Manage Clever Export Files

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INTRODUCTION

Clever export files enable Dyknow Administrators to seamlessly import student roster data into Dyknow. Clever uses standard formatting for data exchanged between systems like your Student Information System (SIS) or Learning Management System (LMS) and Dyknow.

Note: There are many SISs that support the Clever format; however, not all are guaranteed to have a .csv export or .csv auto-export to SFTP option.

This document is a resource for Dyknow Administrators to understand how to:

Prerequisites: Manage Roster Import Settings and Setup Dyknow FTP Folder Connection

 

SETUP CLEVER FILE REQUIREMENTS

For Clever exports, you will need all of – and only – the following five files, each containing the associated column headers/data. Review the tables below to setup your Clever export file requirements.

Schools.csv

 Column Name  Description
 school_id  Unique value for school; corresponds to sis_id field in Clever
 school_name  Name for school

Students.csv

 Column Name  Description
 school_id  Unique value for school; must match a school_id in schools.csv file
 student_id  Unique value for student; corresponds to sis_id field in Clever
 first_name  Student first name
 last_name  Student last name
 student_email  Student email address
 username  Student default username for Clever Instant Login

Teachers.csv

 Column Name  Description
 school_id  Unique value for school; must match a school_id in schools.csv file
 teacher_id  Unique value for primary teacher; corresponds to the sis_id field in Clever
 first_name  Teacher first name
 last_name  Teacher last name
 teacher_email  Teacher email address

Sections.csv

 Column Name  Description
 school_id  Unique value for school; must match a school_id in schools.csv file
 section_id  Unique value for section; corresponds to sis_id field in Clever
 teacher_id  Unique value for primary teacher; must match a teacher_id in teachers.csv file
 course_name  Name of course associated with section
 term_start  Date term (class) starts
 term_end  Date term (class) ends

Enrollments.csv

 Column Name  Description
 school_id  Unique value for school; must match school_id in schools.csv file
 section_id  Unique value for section; must match section_id in sections.csv file
 student_id  Unique value for student; must match student_id in students.csv file

Note: Please use the following specifications when configuring your Clever export files:

  • Files should only contain active student data
  • A header row is required for these files
  • All the files identified above must be present for the upload to be processed

 

CONFIGURE CLEVER FILES FOR EXPORT

Follow the steps below to configure your Clever files for export from your SIS.

1. Login to your SIS as an Administrator.

2. Navigate to the Exports or Reports section.

3. Click the Add Vendor button to assign your secure Dyknow FTP folder as the destination for receiving your Clever export files.

4. Enter Dyknow into the Vendor Name field.

5. Enter dito.dyknow.com into the SFTP Server field.

6. Enter /upload into the SFTP Directory field.

7. Enter 22 into the SFTP Port field.

8. Enter your Dyknow account SFTP username into the Username field.

Note: Locate your Dyknow account SFTP username in the Dyknow Import Manager Setup tab.

9. Enter your Dyknow account SFTP password into the Password and Confirm Password fields.

Note: Locate your Dyknow account SFTP password in the Dyknow Import Manager Setup tab.

10. Click Save.

11. Select the five Clever export files listed below:

  • Schools
  • Students
  • Teachers
  • Sections
  • Enrollments

Note: Ensure the format of the selected Clever files matches the Clever File Requirements identified above.

12. Select the schools that should be included in the Clever export files.

13. Click Enable Scheduled Process to automate this export process and continue to step 14; otherwise, skip to step 17.

14. Enter the days you want to run the Clever export process into the Days to run SFTP field.

15. Enter the time of the day you want to run the Clever export process into the Time field.

16. Enter the email address(es) that should receive confirmation when the Clever export process completes into the Email Address field.

17. Click Save.

18. Click Run Now and Upload.

19. Continue to Process Clever Export Files with Import Manager.

 

PROCESS CLEVER EXPORT FILES WITH IMPORT MANAGER

1. Login to Dyknow.

2. Click the gear icon DyKnow_Web_App_-_gear_icon.png; you will be redirected to the Admin Settings.

3. Click the Import Manager tab.

4. Click Setup.

5. Locate the Choose Files section.

6. Select your uploaded schools.csv file in the Schools file field.

7. Select your uploaded students.csv file in the Students file field.

8. Select your uploaded teachers.csv file in the Teachers file field.

9. Select your uploaded sections.csv file in the Classes file field.

10. Select your uploaded enrollments.csv file in the Enrollments file field.

11. Click Continue: Process Import.

12. Click Process Import.

13. You will receive an Import Results confirmation email once your import is complete.

Note: If your importing data contains errors or any changes that exceed Import Thresholds, you will receive a Check Your Data email in addition to the Import Results confirmation email. To review and validate import errors, read the Validate Paused Imports article.

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