Import + Export
General
What does “Import New and Update Existing” mean when importing data?
What does “Import New and Update Existing” mean when importing data?
When using this option, Element451 checks for matches against existing records:
If a match is found, the record is updated, meaning any fields that differ in the import will overwrite existing data. However, fields already on the record but not included in the import will remain unchanged.
If no match is found, a new record is created.
This ensures that existing records stay current without losing data that isn’t explicitly updated in the import.
How can I ensure that labels are correctly imported in Element451?
How can I ensure that labels are correctly imported in Element451?
When importing a label in Element451, ensure that the line in the import is a calculated line with the quotations in the formula. In your CSV import, use the taxonomy code instead of the label name. The taxonomy code follows a format similar to organization.taxonomy.number. If multiple labels need to be imported, place each taxonomy code inside the quotations with commas in between each label. Check out our article on Calculated Fields to learn more about custom import/export formulas.
Can we create a backup of all our student data to a CSV file?
Can we create a backup of all our student data to a CSV file?
Yes, you can create a one-time or scheduled export with as many fields as you'd like that will be sent to you daily to serve as a backup.
How can I export all activity and conversation data from a student's profile?
How can I export all activity and conversation data from a student's profile?
Unfortunately, there's no direct way to download or export all Activity and Conversations from a specific student profile. To get this information, you would need to review and document the information manually. Using the Import + Export module, you can export repeat fields based on contact data, applications, decisions, decisions checklist, education, emergency contacts, employment, evaluations, events, holds, milestones, networks, notes, payments, and sources.
Do API keys expire?
Do API keys expire?
No, API keys do not have an expiration date.
Document Exports
Can I filter my document export using document tags?
Can I filter my document export using document tags?
Yes, when exporting documents from either the General Bin or User Bin source, you can add a document tag filter condition.
Can I tag exported documents?
Can I tag exported documents?
Yes, when configuring your document export task, on the Files tab, there is a button in the top right corner that says 'Tag Exported Documents.' You can select one or more document tags.
Document Management
How can I manage repeat applicants' documents and create new fields without causing issues in an open application?
How can I manage repeat applicants' documents and create new fields without causing issues in an open application?
To prevent repeat applicants' previous documents from linking to a new application, you can update the fields used. For instance, if a document was uploaded to a field like user-custom-smwc-lor, you can create a new field for the current year, such as user-custom-smwc-lor-2025, ensuring all documents are directed to the new field. When creating new fields with an open application, future submissions will store information in these new fields. Depending on your data management needs, you may need to manually add data to the new fields or ensure both old and new fields are included in any segments, exports, workflows, etc. This approach helps maintain data integrity and organization.
Can I change the name of a document that a student uploaded?
Can I change the name of a document that a student uploaded?
Yes, you can rename a student-uploaded document from the Documents Bin. To do this:
Navigate to Data + Automations > Documents > Documents Bin.
Locate the file you want to rename.
Click the eye icon to open the document.
Click anywhere on the document name to edit it.
Your changes will be saved automatically.
Data Sources
How can I ensure the correct terms, majors, etc., appear in my application?
How can I ensure the correct terms, majors, etc., appear in my application?
Use a Reference Data Source to filter and display only the relevant Majors, Terms, Degrees, and more. Reference Data Sources allow you to create sub-groupings based on specific properties (e.g., Fall 2024 Majors) to ensure your forms pull only the appropriate options. This is especially useful for limiting selections to active terms rather than including past ones. Learn more here.