1. Select a Group
      2. Importing and Enrollment Dates
      3. Student Number Field
      4. Enroll Status Field
      5. Field Names
      6. Special Export Codes
      7. Data Versus Reports
      8. Import Maps
      9. Student Table
      10. Attendance Table
      11. Comment Bank Table
      12. Courses Table
      13. Historical Grades Table
      14. Meal Transactions Table
      15. Sections Table
      16. Standards Table
      17. Student Schedules Table
      18. Teachers Table
      19. Test Scores Table

Import and Export User Guide
PowerSchool
Student Information System

Import and Export User Guide
Introduction
© 2004 Apple Computer, Inc. All rights reserved.
2
Document Properties
Copyright
© 2004 Apple Computer, Inc. All rights reserved. This document is the property
of Apple Computer, Inc. and is for reference only. It is not to be reproduced or
distributed in any way without the express written consent of Apple Computer,
Inc. Other brands and names are the property of their respective owners.
Owner
Technical Communication and Documentation
Last Updated
8/10/2004
Version
4.0
Please send comments, suggestions, or requests for this document to manuals@powerschool.com
.
Your feedback is appreciated.

Import and Export User Guide
Introduction
© 2004 Apple Computer, Inc. All rights reserved.
3
Contents
Introduction ...................................................................................................................................................................... 5
Legend ............................................................................................................................................................................................ 6
Audience................................................................................................................................................................................ 6
Import and Export .......................................................................................................................................................... 7
Import.............................................................................................................................................................................................. 8
Quick Import........................................................................................................................................................................ 8
How to Use Quick Import ..................................................................................................................................... 8
How to Enter a New Value in a Field for All Records in the Import File .....................................11
Templates for Importing..............................................................................................................................................11
How to Add an Import Template....................................................................................................................12
How to Edit an Import Template ....................................................................................................................14
How to Delete an Import Template ..............................................................................................................17
How to Import Using a Template...................................................................................................................19
How to Export a Template .................................................................................................................................21
Advanced Import Options ..........................................................................................................................................23
AutoComm Setup ...........................................................................................................................................................26
How to Add an AutoComm Record...............................................................................................................27
How to Edit an AutoComm Record ...............................................................................................................30
How to Delete an AutoComm Record .........................................................................................................34
How to Run an AutoComm Record...............................................................................................................35
Export ............................................................................................................................................................................................36
Quick Export.......................................................................................................................................................................36
How to Use Quick Export....................................................................................................................................36
Templates for Exporting ..............................................................................................................................................38
How to Create an Export Template ...............................................................................................................38
How to Add Template Columns......................................................................................................................41
How to Edit a Template.......................................................................................................................................44
How to Edit Template Columns.......................................................................................................................46
How to Delete a Template .................................................................................................................................49
How to Delete Template Columns.................................................................................................................50
How to Export Using a Template....................................................................................................................52
AutoSend Setup...............................................................................................................................................................53

Import and Export User Guide
Introduction
© 2004 Apple Computer, Inc. All rights reserved.
4
How to Add an AutoSend Record..................................................................................................................54
How to Edit an AutoSend Record...................................................................................................................58
How to Delete an AutoSend Record.............................................................................................................61
How to Run an AutoSend Record...................................................................................................................62
Direct Database Export.................................................................................................................................................63
How to Select Records for Export-List View..............................................................................................64
How to Select Records for Export-Table View..........................................................................................66
How to Format the DDE Table View .............................................................................................................68
How to Match Selections for Export .............................................................................................................70
How to Export Records ........................................................................................................................................71

Import and Export User Guide
Introduction
© 2004 Apple Computer, Inc. All rights reserved.
5
Introduction
Use PowerSchool Help to learn the PowerSchool Student Information System (SIS) and to serve as a
reference for your daily work. However, before you can begin using PowerSchool, the PowerSchool
administrator at your school must set up the system and import the data from your previous
system. Once those steps are complete, you can start using PowerSchool. Use PowerSchool Help to
assist you in navigating in PowerSchool.
PowerSchool Help is updated as PowerSchool is updated. Not all versions of PowerSchool Help are
available in a printable guide. For the most up-to-date information, click Help on any page in
PowerSchool.
There are user guides available that include the same information as PowerSchool Help for each
major release of PowerSchool. These user guides include instructions for certain user roles, though
these roles will vary depending on your school or district's circumstances. For the most recent
version of the printable guides, visit the PowerSchool Customer Support web site at
https://www.powerschool.com/support/documentation/userguides/
. This URL is case-
sensitive.
Note: You need a username and password to view anything on the PowerSchool Customer Support
web site. Contact your PowerSchool administrator for access.
You are encouraged to read each section of the help that pertains to you. While the introductory
sections build a foundation of knowledge that you will use every time you log on to PowerSchool,
the remaining sections are independent of each other and can be read in any order. However, if
you have never used PowerSchool before, it will be most helpful if you start with the section
Introduction to PowerSchool
.” Whenever you read this guide, keep the following points in
mind:
The actions you can perform in PowerSchool depend on your job responsibilities and
subsequently on your level of access to PowerSchool. Some users only have viewing rights
to some pages. Others can view or edit any page. Still other users can view or edit any page,
and create new ones as well. Finally, some pages are view-only for everyone. This guide
outlines viewing, editing, and creating options for most pages. Depending on your needs
and your level of access, only certain options will be applicable and available to you. If you
find that your work requires a greater level of access, contact the system administrator at
your school.
Almost all of the activities described in this guide begin by selecting the appropriate
student or group; thus, it is imperative that you understand how to search for and select a
student. For detailed instructions on how to do this, refer to the section "
Search and
Select
."
The school and student records used in this guide differ from those displayed on your page
as you work. You will work with real data based on student records at your school. The
graphics in this guide are only examples.
In PowerSchool, different pages provide some of the same information because you view
the same data from a different place each time. If you add, change, or delete data on one
page, it will be added, changed, or deleted on other pages that contain the same field(s) of
data.

Import and Export User Guide
Introduction
© 2004 Apple Computer, Inc. All rights reserved.
6
The reporting features described in this guide are some of the most important you will use
in the system. A PowerSchool report is a statement of student or staff records that is
produced for viewing or printing and can include information text in addition to the report
listings. PowerSchool reports include report cards, lists of class schedules, lunch balance
sheets, mailing labels, lists of current staff members, and attendance records.
Use PowerSchool to create numerous types of reports that pull selected data quickly and
easily. Select from a list of pre-configured reports that have preset parameters or create a
custom report to include parameters needed for a specific task. You should read the
sections "
Custom Reports
" and "
Pre-Configured Reports
" before creating a report.
Legend
This guide uses the > symbol to move down a menu path. Thus, if instructed to "Click File >
New > Window", begin by clicking the File menu. Then, click New and Window. The option
noted after the > symbol will always be on the menu that results from your previous
selection.
It is easy to identify notes because they are indented and prefaced by the text Notes:.
Audience
This document is intended for school administrators and system administrators.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
7
Import and Export
Use PowerSchool's importing functions to submit large amounts of information into the system.
Use the exporting functions to retrieve large amounts of information from the system. Before
importing or exporting, keep the following concepts in mind.
Select a Group
Before you can import or export, you must select a group of students whose records you want to
review. For more information, see the section "
Search and Select
."
Importing and Enrollment Dates
You can import student information into PowerSchool using
Quick Import
or
AutoComm
. When
you import a student record that has an enrollment date prior to or "less than" the current date, the
student record is considered "historical." Historical student records are considered inactive students.
Therefore, when searching for such students, your search criteria must start with a slash ("/") to
search all student records.
Student Number Field
The student number field is essential to moving all of the data in PowerSchool. This field matches
student data to the correct student with absolute certainty. Each student has only one number, and
everything in PowerSchool is linked to this number. Thus, you are strongly encouraged to include
the student_number field in all documents that you export. You must include the student number
in any document that includes data you want to import into PowerSchool. Keep this in mind when
exporting, especially if you will want to import the data back into PowerSchool after you have
worked with it in your spreadsheet application.
Enroll Status Field
The enroll status field indicates a student's current enrollment status, which defines the student's
entire basis in school. Enroll status codes include:
0 = Active
1 = Inactive (Pre-registered student. Entry date is in the future.)
2 = Inactive (Students who transferred out of the current school.)
3 = Graduated Students (Students moved to "Graduated Students" school.)
4 = Imported as Historical
More often that not, the only time you will see this code is if you are working within the database.
However, you may encounter the code within the student pages of the application for students
with a enroll status other than Active, such as Inactive, Graduated Students, or Imported as
Historical. In which case, the code appears at the top of the page. This field is used throughout the
application and is a key element in searching or querying students.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
8
Field Names
The importance of spelling field names correctly is noted in other sections. Case is unimportant in
field names, but spelling must be exactly as noted on the field list. If you omit the underscore,
misspell words, or enter a field name that is different than what exists in the field list, then
PowerSchool cannot find the field and it will not be imported into or exported from the
PowerSchool database. If you do not know how a specific field name is written, click View Field List
on the PowerSchool start page.
Special Export Codes
Use special export codes to include a student's GPA or other calculated value in your import or
export. For a list of codes, see the following website:
http://help.powerschool.com/viewtopic.html?t=codelist
.
Data Versus Reports
Importing or exporting data is different than importing or exporting report templates. When you
import or export data, you move information between a spreadsheet application and your
PowerSchool database. When importing or exporting a report template, you are copying report
parameters from one PowerSchool system to another PowerSchool system. For more information
on importing and exporting report templates, see the sections "
Alternate Ways to Create
Reports
" and "
Report Templates
."
Import
Quick Import
Use the Quick Import function to enter a large amount of data into PowerSchool. Before
completing this procedure, you must have an ASCII text file that contains the data to import and is
preferably delimited by tabs. For information on importing test scores, see the section "
How to
Import Test Scores
."
How to Use Quick Import
1. On the start page, choose Special Functions from the main menu.
2. On the Special Functions page, click Importing & Exporting. The Importing & Exporting page
appears.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
9
3. Click Quick Import. The Quick Import page appears.
Note: If the school is incorrect, click School at the top of the page to choose a new school.
Restart this procedure.
4. Use the following table to enter information in the fields:

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
10
Field
Description
Table
Choose the table to which the data will be imported from the
pop-up menu.
If you choose Sections, be sure the target term is selected. For
more information, see the section "
How to Change Terms
."
Note: When importing multiple section records, the sections'
expressions as defined by your school are required. An
expression is the combination of the periods and days in which
the section meets. Though PowerSchool creates internal values
for periods and days, you are to import the actual values that
you want to appear when the system displays expressions. Also,
an invalid expression causes an error for that record, which
results in the record not being imported.
Field delimiter
Choose the field delimiter from the pop-up menu. This refers to
the item that will separate the fields in the exported data. If you
choose Other, enter the delimiter in the blank field.
End-of-line marker
Choose the end-of-line marker from the pop-up menu. This
refers to the item that will separate the records in the exported
data. If you choose Other, enter the delimiter in the blank field.
CR: Carriage return
CRLF: Carriage return line feed
LF: Line feed
File to import
Either enter the file path and name of the file to import or click
Browse next to the "File to import" field, navigate to the data
file, and click Open.
Suggest field map
Select this checkbox to have the system suggest into which
PowerSchool field each piece of data in the data file is saved.
These are just suggestions and can be changed before saving.
5. Click Import.
Note: When importing test score data, the Select Test page appears instead. For more
information, see the section "
How to Import Test Scores
."
On the "Import Records from an ASCII Text File" page, determine into which PowerSchool
fields the system will import each field of data from the file.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
11
Import Maps
An import map is a set of directions that the system follows to find a place for each piece of data in
your PowerSchool system. Create an import map to determine into which PowerSchool fields the
system will import each field of data from the file. Determine what the system will do with records
that contain a student number that already exists in your PowerSchool system.
On the left side of the page, the "From your file" column displays the fields of the first record in the
import file.
If you select the "Suggest field map" checkbox on the Quick Import page, the To
PowerSchool column displays the PowerSchool fields suggested for each piece of data
imported.
If you do not select the "Suggest field map" checkbox or you need to change the fields, use
the pop-up menu to choose the PowerSchool field into which the system imports the data
from the import file.
How to Enter a New Value in a Field for All Records in the Import File
On the "Import Records from an ASCII Text File" page, determine whether you want to enter a new
value or update an existing value in a PowerSchool field for all records from the import file. For
example, you can enter the same city for all student records in an import file.
1. Choose the PowerSchool field into which you want to enter each value from the To
PowerSchool pop-up menu.
2. Enter the imported value for unmapped fields that you want to use, such as the city name,
and choose the PowerSchool field from the pop-up menu.
3. Either click Submit or, if applicable, select any combination of the advanced import options.
For more information, see the section "
Advanced Import Options
."
The Import Progress page displays the records that were successfully imported and those
that the system could not import because of your specifications. The system imports the
data into the selected table. Depending on the type of data, you can view, edit, and report
on it.
Templates for Importing
If you often import the same fields of data, you can create a template so that you don't have to
define the import parameters and field import map every time you perform an import.
For example, if you often import an update from the school nurse with immunization information,
create a template that includes the fields and format for immunization-related fields.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
12
How to Add an Import Template
Create an import template to use each time you import the same data into your PowerSchool
system.
1. On the start page, choose Special Functions from the main menu.
2. Click Importing & Exporting. The Importing & Exporting page appears.
3. Click "Templates for Importing." The "Templates for Importing" page appears.
4. Click New. The New Import Template page appears.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
13
5. Use the following table to enter information in the fields:
Field
Description
Name of this template
Enter a name for the template.
Import into this table
Choose the Students, Courses, or Teachers table from the pop-
up menu.
Delimited or fixed-
length?
Choose Delimited or "Fixed-field length" for the data format
from the pop-up menu.
Field delimiter
If you chose Delimited, use the pop-up menu to choose which
delimiter to use to separate the fields in the exported data:
Tab
Comma
Other: Enter the type of field delimiter in the adjacent
field.
End-of-line (record)
delimiter
Use the pop-up menu to choose one of the following to
determine how the records are separated in the files you
import using this template:
CR: Carriage return
CRLF: Carriage return/line feed
LF: Line feed
Other: Enter the type of end-of-line delimiter in the
adjacent field, such as a semicolon.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
14
Field
Description
Update Mode
Select this checkbox if you want the data in the file you import
to update any fields with existing data. Otherwise, deselect this
checkbox.
Columns
Create a map to determine into which PowerSchool fields each
field of information in the import file is saved. Enter the fields in
the order they appear in the import file.
If you chose "Fixed-field length," indicate the width of each
column (in characters) and the field name. To separate the
number and field name, enter <tab>. For example, if the first
column in your fixed width file contains the student's phone
number, enter 12<tab>home_phone.
If you chose Delimited, enter each field name and press Return
(Mac) or Enter (Windows).
6. Click Submit. The "Templates for Importing" page displays the new template.
How to Edit an Import Template
Edit an import template to use each time you import the same data into your PowerSchool system.
1. On the start page, choose Special Functions from the main menu.
2. Click Importing & Exporting. The Importing & Exporting page appears.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
15
3. Click "Templates for Importing." The "Templates for Importing" page appears.
4. Click the name of the template to be edited in the Template Name column. The Edit Import
Template page appears.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
16
5. Use the following table to edit information in the fields:
Field
Description
Name of this template
Edit a name for the template.
Import into this table
Choose the Students, Courses, or Teachers table from the pop-
up menu.
Delimited or fixed-field
length?
Choose Delimited or "Fixed-field length" for the data format
from the pop-up menu.
Field delimiter
If you chose Delimited, use the pop-up menu to choose which
delimiter to use to separate the fields in the exported data:
Tab
Comma
Other: Enter the type of field delimiter in the adjacent
field.
End-of-line (record)
delimiter
Use the pop-up menu to choose one of the following to
determine how the records are separated in the files you
import using this template:
CR: Carriage return
CRLF: Carriage return/line feed
LF: Line feed
Other: Enter the type of end-of-line delimiter in the

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
17
Field
Description
adjacent field, such as a semicolon.
Update Mode
Select this checkbox if you want the data in the file you import
to update any fields with existing data. Otherwise, deselect this
checkbox.
Columns
Edit a map to determine into which PowerSchool fields each
field of information in the import file is saved. Enter the fields in
the order they appear in the import file.
If you chose "Fixed-field length," indicate the width of each
column (in characters) and the field name. To separate the
number and field name, enter <tab>. For example, if the first
column in your fixed width file contains the student's phone
number, enter 12<tab>home_phone.
If you chose Delimited, enter each field name and press Return
(Mac) or Enter (Windows).
6. Click Submit. The "Templates for Importing" page displays the edited template.
How to Delete an Import Template
Delete import templates when they are no longer needed to conserve space on your system and
minimize the possibility of confusion with the templates that are still used.
1. On the start page, choose Special Functions from the main menu.
2. Click Importing & Exporting. The Importing & Exporting page appears.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
18
3. Click "Templates for Importing." The "Templates for Importing" page appears.
4. Click the name of the template to be deleted in the Template Name column. The Edit
Import Template page appears.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
19
5. Click Delete. The "Templates for Importing" page displays without the deleted template.
How to Import Using a Template
When importing data using a template, you match the data with the fields defined in the template.
To complete this procedure, you need a data file saved to a local or network location and an import
template. For more information on creating an import template, see the section "
How to Add an
Import Template
."
1. On the start page, choose Special Functions from the main menu.
2. Click Importing & Exporting. The Importing & Exporting page appears.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
20
3. Click Import Using Template. The Import Using Template page appears.
4. Use the following table to enter information in the fields:
Field
Description
Import template
Choose the template to use from the pop-up menu.
Note: Click template to link to the "Templates for Importing"
page, where you can view, create, edit, and remove templates
used for importing.
File to import
Either enter the data file path and name in the field, or click
Browse... to select the data file.
5. Click Submit. The Import Check: [data file name] page appears.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
21
6. Verify that the data correlates to the fields from the template. If it doesn't, click the link to
modify the template. For more information, see the section "
How to Edit an Import
Template
." Otherwise, click Import. The Importing: [data file name] page appears, and the
data is imported.
How to Export a Template
Export a template used for importing data to save a backup copy of the template. Though you can
view and modify the exported template using an application such as a web browser, the exported
template can also be sent to a system outside of your PowerSchool system.
1. On the start page, choose Special Functions from the main menu.
2. Click Importing & Exporting. The Importing & Exporting page appears.
3. Click "Templates for Importing." The "Templates for Importing" page appears.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
22
4. Click the name of the template to be exported in the Template Name column. The Edit
Import Template page appears.
5. Click "Export this template." The File Download dialog appears.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
23
6. Select Save File As... or "Save this file to disk." The Save or Save As dialog appears.
7. Select a file location.
8. Click Save. The template saves to the selected location.
Advanced Import Options
Depending on the selections made on the Quick Import page, you can opt to use the advance
import options at the bottom of the "Import Records from an ASCII Text File" page.
Student Table
For the Students 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 line from the file being imported."
If you want the system to update the matching student’s record with the data in the import
file, select "Update the student's record with the information from the file being imported."
If you want the system to create a new record if a student ID number is in the import file,
select "Generate a new, unique student number for the student (from the range specified
below)." Then, select the checkbox below this option, and enter the number range within
which you want the system to generate and assign the new student ID numbers.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
24
If your school uses AutoComm to synchronize your data in PowerSchool with data in
another system, select the Synchronize Mode checkbox to perform an AutoComm import.
Contact your PowerSchool administrator before using this option.
Attendance Table
For the Attendance table, select the "Overwrite existing attendance with the imported attendance"
checkbox if you want the system to use the imported attendance data in cases where attendance
codes already exist for that day or class.
Comment Bank Table
For the Comment Bank table, select the "Update comment bank records" checkbox if you want the
system to use the imported comment bank comments in cases where there are already comment
bank comments with the same code.
Courses Table
For the Courses table, select the "Update course records" checkbox if you want the system to add
course-related information to existing course records in cases where the course numbers are the
same.
Historical Grades Table
For the "Historical grades" table:
If you want the system to include more than one score for a student only when the term
and storecode are the same, select the "Allow multiple grades for a student to be stored"
checkbox.
If the school year indicated on the import file refers to the beginning of the school year,
select 97-98 from the pop-up menu. If the school year indicated on the import file refers to
the end of the school year, select 96-97 from the pop-up menu.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
25
If the courses in the import file have unrecognized names and you want to specify the
course number range for the imported courses, select the "If a course name is imported that
is not recognized" checkbox and enter the range for the new course numbers in the range
fields. If you do not select this checkbox, the system will assign a random course number in
the 9000 range.
If you want to store grades that include neither a letter grade nor any earned credit, select
the "Allow grades to be stored which contain both" checkbox.
Meal Transactions Table
For the "Meal transactions" table, select the "Use PowerSchool’s internal student id numbers"
checkbox if you want the system to reference the ID field versus the student_number field.
Sections Table
For the Sections (master schedule) table:
Select the "Update section records" checkbox if you want the system to add section-related
information to existing section records in cases where the course and section numbers are
the same.
If your school uses AutoComm to synchronize your data in PowerSchool with data in
another system, select the Synchronize Mode checkbox to perform an AutoComm import.
Contact your PowerSchool administrator before using this option.
Standards Table
For the Standards table, select the "Update standards records" checkbox if you want the system to
add standards-related information to existing standards records in cases where the standard
identifiers are the same.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
26
Student Schedules Table
For the "Student schedules" table, if your school uses AutoComm to synchronize your data in
PowerSchool with data in another system, select the Synchronize Mode checkbox to perform an
AutoComm import. Contact your PowerSchool administrator before using this option.
Teachers Table
For the Teachers table, select the "Update teacher records" checkbox if you want the system to add
teacher-related information to existing teacher records in cases where the teacher numbers are the
same.
Test Scores Table
For more information about importing test scores, see the section "
How to Import Test Scores
."
AutoComm Setup
Use AutoComm to synchronize the data in your system with that in another system, such as a
mainframe system. To synchronize your data, set up intervals at which PowerSchool automatically
imports files of data from the other system.
To use AutoComm, create an AutoComm record where you determine the synchronization
parameters for each of the following files:
Courses
Teachers
Sections
Students
Student schedules

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
27
Note: When importing multiple section records, the sections' expressions as defined by your school
are required. An expression is the combination of the periods and days in which the section meets.
Though PowerSchool creates internal values for periods and days, you are to import the actual
values that you want to appear when the system displays expressions. Also, an invalid expression
causes an error for that record, which results in the record not being imported.
How to Add an AutoComm Record
PowerSchool uses the parameters that you define for the record on this page to import the
appropriate data at the dates and times you specify.
1. On the start page, choose System from the main menu.
2. Click AutoComm Setup. The AutoComm Setup page appears.
3. Click New. The AutoComm Record page appears.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
28
4. Use the following table to enter information in the fields:
Field
Description
Name
Enter the name of this record.
Table to Import
Use the pop-up menu to choose the table into which you are
importing data with this record:
Attendance
Students
Courses
Sections
Student schedules

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
29
Field
Description
Teachers
When to Execute
Use the pop-up menus to determine the hour and minutes at
which you want PowerSchool to automatically import data.
Days to Execute
Enter the days of the week you want the system to import
records. Starting with Monday, use the following abbreviations
for the days of the week:
MTWHFSU
.
Turn Execution Off
Do one of the following:
Select this checkbox to stop the system from
automatically importing data.
Deselect this checkbox to turn AutoComm on.
Use FTP
If you want to use the file transfer protocol (FTP) to import the
records from the other system, enter information in the
following fields:
FTP host name
FTP account name
FTP password
Timeout in seconds (optional): Default is 10 seconds.
Use Passive Mode
Some FTP servers require passive mode. If your FTP has
difficulty transferring, select this checkbox.
Path
Enter the path to the folder of the file on your computer or
network.
Field Delimiter
Use the pop-up menu to choose one of the following to
determine how values are separated in the import file:
Tab
Comma
Record Delimiter
Use the pop-up menu to choose how records are separated in
the import file:
CRLF: Carriage return, line feed
CR: Carriage return
LF: Line feed
Sort Order
Enter the order that this record appears on the AutoComm
Setup page.
Update existing records
with imported data
(when applicable)
Do one of the following:
Select this checkbox if you want the system to update

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
30
Field
Description
(when applicable)
existing student records with data from each import.
The system updates blank fields within records and
creates new records for those that do not exist.
Deselect this checkbox if you do not want the system to
update any record that contains data.
Mark students and their
schedules inactive when
their exit date is <=
today.
If you want the system to automatically import a student record
as inactive if the student's exit date is earlier than today, select
this checkbox. Otherwise, deselect this checkbox.
First record of file is
number_of_records=
The system does not import the file if the number of records in
it does not match the number given in the first record of the
file. It is recommended that you select this checkbox.
E-Mail completion report
to
Enter the email addresses of the people you want the system to
send a completion report to each time it imports this file.
Separate multiple addresses with commas.
PowerSchool fields to
import into
Enter the PowerSchool fields in which the system saves each
value in the import file. After you enter each field code, press
Return (Mac) or Enter (Windows).
Duplicate this
AutoComm record to all
schools on this server
If you are creating this record for the first time, you can select
this checkbox to make the record available to all schools that
use your PowerSchool system. Otherwise, deselect this
checkbox.
5. Click Submit. The AutoComm Setup page displays the new record.
How to Edit an AutoComm Record
1. On the start page, choose System from the main menu.
2. Click AutoComm Setup. The AutoComm Setup page appears.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
31
3. Click the name of the AutoComm record to be edited in the Name column. The AutoComm
Record page appears.
4. Use the following table to edit information in the fields:

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
32
Field
Description
Name
Edit the name of this record.
Table to Import
Use the pop-up menu to choose the table into which you are
importing data with this record:
Attendance
Students
Courses
Sections
Student schedules
Teachers
When to Execute
Use the pop-up menus to determine the hour and minutes at
which you want PowerSchool to automatically import data.
Days to Execute
Edit the days of the week you want the system to import
records. Starting with Monday, use the following abbreviations
for the days of the week:
MTWHFSU
.
Turn Execution Off
Select this checkbox to stop the system from automatically
importing data. To turn AutoComm on, deselect this checkbox.
Use FTP
If you want to use the file transfer protocol (FTP) to import the
records from the other system, edit information in the following
fields:
FTP host name
FTP account name
FTP password
Timeout in seconds (optional). Default is 10 seconds.
Use Passive Mode
Some FTP servers require passive mode. If your FTP has
difficulty transferring, select this checkbox.
Path
Edit the path to the folder of the file on your computer or
network.
Field Delimiter
Use the pop-up menu to choose one of the following to
determine how values are separated in the import file:
Tab
Comma

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
33
Field
Description
Record Delimiter
Use the pop-up menu to choose how records are separated in
the import file:
CRLF: Carriage return, line feed
CR: Carriage return
LF: Line feed
Sort Order
Edit the order that this record appears on the AutoComm Setup
page.
Update existing records
with imported data
(when applicable)
Do one of the following:
Select this checkbox if you want the system to update
existing student records with data from each import.
The system updates blank fields within records and
creates new records for those that do not exist.
Deselect this checkbox if you do not want the system to
update any record that contains data.
Mark students and their
schedules inactive when
their exit date is <=
today.
If you want the system to automatically import a student record
as inactive if the student's exit date is earlier than today, select
this checkbox. Otherwise, leave this field blank.
First record of file is
number_of_records=
The system does not import the file if the number of records in
it does not match the number given in the first record of the
file. It is recommended that you select this checkbox.
E-Mail completion report
to
Edit the email addresses of the people you want the system to
send a completion report to each time it imports this file.
Separate multiple addresses with commas.
PowerSchool fields to
import into
Edit the PowerSchool fields in which the system saves each
value in the import file. After you enter each field code, press
Return (Mac) or Enter (Windows).
Duplicate this
AutoComm record to all
schools on this server
If you are creating this record for the first time, you can select
this checkbox to make the record available to all schools that
use your PowerSchool system. Otherwise, deselect this
checkbox.
5. Click Submit. The AutoComm Setup page displays the edited record.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
34
How to Delete an AutoComm Record
1. On the start page, choose System from the main menu.
2. Click AutoComm Setup. The AutoComm Setup page appears.
3. Click the name of the AutoComm record to be deleted in the Name column. The
AutoComm Record page appears.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
35
4. Click Delete. The Selection Deleted page appears.
How to Run an AutoComm Record
Manually run an AutoComm record to avoid waiting for the process to automatically run on the
specified day and time.
1. On the start page, choose System from the main menu.
2. Click AutoComm Setup. The AutoComm Setup page appears.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
36
3. Click Run Now. The AutoComm record runs, and the AutoComm Setup page appears. If an
email address is specified in the "E-Mail completion report to" field, the system emails the
recipient the status of the AutoComm process.
Export
Quick Export
This method quickly produces a simple list of students and information from the Student table.
Change the parameters to produce a more detailed list. For more information on exporting, see the
section "
How to Export Using a Template
."
How to Use Quick Export
1. On the start page, select the group of students.
Note: Depending on the selection method you used, the Group Functions page appears
either immediately or after selecting students from the Student Selection page. If the
Student Selection page appears, choose the function in the next step from the group
functions pop-up menu.
2. Click Quick Export. In most cases, you will not need to change the default options on the
Export Students page. Skip to step 4. If you want to change the selections, proceed to the
next step.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
37
3. Use the following table to enter information in the fields:
Field
Description
Export the [#] selected
students
Enter the fields to be included on the exported spreadsheet.
Enter as many fields as you want. Separate multiple fields with
spaces. If you need help remembering field names, click Fields
at the bottom of the page.
Field Delimiter
Choose a field delimiter from the pop-up menu. The field
delimiter is the item that separates fields in the exported data. If
you choose Other, enter the delimiter in the blank field.
Record Delimiter
Choose the record delimiter from the pop-up menu. This refers
to the item that will separate the records in the exported data.
If you choose Other, enter the delimiter in the field.
CR: Carriage return
CRLF: Carriage return line feed
LF: Line feed
Surround Fields
Select this checkbox to surround the fields in the exported data
with quotation marks.
Column titles on 1st row
Select this checkbox to include column titles on the first row of
the exported data.
4. Click Submit. The exported data appears.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
38
5. Choose File > Save As... to save the file. Open the saved file using a spreadsheet application,
such as Excel or Lotus 1-2-3. Format, print, and save it as any other spreadsheet document.
Templates for Exporting
Export information by using a template. Select the template from a list or create a new one. For
more information on exporting, see the section "
Quick Export
."
How to Create an Export Template
If there is no template that you can use to perform the export or no template you can edit to meet
your needs, you must create a new one.
1. On the start page, select the group of students.
Note: Depending on the selection method you used, the Group Functions page appears
either immediately or after selecting students from the Student Selection page. If the
Student Selection page appears, choose the function in the next step from the group
functions pop-up menu.
2. Click Export Using Template. The Export Using Template page appears.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
39
3. Click Template. The "Templates for Exporting" page appears.
4. Click New. The New Export Template page appears.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
40
5. Use the following table to enter information in the fields:
Field
Description
Name of this template
Enter a name for the template.
Export from this table
Choose the table that will be used in the export from the pop-
up menu.
Delimited or fixed-field
length?
Choose either Delimited or Fixed from the pop-up menu.
Field delimiter
If you chose Delimited in the previous field, use the pop-up
menu to choose the field delimiter. This refers to the item that
will separate the fields in the exported data. If you choose
Other, enter the delimiter in the blank field.
Select the checkbox if you want to surround field values with
quotation marks.
End-of-line (record)
delimiter
Choose the delimiter for the end of each record from the pop-
up menu. For Other:, enter the delimiter in the blank field.
Column Titles
Select this checkbox to put column titles on the first row.
Mime Type
Enter a MIME type if instructed to do so by PowerSchool
Technical Support. Do not perform any procedures related to
MIME types without their guidance.
6. Click Submit. The "Templates for Exporting" page displays the new template.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
41
Add columns to the template using the procedure "How to Add Template Columns."
How to Add Template Columns
1. On the start page, select the group of students.
Note: Depending on the selection method you used, the Group Functions page appears
either immediately or after selecting students from the Student Selection page. If the
Student Selection page appears, choose the function in the next step from the group
functions pop-up menu.
2. Click Export Using Template. The Export Using Template page appears.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
42
3. Click Template. The "Templates for Exporting" page appears.
4. Click the # Columns link of the template to be changed. The Edit Columns page appears.
5. Click New to add a column to the template. The New Column page appears.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
43
6. Use the following table to enter information in the fields:
Field
Description
Title/Heading
Enter a title for the column.
Data to Export
Enter the fields of data to be exported. To display the field list,
click Fields.
If Blank, Export This
If a record has no data for a particular field, indicate a value to
replace the blank field (optional). For example, enter No Data.
Column Number
Enter a column number for this column on the template. All
column numbers will have a zero added as a suffix to the
column number.
Width in Characters
Enter the width of the column in characters if using fixed-field
lengths instead of field delimiters.
Alignment
Use the pop-up menu to choose the alignment of the column if
using fixed-field lengths instead of field delimiters.
7. Click Submit. The Edit Columns page appears.
8. Repeat the previous three steps to add additional columns to the template.
9. Click "Back to Templates for Exporting." The "Templates for Exporting" page appears.
The template has been changed. Perform the export by following the instructions in the
section "
Export Using a Template
."

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
44
How to Edit a Template
What happens if you need a list that slightly differs from the list that the template produces? You
can easily modify the template to meet your needs.
Note: Everyone who uses the template will view the changes you enter. Contact other users before
changing a template that many people use.
1. On the start page, select the group of students.
Note: Depending on the selection method you used, the Group Functions page appears
either immediately or after selecting students from the Student Selection page. If the
Student Selection page appears, choose the function in the next step from the group
functions pop-up menu.
2. Click Export Using Template. The Export Using Template page appears.
3. Click Template. The "Templates for Exporting" page appears.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
45
4. Click the template name to be edited. The Edit Export Template page appears.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
46
5. Use the following table to enter information in the fields:
Field
Description
Name of this template
Enter a name for the template.
Export from this table
The table that will be used in the export appears.
Delimited or fixed-field
length?
Choose either Delimited or Fixed from the pop-up menu.
Field delimiter
If you chose Delimited in the previous field, use the pop-up
menu to choose the field delimiter. This refers to the item that
will separate the fields in the exported data. If you choose
Other, enter the delimiter in the blank field.
Select the checkbox if you want to surround field values with
quotation marks.
End-of-line (record)
delimiter
Use the pop-up menu to choose the delimiter for the end of
each record. For Other:, enter the delimiter in the blank field.
Column Titles
Select this checkbox to put column titles on the first row.
Mime Type
Enter a MIME type if instructed to do so by PowerSchool
Technical Support. Do not perform any procedures related to
MIME types without their guidance.
Number of Columns in
This Template
The number of columns for the exported data appears.
Total Width
The total width appears if using a fixed-field length instead of a
field delimiter.
6. Click Submit. The "Templates for Exporting" page appears. To continue modifying the
template, see the section "
How to Edit Template Columns
."
How to Edit Template Columns
1. On the start page, select the group of students.
Note: Depending on the selection method you used, the Group Functions page appears
either immediately or after selecting students from the Student Selection page. If the
Student Selection page appears, choose the function in the next step from the group
functions pop-up menu.
2. Click Export Using Template. The Export Using Template page appears.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
47
3. Click Template. The "Templates for Exporting" page appears.
4. Click the # Columns link of the template to be changed. The Edit Columns page appears.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
48
5. Click the title of the column to be changed. The Edit Column page appears.
6. Use the following table to enter information in the fields:
Field
Description
Title/Heading
Enter a title for the column.
Data to Export
Enter the fields of data to be exported. To display the field list,
click Fields.
If Blank, Export This
If a record has no data for a particular field, indicate a value to
replace the blank field (optional). For example, enter No Data.
Column Number
Enter a column number for this column on the template. All
column numbers will have a zero added as a suffix to the
column number.
Width in Characters
Enter the width of the column in characters if using fixed-field
lengths instead of field delimiters.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
49
Field
Description
Alignment
Use the pop-up menu to choose the alignment of the column if
using fixed-field lengths instead of field delimiters.
7. Click Submit. The Edit Columns page appears.
How to Delete a Template
1. On the start page, select the group of students.
Note: Depending on the selection method you used, the Group Functions page appears
either immediately or after selecting students from the Student Selection page. If the
Student Selection page appears, choose the function in the next step from the group
functions pop-up menu.
2. Click Export Using Template. The Export Using Template page appears.
3. Click Template. The "Templates for Exporting" page appears.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
50
4. Click the name of the template to be deleted. The Edit Export Template page appears.
5. Click Delete. The "Templates for Exporting" page appears.
How to Delete Template Columns
1. On the start page, select the group of students.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
51
Note: Depending on the selection method you used, the Group Functions page appears
either immediately or after selecting students from the Student Selection page. If the
Student Selection page appears, choose the function in the next step from the group
functions pop-up menu.
2. Click Export Using Template. The Export Using Template page appears.
3. Click Template. The "Templates for Exporting" page appears.
4. Click the # Columns link of the template to be changed. The Edit Columns page appears.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
52
5. Click the title of the column to be deleted. The Edit Column page appears.
6. Click Delete. The Edit Columns page appears.
How to Export Using a Template
1. On the start page, select the group of students.
Note: Depending on the selection method you used, the Group Functions page appears
either immediately or after selecting students from the Student Selection page. If the
Student Selection page appears, choose the function in the next step from the group
functions pop-up menu.
2. Click Export Using Template. The Export Using Template page appears.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
53
3. Choose the type of data to export from the "Type of Export" pop-up menu. The Export
Using Template page appears.
4. Use the following table to enter information in the fields:
Field
Description
Type of Export
The type of data to export appears.
Export template?
Choose the template to export from the pop-up menu.
For Which Records?
The number of selected records appears.
5. Click Submit. The results of the export appear.
6. Choose File > Save As....
7. In the Save dialog, specify a name, location, and file type.
8. Click Save. Open the file using a spreadsheet or other application.
AutoSend Setup
Create AutoSend records to determine that your PowerSchool system can automatically create a
copy of the information you specify at the selected date and time intervals, and export the file to
another system.
When creating an AutoSend record, you can determine the export parameters for each of the
following types of data:
Attendance

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
54
Course
Section
Student schedule
Student demographic
Teacher
How to Add an AutoSend Record
1. On the start page, choose System from the main menu.
2. Click AutoSendSetup. The AutoSend Setup page appears.
3. Click New. The AutoSend Record page appears.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
55
4. Use the following table to enter information in the fields:
Field
Description
Name
Enter the name of this record.
Data to Send
Use the pop-up menu to choose the data you want to send
with this record:
Attendance
Courses
Sections
Student Schedules
Students
Teachers
When to Execute
Use the pop-up menus to determine the hour and minutes at
which you want PowerSchool to automatically export a copy of
the data.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
56
Field
Description
Days to Execute
Enter the days of the week you want the system to export the
data. Starting with Monday, use the following abbreviations:
MTWHFSU
.
Turn Execution Off
Select this checkbox to stop the system from automatically
exporting data. To turn AutoSend on, deselect this checkbox.
Use FTP
If you want to use the file transfer protocol (FTP) to export the
data to the other system, enter information in the following
fields:
FTP host name
FTP account name
FTP password
Timeout in seconds (optional). Default is 10 seconds.
Use Passive Mode
Some FTP servers require passive mode. If your FTP has
difficulty transferring, select this checkbox.
Path
If you do not use FTP to send the export file to another system,
enter the path to the folder in which you want to save the file
on your PowerSchool server.
Field Delimiter
Use the pop-up menu to choose one of the following to
determine how values are separated in the export file:
Tab
Comma
Record Delimiter
Use the pop-up menu to choose how records are separated in
the export file:
CRLF: carriage return, line feed
CR: carriage return
LF: line feed
Sort Order
Enter the order that this record appears on the AutoSend Setup
page.
First record of file is
number_of_records=
The system does not export the file if the number of records in
it does not match the number given in the first record of the
file. It is recommended that you select this checkbox.
Include upload_type
If you select this checkbox, the first or second record of the
export includes the text "upload_type=", followed by the
upload type.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
57
Field
Description
Attendance-Specific
Settings
If you chose Attendance from the "Data to Send" pop-up menu,
select one of the following options to indicate which
attendance data you want the system to include in the export
file:
Send any attendance modified in the last 24 hours.
Send attendance modified since last upload.
Send attendance data modified between these dates:
Enter the date range using the format mm/dd/yyyy or
mm-dd-yyyy. If you do not use this format, an alert
appears. If you submit the date with an incorrect
format, the date field will be submitted as a blank entry.
Send all attendance to date.
Otherwise, leave this field blank.
Student-Specific Settings
If you chose Students from the "Data to Send" pop-up menu,
the page indicates that the system includes all students
currently enrolled at your school in the export file.
E-Mail completion report
to
Enter the email addresses of the people you want the system to
send a completion report to each time it exports this file.
Separate multiple addresses with commas.
Fields to export
Choose the PowerSchool fields to include in this export file
from the Field List pop-up menu.
Duplicate this AutoSend
record to all schools on
this server
If you are creating this record for the first time, you can select
this checkbox to make the record available to all schools that
use your PowerSchool system. Otherwise, deselect this
checkbox.
5. Click Submit. The AutoSend Setup page displays the new AutoSend record.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
58
How to Edit an AutoSend Record
1. On the start page, choose System from the main menu.
2. Click AutoSend Setup. The AutoSend Setup page appears.
3. Click the AutoSend record to be edited in the Name column. The AutoSend Record page
appears.
4. Use the following table to edit information in the fields:

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
59
Field
Description
Name
Edit the name of this record.
Data to Send
Use the pop-up menu to choose the data you want to send
with this record:
Attendance
Students
Teachers
When to Execute
Use the pop-up menus to determine the hour and minutes at
which you want PowerSchool to automatically export a copy of
the data.
Days to Execute
Edit the days of the week you want the system to export the
data. Starting with Monday, use the following abbreviations:
MTWHFSU.
Turn Execution Off
Select this checkbox to stop the system from automatically
exporting data. To turn AutoSend on, deselect the checkbox.
Use FTP
If you want to use the file transfer protocol (FTP) to export the
data to the other system, edit information in the following
fields:
FTP host name
FTP account name
FTP password
Timeout in seconds (optional). Default is 10 seconds.
Use Passive Mode
Some FTP servers require passive mode. If your FTP has
difficulty transferring, select this checkbox.
Path
If you do not use FTP to send the export file to another system,
edit the path to the folder where you want to save the file on
your PowerSchool server.
Field Delimiter
Use the pop-up menu to choose one of the following to
determine how values are separated in the export file:
Tab
Comma
Record Delimiter
Use the pop-up menu to choose how records are separated in
the export file:
CRLF: carriage return, line feed
CR: carriage return

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
60
Field
Description
LF: line feed
Sort Order
Edit the order that this record appears on the AutoSend Setup
page.
First record of file is
number_of_records=
The system does not export the file if the number of records in
it does not match the number given in the first record of the
file. It is recommended that you select this checkbox.
Include upload_type
If you select this checkbox, the first or second record of the
export includes the text "upload_type=", followed by the
upload type.
Attendance-Specific
Settings
If you chose Attendance from the "Data to Send" pop-up menu,
select one of the following options to indicate which
attendance data you want the system to include in the export
file:
Send any attendance modified in the last 24 hours.
Send attendance modified since last upload.
Send attendance data modified between these dates:
Enter the date range using the format mm/dd/yyyy or
mm-dd-yyyy. If you do not use this format, an alert
appears. If you submit the date with an incorrect
format, the date field will be submitted as a blank entry.
Send all attendance to date.
Otherwise, leave this field blank.
Student-Specific Settings
If you chose Students from the "Data to Send" pop-up menu,
the page indicates that the system includes all students
currently enrolled at your school in the export file.
E-Mail completion report
to
Edit the email addresses of the people you want the system to
send a completion report to each time it exports this file.
Separate multiple addresses with commas.
Fields to export
Choose the PowerSchool fields to include in this export file
from the Field List pop-up menu.
Duplicate this AutoSend
record to all schools on
this server
If you are creating this record for the first time, you can select
this checkbox to make the record available to all schools that
use your PowerSchool system. Otherwise, deselect this
checkbox.
5. Click Submit. The AutoSend Setup page displays the edited AutoSend record.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
61
How to Delete an AutoSend Record
1. On the start page, choose System from the main menu.
2. Click AutoSendSetup. The AutoSend Setup page appears.
3. Click the AutoSend record to be deleted in the Name column. The AutoSend Record page
appears.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
62
4. Click Delete. The AutoSend Setup page displays without the deleted AutoSend record.
How to Run an AutoSend Record
Manually run an AutoSend record to avoid waiting for the process to automatically run on the
specified day and time.
1. On the start page, choose System from the main menu.
2. Click AutoSend Setup. The AutoSend Setup page appears.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
63
3. Click Run Now. The AutoSend record runs and displays the results.
Direct Database Export
Direct Database Access (DDA), also called Universal Search & Modify (USM), is one of the most
versatile features of your PowerSchool system. Use DDA to search and match data in all of the
internal tables on your PowerSchool server.
Note: Depending on your security settings, you may not be able to perform all functions.
PowerSchool data is stored in a relational database of tables. Each table contains an unlimited
number of fields. When you use DDA, you directly access a table in the relational database.
Use PowerSchool's Direct Database Export (DDE) page when you need to create an export file or
report that contains records from the tables. Use another application, such as a spreadsheet
application, to view or organize the records. Unlike using the Export Using Template page, you can
match and export data from two related tables.
You do not have to access DDA to export data from it. You can export DDA data while you are
logged in to PowerSchool. When you export data from DDA, the system creates an independent
export file that you can open or update using any application you want.
For example, assume you want to export all ninth graders and their current grades to a software
application in which you can create a pie graph. Use the DDE function to match the records in the
student table to the current grades table; then, export both tables of data, open the export file in a
spreadsheet application, and create the graph.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
64
How to Select Records for Export-List View
View a list of all records in a selected table or search for specific records in a table. You can also limit
the export to records for all schools on your system or for just one school. For example, export
student data about California residents in fourth grade or above who attend all schools on the
system.
1. On the start page, choose System from the main menu.
2. Click Direct Database Export. The Direct Database Export (DDE) page appears.
3. Use the following table to enter information in the fields:
Field
Description
Current Table
Choose the table from which you want to export records from
the pop-up menu.
Note: For a complete list of PowerSchool tables and fields , see
http://your.school.address/admin/home?ac=structure
.
Select all [x] records in
this table
To indicate the records to use in the export, do one of the
following:
Click "Select all [number of] records in this table" to
select all records and skip to step 10.
Identify search criteria in the Search Students fields by
continuing to the next step.
Note: Search for students either on the Search Students
page before beginning this procedure or on the Direct
Database Export page. Repeat steps 5-7 to use the
second search field on the Direct Database Export page,
or repeat steps 5-9 to narrow the search results even
further.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
65
Field
Description
Search Students
Choose a field from the first pop-up menu.
Choose an operator from the second pop-up menu:
Equals (=)
Less than (<)
Greater than (>)
Less than or equal to (<=)
Greater than or equal to (>=)
Does not equal (#)
Contains (contains)
Does not contain (!Contain)
Enter the value for the field in the last field.
Search only in records
belonging to [school
name]
Select this checkbox to filter your school's records in the search.
4. Click "Search within the current [# of selected] records only." The Direct Database Export
(DDE) page displays the new number of current records in selection.
5. Click List View to make sure you selected the records you want to export. The List Records:
[Table name] page appears with the fields separated by five periods.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
66
Note: Click the field value to link to the Display Record page.
How to Select Records for Export-Table View
View a report in a table format of all records in a selected table, or search for specific records in a
table. You can also limit the export to records for all schools on your system or just one school. For
example, export student data about California residents in fourth grade or above who attend all
schools on the system.
To modify the format of the table view, see the section "
How to Format the DDE Table View
."
1. On the start page, choose System from the main menu.
2. Click Direct Database Export. The Direct Database Export (DDE) page appears.
3. Use the following table to enter information in the fields:

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
67
Field
Description
Current Table
Choose the table from which you want to export records from
the pop-up menu.
Note: For a complete list of PowerSchool tables and fields, see
http://your.school.address/admin/home?ac=structure
.
Select all [x] records in
this table
To indicate the records to use in the export, do one of the
following:
Click "Select all [number of] records in this table" to
select all records and skip to step 10.
Identify search criteria in the Search Students fields by
continuing to the next step.
Note: Search for students either on the Search Students
page before beginning this procedure or on the Direct
Database Export page. Repeat steps 5-7 to use the
second search field on the Direct Database Export page,
or repeat steps 5-9 to narrow the search results even
further.
Search Students
Choose a field from the first pop-up menu.
Choose an operator from the second pop-up menu:
Equals (=)
Less than (<)
Greater than (>)
Less than or equal to (<=)
Greater than or equal to (>=)
Does not equal (#)
Contains (contains)
Does not contain (!Contain)
Enter the value for the field in the last field.
Search only in records
belonging to [school
name]
Select this checkbox to filter your school's records in the search.
4. Click "Search within the current [# of selected] records only." The Direct Database Export
(DDE) page displays the new number of current records in selection.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
68
5. Click Table View to make sure you selected the records you want to export. The List
Records: [Table name] page appears with the records in a table format.
Note: Click the field value to link to the Modify Record page.
How to Format the DDE Table View
1. On the start page, choose System from the main menu.
2. Click Direct Database Export. The Direct Database Export (DDE) page appears.
3. Click Table View Setup. The DDA/DDE Table View Setup page appears.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
69
4. Use the following table to enter information in the fields:
Field
Description
Maximum number of
records per page
Enter the maximum number of records you want to appear on
each page of the table.
Maximum number of
fields per table
Enter the maximum number of fields you want the table to
display.
Maximum number of
character per field
Enter the maximum number of characters each field in the
table can display.
Use font tag
Select this checkbox to apply font formats. Otherwise, deselect
this checkbox.
Format data
Select this checkbox if you want the system to format the data
within the table. Otherwise, deselect this checkbox.
Use Gridlines
Select this checkbox if you want the table to separate each field
of data with gridlines. Otherwise, deselect this checkbox.
Alternate colors
Select this checkbox if you want the table to display each row
of data in a different color. Otherwise, deselect this checkbox.
Use Cell padding
Enter a number to indicate how much padding you want each
cell of the table to contain around the text. Most users enter a
number between 1 and 3.
5. Click Submit. The Direct Database Export (DDE) page appears.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
70
How to Match Selections for Export
Match the records you searched for and selected in one table to records in another table to gather
and select information so you can view what you need. For example, match records in the Students
table to records in the CC (current grades) table.
Note: You cannot match tables that do not have a relationship or shared field. For example, you
cannot match the Students table to the Teachers table.
1. On the start page, choose System from the main menu.
2. Click Direct Database Export. The Direct Database Export (DDE) page appears.
3. Choose one of the tables to match from the Current Table pop-up menu.
4. Click "Select all [#] records in this table." The Direct Database Export (DDE) page displays the
new number of current records in selection.
5. Click Match Selection. The Match USM Selection page appears.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
71
6. Choose the second table to match from the pop-up menu.
7. Click "Proceed to match selection." The Direct Database Export page displays the total
number of records between the two matched tables that you can export. To export the
selected records, see the section "
How to Export Records
."
How to Export Records
Select records before exporting using the Direct Database Export function. For more information,
see "
How to Select Records for Export-List View
," "
How to Select Records for Export-
Table View
," or "
How to Match Selections for Export
."
1. On the start page, choose System from the main menu.
2. Click Direct Database Export. The Direct Database Export (DDE) page appears.
3. Select records for exporting. For more information, see "
How to Select Records for
Export-List View
," "
How to Select Records for Export-Table View
," or "
How to
Match Selections for Export
."
4. Click Export Records. The Export Records page appears.

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
72
5. Use the following table to enter information in the fields:
Field
Description
Fields
Use the pop-up menu to choose the fields from which you
want to export a copy of the data. After you choose each field,
the system inserts the field name in the text box.
To include fields from another table, manually enter the name
of the table in brackets, then the field name in the field box. For
example, to export fields from the Sections table and include
teachers' names, enter [teachers]lastfirst.
Field Delimiter
Use the pop-up menu to choose how you want the system to
separate each field in the export file:
Tab
Comma
None

Import and Export User Guide
Import and Export
© 2004 Apple Computer, Inc. All rights reserved.
73
Field
Description
Other: Enter the delimiter in the blank field.
Record Delimiter
Use the pop-up menu to choose how you want the system to
separate each record in the export file:
CR: Carriage return
CRLF: Carriage return and line feed
LF: Line feed
Other: Enter the delimiter in the blank field.
Surround Fields
Select this checkbox if you want the system to surround each
field with quotation marks in the export file. Otherwise,
deselect this checkbox.
Column titles on 1st row
Select this checkbox if you want the first row of the export file
to have column titles indicating the fields included in each
column. Otherwise, deselect this checkbox.
Sorting Records
Determine the order of the records in the export file. Define a
primary, secondary, and tertiary sort. In the first field in the Sort
Field Name column, enter the field name by which you want to
primarily sort the records in the file. Then, select one of the
following to determine if you want to sort records by this field
in ascending or descending order:
< (descending)
> (ascending)
6. Click Submit. For Mac users, the results of the export appear. For Windows users, continue
to the next step.
7. Choose File > Save As....
8. In the Save dialog, specify a name, location, and file type.
9. Click Save. Open the file using a spreadsheet or other application.

Back to top