The Import Data into Aeries process allows users with appropriate permissions to import records into a table for many students. This item has been converted from the Client to the Web, and even allows importing data into custom tables and non-student related tables (such as Staff). The Import Attendance Data - Aeries Web article provides detailed information on how to use the Import Data into Aeries page to import Attendance data.
The page is available in School Info > Imports and Exports.
NOTE: When importing test scores, be sure to FIRST check the Import Test Results page BEFORE using this process to import data. Most standard tests used by schools have existing layouts available under Import Test Results and it has more function than this process does, handle sub-tests, text exemptions, etc. Overview for Import Test Results
Accessing the Import Data To Aeries page requires Read permission to Mass Add Student Related Data in Security.
To use this page to import data to a particular table, the user must also have both Insert and Mass Update permissions to that table.
The page also supports the special Administer permission. Users with Administer permission to the page are permitted to overwrite layouts saved by other users.
3 new Tables are introduced to support logging:
The Import Data to Aeries page has been designed as an easy-to-use, drag-and-drop, intelligent interface for importing data into different student tables. It accepts a variety of file formats such as .csv, .xlxs., .txt and others. When the column names in the file match the column names in the import table, the page will automatically map the import and show information and errors for each column. A history is kept of Imported Files for reference and analysis of the data imported.
To import data into Aeries, start by dropping a file into the blue area or click on Choose a file and navigate to the file location.
The File Preview will appear to show the data that will be imported. The row count will appear at the bottom of the section. Click Next.
Choose the Destination Table.
There are filters available for the Table code and Description to find the desired table.
The Mapping and Import section will try to map your file columns to the table columns based on the column names. If they match the table columns they will be mapped automatically. The Table name will appear at the top. The Save Mapping button will allow you to save this import layout. The Load Mapping button will allow you to load a previously mapped import so you can easily upload the same data on a regular basis without re-mapping the fields.
- Aeries Field Name - The column name in the Aeries table you are importing to.
- Source Column From File - The columns in your data that you can match to the Aeries field
- Is Primary - If the field is part of the Primary Key it must be mapped.
- Description - The description of the Aeries field you are importing into.
- Data Type - The type of data you can import into that field.
- Nullable - Whether the field accepts NULL values.
- Issues - Information about the data such as empty rows, inactive students or data type errors.
If a column was not matched automatically, then choose the column name from the drop down list.
The Primary Key will depend on the table you are importing into - whether it is ID-based or SC,SN-based. The Import page will attempt to translate Student ID's to SC,SN for Non-ID-based tables. The option to use Perm ID instead of SN,SC for Non-ID-based tables will appear when the SC,SN table is chosen. The option to translate the SSID to Perm ID is also available.
For data that is not included in the import file, values can be inserted in any column by choosing Custom Value from the drop-down menu and entering it in the window below. Make sure the custom value you enter is in the proper format for the field into which it is being inserted.
Note: For tables that that have a Grade Level field, you have the ability to calculate it from the student's current grade level. This is recommended whenever you are importing data to the TST table to use this option to calculate it off the STU.GR field whenever possible, as the grade level for testing is stored in a non-standard way.
As the columns in the data file are matched to the table fields, they are greyed out in the drop-down menu, so you can tell at a glance which have not yet been matched. However, you can choose to insert one column in the source file to multiple destination fields.
The SQ (Sequence) field applies to tables that have a one-to-many relationship to IDN or STU. You can allow the sequence number to be Automatically Assigned on import, or use a SQ field in your data to import.
Once you are done matching your source file to the appropriate fields in Aeries, if this is an import you may want to repeat, you can choose to Save Mapping. It will default to the name of your import file, but you can rename it if you wish. If you rename your Mapping profile to an exiting one, you will be asked it you wish to replace it. The saved mapping profiles are available under the Load Mapping button to anyone using the system.
The Related Tables section is informational
The Import Options contains two areas.
- On Primary Key Match, you may Update Existing Row or Skip Importing that Row. You must choose one of the two options to continue.
- Import allows you to choose to Import data to Inactive Students and include Inactive Schools.
Choose your options and click on the Import button.
After the page processes the data you will be taken to the Imported Files tab to see the results of the import.
- Table - The Aeries table the data was imported into.
- Date Imported / User - The date of the import and the User.
- Options - Options selected on the Import mapping.
- Errored, Inserted, Updated, Skipped and Total Rows - The count of the rows in each category.
Clicking on one of the numbers will bring up the details from the IMR table that shows information about each row of data.
Each column can be sorted, filtered, hidden or displayed, and Locked or Unlocked.
You may also export the list to an Excel spreadsheet for analysis.
The Imported Files tab will show the record of all imports. This information is kept in the IMJ table.
- When Importing Section numbers Course IDs should be included. If not, then please run a query to mass update the CN in the SEC after the Import is complete
- When importing to the GRD table, it is recommended that the following fields be calculated from the Section number, if that is included in your source file:
Also, don't forget to match the Section number to it's own field on the GRD table near the bottom:
Note: It is NOT recommended to use this process to import PGM records for 122-Title 1. That is because the Services Provided are now stored in a related table Program Services (PGS), and not the Services field in PGM. This could cause State Reporting issues with missing services. If the PGM records for Title 1 are added now, the services will need to be entered into the PGS table MANUALLY at this time.