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How do I schedule automated export files?

This article covers the process of scheduling automated exports in SchoolInsight and discusses the available exports. Files are exported to an SFTP server, where the data can be accessed by users with the correct login information. Admins can either create an SFTP account through SchoolInsight or export to an existing SFTP server.

There are two types of files that can be exported:

  1. Saved exports
  2. Custom reports

After creating the files to export, you can then setup different automated exports:

Additionally, for IL schools only, you have the ability to set up automated exports to the ISBE. 

Saved Exports

SchoolInsight hosts a number of ready-made, customizable exports. To set up an export using an existing SchoolInsight export:

  1. Go to Main > Import/Export
  2. Select the file you would like to export from the second column under Exports
  3. Filter for the desired information
  4. Preview and then Save Export Settings 

Additionally, schools may opt to export the lunch account balances report as follows:

  1. Go to School Main > Tuition/Fees > Account Balances
  2. Configure the settings
  3. Save Export Settings

All exports saved this way will be visible at School Main > Import/Export > Saved Reports.

Custom Reports

Any saved custom report that results in a CSV file could be scheduled via the automated exports. Custom reports are used to generate student demographics, contact information and other data. To create a custom report:

  1. Go to Main > Reports > Saved Reports
  2. Create > Classic Custom Report
  3. Customize the report
  4. Save As… and give the report a recognizable name

All custom reports saved this way will be visible at Main > Reports > Saved Reports. 

Setting Up Automated Exports

Once you have set up a Saved Export or Custom Report, you will be able to schedule an automated export using the file you created. To schedule an automated export:

  1. Go to (School District) Admin Main > Import/Export > Scheduled Exports > Create Scheduled Export
  2. Choose Custom Report or Saved Export
  3. Locate the name of the report you would like to schedule an automated export for
  4. Enter a Description and a Time to Run the report
  5. Academic Year needs to be updated each year if exporting current data
  6. For Where to Export Files, choose the SFTP account where the files will be stored
    • You can choose a CGS SFTP account that you previously created, or enter the login credentials for a third-party Custom SFTP Account
  7. Enter an email for the admin to be notified if the export doesn’t run as expected
  8. (Optional) To create folders within the SFTP server, use the Directory field
  9. Enter a file name ending in .csv
  10. Save

Setting Up OneRoster Exports

OneRoster is the standard specification of export that is used to share roster and other data between information systems. SchoolInsight uses OneRoster version 1.1. To schedule a OneRoster export:

  1. Go to (School District) Admin Main > Import/Export > Scheduled Exports > Create Scheduled Export
  2. Set Task to OneRoster Export
  3. Select those Schools that you would like to submit data from
  4. Add a Description of the export
  5. We recommend setting Time to Run to be after 10 PM, because it is more likely all changes to data on any day would be saved by that time
  6. Select the Academic Year you would like to pull the data from
  7. For Where to export files, choose the SFTP account where the files will be stored
    • You can choose a CGS SFTP account that you previously created, or enter the login credentials for a third-party Custom SFTP Account
  8. In Alert Email, enter an email address of the admin that should be notified upon failure to export the data
  9. In Directory, enter oneroster11
  10. The ZIP File Name is the name of the uploaded file. For example, the file name could be ThomasJefferson_OneRoster.zip
  11. You may leave all other fields as they are set by default
  12. Save