Testing & Going Live with Data Exports

Cumulative Exports

If a data export query is configured to return all records each time the query is run, just run the query for testing purposes:

  1. Select Run Query to view the query results.
  2. If the export is configured to run to an SFTP site, click Run to SFTP to manually test that process.
  3. Select Run to Browser to download a file to a computer.
Incremental Exports

If a data export query is configured to return only new records each time the query is run, run the query for testing purposes. If satisfied with the testing results, be sure to delete the query run:


  1. Run the query to open the query results page. Return to the query results at any time by selecting on the desired query run, as shown above.
  2. On the query results page, select Edit Properties, then select Delete Run to remove the query result history.
  3. Use Search to further test the query. The full text of the results is searchable, so you can easily locate records with a specific value (for example, "Fall 2017 entry term") or a specific record (such as a test record).
  4. Since the query was run for testing purposes, removing the run will allow these records to be included in the query again if they still meet the filter criteria.
"Update Only" Exports – Run, Then Activate Queue Exports

When configuring a queue for a data export query (such as only send records that have been updated), it is critical to follow these steps when going live with a data export:

  1. Turn off the Queue.

    When ready to go live with a data export, remove the Queue setting for the initial data export run.

    Make sure that the Queue setting is set to None (default).

  2. Manually run the data export query.

    Running the query manually ensures that the first query run captures all records that currently meet the filter criteria.

  3. Activate the Queue.

    Revisit Edit Properties and configure the queue. Going forward, the data export file will only send updated records.

Be sure to select the correct queue for your population:

Population Description
Person Update

Returns records where the person record* has been updated since the last time the query ran. Use this option only with the Prospect population/query base queries (one row per person).

* Inserts, updates and deletes to decision, school and address records are considered as updates to both person and application records. Person updates also trigger an application update.

Application Update

Returns records where the application record* has been updated since the last time the query ran. Use this option only with the Application population/query base queries (one row per application).

*Inserts, updates and deletes to decision, school and address records are considered as updates to both person and application records. Person updates also trigger an application update. 

Decision Update

Return records where the decision record has been updated since the last time the query ran. Use this option only with the Decision population/query base queries (one row per decision).

  • Be sure to select the correct queue for your population to avoid erroneous results!

    For example, if a Person update queue is selected on an Application population query, only applications where the Person record has been updated will be included.

    Updated applications where the person has not been updated will not be included.


  • When using an update queue, it is necessary to use the Retrieve all records each time the query is run execution option.

    This type of export returns only new and updated records. Therefore, run an initial export of all records before configuring the Queue setting, and send this initial file to your external system. 
  • Updated records do not appear in query results immediately when using the Queue options.
    • When a record is updated, it is flagged and added to the Deferred Update Queue (as is done with rules).
    • When rules run, all records in this queue are then added to any Update Queue queries. 
    • As a result, you may have to wait up to 15 minutes for the updated records to appear in the query results. Please keep this in mind when testing. 

Integration consideration: When using this type of export for the SIS, consider changing the Disable Update Queue setting on SIS import source formats to Prevent records from entering update queue upon import. This helps avoid records from being constantly put back in the queue.

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