Import Data Using the Data Import Manager

Once you have prepared your import file, you can import the data using the Data Import Manager.

Note: Verify that you are signed in to the appropriate school. If the school is incorrect, click School at the top of the page to choose a new school before starting this procedure.

1. On the start page, choose Special Functions under Functions in the main menu.
2. Click Importing & Exporting. 
3. Click Data Import Manager. 

4. Use the following table to enter information in the Select Source and Target fields:

   Field	Description
   Source	Enter the file path and name of the file to import or click Choose File (or Browse), navigate to the data file, and click Open.
   Import Into	Indicate which data set you want to import the data into by choosing one of the following from the pop-up menu: Academic and Career Plan: Location Academic and Career Plan: Setup Code Sets Contacts Health: Student Immunizations Incident Standards: Course Weights Standards: District List Standards: Final Grades By Class Note: Custom tables only appear if your district allows importing into custom tables at the school level.
   Field Delimiter	Use the pop-up menu to choose which delimiter to use to separate the fields in the exported data from the pop-up menu: Tab Comma Other: Enter the field delimiter in the adjacent field. Note: Adjacent field only appears editable if Other is selected. Note: Only one character may be entered. A double-quote character is not allowed. Note: This field only appears if applicable to the Import Into selection.
   Character Set	Use the pop-up menu to choose the character set for the import file. This selection is specific to the operating system where the import file was created: Unicode Windows ANSI (Windows) Mac Roman (Mac) ISO 8859-1 (Unix) Note: This field only appears if applicable to the Import Into selection.

5. Click Next or the Map Columns header.
   Note: The Next button and the Map Columns header appear shaded until the Source and Import Into are populated.

6. Use the following table to enter information in the Map Columns fields:

   Field	Description
   Select Template	To apply a template: Click Select Template. Select the template you want to apply. Note the mapped fields that are included in the template appear in the lower portion of the pop-up. Click Apply. To delete a template: Click Select Template. Select the template you want to delete. Click Delete. Click Confirm Delete. Click Close. Note: If no templates have been saved, this button appears disabled. Note: Click column headings to sort templates in ascending order. Click again to sort in descending order.
   Import File Column	This section displays the fields from the import file.
   PowerSchool Field	This section displays the suggested PowerSchool field for each field from the import file. To map a field from the import file, choose a PowerSchool field from the pop-up menu. Student Email For Student Email, only Student Number and Email appear mapped. Student Number is required for importing Student Emails. All other imported fields appear blank. Incident Primary fields in the Incident data set may only be mapped once. Secondary fields may be mapped one or more times. For more information, see the Importing Incidents.
   Save Template	If you import the same fields of data frequently, you can create a template so that you don't have to define the field import map every time you perform an import. To create a new template: Click Save Template. Enter the name of the template. Enter a description of the template. Note the mapped fields that are included in the template. Click Save as New. To edit a template: Click Save Template. Edit the description of the template. Note the mapped fields that are included in the template. Click Save.

7. Click Next or the Select Options header.
   Note: The Next button and the Select Options header appear shaded until at least one column is mapped, an identifier (required field) is mapped, and the same primary column is not mapped more than once.

8. Use the following table to enter information in the Select Options fields:

   Field	Description
   Check to exclude the first row.	Do one of the following: Select the checkbox to prevent importing the header row. Deselect the checkbox to import the first row. This should be used if your import file does not contain a header row. Note: If one or more columns are auto-mapped, the checkbox is automatically selected. If no columns are auto-mapped, the checkbox is not automatically selected.
   If a record in the import file matches an existing record in the database, how would you like that record processed?	If you are importing to the Student Email table, select one of the following options to determine what you want the system to do when a student record in the import file contains a student ID number that already exists in PowerSchool: If you do not want the system to import any record with a student number that already exists, select Do not process that record from the import file. If you want the system to update the matching student's record with the data in the import file, select Update the existing record with information from the file being imported. Note: This field does not appear if you are importing to the Incident table.
   Check to confirm that records should be deleted if blank rows exist in the import file. All columns in a table must be present in the import file.	Check to confirm that all data in a given column should be deleted if blank records exist for all rows in the import file for that column. All columns in a table must be present in the import file. Do one of the following: Select the checkbox to confirm the deletion of all data in the specified column. Deselect the checkbox to retain all data in the specified column.

9. Click Import. The Import Results page displays a summary of the processed records:

   Field	Description
   Refresh	Click to update the status of the report. To set the automatic page refresh: On the Refresh button, click the arrow. A pop-up menu displays the units of time you can set for the automatic page updates; 30 seconds, one minute, five minutes, or 10 minutes. Select a value from the pop-up menu. A countdown clock appears on the Refresh button and displays the time until the page updates, based on your selection. To cancel the automatic page refresh, click the arrow and select the Cancel button.
   Processed # out of # records	The first number represents the number of records processed. The second number represents the total number of records in the import file including the header row.
   Failed	Incident If a record could not be imported due to an error, the row number of the record along with one of the following reasons appear: <code type> sub_code specified without code Returned if a sub_code was specified without a parent code. <code type> comment specified without code Returned if a comment was specified without a parent code. Invalid <code type> code Returned if the specified code is not valid. Specified <code type> code does not allow sub_codes Returned if a sub_code is specified for a parent code that is not split into sub_codes. Specified <code type> sub_code1 does not allow sub_codes Returned if a sub_code is specified for a parent sub_code that is not split into sub_codes. Specified <code type> sub_code2 does not allow sub_codes Returned if a sub_code is specified for a parent sub_code that is not split into sub_codes. Specified <code type> sub_code3 does not allow sub_codes Returned if a sub_code is specified for a parent sub_code that is not split into sub_codes. Invalid <code type> sub_code Returned if the specified sub_code is not defined for the parent code. Invalid <code type> sub_code1 Returned if the specified sub_code is not defined for the parent sub_code. Invalid <code type> sub_code2 Returned if the specified sub_code is not defined for the parent sub_code. Invalid <code type> sub_code3 Returned if the specified sub_code is not defined for the parent sub_code. Invalid <code type> sub_code4 Returned if the specified sub_code is not defined for the parent sub_code. <code type> comment is not allowed Returned if a comment was specified but is not allowed for the specified code or sub_code. <code type> comment is required Returned if a comment was not specified but is required for the specified code or sub_code. <code type> primary must be primary must be True, False, 1, 0 or Primary Returned if the specified primary attribute is not valid. Multiple <code type> were specified as primary Returned if the more than one code was specified as primary. <code type> code requires sub_code Returned if the specified code is split into sub_codes and no sub_code was specified. <code type> sub_code1 requires sub_code Returned if the specified sub_code is split into sub_codes and no sub_code was specified. <code type> sub_code2 requires sub_code Returned if the specified sub_code is split into sub_codes and no sub_code was specified. <code type> sub_code3 requires sub_code Returned if the specified sub_code is split into sub_codes and no sub_code was specified. Note: The <code type> portion of the message will be replace by the applicable code type that had the error. In addition to the above errors, a record may not be imported due to a data validation error. If a data validation error occurs, "[field name]: " appears along with one or more of the following explanations: Empty value is not allowed Value may not contain more than [#] character(s) Value must be a number Value must be a valid date Value must be an integer Value must be at least [#] Value must be less than or equal to [#] Value must be on or after [date] Value must be on or before [date] Value must contain at least [#] character(s) Student Email If a record could not be imported due to an error, the row number of the record along with one of the following reasons appear: Email already exists Student not found Student number not found Note: Click column heading to sort in ascending order. Click again to sort in descending order.
   Imported	If a record was successfully imported, the row number of the record along with one of the following results appears indicating whether an imported record was cleared, added, ignored, or updated during the import: Deleted Inserted Skipped Updated Note: Click column heading to sort in ascending order. Click again to sort in descending order.
   Download Failed Records	Click to download the failed records. Downloaded file appears in the format of the original import file. This can be used to easily identify which records had problems during import so that corrections can be made and the import can be reattempted. Note: This button is only available once the import process has completed.