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Import Extract Set Description

Before you can run an import for the first time, you must define the section data you want to import. 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 import one or more terms of section data in their entirety, or you can define a subset of term data for import.

Once you’ve defined an “active” import extract set, the section data you’ve defined is extracted from the History tables and imported into 25Live. From then on, as long as the extract set remains active, LYNX will look for changes in the section data on an ongoing basis (once each minute) and automatically update the sections in 25Live.

The only time you may need to define a new import extract set is if you make configuration or data translation changes—for example, if you want to re-import all sections using an updated set of data translation rules.

If a section is updated as part of an active import extract set and the extract set is later made inactive or deleted, the section data in 25Live will not be affected. It will no longer be updated since it is no longer part of an active import 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.

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 import:

  • 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, Workday, 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, Workday, and Universal only)
  • SIS Assignment (Campus Solutions and Workday only)
  • Exam Indicator (Campus Solutions only)

For example, you could define an extract set that includes Lecture and Lab section types with a BIOL subject code in the 202010 term.

Best Practices

Follow these best practice guidelines when defining import extract sets:

  • Don't create extract sets in such a way that the same section meets the criteria of two separate import extract sets.This is potentially problematic because it can lead to mistakes about whether or not a section that has been updated in the SIS should be imported. (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.)
  • Don't have more than one term code per extract set, unless you have multiple term codes with the same dates which must be processed simultaneously. Having a different term code for each extract set makes it easy to activate and inactivate them separately.
  • In certain cases, create multiple extract sets for a single term code. If you want to import sections for one campus or one department separately from the others, you can set them up with different extract sets. This also allows you to have different date exceptions for different campuses or departments.

  • Don't be afraid to modify your import extract sets over time. If you want to import one campus or department's sections before the rest of the term but want to handle them identically after that, first create a single extract set that limits the scope of the term to just the sections you want. Later on you can loosen the restriction to allow more sections for that extract set.

Date Exceptions

You also have the option of setting date exceptions to your import extract sets. For information on date exception types and how to define them, see Defining Date Exceptions.

To Define an Import Extract Set

  1. From the LYNX Import to 25Live menu, choose Section Import.
  2. On the Extract Sets for 25Live Imports page, click New Extract Set to go to the New Extract Set page.
    Use the New Extract Set page to define an import extract set
    Image: Use the New Extract Set page to define an import 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 Code, and choose the term code(s) you want to include in the import 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 want to limit the imported data to just one or a few Subject Codes or just a few specific 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 import extract set to just one Section Type – Seminars.

    Limiting the section data of an Import Extract Set
    Image: Limiting the section data of an Import 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 as needed to further limit the section data you want included in the import extract set.

    Campus Solutions only

    If you want to limit the import to sections with certain locations assigned or certain locations not assigned, do the following:

    a - Choose SIS Assignment as a criterion.

    b - Enter one of the locations.

    c - To enter more locations, click the “Add New Value” link and enter the next location. Repeat as needed to enter additional locations.

    d - Select “Matching Any” if you want only sections that have one of the locations you entered assigned to be included in the import. Select “Matching None” if you want only sections that have none of the locations you entered assigned to be included in the import.

  10. The extract set is set to “Active” by default. If you don’t want it to be active at this time, click the button to the right of the extract name to set it to Off (inactive). You can re-activate it at a later time by editing the extract set.
  11. Click Save.

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