The video below provides an overview of how to navigate the Grids feature in Scholarly. Additional FAQs are below. If you have further questions, please see our other articles on Grids or reach out to the Scholarly team.
What are Grids and when should I use them?
Grids give you a way to interact with your faculty data in a spreadsheet-like interface with a live connection to the underlying Scholarly database. This means that any edits to faculty data you make in the Grid will also be reflected in the faculty member's profile, Scholarly reports, and workflows, where relevant.
Grids can be a helpful tool for a variety of use cases, such as:
Making bulk edits to faculty data
Example: Update the Rank for all faculty members who were promoted to Full Professor this year
Pulling lists of faculty members with custom filters and data fields
Example: Pull a list of names and email addresses for all faculty who are eligible for sabbatical in the upcoming academic year
Summarizing and visualizing data across departments, ranks, or other dimensions
Example: Create a bar chart showing the mix of faculty by Rank over the past 10 years, comparing the History department and Math department
How do I access Grids?
If Grids are enabled for your institution, you can access them through the "Grids" section in the lefthand side bar. If you don't see Grids, talk to the Scholarly team about activating this feature for your account.
Who has access to Grids?
If Grids are enabled for your institution, only institutional administrators will be able to access and edit the faculty roster using this feature. Faculty members and department administrators do not have access to faculty roster Grids.
What do the different types of Grids represent?
The Faculty Roster Grid is a read-only view of your faculty roster, where you can view faculty members, create visualizations, and export data. This Grid refreshes periodically, with a timestamp in the upper right corner noting how recently the data was refreshed.
The Editable Faculty Roster displays the same information and should only be used for editing faculty data. If you need to export data or create charts, use the Faculty Roster Grid instead. This view is refreshed in real-time, so does not show a 'last refreshed' timestamp.
What data can I access through Grids?
The faculty roster Grids contain basic faculty information such as name, ID, and email address, as well as demographic and appointment details.
The columns displayed in these Grids is customizable to your institution. Talk to the Scholarly team about any changes you'd like to see.
How can I narrow down the Grid to just the information I need?
There are several ways to distill down the large set of information in the Grid to only the subset you're interesting in looking at.
Here are a few things you can do in the faculty roster Grid:
Select which columns to display by clicking the "Columns" button in the top right corner and using the check boxes to select which fields you'd like to see.
Filter columns to specific values by clicking the funnel button at the top of the column and selecting from a list of values, or by typing into the open text box at the top of the column.
Sort columns by clicking on the column header. For example, click on the 'Last name' column header to sort by last name in ascending order (A to Z). Click the header again to sort in descending order (Z to A).
Reorder columns by clicking and holding the column header, then dragging the column to the left or right.
Pin columns using the three-dot menu at the top of any header column. You can select to pin a column to the left or right side of the Grid, and it will remain visible as you navigate through the other columns. Select "No Pin" to un-pin a column.
To reset to the original view after making any of the above column changes, click the three-dot menu button at the top of any column and select 'Reset Columns'.
Can I highlight certain rows and columns?
You can highlight a row in Grids by clicking on any cell in that row. The row will be highlighted with a blue background until you select a different row.
Columns cannot be highlighted in blue in the same way, but will show a grey background when selected. Additionally, you can use the "pin column" feature noted above to pin a column to the left or right side of the Grid, so that it remains visible as you navigate through the other columns.