AdminPlus > Data Base > Manage Student Data > Import Data

Import Data

Importing data is one of the key features of AdminPlus Data Base. If you have a file with data outside of AdminPlus and you don't want to manually enter each data field, you can quickly import data with the Import Wizard. The Import Wizard maps AdminPlus fields to your import file fields to successfully and accurately import data in the correct field.

  1. Make sure that all AdminPlus users are logged out of the system and that you have backed up your current year.
  2. In Data Base, click Tools > Import Wizard on the menu bar.

    Access Import Wizard

  3. Click Create a new specifications template or Load an existing specifications template.

    Only click Load an existing specifications template if the import file is the exact same format as a previous import file.

    Templates Import Wizard

  4. Click Set Administrator's Plus drive, school and year, and configure the following settings:

    • Browse your computer for the RS4 folder.
    • Click the name of your school from the drop-down list.
    • Click the school year from the drop-down list.

    Set Drive School Year

  5. Click Save to return to the Import Wizard.
  6. Click Set import filename, file type and number of fields, and configure the following settings:
    • Set import file (path and filename): Click Browse to browse your computer for the file you want to import.
    • Select Import File Type: Click the import file type for your data.
    • Click Student Import if you're importing student data, or click Staff Import if you're importing staff data.
    • How many header lines to ignore: Enter the number of header lines at the beginning of the file that AdminPlus should ignore when importing data.
    • Which header line, if any, contains field names: Enter the number where the header line is located that contains the field names for your data.
    • How many fields per record: Enter the number of fields for each student record.

    Import File Specifications

  7. Click Save to return to the Import Wizard.
  8. Click Set the Primary and Secondary Key fields, and configure the following:

    Only use secondary fields if your primary key field isn't unique in your AdminPlus Data Base. The use of secondary fields can cause errors if your primary field is unique.

    • Primary Key field in the import file: Click the number of the location of the primary key field in your import file.

      The primary key is an item that should be unique to identify a student in AdminPlus. This item must exist in both the import file and the AdminPlus Data Base. Matching this data ensures that the other data fields in the file import successfully into the correct student's file.

    • Primary Key in Administrator's Plus: Click the primary key in AdminPlus from the drop-down list.
    • Field in the import file: Click optional secondary fields from the drop-down list that match secondary fields in AdminPlus to ensure a successful import into the correct student's information.
    • Field in Administrator's Plus: Click optional secondary fields from the drop-down list that match secondary fields in the import file to ensure a successful import into the correct student's information.
    • How many Secondary Keys must match for the student to be updated: Enter the number of secondary key fields you chose to include in the text box.

    Set Primary and Secondary Keys

  9. Click Save to return to the Import Wizard.
  10. Click Map the import fields to Administrator's Plus, and do the following:

    1. Click a field to change the field name if necessary, and repeat for any field name requiring a change.

      To navigate up or down the list of fields, click Prev 10 Fields (PgUp) or Next 10 Fields (PgDn).

      Only change the case of a field if you want to reformat the data in a Data Base field. It's recommended not to change the case of the field as this can cause errors.

    2. Ensure that all fields are correctly assigned, and click Confirm mapping.
    3. Click Save.

    Map Fields

  11. Click Set defaults for Entry/Withdrawal Codes and Dates, and configure the following settings:

    Only configure these settings if you're importing new students.

    • ADDED First Member Day: For new students, click the day that the imported students are considered members of the school from the drop-down list.
    • ADDED Entry Code: For new students, click the entry code from the drop-down list that represents how the students entered into the school.
    • REACTIVATED First Member Day: For reactivated students, click the day that the imported students are considered members of the school from the drop-down list.
    • REACTIVATED Entry Code: For reactivated students, click the entry code from the drop-down list that represents how the students entered into the school.
    • INACTIVATED Last Member Day: For inactivated students, click the day that the imported students are last considered members of the school from the drop-down list.
    • INACTIVATED Withdrawal Code: For inactivated students, click the withdrawal code from the drop-down list that represents how the students left the school.

    Entry Withdrawal Codes

  12. Click Save to return to the Import Wizard.
  13. Click Perform import test, and correct any errors that appear.

    Perform Import Test

  14. Click Import Now.

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This topic was last updated on August 14, 2016.


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Copyright © Rediker Software, Inc. All rights reserved.