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Creating Exports

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This page applies to the CSU Transfer Planner University Portal. 

Overview

You can create exports to extract data from CSU Transfer Planner and share them with other users or import them into your CRM or Student Information System (SIS).

Creating a New Export

  1. Using the Navigation Menu, click Settings.
  2. Under the Import/Export section, click Exports.
  3. Click the plus sign to add a new export.
  4. Select your export type:
    • JSON: short for JavaScript Object Notation, this is a lightweight, data-interchange format using human-readable text. It is commonly used for transmitting data in web applications.
    • Tabular/Spreadsheet: this format offers files in .csv, .tsv, or .txt file types.
    • PDF: short for Portable Document Format, this file format produces an image including text or graphics.
    • Files: this option allows you to select attachments, portfolios, or other documents to extract from the software.
  5. Continue configuring the export using the instructions below, based on which export type you’ve selected.

Configuring JSON Exports

  1. Enter a name for the export file.
  2. If desired, select Customize File Name to create a file name with variable text. For example, you can include a date as a variable in the file name so that the date the export was generated is listed in the file name. See Variable Text Options below for more guidance.
  3. If desired, select Batching to group records in the same .zip file.
  4. If applicable, select Shared so that other CSU Transfer Planner users can run this export.
  5. Under the Output section, select if you want to export:
    • Everything: all available fields in CSU Transfer Planner will be included in the file.
    • Selected Fields: you can select the fields to include in this export by clicking or dragging and dropping them.
    • Custom: you can enter JavaScript code to transform your desired data.
  6. Under the Schedule section, click the plus icon to add a schedule. You can set the frequency, add filters, and select the delivery method as needed.
  7. Click Create Export to save your template or click Exports to discard your template.

Configuring Tabular / Spreadsheet Exports

  1. Enter a name for the export file.
  2. Select your file type:
    • Comma Delimited
    • Tab Delimited
    • Fixed Width
    • Custom Delimited: you can enter your desired delimiter. For example, you can set a pipe (|) as a delimiter.
  3. If desired, select Customize File Name to create a file name with variable text. For example, you can include a date as a variable in the file name so that the date the export was generated is listed in the file name. See Variable Text Options below for more guidance.
  4. If desired, select Batching to group records in the same .zip file.
  5. If applicable, select Shared so that other CSU Transfer Planner users can run this export.
  6. Under the Columns section, click or drag and drop the fields you want to include in your export.
  7. Under the Schedule section, click the plus icon to add a schedule. You can set the frequency, add filters, and select the delivery method as needed.
  8. Click Create Export to save your template or click Exports to discard your template.

Configuring PDF Exports

  1. Enter a name for the export file.
  2. If desired, select Customize File Name to create a file name with variable text. For example, you can include a date as a variable in the file name so that the date the export was generated is listed in the file name. See Variable Text Options below for more guidance.
  3. Select Customize Contents to select which sections of the PDF to include.
  4. If applicable, select Shared so that other CSU Transfer Planner users can run this export.
  5. Under the Schedule section, click the plus icon to add a schedule. You can set the frequency, add filters, and select the delivery method as needed.
  6. Click Create Export to save your template or click Exports to discard your template.

Configuring File Exports

  1. Enter a name for the export file.
  2. If applicable, select Shared so that other CSU Transfer Planner users can run this export.
  3. Under File Sources to Include, drag and drop the file sources you want to include.
  4. Under Manifest File, click the plus icon to add a manifest file. A manifest file is a customizable catalog of all documents exported that can include all relevant applicant data associated with each document exported.
    1. Enter a name for the manifest file. This file will be stored in a document zip file or exported with individual documents, so be sure to give it a standard name, as external import processes typically need to identify this file.
    2. Select the file type.
    3. Enter the maximum number of applications for each manifest. Multiple files are generated if the export exceeds the limit.
    4. Click or drag and drop the fields you want to include. As a best practice, you should include identifying fields (e.g., name, email, file name, etc.), as they can help describe each file and link it to the corresponding student.
    5. Click Done Editing to save your template or click Cancel to discard your template.
  5. Under the Schedule section, click the plus icon to add a schedule. You can set the frequency, add filters, and select the delivery method as needed.
  6. Click Create Export to save your template or click Exports to discard your template.
Variable Text Options

You can include these variables in your export file name. For example, you can include a date as a variable in the file name so that the date the export was generated is listed in the file name.

Note that this is an advanced feature that requires knowledge of the database field names. Additionally, variables must be surrounded by double curly brackets.

  • applicant.fullName
  • applicant.familyName
  • applicant.givenName
  • program.name
  • program.id
  • minute
  • hour
  • date
  • year
  • month
  • dayOfMonth
  • totalRecordCount
  • exportName
  • fileRecordCount
  • fileNumber
  • fileCount

Managing Exports

To manage existing exports:

  1. Using the Navigation Menu, click Settings.
  2. Under the Import/Export section, click Exports.

Editing Exports

Click the export name to make edits.

Copying Exports

Click the checkbox next to the export name, then click Copy.

Deleting Exports

Click the checkbox next to the export name, then click Delete.

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