Exporting from Element451
How to export data from Element451
Ardis Kadiu avatar
Written by Ardis Kadiu
Updated over a week ago

This section assumes that you are comfortable building segments and all field types in your instance of Element451.

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The Export Module

When you click on the Export section within Element451, you are given the option to either edit and run an existing Export or create a new one.  


Exporting data from Element451 is critical for keeping your SIS and other systems up-to-date. This article will give you an understanding of the components of the Export Module. You'll be exporting data in no time!

Opening the Export Module

Open the Export module of Element451, you'll start by hovering over the Data Module and then select Export. This screen is where you can view existing exports and create new ones.

Creating a new Export

Before you begin, you'll first want to determine the Segment of students you want to export. Exports require a Segment to be selected before the export can begin. Pick an existing segment or create a new one before creating an export.

To create a new data export:

  1. Click on the plus button in the top right of the Export Module,

  2. Select Data Export

  3. Name your file, and click Create.

In this article, we'll focus on exporting data. You are also able to export documents. Learn more about Document Exports.

Selecting a Segment to Export

Once the Export opens, you'll start on the Segment tab. Click the yellow "Load Segment" button to select the segment you want to export.

Select Segment

Repeating Rows

Also on the Segment tab, you'll be prompted to repeat rows.

By default, exports will repeat on User Profiles. This will produce one student per row in the export file.

In some cases, students may have multiple applications, or multiple high schools on their record. Repeating rows allows you to export all items in that collection.

For example, if you want to export all high schools a student has on record, you will repeat rows based on "Education". This will export a file of one row per student per school. If a student has three schools on record, they will have three rows in the export file.

Your are able to repeat rows based on the following:

  • User Profiles

  • Education (Highschools and Colleges)

  • Milestones. Learn more about Milestones.

  • Sources. Learn more about Sources.

  • Evaluations (Test Scores and GPA)

  • Applications

  • Decisions

  • Decisions Checklist. Learn more about Decisions Checklist.

  • Events (Events the student has registered for)

  • Employment (student's employment history)

  • Notes (Internal notes on the student record)

This article will assume the export is repeating on User Profiles.


After a Segment has been selected and and you have selected how rows will repeat, you'll move to the Mapping tab. This is where you'll select fields to export and order the columns of the final file.

The mapping tab will have no columns selected by default. As you add columns, the Element Fields you select will display vertically on the left. The right show the columns names as they will appear in your file. Click into a column name to rename it.


At the top of the tab, you can select an export template. A list of system templates are available by default, or you can build your own.

In this article, we'll assume you are not using a template.

Export Settings

Adjust the Export settings by clicking the "Settings" button in the top middle of the screen. This will open the Export Settings pop-up window.

In the pop-up window, set the following:

  • File name. This is the name the final file will have when exported.*

  • Delimiter character. This is the character that will divide data cells in the export file. Comma is the default character. Tab, semicolon, colon, and pipe are also available.

  • Extension. This is the extension the export file will have. ".csv" is the default. ".txt" is also available.

The export settings must be configured before advancing to the Preview and Run Task tabs.

*The file name will be assigned to all export Destinations (SFTP, S3, Dropbox, etc.) except for Email Download Link. When emailed, the file name will be the export GUID, found in the URL of the export.

Adding a Column

Now you'll add some columns to the export.


Click "Add Column". There are three column options:

  • Standard Columns. Select an Element451 Filed to export.

  • Calculated Columns. Use formulas to merge, transform and apply conditional logic to one or more fields.

  • Unmapped Columns. Creates a placeholder column that can be left blank or mapped later.


Standard Columns

When selecting a Standard Column, you'll be prompted to select from a list of Element451 Fields. Browse the list by scrolling or search for the field you need.

Learn more about Element451 Fields.

Standard Column Settings

Once a Standard Column is selected, you'll have the option to edit the column settings. The column settings are accessible by clicking the cog icon to the left of the column row. It will appear grey, blue or red. Blue and red cogs indicate that the column may need some attention before exporting.

Once the column settings are open, you'll be prompted with one or more tabs:

  • Scope: Defining what the column is related to, such as an application or milestone. Read more about Scopes.

  • Transformations: Telling the system how to output the data, and transforming the data as needed.

  • Validations: Ensuring data meets certain criteria before being exported.

  • Empty Values: Telling the system what to do with blank Fields.

Some Fields will require Scope or Transformations to be set before the export can run. Here are some examples:

Example: Scoping to Application and Term

In this example, the user-applications-term-submitted-date field is asking us to scope the field to an application and term. Once an application and term are applied, the field will only populate data if users have submitted that specific application for that specific term.

Example: Transforming a State Address Code

In this example, the user-addresses-home-state field is asking us how to format its values. The format is determined by the "Interpret As" field. State Fields have two format options: Name, and Alpha 2. The name will be the full name of the state or region (i.e. "North Carolina"). Alpha 2 is the state FIPS code (ie "NC"). Here, we've selected Alpha 2.

Be sure to check the "Enabled" box to tell the system this transformation is active.

Calculated Columns

After selecting a Calculated Column, a new, yellow column will be added to the bottom of the export. You may need to scroll to find it.

To edit a calculated column, select the red cog icon to the right of the column row. This will open the Calculated Column Settings.

Calculated Column Settings have the following tabs:

  • General: Where the column name can be edited.

  • Formula: Where the calculation formula is written. See our list of formulas here.

  • Validations: Ensuring data meets certain criteria before being exported.

  • Empty Values: Telling the system what to do with blank Fields.

There are lots of applications for Calculated Columns. See some of our most common users here.

Unmapped Columns

Once an Unmapped Columns is selected, it will create a blank column at the bottom of the export.

If unmapped columns are left unmapped when the export is run, the export file will have a blank column in the position of the unmapped column.

Unmapped columns can be helpful when the export file needs to conform to a certain layout. For example,


Your next step is the Destination tab, where you can select a number of locations to send your export to when it has completed.


Email Download Link

This destination allows you to send an email to an address of your choice. The email will contain a link. When clicked, the link will begin a download of the file to your local computer.

Keep in mind, the file name will be the GUID of the export, not the file name defined in the export settings.


This destination allows you to save the export file to an SFTP server. Saving to an SFTP server is common when creating a "flat file" integration with your Student Information System (SIS).

Learn more about SFTP servers.

Setting up Destinations

Before Destinations can be used in the Export module, you'll need to create them in the Data Connectors module. Learn more about setting up Destinations.


The Preview tab will show sample rows of data that will appear in the final export.

Use this screen to inspect how data will be output. This can be helpful if you're using transformations or calculated columns. It can also be helpful if your destination needs data formatted in a specific way.

The left column of the Preview screen shows how data appears in Element451's database. The right column will show how data will appear in the export file. Use the arrow toggles in the right of the screen to preview more rows.

A screenshot of the export module.

Run Task

The Run Task tab is the final tab of the export. Here, you to either schedule your export or run it immediately.

Scheduled exports can be run once or continuously. Use the date and time controls to select when the export should run. For repeatable exports, add multiple run times with the "Add another time" option. Repeatable exports will repeat over a period of time. By default, the period is daily. Weekly, Monthly and Yearly periods are also available.

Run the export (or confirm the schedule) with the blue button at the bottom of the screen.

A screenshot of the export module, showing the export run scheduler.

See also:

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