Data, such as information about organizations, users, and students, can be entered into the system directly and read from the screen. However, for large amounts of data, it is often easier to enter or retrieve it by uploading or downloading a file.
View File Details
To view information about available data files, follow these steps:
From Setup > Import / Export Data, mark the box next to the file(s) you want to know more about. You can use the Search box to narrow your search to only files that contain the text you enter.
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Open the task list and select View File Details and click Start.
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View listed details about the file(s) you selected. If you selected more than one file, then select the file you wish to view from the Files list at the left.
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- Click Download File if you want to download the file.
Import Data
From Setup > Import / Export Data, open the task list and select Import / Export Data and click Start.
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Select the type of file you wish to import. You should select a type with Import in the name.
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Click Choose File and select the file from your local machine that you will upload and import.
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If you import multiple versions of the same type of file, then the newer file will override existing data. For example, if you import a User Import file and then import a second one later, then the data in the system will contain any changed or new data in the second file in addition to data that was in the first file but not the second file.
- Click Process.
After you import a file, you will see it listed at Setup > Import / Export Data. The Status column displays the file import status. Most importantly:
- Pending, which means that the file is still being processed and you must wait a while longer.
- Complete, which means that the file was uploaded successfully, or
- Complete with issues, which means that the file was uploaded, but that there were problems with some of its contents. Select a file with issues. Then select View File Details to view a description of the issues and to download related error messages, so you can fix the issues before importing the file again.
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Export Data
Before you can download data from the system, a file containing that data must be created. This creation process is called export. Once the file is created, you can download it.
From Setup > Import / Export Data, open the task list and select Import / Export Data and click Start.
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Select the type of file you wish to export. You should select a type with Export in the name.
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Click Process to begin creating the file. After you export a file, you will see it listed at Setup > Import / Export Data. Select the file(s) you want from the list.
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Select View File Details.
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View listed details about the file(s). If you selected more than one file, then select the file you wish to download from the Files list at the left. Select Download File.
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Related Information
Your program works together with Pearson to clearly define and configure the data file contents and layouts. Users who import files containing information for your organization are supplied with instructions for how to create those files for your organization and populate them with correct data.
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These are the types of data files that can be imported and/or exported: | |
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| Online Test Attempts | These contain data from the online test document that is produced after testing. | | Organizations | These contain data about the organizations themselves. | | Organization Participation | These contain data about both the organizations and their participation, along with current enrollment counts. It is considered a best practice to use this file only for managing participation data and using the Organizations File for managing organization data, even though both can be done using this file. | | Organization Participation Preloads | These list organizations and whether they are participating in specific test administrations. These are created based on previous administration data. The contents are similar to the Organization Participation file. | | PreID | These contain barcode information. This information is used to match the student to a test (paper or online) and test results while allowing the test to be scored without a name attached. | | Students | These contain student data. | | Student Registrations | These contain data about students and include their test administration registration, which can be used to determine enrollment counts. If you upload multiple files and the tests identified in the new file have already been completed, new test assignments will be created instead of the existing data being updated. | | Test Attempts | These contain the data from the paper test document that is produced after testing. The data from this file is matched to data in the system to match the student to a test (paper or online) and test results while allowing the test to be scored without a name attached. These files can only be imported. | | Users | These contain data about users, the organization(s) each is assigned to, role assignments, and dates during which the account will be active. | | Personal Needs Profile | The personal needs profile (PNP) is a list of accommodations attached to a student record denoting any special requirements to enable the student to take a test. |
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For more information, see Data Files and Fields.
Importing files into the system is one of two ways to enter data into the system.
- You can import a file, which is commonly done for additions or changes that involve multiple records.
- You can enter or edit records through the user interface, which is commonly done for additions or changes that involve one or few records. See these pages if you wish to enter data through the user interface: Manage Organizations, Manage Users, Manage Students.
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Pearson recommends importing or exporting/re-importing files that contain large amounts of data. Users can, then, access this data to update existing records and/or add new records.Data files and fields may vary by program. For details, see Data File Descriptions and Data Field Descriptions.
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| Prerequisites Your program works with Pearson to clearly define data file content and layout. Authorized users import data files using organization-specific instructions on file formats and data. |
Step-by-Step You can choose to read or watch the instructions below.
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(Click  Image Added to view image) From Setup, select Import / Export Data.Image Added Click Start and select Import / Export Data.Image Added Select the type of file you want to import or export.Image Added Type or select the necessary details that apply. Depending on the file type, you may see options to extract specific data in the reports. You can see the selected export options in the Parameter section of the view file details. Click Choose File, and navigate to the file you want to import. You may select Ignore Error Threshold (when available).Image Added Click Process.Image Added
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EffectsThe system automatically sends an import-complete notification to designated email address, if previously provided. After you import a file, you see it on the Import / Export Data page. | Expand |
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| Status | What it means | Action |
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| Complete | File successfully imported. | No further action needed. | | Pending | File is processing. | Wait until processing is complete. | | Complete with issues | File uploaded with some content issues. | Use View File Details for information on files and error records. Make any necessary changes and upload the updated file. |
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| title | After you import/export, you can view file details... |
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| Such as, when the action occurred, if it was successful, who performed the action, etc. From Setup, select Import / Export Data. Select the checkbox next to the file(s) you want to know more about. Select the task View File Details, and click Start. View listed details about the selected file(s). To download the file, click Download File.
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| Review the files in the Errors section. Make necessary changes, and repeat the steps to import data. |
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