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How to export data

Data can be exported in SPSS, Excel, and CSV formats, which in turn can be easily imported  into SAS, Stata or R. Please note that multiple variable names beginning with the same 64 characters will not be able to be exported due to duplicate records. 

Apart from the study data, the export file will contain list of all the variables created in the study and list of all the option groups with the option group names and values.

How to export data

Navigate to the 'Records' tab and click the 'Export' icon. Choose 'Export all Records' to export all record data. If you are exporting only data from selected records, first select the records you wish to export and then click the 'Export' icon and select 'Export Selected Records' from the list:

Please note: Selecting 'All records' will only export the records from the institute(s) for which you have Export rights.

In the Export options dialog window you can adjust export settings:

  1. Select the file format you want to export your data in. You can choose between CSV, Excel and SPSS formats. You also have the option to download all uploaded files in the 'Upload file field' in your study by selecting 'Uploaded files (to zip-file)'. With the option Upload CSV to sFTP you can send exported CSV files directly to another computer over sFTP, allowing for integration with other data processing platforms.
  2. In case you select CSV or Excel as export type, pick the way options are displayed in the export. Numbers will export the option values, while Names will export the options labels.
  3. Select between exporting the certain parts of the study, variable list or specific variables.
  4. Choose whether you want to export all comments. These will be exported to a separate sheet in Excel, or in a separate CSV file. The export for comments contains the following information: current value of the field, which type of form the field is located on (study/report) and the report name if applicable.
  5. Choose whether you want to export all queries. These will be exported to a separate sheet in Excel, or in a separate CSV file.
  6. Choose whether you want to export data verifications. These will be exported to a separate sheet in Excel, or in a separate CSV file.
  7. It is possible to decide which part of the study you want to export.  By default, the export will contain all the data from your study, reports and surveys. This is shown in the Entire study export structure immediately being selected in the tree-view. 

    In this interactive tree-view you can select smaller subsets (on the step-level). Using this tree-view you can export only a subset of your data, for example only study, reports, surveys or steps of your study, any report or any particular survey.

Exporting data

Watch the video walk-through on Castor Academy:

Exporting data | Castor Academy

Next steps: What are the exported files? 

The export includes multiple data sets. In an Excel export, these datasets are in different Excel sheets. In CSV and SPSS exports, the data sets are in separate files. 

  • Study data in one file called 'STUDYNAME_export_DATE.csv' or 'STUDYNAME_date.dat'
  • Report data in separate files. Every report has its own Excel sheet or file. For example, SAE reports and blood pressure reports will be in 2 sheets or files, which are called 'STUDYNAME_SAE_date' and 'STUDYNAME_blood_pressure_date', respectively. See here how you can merge study and report data in SPSS.
  • Survey data in separate files. Like reports, every survey has its own file.
  • Variable lists of study forms, reports, and surveys - a list of all fields.
  • Comments, incl. the current field value
  • Queries

Your export will be saved as a zip-file, containing either:

  1. An Excel file with separate sheets for the study data, each report, each survey, a list of variables and option groups. Examples of a study export and report export are shown below:
  2. A set of separate CSV files, one for study data and one for each report and survey, a list of variables and option groups, example below:
  3. A set of .dat and .sps files to import into SPSS, including a PDF instructions file, example below:

Importing data into SPSS

To import your data into SPSS please follow this link: How do I import Castor data in SPSS?

Choose files or drag and drop files
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  1. Castor Support Team

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