Export Tool

PowerSchool ERP 23.10 and later

The Export Tool provides a way to export data from your PowerSchool ERP database into files that can be used with other PowerSchool applications or third party systems. A system administrator with specific roles or resources can perform a one-time export, or schedule an export to run on a schedule. You can export a file in .csv or .xlsx format.

The Export Tool works similar to the Advanced Search query to allow a user to select from various table fields to retrieve data for the file. The Export Area list defines where data can be retrieved.

Menu Path

From the System Administration menu, select Administration. From the Imports & Exports menu, select Export Tool.

Security Resources

Access and permissions for the Export Tool follow standard PowerSchool ERP authorization, and user-assigned resources or roles determine the menu items that appear for a user and how the user can interact with the pages.

Assign a user resource 5032 - May Run Export Tool for the Export Tool to appear on the System Administration menu. Additional resources control user interaction. Assign resources directly or in a role assigned to the user.

Format of Export Tool Resources

Field	Description
Package	Aligns with the module or function where the data will be exported. For example, HRM - Human Resources, FAM - Fund Accounting, SEC - User Security
Subpackage	The Subpackage for resource codes related to the Export Tool is Export.
Function	Aligns with standard resource formatting. Function is 0 (zero) for Super User, System Administrator, and Supervisor level resources. Otherwise it matches the resource code.
Privilege Code	Aligns with standard resource formatting. 1: Super User 2: System Administrator for Import 3: Supervisor for Import 5: User for Import User-level resources are separated into add and read-only (view). If a user only has user-level read-only (view) resources, the Scheduled Exports tab does not appear.

Preliminary Actions

If you intend to export to a SFTP site, SFTP must be configured. Enter a Support case or consult with TSG for assistance.

File Encryption

Exported data will in many cases contain personally identifiable information (PII) so the Export Tool supports file encryption.

For Cloud (PowerSchool hosted) customers, all exported files are encrypted. On-premise (self-hosted) customers may clear the Encrypt checkbox.

Encrypted files require both a public and a private key to unencrypt the data. The private key is produced as an ASC (.asc) file which can be used with a PGP application to apply the private key and unencrypt the file. The file name format is ExportTitle_private.asc.

PowerSchool does not have visibility to the private key. When you generate a key you are prompted to download it to a secure location. There is only one opportunity for this download. If you bypass the download or lose the private key file, you must create a new export because you will not be able to unencrypt a file without the private key.

Add Export

From the Export Tool page, select Add Export. The Add Export button and the Export Area list are controlled by security resources. Users must have one or more May Add resources.

Select Export Area

Select the Export Area. The list indicates the database table from which data will be retrieved. The table selected will define the fields that can be selected for the export file, similar to the behavior of Advanced Search.
Enter an Export Title. The Export Title is used in the file name for the encryption key, if applicable.
Select a Date Format to be used for dates in the export file.
Encrypt: For Cloud (PowerSchool hosted) customers, all exported files are encrypted and the Encrypt option does not appear on the page. On-premise (self-hosted) customers may clear the Encrypt checkbox. It is selected by default.
- You can apply a previous encryption key to the file or generate a new encryption key. If you apply an existing key, you must have access to the private key (.asc) file that was produced upon initial generation.
- If you click Generate New Encryption Key, you must download the key to a secure location. This is the only opportunity to download the private key.
Select the export location:
- SFTP:
  1. Select the Server for the export file delivery.
  2. Enter a File Name with extension. The extension determines the file type and must be .csv (comma-separated) or .xlsx (Excel).
- Local File:
  1. The Directory location for the export file delivery is populated as read-only. The folder path is designated by an administrator as a Global Variable for the software.
  2. Enter a File Name with extension. The extension determines the file type and must be .csv (comma-separated) or .xlsx (Excel). Do not use spaces in the file name.
Click Next.

If at any time in the wizard you return to this page and select a different Export Area, all previous selections are removed and the wizard refreshes and proceeds with the new Export Area selection.

Select Table and Columns

If desired, click Choose Template and select an existing template if one exists. Otherwise proceed to the next step.
Tables: Select one or more from the list. The list is defined by the Export Area you selected.
Columns: Columns are defined by the selected tables. Each table is listed with an expandable menu. Select the table checkbox to select all columns for the table, or expand the table menu and select one or more columns. After you make your selections, columns appear as buttons in alphabetical order under each table heading. To remove a column, click the X on the button with the column name.
If desired, click Save Template and enter a Mapping Template Title so that you or other users with the same security access may use the template for future exports.

Create Column Headers

The columns you selected appear with the field name that will be retrieved. If desired, edit the column headers for your export file.

Choose Column Order

If desired, drag and drop the columns into the order you want them to appear in the export file. The default will be the order in which you selected the columns on the Select Table and Columns page of the wizard.

Create Conditions

The Create Conditions page works the same way that Advanced Search works.

Preview Export

The Preview Export page provides the first 20 records of data to be exported. Review the data and use the Previous button or select a page from the wizard menu to make edits.

Schedule Export

Repeat	Description	Settings
Run Now	Processes the export immediately and only one time. There is no recurrence. Use for one-time data export.	Not applicable
Daily	Sets an export on a daily schedule at a specific time.	Every X days, where X is an integer less than 7. Start Date: Date of the first export in the series. Run Time: Enter the time of day when the export should run. Ending: End on a specific date. End after a specific number of occurrences. Run until the job is made inactive.
Weekly	Sets an export on a weekly schedule on specific days and at a specific time.	Every X weeks, where X is an integer less than 4. Days: Select one or more days of the week for the export to run. You may select all 7 days. Start Date: Date of the first export in the series. Run Time: Enter the time of day when the export should run. Ending: End on a specific date. End after a specific number of occurrences. Run until the job is made inactive.
Monthly	Sets an export on a monthly schedule on a specific day of the month and at a specific time.	Day of the Month: Enter the day of the month when the export should run. For example, 15 would be the 15th of each month. Consider that February has fewer dates. Start Date: Date of the first export in the series. Run Time: Enter the time of day when the export should run. Ending: End on a specific date. End after a specific number of occurrences. Run until the job is made inactive.

Export Results

The Export Results tab lists export jobs that have run. It provides information about the export request, including the success or failure of request.

This tab is restricted by user resources.
Users may have more than one resource assigned, individually or through an assigned role.
The package of the resource controls the list. For example, if a user only has resource 24025 - May View Human Resources Export, the Recent Imports tab list is restricted to recent exports for that category. The list does not display recent exports for the Fund Accounting module, or any other area of the software.

Export Detail

Select an export title on the Recent Imports tab to display details about the export request. Refer to Export Results Fields and Descriptions for details.

Export Results Fields and Descriptions

Field	Description	Recent Exports List Page	Export Detail Page
Filter	Refine results by selecting filter options.
Status or Export Status	Indicates if the export request was completed or if it failed.	The label is Status	The label is Export Status
Export Title	The export title entered when the export request was created.		Not found on the detail page
Export Area	The export area selected when the export request was created.
Scheduled Date/Time	When the export was scheduled to run.	Not found on the list page
Start Date/Time	The time the export job actually initiated.
End Date/Time	The time the export job completed.		Not found on the detail page
Run Time	The amount of time for the export to complete.		Not found on the detail page
Requester	The name of the user who created the export request.
Delete	Delete the export from the results list.		Not found on the detail page
FilePath	The folder location for the export file.	Not found on the list page
Export Template ID	Identifies a template used for the export.	Not found on the list page
Export Group ID	Identifies the Export Area selected by the user.	Not found on the list page
Server	Indicates if the file was exported to SFTP or a local directory.	Not found on the list page
Total Rows	Indicates how many rows of data are on the export file.	Not found on the list page
File Name	The file name entered when the export request was created.	Not found on the list page

Scheduled Exports

The Scheduled Exports tab lists export jobs that are scheduled to run in the future. It provides information about the export request.

This tab is restricted by user resources and is not available to users who only have user-level read-only (view) resources.
Users may have more than one resource assigned, individually or through an assigned role. Super User, System Administrator, and Supervisor resources provide access to the Scheduled Exports tab.
The package of the resource controls the list. For example, if a user only has resource 24024 - May Add Human Resources Export, the Scheduled Exports tab list is restricted to future exports for that category. It does not display future exports for the Fund Accounting module, or any other area of the software.

Scheduled Exports Fields and Descriptions

Field	Description
Filter	Use to refine the list of export requests.
Status	Active Deactivated Error Expired
Export Title	The title entered when the export request was created.
Export Area	The Export Area selected for the export.
Next Run	Indicates the next scheduled time for a recurring export to process.
Source	Indicates whether the export file will be delivered to a local folder or SFTP server.
Requester	The name of the user who created the export request.
Options	Activate: Only applies to deactivated scheduled exports Deactivate: Only applies to active scheduled exports Delete

Retrieve Export

Retrieving the export depends on whether you selected SFTP or Local as the destination.

Local

If you selected Local, the default destination location is the user export directory. The file path is located on the export results detail page.

File Name Format

Unencrypted: The file name you entered is appended with the date of the export. For example: Filename_mm-dd-yyyy.csv or Filename_mm-dd-yyyy.xlsx.
Encrypted: The file name you entered is appended with the date and time of the export and a random generated number, and it is saved as a PGP file. For example: Filename.csv_mm-dd-yyyy_hh_mm_xxxx.pgp or Filename.xlsx_mm-dd-yyyy_hh_mm_xxxx.pgp.

Download Export File

From the eForms & Tools menu, select All. From the Tools menu, select View Files.
From the Directory list, select the export directory.
In the File Mask, enter the file name. You can use * (asterisk) as a wildcard. The File Mask is case-sensitive. For example, if the file name is ApprovalGroup.csv, you can enter Appr* to retrieve a refined list of results. Press Enter.
Select the file, then click Save to PC. The file saves to the Downloads folder.

SFTP

Retrieve the file from the SFTP server. If it is an encrypted (.pgp) file, you will need the private key (.asc) file and a PGP application to decrypt the file.

File Decryption

Use a third party PGP decryption tool. Specific steps may vary but you will need both the encrypted file (.pgp file) and the private key (.asc file that you downloaded on the first page of the Add Export wizard).