Knowledge Base

Article 5508275

Formatting delimited text files for import into Renaissance web-based software


Product: Renaissance

Platform: Macintosh, Windows

Last Updated: 1/20/2020


 This article only applies if you access the import feature on your Renaissance site through the Users icon on your home page. If you access the import feature on your Renaissance site through Manage Apps & Users, reference to KB article #13002485.

Issue:

Formatting delimited text files for import into Renaissance web-based software

Resolution:

If you have student information stored in another database or spreadsheet, these programs typically will allow you to create a text file of the information. You can add or update user information, courses, classes, and class enrollments by importing a flat file (.TXT, .CSV, .XLS and .XLSX) containing this information using the Renaissance import feature or, if you prefer, we can do the import for you. If you choose to import the file yourself, please refer to the help files for more information about importing spreadsheet, comma-separated, or delimited data files. If you would prefer to have us upload your file, please call us at 800-338-4204 or email support@renaissance.com. If emailing, include "Flat file import Hosted", your school name and your customer number in the subject line of the e-mail. In the body of the email, please include the email address of the individual that needs access to our secure data upload site. The individual needing access will then receive an email with a link to the site. If you have difficulties creating or uploading the file,  or if you need more information about the import process, please contact Technical Support at support@renaissance.com.

 

Basic Rules for Importing Files

1)   A separate file is required for each school. You cannot import a file with all students in the entire district. You will need to split the file up into individual school files.

2)   Creating a header in the first row of the file is recommended. Use the Specification tables below to create a valid header. If valid header codes are not included, you will be presented with an alert stating "Identify this column..." and you will be able to select the data type from drop-down menus on the Column validation results page.

3)   A header must have at least one character or space. Headers are not case-sensitive.

4)   Only the data recognized by the import feature will be imported. See the Specification tables below for the data types that can be imported and the header codes.

5)   Each data row must contain the same number of delimiters (commas or tabs) as the header row.

6)   The header delimiter must match the data delimiter. If the header row is tab-delimited, then the data rows must also be tab-delimited.

7)   During the import process you will be prompted to identify columns in the file if the header is not identified or the header code is not recognized. If you are prompted to identify a column on the Column validation results page you may also choose Ignore this column for data that cannot be imported into the software.

8)   Names must be separated into first, middle and last. Each must be in its own column.

9)   Student grades are not required when importing students into the database. However, grades are required in order to test students in some Renaissance applications, and are helpful in other Renaissance applications.

10) Only documented codes can be used to indicate gender, ethnicity, grades, student characteristics, personnel position, or subjects. Unrecognized data defaults to Unknown or the equivalent.

11) If your file does not include usernames, they will be created for you during the import. Personnel user names will be created based on the user's first initial and the last name. Student user names will be the first initial and first four letters of the last name. If the user name already exists, a number will be added to the end of the user name so that it is unique.

12) Student passwords must be at least two characters long and personnel passwords must be at least three characters long and include at least one number. Passwords cannot contain any spaces.

13) If your file does not contain passwords or they do not meet the requirements above, passwords will be created during the import process. Personnel passwords will be the same as their user name but they will be forced to change the password the first time they log in. Students will be given a default password of abc.

14) Remove any end-of-file markers that may have been added after the last data row.

15) If you are importing a Microsoft Excel file, information should not be included within multiple worksheets of the file. The import feature will only import data from a single worksheet, and will use the worksheet that comes first alphabetically by name.

Specification Table for SIS Text Files and Example:

Click HERE to view a PDF including specification tables for SIS text files and an example of a SIS text file.

Templates for Importing Information:

In addition to the templates below, a template including all categories of data along with instructions is available for download on the first screen of the import wizard. After logging in to your Renaissance web-based software, click on "Users", then click on "Import Information" under Related Student Tasks. A template link and a link for tips and examples will be available on the "Select Import File" page.

Click HERE to view a Microsoft Excel template for importing staff information only.

Click HERE to view a Microsoft Excel template for importing student information only.

Click HERE to view a Microsoft Excel template for importing student information, classes, and enrollments.

Click HERE to view a Microsoft Excel template for importing staff and student information, classes, and student enrollments/teacher assignments.

Note: Column headers are color-coded indicating the following about each category of data:

Dark Green= Required

Green = Recommended

Light Green = Optional


Keywords: 5508275, import, ascii, text, file, csv, txt, ZKBClientServer, RenaissancePlacePlatform

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