Download schooltool - South Central RIC

Installing and Using
schooltool Utilities
Version 11.1
Includes documentation on:
•
Centris Sync XML Creation Tool
•
ClearTrack 200 Export Utility
•
ClearTrack 200 Import Utility
•
Photo Compressor
•
Student Photo Import
Installation & User Guide
schooltool Utilities v11.1
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Confidential
Table of Contents
Table of Contents ............................................................................................................................................... 2
Overview.............................................................................................................................................................. 3
Installing the Utilities ......................................................................................................................................... 4
Installation Notes ............................................................................................................................................................................................................... 4
Installation Procedure ....................................................................................................................................................................................................... 4
Centris Sync XML Creation Tool...................................................................................................................... 5
Overview ..............................................................................................................................................................................................................................5
Preparation ..........................................................................................................................................................................................................................6
Centris Sync XML Creation Tool Worksheet ............................................................................................................................................... 7
Configuring the Recurring Sync Settings ...................................................................................................................................................................... 8
Configuring the Recurring Task Settings....................................................................................................................................................................11
Creating the One-Time Student Information Export .............................................................................................................................................12
Export Rules ......................................................................................................................................................................................................................13
ClearTrack 200 Export Tool............................................................................................................................ 14
Overview ............................................................................................................................................................................................................................14
Preparation ........................................................................................................................................................................................................................15
ClearTrack 200 Export Utility Worksheet ...................................................................................................................................................16
Configuring the ClearTrack Export Settings.............................................................................................................................................................17
Configuring the Recurring Task Settings for ClearTrack Export ........................................................................................................................21
Export Rules ......................................................................................................................................................................................................................22
ClearTrack 200 Import Utility ........................................................................................................................ 23
Overview ............................................................................................................................................................................................................................23
Preparation ........................................................................................................................................................................................................................24
ClearTrack 200 Import Utility Worksheet ...................................................................................................................................................24
Configuring the Import Tool.........................................................................................................................................................................................25
Importing ............................................................................................................................................................................................................................27
Photo Compressor ........................................................................................................................................... 28
Overview ............................................................................................................................................................................................................................28
Compressing Photos .......................................................................................................................................................................................................28
Photo Import .................................................................................................................................................... 29
Overview ............................................................................................................................................................................................................................29
Preparation ........................................................................................................................................................................................................................29
Configuring the Photo Import Tool ............................................................................................................................................................................30
Importing Photos..............................................................................................................................................................................................................31
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Over view
This document is written with the system administrator in mind. It presumes an intermediate knowledge of Windows,
databases, and data. An administrator should be familiar with network rights, common file formats, and with certain administrative
tasks such as installing software applications.
The schooltool utilities are a series of applications that are installed as a single package. These utilities are used to maintain certain
aspects of the schooltool database environment that cannot be maintained from within the application itself.
Upon completion of the install application, your desktop will contain four new icons, one for each of the schooltool utilities.
Each icon will run the corresponding utility, as follows:
•
Centris Sync: Used to configure and maintain information that is passed between Centris' IEP Direct and schooltool.
•
ClearTrack Export: Used to export student contact information from schooltool into ClearTrack.
•
ClearTrack Import: Used to import IEP data from ClearTrack into schooltool
•
Photo Compressor: Used to help in the maintenance of people's photos before importing into schooltool.
•
Photo Import: Used to import a directory of student and faculty photos into schooltool.
These applications are designed to interact with the schooltool database but do not need to be installed on the database server
directly. Instead, these may be installed and used on any workstation or server. They must be installed by a local administrator, and
they all require the proper administrative access to the schooltool database.
Note: Users must have administrative privileges in to run the CentrisSync, ClearTrack Export, and ClearTrack Import utilities.
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Installing the Utilities
Installation Notes
•
If there is a previous version of the schooltool Utilities already installed, it will need to be uninstalled via your Add or
Remove Programs control panel before continuing.
•
If there is a previous version of SIFexporterSetup already installed, it will need to be uninstalled via your Add or
Remove Programs control panel before continuing. Any SIFexporterSetup MS Task Scheduler events will also need to
be removed before continuing.
•
The schooltool Utilities package may be installed on any workstation or server; it does not have to be installed on the
schooltool server itself.
Installation Procedure
1.
2.
3.
4.
Log on to the workstation or server as a local administrator.
Download the schooltool Utilities Installer at:
http://support.schooltool.com/downloads/current/schooltool_Utilities_Install.exe
Locate and open the schooltool Utilities Installer that was just downloaded.
Walk through the wizard, answering every question with the default answer; selecting Next , Install, and Finish
whenever prompted.
The utilities should now be installed. A new program group containing the utilities has been created, and an icon for each utility has
been added to the desktop.
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Centris Sync XML Creation Tool
Overview
This utility should be used if your district utilizes the Centris IEP Direct application to track your students' IEPs and the district
wishes to have schooltool' demographic data ported to the Centris application on a daily basis.
The Centris Sync XML Creation Tool manages the creation of demographic data files that are to be imported by Centris' IEP Direct.
The created files are structured to Centris' specifications, are automatically created by schooltool on a predefined schedule, and
export files validated at their creation time to ensure the XML files are well formed and able to be parsed.
The Centris Sync XML Creation Tool can be run on any computer that can establish a database connection to an appropriate
schooltool database server.
The Centris Sync XML Creation tool has two primary uses:
1.
2.
Configure the regularly scheduled creation of an export file directly from schooltool.
•
The created export file's format is XML.
•
The XML export uses predefined district-specific criteria.
•
Email notifications containing a full error log can be enabled when there are problems with the process.
Create a one-time-only version of an export file to populate the Centris IEP Direct database.
•
The created file is comma delimited (CSV).
•
The CSV export uses predefined district-specific criteria.
•
This operation is a one-time-only process for the initial import of student data.
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Preparation
Before using this utility, there are several pieces of information that will be needed. Without the following information, the Centris
Sync utility cannot be properly configured.
Required information:
•
The Centris District ID for your district.
•
The district’s BEDS Code
•
The district’s Default Area Code.
•
The directory and file name where the Centris Sync Agent is expecting the XML file to be placed.
•
The directory and file name where the Centris Sync Agent is expecting the CSV file to be placed. This is only needed
once.
•
The name of the database server, the name of the database, the database administrator username and password.
•
The time at which the current SIFExporter.exe file is run in the Windows Task Scheduler. If it is not currently
scheduled, you will need to know what time the Centris Sync Agent will look for this file.
Additionally, the following would be useful information to have available, though these are not required:
•
The district’s SMTP server address.
•
The SMTP server port number, if other than the default of 25.
•
Whether or not the SMTP server requires an encrypted connection.
•
The email address of the individual that may be monitoring issues with student data.
It may be helpful to print the following page and fill in the appropriate information to use as a reference when using the CentrisSync
Utility.
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Centris Sync XML Creation Tool Worksheet
Centris District ID
BEDS code
Default area code
XML export folder and file name
CSV export folder and file name
SQL Server
schooltool Database
SQL Username and Password
Don't write these down!
Recurrent export time
SMTP server
SMTP Port (default = 25)
SMTP requires encrypted connection?
SMTP credentials (if required)
Data Manager's email address
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Configuring the Recurring Sync Settings
The Recurring Sync Settings can be found on the first tab, which is the default, in the CentrisSync application. This is where we will
define all of the basic information that is necessary to create the proper XML export file from schooltool.
To configure and run the CentrisSync utility:
1.
Read and follow the preparatory steps listed in the previous section.
2.
Locate and open the "CentrisSync" icon that was installed in the first section of this document.
3.
Using the previously gathered information, fill in the appropriate text fields:
4.
•
Centris District ID
•
District BEDS Code
•
Default Area Code
•
Output File: You may use the Browse button
must have an XML file extension.
•
Validation File: You may use the Browse button
to locate the path and/or file of your choice. Note that this file
to locate the correct file.
Use the Database Connection Settings button to connect to the appropriate database. You will need to know the name
of the database server, the database username and password, and the database name to perform this step.
A. From the "Set Database Connection" dialog box, you will need to fill in all fields.
B.
Use the Test Connection button to verify your connection information has been entered correctly.
C. Click Save Settings when complete.
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5.
Use the Relationships to Export Settings button to define the specific relationships to be exported.
A. Use the arrow buttons to move fields between the Ignore and Include and Export sections.
B.
To further limit the selected relationships to only export those that receive mail, use the check box below the
relationships list.
C. Click Save Relationship Configuration to continue.
6.
If applicable, click the Error Log Email Setting's Settings button to provide SMTP information for mailing of the error log.
•
SMTP server
•
SMTP port
•
Username
•
Password
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7.
Run the export process manually by clicking the “Create Export File” button. This process will take between 2 and 10
minutes depending on the size of the schooltool database.
A. A confirmation message will appear indicating the process has been started. You will receive another confirmation
when the export file has been created. Click OK, locate the file, and open it to verify the data.
B.
You will be prompted to schedule a recurring task for the export. Click Yes and continue to the next section
(Configuring the Recurring Task Settings) if you want to schedule the export to run automatically. Click No to exit
without scheduling this task.
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Configuring the Recurring Task Settings
After setting up and running the ClearTrack Export Utility, you will be prompted to schedule the export to run automatically on a
recurring basis. Schedule this process so that it will create the export file at the appropriate time of day, every day. This may be
determined by your Centris process, and you may need to make sure to provide a 30 to 60 minute buffer between the schooltool
export and the Centris import, depending on your district size.
To configure the ClearTrack Export to run on a scheduled basis:
1.
When prompted at the end of the Export process, click Yes to schedule the recurring export task.
2.
Fill in all information in the Create Recurring Sync Task screen.
3.
Click Finish to save the scheduled task. You will receive confirmation message indicating that the task was configured
correctly.
4.
Click OK to finish.
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Creating the One-Time Student Information Export
The Creating the One-Time Student Information Export can be found on the second tab in the application. This is where the initial
database export is created for import into Centris' IEP Direct.
Once this process has been run, and the data has been imported into Centris' IEP Direct, the process will no longer be necessary.
To configure and run the Centris Sync utility:
1.
Read and follow the preparatory steps listed in the previous section.
2.
Locate and open the "Centris Sync" icon that was installed in the first section of this document.
3.
Click on the Creating the One-Time Student Information Export tab.
4.
Use the Database Connection Settings button to connect to the appropriate database.
•
You will need to know the name of the database server, the database username and password, and the database
name to perform this step.
•
From the "Set Database Connection" dialog box, you will need to fill in all fields.
•
Use the Test Connection button to verify your connection information has been entered correctly.
•
Click Save Settings when complete.
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5.
Click the Create Export File button to create the file.
6.
A confirmation message will appear indicating the file has been created. Click OK, locate the file, and open it to verify the
data.
Export Rules
Students need the following information to be exported in Centris Sync:
•
A current enrollment that is either at an in-district provider or has “Is Placed” checked
•
A first name
•
A last name
•
An address (either their own or from their primary contact) that includes street name, city, county, state, and zip code.
House numbers are not required as some addresses may not include a house number (a PO Box, for example).
Note: Centris Sync exports phone numbers, when applicable, for students and/or contacts. Because schooltool allows users to
define multiple phone numbers of each phone type, only the top-ranked phone number of each exportable type will be exported.
Work phone numbers are exported with a type attribute of “18”, cell phone numbers are exported with a type attribute of “11”,
and all other phone numbers are exported with a type attribute of “06.” If a person has no phone numbers, then the value “(555)
555-5555” is exported, with a type attribute of “06,” and the person will not be included in the export error log.
Contacts need the following information to be exported in Centris Sync:
•
Contact must be tied to a student that meets all of the requirements above
•
A first name
•
A last name
•
A SIF relationship code
•
An address complete with street name, city, county, state, and zip code. House numbers are not required as some
addresses may not include a house number (a PO Box, for example).
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ClearTrack 200 Export Tool
Overview
The ClearTrack 200 Export Utility is needed if your district is utilizing ClearTrack 200 to track your students' contact information,
and you would like export that information from schooltool into the ClearTrack database.
The ClearTrack 200 Export Utility has two primary functions:
1.
2.
Create a one-time-only version of an export file to populate the ClearTrack database with student contact information.
•
The created file is comma delimited (CSV).
•
The CSV export uses predefined district-specific criteria.
•
This operation is a one-time-only process for the initial import of student data.
Configure the regularly scheduled creation of an export file directly from schooltool.
•
The created export file's format is XML.
•
The XML export uses predefined district-specific criteria.
•
The XML export is validated using a predefined validation file.
•
Email notifications containing a full error log can be enabled when there are problems with the process.
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Preparation
Before using this utility, there are several pieces of information that will be needed. Without the following information, the
ClearTrack Export utility cannot be properly configured.
Necessary information:
•
The Output Directory where the export file should be placed
•
The name of the database server, the name of the database, the database administrator username and password
•
The specific relationships to be exported
Additionally, the following would be useful information to have available, though these are not required:
•
The district’s SMTP server address
•
The SMTP server port number
•
Whether or not the SMTP server requires an encrypted connection
•
The email address of the individual that may be monitoring issues with student data (the same email address may be
used in both the To and From fields)
It may be helpful to print the following page and fill in the appropriate information to use as a reference when configuring the
ClearTrack Export Utility.
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ClearTrack 200 Export Utility Worksheet
Output directory
SQL Server
schooltool Database
SQL Username and Password
Don't write these down!
Recurrent export time
SMTP server
SMTP Port (default = 25)
SMTP requires encrypted connection?
SMTP credentials (if required)
Data Manager's email address
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Configuring the ClearTrack Export Settings
1.
Read and follow the preparatory steps listed in the previous section.
2.
Locate and open the "ClearTrack Export" icon that was installed in the first section of this document.
3.
Using the previously gathered information, fill in the appropriate output directory. You may use the Browse button
locate the folder.
4.
Use the Database Connection Settings button to connect to the appropriate database.
•
to
You will need to know the name of the database server, the database username and password, and the database
name to perform this step.
A. From the "Set Database Connection" dialog box, fill in all fields:
B.
Click on the Test Connection button to verify your connection information has been entered correctly.
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•
You will receive a confirmation message if your settings have been configured correctly.
C. Click Save Settings when complete
5.
Select Relationships to Export
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A. Use the arrow buttons to move fields between the Ignore and Include and Export sections.
•
Press Save Relationship Configuration to continue
6.
Select whether or not to enable Zero Padding for student ID’s. If enabled, specify the number of total characters that
should comprise a student ID; for any ID that contains fewer than that number, the appropriate number of zeroes will be
added before the ID in order to meet the total character requirement specified here.
7.
Set FTP settings
8.
Set Application Log Email Settings, if applicable:
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A. If applicable, click the Enable Application Log Email Settings button to provide SMTP information for mailing of the
application log. You will need the following information:
•
•
•
•
B.
9.
SMTP server
SMTP port
Username
Password
Press OK to continue.
Run the export process manually by clicking the “Create Export” button. This process may take several minutes,
depending on the size of the schooltool database.
•
The process will indicate its progress while it works. Once the export is complete the OK button will become
active. Click OK to finish the Export process.
10. You will be prompted to schedule a recurring task for the export. Click Yes and continue to the next section
(Configuring the Recurring Task Settings for ClearTrack Export) if you want to schedule the export to run automatically.
Click No to exit without scheduling this task.
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Configuring the Recurring Task Settings for ClearTrack Export
After setting up and running the ClearTrack Export Utility, you will be prompted to schedule the export to run automatically on a
recurring basis.
To configure the ClearTrack Export to run on a scheduled basis:
1.
When prompted at the end of the ClearTrack Export process, click Yes to schedule the recurring export task.
2.
Fill in all information in the Create Recurring Sync Task screen.
3.
Click Finish to save the scheduled task. You will receive confirmation message indicating that the task was configured
correctly.
4.
Click OK to finish.
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Export Rules
Students need the following information to be exported in ClearTrack:
•
A current enrollment that is either at an in-district provider or has “Is Placed” checked
•
A first name
•
A last name
•
A mailing address (either their own or from their primary contact) that includes street name, city, county, state, and
zip code. House numbers are not required as some addresses may not include a house number (a PO Box, for
example).
Note: Active students do not export information to the Enrollment End Date and Exit Reasons fields.
Contacts need the following information to be exported in ClearTrack:
•
Contact must be tied to a student that meets all of the requirements above
•
A first name
•
A last name
•
A mailing address complete with street name, city, county, state, and zip code. House numbers are not required as
some addresses may not include a house number (a PO Box, for example).
Note: Clear Track will always export mailing addresses if they exist for a student or contact. If no mailing address exists for an
individual, the residence address will be used instead.
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ClearTrack 200 Import Utility
Overview
The ClearTrack 200 Import Utility is needed if your district is utilizing ClearTrack 200 to track your students' IEP- and 504-related
information, and you would like schooltool to reflect this information on the appropriate student records.
This Import Utility will:
•
End all 504 and IEP program services that have not yet been ended, if Clear Track has indicated the student is inactive.
•
Create a new schooltool 504 program service for a student if one does not yet exist and Clear Track has indicated the
student has an active 504 document.
•
Create a new schooltool IEP program service for a student if one does not yet exist and Clear Track has indicated the
student has an active or declassified IEP document.
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Preparation
Before using this utility, there are several pieces of information that will be needed. Without the following information, the
ClearTrack Export utility cannot be properly configured.
Required information:
•
Database Connection: The name of the database server, the name of the database, the database administrator
username and password
•
ClearTrack Connection: The ClearTrack Server URL or IP, the ClearTrack Server Port, and the SMS Authorization
Code.
This information should be obtained from your district before attempting to configure the utility.
It may be helpful to print the following table and fill in the appropriate information to use as a reference when using the ClearTrack
200 Import Utility.
ClearTrack 200 Import Utility Worksheet
SQL Server
schooltool Database
SQL Username and Password
Don't write these down!
ClearTrack Server URL or IP
ClearTrack Server Port
SMS Authorization Code
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Configuring the Import Tool
To import information from ClearTrack into schooltool:
1.
Locate and open the "ClearTrack Import" icon that was installed in the first section of this document.
2.
Use the Database Connection Settings button to connect to the appropriate database.
•
You will need to know the name of the database server, the database username and password, and the database
name to perform this step.
A. From the "Set Database Connection" dialog box, fill in all fields:
B.
Click on the Test Connection button to verify your connection information has been entered correctly.
•
You will receive a confirmation message if your settings have been configured correctly.
C. Click Save Settings when complete.
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3.
Use the ClearTrack Connection Settings button to connect to the appropriate database.
•
You will need to know the name of the ClearTrack server (or its IP), the ClearTrack server port, and the SMS
Authentication code. These values will be pre-filled by default with sample values. The correct settings should be
provided by your district.
A. Use the Test Connection button to verify your connection information has been entered correctly.
B.
Click Save when complete. You will be returned to the main Import Utility screen.
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Importing
1.
Use the ClearTrack Connection Connect button to connect to the ClearTrack server.
2.
Select your school district from the drop-down list, and click the Select button
•
After a moment, a list of students will appear that have been located in both schooltool and ClearTrack. Each
student record will have a checkbox next to it.
3.
Using either the "Select All Students" check box, or the individual check boxes next to each student name, select all
students that need to be synchronized.
4.
Click the Import Selected Students button to import student IEP information into schooltool.
After a confirmation message, all students that were selected will now have their schooltool data updated with ClearTrack IEP
information.
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Photo Compressor
Overview
The schooltool Photo compressor utility's is used to reduce the size of student photos within the schooltool database to improve
efficiency, save space, and improve display quality. This utility will:
•
Resize all images to the schooltool standard thumbnail size (currently , this is 75x75 pixels)
•
Recompress all photos using JPG compression.
Note: If you have used the schooltool Photo Import Utility, compression does not need to be done. Compression will
automatically be taken care of with that utility.
Compressing Photos
1.
Locate and open the "Photo Compressor" icon that was installed in the first section of this document.
2.
Use the Database Connection Settings button to connect to the appropriate database.
•
You will need to know the name of the database server, the database username and password, and the database
name to perform this step.
A. From the "Set Database Connection" dialog box, you will need to fill in all fields.
B.
Use the Test Connection button to verify your connection information has been entered correctly.
C. Click Save Settings when complete.
3.
Click on the Compress Photos button to perform the compression. Schooltool will go through the entire database
performing the compression on all photos.
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Photo Import
Overview
Schooltool's Photo Import Utility allows an administrative user to import student and faculty photo data into schooltool; it will
place the control of importing in the system administrators' hands, saving support requests and manually importing individual photos
through the user interface.
This document is written with the system administrator in mind. It presumes an intermediate knowledge of Windows,
databases, and data. An administrator should be familiar with network rights, common file formats, and with certain administrative
tasks such as installing software applications.
This utility will:
•
Accept and input a directory (folder) containing image files.
•
Create properly named copies of the original image files.
•
Compress all of the image file copies.
•
Upload the properly named and compressed image copies into your schooltool database.
Preparation
Before running the Photo Import Utility, it will be necessary to do a little preparation, as follows:
•
Place all of your photo files in a single location. This location can be a folder on your local workstation, a network
share, or on a CD.
•
Make sure all photo files are either JPG or BMP formats. If your images are in other formats, they must be converted
before importing into schooltool. There are a number of free graphic conversion applications available that may be
able to assist in this task, if needed.
•
Ensure that all files are named according to the following format: [ID].jpg or [ID].bmp, where [ID] is the student or
faculty member’s ID number.
Note: If you are using LifeTouch as your photo provider, make sure to include the IDLINK.TXT file in the same folder as
your photos. This file is necessary to associate student photos with the proper student ID.
•
Create a destination folder where you would like to place a copy of the compressed and renamed (if required) photo
files as they are imported into schooltool.
•
Make sure you have your SQL Server credentials (username and password) on hand, so you can successfully connect to
the database, where these photos will be imported.
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Configuring the Photo Import Tool
To import photos into schooltool with the Photo Import Utility:
1.
Read and follow the preparatory steps listed in the previous section.
2.
Locate and open the "Photo Import" icon that was installed in the first section of this document.
3.
Fill in, or use the Browse buttons to locate:
4.
•
The "Import From" folder that contains the original photo files.
•
The "Move To" folder that will contain compressed copies of the originals.
Use the Database Connection button to connect to the appropriate database.
•
You will need to know the name of the database server, the database username and password, and the database
name to perform this step.
A. From the "Set Database Connection" dialog box, you will need to fill in all fields.
B.
Use the Test Connection button to verify your connection information has been entered correctly.
C. Click Save Settings when complete.
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Importing Photos
1.
Select the appropriate ID Type option to indicate whether to import files based on Student ID, Local Faculty ID, or
Universal Faculty ID, and choose whether or not to trim leading zeros from ID numbers.
2.
Click the Import button.
A. Wait patiently for the results, as all images are compressed, copied to your destination folder, and imported into
schooltool.
B.
Wait for the "completed successfully" confirmation message.
IMPORTANT: Read the Results portion of the window! A successful execution does not imply that all photos were imported
successfully, just that the process was completed.
3.
Clear the old cache
Schooltool maintains a cache of viewed photos on the schooltool web server. This allows for much more efficient
browsing of student photos, as the database does not have to continually "serve up" potentially large student photos. This
cache is updated hourly by an automatic process to check for newly added. Updated photos will not be visible until after
this process has run. In addition, browsers may need to be restarted to reflect these updates.
4. IMPORTANT: Test it!
A. Log into to the schooltool application as a normal user.
B.
Navigate to a number of students to confirm that they have the proper photos associated with them.
Note: At any time during this process, you may click on the Help button to see single-pane summary of instructions for using this
utility.
Installation & User Guide
schooltool Utilities v11.1
Page 31 of 31
© 2013 Mindex Technologies, Inc.
Modified 12/4/2013
Confidential