Data Import/Export Guide - AimsWeb+ Help Documentation

Data Import/Export Guide - AimsWeb+ Help Documentation

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Obtain the Templates

Your file must be in the data format needed to import the data. You may use the sample templates provided within aimswebPlus.

If you use the template, enter data on the Template tab, using the instructions on the

Layout and Conditional Req tabs (and for the User template, the RoleCode tab).

If you use a file that you have previously exported using Manage > Export or created from another source (such as a school file), refer to this guide and the templates for the newest information and format requirements.

To download the templates, use any of these locations:

• In aimswebPlus, click Manage and select Import. Click New Import, select the type of import to perform, and click Get Template File.

• In the aimswebPlus Help, in the Contents go to the Account/District/School Managers and select Import Templates and User Guide.

• In the aimswebPlus Help, see the Manage > Import topic.

Your browser controls how and where the file is downloaded. The template is a read-only Excel file. Save the file in any folder, and then copy it to enable editing your copy. It is useful to keep the original for reference.

Alternately, your school may have a method for creating import files. Your files must be in the same format as our template.

If this is not your initial import, you may export roster or user data, update the exported files as needed, and import the files.

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Template Purposes

Template Purposes

Roster template

The Roster template is used to create the account structure (districts, schools, and classes) by importing teachers and students, updating student demographics, and rostering students into classes.

Note: Import the Roster first if you are setting up your account for the first time or preparing for a new school year.

Demographics are assigned to the student and will apply to all scores in the file. Changing a demographic value via Roster import will not retroactively update scores that already exist in your account and are not included in the file to be edited by the import.

User template

Use this template to add new users after setting up the account. This import will not update or edit information for existing users.

Font Color Meanings

The font colors indicate whether data is required, conditionally required, or optional.

Font Color Meanings

Red font Required

The information must be provided in your file.

Blue font

Black font

Conditionally Required.

The information is needed for certain conditions only (see the Description column and

Conditional Req Fields tab for details). The system checks to see if the item is entered when needed and records a message if missing. The column header is always required, even if none of the individual rows require data in that column.

Optional:

Fields labeled Not Required do not require data. The column header is always required, even if none of the individual rows contain data in that column. If data is not supplied for some of these optional fields, you cannot report on them. For example: If you want to report TeacherPhone, you must supply that information. Optional data may be added later via the interface.

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Template Tabs

The tabs specify the data columns and requirements for each type of import. There are three tabs in the Roster template, and four in the User template.

• The Layout and Conditional Req Fields tabs contain guidelines and instructions.

• The Template tab contains headers only. Enter your data in this tab. You need to be viewing this tab when you save the spreadsheet as a text file.

• The UserRoles tab is only in the User template. To assign a user role, enter the code that corresponds to the desired role.

Layout Tab

Templates are dated on the Layout tab with the date they were last updated. The template dates do not correspond with the application release dates. The templates are updated separately, so will seldom have the same dates. If you need to call support, it is helpful to have the template date available.

The Layout tab describes whether the data in a column is conditional, required, or not required, when the data is required, and the valid values for the data.

Layout Tab

Column Name Lists the columns in the order they appear on the Template tab.

If you create your own file without using the template, ensure that the

Column names match the spelling and capitalization shown in the template, including no spaces.

Req Rule Data for the associated column is

Required , Conditionally Required

or Not

Required (ie, Optional).

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Each requirement rule only applies to the data. The column headers are always required in the file.

Uniqueness Rule

If a rule is appropriate to the column, the rule shows where the data must be unique. For example, a ClassUID (unique identifier) is only required to be unique within a school while a DistrictUID must be unique across the entire account.

These rules are enforced within the import, and data that does not meet the conditions will result in a failed import file.

Valid Values

This shows the acceptable values for each column.

The values in your file must match the values listed here. Any deviation will result in a failed import file or rejected row. For example, if the valid values are <blank>, 0 and 1, but any other text is entered, the import will not process.

Note: in most cases <blank> (a field left blank) means "do not change the existing value in the database for this record."

Notes and

Code mapping

This shows any special rules about the column data or explanation for codes used. For example, in the Roster template, the demographics corresponding to each code display in this column.

Conditional Req Field Tab

The following figure is a shortened view of a sample tab.

Conditional Req Field Tab

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Column Name Identifies the columns on the Layout tab that are Conditionally Required.

Condition Shows the required conditions and dependencies.

Role Codes Tab (User Template only)

The User Roles tab is specific to the User Template and lists all of the available roles within aimswebPlus. Enter the User Role exactly as it displays in the template.

Role Codes Tab

Valid Role Code column

Lists the role code to be used when you add users. The code is the role name in this exact format, for example: ACCOUNT_MANAGER.

Description column

Identifies the role permissions.

Template Tab

The Template tab contains the import data, and will be saved as the import file. When you are ready to save you must be on the Template tab.

Template Tab

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