Use this guide to create and schedule the data exports required for the Apptegy Alerts integration with Infinite Campus. You'll create extracts for Students/Guardians, Staff, Attendance, and (optionally) Lunch Balance, then configure scheduled SFTP transfers.
Creating Extracts (Exports)
Click Ad Hoc Reporting in the menu on the left.
Select Filter Designer.
In the middle of the page, under the Create New section select:
Filter Type: Query Wizard
Data Type: Student or Census/Staff
Finish by hitting the Create button.
A new page will load with a blank red text field called *Query Name, where you will put in a name to identify the group of fields you are selecting for export (e.g. Apptegy Students, Apptegy Staff, Apptegy Attendance).
Suggested Extracts Fields
Use the tables below to create exports for Students/Guardians, Staff, and Attendance. The results from these fields may vary, and you may need to select different fields depending on how your district stores data. To verify that the data is being pulled from the correct fields, click Save & Test after creating each export. A pop-up window will display a test export containing a table of the selected data fields.
Creating the Student/Guardian Extract
Field Description | Location in All Fields Section | "Selected Fields" |
Student ID | Student > Demographics > student.stateID | student.stateID |
First Name | Student > Demographics > student.firstName | student.firstName |
Last Name | Student > Demographics > student.lastName | student.lastName |
School ID / School Name | Student > Demographics > student.schoolID Student > School > Name | student.schoolID sch.name |
Active Enrollment / Active.today | Student > Demographics > EndDate Student > Demographics > student.activeToday | student.EndDate student.activeToday |
Grade Level | Student > Demographics > student.grade | student.grade |
Gender | Student > Demographics > student.gender | student.gender |
Guardian Email | Census > Household Contact Summary > contacts.email | contacts.email |
Guardian Language | Census > Household Contact Summary > contacts.communicationLanguage | contacts.communicationLanguage |
Guardian First Name | Census > Household Contact Summary > first.Name | first.Name |
Guardian Last Name | Census > Household Contact Summary > last.Name | last.Name |
Guardian Phone Number* | Census > Household Contact Summary > contacts.homePhone | contacts.homePhone |
Household Phone Number* | Census > Household Contact Summary > contacts.cellphone | contacts.cellphone |
Guardian | Census > Household Contact Summary > Guardian | contacts.guardian |
Things to Note:
Traditionally, we have used the student.activeToday field to filter for active students. However, some districts prefer using the EndDate field, which offers the added benefit of including students in the data even when school is not in session. If your district uses EndDate for unenrolled students, this field may be a better option to send over.
For the activeToday field and Guardian data, set the operator value to = true on the filters screen (the next screen after completing your initial filters list).
If you choose to use EndDate instead, set the operator value to IS NULL.
To include student bus information in your exports, you can use the following fields:
activeBus.inBusNumber
activeBus.outBusNumber
Creating the Staff Extract
Field | Location in "All Fields" section | "Selected Fields" |
First Name | Person > Demographic > firstName | individual.firstName |
Last Name | Person > Demographic > lastName | individial.lastName |
School ID | Person > Staff > Assignment > schoolID | schoolEmployment.schoolID |
Home Phone | Person > Census > Person Contacts > homePhone | pcontact.homePhone |
Cell Phone | Person > Census > Person Contacts > cellPhone | pcontact.cellPhone |
Person > Census > Person Contacts > email | pcontact.email | |
Active Employment | Person > Staff > District Employment > active | employment.active |
Staff ID | Person > Demographics > staffStateID or stateID | individual.staffNumber or individual.StateID |
Things to Note:
In the "Filter Parameters" screen (the step following your initial filters list), set the operator for employment.active to = and the value to 1.
Creating the Attendance Extract
Begin by setting up the export in the same way as the student export, then add the attendance fields listed below at the end.
Field Description | Location in All Fields Section | "Selected Fields" |
Student ID | Student > Demographics > student.stateID | student.stateID |
First Name | Student > Demographics > student.firstName | student.firstName |
Last Name | Student > Demographics > student.lastName | student.lastName |
School ID / School Name | Student > Demographics > student.schoolID Student > School > Name | student.schoolID sch.name |
Active.today | Student > Demographics > student.activeToday | student.activeToday |
Grade Level | Student > Demographics > student.grade | student.grade |
Gender | Student > Demographics > student.gender | student.gender |
Guardian Email | Census > Household Contact Summary > contacts.email | contacts.email |
Guardian Language | Census > Household Contact Summary > contacts.communicationLanguage | contacts.communicationLanguage |
Guardian First Name | Census > Household Contact Summary > first.Name | first.Name |
Guardian Last Name | Census > Household Contact Summary > last.Name | last.Name |
Guardian Phone Number* | Census > Household Contact Summary > contacts.homePhone | contacts.homePhone |
Household Phone Number* | Census > Household Contact Summary > contacts.cellphone | contacts.cellphone |
Guardian | Census > Household Contact Summary > Guardian | contacts.guardian |
Attendance Date | Attendance > Period Mark Detail > Date | AttendanceDetail.date |
Attendance Code | Attendance > Period Mark Detail > Code | AttendanceDetail.code |
Attendance Period | Attendance > Period Mark Detail > Period Name | AttendanceDetail.periodName |
Things to Note:
In the "Filter Parameters" screen (the step following your initial filters list), set the operator for employment.active to = and the value to 1.
Creating the Lunch Balance Extract (if needed)
Fields:
Student ID
School Name or ID (name field is preferred, but only needed if your district has more than one building)
Lunch balance
Free and reduced lunch information/codes (this may vary per district)
Setting up Scheduled Exports
Here's how to set up your scheduled exports after creating the export lists you want to send:
Scroll down in the left-hand menu and click System Administration
Select Data Utilities
Choose Data Extract Utility
Create a New Extract
Click the colored "New" button in the top-left corner of the window.
Fill out the fields as follows:
Extract Instance Name: Assign a unique name, such as "Apptegy Staff Export," "Apptegy Student Export," or "Apptegy Attendance Export."
File Name: Use descriptive names like "Students," "Staff," or "Attendance."
Delivery Mode: Select SFTP.
File Extension: Choose .csv or .tsv.
Column Delimiter: Use TAB for .tsv files or CSV for .csv files.
Include Header Row: Check this option.
Include Double Quotes: Check only if using the .csv file extension.
Enter Server Credentials
Username: (Found in the 1Password link sent in the email)
Password: (Found in the 1Password link sent in the email)
Server: (Found in the 1Password link sent in the email)
Port: 22
Path: (Found in the 1Password link sent in the email. If no path is listed, you can leave this empty)
Select AdHoc Filter
Choose AdHoc.
In the dropdown menu, select the export you created in the previous steps.
Finalize the Export Setup
Save Your Work: Click Save in the top-left corner before running any tests. Failure to save first will result in an error message.
Test Extract: Downloads a file to the client's computer to preview the current export.
Test Connection: Displays a pop-up confirming if the entered credentials are correct and the connection is successful.
Run Extract: Performs a one-time transfer of the export to our server. This can be used to confirm that the data is received correctly before scheduling.
Schedule the Export
Use the Data Extract Schedule section to configure recurring file transfers.
Set the Frequency, Start Date, Time of Day, and Day of the Week to fit your district's needs.
By following these steps, you'll have successfully set up and scheduled your exports.
Final Steps
After completing all the steps above, save your work again and repeat the process for each export you want to send (e.g., Students, Staff, Attendance, Lunch Balance (if using)). Once all extracts have been set up, we'll double-check the exports on the Apptegy side.