Overview
The Data Import/Export tool is a utility in Terra Dotta software that can be used to import basic legacy data or update some existing information on your site. This is not a comprehensive tool for all aspects of your profiles and applications; several data elements are not available for use with the export/import tool.
You can use it to import basic legacy records that include information such as Name, Program Name, Program Location, Term & Year, Status, DOB, Major, etc. It can also be used to export data about current applicants to use externally in Excel or to update and re-import. It is not capable of exporting all information associated with an applicant or application. Since it is becoming increasingly popular for a second license to be purchased, it is sometimes necessary to transfer the applications from one Terra Dotta site to another. Care should be taken when evaluating whether or not the Data Import/Export tool should be used for this project as some data will not be migrated during this transfer of applications.
Using the export/import tool, the following data will be included in the transfer:
Using the export/import tool, the following data will be included in the transfer:
- Profile template and Application template:
- Applicant name
- CC E-mail
- Date of birth
- Gender
- Username (UUUID)
- External flag
- Confidentiality flag
- Home institution
- Profile template only:
- SMS E-mail
- Profile status
- Profile creation date
- Profile last update date
- Saved programs
- Most applicant parameters & addresses
- Bio
- Application template only:
- Application term
- Application year
- Dual year term
- Application status (Note: Status aliases cannot be imported - acceptable values for application status: advising, pending, accepted, committed, waitlist, withdrawn, or rejected.)
- Location (RM)
- Start date (RM)
- End date (RM)
- Some question item responses
- Application tags
The following data will NOT be included in the transfer, but could be manually transferred to the new site by an administrator:
- Application/Profile comments
- Receipt of signature verification form (for "external" users)
- Partner institution (for "incoming" applicants)
- ID labels
- Exchange status and exchange balance data
- Files/Documents uploaded through the WYSIWYG editor, as a 'File' type applicant parameter, or attached to the application
- Complete status of material submissions and signature documents
- Complete status of questionnaires (Note: While most questionnaire responses can be imported, the questionnaire itself cannot be marked as complete as a part of the import process.)
- Profile ID photo
- Recommendations (Note: Recommendation questionnaires can't be imported because it involves first creating the recommender user record, then copying over the recommendation responses.)
- Credit Equivalency Request/Course information
- Incoming applicant type (Note: The applicant type can be edited under Maintenance -> Edit User)
The following data will NOT be included in the transfer, and cannot be manually transferred to the new site by an administrator. Only the applicants would be able to re-enter this information:
- Alumni data
- Journal entries
- Scheduled appointments
- Conditional process elements marked as N/A (Note: N/A items will transfer as incomplete.)
- Complete learning content and assessments
- Passwords - Note: External applicants will need to reset their passwords and answer the security questions again.
The following data will NOT be included in the transfer, and cannot be manually transferred to the new site by an administrator or applicant. This data will never be able to imitate what is on the original site:
- Application reviews
- History logs
- Application history
- Profile history
- Email history
- Info request/appointment history
The following items will need to be created in the new site before using the export/import tool to transfer applicant/application data so that the values have a place to be inserted:
- Applicant parameters & addresses
- Terms
- Question items and questionnaires
- Application Tags
- Programs
The data must first be exported from the original site. Then the data file must be updated with the column headings that pertain to the new site (this can be acquired by exporting a profile or application template from the new site). Finally, all program ID’s in the data file must be updated to match the program ID’s as they exist in the new site. Then the data can be imported and any manual transfer of data can begin.
There may be other data that doesn't transfer, please open a case to discuss your intended project with a Terra Dotta representative if you have further questions or concerns about what is/isn't available in the Data Export/Import tool.