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DataDynamic Reporter Starter Guide 2011

Dear client,

Welcome to our DataDynamic Starter Guide and thank you very much for showing such an active interest in our products.

We designed DataDynamic as a fast, scriptable but user-friendly tool, which supports the work process from raw data to

PowerPoint presentation. It combines data processing capabilities (data editing, weighting, coding, re-coding etc.), with a

flexible, intuitive tabulating tool and the possibility to sort or top your tables before you turn them in to charts which can be

exported to Excel or PowerPoint.

This starter guide, has NOT been written as en extensive manual on all different aspects of DataDynamic. We don’t think these

types of manuals are very helpful when it comes to ‘getting you started’. We hope this guide is.

Reading through this document will not take you longer than 30 minutes and will provide you with a basic understanding of

how DataDynamic might best be used to your advantage. From here, you can experiment to your own liking.

If you have any questions, problems or suggestions, please do not hesitate to contact us on

[email protected]

We hope you enjoy the DataDynamic experience

The Intellex team


Opening data files

Opening of existing DataDynamic data files (*.ddf, *.ddf2) 5+9

Opening of existing SPSS files (*.sav, *.var) 5+9

Opening of existing Triple S files (*.xml, *.sss) 5+9

Opening of existing non-structured data files (ascii, excel etc.) 6to 9

Creating a completely new data file 6 to 9

Data Editing

Data input (manual or via copy/paste) 15

Apend individual cases 15

Delete individual cases 15

Delte cases based on filter 15

Edit data 15

Variable editing

Variable information: view 11

Variable names: edit 12-13

Variable descriptions: edit 12-13

Category label descriptions: edit 12-13

Category label descriptions: add or delete 12

Category label descriptions: copy from one variable to the next 14

Variables: hide from view 12-13

Variables: group 15

Variables: change position in structure 23

Variable Processing

Missing values: define for individual or groups of variables 18-19

Recoding variables 21-23

Verbatim (open text) variables: code 24

Verbatim (open text) variables: save / reopen code lists 24

Multiple response variables: create 25

Calculated variables: create 26

Weight variables: create 27-28

Designer Window: general

Opening and closing data files 30

Version Management: automatically create numbered versions of the file 30

Table statements versus individual tables 32

Scrapbook versus Workbook 36

Cross tabulation

Variable tree: customize view 32

Variable tree: search variables 32

Weights: apply to data set 33

Tables: create 34-35

Tables: clear or bin 36

Tables: save as DDO (DataDynamic Output) file 36

Tables: open a DDO file 36

Tables: move up or down in output list 36

Tables: formatting 37

Tables: statistical options 37

Tables: nested (layered) 38

Tables: drill down >> define cell as filter for next tables 39

Tables: drill down >> show respondent information for cell 39

Respondent information: show 'client sheets' 40

Tables: regroup categories 'on the fly' 41

Tables: save regrouped tables as permanent variable in the data set 41

Tables: define table filters 42

Tables: define global filters 42

Tables: sort and/or top table content 43

Export to Excel (tables or charts) and PowerPoint (charts)

Tables: export to Excel 45

Tables: export to Excel and create a chart per table 46

Tables: link to chart templates for PP export 48

Tables: example Excel chart templates for export to PP 49

Opening or Importing data files


When starting DDR, first this Wizard appears which provides you with a number of different options:

1. To open an existing (recently used) data file in one of the following formats: DataDynamic (*.ddf, *.ddf2) , SPSS (*.sav, *.var,) Triple S (*.sss, *.xml) NOTE: all formats other than ddf will be converted to ddf. The original file will remain unchanged

2. To create a new DD file from an existing data file in a different format than the ones mentioned in point 1. This is not a direct conversion, but needs an import action in DDR Editor.

3. To open the DataDynamic script window

4. To open the DataDynamic License Manager.

In combination with the overview of recently used files in the box at the bottom of the popup, these two options allow you to open an existing data file in the Designer (tabulation and reporting) or the Editor (Processing)

This second choice will open the DD Editor after clicking OK. From here you can import data files in different formats than the ones mentioned .

See next pages for further steps.

These two options allow you to directly open the DD Scripter for script editing, writing etc. or the DD License Manager for managing you personal licenses.

When creating a new DDF file from a different format (excel, ascii etc.) , a browser screen will

appear.

If you want to overwrite an existing file, select the file you want to overwrite. If you want to create a

new file, specify a new name in the file name box and click open.

The DD Editor window will open, containing an empty file ready for import

Type a new name for the file you are about to create, or select an existing file.

NOTE: selecting an existing file name will overwrite this file.

1

When first open, both sides

of the screen are empty

In order to import your data

file into DDR, double-click

the import icon and the

screen on the right will

show the ‘specify import

file’ you see on this

screenshot.

2

Click the browse icon and a

Windows screen will open.

Browse until you find the

data file (SPSS or other

format) on your desktop or

network, highlight it and

then click the open button.

The file path and name

should now be visible in the

Specify import file box on

this screen.

3

Click the import button and

the system will import your

file into DataDynamic

4

You can import SPSS sav, SPSS syntax,

Triple-S, Excel , Ascii. When importing

Syntax or Triple-S files, make sure the

asc file and the descriptor file have the

same name. Select the descriptor file

for import. DDR will find the data file

Using the advanced options allows you to import

either the structure or the data of your data file.

This option can be used when, e.g. You are

importing the data of a new ‘wave’ into an

existing data file.

1

Once DD has finished importing the file, a list of

variables contained in the new file will appear

on the left hand side of the screen.

You are now in the ‘Editor’ mode. You can

either continue in this mode to edit, recode or

add variables (next section) or switch to the

Designer mode.

2

To switch between the Editor window and

Designer window, use this icon (or press F2).

The Designer will open as a separate window

Editing Data & Variables


1

Information about a variable is displayed on the

right when you single click once on a variable in

the tree structure.

2

To edit a variable, either double-click it, or click on

the Edit Variable icon.

1

Both the variable name

and the description that

will appear in your tables,

can be changed here.

2

Double-click in the value labels

description box to edit the

labels.

3

When the Visible box is not checked, variables will

show as grey in the edit mode and will not appear in

the Designer window. You can hide groups of variables

by selecting them in the tree structure and choosing

the option Hide Variables from the options that

appear in the pop up menu.

Add or delete categories + label

description by using these two

icons. The top icon will add one

new line at the time, in which

you can enter the code and the

label description

The tab Variable List provides an overview of all variables with the following items

shown in one line:

Visible yes/no – name – description – label set

You can do a direct edit on these items by double clicking the bar, but you can also

copy blocks of information to Excel, edit there an d paste the edited data back. Use

keyboard combinations [control C / control V] for copy pasting.

NOTE: the list only shows those variables you have selected in the tree structure

under the tab Variables

In order to quickly edit label sets

across groups of variables, simply edit

the labels in one variable and click

update. Now select the range of

variables you want to have the same

label set and select the Copy selected

variables labels from the menu.

This will produce a pop-up The pop-up asks you to confirm you

want to copy the label set of variable

X, to variables Y,Z etc. If you click yes,

all selected variables will have the

same label set.

NOTE: check that the variable to copy

from is the correct variable. The

variable to copy from is always the

LAST variable selected in your range.

1

With Add Grouping you can group your

variables under a group name for easy

access when making tables. 2

For example: group your satisfaction

variables together under the group

Satisfaction. Select the variables by

clicking on the top one, hold down

Shift and the clicking on the bottom

variable to be selected

3

You can create and name a new group

yourself or add variables to a group

you’ve created before.

satisfaction

The tab DATA provides access to the actual data file.

Manually append a

single case to your

data file. Either type

or copy paste the

entire case line

from excel.

Delete a single case

or group of selected

cases from your

data file

The Editor Form

opens a window

(see screenshote)

for case by case

data editing or data

input. The window

will only show

those variables

selected in the tree

structure under the

Variables tab.

You can define a

filter, so that the

ONLY cases shown

on screen are those

within the filter

definition. Using

the delete cases

icon, you can

permanently

remove these cases

from you data file

Processing Variables


1

Missing values (values that will not appear in the table output) can be assigned here.

You can assign missing values across a range of variables by right clicking your mouse

and choosing the option Set Missing Values from the options that appear in the pop up

menu.

2

When you have finished editing

a variable, click Update to save

the new values.

1

For assigning missing values to a range

of variables, first select the variables

you want to edit, click the right mouse

button and select Set Missing values

2

A menu will now open up. Fill in the

missing values you want to assign to

the selected variables. You can also

use wildcards, as in 999999*, to

indicate the range 9999990-99999999 99999*

1

You can edit a group of variables at

once. First select the variables by

clicking on the top variable that you

want to select, then holding down the

Shift key while clicking on the bottom

variable that you want to select.

2

After selecting a group of variables, a

right mouse click will open up a menu.

Here you can hide or show variables,

set missing values etc.

To recode one or more variables (into the same or a

new variables), first select a variable and then click on

the Recode Variable icon.

You can use this option for recoding existing coded

variables, or for coding open (verbatim) answers.

The system will recognise the character of the variable

and provide you with the options you need.

1

If you have selected a variable to

recode, its name will show as

source variable (s). You can give

your new variable a whole new

name, or use the * to base your

new name on the source (e.g. If

the source is V3 and you type

*coded in the bar behind

destination variable, the new

name will be V3coded) 2

Use one of the predefined recode

functions, or create your own custom

recode.

EG: (1,2,3,4,5)=1, (6,7)=2, (8,9,10)=3

3

Create labels for your new category

codes in this box. Use the top icon

to create more labels. When

finished, click execute.

.

1

Newly created variables are always

added at the bottom of the variable

tree. 2

You can change the position of a single or group of variables by

selecting the variable(s), moving the cursor to the variable above

where you want your selection to be and then click the right

mouse button AND the ALT key on your keyboard at the same

time OR use the move selected variables here option provided in

the pop up menu

1

Recode variable is also used to

categorize open (verbatim) answers.

Select the text variable you want to

categorize and then double-click

Recode Variable.

2

The coding screen opens up, showing the

text answers contained in the variable.

3

DataDynamic will code the open answers based on Soundex. If you don’t agree

with the program, you can split automatically coded answers or combine any

number of answers into one code yourself by using the buttons split values or

combine values. Select answers you want to combine by holding the control

button while selecting them.

4

After coding open answers, click create

and the new variable will appear at the

bottom of the variable tree

You can save your code list as a separate

file and reopen the list in a new file (e.g.

For a next wave).

1

When using multiple response

questions, you can group the answer

variables together into one multi-

response variable. Select the variables

you want to group by using Control or

Shift and clicking.

2

Next, double-click Add

variable.

3

In the menu, choose the type of variable

(category or dichotomous). Then give a

name and description to the new variable.

4

Next, click on Create and you are ready to

use the multi-response variable in your

tables.

DDR allows for the creation of Calculated Variables. These

variables are based on formula’s which can be input in the

formula box.

This starter guide contains no further information on the

how to build formula’s for calculated variables.

1

Click Add variable.

Click on Create and your calculated

variable will be added to the bottom of the

tree structure.

2

Double click the create

weight icon 1

To create a weight variable, select

the base variable(s). If a combination

of variables is needed, use the

control button to select additional

variables

3

Give the weight variable a name and a

description

4

The screen shows the actual

division in %. To create the

weight variable, fill in the

required % in the adjacent boxes.

Click create and the new weight

variable will be added to the

group of weight variables at the

top of the variable tree

The Linked Weight Var function, allows you to apply a fixed weight to

individual variables, rather than to the entire data file. You can link

different weight factors to different variables.

Once a weight variable has been linked, it is always applied. If you use a

weight factor for the entire file, this variable will be weighted on both

factors.

Designing Cross Tabs


The DD icon top left opens a drop down

menu for creating new files, opening and

closing files, saving files etc.

The options item opens a separate popup,

which offers some extra settings, the most

important one being version management.

When you tick the automatically create backup versions when

saving tick box, DDR will save a separate, numbered version of your

data file every time you actively save the file. This way, you create a

‘trace’ of processing actions and prevent severe implications of

mistakes.

The box Log user actions to scripting, will automatically save

all created tables in the script window (see next slide). You

can open this script log, using the show script log icon in the

top menu. If this tick box is not on, you can open the script

log, but it will not log script.

Example of the script log window containing VB script of 4 created tables. DataDynamic Scripter can

be used for script logging, but also for script writing and script editing.

Ticking or un-ticking these boxes, will impact on what is

shown in your variable tree. The variable icons tick box

hides /shows the green icons in front of the variable name.

The variable name tick box, hides /shows the variable

name.

When you create more tables by selecting an x number of

variables down the side, DDR is set to create 1 table statement,

containing x individual tables. When you tick the separate tables

box, DDR will create one separate table statement for each

individual table, so x table statements each containing one

table, instead of 1 table statement containing x tables.

Using the Search List will only show those variable that contain the reference in the search box.

1

If there are weight variables available, use the weight

drop down menu to provide all available options from the

weight variable group. Select the weight you want to

apply to your tables. All output will now be based on the

selected weight variable. If no weight variables are

required, you click clear weight.

2

You can define any variable as

weight variable, by selecting the

relevant variable(s) in the tree

and choosing the set as weight

option provided in the popup

menu

1

When you first use the

table maker, the table area

is empty.

2

To create a table, first select

the variable(s) you want to

use.

3

You can move selected variables into the table

maker by dragging and dropping them or by

using the add down or add across icons in the

menu (you can also use the same icons visible

in the predefined table).

1

The names (not descriptions) of

the selected variables appear in

the table boxes.

3

To create the table, click on

Show table

2

If you select more than one variable down the side,

the system will create tables underneath each other.

If you select more than one variable across the top,

the system will create 2 tables next to each other.

Requested tables appear in the scrapbook. You can

promote any selected table(s) to your workbook using

the promote icon.

You use the scrapbook for producing table set after

table set and the workbook to build a table set that is

relevant for reporting purposes.

You can clear your

table(s) by clicking the

red cross icon. The

system will always ask

you if you want to save

your output before

deleting it.

The Bin icon will only

delete selected tables

If you want to save your output, you

can use the save DDO icon (DDO =

DataDynamic Output file) .You can

save different output files under

different names.

Open a DDO file by clearing the

output list and right-mouse clicking

in the empty area. This will open a

menu: select open DDO

Move tables

up or down

in the output

list

1

To change the structure of

your table, click the Table

Options icon and a pop up will

appear

2

Table Options contains two tabs: data options and formatting

options. Data options allows you to include statistical functions

like significance or averages or to switch from column to row

percentages. The formatting options allow you to change the

format of your table. You can determine your personal default

settings

1

To add a layer to the table in

order to create a so called

nested table, select a

variable to add and click on

Add Across Nested or Add

Down Nested

2

Nested variables will be added

to your table structure in

separate boxes.

3

The new table will be added to

your scrapbook. The table here

is just an example of the

outcome.

1

Every table cell is interactive.

Clicking it, will show this

popup, which allows you to

use the cell as filter definition

or to call up client sheets for

that particular target group.

1

Client sheets are overviews of

all answers provided by each

individual respondent. They

can be called up using the

Client Sheets tab.

It is possible to ‘regroup’ on the fly, i.e. Recode the categories in a table to new combined

categories.

-Select the categories you want to combine by clicking them. They will highlight yellow

-Right mouse click and the pop up shown here will appear. Add the new grouped category to the existing table or replace the original ones

2

-Save the new categories as

a permanent variable , by

right mouse clicking the

new table

1

You can add a filter to a single

table by clicking on the Add

Table Filter icon.

2

You can add a filter to all

tables you create by clicking

on the global Add Global

Filter icon.

3

The Define Filter screen pops up. Select the

filter variable you need and click on the arrow

to add.

4

Now select the value or values

you want to set as your filter. 4

To finish, click on Apply Filter.

1

Top or Sort your table in ascending or descending order by clicking

the relevant icon.

2

The pop up menu will appear. Select the

combination needed (if you are Topping you

can give the rest category a name) and click

Apply.

You can exclude categories (like don’t know )

from your sorting list by clicking the exclude

icon and indicating if you want to rank them

at the top or bottom of your table

In order to go back to your original unsorted

table, click the cancel icon next to the T icon

for Topping.

Export to Excel


1

In order to export to Excel, first select

the tables you want to export in the

tree, then click the export to Excel icon.

2

Use this pop up menu to indicate if

you want to export to a new or existing

Excel workbook.

3 The keep table formatting tick box will

include the format in the export.

The create charts tick box will generate one

Excel chart for each exported table. The

chart type is dependent on the default

chart template defined in the template

settings in Excel (see next slide).

You will find the

exported tables on the

first sheet of your

workbook.

All other charts will

contain one chart each.

The number of sheets

depends on the number

off tables exported.

You can change the chart

type by FIRST editing

your chart to

specification and then

saving it as a chart

template in excel

Once saved, you can define your new

template as the standard template by

clicking the change template icon and

opening the folder with chart templates

Select your new template and click the

set as default template icon.

When you next export a set of tables

from Excel and create charts, it will use

your newly defined standard template

Export to PowerPoint


Select one or more of the

tables you would like to

export to PowerPoint as

CHARTS

Click the chart options

icon , which will open the

popup shown

You can now LINK a specific customized chart

template to either one or more of the tables

you want to export to PP. You can create

these chart template yourself in Excel (see

next slide).

The link between table and chart template

will be preserved in the DDO file

In order for DDR to pick up one or more

of your template documents, you must

save these in my documents/intellex

dynamic reporting / DataDynamic /

excel templates

Once the link between tables and chart templates has been made, you can select the tables you want to export as chart to PP and click the

Export to PowerPoint icon in the top menu. Tables will be exported as editable objects, NOT as images. NOTE: the PP Module is a different

application

Your Chart template document is

an Excel document containing as

many chart templates as

necessary. Each template is shown

on a different sheet and you

should name each sheet in a

recognizable way.

In order for DDR to pick up one or more

of your template documents, you must

save these in my documents/intellex

dynamic reporting / DataDynamic /

excel templates

We trust this Starter Guide will help you on your way with DataDynamic. After initial familiarisation we are confident that

you will see how easy the system is to use and how you can quickly and efficiently analyse your data. Of course our

licensed version comes with a complete manual.

This Starter Guide is not meant as a complete manual, so not all functions are explained. It is only intended to enable you

to quickly become familiar with the system and be able to understand some of its capabilities. We hope that it is clear,

however should you have any queries, please do not hesitate to contact us on [email protected].

We believe that DataDynamic will prove to be a valuable tool for your company and hope that you enjoy using the system.

The Intellex team


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DataDynamic Reporter - User guide

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