TracCloudGuideProfilePrefsTwig and TracCloudTechImport: Difference between pages

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{{TracCloudGuideTabs}}
<div style="float: left; margin-top: 0em; margin-right: 1em; margin-bottom: 1em">{{TracCloudTechTOC}}</div>  
{| style="width:100%; vertical-align:top; "
<b><span style="color:blue"><big>Importing Student Data into TracCloud</big></span></b>
| style="width:250px; vertical-align:top; padding:2px 15px 2px 2px;" | {{TracCloudGuideProfileTOC}}
| style="vertical-align:top; padding:20px 20px 20px 2px;" |
{| style="width:100%; vertical-align:top; "
<big><b>Formatting Text in TracCloud with Twig and HTML</b>
<div style="float:right;">
[[TracCloudGuideProfilePrefsTwig#Tag_List|[Jump to Twig Tags]]]</big>
</div><br><br>


Many text boxes throughout TracCloud support Twig, this allows greater control in determining how emails are formatted and what data is included. HTML is also supported, allowing to you adjust the formatting of text. From font sizes, colors, and types, to embedding images and video.
TracCloud can import data from any source as long as it's provided in the correct format. Using your current Student Information System (Banner, PeopleSoft, DataTel, etc) as a source, create files that match the specifications below. We will require at least two files- A student file and an enrollment/registration file.
<br><br>
Twig allows you to pull data from various TracCloud fields to be included in emails and texts via our tag system. We can also use Twig to apply logic to our text. Maybe we only want to include a block of text if the student selected a specific reason, or if a certain Recommendation was selected in a SAGE referral.
<br><br>
This chapter will be going over several Twig options available, however, this is not an in-depth guide. Twig isn’t exclusive to TracCloud, and there are many resources available online for more complex configurations if you’d like to go a step further. The point of this chapter is to give some brief examples and possible configuration ideas that you can build off of.
<br><br>
Most of the examples here will be formatted for an appointment confirmation email, but Twig can also be utilized in SAGE referral emails and in the upcoming appointments screen for students and consultants. The same concepts apply across the board.
<hr>
==Tags==
Email tags can be used to pull data from various TracCloud fields to be included in emails and upcoming appointments. Many of the Twig examples in this chapter will be using these tags, whether they’re used as part of a Twig command or just offhandedly included in an unrelated part of the email. A list of tags can be found at the bottom of this chapter (and within the TracCloud menu), but for a basic primer on how these tags can be used in isolation, here’s an example of a confirmation email.
<hr>
<nowiki>
Hello,  {{Student.First_Name}}
<br><br>
Your {{Appointment.OnlineText}} appointment with {{Consultant.FirstLast}} at
{{Appointment.StartTime}} for {{Course.SubjectCourse}} has been scheduled. If you have any
questions prior to your appointment, feel free to reach out to {{Consultant.Email}}
<br><br>
Your appointment can be joined here: {{Appointment.OnlineLink}}
<br><br>
Regards, {{Center.Name}}
</nowiki>
<hr>
When this email is sent, all the tags we included are replaced with the relevant information for this appointment.
<br>
[[File:76y5rgeth4j75k.png|500px]]
<hr>


==if==
<i>if</i> statements will likely be the most commonly used Twig command for most use-cases. This allows you to write out statements such as <i>“if the student selected reason “Exam Help,” then include this piece of text.”</i> Or in the example below, <i>if the appointment is online, include text to specify this.</i>
<br><br>
In the statement, we’re using the same tags that are used for emails, but without the curly brackets.
<hr>
<nowiki>
Hello {{Student.First_Name}},
<br><br>
{% if Appointment.Online == "Online" %}
This is an online appointment.
{% endif %}
<br><br>
Please be ready for the appointment at the time you selected.
</nowiki>
<hr>
If the <i>if</i> statement is true, all text up to the endif line will be printed in the email. Since the appointment this student booked is online, the “This is an online appointment” text was included. Otherwise, it would jump straight to “Please be ready for the appointment…”
<br>
[[File:453j65ynh4g5rt.png|500px]]
<br><br>
We aren’t limited to just “equals” either. Similar examples with different logic can be found below.
<hr>
<nowiki>
{% if Course.Subject starts with "Chem" %}
this text is only included if our subject starts with “Chem”. This is case-sensitive.
{% endif %}


{% if Course.Subject ends with "101" %}
<span style="color:red>
This text is only included if our subject ends with “101”
Import files must be in a flat-text format (.csv or .txt), comma or tab delimited, UTF-8 is preferred.
{% endif %}
Comma delimited files must have quotes surrounding <b>every</b> field.
A header row is required, and custom fields must be coordinated with Redrock Software to ensure assignment to the correct data field.
File names must be static, with each import upload overwriting the previous copies of the files.
If you anticipate section's linked faculty changing, let us know, as this may require additional changes to your import process.
</span>


{% if Appointment.Online != "Online" %}
This text is only included if the appointment is not online
{% endif %}


{% if Course.Subject == "Math" or Course.Subject == "Chem" %}
There are no restrictions on column order, and optional columns can safely be excluded from your file if preferred.
This text is only included if the subject is Math or Chem
{% endif %}


{% if (CalcMissedAppointments(Student.Sequence, Center.ProfileID) > 0) %}
{| style="width:100%; vertical-align:top; "
You have {{CalcMissedAppointments(Student.Sequence, Center.ProfileID)}} missed
appointments since {{CalcMissedDate(Center.ProfileID)}}.
{% endif %}
</nowiki>
<hr>
<big><i>Other Examples</i></big>


<hr>
|-
"<b>If student is on a Watch List.</b>" Watch List sequence can be retrieved by hovering your mouse over the Watch List name in your System Preferences.
| style="vertical-align:top; " | <HR>
 
<nowiki>
{% if Student.WatchLists.wl_14 == "true" %}
This student is on the Athletes list!
{% endif %}
</nowiki>
<hr>
Modify who receives an email based on a custom field, specific to <b>Send Visit Notes to Coach, Advisor or Student.</b><br><br>
 
<b>To Address of Recipient of the Notes (Coach, Advisor, Student)</b> - Only include emails selected from a multi-checkbox custom field, only include semi-colon if needed.
<nowiki>
{% set var2 = 0 %}
{% if "Student" in Visit.CustomData.cf_104 %}
    {% if var2 >= 1 %};{% endif %}
    {{Student.Email}}
    {% set var2 = 1 %}
{% endif %}
{% if "Faculty" in Visit.CustomData.cf_104 %}
    {% if var2 >= 1 %};{% endif %}
    {{Faculty.Email}}
    {% set var2 = 1 %}
{% endif %}
{% if "Consultant" in Visit.CustomData.cf_104 %}
    {% if var2 >= 1 %};{% endif %}
    {{Staff.Email}}
    {% set var2 = 1 %}
{% endif %}
{% if "SysAdmin Dave Smith" in Visit.CustomData.cf_104 %}
    {% if var2 >= 1 %};{% endif %}
    example@school.edu
    {% set var2 = 1 %}
{% endif %}
</nowiki>
 
<b>`Who` Label of the Button for Sending the Notes</b> - Modify the phrasing of this button based on the options selected.
<nowiki>
{% set var = 0 %}
{% for key,value in Visit.CustomData.cf_104 %}
{% if value != "#NULL#" %}
{% if var >= 1 %},
{% endif %}
{{ value|trim(' ') }}
{% set var = 1 %}
{% endif %}
{% endfor %}
</nowiki>
<hr>


==else==
Click the buttons below to view or download example files. The Section Schedule file is optional.
An else statement allows us to include a block of text or an additional instruction if an <i>if</i> statement ends up not being true. For example, if our appointment above turns out to be an in-person appointment, maybe we want to include a different string of text.
<hr>
<nowiki>
Hello  {{Student.First_Name}},
<br><br>
{% if  Appointment.Online == "Online" %}
This is an online appointment.
{% else %}
This is an in-person appointment.
{% endif %}
<br><br>
Please be ready for the appointment at the time you selected.
</nowiki>
<hr>
Since the appointment wasn’t online, we get the “This is an in-person…” text in our confirmation email instead.
<br>
[[File:57j57k7k7lkk.png|500px]]
<hr>
==elseif==
An <i>elseif</i> statement allows us to ask additional <i>if</i> questions, assuming the answer to the prior question was No.
<hr>
<nowiki>
Hello  {{Student.First_Name}},
<br><br>
{% if Course.Subject == "Math" %}
This appointment is for Math
{% elseif Course.Subject == "Chem" %}
This appointment is for Chem
{% endif %}
<br><br>
Please be ready for the appointment at the time you selected.
</nowiki>
<hr>
Since our appointment was for Chemistry, we receive the following email. If the appointment was for neither Chemistry nor Math, we wouldn’t see a middle block of text at all.
<br>
[[File:45j67j5nl68k67.png|500px]]
<hr>


==if (for arrays)==
[[File:7360533.png|150px|link=https://wiki.go-redrock.com/images/2/21/Students.txt|View Student File]]
When you want to use an <i>if</i> statement for arrays, such as the Reasons and Recommendations for SAGE referrals, the formatting is a little bit different. In this context, you would want to know if the Reasons array contains the reason you’re looking for. This would be formatted as such:
[[File:1502208.png|150px|link=https://wiki.go-redrock.com/images/a/ac/Courses.txt|View Course File]]
<hr>
[[File:2498178.png|150px|link=https://wiki.go-redrock.com/images/a/ae/Schedule.txt|View Section Schedule File]]
<nowiki>
Hello  {{Student.First_Name}},
<br>
{% if "Poor Grades" in Reasons %}
This referral is being submitted due to the reason “Poor Grades”
{% endif %}
</nowiki>
<hr>
Since “Poor Grades” was the reason our faculty member selected when submitting this referral, we receive the following email.
<br>
[[File:566776lyujhg.png|500px]]
<br><br>
We can also search for the opposite, specifying “not in” instead:  
<hr>
<nowiki>
{% if "Poor Grades" not in Reasons %}
This referral was *not* created with the reason “Poor Grades”
{% endif %}
</nowiki>
<hr>


==for (listing sequence contents)==
The <i>for</i> command allows us to list out the contents from a specific sequence. This would frequently be used for listing out Reasons or Recommendations in SAGE referral emails.
<hr>
<nowiki>
This referral is being submitted because of these reasons:
<br>
{% for key,value in Reasons %}
    {{ value }} <br>
{% endfor %}
<br><br>
And these recommendations:
<br>
{% for key,value in Recommendations %}
    {{ value }} <br>
{% endfor %}
</nowiki>
<hr>
[[File:6j57k6jthngfbv.png|500px]]
<br><br>
Alternatively, Array tags such as ReferralType.Reasons will need to be formatted as such:
<hr>
<nowiki>
{% for item in ReferralType.Reasons %}
{{ item.value|e }}
{% endfor %}
</nowiki>
<hr>
==SAGE Questions==
Custom questions within SAGE have one more moving part to take into consideration. When creating a custom question, there’s a field named “Code Reference.” This is the code used when referring to this question in emails and reports.
<br>
[[File:64ik6ughntr6.png|500px]]
<br><br>
These questions/answers are part of an array, utilized just like the Reasons and Recommendations above.
<hr>
<nowiki>
Hi, this referral has been submitted:
<br><br>
{% if Answers.VisitQuestion != '' %}
You answered {{Answers.VisitQuestion}} to the question {{Questions.VisitQuestion}}
{% endif %}
<br><br>
{% for key,value in Answers %}
The answer to question {{ attribute(Questions, key) }} is {{ value }}
<br>
{% endfor %}
</nowiki>
<hr>
First, we’re looking for a specific question and answer. To pull this information, we’re using the tags “<i>Answers.[Code Reference]</i>” and “<i>Questions.[Code Reference]</i>”, with the code reference portion being replaced with whatever we entered in the SAGE custom question. If this question was answered, we’re going to include our answer and the question itself in the email.
<br><br>
Secondly, we want to go through all of our answers to all of our questions. This would be an array just like Reasons and Recommendations, and is formatted similarly. Once we receive this email, we will see the answers selected by our faculty member.
<br>
[[File:Qeh3536j46j3hbeg.png|500px]]
<hr>
==Actions (for SAGE)==
Actions can be used as commands in addition to Twig. At this time, the only Action that has been implemented is <i>#ACTION:DO NOT SEND#</i>, which prevents the email from being sent. This would be useful in situations where not all of your SAGE referrals need to result in an email being sent. For example, you could have a dedicated recommendation for “No recommendations at this time”, and we could use that to determine whether or not an email gets sent.
<hr>
<nowiki>
{% if "No recommendations at this time" not in Recommendations %}
This referral is being submitted because of these reasons:
<br>
{% for key,value in Reasons %}
    {{ value }} <br>
{% endfor %}
<br><br>
And these recommendations:
<br>
{% for key,value in Recommendations %}
    {{ value }} <br>
{% endfor %}
{% else %}
#ACTION:DO NOT SEND#
{% endif %}
</nowiki>
<hr>
With this email configuration in place, if our faculty member submits a referral with the recommendation “No recommendations at this time,” no email would be sent. An email will only be sent if that recommendation wasn’t selected, which would then follow the rest of the example above, listing out reasons and recommendations.
<hr>
==Tag List==
The remainder of this chapter will display all of the email tags available in TracCloud with definitions.
<br><br>
For most of these tags, you can print the relevant value by surrounding the field with double-curly brackets, as seen in several of the above twig examples. The curly brackets are not required when using the value in an <i>if</i> statement, for example.
<br><br>
{| class="wikitable"
|+ Student
|-
| Student.First_Name || Student's first name
|-
| Student.Last_Name || Student's last name
|-
| Student.Legal_First || Student's legal first name
|-
| Student.Full_Name || The student's full name, formatted as "Last, First M."
|-
| Student.Full_Name2 || The student’s full name, formatted as “First M. Last”
|-
| Student.FirstLast || Student's full name, formatted as "First Last"
|-
| Student.LastFirst || Student's full name, formatted as "Last, First M"
|-
| Student.Home_Phone || Student's home phone number
|-
| Student.Work_Phone || Student's work phone number
|-
| Student.Cell_Phone || Student's cell phone number
|-
| Student.Email || Student’s email address
|-
| Student.UserName || Student’s username
|-
|-
| Student.ID || Student's ID number
| style="vertical-align:top; font-size:120%; color:#0C3773; " |  
<HR>'''Description of Import fields'''  
|-
|-
| Student.Other_ID || An optional unique identifier for this student, like a handle or username
| style="vertical-align:top; font-size:100%; " |
{| cellpadding="5" cellspacing="0" border="1"
!Type!!Description
|-
|-
| Student.Other_ID2 || A second optional unique identifier for this student
|A##||Alphanumeric field with a specified maximum length
|-
|-
| Student.Barcode || Student's barcode number
|#B||Big Integer, maximum value of about 9 quintillion, or a 16-digit numeric value
|-
|-
| Student.Major || Student's major
|Date||Date, <span style="color:red>formatted as YYYY-MM-DD</span>
|-
|-
| Student.Class || Student's class
|Double||Decimal # with up to 12 digits precision
|-
|-
| Student.DegreeGoal || Student's degree goal
|Time||A specific time using a 24-hour format (HH:MM:SS), e.g., 13:45:00
|-
|-
| Student.Cohort || Student's cohort
|Duration||A duration stored in number of minutes, e.g., 90
|-
| Student.College || Student's college
|-
| Student.Grad_Und || Student's undergraduate
|-
| Student.GPA || Student's GPA
|-
| Student.CustomData.cf_0 || Custom fields, hover over each field in the Email Tag list to find the correct tag
|-
| Student.WatchLists.wl_0 || Watch lists, returns a true or false value based on whether or not the student is on that list. Hover over the name of your watch list to find the correct sequence number (e.g., wl_9)
|}
|}
{| class="wikitable"
|+ Appointment
|-
| Appointment.StartDT || Appointment start day/time, formatted as "2020-01-31 14:00:00"
|-
| Appointment.EndDT || Appointment end day/time, formatted as "2020-01-31 15:00:00"
|-
| Appointment.Duration || The duration of the appointment, formatted as "60"
|-
| Appointment.Fund || Appointment fund choice
|-
| Appointment.Location || Appointment location choice
|-
| Appointment.Online || If the appointment is online, this tag will display as "1", otherwise it will be blank.
|-
|-
| Appointment.SchedUser || The user type and username of who booked this appointment, formatted as "SysAdmin dsmith"
| style="vertical-align:top; font-size:140%; color:#0C3773; " | <HR>'''Available Student Import Fields'''
|-
|-
| Appointment.SchedDT ||  The date and time of when this appointment was booked, formatted as "2020-01-01 13:00:00"
| style="vertical-align:top; font-size:100%; " |
{| cellpadding="5" cellspacing="0" border="1"
!Name!!Type!!Required!!Field Description!!Example
|-
|-
| Appointment.SchedModBy || The user type and username of who last modified this appointment, formatted as "SysAdmin dsmith"
|ID||#B||Yes*||The unique numeric ID of the student, required if Other_ID isn't being used.||19310045
|-
|-
| Appointment.SchedModDT || The date and time of when this appointment was last modified, formatted as "2020-01-31 13:00:00"
|Other_ID||A40||Yes*||A secondary ID or handle for the student, required if ID isn't being used.||A19310045
|-
|-
| Appointment.OnlineLink || If the appointment is held online, this tag will create a link that sends students to the room and mark the appointment as attended.  
|Other_ID2||A40|| ||An optional tertiary ID or handle for the student.||dsmith1990
|-
|-
| Appointment.StartTime || Appointment start time, formatted as "02:00pm"
|Barcode||A80|| ||A barcode ID for the student, required if scanners are used to log students in.||A2609376378
|-
|-
| Appointment.StartDate || Appointment start date, formatted as "01/31/20"
|OtherStatus||A80|| || An optional secondary status. Primary status is set automatically.||Registered
|-
|-
| Appointment.EndTime || Appointment end time, formatted as "03:00pm"
|Legal_First||A80|| ||The legal first name of the student.||David
|-
|-
| Appointment.EndDate || Appointment end date, formatted as "01/31/20"
|First_Name||A80||Yes||The preferred first name of the student.||Dave
|-
|-
| Appointment.Day || The day of the appointment, formatted as "Wednesday"
|Last_Name||A80||Yes||The last name of the student.||Smith
|-
|-
| Appointment.isCancelled || Cancelled status, displayed as 'true' or 'false'
|Middle||A80|| ||The middle name or initial of the student.||L.
|-
|-
| Appointment.autoCanceled || Whether or not the appointment automatically cancelled due to max cancel/missed in recurring series rules, displayed as 'true' or 'false'
|Street||A80|| ||The street address of the student.||1234 E. Nowhere St.
|-
|-
| Appointment.isMissed || Missed status, displayed as 'true' or 'false'
|Apt||A80|| ||Apartment Number.||#46
|-
|-
| Appointment.isRecurring || Recurring status, displayed as 'true' or 'false'
|City||A80|| ||City of the student address.||Tempe
|-
|-
| Appointment.recurFirstDate || The first date of a recurring appointment series, formatted as "2021-01-31"
|State||A80|| ||The state of the student address. Two-letter formatting displays best.||AZ
|-
|-
| Appointment.recurLastDate || The final date of a recurring appointment series, formatted as "2021-01-31"
|Zip||A10|| ||The zip code of the student address.||88881
|-
|-
| Appointment.Status || The appointment status.
|Country||A10|| ||The country of the student address.||USA
|-
|-
| Appointment.Type || The appointment type, formatted as "1 on 1" or "Group"
|Home_Phone||A20|| ||The student's home phone number.||555-555-5551
|-
|-
| Appointment.Icon<nowiki>|raw</nowiki> || An icon indicating the appointment Type.
|Work_Phone||A20|| ||The student's work phone number.||555-555-5552
|-
|-
| Appointment.DisplayTime<nowiki>|raw</nowiki> || Appointment time, formatted as "200p" (minutes will display noticeably smaller than hours)
|Cell_Phone||A20|| ||The student's cell phone number.||555-555-5553
|-
|-
| Appointment.DisplayDate || Appointment date, formatted as "Fri, Jan 31"
|Email||A80|| * ||The student's email address. Required if students are going to be receiving emails from TracCloud.||dsmith@school.edu
|-
|-
| Appointment.hasDocument|| Will be 'true' or 'false' depending on whether or not the appointment has a document uploaded.
|Preferred||A20|| ||The student's preferred phone number, 1 = 'Home', 2 = 'Work', 3 = 'Cell', 4 = 'Email', 5 = 'Phone'||3
|-
|-
| Appointment.OnlineText || If the appointment is online, this tag will display as "Online", otherwise it will be blank. (for example, "...Your Appointment.OnlineText appointment..." will include or exclude the word "Online")
|Username||A80|| * ||The student's username or handle, required if students are going to be logging into TracCloud.||dsmith
|-
|-
| Appointment.Link || This provides a link to the appointment record in TracCloud, accessible by students or staff.
|Birthdate||Date|| ||The student's birthdate.||1970-01-01
|-
|-
| Appointment.CustomData.cf_0 || Custom fields, hover over each field in the Email Tag list to find the correct tag
|Gender||A80|| ||The student's gender.||Male
|}
 
 
{| class="wikitable"
|+ Center
|-
| Center.Name || The appointment/visit center
|}
 
 
{| class="wikitable"
|+ Reason
|-
| Reason.ReasonName || The appointment/visit reason
|-
| Reason.Category || The reason category
|}
 
 
{| class="wikitable"
|+ Section
|-
|-
| Section.Code || The section code
|Ethnicity||A80|| ||The student's ethnicity.||Caucasian
|-
|-
| Section.CRN || The section CRN number
|Major||A120|| ||The student's major.||Accounting
|-
|-
| Section.SubjectTermCode || Subject + Section + Term Code, “CHEM321 A2 20202”
|Class||A80|| ||The student's class.||SO
|-
|-
| Section.SubjectTitle || Subject + Title, “CHEM321 Chemistry”
|DegreeGoal||A80|| ||The student's degree goal.||AAS
|}
 
 
{| class="wikitable"
|+ Course
|-
|-
| Course.Subject || Subject, "CHEM"
|Cohort||A80|| ||The student's cohort.||2017SP
|-
|-
| Course.Course || Course, "321"
|College||A80|| ||The student's college.||Nowhere State University
|-
|-
| Course.Title || Title, "Chemistry"
|Grad_Und||A80|| ||The student's graduate status.||Und
|-
|-
| Course.SubjectCourse || Subject + Course, "CHEM321"
|DateStarted||Date|| ||The student's start or enrollment date.||2015-12-01
|-
|-
| Course.SubjectCourseTitle || Subject + Course + Title, "CHEM231 Chemistry"
|DateWithdrawn||Date|| ||The student's withdrawn date.||2015-12-02
|}
 
 
{| class="wikitable"
|+ Faculty
|-
|-
| Faculty.FirstName || Faculty's first name
|ReasonWithdrawn||A128|| ||The student's withdrawn reason.||Reasons
|-
|-
| Faculty.LastName || Faculty's last name
|GradDate||Date|| ||The student's graduation date.||2020-10-05
|-
|-
| Faculty.Salutation || Faculty member salutation, for example, "Dr."
|GradDegree||A128|| ||The student's graduate degree.||AAS
|-
|-
| Faculty.Department || Faculty's department
|GPA||Double|| ||The student's GPA.||3.2
|-
|-
| Faculty.Phone || Faculty's phone number
|AccumHours||Double|| ||The student's total accumulated hours.||46
|-
|-
| Faculty.Email || Faculty's email address
|Fund||A80|| ||The student's fund.||Federal Work Study
|-
|-
| Faculty.SalutationFullName || Full name with salutation, for example, "Dr. Phil Roberts"
|Pronouns||A80|| ||The student's preferred pronouns.||He/Him/His
|-
|-
| Faculty.SalutationLastName || Last name with salutation, for example, "Dr. Roberts"
|CustomData1-X||A80|| ||Custom fields, available for any purpose. Multiple custom fields can be used.||?
|-
|-
| Faculty.CustomData.cf_0 || Custom fields, hover over each field in the Email Tag list to find the correct tag
|}
|}


{| class="wikitable"
|+ Consultant <i>("Consultant." or "Staff." prefixes can be used interchangeably)</i>
|-
| Consultant.First_Name || Consultant's first name
|-
| Consultant.Last_Name || Consultant's last name
|-
| Consultant.LastFirst || Consultant's full name, formatted as "Last, First"
|-
| Consultant.FirstLast || Consultant's full name, formatted as "First Last"
|-
| Consultant.Alias || Consultant's alias
|-
| Consultant.Email || Consultant's email address
|-
| Consultant.Phone || Consultant's phone number
|-
| Consultant.Pronouns || Consultant's preferred pronouns
|-
| Consultant.Photo<nowiki>|raw</nowiki> || Consultant's photo
|-
| Consultant.StaffBIO<nowiki>|raw</nowiki> || Consultant's bio
|-
| Consultant.WorkPhone || Consultant's work phone number
|-
| Consultant.CellPhone || Consultant's cell phone number
|-
|-
| Consultant.CustomData.cf_0 || Custom fields, hover over each field in the Email Tag list to find the correct tag
| style="vertical-align:top; font-size:140%; color:#0C3773; " | <HR>'''Available Registration Import Fields'''
|}


{| class="wikitable"
|+ Visit (only for visit emails)
|-
| Visit.EnteredDT || The date and Time the student entered the Center
|-
| Visit.TimeIn || The date and Time the student started receiving help.
|-
| Visit.TimeOut || The date and time the student left the center.
|-
| Visit.Duration || Visit duration in minutes
|-
| Visit.WaitTime || Visit wait time in minutes
|-
| Visit.EnteredTime || Start time of visit, including wait time, formatted as “09:45pm”
|-
| Visit.EnteredDate || Start date of visit, including wait time, formatted as “04/05/21”
|-
| Visit.StartTime || Start time of visit, formatted as “09:48pm”
|-
| Visit.StartDate || Start date of visit, formatted as “04/05/21”
|-
|-
| Visit.EndTime || End time of visit, formatted as “09:48pm”
| style="vertical-align:top; font-size:100%; " |
{| cellpadding="5" cellspacing="0" border="1"
!Name!!Type!!Required!!Description!!Example
|-
|-
| Visit.EndDate || End date of visit, formatted as “04/05/21”
|Course.Subject||A40||Yes||The subject in which the student is enrolled.||ACTG
|-
|-
| Visit.Day || Day of the visit, formatted as "Wednesday"
|Course.Course||A20||Yes||The course number.||100
|-
|-
| Visit.CtrNotes|| The notes for this visit.
|Course.Title||A120||Yes||The name of the course in which the student is enrolled.||Intro to Accounting
|-
|-
| Visit.CustomData.cf_0 || Custom fields, hover over each field in the Email Tag list to find the correct tag
|Section.Code||A80||Yes||The section code.||03
|}
 
 
{| class="wikitable"
|+ Documents (only for document emails)
|-
|-
| Document.OrigName || The file name (including file extension)
|Section.CRN||A20|| ||The unique course reference number (cannot be reused).||123456789
|-
|-
| Document.Notes || Notes entered during document upload
|Section.Custom1-X||A80|| ||Optional custom fields relating to this section. Multiple custom fields can be used.||?
|-
|-
| Document.PostedBy || The UUID of who uploaded this document
|Term.Code||A80||Yes||Term number for this enrollment.||2022SP
|-
|-
| Document.PostedByName || The user type, sequence, and name of who uploaded this document
|Term.ActiveFrom||Date|| ||Active start date.||2022-10-01
|-
|-
| Document.Usage || Where this document was uploaded, e.g., Appointment, Student, Availability
|Term.ActiveTo||Date|| ||Active end date.||2022-12-31
|-
|-
| DocType.Name|| The document type selected during upload
|Faculty.OtherID||A80||Yes*||Faculty ID. Only the primary faculty will be imported. Required if this is the only unique faculty identifier.||J25059
|}
 
 
{| class="wikitable"
|+ Resources (only for resource emails)
|-
|-
| Resource.Title || The name of the resource
|Faculty.FirstName||A80||Yes||Faculty First Name.||Jane
|-
|-
| Resource.Barcode || The barcode value of the resource
|Faculty.LastName||A80||Yes||Faculty Last Name.||Doe
|-
|-
| Resource.Description || The description of this resource
|Faculty.UserName||A80||Yes*||Faculty Username, only required if faculty members will be logging into TracCloud, or as primary unique identifier.||JDoe
|-
|-
| Resource.Keywords || The keywords for this resource, which can be used to check the item in or out
|Faculty.Salutation||A180|| ||Faculty's salutation.||Dr.
|-
|-
| Resource.Status || The status of the resource, "-1" is Inactive, "0" is Checked out, "1" is available and not checked out, "2" is always available
|Faculty.Department||A80|| ||Faculty Assigned Department.||M262
|-
|-
| Resource.MaxDaysOut || The maximum number of days that an item can be checked out
|Faculty.Phone||A80|| ||Faculty's phone number.||555-555-5555
|-
|-
| Resource.MaxTimeOut || The maximum amount of time that an item can be checked out
|Faculty.Email||A80||Yes||Faculty's email address. Only required if faculty members need to receive emails, or as a primary unique identifier.||jdoe80@school.edu
|-
|-
| Checkout.Date || The resource checkout date
|Faculty.Custom1-X||A80|| ||Faculty custom fields. Multiple custom fields can be used.||?
|-
|-
| Checkout.Collateral || The collateral collected from the student during checkout
|Student.ID||A40||Yes||The ID/OtherID/OtherID2 of the student this registration is assigned to.||A123456789
|-
| Checkout.Overdue || Whether or not this item is overdue, formatted as "0" (not overdue) or "1" (overdue)
|-
| Checkout.DueDT || The date and time that the item is due to be returned, formatted as "2020-01-31 13:00:00"
|-
| ResourceType.Name || The name of the resource type that the resource is assigned to
|-
| ResourceType.Description || The description of the resource type that the resource is assigned to
|}
 
 
{| class="wikitable"
|+ CustomFields (Replace "123" with your Custom Field sequence number)
|-
|-
| CustomFields.cf_123.DataName || The internal field name of the specified custom field
|Registration.Grade||A4||||The final grade/withdraw code for this registration. Redrock will require a list of possible grades/codes to properly set this up.||B+
|-
|-
| CustomFields.cf_123.Prompt || The external/prompt text of the specified custom field
|Registration.RegStatus||A30||||An optional registration status that can be used to deactivate certain enrollments.||Dropped
|-
|-
| CustomFields.cf_123.Choices || [Array] The available choices for the specified custom field (separate from selected choices)
|Registration.Custom1-X||A80|| ||Registration custom fields. Multiple custom fields can be used. A common example would be midterm grades.||?
|}
|}


<onlyinclude>
{| class="wikitable"
|+ Referral Type (SAGE)
|-
| ReferralType.Name || The name of the referral that has been submitted
|-
| ReferralType.RosterSubject || [Array] The roster subject, e.g., “Chem”
|-
| ReferralType.NotesInstructions || These are the instructions written out in within the referral settings
|-
| ReferralType.Reasons || [Array] Lists all referral Reasons, regardless of what was selected.
|-
|-
| ReferralType.Recommend || [Array] Lists all referral Recommendations, regardless of what was selected.
| style="vertical-align:top; font-size:120%; color:#0C3773; " | <HR>'''Section Schedule Import Fields''' <span style="color:black">(Optional)</span>
|-
|-
| ReferralType.AdditionalNotesInstr || These are the additional notes written out within the referral settings
| style="vertical-align:top; font-size:100%; " |
|}
 


{| class="wikitable"
{| cellpadding="5" cellspacing="0" border="1"
|+ Referral (SAGE)
!Name!!Type!!Required!!Description!!Example
|-
| Referral.CreatedBy || The name of the faculty member that submitted this referral
|-
| Referral.CreatedDT || When this referral was created
|-
| Referral.NotesInstrData || Notes entered while submitting this referral
|-
| Referral.AdditionalNotes || Additional notes entered while submitting this referral
|-
| Referral.ReasonsData || [Array] Selected reasons, “Reasons” is preferred (see “For” examples above).
|-
| ReasonsAndLabels || [Array] Same as above, but this will also include your Reason labels in the email body.
|-
| Referral.RecommendData || [Array] Selected recommendations, “Recommendations” is preferred (see “For” examples above).
|-
| RecommendationsAndLabels || [Array] Same as above, but this will also include your Recommendation labels in the email body.
|-
| Referral.FollowUpDate || The date this referral should be followed up on
|-
| Referral.FollowUpBy || The name of the staff who followed up on this referral
|-
| Referral.FollowedUp || If a follow-up has been saved, display “1”, otherwise blank
|-
| Referral.FollowedUpDT || The date this referral was followed up on
|-
| Referral.FollowedUpBy || Who this referral was followed up by
|-
|-
| Referral.Processed || If this referral has been processed, display “1”, otherwise blank
|Course.Subject||A40||Yes||The subject.||MAT
|-
|-
| Referral.ProcessedDT || The date/time this referral was marked as processed/completed
|Course.Course||A20||Yes||The course number.||100
|-
|-
| Referral.ProcessedBy || The written date/time this referral should be marked as processed
|Section.Code||A80||Yes||The section number.||45
|-
|-
| Referral.ProcessedNotes || Notes entered when marking the referral as processed
| colspan="5" | Alternatively, a section CRN number can be used instead of the basic course information:
|-
|-
| Referral.StudentContacted || The date that the student was contacted
|Section.CRN||A20||Yes||The course reference number.||123456789
|-
|-
| Referral.CustomData.AssignedConsultantID || The sequence number of the assigned consultant.
| colspan="5" | Plus, the schedule data:
|}
 
 
{| class="wikitable"
|+ Other (SAGE)
|-
|-
| Trigger || The trigger for this email, “Created”, “Followed Up”, or “Processed”
|Schedule.Days||A30||Yes||Days of the week, formatted as MONTUEWEDTHUFRISATSUN.||MONFRI
|-
| Email.Subject || The contents of the email subject line
|-
| Questions.CODE || Questions.[Your custom question code], as covered above
|-
| Answers.CODE || Answers.[Your custom question code], as covered above
|-
| <nowiki>{{ setResultActions('AssignConsultant', '</nowiki><span style="color:red">123</span><nowiki>') }}</nowiki> || If this line is reached within a SAGE email, the assigned staff member will be changed to the specified sequence
|-
| <nowiki>{{ setResultActions('SendEmail', '0') }}</nowiki> || If this line is reached within a SAGE email, the email will not be sent
|}
</onlyinclude>
 
{| class="wikitable"
|+ Other
|-
|-
| CalcMissedAppointments(Student.Sequence, Center.ProfileID) || The student’s total number of missed appointments since the date specified in your profile Scheduling Prefs. Uses System Pref date if Profile date is blank.
|Schedule.Time||Time||Yes||Schedule start time, military/24-hour format.||13:00:00
|-
|-
| CalcMissedDate(Center.ProfileID) || Your profile “Calc Missed Appointments Since” date. If this field is blank, this will use your global Calc Missed date instead.
|Schedule.Duration||Duration||Yes||The duration of this section schedule in minutes. ||50
|}
|}


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|}
|}

Revision as of 15:52, 12 December 2022

Importing Student Data into TracCloud

TracCloud can import data from any source as long as it's provided in the correct format. Using your current Student Information System (Banner, PeopleSoft, DataTel, etc) as a source, create files that match the specifications below. We will require at least two files- A student file and an enrollment/registration file.


Import files must be in a flat-text format (.csv or .txt), comma or tab delimited, UTF-8 is preferred. Comma delimited files must have quotes surrounding every field. A header row is required, and custom fields must be coordinated with Redrock Software to ensure assignment to the correct data field. File names must be static, with each import upload overwriting the previous copies of the files. If you anticipate section's linked faculty changing, let us know, as this may require additional changes to your import process.


There are no restrictions on column order, and optional columns can safely be excluded from your file if preferred.

Click the buttons below to view or download example files. The Section Schedule file is optional.

View Student File View Course File View Section Schedule File

Description of Import fields
Type Description
A## Alphanumeric field with a specified maximum length
#B Big Integer, maximum value of about 9 quintillion, or a 16-digit numeric value
Date Date, formatted as YYYY-MM-DD
Double Decimal # with up to 12 digits precision
Time A specific time using a 24-hour format (HH:MM:SS), e.g., 13:45:00
Duration A duration stored in number of minutes, e.g., 90
Available Student Import Fields
Name Type Required Field Description Example
ID #B Yes* The unique numeric ID of the student, required if Other_ID isn't being used. 19310045
Other_ID A40 Yes* A secondary ID or handle for the student, required if ID isn't being used. A19310045
Other_ID2 A40 An optional tertiary ID or handle for the student. dsmith1990
Barcode A80 A barcode ID for the student, required if scanners are used to log students in. A2609376378
OtherStatus A80 An optional secondary status. Primary status is set automatically. Registered
Legal_First A80 The legal first name of the student. David
First_Name A80 Yes The preferred first name of the student. Dave
Last_Name A80 Yes The last name of the student. Smith
Middle A80 The middle name or initial of the student. L.
Street A80 The street address of the student. 1234 E. Nowhere St.
Apt A80 Apartment Number. #46
City A80 City of the student address. Tempe
State A80 The state of the student address. Two-letter formatting displays best. AZ
Zip A10 The zip code of the student address. 88881
Country A10 The country of the student address. USA
Home_Phone A20 The student's home phone number. 555-555-5551
Work_Phone A20 The student's work phone number. 555-555-5552
Cell_Phone A20 The student's cell phone number. 555-555-5553
Email A80 * The student's email address. Required if students are going to be receiving emails from TracCloud. dsmith@school.edu
Preferred A20 The student's preferred phone number, 1 = 'Home', 2 = 'Work', 3 = 'Cell', 4 = 'Email', 5 = 'Phone' 3
Username A80 * The student's username or handle, required if students are going to be logging into TracCloud. dsmith
Birthdate Date The student's birthdate. 1970-01-01
Gender A80 The student's gender. Male
Ethnicity A80 The student's ethnicity. Caucasian
Major A120 The student's major. Accounting
Class A80 The student's class. SO
DegreeGoal A80 The student's degree goal. AAS
Cohort A80 The student's cohort. 2017SP
College A80 The student's college. Nowhere State University
Grad_Und A80 The student's graduate status. Und
DateStarted Date The student's start or enrollment date. 2015-12-01
DateWithdrawn Date The student's withdrawn date. 2015-12-02
ReasonWithdrawn A128 The student's withdrawn reason. Reasons
GradDate Date The student's graduation date. 2020-10-05
GradDegree A128 The student's graduate degree. AAS
GPA Double The student's GPA. 3.2
AccumHours Double The student's total accumulated hours. 46
Fund A80 The student's fund. Federal Work Study
Pronouns A80 The student's preferred pronouns. He/Him/His
CustomData1-X A80 Custom fields, available for any purpose. Multiple custom fields can be used. ?
Available Registration Import Fields
Name Type Required Description Example
Course.Subject A40 Yes The subject in which the student is enrolled. ACTG
Course.Course A20 Yes The course number. 100
Course.Title A120 Yes The name of the course in which the student is enrolled. Intro to Accounting
Section.Code A80 Yes The section code. 03
Section.CRN A20 The unique course reference number (cannot be reused). 123456789
Section.Custom1-X A80 Optional custom fields relating to this section. Multiple custom fields can be used. ?
Term.Code A80 Yes Term number for this enrollment. 2022SP
Term.ActiveFrom Date Active start date. 2022-10-01
Term.ActiveTo Date Active end date. 2022-12-31
Faculty.OtherID A80 Yes* Faculty ID. Only the primary faculty will be imported. Required if this is the only unique faculty identifier. J25059
Faculty.FirstName A80 Yes Faculty First Name. Jane
Faculty.LastName A80 Yes Faculty Last Name. Doe
Faculty.UserName A80 Yes* Faculty Username, only required if faculty members will be logging into TracCloud, or as primary unique identifier. JDoe
Faculty.Salutation A180 Faculty's salutation. Dr.
Faculty.Department A80 Faculty Assigned Department. M262
Faculty.Phone A80 Faculty's phone number. 555-555-5555
Faculty.Email A80 Yes Faculty's email address. Only required if faculty members need to receive emails, or as a primary unique identifier. jdoe80@school.edu
Faculty.Custom1-X A80 Faculty custom fields. Multiple custom fields can be used. ?
Student.ID A40 Yes The ID/OtherID/OtherID2 of the student this registration is assigned to. A123456789
Registration.Grade A4 The final grade/withdraw code for this registration. Redrock will require a list of possible grades/codes to properly set this up. B+
Registration.RegStatus A30 An optional registration status that can be used to deactivate certain enrollments. Dropped
Registration.Custom1-X A80 Registration custom fields. Multiple custom fields can be used. A common example would be midterm grades. ?
Section Schedule Import Fields (Optional)
Name Type Required Description Example
Course.Subject A40 Yes The subject. MAT
Course.Course A20 Yes The course number. 100
Section.Code A80 Yes The section number. 45
Alternatively, a section CRN number can be used instead of the basic course information:
Section.CRN A20 Yes The course reference number. 123456789
Plus, the schedule data:
Schedule.Days A30 Yes Days of the week, formatted as MONTUEWEDTHUFRISATSUN. MONFRI
Schedule.Time Time Yes Schedule start time, military/24-hour format. 13:00:00
Schedule.Duration Duration Yes The duration of this section schedule in minutes. 50
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