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2018-19 InfoSnap Registration Process

2018-19 InfoSnap Registration Process


The 2018-19 registration tool is ready to use. The process is straightforward, however, there are quite a few steps and, depending on the quality of the data, some editing that needs to be done before you can open this up for your school.


The process is as follows. First, you'll export your data to a text file. Second, you'll review that data in a spreadsheet and make any changes necessary. Third, you'll import this data into the InfoSnap registration tool. Fourth, you'll notify those families that the registration window is open.  Fifth, you'll review the submitted registrations and polish and approve them. Sixth, you'll use InfoSnap to deliver the data back to PowerSchool. We'll break these down separately and in detail below.

If you haven't already watched the videos on this process, please do this first. They are well done and will help you understand this process completely. The videos are available on the InfoSnap web site. They are on the dashboard (home page) and are entitled InfoSnap Webinar Videos.

Since this is our first time using the tool, we are only going to export the following fields from PowerSchool:

  • Student_Number
  • First_Name
  • Last_Name
  • Gender
  • DOB
  • Sched_NextYearGrade
  • Next_School
  • Parent_Title
  • Street
  • City
  • State
  • Zip
  • Mother
  • Mother_Email
  • Father
  • Father_Email

The reason we need to do this is that we have lots of issues with how our data was entered. PowerSchool in the WELS began without much preplanning in terms of data types and formats. As a result, many fields have data that won't pass the data-verification process within InfoSnap. What we want to be able to do is import as many of your records as possible. If there is data that doesn't pass the verification process, InfoSnap will drop that record. When the import is complete, you will be given an opportunity to review the data errors. You may then correct them and run the import again.

Export Data from PowerSchool

The first step in this process is to export the data that is currently on file for our students so we can import that into the InfoSnap registration tool. This process will generate a text file that we will review in the next step.

  1. Log into PowerSchool Admin.
  2. We are going to export the students who will be enrolling in our school next year. To do this, select all the students except the ones graduating this year. For example in grade schools you would enter grade_level<8 into the search box.
  3. Go to Start Page > Special Functions > Importing & Exporting > Export Using Template.
    1. Type of Export: Students
    2. Export Template: 2018 InfoSnap Export
    3. For Which Records: The selected students
  4. Click Submit. This will create a file called student.export.text and download it to your download folder. 
  5. We are going to open this file in Excel (or any spreadsheet tool) to review this data, edit as necessary, and save it as a comma-separated file (.csv).
    1. Open Excel
    2. Go to “DATA” tab
    3. Click “FROM TEXT”
    4. Select the .txt file
    5. Follow the steps in the Wizard:
      1. Select “DELIMITED” and “MY DATA HAS HEADERS” then “NEXT”
      2. Select “COMMA”. Tab should be pre-selected. This will align the correct data in the correct columns. Click “NEXT”
      3. Scroll under “DATA PREVIEW” to the far right. Hold the Shift key and click the last column to highlight all fields.
      4. Click “OK” on the “IMPORT DATA” pop up
    6. Save the file as a .xls and .csv. Make all changes in the .xls file then save as .csv before import.

Review/Edit Export File

Now that you have your export file opened in Excel, take a moment to review the data. Pay close attention to the email addresses for the parents. These are used in the next step to notify the parents. If you have a record without an email address, you will need to enter it in the spreadsheet before importing into InfoSnap so that you will be able to notify your parents. Look closely at the date of birth as well. If these are incomplete or in the wrong format it will drop that record. The date should be entered as MM/DD/YYYY. A leading zero for month or day is not required. Once you have finished reviewing your data, you will need to save the file as a .CSV file. Give it a serialized name like 180319_SMLS_Export.csv in case you want to go back to PowerSchool to make your changes and then export again.

Import Data into InfoSnap

In this step we will import our PowerSchool data from the export file into InfoSnap's roster workspace.

  1. Log into the InfoSnap admin web portal (https://secure.infosnap.com/admin/login/login.rails). This brings you to your dashboard, and from here you can preview the registration form, copy live links, or go to either the roster or submission workspace. Click on Enrollment (2018-19) to open it.
  2. Click on Roster Workspace. Make sure that the View: option shows Imported/Added. If it doesn't, select it from the drop down menu.
  3. Click on Tasks and choose Import.
    1. Select a Data Source - Choose PowerSchool Import 2.0
    2. Select a Schema - Choose PowerSchool Import 2.0
    3. Select or Upload a Data File - Click on Choose File, select the .csv file you saved, and click Upload File.
    4. Click Begin Import. This will open a pop-up window that shows the progress of the import as well as how many records were skipped.
    5. Click on View Errors if you have some skipped records. This will tell you which ROW from your import file had the issue as well as what the issue was. You can correct the issue and try importing again. It won't create duplicates of the records already imported, it will just import the edited record(s).
    6. Click close in the pop-up and then click Return to Manage Data. You should now see all of the records you imported in your roster workspace.

Notify Families to Register

The next step is to notify your families that the registration window is open. You can do this whenever you want to once you've been notified that the next year's registration form is ready to use. You may want to have a separate page on your school's website for registration. This page can include links to forms and handouts that you want all your families to have as well as a link to the registration portal. If you do provide a link, your parents will have to have their SnapCode from your notify email.

You may also customize the email template used to notify your families. Select one of your records and choose Notify and select the SMLS-2018-Email template to see what we are using. You can then copy the text to an editor, make changes, and then submit those changes to us via a ticket on the support site. We will then create a new template for your school to use.

When you are ready to notify all your families return to the dashboard and then click on roster workspace.

  1. Make sure the View: option shows Imported/Added and then click on Tasks and choose Notify.
  2. Choose the email template you would like to use. Do not use one that has a school abbreviation in front as that will be specific to a specific school. If you requested a customized template, choose that from the list.
  3. Click on All Found to send to all of your parents. If you'd like to try it first with selected families, click cancel, then put a check mark by the ones you want to select, go to Tasks and click notiry. You'll now have the option of sending to selected only or all found.
  4. Review the email and click send all.

If you need to resend the email, select the family, choose the template, and then on the review screen, UNCHECK the box at the top that excludes sending repeats.

Review Registration Submissions

This step is time-consuming but so important. You will now review submissions for accuracy and approve them so they are ready to deliver back to PowerSchool. You should receive an email notification each time someone completes a registration. You will then log in to check and process the submission during your registration window.

  1. Click on Dashboard and then choose Submission Workspace.
  2. If you have new submissions, you will see that at the top. You will first import them by clicking on Import Submissions.
  3. You will now see them in your submission workspace. Click on the edit icon on the right (paper with pencil) to open the record. The data is presented in two columns. The data from Powerschool will be on the right under Old Value. The data entered by the parent on the form will be on the left under New Value. Fields that have new data or have been edited will be highlighted in yellow. Review everything in yellow, especially the church affiliation and church name. Due to the number of possibilities, we couldn't make this a drop down, so you will probably need to edit those as they come in to ensure data consistency with how your churches are named. To do so, just click on the field name. You can then edit the values so that they are consistent with how you want your church names entered.
  4. Once you have completed the verifcation of the record, click on Approve.
  5. If you have more than one record to verify, you can use the left-right arrows to move to the next record.
  6. The approved records are moved from Pending Approval to Approved. Use the drop down View: menu to change your views to see the approved records.

Deliver Data Back to PowerSchool

Once you have received all your registrations or at least all that you expect to receive at this time, and have verified and approved them, it is time to deliver the data back to PowerSchool. You will need to make sure that you have the next school year already setup in PowerSchool (see step 5 of https://ps-support.smls.org/index.php/site-admin-articles/end-of-year-tasks) or InfoSnap will not be able to deliver the data.

  1. Click on Dashboard and then choose Submission Workspace and then make sure your View: option is set to Pending Delivery.
  2. Select the record to deliver. Try just one to make sure things are working properly. Click on Tasks and Deliver Data. Choose selected only on the pop-up screen.
  3. The Deliver Data Wizard will guide you through the process of delivering data back to PowerSchool. Click on Create Delivery Batch.
  4. The Review and Edit screen now allows you to check one last time your existing data (on the right) with the data from the form (on the left). If the form data on the left isn't formated correctly, you can bring over the existing data by clicking on the green arrow.
  5. When you made your corrections, you can then click on Deliver Record to send the data to PowerSchool.
  6. You can now select a larger group to deliver if you have them approved and then go through the same process of checking one last time each record and then delivering. If you are really daring, you can deliver the entire batch at once, but remember, there is no undo!

If you have questions regarding this process or issues arise, please submit a ticket.

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