TracCloudTechExport

TracCloud Technical Documentation • Contents • Mail Server • Data Import • Data Export • Single Sign-on • Custom URL • Barcode Scanners • Migration from 4.0 • Training Resources

TracCloud Data Exports This portion of our technical documentation covers the possible ways to export data from your Trac System. If you have any questions about this, you're more than welcome to reach out to us at helpdesk@go-redrock.com. 1. Reports Applies to: Visits, Appointments, Availabilities, Payroll, Staff, Resource Usage, Referrals, Surveys. Almost every report in TracCloud can be exported as a .CSV file. For Staff and Profile admins, this may be the preferred option for exporting data. For more information, take a look at our Reports Wiki. 2. SFTP Export Applies to: Visits, Appointments. If you're looking for a complete data export or a scheduled export, this is where the Visit and Appointment Export utility comes in. The exports will be made available on our SFTP server (same location that you're uploading import files to). You have a few configuration options here, including how the data is formatted and when/what is exported. The files will be in a .csv format. This option can be found in Other > Other Options > Visits/Appointments Export. Click the buttons below to view or download sample export files. These are from our demo system, which contains several custom fields that will differ from your system. Field Type Descriptions 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 Field Definitions Column Type Description Example ApptID #B Unique identifier for appointments 123456 VisitID #B Unique identifier for visits 123456 ScheduledBy A100 The user who booked this appointment SysAdmin Dave Smith ConfirmationSent A3 Whether or not a confirmation email was sent (stored as blank or 'Yes') Yes ReminderDateTime Date Legacy/Unused ReminderNeeded A3 Whether or not a reminder needs to be sent for this appointment (stored as blank or 'Yes') Yes RequestNotes A65535 Legacy/Unused OtherNotes A65535 Student cancellation reason Student cancelled for reason: Selected wrong date SchedNotes A65535 Legacy/Unused DateIn Date The start date of this record 1970-12-31 TimeIn Time The start time of this record 13:00:00 TimeOut Time The end time of this record 14:30:00 Duration Duration The duration of this record stored in minutes 90 WaitTime Duration Wait time before start of visit stored in minutes 5 TotalTime Duration Total visit time including wait time in minutes 95 Weekday A9 Day of this record Wednesday Fund A80 Visit/Appointment funding source FWS Location A255 The location of this record Room 14 Online A3 Whether or not this record is online (stored as blank or 'Yes') Yes StudentID #B Student identification number 1234567 FirstName A80 Student's first name Sam LegalFirst A80 Student's legal first name Samantha Middle A80 Student's middle name or initial S LastName A80 Student's last name Smith Status A80 Appointment status Attended OtherID A40 Student's alternate ID A1234567 OtherID2 A40 Student's alternate alternate ID ssmith567 Barcode A80 Student's barcode ID 9876543 Email A80 Student's email address ssmith@example.edu Street A80 Student's address 1234 N Example St. City A80 Student's city Phoenix State A80 Student's state AZ ZIP A10 Student's zip code 85210 Birthdate Date Student's birthdate 1970-12-31 HomePhone A20 Student's home phone 333-333-3333 WorkPhone A20 Student's work phone 444-444-4444 CellPhone A20 Student's cell phone 555-555-5555 Gender A80 Student's gender Male Ethnicity A80 Student's ethnicity Caucasian College A80 Student's college Nowhere State University DegreeGoal A80 Student's degree goal AAS Major A120 Student's major accounting Class A80 Student's class SO Cohort A80 Student's cohort 2017SP GradUndergrad A80 The student's graduate status Graduate GPA Double Student's GPA 3.5 Hours Double Student's accumulated hours 67 ConsultantFirst A80 Consultant first name Dave ConsultantLast A80 Consultant last name Smith ConsultantUserName A80 Consultant username dsmith ConsultantAlias A120 Consultant alternate name D. Smith ConsultantLocation A255 Consultant location Room 14 Mailbox A80 Legacy/Unused Center A80 Center Name Learning Center Reason A80 Reason Name General Tutoring Subject A40 Subject MAT Course A20 Course number 300 Title A120 Course title Introduction to algebra Section A80 Section code 04 CRN A20 Course Reference Number 12345 Term A80 Term code SU2022 SubjectSectionTerm A250 Combination of Subject, Course, Section, Term MAT300 04 SU2022 Salutation A80 Faculty salutation Dr. FacultyFirst A80 Faculty first name Jeff FacultyLast A80 Faculty last name Daniels FacultyUserName A80 Faculty username jdaniels FacultyUserID A80 Faculty ID F1234567 VisitNotes A65535 Visit notes, typically entered by consultant Helped student with assignment ScheduleNotes A65535 Legacy/Unused StudentNotes A65535 Legacy/Unused ExportDate Date Date of export 1970-12-31 3. Listing CSV Exports Applies to: Students, Registrations, Staff, Resources. The Student and Registration Listing both offer the ability to Export the current list to CSV. This will immediately start downloading your queried records to a .csv file in your browser. 4. Print or PDF Export Applies to: Students, Student Timelines, Visits, Courses, Course Lists, Registrations, Sections, Documents, Faculty, Staff, Work Types, Appointment Requests. On these listings, under the Hamburger icon , you'll find a print option. This can be used to either print the data or save it to a PDF file. In the case of the Student Timeline, you'll need to use your browser's print function (typically CTRL + P). 5. Starfish Export Applies to: Visits. We have an additional module available for purchase that provides a Starfish-compatible data export for your Trac System. For more information, reach out to sales@go-redrock.com.