Importing Students into Eclipse.net

Transcription

1 Purpose: To provide an overview for the process of importing and adding students into Eclipse.net Importing Students into Eclipse.net Page 1 of 9

2 Contents Introduction... 3 Notes on Importing... 3 How do I import my student file into Eclipse.net?... 4 What do I do once the import has completed?... 8 Contact Us... 9 Page 2 of 9

3 Please Note: It s important that you make a backup of your library data before making any global changes to your borrowers. Please see the backup guide for further information on how to make backups or speak to your ICT contact. Introduction 1. Each year, usually in September, the students in the office administration system will be 'promoted' to new tutor groups. You can use the administration system to create a file containing all of your borrower s details to import into Eclipse.net. This is a two stage process a. Create a student export file from the school management system b. Import the student file into Eclipse.net We have created specific guides for creating a student import file. To see the various guides available, please click here or go to. Notes on Importing 1. It is pointless to use the administration system to add your borrowers before they have been promoted. Please ask your office administrator if the students have been 'promoted' before you start. 2. The intake details may be all entered into your school s administration system, but they may not yet be assigned an administration number. The administration number will be required before the file can be successfully imported. 3. Once you ve created the CSV file which contains all of your new and existing borrowers, you ll then need to import this into Eclipse.net. Before you do this, you ll need to manually move your leavers to the Recycle Bin. There are two ways of doing this. You can go into each Tutor Group record, click on Move To, tick Leavers and then click Save. If you have a lot of groups which you need to mark as Leavers, the above method can be too time consuming. Instead, if you do a search in Tutor Groups for the groups you want to mark as Leavers, for example Year 11 s. Once all of your Year 11 s are listed, highlight one record and then click Remove under the Records tab on the right of the screen. An option to remove Selected Records or All Records will appear, click on All Records. Page 3 of 9

4 How do I import my student file into Eclipse.net? 1. To import your students.csv file into the Eclipse.net database. Load the Eclipse.net website, login and open the management window. From the menu bar at the top of the screen click on Database and then Intake. Click on Database and then Intake 2. The Intake screen will then appear. Click on Import button under the Records tab on the right of the screen. Click on Import 3. This will open the import window, from the available options select the administration system which matches your own, it is essential that you select the correct option for your system or the import process will fail to complete. Page 4 of 9

5 The following table provides advice on ensuring the correct options. Eclipse.net provides specific mapping files for specific management systems. For platforms where MLS provide custom report files the filters are designed to exactly match the generated output from these reports and to ease the import process. File Type AutoDetect CMIS EasyTrace Eclipse 2 Format Gladstone Phoenix RM Integris SEEMIS Sims.net (Quoted) Sims.net System Default WBLS For exports from It is better practice to select the correct format manually if at all possible! This option will try to match the file to be imported against each of the available filters then attempts to import using the best match. For importing student data from the CMIS management system. For importing card information for users of the EasyTrace system For importing data exported from Eclipse 2 student data. Not normally required as data is usually converted at time of installation. For importing card details for users of the Gladstone system For importing data generated from the MLS supplied Phoenix report file. DO NOT use this option if you are a Phoenix E1 customer! For importing student data from the RM Integris management system. For importing student data from the SEEMIS management system. Please see Sims.net section further in this guide Please see Sims.net section further in this guide For importing custom export files. Provides the option of importing the optional fields for student data. This option is the same as WBLS. For use by Phoenix E1 and RM Integris customers. This import option is the same as system default in operation. Once you have selected the correct admin option click on the browse option in the bottom right hand corner of the screen, Page 5 of 9

6 Click Browse to select the location of the student.csv file 4. Within the browse window, locate the students.csv file, select the file and click open in the bottom right hand corner of the screen. Click Open once the students.csv file has been selected. Page 6 of 9

7 5. The path of the students.csv will now be displayed, to begin the import process click import in the bottom right hand corner of the window. Click Import to begin the student import. 6. The following window will be displayed, the time taken to import the students.csv file will depend on the numbers of students being added to the database, once complete the import window will close and the borrowers will be displayed. Page 7 of 9

8 What do I do once the import has completed? 1. Before transferring the data, check to ensure that the borrowers now listed within the Intake table are new students. The majority of students listed will be first year students, although there may be some from other years too. If all the students are new, follow the instructions below on how to transfer them to the Borrowers table. 2. When the import is complete, existing Eclipse.net borrowers will automatically be updated to their new groups. Any new borrowers will be listed in the Intake screen. There are two ways to add your new borrowers to Eclipse.net. 3. If you are want to transfer all students at once, click transfer under the Records tab on the right of the screen. This will transfer all the students from intake into borrowers 4. If you want to transfer students individually, either double click on the record or highlight it and click Edit. The new record will then show. 5. The Imported Details section shows the details for the borrower which have been imported from the student file. Under the Choose import method section, select whether the borrower is New to Eclipse.net or if they are an Existing Borrower. If they are an existing borrower, there is a list of Eclipse.net borrowers at the bottom of the screen whose surnames all start with the same first 2 letters of the borrower s surname that you are importing. This makes it easier for you to match them. If the borrower you are importing isn t listed, type in their surname or forename in the Quick Search box and click Go. This brings up a list of borrowers for you to make your selection. 6. Select how you would like to allocate a barcode to the new borrower, we recommend the Automatic option. 7. When you are happy with the details, click Import. Repeat this for each new borrower listed in the Intake screen. Details of the borrower from the student file Select New Borrower if they are new to Eclipse.net Select Existing Borrower if they are already listed in the Eclipse.net borrower database Page 8 of 9 Select how you d like to allocate a PIN to the borrower List of existing Eclipse.net borrowers whose surnames start with the same first two letters as the new borrower Click Import when you are happy with the details

9 Contact Us On the Web: The quickest and easiest way to contact us is through the online MLS Service Area. /MyMLS Here you can: Search our comprehensive knowledgebase Search the MLS forums for any related discussions Open and download software User Guides Raise support tickets and track progress of any live incidents Obtain further contact information We can also be contacted directly using the contact information below: Micro Librarian Systems Arden House Shepley Lane Hawk Green Marple Cheshire SK6 7JW T: +44 (0) F: +44(0) Page 9 of 9