To Export a File
Important Notice: Data Privacy Best Practices for Exporting Files from the Data Center App
All members requiring access to export files from Data Center must have their own login credentials. Logins and passwords should not be shared with team members or any other third party vendor. Nor should institutions intend to distribute files via email, as this is a security risk. To learn how to create a new login for a team member, click here. Agency partners can request access to securely export your search files via FTP by emailing support@encoura.org or calling (800)862-7759.
When a file is ready for download, it file will appear under the Export Files tab.
ProTip: You can set up email notifications to alert when new files are ready for export from your account settings.
- Click Export to select a single file to download. The button will appear green the first time a file is ready for export, and it will appear blue thereafter. You can export a file as many times as you would like for up to 12 months.
- The Export window will appear to allow you to export the file directly to your computer. The file type will be indicated. You can access details and sample files for the file layout from the link to the Help Center's Data Center documentation.
- Click Export when ready to receive the file. This may take a few minutes for larger files.
- NOTE: Once exported, we do not recommend saving the file as an .xls or .xlxs document as this file type automatically removes leading zeros from values such as birthdates. As an example, a birthdate reading 08/10/02 would incorrectly read 8/10/02, which may cause issues when attempting to upload files to your CRM.
Automating File Downloads
Encoura now supports automated downloads for all file types with the File Export API. To set this up for your institution or group, please contact support@encoura.org for assistance.
File Type CRM Settings
The following table indicates whether files should be loaded into your CRM as Prospect or Inquiry:
| File Type | Load into CRM as |
| Prospects | Prospect |
| AOS | Inquiry |
| Affinity | Inquiry |
| eMatch | Inquiry |
| ACT Score Reports | Inquiry |
| Declared | Inquiry |
| Inquiry | Inquiry |
| Enrollment Marketing Services | Inquiry |