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You can export a CSV file from CMIS which can be imported directly into the library system.
Open the CMIS program.
From the main menu bar on the left-hand side of the window, click 'Reports' before double-clicking on the 'Reports' icon in the wider space on the right.
The Reports window will appear.
From the 'Object type' box, find and select 'Student'.
Click on the 'Create...' button on the right side of the window.
Click 'List report...' from the menu that appears.
In the ‘Design a list report’ window, type a name for the new report into the 'Name' box, then click on the 'Contents' button on the right.
The 'Select data value' window will appear which lists all the available fields that CMIS uses to store student information.
Double click the 'Personal Details' node to see a list of available fields.
Click once on a field to highlight it then click on the 'Add' button on the right side of the window to add the desired field to the 'Report contents' table (in the background).
The following fields from the appropriate nodes must be selected and added to the report contents.
- Personal Details
- Forename
- Surname
- Date of Birth
- Date of Entry
- Sex
- NC Year
- NC Year
- Class group
- Class group
- ID
- ID
When finished, click on the 'Finished' button to be taken back to the previous window.
The 'Reports contents' table will display the selected fields.
Click on the 'OK' button to complete designing the report and return to the previous window.
Double-click on the icon of the report you have just created.
After a few moments, a preview of the report with real data will be displayed. Left click the first student record to highlight it, scroll down to the bottom of the list using the vertical scrollbar, hold 'Shift' on your keyboard and left click the last student record – this will highlight all of your student data.
Right click on the last student record and choose 'Exporting' then 'Settings...' from the menu.
Select 'Comma' from the Delimiter box before clicking on the 'OK' button on the right side of the window.
Back on the full list of highlighted student records, right click on the last student record and choose 'Exporting' then 'Export'.
Type the filename 'students.csv' into the ‘File’ field.
Click the 'Export' button to start exporting the student data.
The CSV file will be saved to the root folder of the CMIS application. Copy the file, named 'student' or 'student.csv' and paste it to your work area (e.g. Documents) ready for the next stage of this process.
Amending the CSV
As the column headers in the CSV differ from those that the library system expects, they must be renamed so that it can interpret them.
Open the file with Notepad. Do not use Excel as it will alter the default formatting.
Open the CSV file with 'Notepad' and rename the column headers:
- Date of Birth = DateOfBirth
- Date of Entry = DateAdded
- NC Year = YearGroup
- Code = TutorGroup
- ID = ManagementSystemID
- Sex = Gender
If you are importing any additional fields with your CSV, the headers will need to be changed to match the library system.
When you come to import the CSV file, select the 'WBLS' option when prompted.
