Scheduled Exports

Overview

Scheduled exports are exports that can be delivered via SFTP on a regular basis. To create a scheduled export, your school must first have a pre-existing export that they would like delivered on a regular basis, as well as an SFTP server configured to receive the data.

In this Article

• Add a new SFTP configuration
• Create a Scheduled Export

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Add a new SFTP configuration

To add a new SFTP configuration, it is assumed your school has a pre-existing SFTP server or has created one for these exports.

Step 1: Navigate to the SFTP Setup page

To begin creating a scheduled export, go to Settings > Fields & Data > SFTP Setup. If you cannot see this tab, check with your System Administrator to make sure you have Data permissions. 

Step 2: Click Add a new SFTP configuration

Within this window, you will see the following options:

• SFTP Host Name

• Port (optional)

• SFTP Username

• SFTP Password

• Directory (optional): Set the "Directory" on your remote server when configuring your SFTP to ensure the data is mapped to the right location.
• Display Name (optional): Change how the SFTP configuration is listed on the Schedule Exports page (Settings > Fields & Data > Scheduled Exports). The SFTP Host Name will be used by default.

Fill in this information, including the Port if your SFTP server has firewall rules configured.

Step 3: Click Save

Step 4: Test the Connection

Once the new SFTP configuration has been set up, use the Test Connection button to test the server and confirm we can reach it.

IP Addresses

On the SFPT Setup page, you will see the IP addresses that Finalsite Enrollment SFTP exports may come from at the top of the page. Ensure your firewall is configured to allow incoming connections from these IP addresses on the port you specified or port 22 if you did not specify. Note that this list may change in the future.

Create a Scheduled Export

Now that the SFTP server has been configured, navigate to the Scheduled Exports page under Settings > Fields & Data > Scheduled Exports. To add a new scheduled export, click Create a Scheduled Export.

This will bring up a similar screen to running a non-scheduled export. It may help to review the article on Running a Data Export if you are unfamiliar with the export options. 

Within the Schedule an Export window, the user will select the following:

• Export Configuration
• Search
• Which Records to include (All Records or Since Last Export).
• Schedule? - This option sets the schedule type. Each export will arrive on the scheduled day at approximately 3:30 AM CST.

  • Weekly - Exports will be delivered every Monday.

  • Daily - Exports will be delivered every day.

  • Monthly - Exports will be delivered on the first of every month.  

• Delivery Method - There are two export delivery options available to you.

  • SFTP - A valid SFTP configuration must be created before a scheduled export can be saved. An SFTP Configuration field will appear below Delivery Method when SFTP is selected, which will allow you to select the configuration created on the SFTP Setup page.

  • Email - Deliver export to an email or list of emails, configured in the List emails separated by commas box that will appear when Email is selected.

Once the scheduled export is created, it can be run, edited, and deleted at any time. Multiple scheduled exports can exist, each linked to different searches or configurations. 

Email Notification

Once the scheduled export is complete, the user who ran the export will receive an email.

Additional Resources

• Office Hours & Past Session Recordings
• How to Save and Export a Search
• Data Export