Planning &

Business
Intelligence

QLIKVIEW BASIC
TUTORIAL

Document Version 09.02.16

This describes how to login to the QlikView Server with

some basic instructions for using QlikView

Contents

Welcome to this basic QlikView Tutorial. This has been provided to get you
started using the QlikView dashboards available from Planning and Business
Intelligence.
Please note that this guide is not comprehensive and will not cover all aspects of
QlikView usage. Use the guide as a starting point but investigate QlikView
further by pointing and clicking images, dropdowns etc to see what results you
get. There is much hidden under the surface.

1. Login
2. Data Protection Act
3. QlikView Basics
4. University of Glasgow Definitions
5. How Do I?
6. Tutorial

1. Login
QlikView is a web-based tool that works with most standard browsers. The
following browsers are supported:
Browser
Internet Explorer
Google Chrome
Mozilla Firefox
Apple Safari

Minimum Version
7
18
12
5

It should be noted that the main testing carried out has been done on
Internet Explorer, Mozilla Firefox and Chrome. Feedback on these and
other browsers would be welcome.
Please also be aware that the interface can be slightly different depending
on what browser you are using so the images presented in this document
may not be exactly as shown.
To login to the Access point of the QlikView Server, go to:
http://www.gla.ac.uk/services/planning/qlikviewinteractivedashboardforlice
nseholders/
where you will find a URL link which will take you to the following the login
page:

Enter your User Name you use for other University systems. The password
will be the password associated with your personal GUID.

Once you have signed in the QlikView Access Point will show you the
QlikView Dashboard files to which you have access, something similar to
the following:

Click on the dashboard you wish to view, so for example let us start with the
Student_Dashboard. This takes you to the Main Menu as shown in the picture
below.

Select the Student Headcount (via Academic Plan Owner) button from the
Main Menu. You should see something like the following which is the Guidance
tab which gives some background on the headcount methodology used:

You will see a number of tabs at the top of this screen. If you choose say the
Career tab then you will see something like:

2. Data Protection Act

Data Protection Act 1998
http://www.legislation.gov.uk/ukpga/1998/29/contents
These dashboards are protected by the data protection act as follows:
Declaration: I understand that authorisation for access to University records is
granted strictly on an individual basis for specific and limited purposes in
accordance with the requirements of my job. It is prohibited for me to use my
authorisation for access for any other purposes. It is prohibited to transfer my
authorisation for access to any other individual. I further understand that any
data held in, or extracted from, or input into, central records must be processed
in accordance with the provisions of the Data Protection Act 1998.

3. QlikView Basics

QlikView
Accessp
oint

The login screen for QlikView:

Dashboa
rd

The file you open in QlikView:

Tab

These are the different tabs available inside the Dashboards:

Button

This is an example of a button on the Main menu of our main

Student Dashboard:

Scrolling
through

If there are more tabs than the screen allows the following buttons
are useful for navigating between tabs:

different
tabs
The left and right arrows
allow you to scroll left and right
to see all the various tabs available and then you can click on a tab
name to make a selection.
The down arrow tab
allows you to see a dropdown menu of
all the tabs and you can make your tab selection from here:

List Box
(usually
on the
left hand
side on
most
tabs)

This is an example of a list box which allows you to select (in this
instance) a College:

Colour
guidanc
e when
making
selection
s

Selected values turn green and unrelated values turn grey i.e. FullTime and Part-Time respectively in this example:

The
filters
that are
currentl
y
applied
(top left
of most
tabs)

This shows what items you are currently looking at i.e. what your
filtered selection is:

Clear All

The clear all will clear all selections and defaults to the current Term:

Clearing
Selectio
ns
individu
ally

Use the eraser beside the selection. E.g. if you select the eraser
beside the Academic_Load eraser on the following selection:

Values compatible with the current selection turn white e.g. if I select
the College of Med, Vet & Life Sci it becomes green because it is
selected.
The School of Medicine and School of Veterinary Medicine are
relevant to the current selection therefore they are white.
The Adam Smith Business School and the Arts College Administration
are not relevant to the current selection so they are grey.

You would then get:

The eraser can be used in the Current Selections box at the top left,
or from the individual lists beside College Name, School Name etc.
Selectin
g
multiple
values in
a list
box
Cycle
buttons

Make your first selection by clicking it as normal then make

subsequent selections by holding down the CTRL button on the
keyboard and clicking required selections.

Selectin
g data
from
multiple
terms
Sorting
order of
display
of data
Data
Protecti
on
Exportin
g data to
Excel

You can only select one term at a time. If you wish to export data to
Excel you need to do this in separate exports for each term.

Printing

To cycle through different screens. See the one in the

College/School Level tab which cycles between the following
screens:

This cannot be done easily in QlikView but the data can be exported
and formatted in Excel if required.

For data protection purposes, when either the Disability, Ethnicity

and Multiple Deprivation tabs are selected then both student
details tabs are suppressed.
Choose the Excel button from the tab you wish to export. For
example if you scroll to the right of the Student Details tab you will
see the following button:

See the print button in the College/School Level tab which lets

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you print the following screen onto a web page. The you can CTRL
+ P to print it:

4. University of Glasgow Definitions

Standard Student
Population
Headcount/Metho
dology

The Standard Student Population methodology, as agreed

with Colleges, only includes those students who are fully
registered at the time the data is extracted. This Standard
Student Population focuses on the main categories of
students (Undergraduate, Postgraduate (Taught and
Research)) who are based primarily on-campus.
The Standard Student Population excludes students from
the following categories:
Academic Prog: 7104 Clinical Scholar
All Lifelong Learning (LLL) and Higher Doctorate (HD)
Students
Academic Plans with a Field of Study labelled as
OUTCAMP
Academic Plans owned by the Learning and Teaching
Centre:
Acad-Org 90900000.
The numbers presented represent physical students for
the individual criteria selected. A student may be
associated with more than one College or School if they
are doing a joint degree. It is therefore possible that
individual School totals may not sum up to the College
Total if a student is associated with more than one School
i.e. the student will be counted as a headcount of one in
each of the individual schools but will not be double
counted at College level. The same applies at University
Level when a students Plan is joint between 2 Colleges.
IMPORTANT NOTE WHEN OUTPUTTING DATA TO
SCREEN OR SPREADSHEET:

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Please be aware that often if you are extracting the

detailed student data to view on screen or to export onto
a spreadsheet then there may be more rows than there
are students. An example of where this might happen is
that a student may have 2 rows of plan data if they are on
a joint plan which is across 2 Schools as mentioned
above. Another example is in the course data a student
could have say 5 or 6 individual courses and therefore
they would have 5 or 6 rows of data.
Additional
Separate
Categories

Students from the following Additional Separate

Categories, while not included in the Standard Student
Population, are presented at the request from individual
Colleges as additional headcounts which are over and
above the Standard Student Population:
Exam Only
Christies
Thesis Pending
Erasmus Outgoing, Exchange Out and Language Year Out
Distance Learning
Sabbatical
Singapore Institute of Technology (Engineering) and
(Computer Science)
University of Electronic Science and Technology China
(UESTC)
Scottish Universities Environmental Research Centre
(SUERC)
Majan University College, Oman
Nankai University

5. How Do I?

This section is also contained in the main QlikView dashboard for your
convenience.

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6. Tutorial
Simple Query Example
To search for data you just click on something you want to know more about.
1. Select the Main menu.
2. Select the Student Headcount (via Academic Plan Owner) button.
3. Click on the College/School Level tab.
4. Take note of the current headcount which is counting the whole University.
You can select the Clear All button on the left of the screen just to be sure
that this is the case.
5. In the list box College Name on the left of the screen, place the mouse
cursor on the value College of Science & Eng and click to select this College.
The colour of the cell turns green and moves to the top of the colleges list. In
Qlikview terms, this value is selected as shown below:

Take note of the new headcount. It will have decreased as you now have only
one College selected. The result of the search is displayed instantaneously in
all the other tabs.
You immediately see which of the values in the other list boxes are
compatible with the selection and which are not. The cells of associated field
values are white; cells which are not associated are grey. You will see this
grey effect if you scroll down the School Names list. All Schools which are not
part of the College of Science and Engineering will be grey.
To clear your selection, click on the selected cell again, or click on another cell
in the same list box. The new selection will replace your previous selection.
You can select the Clear All button at any time which removes all your
selections.
To select more than one item in the same list box, hold the CTRL key down
while selecting additional values. If the items you are selecting are adjacent
to your first selection, you can instead hold the left mouse button down while
dragging the mouse cursor.

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The data shown in all tabs will now relate to all of the items chosen in the list
box (except for the MD20/40 and SIMD tabs which are a specially selected
subset of students).
Data can be exported into excel by clicking on the Send to Excel button
which can be seen circled in red below (this is the Domicile tab):

Combining Selections Example

Another value in another list box can be selected in combination with a
previously selected value. When you select an optional value from a list box and
then select another optional value from another list box, QlikView will show the
combinations belonging to both selections.
1. Remaining in the College/School Level tab select the Clear All button on
the Dashboard. This will clear all current selections and return you to the
present term and show the data for the whole University.
2. Suppose you want to know how many Undergraduate students are within the
School of Chemistry taking Academic Plan: F104-2207 Chem Med Chem (WP),
Msci.
a) In the list box College Name, place the mouse cursor on the value
College of Science & Eng and click it to select this College.
b) In the list box School Name, place the mouse cursor on the value School
of Chemistry and click to select this School.

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c) In the list box Career on the left, place the mouse cursor on the value
UG
to
select
undergraduates.
As you went through each of these selections the headcount of the
number of students selected kept reducing.
d) If you then click on the button entitled Headcount of Students
Registered on Individual Plans (second one along circled below):

e) You will see all the academic Plans associated with UG Students within the
School of Chemistry. Remember that all data from dashboards can be
exported to Excel by clicking on the Send to Excel
button, circled
in red:

f) You can now scroll down the list to see/select the information you require.
For example, by clicking on F104-2207 under the Acad Plan column, this
Dashboard will show the number of students on the selected Plan.

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g) Click on the Student Details tab to display the individual student data for
the specified selection (student names have been removed for data
protection purposes):

h) All tabs can be accessed from the buttons on the Main Menu tab. If not
visible (normally if using a web browser other than Internet Explorer,
where all tabs are visible) then they can be accessed using left, right and
downward arrow at top right hand side:
Left and right arrows move accordingly through the tabs. Downward arrow allows
selection from a list.
The current selections are automatically carried across tabs for your convenience
within each tab.
The ability to drill down to individual students is available for all tabs except for
Ethnicity and Impairment due to Data Protection constraints.

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Keeping Track Of Your Selections Example

When you make many selections at the same time it can sometimes be hard to
keep track of them. In order to help you with this we have introduced a Current
Selections window into all the appropriate tabs within the Dashboards. This is
located at the top left of the screen.
For example on the College/School Level tab you will find a Current Selections
window in the top left hand side of the screen. This lists all fields in which
selections have been made and the values selected.
For example if we select Clear All and then select UG students for the current
term 13/14 we will see the following appear within the Current Selections
window:

Try making some additional selections and watch how they are reflected in the
current selections box, for example select a particular plan or group of plans.
As stated previously you may clear all current selections by clicking the Clear All
button just below the Current Selections box.
You may also remove individually selected items within the Current Selections
box by using the eraser icon beside each individual selection:
Please note that Term cannot be erased and to change this you need to click on
the appropriate Term in the header (top right).

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Searching Values Example

The most common selections are available within list boxes on the left hand side
of the screen. Additional fields are available from the Search box which is
located top right:

This lets you search on the following fields:

You can use the arrow on the search to select from this list or use text search e.g.
to search for Zoology you can type zool in this search box and you will see
something like the following:

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You can choose one of these plans or if you select return, all plans containing
zool are selected (note the search is not case sensitive).

Searching for an Individual Student where the ID is known

1. In the Student Headcount section i.e.

select the Student Details or Student Course Details tab.
2. Select the Clear All button to show all students.
3. Type in the student ID here:
return on the keyboard.

and press

4. Additional note: You will only be able to see the students in the Standard
Student Population so if a student you are interested in does appear then
they are either not registered, are in the Additional Student Population
category or are not part of the population extracted at all see the
Guidance tab which fully explains which students are included.

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Signing out of various Internet Browsers

This can be slightly different depending on what internet browser you are using.
We have given instructions here for 3 commonly used browsers.
1. Signing out of IE:
a) Select the x at the top right of the screen in order to individually close any
dashboards that you have open:

b) Then you will see the Accesspoint browser window. You should select Sign
Out which is at the top right of the screen:

2. Signing out of Firefox or Chrome:

a) Select
at the top right of the screen in order to individually close
any dashboards that you have opened.
c) Then Select the x at the top right of the screen in order to individually
close any dashboards that you have open:

d) Then you will see the Accesspoint browser window. You should select Sign
Out which is at the top right of the screen:

Feedback and comments

We hope this Tutorial helps to show you some of the potential of using QlikView
to explore your data.
Feedback on the dashboards would be welcome at [email protected]
Thank you

See Appendix A: Qlikview Buttons quick overview of data underlying

each for futher information

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