Recruitment Export Settings

Export Settings is where you determine the format and types of prospects you want to download. Here you can also see any previously created Export Settings, edit these settings or create new ones.

• The main Export Settings page shows all the recruitment export settings created since the start of CrossConnect, that have not been deleted.
• Click the Settings Per Page dropdown list to change the number of results you see on each page. The default setting is 25 records
• You can use the Search box to conduct a smart search to locate a specific Export Setting by name
• The main screen provides information about each Export Setting:
  • Name: This is a unique name assigned to the setting when it’s created. This name populates to the Export Projects section, when you build your download
  • Created On: This is the date and time the setting was created
  • Created By: This name is the account holder who created the setting
  • Last Updated: This is the date and time the setting was last updated
  • Last Updated By: This name is the account holder who last updated the setting
  • Type: This is a classification of the Export Type selected when creating the Export Setting
• At the bottom of the screen, you can see the total number of settings currently available to you (over all pages)
• Click the Next, Previous, First, Last or Specific Page number to navigate through your Export Settings

Creating new Export Settings – General Tab

Creating an Export Setting is the first step in the three-step process of downloading data.

1. Click the + New button ( ) at the top of the screen. The Edit – New Setting screen appears.
2. Select an export type, from the Export Type dropdown
   1. Flat File: A file containing records that have no structured interrelationship. Includes common formats .csv and .xls
   2. PDF File: Printable format used to present documents in a manner independent of application software, hardware and operating systems
   3. JSON File: An open standard format that uses human-readable text to transmit data objects consisting of attribute–value pairs
   4. XML File: Format is used to create common information formats and share both the format and the data on the World Wide Web, intranets, and elsewhere using standard ASCII text
3. Type the Name for your new recruitment Export Setting. This is a unique name assigned to the setting when it’s created. This name will populate to the Export Projects section when you build your download and that populates to the main Export Settings screen
4. Type the File Name for your new recruitment Export Setting. This name populates within your Export Project downloaded zip folder. If you are downloading as separate files and not a combined file you can add field key(s) to the file name to personalize the downloaded file with information from the recruitment source:
   1. You can add fields from the prospect source to the File Name by entering the field key(s) with double brackets, as part of the name (ex: File Name: PDF Application [[First.Name]] [[Last.Name]])
   2. If you do not know your field keys, you can find them on the “Fields” tab. They are the names of the fields you selected to move into your project
5. Enter the Single File Name for your new recruitment Export Setting. This name will populate within your Export Project downloaded zip folder, if you are downloading as a combined setting file. 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}
   1. MM: two-digit month
   2. dd: two-digit day
   3. yyyy: four-digit year
   4. hh: two-digit hour
   5. mm: two-digit minute
   6. ss: two-digit second
6. If you are creating a Flat File Export Setting, you will need to enter a field delimiter into the Separator field; all other formats skip to the next step. Enter your flat file field delimiter directly into the Separator For a comma delimited export, type a comma (,) into the Separator field. For a pipe delimited export, type a pipe (|) into the Separator field. For a tab delimited export, leave the Separator field blank and make sure to select the Use Tab Separator option (covered in the next step)

1. On the Edit screen, there are various options available depending on your export type. Only the PDF File and Flat File export types have options (JASON and XML have no options):

Creating new Export Settings – Fields tab

Now that you started creating your Export Settings (by designating export type, and the names), it’s time to select the fields you want to include in your data export.

1. Click the Fields tab

On the left side of the screen, you have the recruitment standard fields and dynamic fields(note: dynamic fields only show as an optionif the source you select has dynamic fields. All sources have the same standard fields). On the right side are the fields that are included in your Export Setting. You need to move fields you want from the recruitment source on the left to your setting on the right.

2. Select your source from the Show Fields For dropdown menu. Sources include:
   1. College Recruiter: Prospects who indicated they would like to get recruited by your campus
   2. CRP (College Redirection Pool): Prospects who enter the College Redirection Pool, typically high school seniors who are looking for a campus with open spots to fill in their fall enrollment Note: CRP opens April 1 and closes August 31 every year
   3. Application: Prospects who have an in-progress application
   4. TAAP (for UNC Campuses only): Prospects who complete the TAAP form
   5. Other sources (these can be any name or multiple names) – Prospects manually added by the campus (for more details on manually adding prospects, see the “CrossConnect: Prospects” documentation)
3. To expand your application source information, click the > icon ( ) next to Standard Fields (and/or Dynamic Fields, if an option for your source) to open the fields
4. You can select specific fields by clicking the checkbox ( ) next to the field names
5. Once you select your fields, click the Add Fields à button ( ) to move the selected items from your recruitment source into your export setting
6. Repeat steps 2-4 if needed until you have all the fields you want to collect in your Export Setting
7. You can click and drag the icon to reorder the fields in your Export Setting
8. You can edit a specific field in your Export Setting by double clicking on it to open the Edit Export Field window (this is an OPTIONAL step)
   1. Key: The unique name given to the field. It should not be changed. This can be used with double brackets around the field ([[Key]]) to have the field populate within the Single File Name on the General tab
   2. Title: This is the field prompt that will populate to your exported document. You can change this to whatever you like. It accepts letters, numbers and special characters
   3. Formatter: This is the primary edit function where you can edit the prospect’s responses into the format that you need.
      1. To Lower Case Formatter: Converts the prospect’s answer to all lower case, no matter how they entered it in the recruitment source
      2. To Upper Case Formatter: Converts the prospect’s answer to all upper case, no matter how they entered it in the recruitment source
      3. To Title Case Formatter: Converts the prospect’s answer to all title case, no matter how they entered it in the recruitment source
      4. Replace Line Returns and Tabs with a Space Formatter: Converts all returns and tabs within a prospect’s response to a space (this is helpful with tab delimited projects)
      5. Date Time Formatter: Converts the date and time information collected by this recruitment source field to a date and time format you specify
      6. Phone Number Formatter: Converts the phone information collected by this recruitment source field to a phone format you specify
      7. Remove All Special and White Space Characters Formatter: Removes all special characters and white space characters from the answer, if the prospect included them in their answer
      8. Replace Value Filter: Allows you to convert one or more answer to a field to an answer value you desire (this is one of the most commonly used formatters and is typically used with country codes, NC county codes and yes/no answers)
      9. Truncate Value Formatter: Allows you to set the maximum number of characters for the field’s answer that will populate to this export setting
9. If you are creating a PDF Export Setting, you will need to next click the Layout tab to set the layout type of your PDF document; all other formats can skip this step. The layout types for PDF documents are:
   1. Two Column: Field labels and data are shown in two columns across the page
   2. Three Column: Field labels and data are shown in three columns across the page
   3. Four Column: Most common layout and most space saving. Field labels and data are shown in four columns across the page.
   4. Use a Custom Layout: Here you can enter in HTML code to create a customized layout. You can copy code directly from other HTML editors like DreamWeaver.
10. Now that you selected your fields, their locations in your Export Setting, any field formatting and (if applicable) your PDF layout, click the Save button ()

Exporting a test Recruitment file

Recruitment | Export Settings | Test Export

Once you save your export setting, the Test Export tab will appear. Here you can export a test recruitment file, using the settings you just specified on the General tab in Export Settings. Exporting a test file from Test Export will not impact your count of new prospects (those that have not been exported yet). To test the setting:

1. Click the Test Export tab
2. Set a filter to ensure the downloaded test file is a manageable size. The filters available to you are:
   1. Created 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
   2. Source: Allows you to filter results from just one recruitment source
3. If you want the test file to download as one large, continuous file, check the As One File checkbox (); the default, unchecked status will download each file separately within a zip folder
4. Click the Export button () to download your test file with your selected filter(s) in place
5. When the test file is successfully generated you will see the message “Export file successfully generated. [number of records] exported.” The Download Export File button will also appear
6. Click the Download Export File button () to download and open your test file export
7. If everything in the test file is as you want it, then you are ready to move on to Export Projects. If you need to make any edits, click on the General, Fields, or Layout tab to do so