TracCloudTechMoreImports - Revision history

Redrock at 18:48, 7 April 2026

2026-04-07T18:48:35Z

Redrock at 16:53, 29 July 2025

2025-07-29T16:53:01Z

← Older revision		Revision as of 16:53, 29 July 2025
Line 1:		Line 1:
	{{TracCloudGuideTabs}}		{{TracCloudGuideTabs}}
	<div class="tcWidgetPage">		<div class="tcWidgetPage">
	<~~b><big~~>Importing Additional Data into TracCloud</~~big></b~~>		<div class="pageTitle">Importing Additional Data into TracCloud</div>

	TracCloud can import more than just [[TracCloud:_Student_Data_Import\|student and registration data]], but other record types require very specific formatting to prevent inaccurate or duplicated data from being created. We generally recommend against importing the records below if possible, as if anything in the import file is entered incorrectly, it can create more work cleaning up the records compared to manually creating them in TracCloud in the first place.		TracCloud can import more than just [[TracCloud:_Student_Data_Import\|student and registration data]], but other record types require very specific formatting to prevent inaccurate or duplicated data from being created. We generally recommend against importing the records below if possible, as if anything in the import file is entered incorrectly, it can create more work cleaning up the records compared to manually creating them in TracCloud in the first place.

Redrock at 15:39, 25 November 2024

2024-11-25T15:39:27Z

← Older revision		Revision as of 15:39, 25 November 2024
Line 3:		Line 3:
	<b><big>Importing Additional Data into TracCloud</big></b>		<b><big>Importing Additional Data into TracCloud</big></b>

	TracCloud can import more than just [[~~TracCloudTechImport~~\|student and registration data]], but other record types require very specific formatting to prevent inaccurate or duplicated data from being created. We generally recommend against importing the records below if possible, as if anything in the import file is entered incorrectly, it can create more work cleaning up the records compared to manually creating them in TracCloud in the first place.		TracCloud can import more than just [[TracCloud:_Student_Data_Import\|student and registration data]], but other record types require very specific formatting to prevent inaccurate or duplicated data from being created. We generally recommend against importing the records below if possible, as if anything in the import file is entered incorrectly, it can create more work cleaning up the records compared to manually creating them in TracCloud in the first place.
	{{#lst:~~TracCloudTechImport~~\|fileRequirements}}		{{#lst:TracCloud:_Student_Data_Import\|fileRequirements}}

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

	{{#lst:~~TracCloudTechImport~~\|FieldTypes}}		{{#lst:TracCloud:_Student_Data_Import\|FieldTypes}}
	<HR>		<HR>
	{{#lst:~~TracCloudTechImport~~\|RequiredFields}}		{{#lst:TracCloud:_Student_Data_Import\|RequiredFields}}
	<hr>		<hr>
	<!-------------------------------------------- Visits -------------------------------------------->		<!-------------------------------------------- Visits -------------------------------------------->

Redrock at 23:33, 18 November 2024

2024-11-18T23:33:40Z

← Older revision		Revision as of 23:33, 18 November 2024
Line 98:		Line 98:
	<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Importing Staff/Consultants</b></big></div><div class="mw-collapsible mw-collapsed"><br><br>		<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Importing Staff/Consultants</b></big></div><div class="mw-collapsible mw-collapsed"><br><br>

	For information on creating staff within the Trac System, [[~~TracCloudGuideProfileStaff~~\|click here]]. Click the button below to download a sample import file.		For information on creating staff within the Trac System, [[TracCloud:_Staff_and_Consultants\|click here]]. Click the button below to download a sample import file.

	<b>Important:</b> Course Lists, Reason Specialties, and Linked Centers must be assigned manually within TracCloud and cannot be imported.		<b>Important:</b> Course Lists, Reason Specialties, and Linked Centers must be assigned manually within TracCloud and cannot be imported.

Redrock at 18:20, 6 November 2024

2024-11-06T18:20:15Z

@@ Line 8: / Line 8: @@
 There are no restrictions on column order, and optional columns can safely be excluded from your file.
-{| class="wikitable" border="1" style="margin:auto"
+{{#lst:TracCloudTechImport|FieldTypes}}
 <HR>
 {{#lst:TracCloudTechImport|RequiredFields}}

Redrock at 23:29, 5 November 2024

2024-11-05T23:29:11Z

← Older revision		Revision as of 23:29, 5 November 2024
Line 4:		Line 4:

	TracCloud can import more than just [[TracCloudTechImport\|student and registration data]], but other record types require very specific formatting to prevent inaccurate or duplicated data from being created. We generally recommend against importing the records below if possible, as if anything in the import file is entered incorrectly, it can create more work cleaning up the records compared to manually creating them in TracCloud in the first place.		TracCloud can import more than just [[TracCloudTechImport\|student and registration data]], but other record types require very specific formatting to prevent inaccurate or duplicated data from being created. We generally recommend against importing the records below if possible, as if anything in the import file is entered incorrectly, it can create more work cleaning up the records compared to manually creating them in TracCloud in the first place.
			{{#lst:TracCloudTechImport\|fileRequirements}}
	* <span style="color:~~red>Import files must be in a flat-text format (.csv or .txt), comma or tab delimited.</span>~~
	* <span style="color:red>UTF-8 is preferred.</span>
	* <span style="color:red>The file must have quotes surrounding <b>every</b> field. </span>
	* <span style="color:red>A header row is required.</span>
	* <span style="color:red>Custom fields must be coordinated with Redrock Software to ensure assignment to the correct data field. </span>
	* <span style="color:red>File names must be static, with each import upload overwriting the previous copy of the file(s).</span><br><br>

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

Redrock at 23:21, 5 November 2024

2024-11-05T23:21:13Z

@@ Line 29: / Line 29: @@
 |}
 <HR>
-'''Explanation on Required Fields'''
+{{#lst:TracCloudTechImport|RequiredFields}}
 <hr>
 <!-------------------------------------------- Visits -------------------------------------------->

Redrock at 16:51, 15 July 2024

2024-07-15T16:51:56Z

← Older revision		Revision as of 16:51, 15 July 2024
Line 81:		Line 81:
	\|-style="color: green;"		\|-style="color: green;"
	\|Term.TermCode\|\|A80\|\|[Yes]\|\|The term code of the visit.\|\|2023SP		\|Term.TermCode\|\|A80\|\|[Yes]\|\|The term code of the visit.\|\|2023SP
	\|-		\|-style="color: red;"
	\|Reason.Reason\|\|A80\|\|[Yes]\|\|The reason for this visit, must already exist in TracCloud and be spelled correctly.\|\|Writing Help		\|Reason.Reason\|\|A80\|\|[Yes]\|\|The reason for this visit, must already exist in TracCloud and be spelled correctly.\|\|Writing Help
	\|-		\|-style="color: blue;"
	\|Consultant.Username\|\|A80\|\|[Yes]\|\|The consultant that the student met with, must already exist in TracCloud and be spelled correctly. Another unique identifier such as email or other ID can be used instead if preferred.\|\|dsmith1234		\|Consultant.Username\|\|A80\|\|[Yes]\|\|The consultant that the student met with, must already exist in TracCloud and be spelled correctly. Another unique identifier such as email or other ID can be used instead if preferred.\|\|dsmith1234
	\|-		\|-

Redrock at 16:49, 15 July 2024

2024-07-15T16:49:50Z

← Older revision		Revision as of 16:49, 15 July 2024
Line 28:		Line 28:
	\|Duration\|\|A duration stored in number of minutes, e.g., 90		\|Duration\|\|A duration stored in number of minutes, e.g., 90
	\|}		\|}
			<HR>
			'''Explanation on Required Fields'''

			The TracCloud import process can be fairly flexible, but some fields are absolutely required, some are conditionally required, and others aren't required but <i>are</i> highly recommended.

			{\| class="wikitable" border="1" style="margin:auto"
			!Type!!Description
			\|-
			\|Yes\|\|Required.
			\|-
			\|[Yes]\|\|Required only if you're importing that data. E.g., Faculty.First_Name is required only if you're importing faculty in the first place. These groups of fields will have matching colors when necessary.
			\|-
			\|(Yes)\|\|Technically not required, but highly recommended. Functionality will be lost if this field isn't imported. E.g., you don't <i>need</i> to import student email addresses, but students will not be able to receive emails without it.
			\|-
			\|{Yes}\|\|Conditionally required based on whether or not you're importing other fields. For example, Section.Title and Course.Title. You can import both, you can import one or the other, but you cannot import neither.
			\|}


	<hr>		<hr>
Line 54:		Line 71:
	\|-		\|-
	\|Visit.Duration\|\|duration\|\|Yes\|\| The duration of the visit in minutes.\|\|60		\|Visit.Duration\|\|duration\|\|Yes\|\| The duration of the visit in minutes.\|\|60
			\|-style="color: green;"
			\|Course.Subject\|\|A40\|\|[Yes]\|\|The subject of the visit.\|\|CHEM
			\|-style="color: green;"
			\|Course.Course\|\|A20\|\|[Yes]\|\|The course number of the visit.\|\|100
			\|-style="color: green;"
			\|Section.Code\|\|A80\|\|[{Yes}]\|\|The section number of the visit. Required if Section.CRN is not being imported.\|\|A01
			\|-style="color: green;"
			\|Section.CRN\|\|A80\|\|[{Yes}]\|\|The section CRN of the visit. Required if Section.CRN is not being imported.\|\|12345
			\|-style="color: green;"
			\|Term.TermCode\|\|A80\|\|[Yes]\|\|The term code of the visit.\|\|2023SP
	\|-		\|-
	~~\|Course.Subject\|\|A40\|\|Maybe\|\|The subject of the visit, only required if section data is being imported.\|\|CHEM~~		\|Reason.Reason\|\|A80\|\|[Yes]\|\|The reason for this visit, must already exist in TracCloud and be spelled correctly.\|\|Writing Help
	\|-
	~~\|Course.Course\|\|A20\|\|Maybe\|\|The course number of the visit, only required if section data is being imported.\|\|100~~
	\|-
	~~\|Section.Code\|\|A80\|\|Maybe\|\|The section number of the visit, only required if section data is being imported. CRN may be needed instead depending on your existing import configuration.\|\|A01~~
	\|-
	~~\|Term.TermCode\|\|A80\|\|Maybe\|\|The term code of the visit, only required if section data is being imported.\|\|2023SP~~
	\|-
	\|Reason.Reason\|\|A80\|\| \|\|The reason for this visit, must already exist in TracCloud and be spelled correctly.\|\|Writing Help
	\|-		\|-
	\|Consultant.Username\|\|A80\|\|Yes\|\|The consultant that the student met with, must already exist in TracCloud and be spelled correctly. Another unique identifier such as email or other ID can be used instead if preferred.\|\|dsmith1234		\|Consultant.Username\|\|A80\|\|[Yes]\|\|The consultant that the student met with, must already exist in TracCloud and be spelled correctly. Another unique identifier such as email or other ID can be used instead if preferred.\|\|dsmith1234
	\|-		\|-
	\|Visit.CtrNotes\|\|text\|\| \|\|The consultant notes for this session.\|\|"Worked on this and that, etc"		\|Visit.CtrNotes\|\|text\|\| \|\|The consultant notes for this session.\|\|"Worked on this and that, etc"
Line 103:		Line 122:
	\|MaxRenews\|\|#B\|\| \|\|The number of times a user can renew their checkout, receiving another X days until overdue (based on MaxDaysOut).\|\|2		\|MaxRenews\|\|#B\|\| \|\|The number of times a user can renew their checkout, receiving another X days until overdue (based on MaxDaysOut).\|\|2
	\|-		\|-
	\|CollateralLogic\|\|1/0\|\| \|\|1 = The user must provide an item to staff in order to check the item out. Staff will be prompted to return the item to the student upon resource check-in.<br>0 = The user can check the item out without providing a collateral item.\|\|1		\|CollateralLogic\|\|1/0\|\|Yes*\|\|1 = The user must provide an item to staff in order to check the item out. Staff will be prompted to return the item to the student upon resource check-in.<br>0 = The user can check the item out without providing a collateral item.\|\|1
	\|-		\|-
	\|}		\|}
Line 132:		Line 151:
	\|Alias\|\|A120\|\| \|\|The staff member's alias or alternative name.\|\|Dave		\|Alias\|\|A120\|\| \|\|The staff member's alias or alternative name.\|\|Dave
	\|-		\|-
	\|Email\|\|A120\|\|Yes\|\|The staff member's email address.\|\|dsmith@example.edu		\|Email\|\|A120\|\|{(Yes)}\|\|The staff member's email address. Required for staff to receive emails from TracCloud. Required if another identifier such as username or ID is not provided.\|\|dsmith@example.edu
	\|-		\|-
	\|UserName\|\|A80\|\|Yes\|\|The staff member's username~~, used~~ for ~~SSO~~ authentication.\|\|dsmith		\|UserName\|\|A80\|\|{(Yes)}\|\|The staff member's username. Required for authentication. Required if another identifier such as email or ID is not provided.\|\|dsmith
	\|-		\|-
	\|UserLevel\|\|0/1/2\|\|Yes*\|\|The user level of this staff member.<br>0 = Staff<br>1 = SysAdmin<br>2 = Profile Admin\|\|1		\|UserLevel\|\|0/1/2\|\|Yes*\|\|The user level of this staff member.<br>0 = Staff<br>1 = SysAdmin<br>2 = Profile Admin\|\|1
Line 142:		Line 161:
	\|isConsultant\|\|1/0\|\|Yes*\|\|1 = This staff is a consultant and can be linked to visits, availabilities, and appointments (e.g., tutors, advisors).<br>0 = This staff is not a consultant and cannot be linked to those records (e.g., front desk workers, administrators).\|\|1		\|isConsultant\|\|1/0\|\|Yes*\|\|1 = This staff is a consultant and can be linked to visits, availabilities, and appointments (e.g., tutors, advisors).<br>0 = This staff is not a consultant and cannot be linked to those records (e.g., front desk workers, administrators).\|\|1
	\|-		\|-
	\|Phone\|\|A30\|\| \|\| The staff member's phone number.\|\| 555-555-5555		\|Phone\|\|A30\|\| \|\| The staff member's phone number.\|\| 555-555-5555
	\|-		\|-
	\|CellPhone\|\|A80\|\| \|\| The staff member's cell phone number.\|\| 555-555-5555		\|CellPhone\|\|A80\|\|(Yes)\|\| The staff member's cell phone number. Required for staff to receive [[TracCloudTA\|TextAlerts]].\|\| 555-555-5555
	\|-		\|-
	\|WorkPhone\|\|A80\|\| \|\| The staff member's work phone number.\|\| 555-555-5555		\|WorkPhone\|\|A80\|\| \|\| The staff member's work phone number.\|\| 555-555-5555
Line 170:		Line 189:
	\|Notes\|\|Text\|\| \|\| Optional notes for any additional information.\|\| Information about Dave Smith		\|Notes\|\|Text\|\| \|\| Optional notes for any additional information.\|\| Information about Dave Smith
	\|-		\|-
	\|OtherID\|\|A80\|\| \|\| An ID or alternate identifier which can be used for work visit logins.\|\| A1234567		\|OtherID\|\|A80\|\|{Yes}\|\| An ID or alternate identifier which can be used for work visit logins. Required if another identifier such as email or username is not provided.\|\| A1234567
	\|-		\|-
	\|Pronouns\|\|A80\|\| \|\| The staff member's preferred pronouns.\|\| He/Him		\|Pronouns\|\|A80\|\| \|\| The staff member's preferred pronouns.\|\| He/Him
Line 197:		Line 216:
	\|ToDT\|\|DateTime\|\|Yes\|\|The end date and time of this availability.\|\|2024-04-30 14:00:00		\|ToDT\|\|DateTime\|\|Yes\|\|The end date and time of this availability.\|\|2024-04-30 14:00:00
	\|-		\|-
	\|Increments\|\| \|\|Yes\|\|The increments of the availability in minutes (i.e., appointment length).\|\|25		\|Increments\|\| \|\|Yes*\|\|The increments of the availability in minutes (i.e., appointment length).\|\|25
	\|-		\|-
	\|Breaks\|\| \|\| \|\|Breaks between increments in minutes\|\|5		\|Breaks\|\| \|\| \|\|Breaks between increments in minutes\|\|5
Line 211:		Line 230:
	\|AvailSubj\|\|A80\|\| \|\|The subjects this availability is linked to. Formatted as SubjectCourse Section Term. Wildcards supported.\|\| CHEM100*		\|AvailSubj\|\|A80\|\| \|\|The subjects this availability is linked to. Formatted as SubjectCourse Section Term. Wildcards supported.\|\| CHEM100*
	\|-		\|-
	\|Center\|\|A80\|\| \|\|The name of the center this availability takes place in. Must exactly match an existing center name in TracCloud.\|\|Learning Center		\|Center\|\|A80\|\|Yes*\|\|The name of the center this availability takes place in. Must exactly match an existing center name in TracCloud.\|\|Learning Center
	\|-		\|-
	\|Location\|\|A512\|\| \|\|The location for in-person availabilities.\|\| Room 15		\|Location\|\|A512\|\| \|\|The location for in-person availabilities.\|\| Room 15
	\|-		\|-
	\|OnlineURL\|\|A512\|\|~~Maybe~~\|\|The meeting URL for online appointments. ~~Only required~~ for online availabilities.\|\|https://zoom.us/example		\|OnlineURL\|\|A512\|\|(Yes)\|\|The meeting URL for online appointments. Required for online availabilities.\|\|https://zoom.us/example
	\|-		\|-
	\|isInperson\|\|1/0\|\|Yes*\|\|Whether or not this availability is in-person. Multiple meeting types may be enabled.\|\| 1		\|isInperson\|\|1/0\|\|Yes*\|\|Whether or not this availability is in-person. Multiple meeting types may be enabled.\|\| 1

Redrock at 18:52, 17 April 2024

2024-04-17T18:52:01Z

@@ Line 33: / Line 33: @@
 <div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Importing Visits</b></big></div><div class="mw-collapsible mw-collapsed"><br><br>
-For information on recording visits within the Trac System, [[TracCloudGuideBasicsVisits|click here]]. Click the button below to download an sample import file.
+For information on recording visits within the Trac System, [[TracCloudGuideBasicsVisits|click here]]. Click the button below to download a sample import file.
 <div class="guideTabs" style="min-width:170px">
@@ Line 75: / Line 75: @@
 <div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Importing Resources</b></big></div><div class="mw-collapsible mw-collapsed"><br><br>
-For information on creating resources within the Trac System, [[TracCloudGuideBasicsResources|click here]]. Click the button below to download an sample import file.
+For information on creating resources within the Trac System, [[TracCloudGuideBasicsResources|click here]]. Click the button below to download a sample import file.
 <div class="guideTabs" style="min-width:220px">
@@ Line 114: / Line 114: @@
 <div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Importing Staff/Consultants</b></big></div><div class="mw-collapsible mw-collapsed"><br><br>
-For information on creating staff within the Trac System, [[TracCloudGuideProfileStaff|click here]]. Click the button below to download an sample import file.
+For information on creating staff within the Trac System, [[TracCloudGuideProfileStaff|click here]]. Click the button below to download a sample import file.
 <b>Important:</b> Course Lists, Reason Specialties, and Linked Centers must be assigned manually within TracCloud and cannot be imported.
@@ Line 177: / Line 177: @@
 <nowiki>*</nowiki>If this field is unavailable from the source or will be the same for all imported staff, let us know and we can automatically assign a single value to all records in the file on our end. E.g., if all of your staff are going to be tutors, we can set 'isConsultant' to 1 for all staff in the file and you don't have to provide the column.
 </div>
 <hr>
 </div>

← Older revision		Revision as of 18:48, 7 April 2026
Line 13:		Line 13:
	<hr>		<hr>
	<!-------------------------------------------- Visits -------------------------------------------->		<!-------------------------------------------- Visits -------------------------------------------->
	<div ~~style~~=~~"float: left; margin-top: 0em; margin-bottom: 1em"><big~~><b>Importing Visits</b~~></big~~></div><div class="mw-collapsible mw-collapsed"><br><br>		<div class='collapsible'><b>Importing Visits</b></div><div class="mw-collapsible mw-collapsed"><br><br>

	For information on recording visits within the Trac System, [[TracCloudGuideBasicsVisits\|click here]]. Click the button below to download a sample import file.		For information on recording visits within the Trac System, [[TracCloudGuideBasicsVisits\|click here]]. Click the button below to download a sample import file.
Line 57:		Line 57:
	<hr>		<hr>
	<!-------------------------------------------- Resources -------------------------------------------->		<!-------------------------------------------- Resources -------------------------------------------->
	<div ~~style~~=~~"float: left; margin-top: 0em; margin-bottom: 1em"><big~~><b>Importing Resources</b~~></big~~></div><div class="mw-collapsible mw-collapsed"><br><br>		<div class='collapsible'><b>Importing Resources</b></div><div class="mw-collapsible mw-collapsed"><br><br>

	For information on creating resources within the Trac System, [[TracCloudGuideBasicsResources\|click here]]. Click the button below to download a sample import file.		For information on creating resources within the Trac System, [[TracCloudGuideBasicsResources\|click here]]. Click the button below to download a sample import file.
Line 96:		Line 96:
	<hr>		<hr>
	<!-------------------------------------------- Staff -------------------------------------------->		<!-------------------------------------------- Staff -------------------------------------------->
	<div ~~style~~=~~"float: left; margin-top: 0em; margin-bottom: 1em"><big~~><b>Importing Staff/Consultants</b~~></big~~></div><div class="mw-collapsible mw-collapsed"><br><br>		<div class='collapsible'><b>Importing Staff/Consultants</b></div><div class="mw-collapsible mw-collapsed"><br><br>

	For information on creating staff within the Trac System, [[TracCloud:_Staff_and_Consultants\|click here]]. Click the button below to download a sample import file.		For information on creating staff within the Trac System, [[TracCloud:_Staff_and_Consultants\|click here]]. Click the button below to download a sample import file.
Line 165:		Line 165:
	<hr>		<hr>
	<!-------------------------------------------- AvailBlocks -------------------------------------------->		<!-------------------------------------------- AvailBlocks -------------------------------------------->
	<div ~~style~~=~~"float: left; margin-top: 0em; margin-bottom: 1em"><big~~><b>Importing Availabilities</b~~></big~~></div><div class="mw-collapsible mw-collapsed"><br><br>		<div class='collapsible'><b>Importing Availabilities</b></div><div class="mw-collapsible mw-collapsed"><br><br>

	For information on creating availabilities within the Trac System, [[TracCloudGuideBasicsSchedule\|click here]]. Click the button below to download a sample import file.		For information on creating availabilities within the Trac System, [[TracCloudGuideBasicsSchedule\|click here]]. Click the button below to download a sample import file.