Overview

Before You Begin

1. The bulk download tool is only available to users with domain permissions. Even system administrators are not able to create an archive if their account does not include domain permissions.
   
2. Users are not able to create archives for domains that do not fall under their domain permissions. If a user attempts to create archives for domains (departments, subjects) that are not in their domain permissions, those courses will appear in the list of excluded courses with the message: Not in domain.
   
3. Depending on the amount of syllabi being downloaded, it may take several hours to complete your archive. You will receive an email once the archive is ready to be downloaded to your device.
   
4. Archives are only available in the My Archives page for fourteen days. We recommend that you download archives within the fourteen-day period so that you do not have to generate multiple requests for the same archive.
   
5. Archives are generated as zip files that include a folder of syllabus PDFs, a CSV file that lists every syllabus included in the archive, and a CSV file that lists any syllabi that were excluded from the archive.
6. PDF files names use the convention CourseTitle_Internalid.pdf. Course Titles that include spaces substitute an underscore for the space. For example, the PDF for Composition I is named Composition_I_51126. If additional information about downloaded syllabi is required, such as the course external ID, section, session, year, domain, or other course metadata, please refer to the CSV of syllabi included in the archive zip file.

Creating an Archive

1. Select Create Archive.
   
   
   
   
   
   
   On the following page, enter criteria for the courses/syllabi to download and then Search.
1. For more precise results, select +Advanced to reveal more search parameters.
2. You can narrow your search by subject, domain, session/year, delivery method, and more.
2. In the Results pane on the right side of the screen, select the syllabi to include in the archive. Either:
1. select the syllabi manually by checking the checkbox to the left of the syllabus title and then choosing Selected Results at the bottom of the page, or
2. scroll to the bottom of the page and choose All Results to download all syllabi that match your search criteria.
3. On the following page, name your archive. Be as specific as possible with the archive name to make the downloaded zip file more easily identifiable in the long run. Once you have named your archive, select Create.
   
   
4. On the following page, you receive a notification of how many courses are included in the download based on your domain permissions.
5. On the My Archives page, a new row in the table now contains information about the archive you created. 
6. After you receive the email notification that your bulk download is complete, return to your Concourse system and navigate to Admin > Tools > Archive (Under Bulk Download). In the table of archives, select the Download link in the far right column to store the zip file of syllabus PDFs to your device’s downloads folder.
   

Best Practices and Recommendations

1. Store the archive permanently in a secure location. Refer to your institution’s best practices for data storage and security when determining where to store the files and how to restrict their access.
2. Archives are limited to 1,200 syllabi at a time. Users who request archives larger than 1,200 syllabi will receive a notice that the archive is over the limit and will be directed to refine the search before continuing.
3. If you would like to create an archive with more than 1,200 syllabi, consider ways to chunk the archive into categories, such as term or subject, and then create separate archives to download the required syllabi in multiple zip files.