Creating and Managing Student Data Filters

What's my access level?

Access Level: Administrator

This article is intended for users with Administrator access in Suitable. If you don’t have this role, some of the steps outlined below may not be available in your account.

Ineligible Roles: Student, Contributor, Advisor, or Publisher

Creating and Managing Student Data Filters

Student Data Filters allow you to track specific details on student accounts, such as Classification, Major, Minor, College, Residence Hall, or Class Section.

• Within each Filter, you must define possible Values (Cohorts).
  • Example Filter: Business Majors
  • Example Values (Cohorts): Marketing, Finance, Entrepreneurship, etc.

Part 1: How to Create a Data Filter

Part 2: Managing Cohorts (Values)

Part 3: Filter Settings & Configuration

Additional Resources: Editing Users in your Program

Part 1: How to Create a Data Filter

1. From the Dashboard, click your name in the bottom left corner.

2. Navigate to Settings > Data

3. Select Create Student Data Filter.

4. A pop-up titled 'Add a student data filter' will appear. Fill in the required information.

• Review the questions at the bottom of the pop-up and switch the toggle to yes/no depending on your program's preferences.

5. Click Add student data filter.

If added correctly, you will receive a confirmation message.

Part 2: Managing Cohorts (Values)

How to add, remove, or edit the specific groups within a filter.

Navigate to the specific Data Filter you wish to edit.

Adding a Cohort

1. Click the Add Cohort button.
2. In the box that pops up above your current list, type the name of the new cohort.
3. Click Save Changes.

Removing a Cohort

1. Navigate to the right of the cohort name you wish to delete.
2. Click on the word "Remove".

3. Click Save Changes.

   Note that you can also add or remove cohorts in bulk via the 'Edit CSV' option.

Updating Student Counts for the Group Leaderboard

1. Click in the # of students column for the cohort you want to update.
2. A box with up/down arrows will appear. You can type a number manually or use the arrows to adjust the count.
3. Click Save Changes.

Part 3: Filter Settings & Configuration

Control how these filters behave, how students interact with them, and leaderboard visibility.

Inside the Data Filter, scroll down to the configuration toggles to adjust the following:

Leaderboard Visibility

• Should this data filter be used on the leaderboard? Should the leaderboard be able to be sorted and filtered based on this value? Should other students be able to see who is associated with this tag? If so, toggle to Yes.
• Click Save Changes.

Priority Status

• Should this data filter be made a priority data filter? Should this filter be highlighted on the student's record under User Management? If so, toggle to Yes.

Student Self-Assignment

• Allow students to assign themselves to a cohort? Should students be able to add themselves to cohorts within their settings? If so, toggle to Yes.
• Single or Multiple? Choose whether a student can be added to only one cohort (e.g. Class Year) or multiple options (e.g. Clubs & Interests).
• Click Save Changes.

Deleting a Filter

• To delete the entire Data Filter (and all cohorts inside it), select the Delete option at the top of the Filter menu.

Related Resources

• Assigning Filters: To learn how to assign specific filters to student accounts in bulk or individually, please visit the article: Editing Users in your Program.