Web Forms Export

The Data Export screen allows users to retrieve forms data. Retrieved data can either be printed or downloaded. To retrieve data, the user must select one option from each of the three columns: Output Type, Criteria Selection, and Batch Size.

Note:  If you are using Web Forms with Enrollment Manager, there is no need to manually move data to Enrollment Manager. This process is automated for you. The Export functions below are included in order to export data to other systems, or for your own use outside of Enrollment Manager. 

Output Type:

This is the format in which your data will be formatted. If you would like to print your records directly from Forms Manager, select Batch Print. If you would like to download your data, you can select one of standard formats or a custom format. The standard formats (Comma Delimited, Tab Delimited, and Pipe Delimited) will include ALL form data for each record. These formats also include a header row indicating the fields names. The only difference between these three formats will be the delimiter used between each field (comma, tab or pipe).

In addition, there are several Custom Formats available. These choices will provide you with data PRE-FORMATTED for a specific data integration requirement. These formats include:

Recruitment PLUS Standard Prospect Export

This format is an ASCII text file download designed for integration with the Recruitment PLUS application from The College Board. There is one complete record per row, but no header row. This produces a fixed width file compatible with the Recruitment PLUS Standard Prospect Short Form Import version 8.0.a.

Recruitment PLUS Standard Application Export

This format is an ASCII text file download designed for integration with the Recruitment PLUS application from The College Board. There is one complete record per row, but no header row. This produces a fixed width file compatible with the Recruitment PLUS Standard Application Import version 8.0.a.

Criteria Selection:

The user determines the most appropriate data to retrieve. The Criteria Selection for Inquiry Forms includes:

  • Submitted records not yet downloaded
  • Submitted records since last login
  • Submitted total records to date
  • The Criteria Selection for Application Forms includes:
  • All records currently in progress
  • All records currently started
  • All records not yet downloaded to Flatfile
  • All records submitted to date
  • All submitted records not yet downloaded to Flatfile
  • All submitted records not yet printed
  • In progress records with activity since last login date/time
  • In progress records with no activity for 30 days
  • Submitted records not yet downloaded or printed
  • Submitted records since last login date/time

Batch Size:

Lastly, you can choose a subset of the above choices by changing the Batch Size. As an example, if the user chooses to download all records completed in the last 30 days, the Batch Size of All Records would indicate that every record received in the last 30 days would be downloaded to a flat-file.

If the user chooses Specify # of Records, the number of records downloaded can be manipulated. For example, the user can choose to download all records completed in the last 30 days, but can specify how many of these are preferred for download.

Finally, you can change the Criteria Selection sub filters. The sub filter option currently available is Include Inactive Records. If selected, records that are marked as Inactive (see Forms List help topic for information about records marked as Inactive), will be included in downloaded data. Otherwise, these records will not be included.

Exporting Data:

Once the Output Type, Criteria Selection, and Batch Size have been determined, click the Download button to begin the data retrieval.

When the dialogue box appears, click Save and then choose the destination for the saved file. Change the name of the file if necessary. Data file should appear in the chosen drive destination and ready for use. The standard data file name will include the Criteria selected, followed by the data and time stamp. For instance, the default file name may appear as: All_records_currently_in_progress_8_10_2007_10_48_24_AM.csv.

This data file can be imported into any software application (e.g., Excel, Access) that recognizes the same delimiter type chosen for this download.


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