Sharing projects with user-level permissions. +
- diff --git a/source/data_analysis.md b/source/data_analysis.md new file mode 100644 index 000000000..850b2bb09 --- /dev/null +++ b/source/data_analysis.md @@ -0,0 +1,94 @@ +# Data analysis with KoboToolbox + +KoboToolbox provides **built-in tools** to help you review, visualize, and analyze collected data. These tools can be used for descriptive statistics, mapping, and qualitative analysis. + +Beyond built-in tools, you can also **export your data** or **connect it to external platforms** for more advanced cleaning, processing, analysis, and visualization. + +This article covers KoboToolbox’s data analysis options, from built-in reports, maps, and qualitative analysis tools to data exports, synchronous exports, and form design practices that support cleaner analysis. + +## Analyzing and visualizing data in KoboToolbox + +KoboToolbox includes several tools that help you understand your data directly in the platform. + +### Data reports + +KoboToolbox includes a reporting and visualization tool that you can use to **monitor incoming data** and view **simple descriptive statistics.** + +You can use reports to display charts, review response counts, compare responses by subgroup, and share or print a summary of selected form questions. + + + +Reports are useful for quickly reviewing your data, but they do not replace in-depth data cleaning, processing, analysis, or visualization in external tools. + ++ To learn more about data reports, see Visualizing your data with reports. +
+ +### Map view + +KoboToolbox also provides a built-in **Map view** for submissions that include GPS data. The Map view helps you visualize single GPS points, explore geographic patterns, and better understand where submissions were collected. + + + ++ To learn more about mapping GPS data with KoboToolbox, see Mapping your GPS data. +
+ +### Audio transcription, translation, and qualitative analysis + +KoboToolbox’s natural language processing tools help you **transcribe, translate, and analyze qualitative data.** This can help turn open-ended audio responses into clearer, more usable insights. + +You can process and analyze audio responses directly in the user interface, then save transcripts, translations, summaries, categories, and other analysis results as new columns in your dataset. + + + ++ To learn more about analyzing qualitative data in KoboToolbox, see Transcription and translation of audio responses and Qualitative analysis of audio responses. +
+ +## Exporting and connecting data for external analysis + +KoboToolbox’s built-in tools can support simple descriptive analysis, mapping, and qualitative analysis. However, many projects require external tools for more advanced data cleaning, processing, analysis, and visualization. To do this, you can use **classic data exports** or **synchronous exports** to work with your KoboToolbox data outside the platform. + +### Data exports + +You can export your data from KoboToolbox in several formats, depending on how you plan to use it. + +- For general analysis, you can **export your data in Excel or CSV format.** These formats can be used for cleaning and processing data, or for importing data into analysis software such as R, Stata, SPSS, or Python. +- For mapping and geospatial analysis, you can **export GPS data in formats such as CSV, XLS, GeoJSON, or KML.** These formats can be used in mapping tools and GIS software. + ++ To learn more about exporting KoboToolbox data, see Exporting and downloading your data. +
+ +When exporting data for analysis in external software, it is recommended to export your data as **XML values and headers**, and to **separate multiple choice responses** into separate columns. These settings make exported data easier to process and analyze. + +If you are sharing raw data with non-technical audiences, **exporting labels** instead of **XML values and headers** may be more user-friendly. Labels can also be exported in multiple languages. + +Other export settings, such as storing date and number responses as text or including data from all form versions, depend on your analysis needs and preferences. + ++ To learn more about advanced settings for exporting data, see Advanced options for exporting data. +
+ +### Synchronous exports + +For ongoing projects, you may want to **connect your KoboToolbox data to external tools** instead of downloading a new export each time your data changes. + +**Synchronous exports** allow you to automatically connect KoboToolbox data with external applications such as Microsoft Power BI, Excel, or Google Sheets. This can be useful for dashboards, project monitoring, advanced processing, or shared reporting workflows. + +With synchronous exports, your connected data updates as new submissions are received, reducing the need for manual downloads and refreshes. + ++ To learn more about connecting your data to external tools, see Using the API for synchronous exports. +
+ +## Preparing for data analysis with KoboToolbox + +Many data quality problems do not begin during analysis, but during data collection. Decisions made when building a form, such as how questions are structured, how option choices are named, and how missing data is handled, can affect how much cleaning and preparation is required later. + +KoboToolbox includes several tools that **support high quality data collection** and help prepare your data for analysis in the long run. + ++ To learn more about best practices for form design, see Preparing your form for data analysis. +
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+ +## Anticipating the format of your data exports + +The way you define [question names](https://support.kobotoolbox.org/glossary.html#data-column-name) and [choice names](https://support.kobotoolbox.org/glossary.html#xml-value) affects how easy your data is to work with after export. **Question names** become column names in your exported dataset, while **choice names** represent response values for select questions. + +For best results, follow the recommendations below. + +### Use clear formatting + +Use question and choice names that are short, informative, unique, and free of spaces and special characters (e.g., `age`, `sex`, or `district`). + +Clear names make your exported data easier to read, process, and analyze in external tools. + +### Keep names consistent + +Keep question and choice names consistent across forms whenever possible. If multiple surveys collect the same information, **using the same variable names** makes it easier to combine and compare datasets. + +- For example, if one form uses `district` and another form uses `location_district` for the same type of information, you may need to rename variables before combining the datasets. + +Similarly, using standard **choice names** makes analysis easier and reduces the need for recoding data later. + +- For example, you can use `0` for “No” and `1` for “Yes” across all relevant questions in your form. + +### Avoid changing names after data collection starts + +Once data collection has started, **avoid modifying question names or choice names.** Changing them can create inconsistencies between existing and new submissions. + +If you need to update labels shown to respondents, edit the question label but keep the question name the same whenever possible. + ++ For more information, see Best practices for deploying and redeploying forms. +
+ +### Use prefixes and suffixes + +When forms contain related variables, consistent naming conventions can help organize your data. Consider **using a prefix or suffix** for questions or choices related to the same topic or format. + +For example: + +- Use `household_` for household-related questions, such as `household_size` or `household_income` +- Use `_other` for “Other, specify” questions, such as `income_source_other` + ++Note: + Question and choice names remain the same across form languages. This makes multilingual data easier to analyze after export. +
+ +## Anticipate analysis needs + +When designing a form, think about the analyses you may want to perform later. Planning ahead can reduce the amount of processing required after export. + +### Use calculations for analysis variables + +[Calculations](https://support.kobotoolbox.org/glossary.html#calculation) can create variables that would otherwise require additional processing after export. For example, you can use calculations to create: + +- Respondent age based on date of birth +- Household size totals +- Body mass index (BMI) +- Scores or indicators based on several responses + +Creating these variables during data collection can save time and improve consistency across analyses. + ++ To learn more about adding calculations, see Adding calculations in the Formbuilder. +
+ +### Plan for missing data + +When analyzing data, it is important to know **why information is missing.** A response may be missing because the question was skipped, unavailable, not remembered, not applicable, or deliberately withheld. + +A common best practice is to [make questions required](https://support.kobotoolbox.org/question_options.html#mandatory-response) while providing explicit response options, such as: + +- Prefer not to say +- Don’t know +- Don’t remember +- Not applicable + +This helps reduce unexplained missing data and makes results easier to interpret during analysis. + +### Minimize open text responses + +**Open text responses** are often difficult to analyze. When possible, use structured question types instead: + +- Use [multiple choice questions](https://support.kobotoolbox.org/select_one_and_select_many.html) when responses can be standardized into predefined options. +- Use [date questions](https://support.kobotoolbox.org/date_time.html) when collecting calendar dates. +- Use [GPS questions](https://support.kobotoolbox.org/gps_questions.html) or [cascading select questions](https://support.kobotoolbox.org/cascading_select.html) when collecting location information. + +Reserve text questions for information that cannot reasonably be standardized. + +## Use your XLSForm as a data dictionary + +The [XLSForm](https://support.kobotoolbox.org/edit_forms_excel.html) behind your KoboToolbox form can serve as a data dictionary. It documents your form structure, question names, choice names, labels, translations, question types, and form logic. + +To download your form’s XLSForm: + +1. Open your project. +2. Go to **FORM.** +3. Click **More actions.** +4. Click **Download XLS.** + +Each row in the `survey` tab represents a question in your form, and each column provides information about that question, such as the question name, label, type, translations, and relevant form logic. For select questions, [option choices](https://support.kobotoolbox.org/option_choices_xls.html) are listed in the `choices` tab. + +Keeping your XLSForm with your exported dataset can make it easier to interpret variables, understand response values, and document your analysis workflow. + ++ To learn more about XLSForm, see Getting started with XLSForm and Using XLSForm with KoboToolbox. +
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