Microsoft Outlook Web Access



PowerSchool

Delivering Infosnap Data to PowerSchool

Purpose: Instructions on delivering Infosnap Data into PowerSchool.

RETURNING STUDENT INFORMATION

1. Log into Infosnap and go to the Returning Student Workspace and then click on Submission Workspace

2. Change your view to Pending Approval

3. Change the Tag to Pending Address Change – you have to clear all the tags before you can polish and approve all. [pic]

4. To edit a record you will click on the icon that looks like this [pic] to edit the record.

5. When checking address changes you need to make sure that the mailing address does match the address change for the student. I have noticed that most parents did not change the mailing address. Once you approve the address change you must deselect the tag. [pic]

6. Once you have checked all the entries for address approval, when you return to the manage data screen you will see no outstanding entries that meet the “Pending Address Change” will be gone. You need to clear the tag. Click on the tag and select “Clear Tag”.

7. You should still have the View as Pending Approval showing all the records that are pending approval.

8. Click on Tasks and select Polish Data. [pic]

9. Then select the “All Found” button to polish all the records that have been found. Click Close when finished

10. Next you need to approve your records. Click on Tasks and choose “Approve” [pic]

11. Then select the “All Found” button to polish all the records that have been found. Click Close when finished

12. Now change your view to “Pending API Delivery”.

13. Click tasks and select “Deliver Data”

[pic]

14. Select “All Found”

15. This will open up a new screen as seen below [pic]

16. You want to select the button to Create Delivery Batch

17. When you Review Each it opens a window where the first record will show as seen below. You can click on the Plus sign to open the record parts to review.

18. You want to see a green bubble at the top of the record. That shows it has found the matching student record and it’s ready to update the data from infosnap into PowerSchool. [pic]

19. Occasionally the record will return with an error stating that there was an unexpected error and to contact Infosnap. The screen will look like this: [pic]

20. When you receive this error, you want to check some of the following common errors. If you have questions you can contact me.

a. Employer Fields too long. This is 40 characters try to shorten it

b. Zip code fields have the +4 extensions. Needs to be only 5.

c. First name field exceeds 15 characters. I have noticed that people have started putting 2 first names in the field. It needs to be only 1 name with no commas, parentheses, spaces, or any special characters.

d. Phone numbers begin with 1+. Remove the 1+

e. Employer fields also include phone number. This needs to be removed and placed in the wphone fields.

f. Health Insurance number includes group number – remove group number.

g. Health Insurance Company too long – abbreviate when possible.

h. Car Make should only be the make of the car. Ie. Chevrolet, Nissan, Ford, Jeep

21. To deliver the record you want to click the “Deliver and Continue” button on the left.

22. If you have records that are causing errors, you can click the left arrow button next to the record number to go on to the next record without delivering the current one. I would suggest doing this to move through the records and come back to the error ones later to clear them up.

23. When you reach the last record the “Deliver and Continue” button will change to a “Deliver Record” button. Once you click that and the screen turns a green notice saying the record was delivered you want to close the delivery batch.

24. To close the delivery back, click the link on the upper right side of the screen that says “Close Delivery Batch”. [pic]

25. The next screen will show you how many records were delivered and how many records were not. Then you want to click the “Close Delivery Batch” button.[pic]

26. You have delivered returning student data into PowerSchool.

NEW STUDENT INFORMATION

1. The directions are basically the same, however you will go into the New Student Workspace, then click on submission workspace.

2. The view should be set on Pending Approval.

3. If you have students listed there that are or were currently enrolled students you no longer need to edit the record and enter the current student number. The API delivery will match those records with current records in the system.

4. For these students you will need to verify documents and tag the record with the tag “Documents Verified” before you can approve the records.

5. To do this, you need to open each record and tag the record with Documents Verified [pic]

6. Click on Manage Data to take you back to the student list.

7. Click on Tasks and select Polish Data. [pic]

8. Then select the “All Found” button to polish all the records that have been found. Click Close when finished

9. Next you need to approve your records. Click on Tasks and choose “Approve” [pic]

10. Then select the “All Found” button to polish all the records that have been found. Click Close when finished

11. Now change your view to “Pending API Delivery”.

12. Click tasks and select “Deliver Data”

[pic]

13. Select “All Found”

14. This will open up a new screen as seen below [pic]

15. You want to select the button to Create Delivery Batch

16. When you Review Each it opens a window where the first record will show as seen below. You can click on the Plus sign to open the record parts to review.

17. If you have a yellow bubble at the top of the record it means that there is a match to the student already within the database. [pic]

18. You will click the match link

19. Another window will pop up with a list of possible matches for you to select from. [pic]

20. Once the record is found you can click the select button next to the record and the data will be pulled into Infosnap for you to compare. If there is any missing data on the left hand side you can click the green arrow to copy that data to the new record. Please make sure the birthdate and names are the same for both records.

21. Once you have selected a record and reviewed the record for matching birthdate and name, you will click the button on the right hand side that says “Deliver and Continue”.

22. Again you may get an unexpected error and a message to call Infosnap. These are because of the same errors that you may encounter as described in step 20 in the Returning Student directions.

23. If you get a gray button that means there are no other records that match that student so you can just click the “Deliver and Continue” button. [pic]

24. When you reach the last record the “Deliver and Continue” button will change to a “Deliver Record” button. Once you click that and the screen turns a green notice saying the record was delivered you want to close the delivery batch.

25. To close the delivery back, click the link on the upper right side of the screen that says “Close Delivery Batch”. [pic]

26. The next screen will show you how many records were delivered and how many records were not. Then you want to click the “Close Delivery Batch” button.[pic]

27. You have delivered new student data into PowerSchool.

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