Standard Data Export

Standard Data Export

Export all your data inside iCarol using Standard Data Exports

Admins and those users with special data export permission can export the following information from iCarol. 
  1. Volunteer and Staff 
  2. Caller Profiles
  3. Outbound Calls
  4. Chatboard 
  5. Events 
  6. News 
  7. Sign on logs
  8. Shifts
  9. Contact Records
  10. Audit Logs
  11. Resources
  12. Customized Taxonomy
  13. Export Builder Templates (Configurable files and formats)

Export Formats & Delivery

All data gets extracted into a (.csv) formatted file which can be read by Microsoft Excel, Access, and many other databases and statistical programs.
  1. These files allow you to further filter and analyze your information. (ie you can extract caller feedback, referrals made information and so much more.) more in-depth than you're able to when using the Statistics area of iCarol
  2. Note, since the export of Call Reports, Shifts and full Resource Database exports may produce large files these export requests will be queued and run in the background. When they complete, you'll receive an email notification and be able to download the export file from the Data Export page. 
Data Exports can either be requested manually, by following the steps listed below, or they can be created automatically based on a schedule set by your organization. Read this help article to learn more about how to schedule create data exports to be automatically created.
When it comes to the format of the .csv files you receive when exporting information in iCarol, we try not to move columns around very much or rename them, but we can’t guarantee that we won’t add new columns to the file. If your agency undertakes processes where you are mapping to the content of Export files, it is best to map to the Column Heading rather than the column number. This will ensure that file changes won’t impact the mapping. The Call Report .CSVs as well as Resource .CSVs are dynamic and change according to the custom categories, groups and fields in your Call Report Forms and custom fields added to your resource database.

Contact Record Data Export Delivery Time Expectations

On average 98% of Contact Record Data Export requests are completed within 24-hours. Contact Record Data Exports with more than 3-years of data typically take longer than this; some are taking more than 48-hours to process. The majority of Contact Record Data Export requests are submitted during the first 3-days of every month, therefore it is recommended to avoid making large export request including more than 1 year of Contact Record Data during this time.

Note, if your organization needs access to your Contact Record raw data in real time, please contact the iCarol Support Team to discuss other features available, which may have an additional cost.


How to export data from iCarol:

Steps to export data from iCarol as an Admin level user:

  1. Select 'Admin Tools' from your left side menu
  2. Click the 'Tools' tab
  3. Ensure the checkbox to 'enable data export' is selected and click the link to 'Extract all of your data'
  4. Complete the steps below depending on the data you wish to export

Steps to export data from iCarol as a non-Admin level user:

  1. Click 'Home' from your left side menu
  2. If you are a Supervisor level user, from your Dashboard click the link for the 'home page everyone else sees.' at the top of the page
  3. At the bottom of the Home page, click the 'Data Export' link
  4. Complete the steps below depending on the data you wish to export, and the permissions you have to export data

Choose the Data Type to Export

  1. Under the Request Exports section, select the areas of iCarol you wish to export data for
  2. Click 'Export selected items above'
  3. The page will refresh with a link that says 'Click here to download the export you just requested' appears under the 'Queued or ready for download' section on the right side of the page
  4. Click the link and you can then choose to open and save the extracted files to your computer

Resources

  1. Under Resources, you can select to export your resource data in iCarol standard CSV, can include inactive records, and can choose to 'Include Text Formatting'
  2. You can also choose to export in HSDS 1.0 format (still in testing)
  3. When your selections have been made click on 'Export Resources selected above'
  4. Depending on the size of your resource database the export will be available immediately or will process and be available in the 'Queued or ready for download' section when ready 
  5. When ready you can click on the link 'Click here to download the export you just requested' under the 'Queued or ready for download' section
  6. Click the link and you can then choose to open and save the extracted files to your computer
Note, when the 'Include Text Formatting' setting is selected, your data export will retain the formatting, for example line breaks and hard returns in the following text fields:
  1. Short Description
  2. Description of Hours
  3. Internal notes for editors and viewers
  4. Internal notes for resource editors only
  5. Temporary Message
  6. Eligibility
  7. Fees
  8. Application Process
  9. Documents Required
  10. Coverage Area Text
  11. Custom Fields (Text)

Troubleshooting: Understanding 'Coverage Area' values in the Resource Export
The Resource export fields containing 'Coverage Area' information are as follows:
  1. CoverageArea (column CJ) > Describe the Coverage Area below - text box
  2. CoverageAreaText (Column CK) - is currently blank
  3. Coverage (column FI) > Coverage - selection from drop-down list 
*Customized Taxonomy: if your organization is subscribed to the iCarol AIRS Taxonomy Tools, read the help article 'How to export your customized Taxonomy' to learn how to export the related data related to a CSV or Excel file.

Resource Quality Reports

When requesting a Resource Export, there is an option to "Include quality assurance files". When this option is selected, the following additional files will be created and available within the downloaded Resource Export file:
  1. Resource Referral Counts (aka: “weeding”, “pruning”, etc.): This file lists all the resources including names, ids, status, entered and last verified dates, and parent record information. This report also includes the Count of Referrals made to those records in the last 12 months, and to further assist the use of this report, the date of the last referral.  The idea with Resource Database pruning is to look for resources that have received few referrals, then review those records with your “Weeding/Pruning” policy. 
    Example of Resource Record Counts export file
  2. Resources without ProgramAtSite: This file is intended to help Resource Managers using ProgramAtSite records. This file includes all Programs and Site records, with their parent agency and a count of ProgramAtSite records for each. This file makes it easier for Resource Managers to identify Programs or Sites without a connection to what or where the program is offered. 
    Example of Resources without ProgramAtSite export file
Note: Resource Quality Reports are available for manually requested resource exports only.

Staff and Volunteers

Admins and Supervisors (and those users with special data export permission) can export all staff and volunteer profile information.
The data gets extracted into a (.csv) formatted file which can be read by Microsoft Excel, Access, and many other database and statistical programs.

Steps to extract staff and volunteer profile information:
  1. Click on "Admin Tools" in the left hand menu.
  2. Click on the "Tools" tab.
  3. In the section called "Data export", ensure that the "enable data export" check box is selected and click on the "Extract all of your data" text.
  4. Under "Request exports" click on the check box for "Volunteers and Staff".
  5. Click "Export selected items above"
  6. The page will refresh and a link  that will say “ Click here to download the export you just requested” will appear in the Queued or ready for download section.
  7. You can then choose to open and save the extracted file to your computer.

Worker Sign On Information

Users with appropriate advanced security settings can export and run statistical reports on user sign on information from two areas of iCarol, which provide slightly different information. 

The following sign on information is available in the Data Export feature, with data included for sign ons in the last 2 weeks: 
  1. First name
  2. Last name 
  3. Sign on date
  4. Worker number (ID)
  5. Browser used
  6. IP Address
To run a Data Export on User Sign On Information:
  1. Click 'Admin Tools' in the left side menu
  2. Click the 'Tools' tab
  3. In the section called 'Data export', ensure the 'enable data export' check box is selected and click the 'Extract all of your data' link
  4. Under 'Request exports' select the checkbox for 'Sign on logs'
  5. Click the 'Export selected items above' button
  6. When ready, click the 'Click here to download the export you just requested' link under the 'Queued or ready for download' section
  7. Open and save the extracted file to your computer in your preferred format
The following sign on information is available in the Statistics feature, with data included for every vols-staff:
  1. First name
  2. Last name
  3. Total number of sign ons
  4. Date of last sign on
To run statistics report on user sign on information:
  1. Click 'Statistics' in the left side menu
  2. At the top of the page click the link to the 'Staff and Volunteer' area
  3. Under 'Choose a report' select 'Sign ons to iCarol'
  4. A list of sign on details will display automatically; you can highlight the information and copy it into a document on your computer
Request exports within date ranges
The following export requests will be queued and run in the background when they complete you will receive an email notification.

Shifts

  1. Select the time frame you would like to include in your export 
  2. Click 'Export Shifts with date range above'
  3. When ready you can click on the link 'Click here to download the export you just requested' under the 'Queued or ready for download' section
  4. Click the link and you can then choose to open and save the extracted files to your computer

Call Reports (Contact Records)

  1. Select the time frame you would like to include in your export
  2. Choose "Standard Export" or "Template Export"
    1. For Standard Exports
      1. You can choose a specific form’s fields to be present first by choosing a call report from the drop-down menu
      2. Choose the Call Reports you would like to include in the export by placing check marks next to their names
      3. Click on “Export Call Reports per options above”
    2. For "Template Export"
      1. Choose a Bundle from the "Export Template Bundle" drop-down list. (TIP: Use the Export Builder to create Templates, once Templates exist in your system, you can choose the Export Template Bundle from the drop-down list.
  3. Choose to "Include Contact Record History (export will run off-business hours)" for an additional file in the export that will include history of changes made to contact records
  4. When ready you can click on the link 'Click here to download the export you just requested' under the 'Queued or ready for download' section
  5. Click the link and you can then choose to open and save the extracted files to your computer
Understanding Standard Contact Record Data Export Files
  1. When creating the export, the filters available are date range and contact form versions – any other filtering will need to be done from within Excel
  2. There are 8 standard files that are included in your Contact Record Data Export. They all follow the same naming convention – iCarol Export – your organization name – the specific file name – the date the file was requested – unique export id; you’ll want to pay attention to the specific file name to differentiate between the files
  3. The following files are included in the Call Report Data Export:
    1. Call Report Custom Fields – this file includes data from contact records submitted. Each custom field answer appears as the rows, with the category, sub-category, and answer names and ID’s listed as the columns. Each contact record will appear multiple times in this file and can be identified by the ‘CallReportNum’ column.
    2. Call Report Followups – this file includes data from follow-up activities scheduled in contact records. It includes the fields from the ‘Schedule a Follow-Up Activity’ area as the columns, with each follow-up activity as a separate row. The ‘CallReportNum’ column is used to identify the initial contact record the follow-up activity is related to, therefore the same contact record number may appear multiple times in this file, depending on how many follow-up activities are scheduled.
    3. Call Report History – this file includes the data that appears when you click the ‘History of Changes’ link at the bottom of your Contact Records. This will include information about any changes made to your contact records after they’re submitted.
    4. Call Report Needs Met and Unmet – if your organization is subscribed to the iCarol AIRS Taxonomy Tools and has the setting enabled in your contact forms to specify needs (met/unmet) via Taxonomy, then this file will have data related to the met and unmet needs saved in your contact records. It includes the details of each need saved in each contact record, including the resource record name, the names and codes for the different taxonomy levels, the AIRS Needs Category, if the need was met or unmet, the unmet reason, and location information from the contact record Contact Information fields. The ‘CallRepotNum’ column is used to identify the contact record where the need was saved, therefore the same contact record number may appear multiple times in this file, depending on how many needs are saved.
    5. Call Report Referrals – this file includes data from contact records submitted. It includes the details of each referral made in your contact records, so each contact record may be listed more than once. If your organization uses the original version of AIRS Taxonomy (which very few use), then this file will have data entered in the Taxonomy Terms column; otherwise the Taxonomy Terms columns will be blank and that data can be found in the Needs Met and Unmet file.
    6. Call Reports – this file includes data from contact records submitted. Each contact record appears as the rows, with Contact Information and Custom Fields listed as the columns. Each contact record will only appear once and can be identified by the ‘CallReportNum’ column.
    7. Call Reports Linked Together – if your organizations uses the ‘Related’ or ‘Child’ form features, meaning you can create a linked contact record while editing or viewing an initial contact record, then this file will have data related to the linkage created. The file contains a ‘InitialCallReportNum’ and ‘LinkedCallReportNum’ column. The ‘IntialCallReportNum’ will be listed as a separate row for each
    8. Call Reports Out of Database Referrals – if your organization has the ‘Out of Database’ setting enabled in your Contact Forms, then data for out of database referrals saved will be found in this file
    9. ReferralQ Done, ReferralQ In Progress, and ReferralQ History Of Changes - if your organization is also subscribed to the ReferralQ feature, then you’ll have data in these files; if your organization isn’t subscribed to this feature then these files will be blank.
      1. ReferralQ Done and ReferralQ In Progress - each ReferralQ and Status saved appear as the rows, with details about the ReferralQ as the columns. Each contact record may appear more than once and can be identified by the ‘ContactRecordNum’ column.
      2. ReferralQ History Of Changes - each time a ReferralQ saved was changed appears as the rows, with history of changes details as the columns. Each contact record may appear more than once and can be identified by the ‘ContactRecordNum’ column.
    10. Contact Record History - this file includes data from contact records edited
Note if you choose to include more than one contact form version, then be aware each field with a unique name will be listed in a separate column in the Call Reports file. This is one reason why it is best practice in iCarol to have consistent naming convention when multiple fields are found, because it will help to aggregate your data from multiple forms into one report.

Read this blog post to learn more about the individual files included in the Contact Record Data Export.

Troubleshooting: Why are the Taxonomy Term and Taxonomy Code columns blank in the Call Report Referrals data export file?
The columns for 'TaxonomyTerm' and 'TaxonomyCode' in the data export file for Call Report Referrals will only have data in them if all of the following conditions are true:
  1. your organization has the Taxonomy feature enabled, AND
  2. your organization has at least one Call Report where the Overall Setting “For Orgs using 2-1-1 Taxonomy, specify needs (met/unmet) via Taxonomy” is disabled
The reason the columns will have data in them when the above conditions are true is because disabling this setting changes the taxonomy terms to a drop-down list from a checkbox when saving a referral in a call report. When a drop-down list is used, then only one taxonomy term can be associated with the referral, and therefore those columns will include data. Consequently, when the setting  “For Orgs using 2-1-1 Taxonomy, specify needs (met/unmet) via Taxonomy” is disabled you also lose the ability to document 'unmet needs' and all referrals will be considered a 'met need'.

Audit Logs

This export file includes data for actions related to Contact Records and Profiles searched, viewed, updated, created, and deleted. Your organization may find this feature helpful for many uses, including:
  1. reviewing suspicious activity, such as Vols-Staff search for names of their friends or family members on a reoccurring basis
  2. auditing when contact records or profiles have been deleted from your system
  3. ensuring policies are being followed related to reviewing past contact records at the beginning or end of a shift
Data related to Audit Logs is only retained for one year, for example if an action was taken April 1, 2021, the Audit Log related to the action would only be available until March 31, 2022.
  1. Select the time frame you would like to include in your export where the activity occurred
  2. Click the button to "Export Activity Audit Log within date range above" and you can then choose to open and save the extracted file to your computer. The file will include rows with the following data:
    1. EnteredOn: the date the contact record was originally created
    2. Action: the action that was taken related to the contact record, which includes: update, view, search, create, and delete
    3. WorkerId: the ID related to the Vols-Staff who completed the action
    4. WorkerLastName: the last name of the Vols-Staff who completed the action
    5. WorkerFirstName: the first name of the Vols-Staff who completed the action
    6. RecordType: Report will always display at this time
    7. RecordNum: the contact record number related to the action
    8. SearchTerm: if the action was "searched", this column will include the word(s) used in the search 
    9. ProfileFirstName: the First Name field if a Profile was created or updated
    10. ProfileLastName the Last Name field if a Profile was created or updated
    11. Comments: if the action was completed by a member of the iCaro

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