This lesson will walk you through the use of the Mass Update Tool using student demographics as an example, however, please note the tool works exactly the same for the following data sets:
Student Special Ed
We have added a new feature to the tool that will allow you to generate an extract, so all you have to do is populate the new/replacement data and load that file back into the tool. We've added the ability to rollback data (best done within a 24 hour period at most!).
The Mass Update Tool is only for updating existing records in Illuminate. Generally, we recommend creating any new records manually in the system. However, if you’d like to create new records en masse, such as new program records, we have import tools that can be used: Importing Programs.
Where to Start
- Click on the Administration Gear.
- Under Other, select Mass Update Tool.
3. On the Mass Update Tool page, you now have the option to select from the Update Tool column, this allows you to load an updated data file. And you can select the column called Extract Column, this allows you to create a data file that can be used to update your ISI data for the chosen dataset. We strongly recommend using the Extract option in the tool first to generate the data you'd like to update because it's already in the format needed for re-upload. Otherwise, you can use custom reports to build your own report, but that will mean more steps once you load the file (field and column alignment). For the purpose of this help doc we are using the Student Language data set.
If You've Selected to View/Edit the Extract Illuminate Creates
4. Select a Site to build an extract for.
5. Select a Start/End Date. Give the tool a date range- beginning of the year until current date, or whole year?
6. Click Submit. The extract will generate a table in the bottom of the page
7. Excel File Setup: Press the white button that says "Tab-Delimited with Row Header" and a downloadable file will be created.
8. Open a NEW Excel sheet and then go to Data > Import from a Text file, select Delimited > Tab.
NOTE: In the case of the Student Programs mass updater, the programs extract will have extra columns with "KEY" in the headers. These columns should NOT be changed as they will be used to match/find pre-existing student program records in the system when you re-upload your file. If you'd like to update a value that's one of these "KEY" values, there are additional columns that also generate for the same values with no "KEY" in the header. You can use these 'non-KEY' columns to make updates as desired (for example a student's program start date).
On step 3 of 3 highlight the column for Local Student IDs and select Text under data column format. This will ensure that any student IDs with leading zeros are preserved (Excel can otherwise strip them out and this would cause issues with trying to match that student's records when re-uploading your updated file to the Tool).
Finish the steps and load data into an Excel spreadsheet. From here you can make necessary data updates. And as the following steps will outline, you'll save this file back as a Tab file too for re-upload into the Tool.
Mass Updating Student Demographic Data
Step 1: Upload Data Source
1. Select Delimiter, the system will automatically default to TAB.
2. Choose File to mass update data from, preferrably the one you downloaded and modified from the Illuminate system as outlined earlier in this lesson.
3. Press Continue.
Step 2: Choose Fields To Update
If you have created and updated an extract file - the tool will automatically map all the fields you are importing for you. Just double check to make sure the mapping is correct.
4. Select Continue.
5. All of the check marks on the left hand side of the tool are selected by default. You do not have to deselect any fields you are not updating assuming you made no changes to that data in the extract download in the previous steps. The data will just run with the same values again. Only data you updated/changed in any column of the extract will be updated in the database. If you'd prefer, we recommend just deleting any columns in your extract that you are not updating data for, this will let the tool ignore those completely upon re-upload.
You will also have a chance to mark the fields as Update Only Missing Values by selecting the check marks. Checking off this option means you are asking the tool to only update data for the kids listed in the file that have a NULL value for that field in the database. The NULL value will be replaced with whatever data point you designated in the file. If the student already has some value in the database (not NULL) then the tool will "skip" them in the process (assuming the student is listed in your file).
For example, you are using the SPED extract and you need to update the case manager field for a group of 9th graders. Most of these students have Joe Smith listed as their case manager, but a random few do not have any case manager listed. You generate the SPED extract using the Mass Update Tool and instead of finding each one and updating them to be Joe Smith too, you just "update" every student in your data file to Joe Smith (or another case manager like Sue London), upload the file and check off the option for Update Only Missing Values. What will happen is that ONLY those students in the file that have case manager NULL in the database will be updated to whatever case manager you've designated; students that already had Joe Smith listed in the database to start will get skipped over by the tool (even though you listed their names in the file, that's okay.).
Step 3: Preview
6. Next you will see a comparison table that allows you to see what data currently resides in Illuminate and what data is being added. Verify the data.
- From value shows the data currently assigned to the student.
- To value shows what the data will be changed to once the mass updater tool has been run.
7. Once verification is complete, select Initiate Test Update.
Step 4: Validate Test Update
8. Once the status of the test run is Finished, click View Logs to view the results of the Test Update.
This is the page that you will actually apply the changes that you want to make in the file you submitted. This screen works the same as our Core Data Import Tool in that:
- This is the number of records imported.
- This is the number of Records Rejected
- These are the Warnings that applied to the data you imported. These records DID import.
- This is the number of records that were successfully imported.
- When the data is as clean as you can get it, make sure you push Apply Changes so that the fields will be actually updated.
You will be asked to confirm that the data is as you are expecting it to look. While we do have the ability to rollback the data, we still want to make every effort to make sure that the data is as clean as possible.
Sample Records Rejected
If you click on the number (if any) displayed under Records Rejected, you can see all errors in the update with the Error Messages at the top of the page.
Step 5: Initiate Mass Update
9. Confirm that you wish to run the Mass Update Tool in production by selecting all the checkboxes.
10. Select Update!
Once the status of the mass update is Finished, click View Logs to view the results of the production update. Once on the Summary Log page, you can view the results of the update.
Reverting Changes to a Production Mass Update
If needed, a production mass update can be reverted back to the original state by using the Revert Changes button on the production Mass Update Summary Log page. Note: If you wait too many days to revert, you could potentially lose data.
Clicking Revert Changes will initiate a new Test Update that will attempt to update data back to the state before the production update. If other changes to the data have been made since the production mass update being reverted, those changes will be lost.