Setting up Log Based Discipline Exports

Schools can use either logs for discipline or incident management. One of the unfortunate truths is that students get detention and/or suspended and families need to be notified. Instead of mailing letters home you can email them automatically. This will save postage, envelopes, and most importantly staff time processing.

If you use logs here is how to set up your export

Setting up the Discipline export using Logs

The export should be set up in DEM from District Office. For information on getting to DEM read Getting to Data Export Manager (DEM)

1. Category = Additional Data Sets
2. Export From = BrightArrow Log Details
3. Fields -> Select the fields in this specific order
   1. School_Abbreviation
   2. Student_Number
   3. Grade_Level
   4. Entry_Date
   5. LogType
   6. IncidentType
   7. LogSubType
   8. Entry
   9. Consequence
   10. ActionDate
   11. Entry_Author
   12. ActionTakenEndDate
4. Click Next
   
5. First filter
   1. Filter By: LogType
   2. Value: = Discipline
6. Click the Plus to add another filter
7. Second filter
   1. Filter By: Entry_Date
   2. Value: = From Date of Export - 0 (this is saying the date is the same as the export date
      1. This is saying only send if the entry date is today, you may want some leeway on this so adjust accordingly
8. Additional Optional Filters
   1. ActionTakenEndDate = Specific Date (leave date blank) -> Used to only send if the action end date hasn't been set, for schools who set that field to mark the consequence complete
   2. Consequence = DET -> Used to only send detentions (change to your detention code)
   3. Consequence = SUS -> Used to only send suspensions (change to your suspension code)
   4. Consequence #  -> Don't send if no consequence
   5. LogSubType #  -> Don't send if there is no subtype
9. Click Next
   Note: Before the next section becomes editable the entire template must run. This is not a quick process and the larger your district the longer this will 
10. Export File Name = discipline_logs.txt
11. Line Delimiter = CR/LF
12. Character Set = UTF-8
13. Click Save Template
    
14. Name = BrightArrow - Discipline Logs
15. Click Save as New
16. Switch to the My Templates tab
17. Find the row for the new template and click the calendar button to schedule this template. If you do not see the calendar button or the Scheduled System Templates tab you don't have permission to schedule exports. For more information on that read Enabling DEM Scheduling
    
18. Days to Execute = Weekdays
19. When to Execute = pick a time close to when you'd want the discipline emails to go out
20. Send Output To = BrightArrow
21. Email Completion Report To (optional) = your email or an email to keep a record of if the export and file transfer was successful or if it failed. 
22. Click Save
    
23. Your export will go at the scheduled time and day(s). To send a copy now so that we can get started setting up the import of the file you can click the Send Now button which looks like the Play button from DVD player
    
24. Let us know that the file is ready so that we can set up your import