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 export files to choose from:

  1. Saved exports
  2. Custom reports

 

Saved Exports

SchoolInsight hosts a number of ready-made, customizable exports. These can be found at:

  • (School District) Admin Main > Import/Export
  • Select the file you would like to export from the second column under Exports
  • Filter for the desired information
  • Preview and then Save Export Settings

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

  • Go to Admin Main > Tuition/Fees > Account Balances
  • Configure the settings
  • Save Export Settings

All saved exports will be visible at (School District) Admin Main > Import/Export > Saved Exports.

 

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:

  • Go to (School District) Admin Main > Reports > Custom Reports
  • Customize the report
  • Save As… and give the report a recognizable name

All saved custom reports will be visible at (School District) Admin Main > Reports > Custom Reports.

 

Setting Up Automated Exports

To schedule an automated export:

  1. Go to (School District) Admin Main > Import/Export > Scheduled Exports > Create Scheduled Export
  2. Choose Custom Export or Saved Export
  3. Locate and find 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
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