Overview

Export projects normally export based on date.

Batch Exports for Transcripts allows you to specify which students' transcripts you'd like to export. 

For EOY Final Transcripts, you can export your priority transcripts first. After you export those, you will still be able to export the remaining transcripts. 

Setting yourself up for success

1. Get your priority lists ready (Before EOY Final Transcripts Released)

To use Batch Exports, you'll need to create a CSV file with student information. A sample file can be downloaded at the bottom of this article. 

Create CSV files for the students you’re waiting for final transcripts.

1.  

   1. Priority 1: Accepted Admits 

   2. Priority 2: Accepted / Defer / Waitlist 

   3. Priority 3: No list needed; you can use the export project (#4) at that point 

Community Colleges: Please see the following for instructions: NCCC Service Portal - KB0016586 - Informer Report: CFNC End of Year Transcript .CSV File 

**If you do not have the NC Student Number in your system, see the troubleshooting section. 

2. Set up your Export Projects (Day of)

CrossConnect > Transcripts > Export Projects > Double click name of export project that you normally use to export transcript projects

Export Project configurations for PDF:

1.  
   1. Sort By: Last Name
   2. Maximum Transcripts to Download: 50
   3. Transcript Type: Final
   4. Decide if you want to select “Only export transcripts that have never been exported”
   5. Select appropriate options based on output: 
      1. Output 1: Zip File > Folder per student >> each transcript is a PDF 
         Select: do not select any checkboxes
      2. Output 2: Zip File > Single PDF with all transcripts from that export
         Select: “Combine Export Setting Into One File”
      3. Output 3: Single PDF with all transcripts from that export
         Select: “Combine All Results into One PDF File (All settings must be PDF or attachments”)
   6. Click Save

Export Project settings for XML:

1.  
   1. Sort By: Last Name
   2. Maximum Transcripts to Download: 200
   3. Transcript Type: Final
   4. Decide if you want to select “Only export transcripts that have never been exported”
   5. Select appropriate options based on output: 
      1. Output 1: Zip File > Folder per student >> each transcript is a PDF 
         Select: do not select any checkboxes
      2. Output 2: Zip File > Single PDF with all transcripts from that export
         Select: “Combine Export Setting Into One File”
   6. Click Save

3. Export your priority lists using Batch Export (Day of)

Export through the Export Project :

1.  
   1. CrossConnect > Transcripts > Export Projects 
   2. Click the green Export Icon to the left of the appriopriate project name
   3. Find the Batch Export label. Click the "Browse" button next to that label. 
   4. Find the CSV file you created.
   5. Select "First row contains a header"
   6. Click Export
   7. Download File
   8. Repeat steps #3-7 as many times as necessary, until all spreadsheets have been batch exported

Export through CrossRoute:

1.  
   1. CrossConnect > CrossRoute > 
   2. Click the plus "+" sign next to the appropriate schedule name to expand details
   3. Click the down arrow next to "Run Now"
   4. Find the Bulk Export label. Click the "Browse" button next to that label. 
   5. Find the CSV file you created.
   6. Select "First row contains a header"
   7. Click Run Now
   8. This file will download in the folder specified in your CrossRoute Services Manager
   9. Repeat steps #3-7 as many times as necessary, until all spreadsheets have been batch exported

4. Export the remaining transcripts (Day of)

Continue updating the rest of your transcripts using the Export Project as usual.

5. Update your Export Projects, if needed 

CrossConnect > Transcripts > Export Projects > Double click name of export project that you normally use to export transcript projects

If you need to revert some configurations, do that at this time.

Most common: Change Transcript Type to "Both"

Troubleshooting

Students aren't matching

If you are using Batch Export and not matching with a student: 

• There could be a name discrepancy between what is in your system and what is on the transcript. Please confirm the name on the Transcript Report.
• There could be a typo in the NC Student Number. Please confirm the NC Student Number.
• The high school may not participate in electronic transcripts through CFNC. Please confirm the High School Participation by referring to the CFNC.org webpage.

NC Student Numbers aren't stored in the CRM

If you do not have the NC Student Number (column A on the CSV – studentid) in your CRM, you might still be able to use Batch Export.

Essentially, you'll need to:

1. Export a Transcript Report from CrossConnect with the transcripts that you've downloaded
   1. Reports > Transcript Report > Select top > Submitted Transcripts > Select Dates > Export to Excel (If you don't get a list of transcripts, adjust your dates to a smaller date range)
2. Match that to your list of priority students
3. Reformat into the CSV file for Batch Exports

Sample Student File 

You can find a sample CSV on the bottom of this page. 

In CrossConnect, you can find it in the Transcripts > Export Projects > Click green export icon > Click down arrow next to "Browse" > Click "Sample Students File"