Further Guidance

How to Share Your Evaluations

The Culture Counts platform enables organisations to share their evaluations with others to help the sector benchmark and learn. Many of our members choose to share their evaluations with a member of Counting What Counts staff, asking us to check it over before its public distribution. Sharing evaluations is also useful when undertaking a collaborative event with another member organisation.

To share an evaluation, simply click on the evaluation name in your dashboard evaluation list. Click the Edit button at the top right of your screen. Click Sharing Options from the dropdown list. In the box that says ’Share with another’, type in the email address of the person you would like to share with. They must also have a Culture Counts account so they can view your evaluation within their dashboard.

To the right of the email address is a dropdown list of sharing options. Choose ‘Viewer’ if you would like them to be able to look at your evaluation and results but not edit it in any way. If you would like them to be able to do more than just view your evaluation, choose ‘Admin’ from the pulldown list. This will give them the same access to the evaluation as you. This option is best for collaborative events, where both organisations want to share the creation and editing of their event surveys; both organisations would also have equal access to results.

If you would like to unshare with someone, simply open the Sharing options box again via the Edit dropdown and click the ‘x’ next to their organisation name. This is where you can also view each organisation’s permission level.

*Please note, the links above will take you away from the Impact and Insight Toolkit and to YouTube. Please ensure you are happy for this to happen before clicking and have familiarised yourself with their cookie and privacy policies.

How to Archive an Evaluation or Survey

If you find yourself wanting to remove an evaluation or survey from your dashboard, you can do so by using the archive function. Archiving a survey or evaluation will remove it from your dashboard. It is similar to “deleting” something, except that it will not delete any associated data.

Archiving an Evaluation

Data archiving is the process of moving a collection of data to a backup repository in order to separate current data from data that is no longer actively used. The files that are archived can be retrieved and this process is often used for long term data storage.

You can archive an evaluation by clicking into the evaluation you wish to archive and then clicking ‘Edit’ on the top right corner. From the dropdown you can then select ‘Archive’.

You will then be prompted to confirm or leave this process. Click ‘yes, archive this evaluation’ if you wish to continue. This will archive the evaluation, including all surveys within it. If you are a Creator or Admin of an evaluation, you also have the option to archive the evaluation for everyone it is shared with. This is useful when a project is no longer relevant, or you simply want to remove it from their dashboards. This will not remove their share on the data, however, and they can restore it themselves if they want to continue using it.

We wouldn’t recommend that you archive evaluations in the opening years of the Impact & Insight Toolkit programme. We will be encouraging you to analyse and compare your data, so in the early years of the project there is a value in keeping your evaluations in your Dashboard. However, you may wish to archive your old pilot or test evaluations.

Archiving a Survey

This is a similar process to archiving an evaluation. If you wish to archive a specific survey within an evaluation you can by clicking ‘Edit’ next to the survey and from the drop down list select ‘Archive’. Again, you will then be prompted to confirm or leave this process. Click ‘yes, archive this survey’ if you wish to continue.

Recovering an Archived Evaluation or Survey

Evaluations and surveys that are archived are not permanently deleted and can be recovered if required.

To recover an archived survey or evaluation you will need to contact our support team. Be sure to mention your organisation name and the evaluation or survey name that you would like recovered in your support request.


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The information on this page was last updated on 22 April, 2020.