The first tab when creating an export is titled Properties. This tab is used to configure the settings of the export. Required fields are labeled in red and an export cannot be saved until all required fields have been completed.
The fields listed below with an asterisk (*) are required fields on the properties tab and will prevent saving of an export if the field is not completed.
This feature allows the configuration of a basic or advanced export. The options for mode are radio buttons.
- Basic (default) - A basic mode export will provide four tabs: Properties, Fields, Schedule, and History
- Advanced (will enable additional tabs for formatting data) - An advanced mode export provides eight tabs: Properties, Records, Fields, Formatting, Filter, Schedule, History, and Log. These tabs allow for a more custom configuration of an export.
This is an open text field. The name entered in this field will appear as the export name on the landing page of the export tool. It will hold 150 characters.
Category options appear in a drop-down list. Categories are configured under Data > Exports > Manage > Categories. Exports are assigned categories within the properties tab of the export. This is used to organize exports within the landing page of the data export tool.
Tip: --Not Assigned-- is a valid category and the properties tab can be saved if the --Not Assigned-- category is selected for the export.
This is an open text field for desired notes.
Include column headers for export
This is a checkbox option. When this option is selected, column headers will appear in the export. Column headers appear as the name of the field selected in the file.
Tip: If you do not want the field name as the column header, the desired name can be written in the Prefix field on the Formatting tab. For more information please see the article: Formatting Tab.
Execute This Export in Test Mode
This is a checkbox option. When this box is checked, the export will not be logged against an employee's record for any employee that was included in the export. Additionally, change logs that correspond with the export's data type will not be reset if this option is checked.
Data type options appear in a drop-down list. Data type options dictate the fields available to export in the file.
Carrier options appear as a drop-down list. This list will populate with carriers that are configured in the benefit management module.
Format options appear as a radio list. These options determine the format of the file to be created. Options include; Delimited (compatible with Microsoft Excel), Fixed Length, HIPAA 834, and XML. For further information on file formatting, please see article [Data Export Tool: File Formats].
This is an open text field. This should be used to provide a specific name for the export file. The file name entered must have an extension specified. To create a file without an extension, special extensions may be used. The special extension is (filename).NOEXT. This will create a file named (filename) without a specified extension.
Transfer types appear as a radio list. Options include; export history only, email, FTP, SFTP, FTP/SSL.
This is an open text field. The notification addresses field can be used to enter one more email addresses to receive a notification upon file execution, notifying the recipient that the file has either executed successfully or failed to execute. Multiple email addresses must be separated by a semicolon.
This is an open text field. The requirement on this field is conditional. An export address is required when the transfer type is any selection other than export history only. This field is used to determine where the file is sent upon execution. One or more email addresses can be entered into this field, separated by a semicolon. When an email address is entered in this field, the file will send as an attachment in an email to the specified address. A site address or IP address should be entered when the transfer type of the file is FTP, SFTP, or FTP/SSL.
FTP information consists of three open text fields labeled as follows:
- FTP Username
- FTP Password
- FTP Port
The information entered in the above open text fields should correspond with FTP login information.
Test FTP Connection
Test FTP Connection is a button. Clicking this button will test the connection of the FTP information entered in the FTP information fields. Red text will appear at the top of the properties tab, indicating whether the connection was successful or unsuccessful.
This is a radio list. While this field is not listed as required, there is no option to deselect a choice. The two options are change file and full file. Change file indicates that the export will run off the corresponding change log. Full file indicates that the export will not run off of only the change log, but instead will pull a full census of data, depending on the data type selected for the export.
File Type: additional options
Each of these additional options are checkboxes and more than one may be selected. The options and descriptions are as follows:
- Do not reset Change Log when this export executes
- This option will prevent any records from being closed out of the associated change log when the export executes. When this option is not selected, the log will reset when the file has been executed.
- Reset all records in Change Log when this export executes
- This option will close out records in the change log. If this export includes the selection of benefits, then this option will only close out records for the selected benefits.
- Include Waive elections (elections with an Option Code of Waive)
- When configuring a benefit-based data type, this selection will allow the user to pull in employees who do not have an active election for the benefits included in the file.
- Include Terminated Dependents from Change Log
- This option is useful for benefit-based data types. When selected, dependents terminating from an employee's coverage will appear on the file if a dependent record is configured in the export. When this is option is not selected, dependents terminating from an employee's coverage will not populate on the file.
Manual Export Effective Date
This field is a calendar date field. The effective date entered should be used when executing the export manually. The date entered may include or exclude data from the file depending on the data type of the file. Select data types require both an effective date and an expiration date, allowing the export to pull data from a specified date range.
Scheduled Export Effective Date
Scheduled export effective dates are radio buttons. While this field is not marked as required, there is no option to deselect a choice. The effective dates options determine the date the scheduled file will run.
- Run as the first of the following month
- Example: if the scheduled date of the file is November seventeenth, the effective date of the data in the file will pull as of December first.
- Run as of the scheduled date
- Example: if the scheduled date of the file is November seventeenth, the effective date of the data in the file will pull as of November seventeenth.
- Run as of the scheduled date plus the specified number of days
- The days field is an open text field that will hold up to four characters. This field is used to determine the number of days in the future the scheduled file will run.
- Example: if the scheduled date of the file is November seventeenth, and the days field is entered as seven, the effective date of the data in the file will pull as of November twenty-fourth.
Select data types require both an effective date and an expiration date, allowing the export to pull data from a specified date range. When these data types are selected, the properties tab will populate an additional schedule end date option that appears as a checkbox and must be selected.
- Set the Export End Date to the Export Effective Date plus the specified number of days
- The days field is an open text field that will hold up to four characters. This field is used to determine the date range from the effective date the scheduled file should run.
- Example: if the scheduled date of the file is November seventeenth, and the days field is entered as seven, the date range for data pulled into the file will be November seventeenth until November twenty-fourth.
The option to encrypt the file with a PGP key is a checkbox. This selection must be made if a PGP key is to be used to encrypt the export.
The PGP key field is an open text box. When the encryption option is selected, the PGP key should be copied and pasted into the PGP Key text box.
The option to encrypt the file with a zip password is a checkbox. This selection must be made if a zip password is to be used to password protect the export.
Zip password is an open text box that will hold up to fifty characters. When the password protection option is selected, the password should be entered into this field.
Zip extension will default to .zip. This is an open text field that should be used to determine the extension of the zipped or password protected file.