Import TEA Staff Responsibilities

Use the File Import and Data Selection - Import TEA Staff Responsibilities page to import staff responsibility 305 records for your district's employees, such as teachers, aides, and librarians. The import file is in .csv format and stored on your computer or network server.

Using eSchoolPlus, you can export staff responsibility 305 data to create the .csv import file.

Use the Import Wizard

The Import option launches the import wizard that will take you step by step through:

• Loading the file.

• Mapping the columns on the file to the fields in the database table.

• Mapping static columns required by the Import option, but not defined in the file.

• Saving the mapping that was created to be used for future file imports.

• Generating a list of warnings and error messages found during the data validation.

Import file requirements

Your ability to import a file depends on the following:

• Refer to TEA Staff Responsibilities - File Layout and Data Mapping for information about the recommended import file layout and data mapping.

• The data in the file's fields must comply with the field requirements in TEA Staff Responsibilities records. For example, the system cannot import the file if a field requires numeric data and the import file contains characters.

• The import file must be in comma-separated (CSV) format.

• The extension on the import file must be *.csv.

• You must have the appropriate security resources to use the Import functionality.

Create the import file

For information about exporting staff responsibility 305 data, refer to the eSchoolPlus documentation. Refer to TEA Staff Responsibilities - File Layout and Data Mapping for information about the recommended import file layout and data mapping.

Import file

1. On the TEA Staff Responsibilities page, select Import.

2. To locate the file you want to import from your computer or network, select Click to upload a file beside the File to Import field.

3. Select the file, and select Open to display the path and file name in the File to Import field.

4. Select Load.

5. In the Import File Data section, select the line to use for Column Titles and select Set Column Titles. The selected data appears in the section's column headings.
   If you selected the incorrect line, select Reset Column Titles to reinstate it in the list, then repeat the step with the correct line selected.

6. Once the column titles are set, select the lines to import from the file.

   • To select a range of lines, hold down the Shift key, select the first line in the range, and then select the last line.

   • To select multiple lines individually, hold down the Ctrl key and select each line.

   • To select all lines, select Select All.

7. After selecting the lines, select Next.

8. On the Define Column Mapping page:
   Select a mapping in the Saved Import Mapping field.
   or
   Tab into the Table Field column for the first Import File Column, and select the file column from the database table to map to the column listed in the Import File Column field on the left. Refer to TEA Staff Responsibilities - File Layout and Data Mapping for information about column data mapping.
   The Field Description column defaults to the column's user-friendly name and cannot be changed. Map the remaining fields accordingly.

9. Select Next.

   • If the data in the file does not meet the requirements of the database table, the Import Errors page will display. You cannot proceed until either the file or the mapping is corrected.

   • If there are no errors but some required fields from the database are not mapped, the Static Column Value Mapping page displays. Complete Steps 10-11.

   • If there are no errors and all required fields are mapped, proceed to Step 12.

10. On the Static Column Value Mapping page, the required fields from the database table that were not mapped on the Define Column Mapping page will display. Add values as needed. To add other fields that have not been mapped, select Append Row.

11. Once the static mapping is complete, select Next.

12. On the Save Import Mapping page, enter a unique name to identify the mapping, and then:

    1. In the Mapping Name field, enter a unique mapping name. The Owner field displays the user name of the person importing the file. You cannot update this field.

    2. You can select the Public option to allow others to use the mapping file or the Restricted option to prevent others from changing it.

    3. Select the required Save Options:

       • Select Create new mapping to create a new mapping file under the name assigned.

       • Select Update existing mapping to save changes to an existing mapping file. This option is unavailable when creating a new mapping file or when changing the file is restricted.

       • Select Do not save mapping only to use the mapping for the current file.

       The ability to add and update an import mapping on the Save Import Mapping page depends on the assigned security resources.

13. Select Finish to exit the Import wizard.

14. From the Confirmation box, select one of the following:

    • Select Update/Add to update staff responsibilities records. Existing records are updated if they match the import file. Otherwise, the record from the import file is added.

    • Select Replace to replace staff responsibilities records. This option requires a complete staff import file.

    • Select Cancel to abort the import.

15. After the file is imported, the Import Status page displays if any errors or warnings are encountered during data validation. The page lists the errors and warning messages.

    • From the Display Results field, select one of the following:

      • Warnings Only

      • Errors Only

      • Warnings/Errors Only

      • Show All

    • The Line # column lists the line numbers in the import file to find the data requiring correction

    • The Summary Information section displays the number of Errors, Warnings, and Successes. At this point, you can:

      • Select Print to print the listing of errors.

      • Select Import on the Action Bar to import any successes. If there are no successes, this item will not display.

      • Select Back to exit, correct the file, and re-run the import procedure.

16. If there are no errors or you selected the Import option in the last step, a Confirmation box will display. Select Yes to import the file and generate a final Confirmation. Select OK.

Field descriptions

The import wizard consists of the following pages:

• File Import And Data Selection page

• Define Column Mapping page

• Import Errors page

• Static Column Mapping page

• Save Import Mapping page

• Import Status page

File Import And Data Selection page

Use this page to initiate the Import wizard and select the file and records to import.

The following table describes the fields on the File Import And Data Selection page.

Define Column Mapping page

Use this page to map the columns in the file to be imported with the fields in the database table.

The following table describes the fields on the Define Column Mapping page.

Import Errors page

Use this page to view a list of errors when the data in the file does not match the fields' requirements in the database table.

The following table describes the fields on the Import Errors page.

Static Column Mapping page

Use this page to statically map required fields in the database table to a value. The values apply to all lines of the imported file.

The following table describes the fields on the Static Column Mapping page.

Save Import Mapping page

Use this page to save the mapping and enter related settings.

The following table describes the fields on the Save Import Mapping page.

Import Status page

Use this page to view errors and warning messages generated while validating the import's data.

The following table describes the fields on the Import Status page.