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Export Recommendation Form Data

Jessica Lara
  • Updated

Information collected on teacher recommendation forms does not write through to the student's contact record. This means the responses can only be seen in two places: on the submitted form itself or in a bulk data export of that form's data. Because a form export must be built by the Support team, exporting recommendation data is a two-part process: first submit a request to Support to set up the export, then run it yourself once it's ready.

đź’ˇQuick Answers

  • Why can't I see recommendation data on the contact record? Fields on a recommendation form do not write to the student record. The only ways to view responses are to open the submitted form or to run a form data export.
  • How do I get a recommendation form export set up? Submit a request to Support and tell them which recommendation form you want exported. Support will build the export configuration for you.
  • How do I run the export once it's ready? Build and save a search for the students whose data you need, then go to Settings > Fields and Data > Data Export > Run an Export and select the export configuration Support created.
  • Can I set this up myself? No. The export configuration that defines the recommendation form fields must be built by Support. Once it exists, you can run it as often as you need.

In this Article

Before You Start

Recommendation form responses stay confidential to the school and are not copied to the student's contact record. If you only need to review a single student's responses, you can open the submitted form directly by clicking View Form next to the recommendation checklist item on the student's checklist or under the student’s Form & Document Submission History.

To pull responses for many students at once, you'll need a data export. Every export pairs a saved search (which defines who is included) with an export configuration (which defines which fields are pulled). For recommendation forms, the export configuration has to be created by the Support team before you can run anything.

Good to Know

Form exports aren't limited to recommendation forms. The same process can be used to export data from any form, including application and AdHoc forms. For those forms, the data also writes to the student record, so an export is just one way to pull it in bulk. For recommendation forms, an export is the only way to retrieve responses in bulk, since the data doesn't write to the record.

Step 1: Request a Form Export from Support

Because recommendation form data does not live on the contact record, a custom export configuration must be built to retrieve it. Submit a request to Support and specify which recommendation form you want exported. Support will build an export configuration for that form.

A few things to know:

  • If you have multiple recommendation forms, name the specific form(s) you want in your request so the correct fields are captured.
  • Once the export configuration is built, it stays available on your site, so you can run the export whenever you need it without submitting another ticket.

Step 2: Build and Save Your Search

The export uses a saved search to determine which students are included. 

  • Start on the Search & Reports > Search page and build criteria for the students whose recommendation data you want.
    • For example, pulling a list of all students with the recommendation form checklist item marked as complete, or all students in a specific grade.
  • Once you click Search to populate your results, click Save and give the search a name. Saving is what makes the search available in the export tool.

Visit the articles “Search Overview” and "Saving & Exporting Searches" to learn more about building and saving searches.

Step 3: Run the Data Export

Once Support has set up your export configuration and you've saved your search:

  1. Navigate to Settings > Fields and Data > Data Export.
  2. Click Run an Export.
  3. Configure the export:
    • Export Configuration: Choose the configuration Support created for your recommendation form.
    • Type: This is pre-set for you.
    • Search: Choose the saved search you created in Step 2. The search sets the filter for which students are included; the column headers are determined by the export configuration.
    • Which records: Select All Records to pull every student that meets the search criteria, or Since Last Export to pull only records added since you last ran this configuration.
  4. Click Export to run it.

Your file will be generated on the Data Export page, where you can click View to download it.

Visit the article “Data Export” to learn more about using the Data Export page.

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