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AutoSend Setup

On this page:

Create AutoSend records to determine whether your PowerSchool system can automatically create a copy of the information you specify at the selected date and time intervals, and export the file to another system.

When creating an AutoSend record, you can determine the export parameters for each of the following types of data:

  • Attendance
  • Course
  • Section
  • Student schedule
  • Student demographic
  • Teacher

Add an AutoSend Record

  1. On the start page, choose System under Setup in the main menu. 
  2. Under Data Management, click AutoSend Setup.
  3. Click New
  4. Use the following table to enter information in the fields:

    Field

    Description

    Name

    Enter the name of this record.

    Data to Send

    Use the pop-up menu to choose the data you want to send with this record:

    • Attendance
    • Courses
    • Sections
    • Student Schedules
    • Students
    • Teachers

    Note: Attendance table options are affected by the choice of attendance recording methods. For more information, see Attendance Preferences.

    When to Execute

    Use the pop-up menus to determine the hour and minutes at which you want PowerSchool to automatically export a copy of the data.

    Note: If the minutes are 00, Autosend runs after the Hourly Process has completed (not specifically on the hour stated but within that hour).

    Days to Execute

    Enter the days of the week you want the system to export the data. Starting with Monday, use the following abbreviations: MTWHFSU.

    Turn Execution Off

    Select the checkbox to stop the system from automatically exporting data. To turn AutoSend on, deselect the checkbox.

    Send Output to

    Indicate the method by which you want to export the records to the other system from the pop-up menu.

    To use a local (or network shared file system to export the records to the other system:

    1. Choose Local (or network shared) File System.

    To use a managed connection, such as SFTP, to export the records to the other system:

    1. Choose Managed Connection. A second pop-up menu appears.
    2. Choose a managed connection from the pop-up menu.

    Note: Managed Connections only appears in the pop-up if configured and download capability is enabled. See System > System Settings > Plugin Management > Remote Connection Manager.

    Note: The Ad Hoc FTP Server setting is no longer available.

    Path

    Enter the path and name of the file destination on your PowerSchool server.

    If this is on a single node, the path must be defined as being from the root. If this is a server array, use only the file name and never the path, since there is only one location for Autosend files to be imported from on a server array. The file will be exported in text format (.txt).

    Dynamic file naming options:

    • %d = Date in YYYY-MM-DD format. 2016-11-14
    • %t = Time in HR24MI format. 1312
    • %s = CurSchoolID. 100

    For example, c:\data\myfile-%d-%t-%s.txt would produce a file called c:\data\myfile-2016-11-14-1312-100.txt when executed.

    Field Delimiter

    Use the pop-up menu to choose one of the following to determine how values are separated in the export file:

    • Tab
    • Comma

    Record Delimiter

    Use the pop-up menu to choose how records are separated in the export file:

    • CRLF: carriage return, line feed
    • CR: carriage return
    • LF: line feed

    Sort Order

    Enter the order that this record appears on the AutoSend Setup page. If you do not make a choice, the order is alphabetical by the name of the AutoSend record.

    First record of file is "number_of_records="

    The system does not export the file if the number of records in it does not match the number given in the first record of the file. It is recommended that you select the checkbox.

    Include "upload_type"

    If you select the checkbox, the first or second record of the export includes the text upload_type=, followed by the upload type.

    Attendance-Specific Settings

    If you chose Attendance from the Data to Send pop-up menu, select an option to indicate which attendance data you want the system to include in the export file:

    • Send any attendance modified in the last 24 hours
    • Send attendance modified since last upload
    • Send attendance data modified between these dates: Enter the date range using the format mm/dd/yyyy or mm-dd-yyyy. If you do not use this format, an alert appears. If you submit the date with an incorrect format, the date field is submitted as a blank entry.
    • Send all attendance to date

    Otherwise, leave this field blank.

    Student-Specific Settings

    If you chose Students from the Data to Send pop-up menu, the system includes all students currently enrolled at your school in the export file.

    E-Mail completion report to

    Enter the email addresses of the people you want the system to send a completion report to each time it exports this file. Separate multiple addresses with commas.

    Fields to export

    Choose the PowerSchool fields to include in this export file from the pop-up menu.

    Note: If you are adding database extension fields, enter the extension field name using the format [extension name].[fieldname].

    Duplicate this AutoSend record to all schools on this server

    If you are creating this record for the first time, you may want to select the checkbox to make the record available to all schools that use your PowerSchool system. Otherwise, deselect the checkbox.

    Duplicate this AutoSend record to district office

    If you are creating this record for the first time, you may want to select the checkbox to make the record available to the district office. Otherwise, deselect the checkbox.

    Note: This option is only for the Students or Teacher tables.

  5. Click Submit

Edit an AutoSend Record

  1. On the start page, choose System under Setup in the main menu.
  2. Under Data Management, click AutoSend Setup
  3. Click in the Name column the AutoSend record you want to edit. 
  4. Edit the information as needed
  5. Click Submit

Delete an AutoSend Record

  1. On the start page, choose System under Setup in the main menu. 
  2. Under Data Management, click AutoSend Setup.
  3. Click in the Name column the AutoSend record you want to delete. 
  4. Click Delete.
  5. Click Confirm Delete

Manually Run an AutoSend Record

Manually run an AutoSend record to avoid waiting for the process to automatically run on the specified day and time.

  1. On the start page, choose System under Setup in the main menu. 
  2. Under Data Management, click AutoSend Setup
  3. Click Run Now
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