Aeries Web Version can be utilized to schedule regular imports of CASEMIS Student Data and Student Services Data into the Aeries database. These files are typically obtained from a third-party Special Education System vendor. This will update or create Special Education data in Aeries. The CASEMIS Students (tableA) file and Services (tableB) file must be the ASCII text (.csv) formatted file with file headers as defined in the CASEMIS Technical Assistance Guide. Once the scheduled imports are set up, districts will need to ensure that the CASEMIS Student Data and CASEMIS Student Services Data files are refreshed prior to the next scheduled import, otherwise the same data files will be re-imported. One-time uploads may also be done.
Configure CASEMIS Import
Aeries Web Version Administrators can access the CASEMIS Import page in the School Info / Imports and Exports node of the Navigation Menu. This page defines where the CASEMIS files will be stored, the name of the files, and the scheduled day(s) and time for the import to run. There is also a button to import the CASEMIS files immediately. Once all selections have been made, click on the SAVE button.
NOTE: Once the scheduled imports are set up, districts will need to ensure that the CASEMIS Student Data and CASEMIS Student Services Data files are refreshed prior to the next scheduled import, otherwise the same data files will be re-imported.
A one-time manual import is available. To do an import, check the box at the top of the form, then browse to the files on the local computer, then click Import. Note: If uploading both TableA (Students) and TableB (Services) files, they both must be selected before clicking Import. TableA (Students) file MUST be listed first as illustrated in the screenshot below.
After the process runs, both the currently logged in user, as well as the email address set in the scheduled process section will receive an email when it's complete with summary information as outlined below. Note: There is no difference in the file format between the manual import and the scheduled process import. Once the file gets uploaded, it will be processed just as it does with the scheduled process.
File Location Options
The location of the CASEMIS Students and Services files must be identified in the CASEMIS Import page.
The files can be stored in a Shared Folder within the district’s network, or on a Secure FTP (sFTP) site.
In the below example the CASEMIS files are stored in a shared folder called “myshare” that resides on a server called “myserver”.
To use a secure FTP (sFTP) site select the CASEMIS files are stored on a Secure FTP option. The UNC Filepath will be replaced with the sFTP server and login information. Enter the sFTP Server Name or IP address, the port the sFTP server is using, the directory where the CASEMIS Students and Services files will be saved to, and a user name and password that has access to read the files.
After the File Location has been defined, the file names of the CASEMIS files that will be imported need to be entered. By default the CASEMIS Student Data (tableA) file will always be imported. To also import the CASEMIS Student Services Data (tableB) file, click on the Services option in the Files to include in import. Next enter the file names that will be used to identify the Student Data file and the Student Services Data file.
NOTE: The Student Data file will always be imported by default. The Student Services Data file may be imported if selected.
To automate the CASEMIS import on a weekly or daily basis, select the Days of the week and the Time of day to run the import process. The time can either be typed in or selected from the time dropdown.
Enter an email address in the Email Address field that will receive a completion report once the import process has finished. Multiple email addresses can be entered, separated by commas.
In the below example the Scheduled CASEMIS Import will run every Monday, Wednesday and Friday at 6:30 pm. An email with completion information will be sent to “firstname.lastname@example.org”.
By default the Scheduled CASEMIS import is Disabled. To turn on the scheduled process select the Enable Scheduled Process button.
After enabling the Scheduled CASEMIS import the Status will change to Enabled and the button will change to Disable Scheduled Process so that it can be turned on again when appropriate.
After all selections have been made to the CASEMIS Import Configuration page, click on the Save button. A message will display briefly notifying you that the settings have been saved.
Import CASEMIS File
In some circumstances the CASEMIS import may need to be run immediately. Click on the Import CASEMIS File button to immediately run the CASEMIS import and send the completion results email to the Email address(es) defined on the CASEMIS Import Configuration page.