Studio Abroad Queries and Reports
When using the software's search tools and reporting functionality, it is important
to understand the distinction between the query and the report.
The query is the search criteria used to obtain a list of records that you wish to
either examine, process, or on which you desire to create a report. The initial
steps of the Student Admin -> Search/Advanced Search tools are used to
generate this query.
For example, you can write a query to produce a list of all students going to
France in Spr 09. This will produce a basic list with their names. The query is
'All applications with a location of France in the Spring 2009 application cycle'.
The list of applications that are displayed are the results of the query. This list is
frequently referred to as the search results. It is from this list of applications that
you can then produce your reports by using either the 'Excel/Text export' or the
'Create report' options.
A report is a series of output columns and/or groupings generated from your
To use the example above (All France applications in Spring 2009), you can then
generate a report from the query results to display specific things about these
applications such as GPA, major, etc. If the next day, you wanted to know the
gender of the students going to France in Spr 09, you would run the same query
to create the student names and then create a new report displaying their
When saving queries and reports, the results of the queries and reports are not
saved. Saved queries and reports can be used over and over again and the
results will always reflect the current data in your database. So in the example
cited above, if someone was accepted overnight, that student would appear in
both the previously created query and any of the reports when next they are run.
An important detail to remember about your queries is that you are running
application searches - not applicant searches. The results you get are initially
grouped by applicant name, but they represent applications that those applicants
have generated. When constructing your queries, you should keep in mind that
you are really looking to get a list of applications - not applicants.
How to Run, Save and Share Queries and Reports
A query is the result you get when looking for a specific group of applications.
You can run a query by going to the Search or Advanced Search options under
Your query can be as simple as 'who is studying abroad for the year 2009-2010'
or as advanced as 'who is a female, majoring in Nursing, with a GPA of
3.8 studying abroad for the year 2009-2010.
Once you have your search results that meet your search criteria, you can save
that search to your homepage so it will be easily assessable.
When you go to your Admin Home you will see that saved query in My Queries
and Reports panel.
Every time you click on this query, StudioAbroad will re-run your search and
show you a list of current students that fit the criteria.
From your My Queries & Reports panel you can also export the query results as
a text file and create reports, edit the query, delete it or export it to an excel
Exporting the Query as Text or Excel -
Click on the Export as Text or the Export as Excel icon . Click OK and
your file will open.
Creating Reports -
You can create reports from your saved queries. Click on the Create New
Report icon and specify the data that you would like to report. Click Results.
Editing Queries -
By clicking on the Edit icon , you can make adjustments to your query without
having to re-enter all the query specifications. Once you have made the
appropriate adjustments, click Next. If you save this search with the same name
as before, the new query will replace the old query. If you rename the search, a
new query will appear on you home page and the old query will still be there.
Deleting Queries -
If there is a red next to the query, you can click that to delete it. If there is a
locked icon that means that the query is either shared or part of a query watch
and therefore cannot be deleted.
Sharing a Query
It is possible for you to 'share' a query with any other user on your site. This will
put a copy of your query on their admin home page, where they can always get
the updated lists of applications that fit the criteria.
Click Share Queries on the last line of the Saved Queries section.
Select the query you wish to share and put a check mark beside all the
people with whom you would like to share the query. Click Share.
(Remember that by sharing a query you are locking it on your site. You
can edit a query that has been shared, but you cannot delete it.)