What is the Data Extract Extension?

The Data Extract Extension enhances your CyberGrants platform by establishing an automated data export system that regularly extracts bulk data from multiple tables in your CyberGrants implementation and delivers it to your organization via secure file transfer. 

This extension streamlines your data access process by automatically extracting comprehensive datasets according to your specified schedule, packaging them in a standardized format, and delivering them securely for integration with your business intelligence or data warehouse systems. 

Core Functionality 

The Data Extract Extension creates a seamless flow of information through: 

• Bulk Data Extraction - CyberGrants automatically extracts data from multiple tables based on your configuration requirements.
• Regular Scheduled Delivery - Data is extracted and delivered on a predetermined schedule, with options for full extracts and delta extracts (changes only).
• Secure File Transfer - All extracted data is securely transmitted via SFTP in a standardized, structured format.
• Comprehensive Coverage - The extract includes both standard CyberGrants fields and your custom fields across all applicable tables. 

This functionality ensures that your organization has consistent access to up-to-date information from your CyberGrants implementation, supporting advanced reporting, analysis, and integration with other business systems. 

Key Components 

Data Scope

The Data Extract Extension provides access to a wide range of data tables, including: 

• Grant-related data (requests, payments, impact reports, approvals)
• Organization data (profiles, contacts, statuses)
• Employee engagement data (events, payroll, employee gifts, matches)
• Configuration data (custom field values, approval types, budgets)
• System metadata (product information, user data) 

File Structure and Format

Data is delivered in a standardized format: 

• A single ZIP file containing multiple CSV files
• Each CSV file represents data from a specific table
• Files include headers for easy identification of data elements
• Consistent file naming conventions
• Additional "List Value" files for multi-select and complex custom field types
• Data dictionary for reference and interpretation 

Field Types Supported

The Data Extract Extension handles various field types, including: 

• Date Fields
• Number Fields
• Text and Paragraph Fields
• Yes/No Fields
• Single-Select and Multi-Select Fields
• Percentage List Fields
• Checkbox List Fields
• User-Defined List Fields
• Summable Number and Currency List Fields
• Recurring Event Fields
• Metric List Fields
• Hour and Quarter Hour Fields
• Spend Detail Listings
• Worksheets (Tabular entry fields) 

Extract Types and Scheduling

The extension offers flexible data extraction options: 

• Full Data Extract - Complete extraction of all applicable data
• Delta Extract - Captures only records that have changed since the previous extraction (based on 'Changed Date')
• Scheduling Options - Regular extraction schedule with delta extracts up to weekly (excluding the day of full data extract if scheduled) 

Included Tables 

The Data Extract Extension includes data from numerous tables within your CyberGrants implementation. These tables cover the full spectrum of functionality within the platform: 

Technical Specifications 

The Data Extract Extension operates according to specific technical parameters: 

• File Transmission - All files are transmitted via SFTP, not email
• File Format - CSV files contained within a single ZIP archive
• Data Sequencing - Standard table fields first, followed by custom fields, sorted by Custom Field ID
• Custom Field Handling - Multi-value custom fields include additional "List Value" tables/files for joining/linking
• Field Inclusion - All active standard fields and custom fields are included; fields cannot be selectively excluded 

Implementation Methodology 

Bonterra has developed a vetted methodology for implementing the Data Extract Extension. Adherence to this methodology is essential for: 

• Ensuring expected system behavior
• Maintaining the ability to adopt new product features
• Preventing potential data loss
• Avoiding additional costs outside the initial project scope 

Assumptions and Dependencies 

Several key assumptions and dependencies govern the operation of the Data Extract Extension: 

• All data extracts include all active CyberGrants standard fields for the respective tables
• All active custom fields requested by the client are included
• Historical data is included, including data that was migrated to CyberGrants
• File attachments and uploads are not included in any extracts
• Data stored only in custom tables is not included
• Long text fields (up to 4GB) are included
• Configuration changes may affect the sequence of data in the extracts
• A data dictionary is provided to explain the elements in each extract
• Full quality assurance testing is performed prior to user acceptance testing
• Each file is denormalized to include most data for that object in a single extract
• Files include headers and consistent naming conventions
• Filtering criteria may be applied to limit results based on quantifiable attributes
• Only client-specific data is included (no IRS or NCES data)
• Delta extracts do not capture records for organizations that were merged
• Delta extracts do not contain "hard deletes" from CyberGrants 

Maintenance and Modifications 

The Data Extract Extension includes a valuable maintenance package that provides ongoing support. To maintain system integrity while providing flexibility, Bonterra limits changes to: 

• One modification per calendar year
• Changes that fall within the scope of the purchased extension 

Any changes requested after implementation into the production environment may result in additional costs, particularly if they require alterations to the logic or structure of the data extract.

What else do you need help with?

• How do I implement the Data Extract Extension?

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