Export Builder

Export Builder

What is the Export Builder?

iCarol's Export Builder allows admins to design configurable Contact Record data exports to support data partnerships, reporting and data analysis. Using this tool, admins choose which fields from Contact Records should be included in export files.

Once Export Builder Templates are created, they can be used in a number of ways including:
  1. Manual export requests which are downloaded from iCarol
  2. Scheduled Exports which can be downloaded from iCarol or uploaded to a secure SFTP
  3. Real-time through the Contact Record API
By using the Export Builder you can:
  1. Create export files with just the fields you want, named the way that makes sense for your export (Tips: Field/column names do NOT have to match the questions on your forms!)
  2. Omit personal identifiable information from exports making it easier and faster to share data with your partners
  3. Create one file with related values (such as adding demographics such as gender to "needs" or "referrals"), reducing and even removing the need for complicated data analysis and the creation of Pivot tables
  4. Transform single and multiple-choice custom field values (e.g. export "Youth" when age "12" is selected) to meet the needs of your data partnership
Understanding the Contact Record Standard Data Export Files:
The Export Builder tool uses the files included in the Contact Record Standard Data Export files, so it is important you understand which data elements are included in which file, as that will impact the Primary and Secondary Content you select within the Export Builder. You can read the Standard Data Export Knowledge Base to learn more about the  Contact Record Standard Data Export files. 

Understanding Primary & Secondary Content for Related Data:
The Export Builder handles including related data in one file from separate data types (e.g. Contact Records, Referrals, Needs, etc.) This reduces or removes the need to create relationships, lookups, or pivot tables to answer your reporting questions, such as "what are the demographics of people who received food bank referrals". When different data types are included as Fields in a layout, it is important to note how the data will be displayed based on the data relationship between Primary and Secondary Content Types of your export Layout:
  1. One-to-Many records (e.g. Contact Records have many Referrals), the many related records are included in a semi-colon separated list in the same Field (e.g. “ReferalName1; ReferralName2; ReferralName3”, “Need1; “Need2”, “Need3”, etc.)
  2. Many-to-One records (e.g. Many Needs and/or Referrals are related to a single Contact Record), the related single record will be included once for each row in the export file. (e.g. In the Needs file, three (3) rows exist, one for each unique Need added to the record, each row includes the same Contact Record number, and the same gender value of “Male”)
Example file using Contact Records as the Primary Content record for the Layout and Referral Name as the secondary content type in a field mapping.
This example file uses the One-to-Many relationship, with one (1) row per Contact Record, where Referral names as secondary content display in a semi-colon separated list.


Example file using Referrals as the Primary Content for the Layout, and Contact Records as the Secondary Content-Type for Contact Record Number, Gender and Age in field mappings.
This example uses the Many-to-One relationship, with one (1) row per Referral Name, where Contact Record, Gender and Age are repeated for each Referral row.


How to use the Export Builder?

The iCarol Export Builder is enabled by default for all iCarol customers. Admins can access the Export Builder from Admin tools, create unlimited Templates and use those templates in multiple ways.

Export Builder Templates consist of:
  1. Bundles: the collection of files included in the export (similar to a zip file)
  2. Layouts: the individual files to be exported that contain one or more fields
  3. Fields: the configured name of the column in exports or key in JSON that includes data for the records exported
    1. Field/Data Transformations: the optional data transformations of single or multiple-choice custom field choices/fields to values to be exported. (e.g. Export "youth" when ages 13, 14, 15, etc. is selected)

To create, edit or delete Export Builder Templates

Access the Export Builder

  1. Log into iCarol as an Admin
  2. Click on "Admin Tools" from the left menu
  3. Click on the "Tools" tab
  4. Click on "Export Builder" from under the Data Export section

Create, Edit, Delete Bundles

Bundles: the collection of files included in the export (similar to a zip file)

Access the Export Builder, then:
  1. Click on the plus icon  to create a Bundle which is a collection of layouts/files (CSV for exports, JSON for API).
  2. Add a Bundle Name of your choosing (Note: Characters not supported in file name are also not supported in bundle or layout names, such as #, %, &, {, }, \, /, <, >, *, ?, $, !, @, =, etc.)
  3. Select a Type CSV/JSON
  4. Click on the blue arrow  to save and continue, click on the x  to cancel
  5. Delete by clicking the trash can 
  6. Edit the by clicking on the pencil 
Tip: For on-screen instruction click on the "i"  in the top right-hand corner of Export Builder pages. To go back to the beginning click Back to Bundles  .

Create, Edit, Delete Layouts

Layouts: the individual files to be exported that contain one or more fields

Access the Export Builder, then:
  1. Click on the right arrow to the left of the Bundle you wish to manage layouts within
  2. Click on the plus icon  to create a Layout which is the file that will be included in the Bundle
  3. Add a layout Name of your choosing (Note: Characters not supported in file name are also not supported in bundle or layout names, such as #, %, &, {, }, \, /, <, >, *, ?, $, !, @, =, etc.)
  4. Add a description of the layout (optional)
  5. Choose the Primary Content:
    1. Contact Forms (This is the standard CSV file named CallReports)
    2. Needs by Taxonomy (This is the standard CSV file named CallReportsNeedsMetUnmet)
    3. Referrals to Resources  (This is the standard CSV file named CallReportsReferrals)
    4. Follow-ups (This is the standard CSV file named CallReportsFollowUps)
    5. Out of Database Referrals (This is the standard CSV file named CallReportsOutOfDatabaseReferrals)
    6. Linked Contact Forms (This is the standard CSV file named CallReportsLinkededTogether)
  6. Choose a Status for the layout (Active or Inactive)
  7. Choose a Delimiter value to separate values in columns in your export. By default command (,) is selected, but other values may include pipe | or other characters used by your data partner.
  8. Click on the blue arrow  to save and continue, click on the x  to cancel
  9. Delete by clicking the trash can 
  10. Edit by clicking on the pencil 
  11. Click on the gear to add fields and field transformations to this Layout

Create, Edit, Delete Fields

Each Layout configured in your Bundles can have one or more fields which you name and map to your standard or custom questions on your Contact Forms. When exported, the Name will be the column header in exports or the key value in the JSON.

Access the Export Builder, then:
  1. Click on the right arrow to the left of the Bundle you wish to manage layouts within
  2. Click on the gear next to the Layout you wish to add fields
  3. Click on the plus icon  to create a Field with a configured name (Note: Names do not need to match your Contact Forms)
  4. Add a Field Name of your choosing
  5. Choose and enter the field order (this will affect the display and order of the data columns in the export file)
  6. Click on the blue arrow  to save and continue, click on the x  to cancel

Create, Edit, Delete Field Mappings

Field mappings control which standard or custom field from your Contact Forms will display in which Field of your export layouts.

Access the Export Builder, 
  1. Click on the right arrow  to the left of the Bundle to manage layouts
  2. Click on the gear  next to the Layout to manage
  3. Click on the right arrow  to the left of the Field name to add mappings
  4. Click on the Mappings plus icon   to create a mapping for the selected field
  5. Choose the Content-Type:
    1. Contact Forms (This is the standard CSV file named CallReports)
    2. Needs by Taxonomy (This is the standard CSV file named CallReportsNeedsMetUnmet)
    3. Referrals to Resources  (This is the standard CSV file named CallReportsReferrals)
    4. Follow-ups (This is the standard CSV file named CallReportsFollowUps)
    5. Out of Database Referrals (This is the standard CSV file named CallReportsOutOfDatabaseReferrals)
    6. Linked Contact Forms (This is the standard CSV file named CallReportsLinkededTogether)
  6. Choose the Contact Form to map
  7. Choose the Field Name which includes all Standard and Custom Fields from the selected Contact Form
  8. Click on the blue arrow   to save and continue, click on the x   to cancel
  9. Delete by clicking the trash can 
  10. Edit by clicking on the pencil 
Using iCarol's Contact Record Sharing, if a Host has granted you as a Guest access to include Contact Records in your exports. You may see Shared Contact Forms in the available forms list for mapping.

Create, Edit, Delete Field/Data Transformations

Field/Data Transformations: the optional data transformations of single or multiple-choice custom field choices/fields to values to be exported. (e.g. e xport "youth" when ages 13, 14, 15, etc. is selected) 

Access the Export Builder, 
  1. Click on the right arrow to the left of the Bundle to manage layouts
  2. Click on the gear next to the Layout to manage
  3. Click on the right arrow to the left of the Field name to add mappings
  4. Click on the right arrow to the left of the Mapping name to add field/data transformation
  5. Click on the Data Transformations plus icon  to create a data transformation for the selected mapping
  6. Choose a Field Choice (the values from the question on the Contact Form in the Mapping)
  7. Enter a Transformed Value
  8. Click on the blue arrow  to save and continue, click on the x  to cancel
  9. Delete by clicking the trash can 
  10. Edit by clicking on the pencil 

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