Demystifying the Import/Export Tool. April 2015 TDU Chelsey Harwood

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1 Demystifying the Import/Export Tool April 2015 TDU Chelsey Harwood

2 What is the import/export tool? Allows Admins with appropriate permissions to export program and application data. It also allows admins to import those same types of data into the system. Figure 1: Avalable Import Data Templates

3 Permissions Maintenance: Import/Export Hosted and SaaS clients do not have the ability to grant Maintenance permissions to other staff. If you need to adjust Maintenance permissions for your site admin, open a case requesting these permission changes.

4 Keep in mind Import files must be saved as a tab-delimited text file. Note for MAC Users: If you have used Microsoft Excel to edit the file, you will need to save the file using the 'Windows Formatted Text' file format. Microsoft Excel for Mac OS X saves tab-delimited files in a way that cannot be parsed by the import utility, but the Windows Formatted Text format will be formatted with expected tabdelimiters and line breaks. Always import 1 or 2 records first to make sure your formatting is correct and you achieve desired results.

5 Keep in mind This a powerful tool that makes widespread changes and should have limited access when distributing permissions. Only super users should have access to this tool. Permissions: Data Access Objects (DAO) do not apply to this tool. This means that a user with access to the import export tool will have access to all system data even if they have DAOs restrictions on their permission set. Do not double-click the Import/Update Data button or your request may be processed twice.

6 Keep in mind Do not alter the name of the columns; they must remain exactly as they are in the data template Any columns that are NOT necessary for an import can be deleted from the import file. Use clean text, meaning no extraneous pipe characters, tab characters, return carriages, etc. Excel likes to strip leading zeros which are commonly used in the username UUUID This could create another/duplicate user record instead of updating the existing record. There are tricks in excel to prevent this.

7 KB Article TDS12 Data Import/Export Utilities TDS14 Data Import/Export Utilities

8 Why would I use the import/export tool? I would like to import historical application records for reporting purposes. I would like to update my applicants profiles with a new applicant parameter. I would like to import our locations list (System Settings > Locations) I need to audit our programs, how can I get a list of all of our program data?

9 Importing Historical Applications Use the Application Data Template Required Fields: First Name, Last Name, , DOB, Gender, Username (UUUID), Term, Year, Status (no alias), Program ID Other Fields to include: Anything else you need to include in your reports. The more fields you have the more chance of an error.

10 Import Profile Records Use the Profile Data Template Required Fields: First Name, Last Name, , Username (UUUID), Profile Status Other Fields to include: Applicant Parameters

11 Import Locations Step 1: Create a program This program will only be used to import the locations. Step 2: Import locations Use the Program Data Template

12 Export of Program Data : Bulk Programs Program Dates Applications Home Courses Foreign Courses Profiles Export Program Itinerary Records Application Itinerary Records

13 Demo

14 Experience an Error?

15 Error Example

16 Error Example

17 Error Example

18 Advanced Topics Make an excel report more legible Combine Excel Data Using Formulas Concatenate Check for duplicates with IF VLOOKUP

19 Demo

20 Knowledgebase Articles Using Excel and MS Word to Automate Office Workflow: https://tdsupport.force. com/support/articles/general/using-excel-and-ms- Word-to-Automate-Office-Workflow TDS14 Data Import/Export Utilities: https://tdsupport. force.com/support/articles/general/data-import- Export-Utilities-TDS14 TDS12 Data Import/Export Utilities: https://tdsupport. force.com/support/articles/general/data-import- Export-Utilities-v12

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