TracCloud: Data Export

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TracCloud Technical Documentation

• Contents

• Mail Server

• Data Import

• Data Export

• Single Sign-on

• Custom URL

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• SFTP SSH Keys

• Migration from 4.0

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.

View Appointment File

View Visit File

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
ApptModifiedBy (Optional)	A80	The user who last modified this appointment	SysAdmin dsmith
ApptModifiedDT (Optional)	DateTime	The date/time of when this appt was last modified	1970-12-31 13:00:00
ApptOnlineURL (Optional)	A512	The online URL of this appointment	https://zoom.us/example
ApptScheduledDT (Optional)	DateTime	The date/time showing when this appt was booked	1970-12-31 13:00:00
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
Referral_Choice		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	25
StudentFund (Optional)	A80	Student's assigned fund	Perkins
StudentGradDate (Optional)	Date	Date of student's graduation	2022-12-31
StudentGradDegree (Optional)	A128	Student's graduation degree	AAS
StudentOtherStatus (Optional)	A80	Student's other/secondary status	Registered
StudentPronouns (Optional)	A80	Student's preferred pronouns	He/Him
StudentUserName (Optional)	A120	Student's username	dsmith50
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
ConsultantEmail (Optional)	A120	Consultant email address	dsmith@school.edu
ConsultantFund (Optional)	A80	Consultant fund	Perkins
ConsultantOnlineLink (Optional)	A512	Consultant online URL	https://zoom.us/exaxmple
ConsultantOtherID (Optional)	A80	Consultant alternate ID	A12345678
ConsultantPronouns (Optional)	A80	Consultant's preferred pronouns	He/Him
ConsultantHired (Optional)	Date	Date that the consultant was hired	1970-12-31
ConsultantReasonQuit (Optional)	A220	Reason for consultant employment termination	Retired
ConsultantTerminated (Optional)	Date	Date of consultant employment termination	1970-12-31
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
RegistrationNotes	A65535	Registration notes field	Incomplete enrollment
RegistrationStatus (Optional)	A40	Registration Status	Enrolled
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
FacultyEmail (Optional)	A120	Faculty email	jdaniels@school.edu
FacultyDepartment (Optional)	A60	Faculty department	Labs
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

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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.

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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).

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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.