This lesson provides an explanation of all of the options available when using Core Data Imports & Validation.
Core Data Import & Validation
Send Notification To
This option allows the user to put in an email address to which a confirmation notification will be sent. Multiple email addresses are supported by simply separate the email addresses by commas.
The files that you plan to import must be presented in one singular zip file. Even if you are only uploading one file, it must be a zip file. Make sure that your text files are properly named according to the data specs and then zip them all up in one zip file.
This option allows for import logs to be viewed by non-district personnel. Provided an end user has appropriate permissions to view import logs then by simply adding a site to this box you will open up the import logs to the users with the permissions who are from the selected site. For example, if there is a special file with data only for Jones Elementary school, but the district wants to do the upload and allow the site tech to view the logs, then just Jones Elementary to the "viewable by" box and they'll have access to the logs.
Select Core Data Configuration
In most Illuminate installations there is typically only one core data configuration. The configuration defines that datasets, the data alignments, any data transformations, etc. In the event that your installation has multiple configurations, you can use this option to select the correct configuration for the data that you are importing.
This option allows for the header rows of imported files to be ignored in the Core Data Import Logs. This allows for more accurate data validation.
Validation Only - this will run all of the data and generate all of the import logs but WILL NOT ACTUALLY IMPORT THE DATA into the system. This is recommended when running some initial data imports. Prior to any import it is recommended that the data set should first be run as Validation Only, logs should be reviewed, adjustments made, then finally run as an Import.
Import - this option will actually import all of the data and it cannot be "rolled back." This option should only be used if the end user is prepared to alter the system with the data that is in the files being imported.
If you are prepared to run the data immediately, leave this option checked. There is actually a 10 minute delay between the upload and the execution of the import. If you'd rather schedule the import for later, simply uncheck the run now option and provide the time of day that you'd like the import to be executed.
Contact Data Import Mode
Replace - this is the default setting and will perform a student based replacement of all of the contact data. For every student ID that is in the contact file, the import process will first REMOVE all contacts from the system for the students and then import the data that is in the file. This is the default behavior and is recommended for ongoing contact imports. This, however, only works when the contact files that are being imported always represent all contact data for all students. Also, read about the context import site below.
Add - this is not the default because it can very easily add duplicate contact data. Using the add option will simply append the data that is in the file to the data that is already in the system. This should only be used when you are sure that the contact file that is being imported represents only new contact data.
Transcript Data Import Mode
Replace - like contacts, this is the default setting and will perform a student based replacement of all of the transcript data. For every student ID that is in the transcript file, the import process will first REMOVE all transcript data from the system for the students and then import the data that is in the file. This is the default behavior and is recommended for ongoing transcript imports. This, however, only works when the transcript files that are being imported always represent all transcript data for all students. Â Remember that transcript files for updates should always include all transcript records for currently enrolled students. Again, read about the context import site below.
Add - this is not the default because it can very easily add duplicate transcript data. Using the add option will simply append the data that is in the file to the data that is already in the system. This should only be used when you are sure that the transcript file that is being imported represents only new transcript data.
Allow ISI Data Updates
This option applies only to schools or districts running ISI. Once an ISI installation is live this option should generally be set to "no". This option keeps ISI data from actually being updated. So even though you run an import, it won't process. This is to prevent file based imports from overwriting manually updated data in a live ISI environment. Use this option wisely!
Import Context Site:
The import context site relates only to contact and transcript imports. As indicated in the Replace options for both of those datasets, the imports will do a student specific replace. The import context site adds an additional layer of protection to the replace option. Rather than blindly replacing all data for a student, it only replaces data for a student where the initial import's context site matches this import's context. For most imports, you context will be the highest level (district or consortium). However, if you wanted to import transcript (or contact) data for Adams high school, you would set the context import site to Adams high school. The next time data was imported for a different import context site, then the data that was imported only for Adams will be left alone. If you subsequently update the transcript (or contact) data for Adams then the student replace will only remove the Adams data.
Notes are informational only and completely optional. The notes that you enter here will show up on your import logs. These are useful to make notes to yourself as you run data imports indicating what you're importing, why it's being imported, any special circumstances, etc.
Here is where you tell the import job which files you plan on processing. Regardless of the files in your .zip file, only the selected datasets will be run.