Choosing and Managing Source Records for Data Import

A Data Source can contain one or more Source Records. Source Records determine which entity types are available for import. Subrecords determine which child records are available within those entities.

Each Source Record and Subrecord can have its own Import Conditions to control which records are included during an import.

Each Data Source includes its import and source types, connection settings, and rules for selecting and mapping data.

The configuration hierarchy is:

• Data Source: The top-level configuration.

  • Source Records: Represent entities in the source system, such as students, contacts, transportation, or medical alerts. A Data Source can include multiple Source Records.

    • Field Mappings: Connect source values to form fields. Mappings can be configured for a Source Record or one of its Subrecords.

    • Subrecords: Represent child information associated with a Source Record, such as addresses, phone numbers, emails, or relationships. Subrecords can have their own Field Mappings.

Other rules control which records are imported and how values are prepared:

• Import Filters limit which students are included, such as by status, school, grade level, or student number. They are evaluated before record processing.

• Import Conditions limit which records are selected for each student, such as active contacts or home addresses. They can be set on Source Records and Subrecords, and are evaluated after Import Filters.

• Transform Rules modify a mapped value before it is written, for example by formatting it, replacing a value, or extracting text. Each Field Mapping supports one Transform Rule.

Available Records

The available Source Record types depend on the Data Source's Source Type.

PowerSchool SIS

Enhanced Health Integration

When Enhanced Health Integration is disabled in PowerSchool SIS, the following record types are not available:

• PowerSchool SIS Health Concerns

• PowerSchool SIS Medications

• PowerSchool SIS Health Misc

eSchoolPlus

CSV

CSV Data Sources always contain one Source Record representing the rows in the file.

Additional Source Records cannot be added.

The CSV Source Record cannot be deleted.

Add a Source Record

To add a Source Record:

1. Open the Data Source.

2. Select Add in the Source Records navigation panel.

3. Select a Record Type.

4. If the selected record type requires an Extension Table, select the table.

5. Optionally configure Import Conditions.

6. Select Save.

The Source Record appears on the Data Source detail page and is ready for field mappings.

Extension Table Selection

Some PowerSchool SIS Source Records require an Extension Table.

For these record types:

1. Select the Record Type.

2. Select an Extension Table.

3. Save the Source Record.

Available Extension Tables are loaded from the customer's PowerSchool SIS instance through Metadata Sync.

For record types that support extensions but do not require them, Extension Table selection is optional.

Duplicate a Source Record

To duplicate a Source Record:

1. Open the Source Record action menu.

2. Select Duplicate.

3. Review the copied configuration.

4. Save the new Source Record.

The duplicate includes:

• Import Conditions

• Subrecords

• Field Mappings

• Transform Rules

Destination form fields are cleared from copied Field Mappings and must be reassigned.

When a Record Type does not support multiple instances, the Duplicate option is unavailable.

Delete a Source Record

To delete a Source Record:

1. Open the Source Record action menu.

2. Select Delete.

Deleting a Source Record permanently removes:

• Subrecords

• Field Mappings

• Transform Rules

This action cannot be undone.

Reorder Subrecords

Subrecords and root-level Field Mappings share a single ordered list within a Source Record.

To reorder a Subrecord:

1. Select the drag handle.

2. Drag the Subrecord to a new position.

3. Release the Subrecord.

The displayed order determines processing order during import execution.

Duplicate a Subrecord

To duplicate a Subrecord:

1. Open the Subrecord action menu.

2. Select Duplicate.

The duplicate is created immediately within the same Source Record.

The duplicate includes:

• Field Mappings

• Transform Rules

Destination form fields are cleared from copied Field Mappings.

Delete a Subrecord

To delete a Subrecord:

1. Open the Subrecord action menu.

2. Select Delete.

Deleting a Subrecord permanently removes:

• Field Mappings

• Transform Rules

The deletion takes effect immediately.

Add Import Conditions

Use Import Conditions to determine which records are included for a student.

Import Conditions are available on Source Records and Subrecords that can return more than one result for a student.

For example:

• Relationship is Mother

This condition limits a Contact Source Record to contacts whose relationship to the student is Mother.

PowerSchool SIS Contact Built-In Import Conditions

When you configure a Contact Source Record for a PowerSchool SIS Data Source, Enrollment includes pre-built import conditions by default. During Roster imports, these conditions automatically exclude inactive, invalid, or expired contact records so you do not have to build those common rules manually.

Contacts are excluded if any of the following apply:

• The contact has no last name

• The contact is inactive or marked deceased

• The relationship to the student is inactive

• The relationship end date is in the past

Any custom Import Conditions you define apply in addition to these built-in rules.

Create an Import Condition

1. Open the Source Record or Subrecord.

2. Open the Import Conditions section.

3. Select a source property.

4. Select an operator.

5. Enter a value, if required.

6. Save the condition.

Multiple conditions can be added.

All configured conditions must be true for a record to be included.

Supported Operators

Source Property Format

Source properties are displayed in the format:

TableName.ColumnName

Multiple Conditions

Multiple Import Conditions use AND logic.

For example:

Relationship is Mother

AND

RelationshipStatus is Active

Both conditions must be true before the record is included.

OR conditions are also supported within Import Conditions.

For example:

Relationship is Mother

OR

Relationship is Step-Mother.

The Import Conditions use the Expression Builder, which can be referenced in the Expression Builder Basics or Rules - Configuration | Rule Properties.

Import Conditions on Subrecords

Subrecord Import Conditions are evaluated independently of the parent Source Record.

For example:

AddressType is Home

affects only Address records and does not change which Contact record is selected.

Contact Addresses

The system skips address records for the condition: “Address association end date has expired”.

Addresses continue to import when:

• No end date exists

• The end date is in the future