Creating a Student csv import file from Phoenix PLEASE DO NOT OPEN YOUR CSV FILE IN EXCEL!

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1 Purpose: To provide clear instruction on how to create a student import file from the student management system. PLEASE DO NOT OPEN YOUR CSV FILE IN EXCEL! E1 users 1.0 Customers who make use of the E1 managed system please note that we are presently working with Pearson to develop custom reports specifically for use with MLS Library products. Please contact the MLS Helpdesk for further guidance at this time. All Other versions 2.0 Student data can be easily imported from by designing a report with the following fields: SURNAME KNOWN AS DOB M/F AD DATE CLASS ROLL NO Note: ALL THESE FIELDS MUST BE INCLUDED! 2.1 If your field names in aren t exactly the same as the list above, you can edit them in Notepad after you have done the export. The report from should be saved as a comma separated value (csv) file to a floppy disk or pen drive under the name students.csv 2.2 A sample of a student file is shown below: "Surname","Known As","DOB","M/F","Ad date","class","roll N " "Andert on","danielle"," ","F"," ","IMC","00664" " "Clarke","Sam"," ","M"," ","LO","00769" "Jones","Charlotte"," ","F"," ","LT","00941" 2.3 In order to generate the file please follow the steps below. The routine has proved successful for most users althoughh it may vary slightly according to your version of you are using. Page 1 of 7

2 How to generate a Students.csv file 3.0 In Gold: Go to the Pupils Reports menu then select the option Easy Adhoc/Export. 3.1 Right-Click on any report in the list and select the option New Easy Adhoc/Export. Page 2 of 7

3 3.2 From the list, click on Surname, Preferred Forename, Date of Birth, Gender, Date of Admission, Class and Roll No. You must click on these in the SAME ORDER as they are listed here. 3.3 Click OK. 3.4 In the screen that appears change TAB to CSV and put in the title Junior Librarian Export so that your screen looks like the one that appears below. Make sure you tick the Omit Titles option and the Replace Carriage Return option. The Omit Headings option should be left unticked. Page 3 of 7

4 Select the Omit Titles option. 3.5 Click Save Report. 3.6 In the list of reports, the report we have just created should appear. Click on it. 3.7 From the destination box (in the middle of the screen) click on Export File. 3.8 Now click on All Current Pupils. will now ask you for a filename. Type in students.csv and click Save. Ensure you take note of where it is saving the file. It will prompt you to launch an application. Select the option Do Not Launch Application and click OK Minimise using the button. Note: If you need to edit the data, make sure you edit it in Notepad. Please do not edit it in Microsoft Excel as you will lose the correct file format. Please see the following section for guidence on how to edit a students.csv file. Page 4 of 7

5 Editing the students.csv file prior to importing 4.0 You can edit the students.csv file using most popular text editing applications. In the example below we use Microsoft Word although you could use Notepad if you wish. 4.1 Open Microsoft Word. Go to File from the menu and then select Open. 4.2 Ensure the Files of Type box reads All Files. If it does not, click on the box to select it from a list. Locate the file Students.csv and open it. Your screen should now look something like the image below. 4.3 Select the Edit menu and click on the Replace option. 4.4 In the Find What box. Type in /.(So that it appears as below). 4.5 In the Replace With box, type a space using the space bar on your keyboard. Click Replace All. 4.6 Word should now come up with a count of the number of replacements that have been made. Click OK. 4.7 Delete everything in the Find What box and type in M F (do not type the quotation marks). 4.8 Delete everything in the Replace With box (making sure that you remove the space you have put in there), and type in M/F. Page 5 of 7

6 4.9 Click Replace All At the end of this process you should end up with something similar to the image below. Go to the File menu and click Save Now save the file to a floppy disc or pen drive, take the disc to the computer you are running the library software on and follow the instructions for Inputting Pupil Data. Specific guides exist for Eclipse2/Junior and Eclipse.NET. Page 6 of 7

7 Creating a Students.csv file for use with Eclipse.NET 5.0 Eclipse.net provides an option for importing students.csv files that are in the same format as those produced for use with Eclipse2 or Junior Librarian. If you wish to do this please follow the notes above to produce your students.csv file. 5.1 When you come to import the file into Eclipse.NET please ensure that you select the file type of from the list of available options in the import dialogue box. 5.2 For further guidence on importing student data into Eclipse.NET. Pleasee see knowledge base article KB101H Importing students into Eclipse.NET for fruther guidence. Page 7 of 7