Create Data View: Using a Connected Database
This section walks users through the process of creating a Data View with a connected database. To create a Data View from a connected database, follow the process below.
Choose your starting point to initiate Data View creation
There are two ways to start the Data View creation process. Expand on one of the options below to see detailed steps and a screenshot of the process.
Option 1: From the Data Sources Page
Navigate to the Data Sources page.
Ensure the Data Source you want to use has a status of Available.
Expand on the Data Source and select View.
Select the Add Data View button on the Data Source Summary page.
Step 1 of the Data view creation wizard will display with the "Which database?" field prepopulated with the selected data source.
Option 2: From the Data Views Page
Select the Create button on the Data Views page.
Step 1. Getting Started with Your Data
Once in the Data View Creation Wizard, fill out the following required fields in Step 1:
What data do you want to load?
Select the type of data collection you wish to load data for. Once selected an additional dropdown field will display (2. For what reporting year?)
For what reporting year?
Select the reporting year of the data you are loading.
Where is the data coming from?
Select "by connecting to a database". Once selected an additional dropdown field will display (4. Which Database?)
Which Database?
Select the database you want to pull data from (if not prepopulated).
Once all the required fields are filled out, select Next: Load to proceed to Step 2.
Select "Cancel" or "Close" to exit the wizard, which will discard any information entered or progress made up to that point.
Step 2. Load Data
On step 2, expand on the data file field(s) and select the Preview Data button displayed for each.
Since you’re connected to a database the system identifies the appropriate tables and pulls the data for each data file field displayed.
Multiple file fields may display on this step according to the type of data you selected to load. In the screenshot below, there are two:
FS089 – Children with Disabilities (IDEA) Early Childhood
FS002 – Children with Disabilities (IDEA) School Age
A modal window will display a preview of the first 10 records retrieved for you to review and confirm that the data to be loaded is correct.
To close the preview, select the Close Preview button.
Once you have closed out of the data preview, select Next: Review to proceed to Step 3.
Select "Back" if you need to revise any previous steps.
Select "Cancel" or "Close" to exit the wizard, which will discard any information entered or progress made up to that point.
Step 3. Review Summary
On Step 3, review the summary details of your Data View which include the following:
Data View
The type of data that was loaded.
Reporting year
The year for which the data is being reported.
Data load method
The method of which the data was loaded.
Expected data and load status
Provides an overview of the data expected in your data view and its corresponding load status. For each data file included, you can preview a subset of the data by selecting the Preview Data link.
Once you are finished reviewing the impact analysis, select Next: Save to proceed to Step 4.
Select "Back" if you need to revise any previous steps.
Select "Cancel" or "Close" to exit the wizard, which will discard any information entered or progress made up to that point.
Step 4. Name the Data View
On Step 4, fill out the required fields, which include the following:
Name this data view:
Provide a unique name for the Data View. The field is prepopulated to help get you started, but it can be modified as needed.
Add a description:
Provide a detailed description of the Data View. The field is prepopulated to help get you started, but it can be modified as needed.
Once all the required fields are filled out and you are ready to save the Data view, select Save.
Select "Back" if you need to revise any previous steps.
Select "Cancel" or "Close" to exit the wizard, which will discard any information entered or progress made up to that point.
View Data View status
Once the Data View is saved, you will be brought to the Data View page. You will find the newly created Data View displayed in the list with a status of Requested.
Note: Processing and loading the data view takes time, during which the data view will undergo multiple status stages. To monitor the changes, you will need to refresh the Data view page to see each status update. Until the data view reaches the “Available” status, a report cannot be created with the data view. The statuses are explained further in section Data View Status and Meaning.
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