Export Projects is where you set what Export Settings you want to download and how they should be downloaded. On the main screen, you can see any previously created Export Projects, edit these projects or create new ones.
- The main Export Projects page shows all the recruitment export projects created since the start of CrossConnect, that have not been deleted
- Click the dropdown next to Projects Per Page to change the number of results you see on each page below. The default setting is 25 records
- You can use the Search box to conduct a smart search to locate a specific Export Project by name
- The main screen provides the following information:
- Export: This is an action button that allows you to download exported data from a particular Export Project and allows you to apply filters
- Name: This is a unique name assigned to the project when it was created
- Created On: This is the date and time the project was created
- Created By: This is the name of the account holder who created the project
- Last Updated: This is the date and time the project was last updated
- Last Updated By: This is the name of the account holder who last updated the project
- At the bottom of the screen, you can see the total number of projects currently available to you (over all pages)
- Click the Next, Previous, First, Last, or Specific Page number to navigate through your Export Projects
Creating An Export Project
Creating an Export Project is the second step in the three-step process of downloading data.
- Create a New Export Project - Click the + New button (
) at the top of the screen. The Edit - New Project screen appears.
On the left side of the screen there are the Export Project download details and on the right side of the screen, you are able to select what Export Settings you want to include in your download. The ability to download multiple Export Settings at a time, within an Export Project, allows for fewer downloads.
- Enter the Name of the Export Project - Type the Name for your new recruitment Export Project. This is a unique name assigned to the setting when it’s created. This populates to the main Export Projects screen
- Select a Rule if Needed - If desired, select a Rule to filter your data downloads (Note: adding a rule narrows the data pool from all available information to just the information that matches your rule). From this Dropdown menu, a list of all rules in your Recruitment | Rules is populated. This step is optional (for more information on recruitment rules, please see the “CrossConnect – Recruitment Rules” documentation)
- Choose a Source - Choose a source option from the Source dropdown list, if you want to limit results to a specific recruitment source. If you leave it blank, data from all recruitment sources will be included in the export. This step is optional
- Enter the File Name - Type the File Name for your new recruitment Export Project. This is the name of the zip file that gets downloaded. If you want the date and time downloaded to populate to the file name, add the following to the field (case-sensitive): {MM-dd-yyyy hh-mm-ss}
- MM: two-digit month
- dd: two-digit day
- yyyy: four-digit year
- hh: two-digit hour
- mm: two-digit minute
- ss: two-digit second
- Enter the Folder Name - Type the Folder Name for your project. This is the name of the folder within the zip file that contains your Export Setting data. If you are downloading as separate files and not a combined file you can add a field key into the folder name to personalize the downloaded folder with information from the recruitment source :
- You can add fields from the application to the File Name by entering the field key(s) with double brackets, as part of the name (ex: File Name: CRP Prospects [[Name.First]] [[Name.Last]])
- If you do not know your field keys, you can find them on the “Fields” tab in Recruitment | Export Settings. They are the names on the fields you selected to move into your project
- Enter the Maximum Prospects to Download - Type the Maximum Prospects to Download. This is the maximum number of records you want exported per download for every Export Setting you include in the Export Project. The highest this can be set to is 200. If you download more than 50 prospects at a time in PDF format, the system will put your download into a queue and email you when it is ready to download.
- Enter the New Prospect Cutoff Date - Type your New Prospect Cutoff Date: All new prospects from this date forward in time will be considered “new” to this Export Project. Setting this date will prevent the Export Project from downloading all data ever received and limit it to just your new data
- Choose the Options as Needed - The Options are optional.
- Include closed prospects: By default, only open prospects are included in your export. Check this option if you want closed prospects to be included as well (for more information about open and closed prospects, see the “CrossConnect: Prospects” documentation)
- Combine Export Setting Into One File: Each Export Setting within the Export Project downloads as one file with all the applicant data (i.e. one export setting for recruitment would result in an export folder with one document with all the prospect data in one large file).
- Combine All Results into One PDF File (All settings must be PDF or attachments): If all the Export Settings within the Export Project are in the PDF or Attachment formats, this option will combine them all into one large PDF file within the export folder
Note: If you do not select either of the last two options, your data from your Export Settings will download as a single file per prospect per exportsetting (i.e. one Export Setting in the Export Project where each student has their own standalone file within the exported folder; two Export Settings in the Export Project where each student has a standalone file for each of the two settings for a total of two files per student within the exported folder)
- Add the Export Setting(s) Needed - On the right side of the screen under Export Settings, click the + Add Settings button (
). The Add Export Setting window appears where you will select one or more Export Settings to include in your Export Project - Select the Setting(s) to Add - In the Add Export Setting window, click the Plus icon (
) next to the Export Setting name that you want to include in your Export Project You can select as many as you like. However, the more settings included the larger the file will be and large files can take a long time to download. If you include more than three settings in one Export Project, it’s suggested that you keep you Maximum Prospects to Download number low - Save the Added Setting(s) - After you make your selections, click the Save button at the bottom of the Add Export Setting window
- Save the Export Project - Click the Save button (
) at the top of the Edit screen to save your Export Project
Exporting Recruitment Data
The third and final step, in the three-step process of downloading data, is to download your exported data. Every time you want to download your recruitment data, you must do the following:
- Click the Export icon (
) next to the Export Project you want to use to download data
- The total number of records available for download appears at the top of the screen. This represents the number of “new” records since you last ran this export project (or from the “New Prospect Cutoff Date” you set in your Export Project)
- If you do not put any filters in place, you will download all of the new prospects indicated at the top of the screen (up to the “Maximum Prospects to Download” number you set in your Export Project)
- The filter available is:
- Submitted Between: Allows you to download prospects created within a given date range. You can type the full date (mm/dd/yyyy) into the date fields or use the calendar that pops up when you click the fields
- With a filter selected, you will download all of the records that meet the filtered criteria (up to the “Maximum Applicants to Download” number you set in your Export Project)
- Setting a filter is optional
- You can clear any selected filters by clicking the Clear Filters button (
) - Click the Export button (
)
Once your download is successful, you will see the message “Export file successfully generated. [Number of records] exported.” The Download Export File button will also appear.
- Click the Download Export File button (
) to download your zip folder to a desired location on your computer.
- OR -
If you are trying to download a batch of PDFs with more than 50 applications in it you will see a message "Success Your export has been queued. You will be notified when it is ready to download" and you will receive an email when the file is ready for download.
Your export setting(s) have now been downloaded and are contained within the zip folder. To open the zip folder, you will need to extract the files. You can do this by either double-clicking on the zip folder (if you have a file extractor program set up as default on your computer) or right-clicking on the zip folder and selecting Extract All….
File Naming of Export Settings & Projects
File names and folder names are set in both Export Settings and Export Projects. These file and folder names populate depending on which of the following Options are selected in Export Projects:
- Combine Export Setting Into One File: When checked, this option downloads each Export Setting within the Export Project as one file with all the prospect data. The downloaded data will appear in the following folders and files:
- Export Project File Name (zip file) > Export Setting Single File Name (file)
- Combine All Results into One PDF File (All settings must be in PDF or attachments): If all the Export Settings within the Export Project are in the PDFs, then when checked, this option will combine them all into one large PDF file:
- Export Project File Name (file)
Note: If you do not select either option, your data from your Export Settings will download as a single file per student per download setting. The downloaded data will show in the following folders and files:
- Export Project File Name (zip file) > Export Project Folder Name (folder) > Export Setting File Name (files)