Purpose
This article provides comprehensive guidance on exporting student data exclusively from an iSAMS database.
Covers: Step-by-step instructions on exporting a CSV file from your iSAMS database, direction to relevant Knowledge Base articles for importing the CSV after export, and guidance on adding any additional fields as required.
This section does not cover: The removal or archiving of former borrowers.
When to Do This
Start of academic year, before importing a CSV, moving tutor groups, or removing leavers.
Instructions
You can export a CSV file from iSAMS which can be imported directly into the library system.
To begin, open up iSAMS and log into the system.
Once logged in, select 'Student Management' or 'Pupil Management' from the left hand side, then click on 'Student Manager' or 'Pupil Manager'
By default the 'Custom Pupil Search' screen will now be displayed. Leaving all the fields as they are already set click on the 'Save & Search' button in the bottom right:
This will perform a search that returns all students.
Once the search has completed select 'P/S All' from the menu and tick the 'Pupil's Name (Pre Name)' tick box.
The menu on the right-hand side of the screen will now be enabled. Select the 'Exporting & Reporting - Export Pupil Records' option.
Make sure 'Create new export using new fields and options' is selected and then click on 'Next'.
On the 'Field Selection' screen under 'Core Data Fields', untick 1 of either 'Preferred Name' or 'Forename (Firstname)' (depending on which is required to be imported into the library system) and then tick 'Gender' and 'Date of Birth'.
From 'Current Fields', tick the boxes for 'Form' and 'Year Group (NC)'.
Under 'Other Fields', tick 'School ID'.
Once the fields have been selected, click 'Next'.
On the 'Export Options - Step 3 of 4' screen, select 'Export to Comma Separated Values' (.csv) then click on 'Export File'.
The iSAMS system will now generate the CSV file and display a link. Click on the link and select 'Save as' then save the file to the computer.
Amending the Column Headers
Once the file has been exported, some of the field headers need to be changed so that the library system knows how to read the CSV.
Open the CSV file with Notepad or an equivalent text editor.
Change the relevant column headers to match the below:
- ManagementSystemID
- Surname
- Forename
- Gender
- DateOfBirth
- YearGroup
- TutorGroup
When the necessary columns have been renamed, the first row of the CSV will look something like this:
ManagementSystemID,Surname,Forename,Gender,DateOfBirth,YearGroup,TutorGroup
Subsequent lines will include the associated data.
The order of the columns does not matter, as long as the headers are correct.
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.
Tips
- When editing the CSV, ensure that all headers are formatted as single words with no spaces.
- Use Notepad or a similar text editor instead of Excel, as Excel may alter values due to formatting.
- If you are unsure which management system ID number was previously used, refer to the borrowers table and review the details within an individual borrower record.
How some of our other customers have phrased this
- I need to download new student details from iSAMS.
- I’m trying to pull borrower info from iSAMS.
- How do I get a CSV of students from iSAMS for the library?
- How can I export my new intake for the library system?
Need Some Extra Help
If you are struggling with an issue please let the friendly Reading Cloud Service Team help. If you are using the chatbot and your issue is urgent, just say “Please transfer me for help”. Alternatively if you prefer you can email them with support@reading-cloud.com or give them a call on +44 (0) 330 822 5359.