Overview

The Program Contacts stock report is a function that allows an admin user to select programs or program groups and execute an export to an Excel document that includes all the program contact information for the contacts of the selected program(s).

This is the information that is entered when an administrator uses the 'New Contact' function on the Contacts tab and is listed below the 'Contact Lists' section. Note: This stock report does not export information about the users listed in the 'Contact Lists' area of the Contacts tab unless they have also been created as program contacts in the 'Contacts' section (see screenshot below).
 

Self-service stock reports can be accessed from the 'My Queries and Reports' panel of the Admin Home Page. Click the 'Stock Reports' file icon for an expanded list of any reports installed. A 'Browse TDCL' button appears, allowing clients to browse and import stock reports independently. Once installed, the report (Program Contact Export) will be available in the 'Stock Reports' section and accessible by all administrators with the following permissions:

• Applicant Admin: Stock Reports
• Program Admin: Program Builder: Contacts

After clicking on the name of the stock report, the admin will be taken to a page where they can select the individual programs or program groups they would like to include in the export.

An Excel file will then be generated with the following data columns populated for the selected program(s):

•    Program ID
•    Program Name
•    Program Currently Assigned City
•    Program Currently Assigned Country
•    Program Currently Assigned Region
•    Last Name 
•    First Name 
•    Middle Name 
•    Email 
•    Role 
•    Institution 
•    Address Line 1 
•    Address Line 2 
•    Address Line 3 
•    City 
•    State 
•    Province 
•    Zip Code 
•    Country 
•    Phone 
•    Fax 
•    Mobile 
•    Notes

This is a stock report and the data columns included in the report are pre-defined. If you require additional data columns in the report, we can make adjustments as a professional service for a fee. 

Important Notes for Clients Using Text Interface Edits

The program contacts stock report will reflect text interface changes made to the names of the contact information fields. For example, if the Fax field is edited via text interface so it is labeled as the Department instead of Fax, the title of the corresponding data column in the report will be 'Department'.

However, when working with program contacts, there are two sets of text interface fields that will need to be edited for the stock report to correctly match the data to the corresponding column: 

• There is one set of text interface fields on the 'add new contact' page in the program builder (accessed by clicking the "Add Contact" button).
• A different set of text interface fields are used on the 'edit contact' page (accessed by clicking "Edit User Information") when editing an existing contact. The field that is exported as the column name in the stock report is the one from the edit page.

When changing those fields, both corresponding fields need to be changed so that the change is reflected on the add and edit pages and in the stock report. This will ensure that the fields displayed when adding a contact match the fields displayed when editing a contact or generating an export from the report. In our example, "Fax" would need to be changed to "Department" in field 7456 and field 7178 or else a user will see "Fax" on the add page and "Department" on the edit page and report export or vice versa.

The following fields related to program contacts correspond with one another and should be changed in tandem to ensure the stock report exports the correct column names:
 

7446 - Role on add contact page
7042 - Role on the edit contact page

7447 - Address Line 1 on add contact page
7054 - Address Line 1 on edit contact page

7448 - Address Line 2 on add contact page
7078 - Address Line 2 on edit contact page

7449 - Address Line 3 on add contact page
7080 - Address Line 3 on edit contact page

7450 - City on add contact page
7101 - City on edit contact page

7451 - State on add contact page
7122 - State on edit contact page

7452 - Province on add contact page
7148 - Province on edit contact page

7453 - Zip on add contact page
7150 - Zip on edit contact page

7454 - Country on add contact page
7151 - Country on edit contact page

7455 - Phone on add contact page
7166 - Phone on edit contact page

7456 - Fax on add contact page
7178 - Fax on edit contact page

7457 - Mobile on add contact page
7194 - Mobile on edit contact page

7458 - Email on add contact page
7196 - Email on edit contact page

7459 - Notes on add contact page
7239 - Notes on edit contact page

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The following fields share the same text interface label on both the add and edit pages and only need to be changed once to appear correctly in the export:

Institution - 4817
First Name - 3196
Middle Name - 6801
Last Name - 3270