U080 – About archiving and exporting

You would like to save and store BookWidgets results for consultation later. This article will list what you can do.

We'll exclusively be highlighting possibilities to export data from BookWidgets to an external location, so that you no longer require a BookWidgets account to access those data.

This article will go over the following topics:

1. How long does BookWidgets store my results?
2. The archive function
3. Exporting grades as a CSV file
4. Printing a widget either blank or filled out (as an answer/solution key) or exporting it to PDF
5. Downloading PDF versions of student works
6. The result export

How long does BookWidgets store my results?

No limit has been set. Even in case your licence expires, you'll still be able to log in on our website www.bookwidgets.com and consult the grades there, download PDFs, etc.

The archive function

BookWidgets' archive function was primarily used to declutter: to hide older submissions from view and keep the list organised. Since the introduction of the schoolyear filter however, the archive function, in most cases, has become redundant.

Schoolyear filter

The grade overviews will only show works that have been submitted during the selected schoolyear (1). To look at earlier submissions, simply click the schoolyear and select a different one. By default, schoolyears run from September 1 ^st to August 31^st. However, you can change the schoolyear start date if you wish. Click the schoolyear and then Edit… to do so. The overview will adapt to the newly selected date.

Exporting grades as a CSV file

Grades can be downloaded as tables. This type of download is only possible for one widget at a time.

1. Go to a widget's result dashboard;
2. Check the boxes of the students whose submissions you'd like to include in the file;
3. Click the cogwheel and select Download scores.
4. Choose which columns the CSV file should contain, then confirm.

Printing a widget either blank or filled out (as an answer/solution key) or exporting it to PDF

Please see this article.

Downloading PDF versions of student works

This is the work, in PDF format, that you can also return to your students via email. For batch downloading, there are two options:

• Download submissions of multiple students for a given widget at once.
• Download submissions of multiple widgets for a given student at once.

In case you'd like to download a single submission of just a single student, it does not matter which of the following methods you choose.

Dowload multiple submissions of a single widget

1. Go to  Review.
2. Click the name of the applicable course. Note: submissions of widgets that aren't integrated with an LMS will always be in (no course).
3. If applicable, click the class in which the submissions are located.
4. Below Submissions, click the title of the applicable widget.
5. Check the boxes of the students' names whose submissions you'd like to download as a PDF file. You can also select all submissions at once by clicking the gear icon above the list and selecting Select all work.
6. Click the gear icon (again) and select Download PDFs.
7. In the pop-up window, check the boxes according to your preference (see below).
8. Confirm.

Dowload multiple submissions of a single student

1. Go to  Review.
2. Click the name of the applicable course. Note: submissions of widgets that aren't integrated with an LMS will always be in (no course).
3. If applicable, click the class in which the submissions are located.
4. Below Students, click the name of a student.
5. Check the boxes of the widget titles for which you'd like to download the selected student's submissions as a PDF file. You can also select all submissions at once by checking the top box (in the header row).
6. Click the gear icon and select Download as PDF.
7. In the pop-up window, check the boxes according to your preference (see below).
8. Confirm.

If you use either method described above, the second-to-last step provides you with additional download options:

• Student version: if checked, will download the student version which you may have configured to contain less information than your own teacher version.
• Merge PDFs: if checked, will download just one PDF file.

Results exports

The results exports are the biggest and most comprehensive way to save and store BookWidgets results outside of BookWidgets. A results export will let you to download all submissions of all students within a given timeframe. This operation is usually carried out only once per year or semester.

1. Click Review > … > Results exports.
2. Click the button Create new results export.
3. Select a start and end date.
4. Click Export to confirm.

A ZIP file containing every submission within the selected timeframe will now be created. Within the file, every submission will be neatly organized by course, class, widget, student name, etc.

If you have many students and student submissions, the creation process of the file may take up to several hours to complete. However, you do not need to stand by. The browser tab may be closed and even the computer may be shut down; the file will be processed on BookWidgets servers. Why not start the export on a Friday evening and pick it up the following Monday morning? An exported ZIP file will remain available for download for 7 days. Then, it will disappear.

Excessive file sizes may sometimes lead to the export failing. If you receive an error notification, please try splitting the selected timeframe into equal parts (e.g.: if you're trying to export an entire year's worth of submissions, try semesters. If that fails, try trimesters). If the exports keep failing after three attempts, please contact support@bookwidgets.com.

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