Use the Import Pictures function to upload student and/or staff photos.

Transcription

1 PowerSchool now provides a tool within the PowerSchool admin web portal for managing student and/or staff photos making uploading or deleting photos fast and easy. With the introduction of this web-based feature, direct access to your PowerSchool server is no longer required to add or update student or staff photos in mass. Upload Photos Use the Import Pictures function to upload student and/or staff photos. Mapping Type Before uploading student or staff photos, you need to decide the mapping type. Mapping type indicates whether you will be using student and staff numbers or names in your mapping file. Mapping by student or staff number is performed at the district level. Whereas mapping by student or staff name is performed at the school level in order to reduce the risk of duplicating records. If mapping by student or staff name, individual zip files and mapping files will need to be created for each school for which you want to upload photos. Mapping File Once you have determined your mapping type, then you need to create a tab-delimited mapping text file. The mapping file is used to specify which columns in your mapping file correspond to which photos in your zip file. The information contained within the mapping file depends on you mapping type and can be obtained by exporting from the Students or Teachers table and including the applicable fields, such as Student_Number, TeacherNumber, Last_Name, First_Name, etc. If uploading student or staff photos using student or staff numbers, the mapping file must contain the following data: [Student_Number] or [TeacherNumber] and [File Name]. Column headers are not required. For example: jpg jpg jpg jpg If uploading student photos using student names, the mapping file must contain the following columns and data: Last_Name, First_Name, Middle_Name (optional), and Grade_Level (optional). Column headers are required for all columns except the last column containing the file name. For example: 265J

2 Last_Name First_Name Grade_Level davis deanne 9 1.jpg davis teresa 9 2.jpg deyo karen 9 3.jpg draper catherine 9 4.jpg If uploading staff photos using staff names, the mapping file must contain the following columns and data: Last_Name, First_Name, and Middle_Name (optional). Column headers are required for all columns except the last column containing the file name. For example: Last_Name First_Name hunter david 1.jpg johnson marla 2.jpg lee anthony 3.jpg morris sam 4.jpg Zip File Before uploading photos, you need to create a flat zip file of the photos you want to upload. How to Upload Photos Note: Uploading photos by student or staff ID number can only be done by district level. Uploading photos by student or staff name can only be done at the school level. 1. On the start page, choose System under Setup in the main menu. 2. Under Data Management, click. The page appears. 3. Click Import Pictures. The Import Pictures page appears. 4. Use the following table to enter information in the fields: Field Group Indicate the group for which you want to import photos by choosing one of the following from the pop-up menu: 266J

3 Students Staff Zip File Enter the file path and name of the zip file or click Browse to select the zip file. Mapping File Enter the file path and name of the mapping file or click Browse to select the mapping file. Mapping Type To map based on student or staff ID, choose Student/Staff Number from the pop-up menu. To map based on student or staff name, choose Student/Staff Name from the pop-up menu. 5. Click Upload. The Import Photos Results page displays a summary of the processed records and any failures. If uploading student photos, possible error messages include: Error Failed to load student record Caused by using an invalid student number in the mapping file. Correct invalid student number and then Failed to update the database Caused by Failed to process picture Caused by invalid image data or Failed to locate student record Caused by invalid student name. Correct invalid student name and then Failed to update student record Caused by 267J

4 Failed to find image in archive Specified file was not found at top level of archive. Move image file to top level of archive and then Failed to extract image Caused by internal error. If uploading staff photos, possible error messages include: Error Failed to load teacher record Caused by using an invalid teacher number in the mapping file. Correct invalid teacher number and then Failed to update the database Caused by Failed to process picture Caused by invalid image data or Failed to locate teacher record Caused by invalid teacher name. Correct invalid teacher name and then Failed to update teacher record Caused by Failed to find image in archive Specified file was not found at top level of archive. Move image file to top level of archive and then Failed to extract image Caused by internal error. 268J

5 Delete Photos Use the Delete Pictures function to delete student and/or staff photos. Note: Deleting photos results in all photos being deleted for the entire district regardless of whether or not a school is selected. It is important to note that this action is irreversible. How to Delete Photos 1. On the start page, choose System under Setup in the main menu. 2. Under Data Management, click. The page appears. 3. Click Delete Pictures. The Delete Pictures page appears. 4. Indicate the photos you want to delete by choosing one of the following from the Group pop-up menu: Student Staff 5. Click Delete. A confirmation message appears. 6. Click Delete. The Delete Photos Results page displays a summary of the deleted records. PowerSchool Monitor PowerSchool Monitor is a stand-along application that resides on the host server. Using PowerSchool Monitor, you can monitor the state of PowerSchool services with the information provided by the various logs and address items that require attention. Startup Errors PowerSchool startup may be aborted under certain conditions, such as if a schema update requires a re-start on upgrade or an error is encountered. To identify the condition which caused the startup to abort, refer to the PSJ Runtime Log and Lifecycle Log. Launch PowerSchool Monitor When installing PowerSchool, you have the option to indicate whether or not you want PowerSchool Monitor to automatically launch when logging into Windows. This is done by creating a shortcut to the application in the Windows\Startup folder. In addition, a shortcut is also created in the Program Files\PowerSchool\ folder, which can be double-clicked to manually start PowerSchool Monitor. Note: The shortcut in the PowerSchool folder is created regardless of whether or not PowerSchool Monitor is set to automatically launch when logging into Windows. 269J