Data Export

Data Export is how you push contact records out of Finalsite Enrollment into your SIS (Blackbaud, Veracross, or via a custom template). Every export pairs a saved search (defining who) with an export configuration (defining which fields), and most schools use it to send newly enrolled students into their SIS for the new year.

💡Quick Answers

• Where do I run an export? Settings > Fields and Data > Data Export > Run an Export. Pick your Export Configuration, choose a saved search, and decide whether to pull All Records or only those Since Last Export.
• Do I need anything before I can export? Yes, an export configuration (built during implementation or by a Configuration Specialist) and a saved search that defines which contacts to include.
• How do I build the search? On Search & Reports, define an "enrolled" student however your business office defines it (e.g., Enrollment in Progress + Contract submitted + Deposit paid). Click Search, then Save and name the search so it's available in the export tool.
• What does "Since Last Export" do? It limits the export to only new records added since the last time you ran that configuration, preventing duplicate imports into your SIS. It does not include existing records that were modified.
• How do I tell the system the last export is finished? On the Data Export page, click View next to the export file, then click Mark As Exported. Only do this once the records are successfully imported into your SIS, so the next "Since Last Export" run starts from the right point.

In this Article

• Getting Started
• Build Your Search
• Create your Data Export
  • How the “Since Last Export” feature works

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Getting Started

To get started with your data export, you'll first need an export file setup with the fields you need from Finalsite Enrollment for your other system.  You may already have a file that was created for you during the implementation process.  If not, or if you need a new file created, work with Finalsite Enrollment Support and a Configuration specialist to create your data export file.  

IMPORTANT NOTE: Every implementation includes one complimentary export and any additional exports comes at an additional cost. Please contact Support or a Configuration Specialist for pricing. The standard custom data export service level agreement from receipt of final requirements is 6-8 weeks.

Depending on the system you're exporting data to, you'll need to start with one of the templates listed below.  If you do not integrate with Blackbaud or Veracross, you will use the first template in the list. 

• Data Export Template
• Blackbaud API Data Dictionary
• Veracross API Data Dictionary

Build Your Search

Start within the Search & Reports page to build your search criteria.  We'll use the Enrolled student example explained above.  Select the enrollment status of Enrollment in Progress and add in your checklist items and/or any other criteria needed for your definition of an 'Enrolled' student. If you currently have some students that are fully enrolled, then you'll want to include that status in your search as well. You can create one search for new and returning students, or create a separate search for new students and a separate search for returning students.  

Once you click on the 'Search' button to populate your results then 'Save' your search and name it.  Now your search will be available when you export your data.

Create your Data Export

1.  Navigate to Settings (1) – Fields and Data (2) – Data Export (3).

2.  Click Run an Export as shown below.

3.  Configure the criteria for your export as explained below:

• Choose the Export Configuration (1) from the dropdown menu. This is typically named after your SIS such as Blackbaud Export.
• Type (2): This is pre-set for you.
• Search (3): Choose any search you have saved.  The search is used to set the filters for the export. The column headers will always be the same as long as you use the same export configuration, regardless of which search you use.
• Which records (4): Pick one of the following:
• All Records: This option will pull all records that meet the criteria of the search.
• Since last export: Selecting this option will export only new records entered into the Finalsite Enrollment system since your last export.  This does not include existing records that have been modified.  See below for more information on how this feature works.

4. Click Export (5) to run it.

How the “Since Last Export” feature works

This feature is specific to the configuration being used. Once you run the export for the first time and mark it as exported, the next time you run that export you will only see new records that fit the search criteria. This prevents you from exporting data that was already imported into your SIS. If your school has multiple export configurations, each configuration will need to be marked as exported so that you only return the newest results.

1. To set this feature, first click on View on the far right of the Data Export page, next to the export file you wish to view.

2. On the View page, the user must click on “Mark as exported” after each export for the configuration to run.  We strongly recommend only clicking this button once the records have been successfully imported into their target system.  This sets up the configuration so that the next time this export is run, the “Since Last Export” feature will know which records were exported last.

3. After “Mark as Exported” has been enabled, go to Run an Export.

4. In the dialogue box, go to Which Records (1) and select Since last export (2) from the dropdown menu to export only new records.  Click export (3) to run it.