Setting up Basic Exports - Parents from Legacy Fields

Minimum version: BrightArrow Base 2 v23.07.13

The parents export is used for creating lists that can message the parents/guardians of a student. If you'd like to send a message directly to the student use the student export.

Parent information can either come from legacy fields or from contacts. While there are pros and cons to both methods we are ready and willing to use whatever fields you are using for your phone/email information. Here we will create the parents export using the legacy fields.

Previous Version

Before the basic versions of the PowerQueries were introduced you would use the BrightArrow Student Contacts - legacy version 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 student is either active or pre-enrolled

Setting up the Parents export using legacy fields

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 - Parents from Legacy
   1. Custom PQ will be called BrightArrow - Basic - Parents from Legacy - Custom if needed
3. Fields -> Select the checkbox next to "STUDENTS" 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 = parents.txt
8. Line Delimiter = CR/LF
9. Character Set = UTF-8
10. Click Save Template
    
11. Name = BrightArrow - Parents
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