Setting up Basic Exports - Staff

Minimum version: BrightArrow Base 2 v23.07.13

The staff export is used for 2 reasons:

1. Used to automatically set up users so that their single sign on between BrightArrow and PowerSchool automatically happens.
2. Used by most schools as a source of phone/emails to message staff members as needed

Even if you want your phone/emails to come from another source we still set up the staff export out of PowerSchool so we have a way to automatically create your users as needed.

Previous Version

Before the basic versions of the PowerQueries were introduced you would use the BrightArrow User Contacts - Default powerQuery to export out staff data. In that version you would need to hunt for fields to put them in the correct order. This version has everything numbered so that they appear in the correct order and includes filter versions of fields so that you can change values by adjusting the filters instead of needing to come into the export and change things. It's meant to be much easier than before.

Assumptions the Export Makes

There are certain things that are hard coded into the query. You will not need to specify these in the export.

• The staff member is active

Setting up Staff export

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 - Basic - User Contacts
3. Fields -> Select the checkbox next to "USERS" to select all fields. Fields are already listed in proper order.
4. Click Next
   
5. No filters here, controlled by the settings page filters
6. 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 take
   
7. Export File Name = staff.txt
8. Line Delimiter = CR/LF
9. Character Set = UTF-8
10. Click Save Template
    
11. Name = BrightArrow - Staff
12. Click Save as New
13. Switch to the My Templates tab
14. 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
    
15. Days to Execute = All Days
16. When to Execute = pick a time between 5 and 9 pm
17. Send Output To = BrightArrow
18. 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. 
19. Click Save
    
20. 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
    
21. Let us know that the file is ready so that we can set up your import