Define export details

To create an export or modify an existing one, go into the export's details

Note: For instructions on creating custom state reports, see Export Formats for State Reporting.

To create or edit an export:

Important: Some exports are marked within Aspen as system-owned. Editing the source code, format definitions, or input definitions will result in a warning.

1. Log on to the District or Intermediate Organization view.
2. Click the Tools tab.
3. Do one of the following:
• In the District view: Click the Exports side-tab, and click Exports.
• In the Intermediate Organization view: Click the Exports side-tab.

4. Do one of the following:
• To edit an existing export, click the export you want to modify.
• To create a new export, on the Options menu, click Add.

•  The export details page appears.

  

5. Use the following table to enter information in the fields on the General sub-tab:

   Note: Some fields are available only in the District view.

• Field	Description
  Name	Type a name that distinguishes the export.
  Definition ID	Type an identifying number or code for the export.
  Category	Click this drop-down to select the appropriate category for the export.
  Menu group	Type the name of the Options sub-menu the export will appear in.
  Sequence Number	Type a number to indicate the export's placement on the Options menu.
  Weight	Type a number to indicate the export’s priority when running multiple exports simultaneously.
  XML eXtensible Markup Language definition	Do one of the following: Click to edit the export format in XML. For details on writing an export format in XML, see XML Definitions for Exports. Click to upload an XML export format. For an existing export, click to download the export's XML definition.
  Source code (Available only in the District view)	Do one of the following: Click to edit the export's Java source. Click to upload the export's Java source. For an existing export, click to download the export's Java source.
  Input definition (Available only in the District view)	Do one of the following: Click to edit the export's input definition. Click to upload the export's input definition. For an existing export, click to download the export's input definition.
  Custom XML definition	Select this checkbox to indicate the export's XML definition has been customized. Note: If you modify the default version of an export rather than making a copy, you must select this checkbox or your customizations might be overwritten during an upgrade.
  Custom Java source (Available only in the District view)	Select this checkbox to indicate the export's Java source has been customized. Note: If you modify the default version of a export rather than making a copy, you must select this checkbox or your customizations might be overwritten during an upgrade.
  Custom input definition (Available only in the District view)	Select this checkbox to indicate the export's input definition has been customized. Note: If you modify the default version of a export rather than making a copy, you must select this checkbox or your customizations might be overwritten during an update.
  Comment	Type a description of the modifications you are making to the export, for documentation purposes.
  Schedulable	Select this checkbox to permit this export to be run on a schedule.

6. If logged on to the District view, you can add external sources (sources of re-usable code) that will be used by the export. To do so:
• Beneath the External sources table, click Add. The Tool Selection pop-up appears.
• Select a tool type from the Select a tool type drop-down. The pick list refreshes to display all tools of this type currently defined in the system as owned by the organization whose view you are logged on to.
• Select the tool(s) you want to use as external sources of code for the export.
• Click OK.

7. Click Save.
8. To define the locations, including NavID and views, at which users can run the export from the Options menu, click the Navigation sub-tab

   

9. To add a new location at which users can run the export from the Options menu:
• Click Add.
• In the NavID field, type the NavID (location name). See Find Screen's NavID (Internal Location Name).
• Select the checkboxes for the views where the export appears.
• Click OK.
• Click Save.

10. To change the views at which users can run the export from the Options menu:
• Click the NavID.
• Select or deselect the checkboxes for the views to be changed.
• Click OK.
• Click Save.

11. To delete a location at which users can run the export from the Options menu:
• Select the checkbox for the NavID.
• Click Delete.
• Click Save.

12. To define which districts, intermediate organizations, or schools have the ability to run the import from the Options menu, click the School sub-tab. By default, all the educational units owned by the organization whose view you are logged on to have this ability.

    

13. To give or deny specified units the ability to run the export in the Options menu:
• Click the Visibility type drop-down, and do one of the following:
  • To deny a unit the ability to run the export in the Options menu: Select Exclude.
  • To give a unit the ability to run the export in the Options menu: Select Include.
• Click Add.
• Click the Owner type drop-down and select the type of unit to which you want to give or deny the ability to run the export from the Options menu. The pick list refreshes to display all units of that type currently defined in the system as owned by the organization whose view you are logged on to.
• Select the district(s), intermediate organization(s), or school(s) you want from the pick list.
• Click OK.
• Click Save.

14. To define which user roles can run the export from the Options menu, click the Roles sub-tab.

    

15. To give or deny specified user roles access to the export, do one of the following:
• Click the Role visibility type drop-down, and do one of the following:
  • To give a specific user role the ability to run the export from the Options menu: Select Include.
  • To deny a specific user role the ability to run the export from the Options menu: Select Exclude.
• Click Multi-Add....
• Select the desired user role(s) from the User Role Pick List.
• Click OK.
• Click Save.