Summary
Data Export in Integrations sends your KnowledgeCity catalog, completion, and user records out to an external system on a schedule. You define what each file contains, where it lands on your FTP destination, and how often it runs. Once configured, the exports generate and transfer automatically without manual file handling.
Introduction
Data Export is part of the KnowledgeCity Integrations product. It produces outbound files for three kinds of records, courses, course completions, and users, and delivers them to your FTP destination on a recurring schedule. Each export is defined independently, so you can turn on only the data you need.
This capability is typically set up by administrators who keep an external system, such as an HR platform or data warehouse, aligned with KnowledgeCity. It replaces the manual work of running reports, reformatting files, and uploading them by hand with a repeatable, scheduled transfer.
Key Concepts
- Export Setup: the parent section that groups the individual export definitions. It has its own Turn On switch, and it is also governed by the top-level master Turn On switch. If the master switch is off, all export settings are ignored regardless of their individual state.
- Export Course Completion: the export that writes completion records for KnowledgeCity courses to an outbound file, including fields such as the begin date and passed date.
- Export Courses: the export that writes your KnowledgeCity course catalog to an outbound file.
- Export Users: the export that writes user records to an outbound file, following the same file-pattern, CSV field, destination, and schedule model as the other exports.
- CSV Fields: the configurable list that defines the column titles and their order in the generated file, giving you control over the output format.
- File name pattern: the template for the generated file name, which can include a date token so the export date is inserted automatically.
- FTP Destination: the connection and target location where the generated file is transferred.
- Schedule Setup: the recurrence configuration that controls how often each export runs, such as daily or weekly.
Steps to Follow
Enable the Integration and Export Setup
You begin at the Integrations page as an administrator. Confirm the top-level Turn On switch is checked, because it acts as a master switch: when it is unchecked, every child setting, including all exports, is ignored. Then expand Export Setup and check its Turn On switch to enable the export section as a whole.
Configure the KnowledgeCity API Settings
Under the KnowledgeCity API section, provide the connection details the export needs to read your data. Enter the Base API URL, which includes the API version, and the API Secret of the dedicated integration user. Save your changes before continuing.
Configure Export Course Completion
Expand Export Course Completion and check Turn On. Set the export file name pattern, using a date token so the export date is inserted into the name automatically. Set the export date format for the begin date and passed date fields; leave it blank to export those values as a Unix timestamp. Under CSV Fields, define the column titles and their order so the output file matches what the receiving system expects.
Configure Export Courses
Under Export Setup, expand Export Courses and check Turn On. Set the export file name pattern for the generated catalog file, then define the CSV Fields to specify the column titles and their order in the output.
Configure Export Users
Enable the Export Users definition to write user records to an outbound file. As with the other exports, set the file name pattern and define the CSV Fields to control the columns and their order in the generated file.
Set the FTP Destination
For each export, open the FTP Destination sub-section and check Turn On. Fill in your connection details: the host, port, username, and the base64-encoded private key. Set the Target path, which can be relative or absolute, to tell the system where the generated file should be transferred.
Set the Schedule
Under Schedule Setup for each export, check Turn On and configure the recurrence, such as daily or weekly. This determines how often the file is generated and delivered to the FTP destination.
Verify the Export
After the master switch, Export Setup, and each individual export are configured, let the schedule run and confirm delivery. Check that the file arrives at the expected Target path on your FTP destination, that the file name reflects the pattern you set, and that the columns match the CSV Fields you defined. Spot-check a few records before treating the export as complete.
Conclusion
Data Export in Integrations turns courses, course completions, and user records into scheduled outbound files delivered to your FTP destination. By defining the CSV fields, file name pattern, destination, and recurrence for each export, and keeping the master switch on, you keep an external system aligned with KnowledgeCity without manual reporting.