TracCloudTechMoreImports: Difference between revisions

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<b><big>Importing Additional Data into TracCloud</big></b>
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<b><span style="color:blue"><big>Importing Visit Data into TracCloud</big></span></b>
 
TracCloud can import visit data if it's in the correct format. Visit imports are more strict on formatting compared to standard imports to prevent inaccurate or duplicated data from being imported into the system. We generally recommend against importing visits if possible, as if anything in an import file is entered incorrectly, it can create more work cleaning up the records compared to manually creating the visits in the first place. For information on recording visits within the Trac System, [[TracCloudGuideBasicsVisits|click here]].
 
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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 <b>every</b> field.
A header row is required, and 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 copies of the files.
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There are no restrictions on column order, and optional columns can safely be excluded from your file if preferred.
 
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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.
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Click the button below to view or download an example file.
* <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>


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There are no restrictions on column order, and optional columns can safely be excluded from your file.
[[Media:Visit_Import_Example.csv|View Visit File]]
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<HR>'''Description of Import fields'''
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!Type!!Description
!Type!!Description
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|Duration||A duration stored in number of minutes, e.g., 90
|Duration||A duration stored in number of minutes, e.g., 90
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| style="vertical-align:top; font-size:140%; color:#0C3773; " | <HR>'''Available Student Import Fields'''
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<!-------------------------------------------- Visits -------------------------------------------->
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<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.
 
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[[Media:Visit_Import_Example.csv|Download Visit File]]
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!Name!!Type!!Required!!Field Description!!Example
!Name!!Type!!Required!!Field Description!!Example
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Revision as of 10:58, 16 April 2024

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.

Description of Import fields
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
Importing Visits


For information on recording visits within the Trac System, click here. Click the button below to download an sample import file.

Download Visit File

Visit Import Fields
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 Yes* The subject of the visit, only required if section data is being imported. CHEM
Course.Course A20 Yes* The course number of the visit, only required if section data is being imported. 100
Section.Code A80 Yes* 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 Yes* 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"


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