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Export Data Using the Data Export Manager

Use the Data Export Manager to export data from PowerSchool tables, database extensions, and PowerSchool data sets into a text file. This function may be performed at the school or district level and may be performed for a student selection or staff selection.

Information displays based on your security permissions

Only data sources for which you have export access to all required tables and fields will be available for selection. If a data appears shaded and cannot be selected, you do not have field level access to that data.

  1. On the start page, choose System in the main menu.
  2. Click Page and Data Management.
  3. Click Data Export Manager.
  4. In the Select Columns to Export section:
    1. Choose the Category that contains the data you want to export:
      • Tables displays the top 22 PowerSchool tables followed by most other PowerSchool tables.
      • Database Extensions displays database extensions.
      • PowerSchool Data Sets displays approved data sets and any preexisting or new export modules.
      • Additional Data Sets displays all other data sets and third-party PowerQueries.
      • [Functional Categories], displays any functional categories within PowerSchool that have display names, such as Attendance, Grading, or Scheduling.
      • [Uncategorized] displays any functional categories within PowerSchool that do not have display names.
    2. Choose the data source that contains the data you want to Export From.

      Descriptions have been defined for many of the mass data modules and can be further customized to provide more detailed instructions. To view a list of descriptions:

      1. On the start page, choose System in the main menu.
      2. Click Page and Data Management.
      3. Click Localize PowerSchool.
      4. Click Data.
      5. Choose PowerSchool Customer Defined Data as the functional area or item you want to translate.
      6. Choose Mass Data Module Description as the Category.
      7. Click Retrieve Text.

    3. Select the columns to export.
    4. Click Next.
  5. In the Select/Edit Records section:
    1. To narrow the list of records by a specific column value, use the Column Filters. If this section does not appear, there are no column filters for the data set. Some fields in your selected data set may not be available for filtering.
    2. It is extremely important to note that you are making a permanent mass-change to data in the database when you use Edit All Filtered Records. Only extensions from the originally selected database extension are editable.

      1. Click Show Records in order for this button to appear.
      2. Click to edit field data for multiple records.
      3. To narrow the list, enter search criteria in the Filter field.
      4. Select the field option and then enter data.
      5. Click Submit.
    3. Click Next.
  6. In the Export Summary and Options Output section:

    1. Enter Export Format options.

      When the export is scheduled dynamic file naming:

      • %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.

      The default is set to [selected data source]_export.txt.

      Special characters in file names may not display properly depending on your operating system. For example, characters considered reserved by your operating system or file names with leading or trailing periods.

    2. Enter Export Options.
  7. Click Export.

    If you use Microsoft Excel to view an export file that includes fields containing characters that are being used as a record delimiter, the content may not be parsed correctly. Use a text editor to view the export file.

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