Importing Attendance Data into Aeries Web uses the Import Data To Aeries function. The page is available in School Info > Imports and Exports. This process is very powerful, so users should fully review the documentation available at the link below to be sure they fully understand the underlying process: https://support.aeries.com/a/solutions/articles/14000102033
Importing data to the ATT table has several unique considerations and options. In addition to READ permissions to Mass Add Student-Related Data in permissions, the user must also have both Insert and Mass Update permissions to the ATT table.
Note: The best practice is to import Attendance data at the School level, not the district level, because it is a school-based table. When using this for the first time, we suggest you use your Sandbox environment to make you fully understand the functions of the different options. It is also recommended that you have a current backup of your database before importing any data.
After the Source File containing the absence data is selected, and the Destination table set as ATT, the required fields need to be mapped to the data source. For each field use the drop-down menu to select the proper column from the data file.
Period Attendance schools should be sure to select the column in the data file that contains the period of each absence properly. In Daily Attendance schools, users should select ALL Day(ATT.AL) from the Period field drop-down menu so the absence code is put into the proper field.
The Import Options contains two sections: On Primary Key Match and Import. Please note, when you Save Mappings for future imports, you have the opportunity to choose to save the Import Options along with the field mappings.
- On Primary Key Match
- Update Existing Row or Skip Importing that Row - You must choose one of the two options to continue. If you want to overwrite any existing absences for the students, select the Update Existing Row option.
- Ignore Primary Key Errors - If you have records that cannot be matched (Student not found, or Date missing), they will display as Primary key Errors. If you choose to proceed rather than editing your import file, you must choose the Ignore Primary Key Errors option in order to proceed. Upon import, these records will be skipped.
- Import allows you to choose to Import data to
- Inactive Students - Allows attendance data to be written for students who are inactive. This may be necessary in cases where the absence you are importing happened prior to the the student becoming inactive.
- Inactive Schools - This option is not recommended when importing attendance.
- Only Replace Unverified Absences - When selected with Update Existing Row, will only replace unverified absences (usually code "A") with the absence code in the source file
- Also Update Absence Code Into ALL DAY Code - When selected with Update Existing Row, will not only copy the absence code in the source file into the period designated, it will also put it in the All Day code field (ATT.AL). This option is designed for Period Attendance schools only.
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.
Click on the link in each column to see the individual results for each category.
Please note: For Date errors, they may be listed as Primary Key Empty or Not Mapped when the date is included in the data file, but may have another issue. That's because the import process translates the actual date into to the Day Number, and finding an error for that specific day (i.e. school not in session).