How to Pull Fire Engine Red Data Suppression List

A step-by-step guide for pulling the Fire Engine Red suppression list, matching the template, and sharing securely

 

This is a Step by Step guide to pulling the Fire Engine Red Data Suppression File from Salesforce for the 2021-2022 Campaign.

Pull Suppression List Report from Salesforce

Below are detailed steps on how to pull the Suppression List Report already pre-built in Salesforce:

1. Log into Salesforce Production
2. Select the Reports tab on the top navigation 

 

3. Select All Folders on the left navigation ​​​​​​:

 

4. Search "Fire Engine Red" in the search bar and select the folder created on 11/5/2021 
5. Find report with the name "Fall 2022 Suppression List 19176582" created on 11/16/2021: 
6. Once you click on the report it will open and you will see it working to give you a preview. 
7. Once the preview has completed in the upper right corner of the report you will find a drop-down option to Export the report 

8. When Export is selected a pop-up will appear where you can select "Formatted Report" option in the "Excel Format .xlsx" format.
9. Once you click the blue Export button, a new tab in your browser will appear running the export query.
10. Once the export has completed you will see an excel file pop-up in the lower left corner of your browser screen. Or you can access the file in your downloads folder 

Modify Suppression Report to match Fire Engine Red Template

Now that you have your downloaded file you need to make a few modifications to the column headers to ensure it matches the Fire Engine Red Template:

1. Open your Fall 2022 Suppression List file that you just downloaded and delete rows 1-13 as these are the details of the report and not needed for the submission.
2. Next delete the first few blank columns to ensure that Salesforce Contact ID header is in Row 1, Column 1
3. Next go to the bottom of the file and remove the few blue footer rows that show the totals: 
4. You will now update the row headers to match 
5. Next go to the farthest column labeled "First Source" (should be column AG) and insert a new column to the right. Label this EFC and leave the whole column blank. Therefore you should now have Column AG = First Source, Column AH = EFC, Column AI = Recruited Athlete.
   1. At this time we are not including EFC data due to the highly confidential nature of this data and our limited process in sharing.
6. Next you need to de-identify the Recruited Athletes column (column AI) to a simple Y (Yes) or N (No) indicator to match the template Fire Engine Red needs:
   1. Use the filtering option to limit only those rows with populated data and update that data to Y, meaning they are a recruited athlete.
   2. All blank rows in this data should be updated to N, meaning they are not a recruited athlete.
7. Next you need to de-identify the Inquiry Citizenship column (column AB) to a simple Y (Yes), N (No), and Unknown (U) indicator. Use the filtering option to select the following options and update the data:
   1. Update: International to Y (Yes)
   2. Update: U.S. Citizen, U.S. Dual Citizen, and U.S. Permanent Resident to N (No)
   3. Update: All remaining options including Blanks to U (Unknown)
8. Finally you will update the column header names to match the Fire Engine Red requirements. You can utilize this Fire Engine Red Template to view the original file headers and the necessary Fire Engine Red headers.
9. Once all above are complete save the file.

Securely Share the Suppression File with Fire Engine Red

We have a secured sharing folder set up within LiquidFiles that has extremely limited access and allows both St. Thomas and Fire Engine Red to share data back and forth.

1. Log into LiquidFiles
2. Select the "Shares" option at the top of the screen: 
3. Select the FER Data Share folder
4. Select the Suppression Files folder
5. Drag and drop the file at the bottom of the screen : 
6. Or use the Upload option at the top of the screen 
7. Wait till you see the file finish uploading and you are all done! 

 

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