Manage Custom Files

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INTRODUCTION

The Custom Files Import Method enables Dyknow Administrators to mass-import student roster data (.csv files) into Dyknow via SFTP. To upload and/or update roster data in bulk using the Custom Files Import Method, Dyknow Administrators must prepare their Custom Files by:

  • Exporting data from their Student Information System (SIS) into .csv files; and,
  • Verifying that data meets the Custom Files import requirements. 

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

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

 

REVIEW CUSTOM FILES REQUIREMENTS

Importing roster data into Dyknow using the Custom Files Import Method requires you to prepare the following data sets/unique .csv files:

  • Schools.csv file;
  • Users.csv file (or both/separate StudentUsers.csv and StaffUsers.csv files); and,
  • Schedule.csv file (or both/separate Classes.csv and Enrollments.csv files).

Review the tables below to identify the data requirements for each type of Custom File.

Schools.csv

 Column Name  Description
 School Code  Unique value assigned to the organization by the district;
 To be referenced in all remaining import files
 School Name  Name of the organization that corresponds to the School Code

Users.csv

 Column Name  Description
 School Code  Unique value assigned to the organization;
 Must match a School Code in the schools.csv file
 User ID  Unique value assigned to the user
 Username  Unique value used to identify students on Windows and Mac devices
 Email  Unique value used to identify students on Chromebook devices and
 Staff users for login
 First Name  User first name
 Last Name  User surname
 Role  Dyknow user role (Student, Teacher, Tech Coach, or Administrator)

StudentUsers.csv

 Column Name  Description
 School Code  Unique value assigned to the organization;
 Must match a School Code in the schools.csv file
 User ID  Unique value assigned to the user
 Username  Unique value used to identify students on Windows and Mac devices
 Email  Unique value used to identify students on Chromebook devices
 First Name  User first name
 Last Name  User surname

StaffUsers.csv

 Column Name  Description
 School Code  Unique value assigned to the organization;
 Must match a School Code in the schools.csv file
 User ID  Unique value assigned to the user
 Email  Unique value used to identify staff users for login
 First Name  User first name
 Last Name  User surname

Schedule.csv

 Column Name  Description
 School Code  Unique value assigned to the organization;
 Must match a School Code in the schools.csv file
 Class ID  Numeric value assigned to each class
 Class Section  Name of section to which each class is assigned;
 Helps distinguish classes with the same class ID
 Term ID  Value used to identify the semester during which each class meets
 Class Name  Name of the class
 Class Period  Period during which the class meets
 Start Date  Date the class begins
 End Date  Date the class ends
 Teacher User ID  Unique value assigned to each teacher;
 Must match a user ID in the users.csv file
 Student User ID  Unique value assigned to each student;
 Must match a user ID in the users.csv file

Classes.csv

 Column Name  Description
 School Code  Unique value assigned to the organization;
 Must match a School Code in the schools.csv file
 Class ID  Numeric value assigned to each class
 Class Section  Name of section to which each class is assigned;
 Helps distinguish classes with the same class ID
 Term ID  Value used to identify the semester during which each class meets
 Class Name  Name of the class
 Class Period  Period during which the class meets
 Start Date  Date the class begins
 End Date  Date the class ends
 Teacher User ID  Unique value assigned to each teacher;
 Must match a user ID in the users.csv file

Enrollments.csv

 Column Name  Description
 School Code

 Unique value assigned to the organization;
 Must match a School Code in the schools.csv file

 Class ID  Numeric value assigned to each class
 Class Section  Name of section to which each class is assigned;
 Helps distinguish classes with the same class ID
 Term ID  Value used to identify the semester during which each class meets
 Student User ID  Unique value assigned to each student;
 Must match a user ID in the users.csv file

Note:

  • For best results, all three (or four) of the .csv files identified above should be uploaded simultaneously.
  • Custom Files are flexible, meaning their file names, column headers, and column order can vary.
  • A header row is NOT required for these files.
  • These are our recommended fields; please include all that are available in your SIS.
  • To view examples:
    • Navigate to the Dyknow Admin Settings > Import Manager > Setup tab;
    • Locate the Upload section;
    • Click see examples.

 

PROCESS CUSTOM FILES WITH IMPORT MANAGER

1. From your SIS, export the set of data that best matches the Custom Files' requirements identified above.

2. Upload your Custom Files to the Dyknow SFTP server's /upload folder.

Note: Read the Upload Roster Import Files to SFTP article for step-by-step instructions.

3. Login to Dyknow.

4. Click the gear icon gear_icon.PNG; you will be redirected to the Dyknow Admin Settings.

5. Click the Import Manager tab.

6. Click Setup.

Import_Manager_Setup_-_Setup_tab.PNG

7. Locate the Select section.

Import_Manager_Setup_-_Select.PNG

8. Click to select the Users file you uploaded in the Users file field.

Import_Manager_Setup_-_Map_users_file_below.PNG

9. Locate the Map section.

10. Click to select Users in the Select File Type field.

Import_Manager_Setup_-_Select_file_type.PNG

11. If your Users file contains a header row, click to select the File has a header checkbox; otherwise, continue to step 12.

Import_Manager_Setup_-_File_has_a_header.PNG

12. Click to select the description of the data within each column in the Unmapped Column fields.

Import_Manager_Setup_-_Unmapped_columns.png

13. Repeat steps 7 – 12 for all remaining files.

14. Click Continue: Process Import; you will be redirected to the Import Manager Import tab.

Import_Manager_Setup_-_Continue_process_import.PNG

15. Click Process Import.

Import_Manager_Import_-_Process_Import.PNG

16. 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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