Use the Import Tool to update an existing employee certificate, such as its expiration date. To update a certificate, the import file must include the system-generated certificate index that identifies the existing certificate record.
The certificate index is the value in the indx column of a certificate file exported from PowerSchool ERP. The Import Tool matches an existing certificate by Employee Number and indx.
Before you begin
Before you update employee certificates, complete the following preparation:
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You must have access to the Employee Information import area and permission to update the applicable employee records.
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Export the employee certificate records that you need to update. Use the exported file as the source file so that it includes the system-generated indx values.
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Keep the indx column and its values for existing certificates unchanged. Do not change, delete, or replace an existing certificate index.
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Save the completed file in comma-separated values format with the
.csvextension.
The certificate index identifies a specific certificate for an employee. If you change or remove an existing indx value, the Import Tool cannot reliably match the certificate that you intend to update.
Update existing employee certificates
Use this procedure to update existing employee certificates.
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In the employee certificate export file, update the certificate values that need to change.
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Keep the indx value for each existing certificate unchanged.
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From the System Administration menu, select Administration.
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From the Imports and Exports menu, select Import Tool.
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On the Recent Imports tab, select Add Import.
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On the Select File page, select Employee Information in the Import Area list.
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In Import Handling, select Update.
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Upload the updated certificate file, then select Next.
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On the Map Import Fields page, confirm that the certificate fields, Employee Number, and Employee Certificate Index are mapped.
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Complete the remaining Import Tool pages to run the import or to validate it with Preview Mode.
When the import runs, the Import Tool uses Employee Number and Employee Certificate Index to find the existing certificate. The Import Tool updates the matching certificate record with the values in the file.
Add a certificate for an employee with no existing certificates
An export for an employee with no certificate records may contain 0 in the indx column. Before you import a new certificate for that employee, clear the 0 value in the indx cell for the new certificate row. Keep the indx column in the file.
Select Insert in Import Handling when the file contains new certificate rows. If the same file also contains existing certificates to update, select both Insert and Update.
Map employee certificate columns
An exported employee certificate file can contain both Employee Number and Employee Certificates_Employee Number columns. Automatic mapping handles the columns without additional action.
If you map columns manually, map only the Employee Number column to the Employee Number field. Do not map Employee Certificates_Employee Number to the same field. Mapping both columns to Employee Number creates a duplicate mapping, preventing you from continuing.
Review results before applying changes
Use Preview Mode for a one-time import to validate certificate updates before applying them. Review the import details in Recent Imports for row-level success messages, warnings, and errors. After you correct any reported issues, create a new import without Preview Mode to apply the changes.