PowerSchool Connect Exports are generated using Data Export Manager, not Autosend.
Getting Started
Before beginning the export process, make sure that "District" or "All Schools" is selected in the top-right corner of PowerSchool.
To start, navigate to System > Page and Data Management > Data Export Manager (sometimes listed simply as "Data Export").
Creating the Staff Export
In the Data Export Manager, select:
Category: Staff Information
Export From: Teachers
Select the following fields:
Teacher Number
Teacher First Name
Teacher Last Name
Teacher Email
Status
Once the fields are selected, click Next in the bottom right. On the following screen, you'll have the option to filter the data and preview it using the Show Records feature.
Considerations for Staff Exports
Ensure that the Use current teacher selection option is unchecked. Add a column filter to Status setting the value to 1
Setting the Staff Export
On the final screen, adjust the following settings:
File Name: Name the export, connect-staff.csv (be sure to include the file extension).
Line Delimiter: CR/LF
Field Delimiter: Comma
Character Set: UTF-8
Include Column Headers: Check this box
Surround "field value" in Quotes: Check this box
Once you've configured these settings, click Save Template.
Creating the Classes Export
In the Data Export Manager, select:
Category: Powerschool Data Sets
Export From: Student: Course Data
Select the following fields:
CC.TermID
CC.SectionID
COURSES.CourseName
COURSES.CourseNumber (rename this field to "Description" as shown in the screenshot below)
SCHOOLS.Abbreviation
Once the fields are selected, click Next in the bottom right. On the following screen, you'll have the option to filter the data and preview it using the Show Records feature.
Considerations for Classes Exports
Add a column filter to Section ID where the ID is greater than 0 to exclude negative class IDs, which correspond to students who are unenrolled from certain sections.
Setting the Classes Export
On the final screen, adjust the following settings:
File Name: Name the export, connect-classes.csv (be sure to include the file extension).
Line Delimiter: CR/LF
Field Delimiter: Comma
Character Set: UTF-8
Include Column Headers: Check this box
Surround "field value" in Quotes: Check this box
Once you've configured these settings, click Save Template.
Creating the Students Export
In the Data Export Manager, select:
Category: Powerschool Datasets
Export From: Student Email
Select the following fields:
Student_Number
First_Name
Last_Name
Email
Setting the Students Export
On the final screen, adjust the following settings:
File Name: Name the export, connect-students.csv (be sure to include the file extension).
Line Delimiter: CR/LF
Field Delimiter: Comma
Character Set: UTF-8
Include Column Headers: Check this box
Surround "field value" in Quotes: Check this box
Once you've configured these settings, click Save Template.
Creating the Enrollment Export
In the Data Export Manager, select:
Category: Powerschool Data Sets
Export From: Student: Course Data
Select the following fields:
CC.SECTIONID
STUDENTS.STUDENT_NUMBER
TEACHERS.TEACHERNUMBER
Once the fields are selected, click Next in the bottom right. On the following screen, you'll have the option to filter the data and preview it using the Show Records feature.
Considerations for Enrollment Exports
Add a column filter to Section ID where the ID is greater than 0 to exclude negative class IDs, which correspond to students who are unenrolled from certain sections
Setting the Enrollment Export
On the final screen, adjust the following settings:
File Name: Name the export, connect-enrollment.csv (be sure to include the file extension).
Line Delimiter: CR/LF
Field Delimiter: Comma
Character Set: UTF-8
Include Column Headers: Check this box
Surround "field value" in Quotes: Check this box
Once you've configured these settings, click Save Template.
Creating the Guardian Export
Contacts and Associations files
Apptegy recommends pulling from Contacts, unless your district uses Demographics, if your district uses demographics reach out to your Client Success Manager or Apptegy Support.
Guardian Contacts File
In the Data Export Manager, select:
Category: Powerschool Data Sets
Export From: Contacts
Select the following fields:
PERSON.Contact ID
PERSON.First Name
PERSON.Last Name
EMAILADDRESS.Email Address
CONTACTS.PERSONPHONENUMBERASSOC.Phone Number (as entered)
Once the fields are selected, click Next in the bottom right. On the following screen, you'll have the option to filter the data and preview it using the Show Records feature.
Setting the Contacts Export
On the final screen, adjust the following settings:
File Name: Name the export, connect-contacts.csv (be sure to include the file extension).
Line Delimiter: CR/LF
Field Delimiter: Comma
Character Set: UTF-8
Include Column Headers: Check this box
Surround "field value" in Quotes: Check this box
Once you've configured these settings, click Save Template.
Guardian Associations File
In the Data Export Manager, select:
Category: Powerschool Data Sets
Export From: Contacts
Select the following fields:
PERSON.Contact ID
STUDENTCONTACTASSOC.Student Number
STUDENTCONTACTDETAIL.Contact Has Custody
STUDENTCONTACTASSOC.Contact Lives With
Once the fields are selected, click Next in the bottom right. On the following screen, you'll have the option to filter the data and preview it using the Show Records feature.
Considerations for Associations Exports
We typically use Contact Has Custody or Contact Lives with to identify the student's guardian. If you'd prefer to use different fields, let us know.
Setting the Associations Export
On the final screen, adjust the following settings:
File Name: Name the export, connect-associations.csv (be sure to include the file extension).
Line Delimiter: CR/LF
Field Delimiter: Comma
Character Set: UTF-8
Include Column Headers: Check this box
Surround "field value" in Quotes: Check this box
Once you've configured these settings, click Save Template.
Scheduling All Exports
Once all export templates have been saved, click the My Templates button and locate the six Connect exports:
Staff
Classes
Students
Enrollment
Contacts
For each template, click the calendar icon under Actions and schedule the export to run daily, including weekends, and are sent sometime in the middle of the night. Ensure that each export is set to be sent to Apptegy.
After scheduling the exports, go to the Scheduled System Templates tab and click the play icon next to each export to run them immediately. Apptegy will verify that the files have been delivered.