DIRECT DATA EXPORT (DDE) USER GUIDE

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1 2 ND ANNUAL PSUG-NJ CONFERNCE PSUG-NJ STUDENT MANAGEMENT SYSTEM DIRECT DATA EXPORT (DDE) USER GUIDE VERSION 7.6+ APRIL, 2013 FOR USE WITH POWERSCHOOL PREMIER VERSION 7.6+

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3 TABLE OF CONTENTS Direct Database Exprt... 5 Hw t Frmat the DDE Table View... 6 Hw t Select Recrds fr Exprt / List View / Table View... 7 Hw t Match Selectins fr Exprt Prepared by: 3

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5 Direct Database Exprt Direct Database Exprt (DDE), is used t search and match data in mst f the internal tables n yur PwerSchl server. Nte: Depending n yur security settings, yu may nt have access t this functin. PwerSchl data is stred in a relatinal database f tables. Each table cntains an unlimited number f fields. When yu use DDE, yu are directly accessing the tables in the relatinal database. Yu can use PwerSchl's Direct Database Exprt (DDE) page when yu need t create an exprt file r reprt that cntains recrds frm these tables. Yu can then use ther applicatins, such as a spreadsheet applicatin, t view r rganize the recrds. Unlike using the Exprt Using Template page, DDE allws yu t match and exprt data frm tw (r mre) related tables. Yu must have t access DDE t exprt data frm it. (Nte: Depending n yur security settings, yu may nt have access t this functin.) Yu can exprt DDE data while yu are signed in t PwerSchl. When yu exprt data frm DDE, the system creates an independent exprt file that yu can pen r update using any applicatin yu want such as Excel, Wrd Pad, etc. Fr example, assume yu want t exprt all ninth graders and their stred grades. Use the DDE functin t match the recrds in the Student table t the Stredgrades table; then, exprt data frm bth tables and then pen the exprt file in a spreadsheet applicatin. Prepared by: 5

6 Hw t Frmat the DDE Table View 1. On the start page, chse System frm the main menu. The System Administratr page appears. 2. Click Direct Database Exprt. The Direct Database Exprt (DDE) page appears. 3. Click Table View Setup. The DDA/DDE Table View Setup page appears. 4. Use the fllwing infrmatin t enter data int the fields: Maximum number f recrds per page - Enter the maximum number f recrds yu want t appear n each page f the table Maximum number f fields per table - Enter the maximum number f fields yu want the table t display. Maximum number f characters per field - Enter the maximum number f characters each field in the table can display. Use Fnt tag - Select the checkbx t apply fnt frmats. Otherwise, deselect the checkbx. Frmat data - Select the checkbx if yu want the system t frmat the data within the table. Otherwise, deselect the checkbx. Use Gridlines - Select the checkbx if yu want the table t separate each field f data with gridlines. Otherwise, deselect the checkbx. Alternate clrs - Select the checkbx if yu want the table t display each rw f data in a different clr. Otherwise, deselect the checkbx. Use cell padding - Enter a number t indicate hw much padding yu want each cell f the table t cntain arund the text. Mst users enter a number between 1 and Click Submit. The Direct Database Exprt (DDE) page appears. Prepared by: 6

7 Hw t Select Recrds fr Exprt / List View / Table View Using DDE yu can view all selected recrds in a list r table, r yu can the exprt recrds frm the selected table. The steps fr searching fr data are the same regardless f whether yu want t Exprt the data r display it using the List r Table View ptin. The nly difference will be in the final step perfrmed after all data has been fund. Fr example, exprt student data abut New Jersey residents in furth grade r abve wh attend all schls n the system. 1. On the start page, chse System frm the main menu. The System Administratr page appears. 2. Click Direct Database Exprt. The Direct Database Exprt (DDE) page appears. 3. Use the fllwing infrmatin t enter data int the fields: Current Table - Chse the table frm which yu want t exprt recrds frm the pp-up menu. Select all [xx} recrds in this table - T indicate the recrds t use in the exprt, d ne f the fllwing: Click Select all [number f] recrds in this table t select all recrds. r Identify search criteria in the Search Students fields by cntinuing t the next step. Nte: Search fr students either n the Search Students page befre beginning this prcedure r n the Direct Database Exprt page. Yu can search fr additinal criteria n the secnd search field n the Direct Database Exprt page, r repeat this step t narrw the search results even further. Prepared by: 7

8 Search Students: Chse a field frm the first pp-up menu. Chse an peratr frm the secnd pp-up menu: Equals (=) Less than (<) Greater than (>) Less than r equal t (<=) Greater than r equal t (>=) Des nt equal (#) Cntains (cntains) Des nt cntain (!Cntain) Enter the value fr the field in the last field. Search nly in recrds belnging t [schl name]: Select the checkbx t filter yur schl s recrds in the search 4. Click Search within the current [number f selected] recrds nly. The Direct Database Exprt (DDE) page displays the new number f current recrds in selectin. 5. Click List View t make sure yu selected the recrds yu want t exprt. The List Recrds: [Table name] page appears with the fields separated by five perids. Nte: Click the blue field value t link t the Display Recrd page. This will display all fields and their values fr the selected recrd. 6. Click Table View t make sure yu selected the recrds yu want t exprt. The List Recrds: [Table name] page appears with recrds in a table frmat. Nte: Click the blue field value t link t the Display Recrd page. (This is usually fund in the first clumn f returned data.) This will display all fields and their values fr the selected recrd. Prepared by: 8

9 7. Click Exprt Recrds. The Exprt Recrds page appears. 8. Use the fllwing infrmatin t enter data in the fields: Fields - Use the pp-up menu t chse the fields frm which yu want t exprt a cpy f the data. After yu chse each field, the system inserts the field name in the text bx. Enter as many fields as needed. Only ne field appears per line. Separate multiple fields with a hard return. T include fields frm anther table, manually enter the name r number f the table in brackets, then the field name in the field bx. Fr example, t exprt fields frm the Sectins table and include teachers' names, enter [teachers]lastfirst r [3]lastfirst Field Delimiter - A field delimiter separates fields (r "clumns") in the exprted data. Use the pp-up menu t chse hw yu want the system t separate each field in the exprt file: Tab Cmma Nne Other: Enter the delimiter in the blank field. Recrd Delimiter - A recrd delimiter separates recrds (r "rws") in the exprted data. Use the pp-up menu t chse hw yu want the system t separate each recrd in the exprt file: CR: Carriage return CRLF: Carriage return and line feed LF: Line feed Other: Enter the delimiter in the blank field Surrund Fields - Select the checkbx if yu want the system t surrund each field with qutatin marks in the exprt file. Otherwise, deselect the checkbx. Clumn Titles n First Rw - Select the checkbx if yu want the first rw f the exprt file t have clumn titles indicating the fields included in each clumn. Otherwise, deselect the checkbx. Srting Recrds - Determine the rder f the recrds in the exprt file. Define a primary, secndary, and tertiary srt. In the first field in the Srt Field Name clumn, enter the field name by which yu want t primarily srt the recrds in the file. Then, select ne f the fllwing t determine t srt recrds by this field in ascending r descending rder: < (descending) > (ascending) Prepared by: 9

10 9. Click Submit. Fr Mac users, the results f the exprt appear. Fr Windws users, cntinue t the next step. 10. Chse File > Save As In the Save dialg, specify a name, lcatin, and file type. 12. Click Save. Open the file using a spreadsheet r ther applicatin. Hw t Match Selectins fr Exprt Match Selectins allws yu t select a grup f recrds frm ne table and then mve t different table and find recrds that pertain ONLY t the recrds in yur riginal example. Fr example, match recrds in the Students table t recrds in the Stred Grades table. Nte: Yu cannt match tables that d nt have a relatinship r shared field. Fr example, yu cannt match the Students table t the Curses table. 1. On the start page, chse System frm the main menu. The System Administratr page appears. 2. Click Direct Database Exprt. The Direct Database Exprt (DDE) page appears. 3. Chse ne f the tables t match frm the Current Table pp-up menu. 4. Search fr the grup f recrds yu need frm this table. (Ex: Frm Students table search fr All students that have an Enrll_Status = 2) 5. Mve t the next table t which yu want t match recrds. 6. Click Select all [#] recrds in this table. The Direct Database Exprt (DDE) page displays the new number f current recrds in selectin. (Ex. Mve t the Stred Grades table and Select ALL Recrds fr this table). Prepared by: 10

11 7. Click Match Selectin. The Match USM Selectin page appears. 8. Chse the secnd table t match frm the pp-up menu. (In this example select the Students table frm the drp dwn list) 9. Click Prceed t match selectin. The Direct Database Exprt page displays the ttal number f recrds between the tw matched tables that yu can exprt. (In this example yu wuld get all f the stred grades in the Stredgrades table fr all students with an Enrll_Status = 2) 10. At this pint yu can d a List / Table view r Exprt recrds using the directins abve. Prepared by: 11

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