How to Import TCC Supplementals from Qualtrics to Salesforce

Students interested in participating in the Transformative Care Continuum are sent via Salesforce, a Supplemental Application that is built in Qualtrics. Once the supplemental deadline passes, Admissions will load in the responses to the TCC Supplemental Object in Salesforce. Below are instructions on how to pull the responses, manipulate the spreadsheet, and complete the import via DataLoader and ImportRX.

Overview

Students interested in participating in the Transformative Care Continuum are sent via Salesforce, a Supplemental Application that is built in Qualtrics. Once the supplemental deadline passes, Admissions will load in the responses to the TCC Supplemental Object in Salesforce. Below are instructions on how to pull the responses, manipulate the spreadsheet, and complete the import via DataLoader and ImportRX. 

Export Responses Out of Qualtrics

1. Export the responses out of Qualtrics.
   1. Login to Qualtrics (https://qualtrics.ohio.edu)
   2. The survey is titled TCC Supplemental App "20XX-20XX", click into it. Then select the "Data & Analysis Tab".
   3. Towards the right there will be an "Export & Import" button. Click the carrot and select Export Data.
      1. Use the default settings and click download.
   4. Open the Zip File and save it.

Manipulate the Spreadsheet & Update 'Supplemental Statuses' in Salesforce

1. On a separate screen, open up the "TCC Supplementals Sent" application listview in Salesforce. This will help you see who's responses we're looking for.
2. You only need to import the most recent responses, so filter by the date the supps were sent and newer (Column B).
3. Next, we're going to update the Supplemental Status in Salesforce of those who declined.
   1. Look in column U for responses of "I do not wish to pursue the TCC…".
   2. For those candidates, change their supplemental status in Salesforce to "Declined TCC" using the list view above. Doing so will send them an email notification saying they are still in consideration for the PHWC.
   3. We don't need to import those that declined, so now you can delete those rows from the CSV file.
4. Now there should only be those left who wish to be considered, and we need to make a couple of more changes to the spreadsheet.
   1. First, make sure the applicant submit their AACOMAS ID (in column T) and that it's correct. ( You can typically tell if they're missing a digit or something weird…). If it is missing, pull it from WebAdmit.
   2. Scroll almost to the end of the spreadsheet to column HW and change the application year accordingly.
5. Update the Supplemental Status of those who wish to be considered.
   1. In the view in Salesforce, change the Supplemental Status to "To be Reviewed" for those listed on your spreadsheet.
      1. Please note - you may still have some applicants that you haven't changed the status for, that's likely because they didn't respond at all and timed out. If that's the case, change their supplemental status to "Timed Out".
6. Once you're done filtering, delete rows 2 and 3, keeping only the column headers in the first row.
7. Save your spreadsheet in the "Class of 20XX">"Verified Apps 20XX-20XX">TCC Supps folder using a similar naming convention. Be sure it's a CSV file.

Importing the Data to the Big Table

1. Importing the Data to the Big Table.
   1. Open Dataloader
   2. Click "insert" then login to production using your salesforce credentials.
      1. "Allow Access" will pop up and you'll want to select "allow".
      2. Click "next" back in the DataLoader window.
   3. Select the "Big Table (Erx_Import_BigTable_C) object
   4. Then browse to your CSV file you just built and click next.
      1. It's gonna do this thing where it tells you how many records there are, just click OK.
   5. Next you'll choose the Mapping. Navigate to the appropriate OneDrive Folder where it's saved. The mapping file is also attached to this article. Once it's selected click Next, then click Finish.
      1. A pop-up will ask if you wish to proceed, select "yes".
   6. It'll load the insert - you'll see a progress window with the amount of successful and errored records.
   7. When it's complete, a window will pop up with the total number of successfully loaded records and those that errored. Assuming you built the spreadsheet correctly, you shouldn't have any errors. If all is good - click OK.
      1. If you have errors: click on "View Errors". This will open up a new spreadsheet and all the way to the right, it will tell you why the record failed.
      2. Try to resolve the errors and reload into the big table by following steps B-G again.

 

Once all records are loaded into the BigTable, you're finished with DataLoader.

Importing the Big Table Records into the Application

4. Importing the Big Table Records into the Application.
   1. In Salesforce, click the waffle in the left hand corner and select ERX Import RX.
   2. On the Big Tables tab select "Today". You should see the TCC Supps you've imported. Make sure date, source, and program are all correct.
   3. Next click the "Import Data" tab along the top. A page like the below will appear. Along the left there will be a list of Big Table Records available to import. Check the box next to TCC supplemental App and click "Import Data". (The total number of records here should match the number of responses on your spreadsheet.)
   4. The import will run and then the page will refresh. If there aren't any errors, you shouldn't see any available TCC Big Table Records available.
   5. Check your work by navigating to a student's application>related tab and all the way at the bottom their TCC info should be loaded.

Get help from HCOM IT

• Visit the Medical Education Technology page to create a ticket.