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.
Open the task list and select View File Details and click Start.
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.
- 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.
Select the type of file you wish to import. You should select a type with Import in the name.
Click Choose File and select the file from your local machine that you will upload and import.
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.
This is the information that is displayed for files with a status of Complete with issues:
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.
Select the type of file you wish to export. You should select a type with Export in the name.
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.
Select View File Details.
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.
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.
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.