TracCloudTechMoreImports
From Redrock Wiki
Importing Additional Data into TracCloud
TracCloud can import more than just 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.
- Import files must be in a flat-text format (.csv or .txt), comma or tab delimited.
- UTF-8 is preferred.
- The file must have quotes surrounding every field.
- A header row is required.
- 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 copy of the file(s).
There are no restrictions on column order, and optional columns can safely be excluded from your file.
| Type | Description |
|---|---|
| A## | Alphanumeric field with a specified maximum length |
| Text | Text fields with a maximum length of over 60,000 characters. |
| #B | Big Integer, maximum value of about 9 quintillion, or a 16-digit numeric value |
| DateTime | Date and time, formatted as YYYY-MM-DD HH:MM:SS |
| Duration | A duration stored in number of minutes, e.g., 90 |
For information on recording visits within the Trac System, click here. Click the button below to download an sample import file.
| Name | Type | Required | Field Description | Example |
|---|---|---|---|---|
| Student.ID | #B | Yes | The unique numeric ID of the student, OtherID can be used instead if preferred. | 19310045 |
| Center.Name | A80 | Yes | The name of the center that the visits will be saved to, must already exist in TracCloud and be spelled correctly. | Learning Center |
| Visit.TimeIn | datetime | Yes | The start time of the visit, must be formatted as YYYY-MM-DD 23:59:00. | 2023-05-01 13:00:00 |
| Visit.EnteredDT | datetime | The time that the student entered the center (i.e., for wait time tracking), must be formatted as YYYY-MM-DD 23:59:00. | 2023-05-01 12:59:34 | |
| Visit.TimeOut | datetime | Yes | The end time of the visit, must be formatted as YYYY-MM-DD 23:59:00. | 2023-05-01 14:00:00 |
| Visit.Duration | duration | Yes | The duration of the visit in minutes. | 60 |
| Course.Subject | A40 | Maybe | The subject of the visit, only required if section data is being imported. | CHEM |
| 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 |
| Visit.CtrNotes | text | The consultant notes for this session. | "Worked on this and that, etc" |
For information on creating resources within the Trac System, click here. Click the button below to download an sample import file.
| Name | Type | Required | Field Description | Example |
|---|---|---|---|---|
| Title | A80 | Yes | The name of the resource, non-unique titles are allowed. | TI-84 Calculator |
| Barcode | A20 | Yes | The unique identifier for this resource. | A12345 |
| Description | Text | The description of this resource. | This is an item that does XYZ | |
| Keywords | A80 | Keywords that can be used to find this resource during checkout or returns. | Calculator, Texas Instruments | |
| MaxDaysOut | #B | Yes* | The number of days this item can be checked out for before it must be returned. | 14 |
| Type | A80 | Yes | The category for this resource. | Calculators |
| Profile | A80 | Yes* | The profile this resource is linked to. Must match your existing profile name in TracCloud. | The Learning Center |
| AlwaysAvailable | 1/0 | Yes* | 1 = No return tracking, multiple students can check this item out without TracCloud sending confirmation or overdue emails (e.g., Towels). 0 = One student can checkout the item at a time, with overdue tracking and emails (e.g., Calculators, Laptops) |
0 |
| 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. 0 = The user can check the item out without providing a collateral item. |
1 |
*If this field is unavailable from the source or will be the same for all imported items, 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 items can only be checked out for 7 days, we can set that field to 7 for all items in the file and you don't have to provide the column.