CSV Mapping – Download Applicant Data in a Custom Format

CSV Mapping – Download Applicant Data in a Custom Format

Overview

Create and manage CSV mappings to download applicant data in a custom format by selecting forms, fields, columns, and mapped values.

What is the CSV Mapping feature?

CSV Mapping enables admins to download applicant data in a customized file structure.
Using this feature, you can define:
  1. Which form the data should be picked from
  2. Which form fields should be included
  3. The column order and column labels in the exported file
  4. How master data values (pre-defined or custom) should appear in the downloaded file
This helps standardize data exports for internal teams and external systems without manual rework.

What is the Use Case?

  1. Download applicant data in a customized CSV structure.
  2. Customise column naming and ordering for downloads.
  3. Normalize master data values using Data Mapping.

Plans and Permission

  1. Users must have permission to access Manage CSV Mapping under Formdesk.
  2. Permission Name as “Download Applications in Custom Format”

How to use – Step-by-Step Guide

Step 1: Navigate to Manage CSV Mapping
  1. Go to Formdesk → Manage CSV Mapping.
  2. The listing page displays:
    1. Title of the CSV mapping
    2. College name
    3. Form Linked
Step 2: Create a new CSV Mapping
  1. Click Create CSV Mapping.
  2. Select the College.
  3. Select Form for which the data should be downloaded.
  4. Enter a Title to identify the mapping.
Step 3: Select fields and file format
  1. In Fields, add the form fields that should be included in the export (add in the new line for each new column that is to be added in the download)
  2. Choose the Save File As format:
    1. CSV
    2. XLSX
  3. Click Populate to generate the column-level mapping structure.
Step 4: Configure column-level mapping
  1. Each selected field appears as a CSV Label.
  2. For every CSV label:
    1. Map it to the relevant Form Field.
    2. Assign a Column Number to control the order of columns in the downloaded file.
  3. Submit the configuration to save the CSV mapping.

Step 5: Manage existing CSV mappings
  1. From the CSV Mapping list, click the Action (⚙️) icon against a mapping.
  2. Available actions:
    1. Edit – update title, form, fields, or file format
    2. Data Mapping – manage value-level mappings
    3. Delete – permanently remove the CSV mapping
Step 6: Configure Data Mapping
  1. Open Data Mapping for a selected CSV mapping.
  2. This screen lists master data created in the system, including:
    1. Pre-defined master data
    2. Custom master data
  3. For each option:
    1. Option Name represents the value stored in the system.
    2. Mapping Name defines how the value should appear in the exported file.
  4. Updates are saved inline.

Important Note on Data Population

Only the data that is entered by applicants will be populated in the downloaded file.
  1. If a field exists in the form but no value is submitted by the applicant, the corresponding CSV column will remain blank.
  2. Pre-filled data that is not explicitly submitted by the applicant will not be populated in the export.
This ensures the downloaded data reflects actual applicant-submitted information only.

FAQs – Common questions and facts

  1. Can I select multiple forms in a single CSV mapping?
    Yes, multiple forms can be selected per CSV mapping.

  2. Is Data Mapping mandatory?
    No, it is optional and used only when value-level normalization is required.

  3. What happens if a mapped field has no applicant data?
    The column will appear blank in the downloaded file.

  4. Which file formats are supported?
    CSV and XLSX