TracCloud: Data Export: Difference between revisions

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<big><b>TracCloud Data Exports</b></big><br>
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<div class="pageTitle">TracCloud Data Exports</div>


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 [mailto:helpdesk@go-redrock.com helpdesk@go-redrock.com].
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 [mailto:helpdesk@go-redrock.com helpdesk@go-redrock.com].
<hr>
<hr>
==1. Reports==
==1. Reports==
Line 12: Line 12:


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 [https://wiki.go-redrock.com/index.php/TracCloudReports Reports Wiki].
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 [https://wiki.go-redrock.com/index.php/TracCloudReports Reports Wiki].
<hr>
<hr>
==2. SFTP Export==
==2. SFTP Export==
Applies to: <i>Visits, Appointments.</i>
Applies to: <i>Visits, Appointments.</i>


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.
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 what is exported. The files will be in a .csv format.


This option can be found in Other > Other Options > Visits/Appointments Export.
This option can be found in Other > Other Options > Visits/Appointments Export.


[[File:5002674.png|700px]]
[[File:4100178.png|700px]]
 
Click the buttons below to view or download sample export files. These are from our demo system, which contains several [[TracCloudGuideGlobalCustom|custom fields]] that will differ from your system. [[TracCloud:_Rosetta|A list of field definitions can be found here.]]
 
<b>[[Media:AppointmentsExport.csv|View Appointment File]]</b>
 
<b>[[Media:VisitsExport.csv|View Visit File]]</b>
 
* <b>Data to Export</b>
::Choose to include visits, appointments, or both.
 
* <b>Number of Days to Export</b>
::Here are the available range formats you can enter in this field.
::Number of days (e.g., "7") - This will export all records from this many days ago to the date the export was run on.
::Number of days in a range (e.g., "14...7") - This will export all records from the first number of days ago up to the second number of days ago.
::Date range (e.g., "2024-01-01...2024-12-31") - This will export all records within this date range.


Click the buttons below to view or download sample export files. These are from our demo system, which contains several [[TracCloudGuideGlobalCustom|custom fields]] that will differ from your system.
* <b>Visits to Include</b>
::Choose to include work visits, student visits, or both.


[[File:2551824.png|150px|link=https://wiki.go-redrock.com/images/e/ef/AppointmentsExport.csv|View Appointment File]]
* <b>Place custom fields after standard fields</b>
[[File:3596064.png|150px|link=https://wiki.go-redrock.com/images/b/b3/VisitsExport.csv|View Visit File]]
::Due to the fact that [[TracCloud:_Custom_Fields|custom fields]] can be changed at any time, this option can be enabled to ensure that default fields always stay in the same position in the file.


* <b>Include registration notes</b>
::Optionally include the registration notes field.


{| class="wikitable mw-collapsible mw-collapsed"
* <b>Export subject/course as one field</b>
|+ Field Type Descriptions
::Rather than subject and course being provided separately, this option will combine them into one column.  
|-
!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, <span style="color:red>formatted as YYYY-MM-DD</span>
|-
|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
|}


{| class="wikitable mw-collapsible mw-collapsed"
* <b>Zip export file(s)</b>
|+ Field Definitions
::Optionally have TracCloud compress/zip the files before uploading them to the SFTP server.
|-
 
! Column !! Type !! Description !! Example
* <b>Show online locations specifically</b>
|-
::Show the actual meeting URL in the online location field rather than the word "Online."
| ApptID || #B || Unique identifier for appointments || 123456
 
|-
* <b>Include future appointments</b>
| VisitID || #B || Unique identifier for visits || 123456
::Include upcoming appointments on dates later than the current date.
|-
 
| ScheduledBy || A100 || The user who booked this appointment || SysAdmin Dave Smith
* <b>Include visits modified during date range</b>
|-
::By default, this report will only include visit records that took place within the date range specified. This option can be enabled to also include visit records that were modified by staff during that range (e.g., adding notes, correcting data, etc).
| ConfirmationSent || A3 || Whether or not a confirmation email was sent (stored as blank or 'Yes') || Yes
 
|-
* <b>Keep single quote characters</b>
| ReminderDateTime || Date || Legacy/Unused||
::By default, single quotes will be replaced with "[SINGLEQUOTE]" to prevent common import errors outside of the Trac System. This option can be checked to disable that text replacement.
|-
 
| ReminderNeeded || A3 || Whether or not a reminder needs to be sent for this appointment (stored as blank or 'Yes') || Yes
* <b>Additional fields to export</b>
|-
::Select additional fields to include the export on top of the defaults.  
| RequestNotes || A65535 || Legacy/Unused ||
 
|-
* <b>Enable Automation</b>
| OtherNotes || A65535 || Student cancellation reason || Student cancelled for reason: Selected wrong date
::Optionally run this export on a regular schedule at your chosen interval and time of day.
|-
| 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
|}


<hr>
<hr>
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Applies to: <i>Students, Registrations, Staff, Resources.</i>
Applies to: <i>Students, Registrations, Staff, Resources.</i>


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.
These listings 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. This can be used in combination with [[TracCloudGuideListingsViews|Custom Views]] to export a different set of fields from the listed records.


[[File:8844377.png|800px]]
[[File:8844377.png|800px]]
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[[File:6681206.png|800px]]
[[File:6681206.png|800px]]


|}
<hr>
[[Category:TracCloud]]
==6. API==
Applies to: <i>All</i>.
 
More information on our API can be found in [[TracCloud:_API|its own dedicated article here.]] For pricing information, reach out to [mailto:sales@go-redrock.com sales@go-redrock.com].
[[Category:TracCloud Manual]]
</div>

Latest revision as of 23:39, 15 April 2026

Return to User Manual

Tech Documentation

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 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. A list of field definitions can be found here.

View Appointment File

View Visit File

  • Data to Export
Choose to include visits, appointments, or both.
  • Number of Days to Export
Here are the available range formats you can enter in this field.
Number of days (e.g., "7") - This will export all records from this many days ago to the date the export was run on.
Number of days in a range (e.g., "14...7") - This will export all records from the first number of days ago up to the second number of days ago.
Date range (e.g., "2024-01-01...2024-12-31") - This will export all records within this date range.
  • Visits to Include
Choose to include work visits, student visits, or both.
  • Place custom fields after standard fields
Due to the fact that custom fields can be changed at any time, this option can be enabled to ensure that default fields always stay in the same position in the file.
  • Include registration notes
Optionally include the registration notes field.
  • Export subject/course as one field
Rather than subject and course being provided separately, this option will combine them into one column.
  • Zip export file(s)
Optionally have TracCloud compress/zip the files before uploading them to the SFTP server.
  • Show online locations specifically
Show the actual meeting URL in the online location field rather than the word "Online."
  • Include future appointments
Include upcoming appointments on dates later than the current date.
  • Include visits modified during date range
By default, this report will only include visit records that took place within the date range specified. This option can be enabled to also include visit records that were modified by staff during that range (e.g., adding notes, correcting data, etc).
  • Keep single quote characters
By default, single quotes will be replaced with "[SINGLEQUOTE]" to prevent common import errors outside of the Trac System. This option can be checked to disable that text replacement.
  • Additional fields to export
Select additional fields to include the export on top of the defaults.
  • Enable Automation
Optionally run this export on a regular schedule at your chosen interval and time of day.

3. Listing CSV Exports

Applies to: Students, Registrations, Staff, Resources.

These listings 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. This can be used in combination with Custom Views to export a different set of fields from the listed records.

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.

6. API

Applies to: All.

More information on our API can be found in its own dedicated article here. For pricing information, reach out to sales@go-redrock.com.

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