creating and using powerschool export template

Report
CREATING AND USING
POWERSCHOOL EXPORT TEMPLATE
Presented By
Lynne McCoy
Bryan County School District
An export template provides a quick export function for a selected group of
students using previously defined fields. The template provides an expedient
method of saving exports which are run on a frequent or routine basis.
To Create an Export Template
PowerSchool Start Page>Special Functions>Importing & Exporting
1.
Under Exporting click Templates for Exporting
Click New
Define the template you want to create
• Name – use this field to identify a clear purpose, this will be available for all
PowerSchool users with access to export
• Export from this table – Select the data source table; you may choose from
Students, Courses, Student Schedules, Staff and Historical Grades
• Delimited or fixed-field length? Select delimited for a variable field length
(accepts the data in the field regardless of length); Select Fixed to define the
acceptable length for each field; Default is delimited
Field delimiter (ignored for fixed-field length) - select tab, comma or other; if
you select other, define the delimiter in the adjacent box; default is tab
• Check box to surround field values with quotes – use this if you are exporting
data from a comment box
• End-of-line (record) delimiter – select from CR (Carriage return); CRLF (Carriage
return and line feed); LF (Line feed); Other (enter the delimiter in the blank
field); default is CR
• Column Titles – check box to put column titles on first row; recommended
Mime Type (leave blank for default) default is txt/plain
• If you use Firefox, you can set your browser preferences to open .text files in
Excel. (Tools > Options > Applications, then search for text file types)
• Click Submit.
This takes you back to the screen which will list the report templates. The new report
template just created should appear in this list.
This screen shows four columns – Template Name, Export From, #columns and Width
Your newly created template shows 0 in the “# Columns” .
Click the 0
Click New
7. The screen opens for you to create field parameters for each column, one at a time.
New Column Parameters
•
•
•
•
•
•
•
Title/Heading – should be the name you want for your column heading – in
particular if you have checked the box, to put column titles on the first row.
Data to Export (fields) – the fields list is linked and you can select any field in the
student table
If blank, Export This – allows you to enter or data that will appear in the place of
the previous field, if the previous field is blank.
Column Number – leave it blank and columns will be placed in order they are
added. If you want to go back and rearranged your columns, you will change the
number here, to make this data appear in a different order in the file.
Width in Characters - If you selected “Fixed width” in the template setup, you will
need to define the length of the field here.
Alignment – is used here only if you selected fixed width in the template setup.
Click Submit.
Continue creating a column for each field/data element you want pulled for your
export.
Allows the use of decode statements
One great feature about the export template is the ability to use some decode
statements for a column of data.
For example: to pull homeroom teacher name from the schedule:
To pull only the last four digits of the social security number
To a column for the title, for which you have no data, so you want to pull an
empty column:
Examples of Export Field List
Versatrans
Retained/EOY Data Ck Nutrikids
Student_Number
Last_Name
^(first_name;substring=1,20)
^(middle_name;substring=1,1)
Grade_level
Schoolid
~(Street;allbefore= ) [street hse number]
~(Street;allafter= ) [street name]
City
State
Zip
DOB
Home_Phone
Emerg_Phone_1
Emerg_phone_2
Emerg_3_Phone
Emerg_Contact_1
Emerg_Contact_2
Gender
^(decode;~(ga_sped_pae); ;N;Y)
~(decode;1;1;"~(Alert_Medical)";)
lastfirst
grade_level
GA_StudentStatus
GA_9th_EntryDate
EntryDate
EntryCode
^(*credit_hours)
Sched_Scheduled
Sched_Nextyeargrade
Next_school
Student_number
First_name
Last_name
^(middle_name;substring=1,1)
DOB
Street
City
State
Zip
Schoolid
grade_level
^(home_room;substring=1,10)
guardian
home_phone
^(ssn;substring=6,4)
ONE CALL EXPT -Title
PowerSchool
Student ID
First Name
Last Name
Home-Primary
Phone 2-Mother Cell
Phone 3
Phone 4
Phone 5
Phone 6
Email1
Email2 Mother Email
Email3
Email4
Email5
Grade
Language
X
First_Name
Student_Number
Last_Name
Home_phone
Cnt1_cphone
^(decode;1;X;;)
^(decode;1;X;;)
^(decode;1;X;;)
^(decode;1;X;;)
GuardianEmail
cnt1_email
^(decode;1;X;;)
^(decode;1;X;;)
^(decode;1;X;;)
Grade_Level
^(decode;1;X;;)
^(decode;1;X;;)
IF Blank, Expt
Father Cell
Cnt2_cphone
Father Email
cnt2_email
X
• These are other examples of decode statements:
• ^(decode;^(GA_Residential_Environ);3;Homeless;4;Un
ac Youth)
• ^(decode;^(GA_HomelessPrimaryShelter);2;DoubledUp;3;Unsheltered;4;Hotel/Motel)
• ^(decode;^(Enroll_Status);0;Active;2;Inactive;"";;^(Enr
oll_Status))
• ^([39]Abbreviation) - To pull school abbreviation
rather than school code
• Download a copy of the Data Access Tag Supplement
document from PowerSource for many other tags you
can use in exports and object reports : Articles #57748;
55742; and 5236.
Conference Announcement
• Attendees: Please use your bandwidth wisely,
and please do not download or stream large
files while at GAETC.
• Everyone is invited to attend the GaETC
Opening Session with Keynote Speaker Kevin
Honeycutt. The topic is Trends, Tools and
Tactics for 21st Century Learning
• Everyone is also invited to visit the Exhibit
Hall.

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