Import/Export

This allows you to import profile information from other systems and export job information to other databases or applications. This feature consists of the following components. Use the import to add new records, change existing records, or delete records from the database. Export job information to update other computer systems with employee leave information and substitute payroll information.

You can define the number of days to keep import/export logs. From Parameters, choose Configuration. Enter the number for the # of days to keep Import/Export logs field.

On-Demand Method

Use this method if you have a one-time import transaction to run:

1. From System Operations, select Import/Export. Choose On-Demand Import.

2. Choose the Format, then click Browse to select the file to import.

3. Click Run Now.

Transactional Method

You can schedule data import and export using the transactional method. Examples include:

• Import employee and substitute information such as new hires or terminated employees.

• Import system information such as locations, classifications, and budget codes.

• Export absence and substitute information such as creating and updating job records.

Import Record

Import files can be separate files for each file type or can contain multiple record types. Based on the schedule, the import checks the folder and processes the files found in that directory. Once the file processes, it is deleted. The system activity log records the successful updates to the database.

Lenient Import Parameter

This system-level parameter is established during system setup and allows districts control over how import records are processed:

• OFF: If you import an Add record, but the key fields for the record are already in the system, the import fails. If you import a Change record, but the key fields do not exist, the import fails.

• ON: If you import an Add record, but the key fields for the record are already in the system, it processes as a Change record. If you import a Change record, but the key fields do not exist, the import processes as an Add record.

Export Record

Job Records append to a temporary file and write to the path specified on the transactional schedule only when the file name does not exist. Using the exported job records in other computer systems may involve such tasks as:

• Translate codes to codes used on the host computer system.

• Ensure the correct budget code is assigned.

• Determine the rate of pay for a substitute.

• Determine the number of consecutive days worked.

Transactions pass to the host computer whenever a change occurs to a job record. You can use the job number and start date to determine whether the system should replace or insert the record. 

• If the job is Open or Active, you can replace the job record based on the job number.

• If the job is Finished or Verified, you must use the job number and start date to determine when to insert or update the record.

Scheduled Imports/Exports

1. From System Operations, select Import/Export. Choose Scheduled Imports/Exports.

2. To schedule an import or export, click New Import or New Export.

3. For an import, complete the fields and enter the Schedule every times.

4. For an export, complete the fields and then choose the Frequency:For Transactional, enter the Schedule every times.For Schedule Batch, complete the fields to create a schedule for the export.

5. Click Save.

6. To delete a scheduled import or export, select the record, then click Delete. 

7. To modify information, click the Type and make any necessary changes.

Processed Import/Export List

The Processed tab provides access to the list of imports and exports that have already been processed. The # days to keep import/export logs setting found on the Parameters – Configuration tab determines how long records remain on the list.

1. From System Operations, select Import/Export. Choose Processed Import/Export List.

2. Select the date range, then click Search Result.

3. Click the Type for the import/export record you want to view.