No-Show or Dataset Management allows users to adjust how the nightly import process handles no-show data. This article walks through how to best handle the data that is removed from the core data import files day to day in order to keep data updated and correctly reflecting the data within the district's Student Information System.
Required Permissions: Manage Core Data Import Transformations
In the process of importing data, there are times when we run into what DnA refers to as no-show records. A no-show record is one that was previously present, but is no longer being sent. Think of a student enrollment record. Yesterday, data was being sent for a given student, but today the record is no longer being sent over to DnA in the data files.
What Causes No-Show Records?
Typically, no-shows are the result of the processes or workflow in the Student Information System. For example, if a student were enrolled at the beginning of a school year, but then never showed up for school, the student enrollment record is sometimes removed from the Student Information System. DnA only recognizes that there used to be an enrollment record, and now there isn't one. Another example is if a student is given a schedule, and then that schedule is changed in such a way that the original schedule records are removed. Again, from the DnA perspective, the records are just not in the files anymore.
What Problems Do No-Show Records Cause?
The data in DnA relies on enter/start and exit/end dates. We receive initial records with enter dates, but then we never receive a record indicating that the student's records should end. As a rule, DnA does not automatically assume that data no longer in the import files should be deleted entirely. This could potentially result in accidental deletions of enrollment and roster data if files were incomplete for some reason.
Without an end date being provided in the records, and the data no longer being present in the import files, these no-show records manifest themselves in DnA as roster, enrollment, or program errors. The most common instance is when a teacher asks, "Why is this student still on my class roster in DnA? He was never in my class to begin with!"
Where to Start
- Select the Admin Gear.
- Select Core Data Automation Profiles.
Automation Profiles
- Select Edit for the current nightly automation profile.
- Scroll down to Dataset Management.
This article applies to districts importing core data files nightly from their existing Student Information System.
Dataset Management
Dataset Management options are available for the following datasets only: users, roles, mastschd, enrollment, roster, programs, and attendance. There are three options available for each dataset, unless noted otherwise.
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Ignore
- This is the default behavior that does nothing with the records that are missing from the core data import files.
- No-show records will remain active in DnA.
- This is the default because it is the safest option. Until you identify that there is a no-show issue, it's best that the setting be left to "ignore."
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End
- When a no-show record is discovered, the original record is "ended."
- This means that DnA will put an end or exit date on the original record. The historical record remains in DnA, but is no longer an active record. The end date is set to the last day the record was included in the file.
- This is the safest way to handle a no-show, but may not be best for your situation, depending on why that no-show record exists in the first place.
- This option is not available for the roles or attendance datasets.
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Delete
- When a no-show record is discovered, the original record is deleted or completely removed from DnA.
- If we received an enrollment record yesterday, but that record is no longer in the file today, the record from yesterday is deleted from DnA.
- This is the riskiest way to handle a no-show, as historical records are not kept within DnA, but are fully removed from the system.
- This option is not available for the users dataset, as the deletion of user records could be detrimental to the existing historical data in DnA.
- If one or more datasets are set to Delete no-show records, the Delete Safety checkbox may be enabled to prevent unintended deletion due to data transfer error.
- Sometimes the integration between DnA and an SIS can be interrupted during the import process by power or network outages, or the links between the SIS data intended for DnA can otherwise be disrupted.
- Such disruptions can cause partial or fully empty files to be sent from the SIS to DnA, which could unintentionally cause a mass deletion of data from the DnA system.
- When enabled, Delete Safety ensures that data is not deleted if the number of rows in a file decreases by more than 10%.
- For example, if a previous file had 100 records, and today's file contains fewer than 90 records, the no-show delete process will be skipped, and the DnA system will retain the previous file's 100 records.
- Select Update to save any no-show changes.
When Do the No-Show Settings Take Effect?
No-show settings take effect right after you enable them. No-shows will be processed accordingly with the next batch of data that is processed via the automation. However, it is important to know that no-shows are processed using the "DIFF" processing that runs with our automated imports. The no-shows are a result of comparing "tonight's" data file to "last night's" data file.
It is very important to note that just turning on no-show settings will not solve problems that were created in the past. It will only solve problems that surface after you enable no-show settings. In order for no-show processing to truly be effective, a "data refresh" is necessary.
Here is the process:
- Set the no-show settings to the desired effect.
- Request a "data refresh" of the affected datasets from our Support Team by submitting a request. Remember, this is a critical step!
- Automation and the "DIFF" process will take over from there.
Here is how it might look for an enrollment no-show record:
08/18/25 - An enrollment record for John Smith is created.
08/19/25 - The enrollment record is still in the import files.
08/20/25 - John Smith is deleted from the SIS, since he was a no-show. Therefore, he is no longer in the enrollment file.
No-show settings have not been enabled yet. Therefore, John Smith's record remains active in DnA.
08/21/25 - We can no longer see John Smith's enrollment record in the import files.
08/25/25 - No-show processing is enabled, and the nightly automation processes the no-show records based on comparing yesterday's and today's files.
08/26/25 - Nothing happens to John Smith, because he is not a part of the data anymore.
Instead, on 08/26/25, the enrollment data is wiped, and the outdated John Smith records go away. Current data is then re-imported, and any no-show data from here on out is handled appropriately.
Next Steps
To learn more about handling data, visit the DnA: Data manual.