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Alerts Integration - Powerschool

Getting Started

Before beginning the export process, make sure that "District" or "All Schools" is selected in the top-right corner of PowerSchool. Most exports in this instruction will take place in Data Export Manager, but Attendance will be pulled from Autosend.

For Data Export Manager

To start, navigate to System > Page and Data Management > Data Export Manager (sometimes listed simply as "Data Export").

Note: If you find that the Staff, Student, Guardian (Contacts or Associations) does not include additional fields you need, feel free to add them in addition to the fields we have specified.

Creating the Staff Export

  1. In the Data Export Manager, select:

    1. Category: Staff Information

    2. Export From: Teachers

  2. Select the following fields:

    • Teacher Number

    • Teacher First Name

    • Teacher Last Name

    • Teacher Email

    • Home Phone

    • Status

  3. 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, alerts-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 Students Export

  1. In the Data Export Manager, select:

    1. Category: Powerschool Datasets

    2. Export From: STUDENTCOREFIELDS

  2. Select the following fields:

    • Student_Number

    • First_Name

    • Last_Name

    • Grade Level

    • School ID

    • Primary Language or Native Language (or possibly a custom language field)

    • Any other fields necessary

Setting the Students Export

On the final screen, adjust the following settings:

  • File Name: Name the export, alerts-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 Guardian Export

Alerts 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

  1. In the Data Export Manager, select:

    1. Category: Powerschool Data Sets

    2. Export From: Student: Contacts

  2. Select the following fields:

    • PERSON.Contact ID

    • PERSON.First Name

    • PERSON.Last Name

    • EMAILADDRESS.Email Address

    • CONTACTS.PERSONPHONENUMBERASSOC.Phone Number (as entered)

  3. 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, alerts-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

  1. In the Data Export Manager, select:

    1. Category: Powerschool Data Sets

    2. Export From: Student: Contacts

  2. Select the following fields:

    • PERSON.Contact ID

    • STUDENTCONTACTASSOC.Student Number

    • STUDENTCONTACTDETAIL.Contact Has Custody

    • STUDENTCONTACTASSOC.Contact Lives With

  3. 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, alerts-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 Data Manager Exports

Once all export templates have been saved, click the My Templates button and locate the four alerts reports:

  • Staff

  • Students

  • Contacts

  • Associations

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.

Creating and Scheduling the Attendance Exports in Autosend


​Follow these steps for each building using the school dropdown:

  1. Name: Assign a unique name, such as Apptegy Elementary Attendance Export.

  2. Data to Send: Select Attendance (Meeting or Period).

  3. When to Execute: Set the desired time (hour and minute) for the export to run.

    1. Warning: Schedule the attendance export to send at least 30 minutes before the desired attendance alert time

  4. Days to Execute: Enter the days of the week for the export to run

    1. We recommend MTWHF

  5. Turn Execution Off: Leave this unchecked

  6. Send Output To: (Managed Connection)

    1. Choose Managed Connection to use SFTP for exporting records to Apptegy. A second pop-up will appear. Select Apptegy SFTP from the menu

  7. Path: Enter a unique file name with an extension (e.g., elementaryattendance.tsv)

    1. Note: Only the file name and extension are needed

  8. Field Delimiter: Select Tab from the pop-up menu.

    1. Use .TSV files as PowerSchool doesn’t quote-wrap data.

  9. Record Delimiter: Leave the default option, CRLF.

  10. Sort Order: Leave this set to the default.

  11. First Record of File is “Number of Records=”: Leave this unchecked

  12. Include “upload_type”: Leave this unchecked

  13. Fields to Export:

Student_Number
Att_Date
TimeRecorded
Att_Code
Period

Before you are done, confirm:

  • You have selected to send any attendance modified in the last 24 hours

  • (Optional) Email Completion Report: Enter the email address(es) of those who you want to receive the completion report each time the export runs.

How to Submit/Save

Submit: Click Submit, then Run Now to execute the export. Ensure no error message

appears (no confirmation message will be shown). If an error occurs, edit the configuration and verify all fields are filled out correctly.

Tip: If you are creating attendance exports for multiple schools/buildings, after setting up the first export, use “Duplicate this AutoSend record to all schools on this server”

If you choose to use the tip listed above, be sure to go to each school in the dropdown and update the following:

  • Data to Send (the school may use Meeting or Period)

  • Name

  • Path

Important: If these steps aren’t completed, you risk overwriting an export when it’s sent via SFTP due to the initial file information being copied. For schools/buildings that don’t need exports, go to the dropdown and delete the

Ensure that you have clicked Run Now for each configuration at least once and that it

completed without any warnings.

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