SkyBuild. Export File Builder Overview of Export File Builder Using a Prebuilt Export Interface Creating an Export from Scratch Running an Export

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1 SkyBuild Overview What is SkyBuild and how is it used? Basic Export Information Basic Import Information Key Terminology for Export/Import File Builder Export File Builder Overview of Export File Builder Using a Prebuilt Export Interface Creating an Export from Scratch Running an Export Accessing Files from Export File Viewer Automating an Export Import File Builder Overview of Import File Builder Using a Prebuilt Import Interface Creating an Import from Scratch Running an Import

2 Overview What is SkyBuild and how is it used? Basic Export Information Basic Import Information Key Terminology for Export/Import File Builder What is SkyBuild, and how is it used? SkyBuild is the tool that can move data between Skyward and other systems. There are two main ways that SkyBuild is used. The first way that SkyBuild is utilized is to take data that is currently being stored and tracked in Skyward, and put it into a data file so that it can then be loaded into another piece of Software. Common examples of this are exporting data from Skyward into a Transportation, Library, or Food Service 3rd party program. This is an Export from Skyward. The other way to use SkyBuild is to take data from a file; often times created from another system, and then load that data into Skyward. Common examples of this are loading student bus stops, loading student lunch codes, or even loading demographic data for students. This is an Import into Skyward. Utilizing SkyBuild can help reduce data entry time in either Skyward or the other system a district is using. It can help ensure consistency of data across the different databases. SkyBuild Exports can also be used as an alternate reporting tool. In general, it is easiest to work with SkyBuild from the 000 District Entity due to having easier options to clone templates and having the ability to use ranges to limit data to one specific entity. However, templates can be created at an entity level. All SkyBuild templates are entity specific, so one created from the 000 District Entity will not be available when working in your High School Entity. Basic Export Information

3 As seen above, SkyBuild is split into Imports and Exports. By going under Student Management, Administration, SkyBuild, you can then click on Exports to see the different export options. Under SkyBuild - Exports, you can see there are different options available there. Export File Builder: Under this area, you can create your own export templates, as well as use Skyward provided ones to create export files. This tool offers the most flexibility in creating export files. Export File Viewer: This area is used in connection with Export File Builder. Any files created from the Builder that are setup to "Save Exported File in Database" can be accessed from here. This is basically used to download those files to your local computer and for file management (deleting old files). Other Exports: The tools under this area are processes built for one specific task/vendor. The process is programmed to be more limited and you will only have the options that you see. If you do not like the way the tool processes (lack of ability to set a range that you would like, need it to include records that it is programmed to exclude, etc.), the change would have to be requested through a RFE. Often times, it will be possible to even create a custom export file using Export File Builder to meet those specific needs. Also, tools under Other Exports may vary from the 000 District Entity to a specific one, and also from some licensing that may be turned on for the district. All data files generated from Other Exports will be available from your Print Queue. Note: There is also a NWEA Roster File template available in Export File Builder that is better to use due to the greater flexibility available through that tool.

4 Basic Import Information By going under Student Management, Administration, SkyBuild, you can then click on Imports to see the different import options. Under SkyBuild - Imports you can see the different tools available to bring data into Skyward. Boundary School Import Utility: This utility is used by customers using Edulog software for defining their school boundaries, and can import in students' Next Year Schools from a Boundary School Import file. Import File Builder: Just like Export File Builder, this tool offers a lot of flexibility so that data can be imported to several different tables within Skyward. There is a bit more setup that does need to be done here before a data file is set up. Staff Import Utility: This tool allows you to be able to import staff data. There is some overlap with Import File Builder as well. This utility will create new staff, update existing staff, and inactive any staff records that were not included in the import file. Test Score Import Wizard: This utility allows you to import test scores to be attached to students for progress monitoring, and printing on transcripts. This utility is part of the Test Score module and details of its use are included in that guide.

5 Key Terminology for using Export or Import File Builders There are some key terms that will be important to know when working in both Export and Import File Builders. These terms relate to the three most important pieces of setting up an Export or Import file. The first term is Interface. An Interface is another name referring to the Export or Import Template. When working with custom exports or imports, the Interface is the first piece that needs to be set up. All other pieces of the template are connected to it. When running the export or import, you will select the Interface to run, and all parts associated with it will be created/processed. The second term is File. Files are the individual sets of data that are either being pulled out of (exported) or uploaded into (imported) Skyward. When doing either an export or import, multiple Files may be associated with one Interface. This means that if you run an export for an interface that has multiple files attached, you will end up with the same number of individual data files to be used with the other system. Files also contain many of the ranges that should be set when creating an Export, and many update options for an Import. Files used with Export or Import File Builder must be a fixed width or delimited file. There are a variety of delimiters that Skyward can handle as well. The extension of the file will not matter for it to be processed, as long as the data in it is formatted as either fixed width or delimited with a supported delimiter. The last term is Fields. Fields are the individual pieces of data that are either being pulled out of Skyward (exported) or updated from a file in Skyward (imported). Fields are attached to the different Files as the type of the file will have an effect on the fields that are available. If you think about a File being organized as a table with rows and columns, the rows are the different sets of data (i.e. a student, a course, a staff person, a guardian, an attendance record; and one file will only contain one type of data), and the columns are the individual fields that make up those records. See the example below... Student has a birth date of February 8, 1997, and is a senior. Student has a birth date of May 18, 1996, and is also a senior. Student ID Student Birth Date 02/08/ /18/ /02/ /20/1997 Student Grade

6 Export File Builder Overview of Export File Builder Using a Prebuilt Export Interface Creating an Export from Scratch Running an Export Export File Builder is the tool used to create most export files in Skyward. Users have the ability to use pre-built interfaces or create a custom export interface. When using Export File Builder, it is easiest to create the exports from the 000 entity and then use ranges to limit the data being pulled to just one entity. If another entity needs to utilize the same Interface, it can easily be cloned and the ranges modified. When exports are set up from a specific entity, it is hard to copy that export interface from, say the high school, and create it in the middle school. Overview of SkyBuild - Export File Builder Export File Builder can be found by going under Student Management, Administration, SkyBuild, and then Exports. From the list of the Export tools available, click on Export File Builder. Be sure not to go into Export File Viewer. We will discuss this area later.

7 The above screen is of the Export File Builder main screen. If any Interfaces already exist, they would display in the browse. Down the right side are several buttons that have various purposes. Add: You will use this button to build a custom Export from scratch. We will go further into this process later in the guide. Creating Export from Scratch Edit: You will use this button to update the options associated with the selected interface. Since there are none on the screen above, the button is inactive. Delete: You will use the Delete button to remove a selected Interface from the system along with all Files and Fields associated with it. Again, since there is no Interface on the screen the button is inactive. This button will also be inactive when an Interface that you have not created is selected and you are not a System Wide user. Clone: This button is very helpful when wanting to either set up a similar export to one you have already created or when troubleshooting issues with an Export. It will create a new Interface with the same Files and Fields, and all ranges and options associated with them. You can then modify them as needed for the new export. Import Interface: This button can be used to find pre-built Interface templates provided by Skyward at the request of other software vendors. When setting up an export for a specific software vendor, it is best to first go into this area to see if a pre-built template is available. We will go into this area deeper in a moment. Importing a Pre-built Export Interface Back: Will close the Export File Builder screen and return you to the Export Options page.

8 Save Interfaces to File: You can use this option in connection with the Load Interfaces from File option. The Save button allows you to take all of the Interfaces that are set up in the entity, and save them to a specified server location*. You could then go to the location they were saved and then desired Interface templates to other districts or entities. After clicking the Save Interfaces to File button, this screen displays. Enter the location* where you want the interfaces saved to in the UNC Path field. Then click Export. A report will be created indicating any errors and/or specify the files that were successfully saved. Load Interfaces from File: As stated above, this option could be used in connection with the Save Interfaces to File option. The Load button will allow you to take a shared Interface template file and save it to a server location*, then that location could be entered when using this option. All Interface templates in that location will be loaded into the entity and the Interfaces will be available for your use. After clicking the Load Interfaces from File button, this screen will display. Enter the location* where the interface templates that were shared with you were saved in the UNC Path field. Upon clicking Import, a report will be generated listing the interfaces uploaded into the entity. *There are special permissions within the server that must be set up for this location to work. If this is for a ISCorp customer, they will have to get assistance from them. If the district IT staff is not sure how to setup the permissions, they can create a Hardware Service Call with Skyward.

9 Importing a Pre-Built Export Interface As stated above, users can use the Import Interface button from the main screen to access pre-built interfaces for other pieces of software. The interfaces available here were often created at the request and expense of the other software vendor. The benefit for them in doing this is that we will have an easier time connecting data from Skyward to their software. From the Export File Builder main screen, click the Import Interface button. From the above screen you can begin looking through the list of Interfaces for a possible match to your needs. Use the Interface and Description columns, and the Product Type column, to help identify potential matches. Once you locate one that might meet your needs, use the arrow to the left to expand the Interface record and review the details of the File(s) and Fields pulled.

10 When looking at records from the screen above, you may notice in the Description column that some indicate v1.0 or v1.1 (see the Career Cruising lines above). These version numbers are often assigned by Skyward after the vendor that the Interface was created for indicated that they changed their layout requirements, so Skyward then creates a new Interface to be available here. In these cases, it is generally best to select the Interface with the highest version number. Often times your other software vendor will supply a document or spreadsheet that defines how a file should be set up. When reviewing an interface to see if it will meet your needs, you will want to pay closest attention to the File Type under the File Details, and the fields included and the order they are in under the Main Export Fields. The more that doesn't match your needs, the more work will be needed to update the layout, so creating an export from scratch may be a better option. For some vendors, like Edulog above, they have multiple Interfaces available in the list. It is up to you to compare the information from the Interface Description, the File setup, and the Main Export Fields to determine what is the correct one for your needs. Once an interface is determined to be the best one for you to use, verify that that interface is currently selected (if it is expanded it is selected), and then click the Select button in the upper right corner. This will clone the selected Interface into the entity's Export File Builder main screen so that you will be able to update options with it. Just as if you had built it from scratch.

11 Creating an Export from Scratch To build an Export Interface from scratch, you need to remember the three parts to an export template (the Interface, File, and Fields). Each of these three will need to be set up to get a successful export file. From the Export File Builder main screen, you will need to click the Add button on the right. As previously stated, this button will add a new Interface to Export File Builder. When setting up the Interface for an export, the above screen needs to be filled out. The information entered on this screen will have no effect on the data exported or the way it is formatted. The top fields are for organizational purposes only, and the bottom will control where the exported file(s) are saved to. Product Type: This is used to help you or other users with access to the interface identify what the purpose of the exported file(s) serve. It is best to select the Product Type that matches the functionality of the software it will be used in. Interface Name: This is used as a short description for the interface. This will also be used in Export File Viewer to help you identify which Interface an individual export file came from.

12 Interface Description: This is used to provide a larger field to enter a more detailed description of what the Interface is going to be used for. It will default to the same value entered in the Interface Name. Allow Other Users to Access this Export Interface: Check this option to allow other secured users the ability to view and run the export that you are setting up. Note: Any System Wide user will have full access to modify the setup of an Interface and all parts attached to it, with the exception of this field. Only the user who created the Interface can update this setting. A limited Secured user will only be able to view and run an interface if this option is checked, they cannot make any changes to it. To modify a setting on it, they would have to clone the Interface to make a copy of it that is their own, and then they will have full rights to the copy. Save Exported Files in Database: This should be used if you would like to access the file(s) created for the Interface under Export File Viewer. Typically, this option should be used when first creating and testing an export, or when manually testing an export from Skyward into another system. UNC Path: This option should be used if you would like the exported files to be saved to a specified location using a UNC (Universal/Uniform Naming Convention) Path. Choosing this option will activate the UNC Path and Overwrite Existing Files when Exporting fields below. UNC Path: This field must be filled in when exporting to a UNC Path. This is where the actual path is entered. Note: The UNC Path can be used to send files to any network location that the Print Queue/App Server has access to. The security permissions pertain to the Progress Admin user logged into the Progress Admin Service on the Print Queue. For questions about these permissions, please contact Skyward s Hardware Department. Overwrite Existing Files when Exporting: This option will be checked by default. If this option is not selected, the file name(s) will have to be updated each time the export is run. If the file name is left the same, an error will be generated that reads, Not Created; File Already Exists. Click Save when the Interface setup is complete. You can always use the Edit button from the main screen to modify these settings.

13 The next step is to create a File attached to the Interface. After expanding the Interface from the Export File Builder main screen, click the Add Export File link next to the Export File(s) section. The above screen will display. This is where the options regarding the formatting of the actual data file are set, along with the ranges for the data to be pulled.

14 **Data Type: This is the main field on this screen. The choice here will affect the layout of the file, the fields to choose to pull, and the ranges that can be set. When making the selection here, ask yourself the following question, I need one line per what? Tip: If you need a file with one line per course a student was enrolled in choose the Student Schedule Data Type. The Roster and User Data Types were created specifically for one other vendor s pre-built Interface, and so they use the logic needed for that vendor s files. Roster will not work like a Class Roster, and User will not pull data only from the Secured User area within Skyward. **File Short Description: This field will default to match the Data Type selected. It is used as a way to briefly identify or describe the data being pulled into the file. Status: This can be used to prevent a file from being created when an Export Interface is run. Any Files marked as Inactive will have their descriptions display in red from the Export File Builder main screen. This option is very helpful when testing or troubleshooting an export. It can help to cut down on the processing time if an Interface has multiple Files attached to it. In order for an Export Interface to run, at least one File attached to it must be marked Active. **File Long Description: This field will also default to match the Data Type Selected. It is used as a way to identify or describe with more detail than the File Short Description, the data being pulled into the file. **File Name: You need to enter the exact name and extension of the file needed for once it is created. This will default to be [data_type].dat (i.e. student.dat, staff.dat, or schedule.dat). Any file extension can be used here. The most common ones are.csv, and.txt. In the example above the file name and extension were both modified to be stu_data.csv. File Type: Choose if the file will be delimited or a fixed width file. Delimited files will use a character to separate the different pieces of data on one line. Fixed width files will assign a specified number of characters to each piece of data on a line thus creating the columns of data. Delimiter: When Delimited is selected for the File type, this field will be available. Choose what character to use to separate the pieces of data. The two most common delimiters are commas and tabs. Tip: Comma delimiters should be selected if the file extension is.csv. Text Qualifier: A text qualifier is a character that will surround each piece of data on one line. The most common text qualifier is a quote mark [ ]. It is used to help define what is included in one piece of data, usually in case a field contains the delimiter within it. Example: Say you are creating a comma delimited file, and you include a field pulling a student s full name in the format of Last_Name, First_Name. If you have student John Doe, a file without text qualifiers will read his full name as Doe and John will be the data for the next column of data. With a text qualifier at the beginning and end of the field Doe, John will be kept together when read in the full name column. Output Field Headers in Line 1: This will add a row/line of data at the top of the file that will include the names of the fields. This is usually most helpful with delimited files, but still can be used with fixed width ones.

15 Output Header Record: This will add a row/line of data at the top of the file that will include its own unique set of data fields. If Output Field Headers in Line 1 is checked, this option will not be available. Output Trailer Record: This will add a row/line of data to the bottom of the file that will include its own unique set of data fields. Export File Ranges: The ranges available will vary with the Data Type selected. Any Entity ranges will be locked when creating an Export Interface from a specific Entity. To be able to include multiple Entities data in one file, be sure to create your Export Interface from the District (000) Entity (this includes pulling student courses from multiple Entities in the district). Once the File options and ranges are set up, click the Save button. Many of these options and settings can be updated at any time by clicking the Edit link next to the File Descriptions. The last step is to add the Export Fields to the File. After expanding the Interface from the Export File Builder main screen, expand the File (in the example above click the arrow next to Student Data ), then click the Edit Selected Fields link next to the Main Export Fields section.

16 Adding fields from the Field Selection/Maintenance screen above works just like it does in Data Mining. There are two methods for selecting/finding the fields you wish to include. They are Field Selection and Field Lookup. The above example is using Field Selection. When using Field Selection, fields are organized into different areas. The areas, and fields, available will depend on the Data Type selected on the File. You should select an area from the left most column to view the fields/sub-areas in the next column to the right. Any line with a shaded/tan background will open more options in the next column over. Any line with no background (it appears white), is a specific field to be added. There are two ways to have a field added to the Fields to Export list. The first way is to double click on the field. The other is to select the field, and then click the Add This Field to Export button in the lower left corner of the screen. Fields by default will be added to the bottom of the Fields to Export list, unless you have selected a field there, then the new field will be added immediately before the selected field. Any one field can be added to the Fields to Export List as often as you would like. Tip: Use the Miscellaneous field area, which is available for every Data Type, to find filler fields, constant values, constant dates, even current date, and user info for the person that ran the export.

17 The above screenshot shows the Field Lookup screen. Type a word or phrase into the Field Lookup: field in the upper left corner to search for matches. This will only show exact matches, so you have to be careful about what you type in there. Once you do the search, the matching results will display in the Available Fields area. You can then either double click on a field in that area or select it and then click the Add this Field to Export button in the lower left corner to have the field added to the Fields to Export list. The details of the selected field and where it is pulling from will display under the Field Lookup field, and under the Selected Field Section. Under the Fields to Export area, you can rearrange the field order by using the Up and Down buttons to move a selected field. The Delete button can remove any fields added in error. When all fields have been added, click the Save button.

18 If the option(s) to export Header and/or Trailer Records were selected, then fields will have to be added to those areas as well using the same methods as in the Main Export Fields.

19 You may have to set up individual Field options before running the export. There are several different options with fields that can be done. Click the Edit link next to a field to see which ones are available. Not all fields will have the same options; it will depend on the File Type, and the format of the data in the field.

20 Heading: This field is used to help identify the data being pulled into the file. It will display in the Export File Builder main screen, in the list of Fields being exported. It may also be included in the data file in the Field Headers in Line 1 if the option was turned on in the File Setup. Length: This is where you can change the number of characters that will pull in the File. This will always use the leading characters, meaning if a field contains ten characters and the Length is changed to one, the file will only include the first character of the field (not the last one). Export Data Field to File: This option should be checked if you want the field to be included in the actual File. Typically this would be unchecked if you included the field to set up a sort of range using the Export Records with Any Value area. Format Options: This area is one that is only available with certain fields. This area you can select how the data in the field will be organized. Some numerical fields may have masking options, date formatting, phone formatting, full name formatting, and address formatting are some of the options here.

21 Data Cross-Reference: This area allows you to be able to convert system data to a different value before it is put into the data file. This would help save a district time if they would have to modify a field so that it would be correct before being uploaded into another system. Click the Add button to setup a Cross-Reference. In the example above, a School Code field is being used, and the code 444 (that is what is attached to the student in Skyward), is going to be changed to Skyward HS in the data file. The drop down field where IS is showing also includes IS NOT as an option so that all other values besides the one in the first field will be changed. Multiple Cross-References can be set up on one field, but the number depends on those already created. For example if using one IS NOT Cross-Reference, only one other IS can be created, and it has to use the same value in the Current Value field. An unlimited number of IS Cross-References can be created if it s the only kind used. Export Records with Any Value: This option is connected to the one below it as well. With it checked, all data will be exported. When it is unchecked, you can use the Export Records That Include/Exclude These Values option. This will allow you to set up a selected values range on the field to limit the records that will be pulled. Export Records That (Include/Exclude) These Values: This option will be activated when Export Records with Any Value is not checked. This will allow you to set up a selected values range on the field to limit the records that will be pulled. Exact Values/Begins with: When setting up the inclusion/exclusion, select if the field needs to be an exact match to the entered values, or if the field just needs start with the same characters as what is entered.

22 Group this Field with Adjacent Fields: This option can be used to combine two (or more) fields together as one field. This is only available when the File Type is set to Delimited, and is also referred to as concatenating fields. Group With: When first setting up the group option, Group 1 will be the only option, but when the Group option is activated on a field next to the field you are working with, you will see the additional option here. The option with New next to it will start a new group of fields. Before or After next to a field refers to which field the current one will be combined with (the one before it, or the one after it). Trim Leading/Trailing Spaces: This option will default to being checked, and when it is will remove any spaces (based on the Field s Length, and the actual data in it for a record) at the front or end of the field so that the combined field will have no spaces in the middle of it. Typically this is checked.

23 Data will be listed in the file in the order of the records in the table(s) they are pulled from, so custom sorts can be set up to override those. Click the Edit Sort link to create a custom sort of the data in the file. Select the field(s) you want to include in the sort from the list on the left and use the > arrow button to move them over to the list on the right. You can use the < arrow button to move fields out of the Selected Sorts list, and use the Up and Down buttons to reorder the sorts. The field listed at the top of the Selected Sorts list will be the primary sort. Click the Save button when the sorts are set up. After all fields and sorts have been formatted/set up, you can review the settings from the View Complete File Layout link next to the Edit Sort link, or by scrolling to the right on the Export File Builder main screen with the file expanded. You can repeat the File and Field steps above to add any additional Files to the Interface that will be created at the same time.

24 Running an Export Once the Interface, File(s), and Fields have been set up/verified, you are now ready to run the export and create the data files. With the Interface selected in the Export File Builder main screen, click the Export button. A process will be added to the print queue, and when complete a report will be generated. Processing time depends on the amount of data being pulled, and the number of flies being generated. The report displays details of the data files created such as where they were saved (written) to, the status and processing time of the files attached to the interface, and any errors that were encountered during processing for each file. When the Location Data indicates that the file was written to the Database, it means that the interface was set to Save Exported Files in Database. If a UNC Path was used, and it was successful, it would list the path on the report in place of Database. You can then go to the location where the files were saved to get a copy of data file. If it was saved in the database, then you can go to Export File Viewer to download and save a copy of the file.

25 Accessing Files from Export File Viewer Export File Viewer can be found by going under Student Management, Administration, SkyBuild, and then Exports. Click on the Export File Viewer link. Files saved in the database are found here. Each file is its own line, even if it was part of an Interface with multiple files. Use the Date Created, Export Name, and File columns to identify the file(s) you wish to download. View: Click this button to download a copy of the selected data file. Delete: Click this to permanently remove the selected file.

26 Mass Delete: Click this button to delete multiple files at the same time. If you have flies being created frequently and saved within the database, it is a good idea to run this frequently perhaps even as a Scheduled Task. Only users with a minimum of 5/1 Security Access to Export File Viewer will see this option. The Mass Delete function works like many other utilities in Skyward. You can create different templates and save them for later use. Click Add to create a new Mass Delete Export History template. Give the template a Description and choose if you wish to share it with other users in the entity (access permitting). By Range: This will give you low and high dates to set a range of what files to be deleted. By Days Old: This lets you set a number of Days Old that a file must be to be deleted. This would be best to use as a scheduled task. Export Name: This range looks at the Interface name a file was attached to.

27 Any Product Type: This option will let you only delete files that were attached to selected Product Types, or all of them. Unchecking this will activate the Product Type button, where you can select the individual types. Created By: With this option, you can choose to delete files that only you have created, or files created by any user. After running the process, a report will be generated listing the files deleted. Automating an Export To automate an export, it must be set up as a Scheduled Task in Skyward. This means you must first run the export successfully manually before creating the task. This includes having the file(s) saved to a UNC Path. It does not pay to have an automated task set up and running if it is not working correctly. After you have successfully created your files to your desired location, and you have then been able to successfully load those files into the other system you wish to use them, you can then go into your Print Queue. From your Print Queue, select the most recent successful run of the export. If it is not in there, you will have to run it again. With the correct process selected, click the Tasks button on the right.

28 Click the Schedule This button on the screen that pops up. The task can then be setup to run as needed. It is a good idea to adjust the Start Time as it will always default to 2:00AM, and it is good to keep the tasks spread out as much as possible. The Results To field can be used to send a reminder that the process has run. It will not the actual data files, just an URL with a link to the report generated and viewed from the Print Queue after the process runs. The Export Location field should likely be left blank. This location is where you will want the report from the Print Queue saved to, not your data files. The location for the data files is set on the Export Interface record when you choose to use an UNC Path.

29 Import File Builder Overview of Import File Builder Using a Prebuilt Import Interface Creating an Import from Scratch Running an Import Import File Builder is the tool used to upload data from a file into different Skyward fields. Users have the ability to use pre-built interfaces or create a custom import interface. When using Import File Builder, the Interfaces are entity specific. This means that if you set up an Interface template from entity 000, it will not be available to you from a specific entity. If you wish to be able to easily clone the setup of an Interface for slightly different use, work from the 000 Entity. It is much easier to copy the setup of an Interface within the same entity. Overview of SkyBuild - Import File Builder Import File Builder can be found by going under Student Management, Administration, SkyBuild, and then Imports. From the list of the Import tools available, click on Import File Builder.

30 The above screen is of the Import File Builder main screen. If any Interfaces already exist, they would display in the browse. Down the right side are several buttons that have various purposes. Add: You will use this button to build a custom Import from scratch. We will go further into this process later in the guide. Creating Import from Scratch Edit: You will use this button to update the options associated with the selected Interface. Since there are none on the screen above, the button is inactive. Delete: You will use this button to remove a selected Interface from the system along with all Files and Fields associated with it. Again, since there is no Interface on the screen the button is inactive. This button will also be inactive when an Interface that you have not created is selected and you are not a System Wide user. Clone: This button is very helpful when wanting to either set up a similar Import to one you have already created or when troubleshooting issues with an Import. It will create a new Interface with the same Files and Fields, and all ranges and options associated with them. You can then modify them as needed for the new import. Import Interface: This button can be used to find pre-built interface templates provided by Skyward at the request of other software vendors. When setting up an import for a specific software vendor, it is best to first go into this area to see if a pre-built template is available. We will go into this area deeper in a moment. Importing a Pre-built Import Interface Back: Will close the Import File Builder screen and return you to the Import Options page.

31 Save Interfaces to File: You can use this option in connection with the Load Interfaces from File option. The Save button allows you to take all of the Interfaces that are set up in the entity, and save them to a specified server location*. You could then go to the location they were saved and then desired Interface templates to other districts or entities. After clicking the Save Interfaces to File button, this screen displays. Enter the location* where you want the interfaces saved to in the UNC Path field. Then click Export. A report will be created indicating any errors and/or specify the files that were successfully saved. Load Interfaces from File: As stated above, this option could be used in connection with the Save Interfaces to File option. The Load button will allow you to take a shared Interface template file and save it to a server location*, then that location could be entered when using this option. All Interface templates in that location will be loaded into the entity and the Interfaces will be available for your use. After clicking the Load Interfaces from File button, this screen will display. Enter the location* where the interface templates that were shared with you were saved in the UNC Path field. Upon clicking Import, a report will be generated listing the interfaces uploaded into the entity. * There are special permissions within the server that must be setup for this location to work. If this is for a ISCorp customer, they will have to get assistance from them. If the district IT staff is not sure how to setup the permissions, they can create a Hardware Service Call with Skyward.

32 Importing a Pre-Built Import Interface As stated above, users can use the Import Interface button from the main screen to access pre-built Interfaces for other pieces of software. The Interfaces available here were often created at the request and expense of the other software vendor. The benefit for them in doing this is that we will have an easier time connecting data from their software to Skyward. From the Import File Builder main screen, click the Import Interface button. From the above screen you can begin looking through the list of Interfaces for a possible match to your needs. Use the Interface and Description columns, and the Product Type column to help identify potential matches. Once you locate one that might meet your needs, use the arrow to the left to expand the Interface record and review the details of the File(s) imported and Fields updated.

33 When looking at records from the screen above, you may notice in the Description column that some will indicate v1.0 or v1.1 (see the Career Cruising lines above). These version numbers are often assigned by Skyward after the vendor that the Interface was created for indicated that they changed their layout requirements, so Skyward then creates a new Interface to be available here. In these cases, it is generally best to select the Interface with the highest version number. Often times your other software vendor will supply a document or spreadsheet that defines how a file is setup. When reviewing an Interface to see if it will meet your needs, you will want to pay closest attention to the File Type under the File Details, and the fields included and the order they are in under the Import Fields. The more that doesn't match your needs, the more work will be needed to update the layout, so creating an import from scratch may be a better option. Note: When looking at the Fields, pay attention to the Specified Value column. If you see something here, that Field should not be included in the data file. Skyward is assigning the Specified Value to that Field for every record. It is not being pulled from the data file. Every field with a Specified Value will display at the top of the list of fields. For some vendors, they have multiple Interfaces available in the list. It is up to you to compare the information from the Interface Description, the File setup, and the Import Fields to determine what is the correct one for your needs. Once an Interface is determined to be the best one for you to use, verify that that Interface is currently selected (if it is expanded it is selected), and then click on the Select button in the upper right corner. This will clone the selected Interface into the entity's Import File Builder main screen so that you will be able to update options with it and attach your file(s). Just as if you had built it from scratch.

34 Creating an Import from Scratch To build an Import Interface from scratch, you need to remember the three parts to an export/import template discussed in the overview (the Interface, File, and Fields). Each of these three will need to be setup to complete a successful import. From the Import File Builder main screen, you will need to click the Add button on the right. As previously stated, this button will add a new Interface to Import File Builder. When setting up the Interface for an import, the above screen needs to be filled out. The information entered on this screen will have no effect on the data imported or the way it should be formatted. Note the difference between the Export Interface template and the Import one, the automation of it is setup here, not after it is run through the print queue. System: This will always display as Student, indicating you can import into Student Management database tables. Product Type: This is used to help you or other users with access to the interface identify what the purpose of the imported file(s) serve. It is best to select the Product Type that matches the type of data you are importing, or the type of software you are importing it from. Interface Name: This is used as a short description for the interface.

35 Interface Description: This is used to provide a larger field to enter a more detailed description of what the Interface is going to be used for. It will default to the same value entered in the Interface Name. Allow Other Users to Access this Import Interface: Check this option to allow other secured users the ability to view and run the import that you are setting up. Note: Any System Wide user will have full access to modify the setup of an Interface and all parts attached to it, with the exception of this field. Only the user who created the Interface can update this setting. A limited Secured user will only be able to view and run an interface if this option is checked, they cannot make any changes to it. To modify a setting on it, they would have to clone the Interface to make a copy of it that is their own, and then they will have full rights to the copy. Automate this Import Interface: This option should never be checked when first creating an import. You need to first complete the setup of an Import template and then run a successful import before checking this. You can come back and edit this Interface record at any time. Once this option is checked, upon saving a regular schedule task screen will appear and can be filled out. When an Import is automated, the Import File templates will also have to be updated to indicate where the data files will be pulled from. Click Save when the Interface setup is complete. You can always use the Edit button from the main screen to modify these settings.

36 The next step is to create a File attached to the Interface. After expanding the Interface from the Import File Builder main screen, click the Add Import File link next to the Import File(s) section. The above screen will display. This is where you indicate what type of data you are importing and upload your file. There may also be different options that will need to be set to tell the system how to process the data. **Data Type: This is the main field on this screen. The choice here will affect the areas you can import into, including what Fields will be available. **File Short Description: This field will default to match the Data Type selected. It is used as a way to briefly identify or describe the data being imported.

37 **File Long Description: This field will also default to match the Data Type Selected. It is used as a way to identify or describe with more detail than the File Short Description, the data being imported. File Type: Choose if the file being imported is delimited or fixed width. Delimited files will use a character to separate the different pieces of data on one line. Fixed width files will assign a specified number of characters to each piece of data on a line thus creating the columns of data. Delimiter: When Delimited is selected for the File type, this field will be available. Choose what character is used to separate the pieces of data. The two most common delimiters are commas and tabs. Tip: Comma delimiters should be selected if the file extension of the imported file is.csv. Text Qualifier: This field will only be active if Delimited is selected as the File Type. A text qualifier is a character that will surround each piece of data on one line. The most common text qualifier is a quotation mark [ ]. It is used to help define what is included in one piece of data, usually in case a field contains the delimiter within it. Enter the text qualifier used in your data file, if there is none leave the field blank. Here is a sample of a file with a quote text qualifier (Be sure to open the file in Notepad, or another text editor to view the raw formatting of the file. You cannot see this if it opens in Excel) Other ID, First Name, Last Name, , John, Doe, john.doe@ .edu 01392, Jane, Doe, jane.doe@ .edu Contains a Header in Line 1: This option will tell the system to ignore importing the first row of the data file because there is no actual data for Skyward in it. This will also put the first line of the file in the header area when viewing the Data Preview within Skyward. Print Details of Records Imported on Report: It is a good idea to check this option because the report generated after running an import will contain more information. By default, the report only will list errors and the total number of records imported, but with this checked it will also include the detail of the records that were successfully imported. With a Student Data Type selected, this will only be available if the Live Data option is selected in the Record Type area. Import File Options: The options that you see available here will depend on the Data Type selected. Some Data Types will not have any options available. A few key ones will be discussed in detail below. Record Type: This is only available with the Student Data Type. It allows you control how the data will be processed. The two Pseudo options will show the data in the Pseudo Request Approval area, one will need to be approved before showing in the database, the other will show in the database as it will be approved upon processing. The Live Data option will write the information directly to the fields in Skyward. There will be no undo capabilities with this. Create New Sub-Table Record when Existing Record Not Found: This is available for several Data Types. You should have this option checked if you want codes attached to imported records created if they do not already exist.

38 Allow import of data for inactive students: You should check this option if you want records to be updated in Skyward if a student is marked as Inactive in the entity you are importing into. By default, Skyward will not update any inactive student s records through SkyBuild. Import File: This is where the data file to be imported is attached. File to Import: If the interface is not automated, this field cannot be edited as in the screenshot above. It will display the name of the file last uploaded. If the interface is automated, you will be able to enter a UNC path to define where the file is pulled from. Note: The UNC Path can be used to pull files from any network location that the Print Queue/App Server has access to. The security permissions pertain to the Progress Admin user logged into the Progress Admin Service on the Print Queue. For questions about these permissions, please contact Skyward s Hardware Department. View File: When the Interface is not automated, and a file has been uploaded, you can use this button to download a copy of the data file to be imported to your machine. Data Preview: When the Interface is not automated, and a file has been uploaded, you should click this button each time you upload a new file. A screen will open that will allow you to review the data in the file and will give you a chance to verify you setup the File Type and corresponding options (Delimiter, Text Qualifier, and Contains Header in Line 1) correctly. This is a Data Preview of a Delimited file. The delimiter will be read to put each piece of data into a separate column This is a Data Preview of a Fixed Width file. The data should show in even columns, and you can use the number across the top to figure out character counts.

39 Choose File/Upload: You should use these buttons to browse on your computer for the file you wish to be imported, and then click Upload to attach it to the Import File template. Note: Uploading a file is not actually running an import. Write Errors Encountered to an Error File: You should check this option if you want a data file created that contains details of any errors that were encountered during processing. This is not a common option, but may be convenient if you are importing data from another agency that does not have access to Skyward. This can be used to create the error file and then have it saved to a location that they would have access to review it. The.PDF file generated after processing through the Print Queue will also contain the same details of the errors encountered. Delimiter: Choose the delimiter you want used in the error data file. Text Qualifier: Choose the text qualifier you want used in the error data file. You can leave it blank if you do not want one used. Fields: Click this button to select which Error Record fields you want to be included in the file. Export Location: Enter a UNC Path for where you want the error data file saved to. Output Header Line: Choose this option if you want field headers for the errors to be on the first line of the error data file. Once the File options are set up and either a file is uploaded or a path is entered, click the Save button. Many of these options and settings can be updated at any time by clicking the Edit File link next to the File Description. The last step is to add the Import Fields to the File. This will connect the data in the file with the field location it will be written to in Skyward. After expanding the Interface from the Import File Builder main screen, expand the File (in the example above click the arrow next to Student Records Update ), then click the Edit Selected Fields link next to the Import Fields section.

40 Adding fields from the Field Selection/Maintenance screen above works just like it does in Data Mining and like it did when setting up an export. There are two methods for selecting/finding the fields you wish to include. They are Field Selection and Field Lookup. The above example is using Field Selection. Be sure to use the Data Preview at the bottom to review your data and the fields it is being linked to. Import File Builder has two different types of fields. There are Data fields, and Link fields. These are separated in the first Field Area column. Data fields are those that information can be written to, and Link fields are used to connect a line of data with a record in Skyward. At least one Data and one Link field must be used in each file. When using Field Selection, fields are organized into different areas. The areas, and fields, available will depend on the Data Type selected on the File. You should select an area from the left most column to view the fields/sub-areas in the next column to the right. Any line with a shaded/tan background will open more options in the next column over. Any line with no background (it appears white), is a specific field to be added. There are two ways to have a field added to the Fields to Import list. The first way is to double click on the field. The other is to select the field, and then click the Add This Field to Import button in the lower left corner of the screen. Each field can only be attached to one column in the data file, and likewise, each column in the data file can be attached to only one field. You cannot reuse the same field or column. (i.e. You cannot use one column in a data file to update both the Bus Number field and Route ID field.) Tips: It is easiest if you add fields in the order they appear in the file from left to right. Also, you do not have to connect every field in the file to an import field. In the example above, the student s first and last name fields are being ignored by the import.

41 The above screenshot shows the Field Lookup screen. Type a word or phrase into the Field Lookup: field in the upper left corner to search for matches. This will only show exact matches, so you have to be careful about what you type. Once you do the search, the matching results will display in the Available Fields area. You can then either double click on a field in that area or select it and then click the Add this Field to Import button in the lower left corner to have the field added to the Fields to Import list. The details of the selected field and where it is pulling from will display under the Field Lookup field, and under the Selected Field Section. Pay close attention to the Used For field to view if the field is a Data field or Link field.

42 Under the Fields to Import area, you can rearrange the field order by using the Up and Down buttons to move a selected field or use the Column field to enter the specific column the field should be attached to. The number listed after the field indicates the column it is attached to, this only applies to delimited file types. The Delete button can remove any fields added in error. Any field selected in the Fields to Import area will display in yellow in the Data Preview area. Also, any columns with a blue background in the Data Preview are connected to a Field. You can hover over a column in the Data Preview to see what Field it is connected to. When all fields have been added, click the Save button. The last thing to do before running the Import is to setup the individual field options. There are several different options with fields that can be done. Click the Edit link next to a field to see which ones are available. Not all fields will have the same options; it will depend on the Field Area (Data or Link) and the format of the data in the field.

43 Field Maintenance with Get Data From set to Import File. Field Maintenance with Get Data From set to Specified Value. Get Data From: This is where you choose if this field will be updated with data from the file or use a constant value for every record imported. Only Import File will be available for a Link field. Import File: Choosing this option will keep this field connected to a column in the Data file. You will also be able to setup Data Cross-References. Specified Value: Choosing this option will active a Value field where you can select or enter a value that every record imported will use. If a field has this option selected, it will display at the top of the field list from the Import File Builder main screen. Column/Starting Position: The name of this field depends on the File Type selected on the file (Delimited-Column, and Fixed Width-Starting Position). This is where you specify where in the data file this field is located. Specify either the column number or the starting character number.

44 Length: This is where you can change the number of characters that will pull from the File. This will always use the leading characters, meaning if a field contains ten characters and the Length is changed to one, the file will only import the first character of the field (not the last one). Value: This is only available when Specified Value is selected for the Get Data From option. This is where you either select the value in a look-up type field or where you manually enter the value to be used in a free-form character field. Overwrite Existing Record s Value: Not every field includes this option, but if it is checked, it will replace the existing value already in Skyward with the value in the import s data file. Data Cross-Reference: This area allows you to be able to convert data in the file to a different value before it is imported. This would help save a district time if they would have to modify a field because it is formatted differently in another system than is Skyward. Click the Add button to setup a Cross-Reference. In the example above, a School Name is being changed to match a School Code. When the import processes a record with Skyward HS in that field in the data file, it will attach code 444 from Skyward instead. The drop down field where IS is showing also includes IS NOT as an option so that all other values besides the one in the first field will be changed. Multiple Cross-References can be setup on one field, but the number depends on those already created. For example if using one IS NOT Cross-Reference, only one other IS can be created, and it has to use the same value in the Current Value field. An unlimited number of IS Cross-References can be created if it s the only kind used.

45 Import Records with Any Value: This option is connected to the one below it as well. With it checked, all data will be imported. When it is unchecked, you can use the Import Records That Include/Exclude These Values option. This will allow you to setup a selected values range on the field to limit the records that will be pulled during the import. Import Records That (Include/Exclude) These Values: This option will be activated when Import Records with Any Value is not checked. This will allow you to setup a selected values range on the field to limit the records that will be pulled. Exact Values/Begins with: When setting up the inclusion/exclusion, select if the field needs to be an exact match to the entered values, or if the field just needs start with the same characters as what is entered. You can repeat the File and Field steps above to add any additional Files to the Interface that will be imported at the same time.

46 Running an Import Once the Interface, File(s), and Fields have been set up/verified, you are now ready to run the import and create/update the data in Skyward. With the Interface selected in the Import File Builder main screen, click the Import button. A process will be added to the print queue, and when complete a report will be generated. Processing time depends on the amount of data being imported. The report displays details of the data files imported or if there was an issue accessing it, details of any errors that were encountered, details of successfully imported data (if selected), and totals of records read/created/and errors. With using SkyBuild Import File Builder, you may have to run an import multiple times as you go through troubleshooting errors encountered. As you can see in the above example, the data in line 1 was not imported because it could not find a matching Student Link value (a matching Other ID). You would now have to review the data in the file to figure out where the incorrect data is. One system, in this case, likely has the incorrect data entered so you would need to correct the data at the source, and then update the import data file. Once the fixes are done, you run the import again. Then repeat as needed.