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Exporting Data

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Overview

You can create exports to extract data from ResidencyCAS and share them with other users or import them into other systems. ResidencyCAS comes with a set of preconfigured file exports (i.e., a default PDF export, a default JSON export), but you can also configure your own export templates. 

Generating Exports

Generating Exports for Applications in Batch

residencycas-program-portal-exporting-applications-in-batch.png

  1. To generate an export file for one or more applications, navigate to the applications grid. 
  2. Select or create a segment to isolate your desired applications, and use the checkboxes to include them.
  3. Click Export.
  4. From the menu that appears, decide whether to generate the export in the default PDF format, default JSON format, or one of your previously configured export templates (see below for information on Creating a New Export Template). Click Download to produce the file.
  5. Wait for the file to finish generating and click the link to download it immediately, or close the Processing Request window and go to the Activity page to download it later.

    my-downloads.png

Generating Exports for Individual Applications

Selecting the Export option on an individual application

  1. To generate an export file for an individual application, go to your desired application record.
  2. Using the three-dots menu at the top right, click Export.
  3. From the menu that appears, decide whether to generate the export in the default PDF format, default JSON format, or one of your previously configured export templates (see below for information on Creating a New Export Template). Click Download to produce the file.

Creating a New Export Template

  1. From the Settings menu, open the Import/Export section, then select Exports.
  2. Click the + icon to create a new export.
  3. 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.
  4. Continue configuring the export using the instructions below, based on which export type you’ve selected.

After configuring your export template, you can generate the export as described above. 

Configuring JSON Exports

  1. Enter a name for the export file.
  2. If desired, enable the Customize File Name option 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. To group records into separate files within a single .zip, enable Batching and specify the number of records per file (for example, you might want each file to contain only 25 records). 
  4. If applicable, enable the Shared option so that other ResidencyCAS users can run this export.
  5. Under the Output section, select if you want to export:
    • Everything: all available fields in ResidencyCAS 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 + 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.

Configuring Tabular / Spreadsheet Exports

residencycas-program-portal-drag-drop-field-to-export.png

  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, enable the Customize File Name option 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. To group records into separate files within a single .zip, enable Batching and specify the number of records per file (for example, you might want each file to contain only 25 records). 
  5. If applicable, enable the Shared option so that other ResidencyCAS 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 + 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.

Configuring PDF Exports

  1. Enter a name for the export file.
  2. If desired, If desired, enable the Customize File Name option 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 applicable, enable the Shared option so that other ResidencyCAS users can run this export.
  4. Under the Contents section, select which sections of the PDF to include, then use the pencil icon customize further. 
  5. Under the Schedule section, click the + 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.

Configuring File Exports

  1. Enter a name for the export file.
  2. If applicable, enable the Shared option so that other ResidencyCAS 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 + 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 column style (i.e., 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.
  5. Under the Schedule section, click the + 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.
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

 

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