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Export Extract Set Description

Before you can run an export for the first time, you must define the section data you want to export. This is referred to as defining an “extract set,” since the data you define is extracted from the LYNX History tables. You can choose to export one or more terms of section data in their entirety, or you can define a subset of term data for export.

Once you’ve defined an “active” export extract set, the section data you’ve defined is extracted from the History tables and exported to the SIS. From then on, as long as the extract set remains active, the Interface will look for location assignments on an ongoing basis (once each minute) and automatically update the sections in your SIS. You can also manually update your SIS with all the sections belonging to an active export extract set, whether or not there have been any recent changes, by clicking Review and Export.

If a section is updated as part of an active export extract set and the extract set is later made inactive or deleted, the section data in your SIS will not be affected. It will no longer be updated since it is no longer part of an active export extract set.

Import and Export Extract Sets Are Managed Separately

Import and export extract sets are created and managed entirely separately from each other. Even if they are both targeted at the same term, import and export extract sets have no relationship with each other. You can activate and inactivate them independently.

Do I need to generate counter files?

If you are familiar with the academic cycle using the legacy TCS Interface, you might be asking how LYNX handles vCalendar ToDos and Reply/Counter files. The answer is: it doesn't because it doesn't need to.

LYNX determines that section data needs to be sent back to the SIS on the basis of a single criterion: whether or not the section is part of an active export extract set. If it is, the updated section data will be sent back to the SIS.

25Live Pro still includes buttons that allow you to generate counter files and complete vCalendar ToDos, but they don't have any effect on whether a class is sent to the SIS by LYNX. If a counter file is generated, it will be ignored by LYNX.

Extract Set Record Limits

Each extract set is limited to 20,000 records.

Data Criteria

Any of these criteria can be used to define a subset of section data for export:

  • Term Code (required)
  • Campus Code
  • Subject Code
  • Section Type
  • Section ID
  • Sub-term Code (Banner, Campus Solutions, and Universal only)
  • Instruction Code (Banner, Campus Solutions, and Universal only)
  • Part of Day Code (Banner and Universal only)
  • Institution Code (Campus Solutions and Universal only)
  • Location/Region Code (Campus Solutions and Universal only)
  • Assignment Indicator (Campus Solutions and Universal only)
  • Academic Career (Campus Solutions, Colleague, and Universal only)
  • SIS Assignment (Campus Solutions only)
  • Exam Indicator (Campus Solutions only)

For example, you could define an extract set that includes only sections in the 201910 term.

Each section should be in only one export extract set

Don't create extract sets in such a way that the same section meets the criteria of two separate export extract sets. This is potentially problematic because it can lead to mistakes about whether or not a section should be updated in the SIS. (You might think you've turned off updates for a group of sections by inactivating one extract set, but they continue to be updated by another.)

LYNX can remove SIS location assignments

Unlike the legacy TCS Interface, LYNX is able to remove location assignments in your SIS, if needed, to ensure complete synchronization of data between the two systems. This avoids the situation of having a section in 25Live with no location assignment and an incorrect location assigned to the same section in your SIS.

However, this carries the risk of incorrectly removing location assignments. In the unlikely event that you run an export immediately after an import, and location assignments were removed due to conflicts during the import, those room assignments would be removed in your SIS as well. The key to avoiding this possibility is to run your SIS export only after  checking your import log for problems.

To Define an Export Extract Set

  1. From the LYNX Export to SIS menu, choose Section Export.
  2. On the Extract Sets for SIS Exports page, click New Extract Set to go to the New Extract Set page.

    Use the New Extract Set page to define an export extract set
    Image: Use the New Extract Set page to define an export extract set
  3. Click the pencil icon next to “New Extract Set,” backspace over the system-provided name, and enter a meaningful name for the extract set.
  4. If you want to enter a description of the extract set, click the pencil icon next to “Description,” backspace over the system-provided description, and enter a meaningful description of the extract set.
  5. Click the pencil icon next to Term Codes, and choose the term code(s) you want to include in this export extract set, then click Done. You must include at least one Term Code in your extract criteria.

    Term Codes Must Be Initialized

    Only term codes that have been initialized are listed for selection. If there are no term codes listed, you must first initialize them. See Initializing SIS Term Data.

    Use Search to Make Selection Easier

    As you're selecting extract set criteria, if the list of items you can select from is long, you'll be presented with a Search field where you can begin entering an item name to shorten the list of items to choose from, as shown here:

  6. If you want to further limit the section data included in the extract set, click Add Criteria, and choose the criterion. For example, you might choose to limit the exported data to just one or a few Campus Codes or Section Types.
  7. Click the pencil icon next to the criterion name you selected in step 6 and choose one or more of the items in the displayed list, then click Done. In this example, we've chosen to limit our extract set to just one Section Type – Seminars.

    Limiting the section data of an Export Extract Set  using the New Extract Set page
    Image: Limiting the section data of an Export Extract Set using the New Extract Set page
  8. If you’ve chosen more than one item in step 7, select Matching Any (if you want only sections where at least one of the selected items is matched in the section data to be included in the extract) or Matching None (if you want only sections where none of the selected items are matched in the section data to be included in the extract).
  9. Repeat steps 6 - 8 to further limit section data as needed by choosing additional criteria.

10. Click Save.

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