Import to Aspen go2-7

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Go2CTE Aspen Imports Setup

1.     Importing the tool bundle [go2cte-bundle.zip]

In District view, Tools > Imports, go to Options > Import Bundle…, select the “go2cte-bundle.zip” file and click “Import”. Leave the other settings as they are by default.

After the tool bundle has been imported, you will see the Student and Contact Import procedures in your list of Imports.

 

 

 

 

Go2CTE Aspen Imports Setup

2.     Running the Student Import

The Student Import must always be run FIRST, before the Contact Import. To do that, click on the Student import in the list (see above) and the go to Options > Run…

 

 

Go2CTE Aspen Imports Setup

                Student Import input fields:

 

  • Student enrollment status: Enter the enrollment status that the newly imported students should have. Defaults to PreReg.

 

  • School: Select the school that the newly enrolled students should be linked to. If blank, the School will be resolved from the student YOG/Gradelevel.

 

  • Create enrollment record: If checked, an Entry enrollment record will be created with the specified Date, Code (optional), and Reason (optional).

 

  • User-defined fields (optional): If importing these values from Go2CTE, enter the Java name (from the Data Dictionary) of the field where these values should be stored in Aspen. For example: “fieldB001” if storing in the Student table; or “person.fieldB001” if storing in the Person table.

 

  • SPED field (optional): Same as user-defined fields above.

 

  • SPED ‘Yes’ value: The value that should be used in the SPED field (above) in Aspen, if the value in the Go2CTE file is set to True.

 

  • SPED ‘No’ value: The value that should be used in the SPED field (above) in Aspen, if the value in the Go2CTE file is set to False.

 

  • DOE Field Aliases (optional): If importing these values from Go2CTE, enter the alias (from the Data Dictionary) of the field where these values should be stored in Aspen. The MA DOE field aliases will be populated by default, but they can be changed, or even removed altogether if any of those fields are not being imported.

 

 

 

Go2CTE Aspen Imports Setup

3.     Running the Contact Import

 

The Contact Import must always be run AFTER the Student Import. To do that, click on the Contact import in the list (see above) and the go to Options > Run…

 

 

Contact Import input fields:

 

  • Highest Contact Priority: Enter the highest Emergency Priority that a Student Contact can have in your District. This value is usually 0 or 1.

 

  • Phone fields: Enter the Java name (from the Data Dictionary) of the field where these values should be stored in Aspen. For example: “fieldB001” if storing in the Student table; or “person.fieldB001” if storing in the Person table.

 

 

 

Go2CTE Aspen Imports Setup

4.     Setting default values

 

As the Go2CTE Student and Contact imports will be used regularly in your Aspen system, it is highly recommended that you set up default values for each of input fields so that you don’t have to set them every time you run the import.

To set a default value for a particular input field, open the tool input definition by clicking on the ‘pencil’ icon:

 

 

Go2CTE Aspen Imports Setup

4.     Setting default values (contd.)

 

  1. Find the field you want to set a default value for by looking at the value for the ‘display-name’ XML attribute.

 

  1. Locate the ‘default-value’ attribute next to it and set the desired default value inside the quotes. For example: default-value=”my value”

 

You can also set the default value to blank is necessary. For example: default-value=””

 

  1. Click OK on the popup window, and then click Save on the main window.

 

 

5.     Other considerations

 

  1. The Go2CTE Student and Contact imports only create new records. They do not update existing Student or Contact records.

 

  1. Existing student records are identified by the ‘pidno’ field from the Go2CTE files, which in turn is set as the student Local ID (LASID) when a new Student record is created in Aspen.

 

  1. Existing contact records are identified by the contacts’ first and last name in conjunction with the following address elements: address line 1, city, state, zip.

 

  1. To prevent the creation of duplicate address records, existing ones are identified by the following elements: address line 1, city, state, zip.
 
 
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