How to create an electronic staff member file

The ability to extract a staff member file from CCD into a single electronic file, allows you to import this data into an external system elsewhere within your organisation or respond to a data portability request from a staff member. Access to this functionality will depend on the user privileges controlled within your business.  

The data will be extracted into a Json format, which can be viewed in various applications, Such as a web browser or Notepad.  Notepad ++ provides a logical view.  

You will be able to view the staff member related data in the file grouped by areas, with the data displayed against each technical field name.   Staff member related data will include;

  • Staff member personal information
  • Fees
  • Compliance

To allow access, navigate to Setup > Staff member list and select the staff member you would like to access the extract function.  

Click on the Security tab and update the permission ‘to create a staff member data extract’.  

To extract data related to an individual staff member, navigate to the staff member record. 

Go to the Data extract tab, then click on the button ’Extract staff data and record entry in the register’.

You will be presented with two options;

Staff request – where a staff member has requested an extract of their data

Internal request – where the request has come from within the business 

Click on the appropriate option.

Your output will be collated, which may take a few seconds.

You will need to select the application to open the file.  Notepad ++ allows you to view in a logical format and edit the content as appropriate to deliver the required data set.  The file will be saved in a temporary location on your machine which will be removed when you close down CCD, therefore you will need to save the file created to a suitable location.

Opening with Notepad, will be difficult to read and will display as follows:

An entry will be created detailing the request type, date and time extracted and who extracted by.

Click on ‘View report of the staff extracts’ to create a printable report of all extracts created.

Please note: Only data fields relating to the individual staff member will be extracted, therefore calculated fields and binary files (i.e. photos/word docs) will be excluded.

The sections will only show data where held, for example where a staff member is not an adviser, not data will be displayed within the Compliance section.