Define import details

Use imports to bring data from another system into Aspen, such as data from your state department of education. See State Reporting.

Some imports are simple XML templates and can be made or edited in Aspen. More complex imports use Java code. For more information, contact Technical Services.

To create or edit an import:

Important: Some imports 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, Imports side-tab.  
3. Do one of the following:
• To edit an existing import, either click the import's Name or select the checkbox next to the import and, on the Imports side-tab, click Details.
• To create a new import, on the Options menu, click Add.

• The import details page appears.

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4. 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 import.
  Definition ID	Type an identifying number or code for the import.
  Category	Click this drop-down to select the appropriate category for the import.
  Menu group	Type the name of the Options sub-menu the import will appear in, such as Imports.
  Sequence Number	Type a number to indicate the import's placement on the Options menu.
  Weight	Type a number to indicate the import’s priority when running multiple imports simultaneously.
  XML definition	Do one of the following: Click to edit the import format in XML. Click to upload an XML import format. For an existing import, click to download the import's XML definition.
  Source code (Available only in the District view)	Do one of the following: Click to edit the import's Java source. Click to upload the import's Java source. For an existing report, click to download the import's Java source.
  Input definition (Available only in the District view)	Do one of the following: Click to edit the import's input definition. Click to upload the import's input definition. For an existing report, click to download the import's input definition.
  Custom XML definition	Select this checkbox to indicate the import's XML definition has been customized. Note: If you modify the default version of an import 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 import's Java source has been customized. Note: If you modify the default version of an import 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 import's input 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 update.
  Comment	Type a description of the modifications you are making to the import, for documentation purposes.
  Schedulable	Select this checkbox to permit this import to be run on a schedule.

5. If logged on to the District view, you can add external sources (sources of re-usable code) that will be used by the import. 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 in to.
   • Select the tool(s) you want to use as external sources of code for the import.
   • Click OK.

6. Click Save.
7. To define the locations, including NavID and views, at which users can run the import from the Options menu, click the Navigation sub-tab.
8. To add a new location at which users can run the import 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 import appears.
   • Click OK.
   • Click Save.

9. To change the views at which users can run the import from the Options menu:
   • Click the NavID.
   • Select or deselect the checkboxes as needed.
   • Click OK.
   • Click Save.

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

11. To define which districts, 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.

12. To give or deny specified units the ability to run the import 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 import in the Options menu: Select Exclude.
    • To give a unit the ability to run the import 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 import 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.

13. To define which user roles can run the import from the Options menu, click the Roles sub-tab.
14. To give or deny specified user roles the ability to run the import from the Options menu, do one of the following:
    • Click the Role visibility type drop-down, and do one of the following:
      • To deny a specific user role the ability to run the import from the Options menu: Select Exclude.
      • To give a specific user role the ability to run the import from the Options menu: Select Include.
    • Click Multi-Add....
    • Select the desired user role(s) from the User Role Pick List.
    • Click OK.
    • Click Save.