Tip: Streamline your student data management with Intake. Find out more here.
Purpose
This article provides comprehensive guidance on exporting student data exclusively from a Pupil Asset database.
Covers: Clear, step-by-step instructions for exporting a CSV file from your Pupil Asset database, including links to relevant Knowledge Base articles for importing your CSV file 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
Open Pupil Asset and from the top bar, click 'Admin' then 'Export'
Click 'External Systems' on the menu on the left-hand side.
Click 'Micro Librarian' from the export type menu.
Once selected you will need to tick 'Include Pre-Ads' to include new students.
Click 'Download as CSV' to download the file to your machine.
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.
When creating a CSV file in Pupil Asset there are two quotation marks (" ") around each line that prohibit the library system from recognising the fields correctly.
'ManagementSystemID,Forename,Surname,DateOfBirth,Gender,TutorGroup,YearGroup"
"P002262A001283933, I, A, 22/05/2008, M, Seuss, 6"
In order to resolve this, open the CSV file in notepad, if you have it saved to your desktop you can right-click on the CSV file icon and select 'Open with notepad'.
Press CTRL+H to open the 'Replace' function.
Under 'Find What' type in a single quotation mark ".
Leave the 'Replace with' field blank and click on 'Replace All'.
Once all of the quotation marks have been removed, close the 'Replace' function.
Use 'Save as' to save the CSV file under a new name.
Tips
- When editing the CSV, ensure that all headers are formatted as single words without spaces.
- Use Notepad or a similar text editor rather than Excel, as Excel may alter values due to formatting preferences.
- If you are unsure which management system ID number has been used previously, check 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 Pupil Asset.
- I’m trying to pull borrower info from Pupil Asset.
- How do I get a CSV of students from Pupil Asset for the library?
- How can I export my new intake for the library system?
Need Some Extra Help?
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