Import Data into PowerSchool ERP

Import Wizard

Click Import on a page's action bar to launch a wizard that will guide you through the following steps:

• Upload a file.
• Map the columns on the file to the fields in the database table.
• Map static columns that are required but not defined in the file.
• Save the mapping that was created for future file imports.
• Generate a list of warnings and error messages found during the data validation.

File Requirements

Your ability to import a file depends on the following:

• The data in the file fields must comply with the field requirements of the page to which you are importing. For example, if a field requires numeric data and the file contains characters, the system cannot import the file.
• The file must be formatted as XML Spreadsheet 2003, Comma Separated (CSV), Tab-Delimited (TXT), or Pipe-Delimited ( I ).
• The extension on the file to be imported must be *.xml, *.exml, *.csv,*.txt, or *.unl.
• You must have the appropriate security resource to access the Import item.

Use a spreadsheet program to create the data file. Fields can be entered in any order because they are mapped to the correct tables in the import process.

Import a File

1. Click Import to display the File to Import Data and Selection page.
2. Click Choose File or Browse in the File to Import field to locate the file to import from your computer or network.
3. Select the desired file, and click Open to display the path and file name in the File to Import field. Depending on the software version, you may be able to drag and drop the file.
4. Click Load to load the data from the file.

5. In the Import File Data section, select the line to use for column titles and click Set Column Titles. The data selected will appear in the section's column headings.

   

   If you select an incorrect line, click Reset Column Titles to reinstate the line in the list, and repeat the step with the correct line selected.
6. After the column titles are set, select the lines to import from the file.
   • To select a range of lines, hold down the Shift key, click the first line in the range, and then click the last line.
   • To select multiple lines individually, hold down the Ctrl key, and click each line.
   • To select all lines, click Select All.
7. After selecting the lines, click Next.
8. On the Define Column Mapping page:
   Select a mapping in the Saved Import Mapping field.
   or
   Tab into the Table Field column for the first Import File Column, and select the file column from the database table to map to the column listed in the Import File Column field on the left. The Field Description column displays the column's user-friendly name and cannot be changed. Map the additional fields accordingly.
9. Click Next.
   • If the data in the file does not meet the requirements of the database table, the Import Errors page will display. You cannot proceed until either the file or the mapping is corrected.
   • If there are no errors but some required fields from the database are not mapped, the Static Column Value Mapping page displays. Complete Steps 10-11.
   • If there are no errors and all required fields are mapped, proceed to Step 12.

10. The Static Column Value Mapping page displays required fields from the database table that were not mapped on the Define Column Mapping page. Add values as needed. Click Append Row to add other fields that have not been mapped if needed.

    

    The values you enter on the Static Column Mapping page apply to all lines of the file being imported.
11. After the static mapping is complete, click Next.

12. Optionally, you can save the mapping that you set up to be used for a future import.

    Mapping Name	Assign a unique mapping name. Character/38
    Owner	User name of the person importing the file. Read-only.
    Public	Select the checkbox to enable others to use the mapping file.
    Restricted	Select the checkbox to prevent others from changing the mapping file.
    Save Options	Select: Create new mapping - to create a new mapping file under the name assigned. Update existing mapping - to save changes to an existing mapping file. Not available when you create a new mapping file or if changing the file is restricted. Do not save mapping - to only use the mapping for the current file. On the Save Import Mapping page, enter a unique name to identify the mapping, and then complete the following fields:

    

    The ability to add and update an import mapping on the Save Import Mapping page is dependent on security.
13. Click Finish to exit the Import wizard.
14. If any errors or warnings are encountered during data validation when the file is imported, the Import Status page displays. The page lists the errors and warning messages.
    
    1. • The Display Results field provides options for controlling the display: Warnings Only, Errors Only, Warnings/Errors Only, or Show All.
       • The page's Line # column lists the line numbers in the import file for finding the data that must be corrected.
       • The Summary Information section displays the number of Errors, Warnings, and Successes.
         At this point, you can:
    • • Click Print to print the list of errors.
      • Click Import on the action bar to import any successes. If there are no successes, this item will not display.
      • Click Back to exit, correct the file, and then re-run the import procedure.
15. If there are no errors or you clicked the Import item in the last step, a Confirmation dialog will display. Click Yes to import the file and generate a final Confirmation.

Fields

File Import And Data Selection Page

Initiate the Import wizard and select the file and records to import.

Define Column Mapping Page

Map the columns in the import file to the fields in the database table.

Import Errors Page

Generate a list of errors when the data in the file does not match the requirements of the fields on the selected page. These are the same messages you receive when you manually add a record to the page.

Static Column Mapping Page

Statically map required fields in the database table to a value.

The values you enter on the Static Column Mapping page apply to all lines of the file being imported.

Save Import Mapping Page

Save the mapping created for future imports (optional).

Import Status Page

This page displays errors and warning messages generated during the validation of the imported data.