Do you have a student data you wish to upload into your SIS? SchoolMint allows users to create a CSV report that can be extracted for given student records from the Sync to SIS page.
How To
The SIS Export tool lives under Admissions > Generate SIS Exports. Note: the top-right enrollment year (YYYY-YYYY) dictates which set of data will be pulled into the reports.
If this is your first time building an Export for your SIS, click on the Create New Export button. If any exports have been previously created, you can click on the Edit button to make any changes.
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If you opt to create a new export, you'll be sent to Step 1 of the Generate SIS Export tool.
Step 1: Select the forms from which you would like to export data.
- This table is a list of all of the custom forms within the top-right given enrollment year.
- The header of the table displays:
- the name of the form;
- the form type;
- which packets currently contain that form.
- Use the left-side checkbox to select which forms to include in the custom report.
- Use the top-right text box to filter the page results.
Please Note: If your CSV export does not require data from any of the forms, you may still continue to Step 2. SchoolMint offers CSV extracts containing SchoolMint core data that is stored in our database but is not obtained in forms. Examples of this include SIS IDs, School IDs, Family Profile information.
Step 2: Specify the SchoolMint field source and column name for each column. Please note that multiple SchoolMint fields can be listed in a column.
- Give your report a name under Report Name. You will not be able to save your report until you do.
- Use the left-hand side dial to view all custom form fields or core data fields that can be pulled into the report.
- Forms contain all fields within custom forms.
- Use the color-coding visual at the left side to learn where this field resides within the SchoolMint site:
- Red Custom fields are the fields that were manually created to be used in forms.
- Green Standard fields are pointing to database fields, that auto-populate when utilized in forms.
- Blue SIS Fields create a 1:1 connection between data in SchoolMint and in your SIS. Currently, SIS Fields are only available for SIS types Aeries and Chalkable.
- Click into the form title or click on the down arrow to open up to see what fields were included in that form.
- Use the color-coding visual at the left side to learn where this field resides within the SchoolMint site:
- Core Data contains fields from the following database tables:
- Accounts
- Addresses
- Applications
- Emergency Contacts
- Guardians
- Re-enrollments
- Siblings
- Students
- Use this Help Center article to learn more about what data each database table field holds.
- Forms contain all fields within custom forms.
- Title the column header in the "Untitled" text field.
- From the fields on the left side, drag the desired field into the dotted-outline field "Drop your Fields Here."
- Clicking on the "Add Field" button will allow more than one field's data to be included in one singular column.
- With a column with more than one field, you may choose to include a condition for that column:
- Concatenate
- Space Only
- Comma Only
- Comma Space
- Or
- Hyphen
- With a column with more than one field, you may choose to include a condition for that column:
- Use the top-right button "Save Progress" to maintain your momentum as you continue to add to the report.
- After clicking "Save Progress", a blue "Preview" button will take its place. Click on that button to generate a .csv file with 5 random records to preview what the report would look like.
- Click on "Add New Column" to continue to grow the report.
- To change the order of the report columns, there are a few options:
- Use the up or down arrow to move the current column;
- Click the three horizontal lines to drag and drop the column.
- Use the far-right trash can icon to remove the column from the report.
- Click on the top-right green button "Continue" to finalize the report.
Step 3: Apply Transformations, if you'd like (optional step).
Transformations are a way to reformat the data in your CSV before generating it. SchoolMint provides a set of default transformations that can be applied to both the entire column or individual fields within a column (should you have more than one field within a column).
- Default Transformation Options
- Proper Case (ie: john doe would be transformed to John Doe)
- Upper Case (ie: JOHN DOE)
- Date Formats:
- MM/DD/YY (ie: 12/15/80)
- MM/DD/YYYY (ie: 12/15/1980)
- YYYY/MM/DD (ie: 1980/12/15)
- Phone Formats:
- XXX-XXX-XXXX (ie: 555-666-7890)
- XXXXXXXXXX (ie: 5556667890)
- (XXX) XXX-XXXX (ie: (555) 666-7890)
- Yes/No Formats:
- Y/N
- 1/0
- Trim (removes leading/trailing white space)
- Squish (removes all white space)
- Male/Female Format (ie: M for Male, F for Female)
- Transliterate (ie: José sent as Jose)
To Apply transformations to a column and/or field, first locate the column you wish to reformat.
- Click on the "Add Transformations" button; a modal will appear
- Select your transformation from the left side panel; drag and drop the transformation to the specific field(s)
- Re-arrange multiple transformations using the hamburger icon (three horizontal bars next to the applied transformation); clicking on the "x" icon will remove the applied transformation
- Note: When applying multiple transformations to one field or column, the order of application will be respected. For example, Upper Case is applied to a field first, followed by Proper Case. The Custom Report Tool will apply those transformations in order resulting in the field having a Proper Case transformation applied
- Once you have added, re-arranged or removed transformations, click Apply.
- Note: Be sure to save changes by clicking on the Save Progress or Save and Continue buttons on the main page
For more information and details on applying transformations, please see this Help Article
To view your applied transformations, be sure to click on the Show Transformations checkbox. Any applied transformations will appear underneath with the specified order.
Should you need to rearrange the columns, use the hamburger icon freely move the column, or use the up and down arrows to move the column placement by one.
Loading Your Export into the Sync to SIS Page
Once you've saved and previewed your report to your satisfaction, SchoolMint will work with you to load your export into the Sync to SIS page!
Once the export is loaded into the page, you may select student records, generate the CSV file you created, and either download it to your local device or push to a configured SFTP server.
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Still have questions? Email us at support@schoolmint.com.
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