Using the Keypas Grid

When viewing school or pupil-level data within the grid view, it is likely that the data will cover more than one visible page. It is therefore necessary to use the page navigation tools at the foot of the data grid to quickly navigate your data. The corresponding arrows will take you to the next page depending on the direction clicked. The blue arrows will take you to the very first or last page of the data grid. Click the Refresh icon to reload the data within the grid.

The Export button allows you to export data from the grid into .csv file format, to do this click the button. Depending on your browser you may be asked to open or save the file, or it will download straight away to your default location for downloads.

Sorting Data in the data grid

Within the data grid you can sort your data alphabetically or numerically. This can be done in two ways. The first way is click the column header you wish to sort by.

For example, by simply clicking the Forename column header the data has been sorted alphabetically (A-Z) as indicated by the upward-pointing white arrow on the Forename column header. To sort again, this time Z-A, click the Forename column header again.

The second way to sort data is to right click the column header you wish to sort by. You can then select either Sort A to Z or Sort Z to A to sort either ascending or descending respectively.

Remember, you can sort on all columns with the data grid regardless of whether they are pupil names or assessment results.

By using the Freeze Pane option you can lock up to the first 5 columns in your view of the grid.

Filtering the data grid

Clicking on Quick Filter at the top of the pupil grid gives you a choice of filters to help you narrow down the results returned in the data grid including surname, forename, sex and DOB.

There will be occasions when you may need to access individual pupil records or groups of pupils with specific characteristics from the data grid. Effectively navigating and sorting data will be helpful but the best way to sift through pupil data is to use the filter tool alongside each column header.

From the below image you can see that each column header within the data grid has an empty cell and a blue filter icon next to it.

If you wanted to filter the data grid to only show a specific pupil in EYFSP, the simplest way to do this is to enter your criteria into the relevant filter cell as shown below;

As when editing data in a cell, the filter cell will change colour to blue when editing. Once you have entered your filtering criteria, click the filter icon, the following pop-up menu will appear:

To complete the filter process, having entered the school name into the filter cell and clicked the filter icon, select Equals To from the pop-up menu then select Apply All Filters. Data in the grid will then refresh to show only the filtered pupil(s).

The filter tool is a powerful tool that lets you drill-down to as much detail as you require. You are able to filter multiple columns within the grid giving you great flexibility to find groups of similar pupils.

For example, applying a Like filter to the Postcode column and entering a partial postcode (such as WA7) will provide an overview of pupil assessments within a specific geographical area. However, you should be cautious as a ‘like’ filter may include unintended pupils when applied.

You can easily remove any existing filters from the data grid by clicking any filter icon and selecting Clear All Filters from the pop-up menu. When moving from one task to the next in the same pupil grid it is important that you clear the preceding filters, or else records may not be returned even though they exist.

Using a combination of sorting and filtering will let you more easily navigate your imported data in Keypas.