What are Scheduled Exports?

With the new Scheduled Exports feature, the effort to create these exports is reduced, because you can:

1. schedule an automatic export, which will include the same data from the manually created exports
2. download the scheduled export in the same area of iCarol where you download the manually created exports, after receiving an email notification the scheduled export has completed
3. export the data automatically to a S/FTP, which can reduce efforts when sharing data with partners by eliminating the need to manually send the data 
   

1. Contact Record data (Call Reports)
2. Shifts
3. Resource data in the standard iCarol CSV
4. Resource data in the AIRS XML 3.0 schema
5. Resource data in the HSDS 1.0 schema
6. Resource data as created from the Specialized Resource Export to Word/Excel
   
7. Activity Audit Logs
   
8. Profiles
   
9. Export Template

1. Daily: runs at the same time each day, around 6am EST.
2. Weekly: runs on the same day each week. For example if scheduled for weekly starting on Thursday, March 1 and ending on Saturday, March 31, it will result in 5 exports created on: March 1st, 8th, 15th, 22nd, and 29th, all occurring on the same day of the week as the first export is scheduled to start (Thursday).
3. Monthly: runs on the same date each month as scheduled until the end date provided (ex. Mar 1, Apr 1, May 1, etc.).
4. Quarterly: runs similar to Monthly, but it will run every 3 months.
5. Annual: runs similar to Monthly, but it will run every 12 months.
   

1. 7 days
   
2. 31 days
   
3. 60 days
   
4. 90 days
   
5. 366 days

One free 'Monthly' scheduled data export is included standard, at no extra cost, with every iCarol system.

How to setup Scheduled Exports

1. After the iCarol Support Team has enabled the additional Scheduled Export, as an Admin level user click the 'Admin Tools' link in your left side menu
2. Click the 'Tools' tab at the top of the page
3. Under the section Data Export, click the link to 'Extract all of your data'
4. Click the link at the top of the page to 'Schedule data exports to occur in the future...'
   
5. Click the link at the top of the page to 'Add a new scheduled data export'
6. In the textbox at the top of the page, enter the 'Name of the scheduled export'
   
7. Select 'This is my organization’s single “freebie” export' if this your free scheduled export
8. By default the 'Active' checkbox is selected; if you wish to make the export inactive, deselect the checkbox
   
9. If you would like to include the date and time the export was created in the export file, select 'Precede data with date and time created information'
10. From the 'Type of export' drop-down list, select the type of data you wish to include in the scheduled export
1. If you choose 'Call Reports' you must also select the versions you wish to include; by default all versions are included, so if you wish to exclude any versions you must deselect the checkbox next to the version you wish to exclude.  You may also choose to include Contact Record History by checking the box next to 'Include Contact Record History'
2. If you choose 'Specialized Exports' you must also select the template you wish to export by selecting it from the drop-down list that appears
   
3. If you choose "Export Layout", you must choose an Export Builder Bundle by selecting it from the drop-down list that appears
   
11. Setup the schedule for the export by making selections in the 'Schedule for Export Job' section
    
1. From the 'How often should the Export Job run? (Recurrence) drop-down list, select the frequency you want to schedule this export to occur
   
1. Note, your Recurrence pattern choices are based on what your organization has subscribed to, so if you can't save a particular selection that means you aren't subscribed to it.
   
2. Enter the 'First day to run export' in the textbox, using the format shown on the page
   
3. Enter the 'Last day to run export' in the textbox, using the format shown on the page; leave this field blank if you don't want to set a last day
   
4. If scheduling a Contact Record or Shift export, select 'What records should be included in each Scheduled Export Job' using the drop-down list
   
12. Setup who can access the exported files in the 'Export File Access' section
    
1. If you would like to notify people by email that an Export Job has completed, enter their email addresses in the text field.  This can include people who have a Vol-Staff user account in your iCarol system, and/or those who do not.  Separate each email address with a semi-colon
   
2. If you wish to export the data outside of iCarol, select the checkbox next to 'Transfer exports to another server?'
   
1. Choose the 'Transfer protocol' of either 'FTP' or S/FTP'; note, S/FTP is required for Call Reports
   
1. Note, we do not currently support Linux FTP's so you must use a different FTP client
   
2. Enter "/YourRemotePath/" (without the quotes) for the 'Remote Path' field (replacing "YourRemotePath" with your organizations unique remote path, setup with your S/FTP)
   
3. Enter all other fields for the transfer (ex. Server host address, User name, Password, etc.); if you're having trouble locating this information for your organization, contact your IT department for assistance
   
1. Note the Port Number for FTP will always = 21; the Port Number for SFTP will always = 22
   
4. Click the button to 'Send a test file now', as you're required to do this before saving the Scheduled Export
   
3. If you would like to make the files created with the Export Job available to non-Admin Vol-Staff users on their iCarol Home page within iCarol, select their name from the drop-down list in the 'Users inside of iCarol' section, then click 'Add'.  There is no limit to the number of Vol-Staff you can add here
13. Click 'Save' 
    

How to Download a Scheduled Export as a Non-Admin User

1. Log into iCarol
   
2. Click 'Home' in the left hand menu
   
1. For Supervisors or users with access to the Admin Home Page, click on the link 'home page everyone else sees' from the top of the page
   
3. At the bottom of the page, in the 'Queued or ready for download' section, click on the file name to download
   

Note, this feature does not give you immediate access to export; instead it automatically requests the Data Export at the set interval. Please see the 'Contact Record Data Export Delivery Time Expectations' section in the related Knowledge Base linked here.