2. 1
Contents
Welcome tothisbasicQlikViewTutorial. Thishasbeenprovidedtogetyoustartedusingthe
QlikView dashboardsavailable fromPlanningandBusinessIntelligence.
Please note thatthisguide isnotcomprehensive andwill notcoverall aspectsof QlikView usage.
Use the guide asa startingpointbutinvestigate QlikView furtherbypointingandclickingimages,
dropdownsetcto see whatresultsyouget. There ismuch hiddenunderthe surface.
1. Login
2. Data ProtectionAct
3. QlikViewBasics
4. University of Glasgow Definitions
5. How Do I?
6. Tutorial
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1. Login
QlikView is a web-based tool that works with most standard browsers. The following
browsers are supported:
Internet Explorer 7
Google Chrome 18
Mozilla Firefox 12
Apple Safari 5
It should be noted that the main testing carried out has been done on Internet Explorer,
Mozilla Firefox and Chrome. Feedback on these and other browsers would be welcome.
Please alsobe aware thatthe interface canbe slightlydifferentdepending on what browser
you are using so the images presented in this document may not be exactly as shown.
To login to the Access point of the QlikView Server, go to:
http://www.gla.ac.uk/services/planning/qlikviewinteractivedashboardforlicenseholders/
where you will find a URL link which will take you to the following the login page:
Enter your User Name in the following format: CAMPUSyourguid. The password will be
the password associated with your personal GUID.
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Once you have signed in the QlikView Access Point will show you the QlikView Dashboard
files to which you have access, something similar to the following:
Click on the dashboard you wish to view, so for example let us start with the Student_Dashboard.
This takes you to the Main Menu as shown in the picture below.
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Selectthe StudentHeadcount (viaAcademic Plan Owner) buttonfromthe Main Menu. You should
see somethinglike the following whichisthe Guidance tabwhichgivessome backgroundonthe
headcountmethodologyused:
You will see a number of tabs at the top of this screen. If you choose say the Career tab then you
will see something like:
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2. Data ProtectionAct
Data ProtectionAct 1998
http://www.legislation.gov.uk/ukpga/1998/29/contents
These dashboardsare protectedbythe data protectionact as follows:
Declaration:Iunderstandthatauthorisationforaccessto Universityrecordsisgrantedstrictlyonan
individualbasisforspecificandlimitedpurposesinaccordance withthe requirementsof myjob.Itis
prohibitedforme touse my authorisationforaccessforany otherpurposes.Itisprohibitedto
transfermyauthorisationforaccessto any otherindividual.Ifurtherunderstand thatanydata held
in,or extractedfrom,or inputinto,central recordsmustbe processedinaccordance withthe
provisionsof the DataProtectionAct1998.
3. QlikViewBasics
QlikView
Accesspoint
The loginscreenforQlikView:
Dashboard The file you openinQlikView:
Tab These are the differenttabsavailable inside the Dashboards:
Button Thisis an example of abuttonon the Main menuof our mainStudentDashboard:
Scrolling
through
different
If there are more tabs than the screenallowsthe followingbuttons are usefulfor
navigatingbetweentabs:
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tabs
The leftand rightarrows allow youto scroll leftandright tosee all the
varioustabsavailable andthenyoucan clickon a tab name to make a selection.
The downarrow tab allowsyoutosee a dropdownmenuof all the tabs and
youcan make yourtab selectionfromhere:
List Box
(usuallyon
the left
handside
on most
tabs)
Thisis an example of alistbox whichallowsyoutoselect(inthisinstance) aCollege:
Colour
guidance
when
making
selections
Selectedvaluesturngreenandunrelatedvaluesturngreyi.e.Full-Time andPart-
Time respectivelyinthisexample:
Valuescompatiblewiththe currentselectionturnwhitee.g.if Iselectthe College of
Med, Vet& Life Sci it becomesgreenbecause itisselected.
The School of Medicine andSchool of VeterinaryMedicine are relevanttothe current
selectionthereforetheyare white.
The Adam SmithBusinessSchool andthe ArtsCollege Administrationare notrelevant
to the current selectionsotheyare grey.
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The filters
that are
currently
applied
(topleftof
mosttabs)
Thisshowswhatitemsyouare currently lookingati.e. whatyourfilteredselectionis:
Clear All The clear all will clearall selectionsanddefaultstothe currentTerm:
Clearing
Selections
individually
Use the eraserbeside the selection. E.g.if youselectthe eraserbeside the
Academic_Loaderaseronthe followingselection:
You wouldthenget:
The erasercan be usedinthe CurrentSelectionsbox atthe topleft,or fromthe
individuallistsbesideCollegeName,School Nameetc.
Selecting
multiple
valuesin a
listbox
Make yourfirstselectionbyclickingitasnormal thenmake subsequentselectionsby
holdingdownthe CTRL buttonon the keyboardandclickingrequiredselections.
Cycle
buttons To cycle throughdifferentscreens. See the one inthe College/School Level tab
whichcyclesbetweenthe followingscreens:
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Selecting
data from
multiple
terms
You can onlyselectone termat a time. If you wishtoexportdata to Excel youneed
to do thisinseparate exportsforeachterm.
Sorting
order of
displayof
data
Thiscannot be done inQlikViewbutthe datacan be exportedandformatted inExcel
if required.
Data
Protection
For data protectionpurposes,wheneitherthe Disability,EthnicityandMultiple
Deprivationtabs are selectedthenbothstudentdetailstabsare suppressed.
Exporting
data to
Excel
Choose the Excel buttonfromthe tab youwishto export. Forexample if youscroll to
the right of the Student Detailstab you will see the followingbutton:
Once you have thisdata inExcel,a useful tipforstudentIDsisto change theirformat
so that theyare customisedtosevenzerossothatyou can pickup the leadingzeroes
of studentIDswhichstartwithone or more zeroes. Rightclickonthe cell or cellsand
choose FormatCells. Choose Custom fromthe Numbertabandtype in sevenzeroes
inthe box providedandthenselectthe OKbutton.
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Printing
See the printbuttoninthe College/School Level tabwhichletsyouprintthe
followingscreenontoawebpage. The youcan CTRL + P to printit:
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4. University of Glasgow Definitions
Standard Student
Population
Headcount/Methodology
The Standard StudentPopulationmethodology,asagreedwithColleges,
onlyincludesthose studentswhoare fullyregisteredatthe time the
data isextracted.ThisStandardStudentPopulationfocusesonthe main
categoriesof students(Undergraduate,Postgraduate (Taughtand
Research)) whoare basedprimarilyon-campus.
The Standard StudentPopulationexcludesstudentsfromthe following
categories:
AcademicProg:7104 – Clinical Scholar
All LifelongLearning(LLL) andHigherDoctorate (HD) Students
AcademicPlanswithaFieldof Studylabelledas‘OUTCAMP’
AcademicPlansownedbythe LearningandTeachingCentre:
Acad-Org‘90900000’.
The numbers presented represent physical students for the individual
criteria selected. A student may be associated with more than one
College orSchool if theyare doinga jointdegree.Itistherefore possible
that individual School totals may not sum up to the College Total if a
studentisassociatedwithmore thanone School i.e.the student will be
countedas a headcount of one ineach of the individual schools but will
not be double countedatCollege level. The same applies at University
Level when a student’s Plan is joint between 2 Colleges.
IMPORTANT NOTE WHEN OUTPUTTING DATA TO SCREEN OR
SPREADSHEET:
Please be aware that often if you are extracting the detailed student
data to view onscreenor to export onto a spreadsheet then there may
be more rowsthan there are students. Anexample of where this might
happen is that a student may have 2 rows of plan data if they are on a
joint plan which is across 2 Schools as mentioned above. Another
example isinthe course data a student could have say 5 or 6 individual
courses and therefore they would have 5 or 6 rows of data.
Additional Separate
Categories
Students fromthe following‘Additional Separate Categories’,whilenot
includedinthe StandardStudentPopulation,are presentedatthe
requestfromindividual Collegesasadditional headcountswhichare
overand above the StandardStudentPopulation:
Erasmus Outgoing,Exchange OutandLanguage Year Out
ThesisPending
ExamsOnly
Sabbatical
Singapore Institute of Technology(Engineering)
Singapore Institute of Technology(ComputerScience)
Universityof ElectronicScience andTechnologyChina(UESTC)
ScottishUniversitiesEnvironmental ResearchCentre (SUERC)
Majan UniversityCollege,Oman
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5. How Do I?
Thissectionisalsocontainedinthe mainQlikView dashboardforyourconvenience.
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6. Tutorial
Simple Query Example
To search for data you just click on something you want to know more about.
1. Select the Main menu.
2. Select the Student Headcount (via Academic Plan Owner) button.
3. Click on the College/School Level tab.
4. Take note of the current headcount which is counting the whole University. You can select the
Clear All button on the left of the screen just to be sure that this is the case.
5. In the list box College Name on the left of the screen, place the mouse cursor on the value
College of Science & Eng and click to select this College.
The colour of the cell turns green and moves to the top of the colleges list. In Qlikview terms,
this value is selected as shown below:
Take note of the new headcount. It will have decreased as you now have only one College
selected. The result of the search is displayed instantaneously in all the other tabs.
You immediately see which of the values in the other list boxes are compatible with the
selection and which are not. The cells of associated field values are white; cells which are not
associated are grey. You will see this grey effect if you scroll down the School Names list. All
Schools which are not part of the College of Science and Engineering will be grey.
To clear your selection, click on the selected cell again, or click on another cell in the same list
box. The new selection will replace your previous selection.
You can select the Clear All button at any time which removes all your selections.
To select more than one item in the same list box, hold the CTRL key down while selecting
additional values. If the items you are selecting are adjacent to your first selection, you can
instead hold the left mouse button down while dragging the mouse cursor.
The data shownin all tabswill nowrelate toall of the itemschoseninthe listbox (exceptforthe
MD20/40 and SIMD tabs which are a specially selected subset of students).
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Data can be exportedintoexcelbyclicking onthe ‘Send to Excel’ button which can be seen
circled in red below (this is the Domicile tab):
CombiningSelections Example
Anothervalue in another list box can be selected in combination with a previously selected value.
When you select an optional value from a list box and then select another optional value from
another list box, QlikView will show the combinations belonging to both selections.
1. Remaining in the College/School Level tab select the Clear All button on the Dashboard. This
will clear all current selections and return you to the present term and show the data for the
whole University.
2. Suppose you want to know how many Undergraduate students are within the School of
Chemistry taking Academic Plan: F104-2207 Chem Med Chem (WP), Msci.
a) In the list box College Name, place the mouse cursor on the value College of Science & Eng
and click it to select this College.
b) In the list box School Name, place the mouse cursor on the value School of Chemistry and
click to select this School.
c) In the list box Career on the left, place the mouse cursor on the value ‘UG’ to select
undergraduates.
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As you went through each of these selections the headcount of the number of students
selected kept reducing.
d) If you then click on the button entitled Headcount of Students Registered on Individual
Plans (second one along circled below):
e) You will see all the academic Plans associated with UG Students within the School of
Chemistry. Remember that all data from dashboards can be exported to ‘Excel’ by clicking
on the ‘Send to Excel’ button, circled in red:
f) You can nowscroll downthe listto see/selectthe information you require. For example, by
clickingonF104-2207 underthe AcadPlancolumn,this Dashboard will show the number of
students on the selected Plan.
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g) Click on the Student Details tab to display the individual student data for the specified
selection (student names have been removed for data protection purposes):
h) All tabs can be accessed from the buttons on the Main Menu tab. If not visible (normally if
usinga webbrowserother than Internet Explorer, where all tabs are visible) then they can
be accessed using left, right and downward arrow at top right hand side:
Left and right arrows move accordingly through the tabs. Downward arrow allows selection from a
list.
The current selections are automatically carried across tabs for your convenience within each tab.
The ability to drill down to individual students is available for all tabs except for Ethnicity and
Impairment due to Data Protection constraints.
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Keeping Track Of Your Selections Example
Whenyoumake manyselectionsatthe same time it can sometimes be hard to keep track of them.
In order to help you with this we have introduced a Current Selections window into all the
appropriate tabs within the Dashboards. This is located at the top left of the screen.
For example on the College/School Level tab you will find a Current Selections window in the top
lefthandside of the screen. This lists all fields in which selections have been made and the values
selected.
For example if we select ClearAll andthenselect UG studentsforthe current term13/14 we will see
the following appear within the Current Selections window:
Try making some additional selections and watch how they are reflected in the current selections
box, for example select a particular plan or group of plans.
As statedpreviously you may clear all current selections by clicking the Clear All button just below
the Current Selections box.
You may also remove individually selected items within the Current Selections box by using the
‘eraser’ icon beside each individual selection:
Please note that Term cannot be erased and to change this you need to click on the appropriate
Term in the header (top right).
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Searching Values Example
The most common selections are available within list boxes on the left hand side of the screen.
Additional fields are available from the Search box which is located top right:
This lets you search on the following fields:
You can use the arrow on the search to select from this list or use text search e.g. to search for
Zoology you can type “zool” in this search box and you will see something like the following:
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You can choose one of these plans or if you select return, all plans containing “Zool” are selected
(note the search is not case sensitive).
Searching for an Individual Student where the ID is known
1. In the Student Headcount section i.e. select the
Student Details or Student Course Details tab.
2. Select the Clear All button to show all students.
3. Type in the student ID here: and press return on
the keyboard.
4. Additional note:Youwill onlybe able tosee the studentsinthe StandardStudentPopulation
so if a studentyouare interested in does appear then they are either not registered, are in
the Additional StudentPopulationcategory orare notpart of the population extracted at all
– see the Guidance tab which fully explains which students are included.
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Signing out of various Internet Browsers
Thiscan be slightlydifferent dependingonwhatinternetbrowseryouare using. We have given
instructions here for3 commonlyusedbrowsers.
1. Signingout of IE:
a) Selectthe x at the topright of the screeninorder to individuallyclose anydashboardsthat
youhave open:
b) Thenyou will see the Accesspointbrowserwindow. YoushouldselectSign Outwhichisat
the top rightof the screen:
2. Signingout of Firefox or Chrome:
a) Select at the top rightof the screeninorderto individually close anydashboards
that youhave opened.
c) ThenSelectthe x at the topright of the screeninorderto individuallyclose anydashboards
that youhave open:
d) Thenyou will see the Accesspointbrowserwindow. YoushouldselectSign Outwhichisat
the top rightof the screen:
Feedback and comments
We hope thisTutorial helpstoshowyousome of the potential of usingQlikView toexplore your
data.
Feedback on the dashboards would be welcome at planning@glasgow.ac.uk
Thank you
See AppendixA:QlikviewButtons – quick overviewofdata underlyingeach for futherinformation
