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Working with Dashboard Data


Analytics by Liaison presents data via a suite of dashboards that include interactive, visual representations of data (i.e., visualizations). Dashboards also include tools that allow you to display specific information and perform more detailed analysis to better understand trends and draw conclusions about correlations and causality. This includes the ability to export and download the raw underlying data for use outside of Analytics by Liaison. The following sections outline the tools available for the dashboards.

Landing Page

After you log in to Analytics by Liaison, the landing page displays a dashboard that provides an overview of key applicant metrics.

The Analytics by Liaison dashboard

CAS Switcher

If you are using Analytics by Liaison for multiple CASs, use the CAS Switcher on the left side of the top menu bar to switch between CASs. 

The Analytics by Liaison CAS switcher

Data Labels 

Labels are numeric or descriptive values displayed next to or on top of sections of the visualizations. They are relevant to the specific section of the visualization (i.e., a bar in a bar chart, a line in a line chart, a state on a map, etc.) and represent the underlying value or a related description. Examples of data labels are as follows:

Example of a horizontal bar chart with data labels
Example of a vertical bar chart with data labels    

Example of a map with data labels

Using Filters

Filters allow you to refine and segment your data. Analytics by Liaison includes a list of standard filters which may vary by dashboard and may be accompanied by additional dashboard-specific filters, where applicable. By default, multi-select filters (i.e., where multiple values can be active at a time) are set to include all available values for your organization, and single-select filters (i.e., where only one value can be active at a time) are set to a suggested or most logical value given the context of the dashboard. 

A dashboard with the available filters highlighted on the right side

Key Filters and Related Terms

Note: depending on your user role and CAS, this list may not be exhaustive. 



Mapping to Applicant Portal Field

Related Terms that May Appear in Dashboards

Applicant Status and Application Status

The Applicant Status filter is generally available for Association Users. It refers to an applicant's furthest application status, regardless of the number of applications they have. For example, if Aimee Applicant has 2 applications in the Received status and 2 in the Complete status, her applicant status would be Complete. 

The Application Status filter is generally available for Organization-level Users. It refers to the status of each application an applicant has submitted.

Note: this filter's counting logic will vary between dashboards counting applicants and dashboards counting applications. For example, suppose Aimee Applicant has 4 applications with the following statuses: 

  • 2 Received
  • 2 Complete

If you were viewing a dashboard that counts applicants and you filtered by the Received status, Aimee would be counted once because she is one applicant with at least one application in this status. The same is true if you filtered based on the Complete status.

However, if you were viewing a dashboard that counts applications and you filtered by the Received status, Aimee would be counted twice because she has two applications in this status. The same is true if you filtered based on the Complete status.

Application statuses include:  

  • In Progress*: applications that have not yet been paid for and submitted (these applications are still in the process of being prepared and submitted).
  • Received: applications that were paid for and submitted but are missing required documentation (i.e., letters of recommendation, transcripts, etc.).
  • Complete: applications that include all required documentation. This is the final status for application services that do not include coursework verification.
  • Verified: applications that have had coursework verified by Liaison. 
  • Undelivered: applications that have been returned for corrections (for example, the applicant did not list a college attended, or they incorrectly entered coursework).
  • On Hold: applications placed on hold due to more significant issues, such as duplicate accounts, payment issues, code of conduct issues, etc. An application can be placed On Hold at various stages of the application process. 

*The In Progress status does not appear in Analytics by Liaison because it indicates that an application is still in progress and has not yet been submitted.  

  • Submitted Applicants includes to all applicants who are Received, Complete, Verified, On Hold, and Undelivered.
  • Total Applicants includes all applicants who are In Progress, Received, Complete, Verified, On Hold, and Undelivered (excludes On Hold applicants who did not submit an application).
  • Submitted Applications includes all applications that are Received, Complete, Verified, On Hold, and Undelivered. An application needs to have a submitted date to be included in this category.
  • Total Applications includes all applications that are In Progress, Received, Complete, Verified, On Hold, and Undelivered (excludes On Hold applications that have not been Submitted).
  • Average Applications equals all applications (including On Hold applications that have not been Submitted) divided by all applicants (including On Hold applicants who did not submit an application). 
  • Average Applications equals all applications (In Progress, Received, Complete, Verified, On Hold, and Undelivered) divided by all applicants. On Hold applications and applicants are included in this calculation (even if not yet submitted). 

As of Month/Day

The As of Month and As of Day filters are used together. When you use these filters, the data is filtered according to the first occurrence of the chosen month and day in each cycle. Note that if a cycle is longer than 365 days, the same month can display more than once in the duration of the cycle. 



Citizenship Status

Applicant US Citizenship status.

Applicants complete this question in the Personal Information > Citizenship section of the application: 

The United States Citizenship question in the CAS application


Cycle Name/Application Year

Application cycle. This filter includes all cycles available from the CAS 3.x platform but does not include cycles from the CAS 2.x platform. 



Decision Code

Standard CAS-wide codes used for categorization and reporting of applicants. 



Ethnicity and Race

Applicant race and ethnicity.

Applicants complete this question in the Personal Information > Race & Ethnicity section of the application: 

The Race and Ethnicity questions in the CAS application


Legal Sex

This filter generally includes options for Female, Male, Did not Report, and any CAS-specific custom values that applicants may select in the application (e.g., non-binary). 

Applicants complete this question in the Personal Information > Biographic Information section of the application (note that the question title may vary): 

Example 1:

The Gender question in the CAS application

Example 2:

The Legal Sex question in the CAS application


Program Attributes

(also referred to as Program Details in the CAS Configuration Portal)

Each CAS defines a set of program attributes (i.e., characteristics) that schools can configure for their programs. These attributes define programs in regards to the degree earned or the type of course (e.g., online, in-person, etc.).



Program Name

This filter allows you to filter data by a specified program(s).



Start Term

The start term selected by an applicant.



Displaying Unknown Values 

Some filters (and even data visualizations) include values that indicate a lack of data. For example, if an applicant withholds information, a filter may include values such as Did not ReportDeclined to StateUnknown, etc. 

An example of Ethnicity and Race data with a Did not Report filter value

No Data Available

When you apply filters that do not produce any corresponding data—for example, there isn't enough data at the beginning of a cycle because applicants have not yet submitted and supplied the necessary data to populate the dashboard—a NO DATA AVAILABLE message displays. 

An example of a dashboard displaying a No Data Available message

Selecting Data

You can click on any part of the visualization to isolate it, or use the Ctrl button on a PC (or Command button on a Mac) to select and isolate multiple parts of the visualization:

 A data visualization with individual data points selected

Additionally, you can use your mouse to click-and-drag to select multiple parts of the visualization (i.e., using a lasso):

A data visualization with a range of individual data points being selected via the click-and-drag mouse function

The data becomes selected when you release the mouse button: 

A data visualization with individual data points selected

Using Guided Analytics

In some dashboards, like Demographic Dashboards, you can isolate a part of a visualization, causing the data in any other visualizations to filter and adjust accordingly. For example, in the Applicant Legal Sex Distribution by Race and Ethnicity dashboard, when you isolate data in the Applicants by Age Group and Legal Sex visualization, the data that appears in the other visualizations corresponds with your initial selection.  

A dashboard with isolated data points

Once you've selected data, you can use the Tooltip Actions described below. 

Viewing Tooltips 

Tooltips are text or graphical labels that appear when you hover your mouse over or click on an element of a visualization; they contain additional information about the element. For example, in the Applicants by Ethnicity and Race visualization in the Age Group, Race and Ethnicity dashboard, when you hover over the teal portion of the visualization, the tooltip provides additional information including the cycle name, ethnicity and race, percent of total applicants, and applicant count:

A horizontal bar chart with a tooltip

Some tooltips include embedded visualizations that are particularly useful when there are more than two dimension of interestFor example, in the Applicants by State of Residency dashboard, when you hover over the state of Washington, the tooltip displays a visualization that includes a breakdown of the applicants by application cycle: 

A map with an embedded visualization

Using Tooltip Actions

If you select one or more sections of a visualization on a dashboard, the top of the tooltip will expand to include a set of actions you can perform on the data:

A bar chart with three highlighted data points and a tooltip showing an additional set of actions

Using tooltip actions, you can:

  • Keep Only the selected data and remove everything else from the view.
  • Exclude the selected data and keep everything else in the view.
  • Sort the data in ascending or descending order (in the example above, you can sort from earliest week to latest week or vice versa).
  • View the data, as described in the next section. 

Viewing and Downloading Full Data Sets

Using the View Tooltip Action

Using the View tooltip action, you can view the data for any isolated part of the visualization:

A bar chart with three highlighted data points and a tooltip showing an additional set of actions

When you click the View button, a new window opens with two tabs:

  1. Summary Tab: this tab displays a summary of only the isolated parts of the visualization (it does not include the complete data set):

    The summary tab of an export
  2. Full Data: this tab displays the complete data set:

    The full data tab of an export

​When downloading data, use the Show Fields button to select the specific data points you want in the output file. Note that some fields do not contain applicant data but serve as the foundation for generating the dashboard's visualizations (i.e., Unique Identifier, Decoded Week/Month/Year, MINDATE, etc.). You can disregard these columns.

    Analytics Download – Full Data Tab with Show Fields.jpg

Using the Download As Button

In addition to downloading data via the tooltip, you can use the Download As button in the top right corner of a dashboard to download the data in the following formats: 

  • PDF
  • Cross Tab
  • Data 
  • Image

    The Download As button expanded to show the data download options

Similar to the View tooltip action described above, any data you isolated in the visualization appears in the Summary Tab, while the Full Data tab contains the complete data set. 

Downloading Data as a PDF 

When downloading data in PDF format, you can use the Include drop-down to specify which data you want to appear in your PDF.  

 The Download PDF dialog box with the output selections

This feature can be especially helpful when a dashboard includes multiple visualizations and you want to specify which visualizations to include in the PDF. For example, the Applicant Legal Sex Distribution by Race and Ethnicity dashboard includes multiple visualizations. When you select the Specific sheets from this dashboard option, you can select the visualizations you want to include in the PDF. 

The Download PDF dialog box with the multiple sheets selected for output

Navigating Maps 

Some dashboards visualize data through geographic maps. Click on the map to reveal a toolbar that lets you:

  • Search the map or use the button to the right of the search box to focus on current location. 
  • Zoom in and zoom out.  
  • Use the Home button to revert to the map’s default view (note: this does not clear any filters).

Click the toolbar arrow to view additional tools that allow you to:

  • Magnify areas of the map. 
  • Drag the map to obtain a different view. For example, you can drag a world map so that North and South America are on the left side of the screen and Europe is on the right, or a you can drag North and South America to the right so that Asia and Australia are on the left.
  • Use shapes to quickly select geographic regions. 

Toolbar options overlaid on a map

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