How to manage Dyknow files

The Dyknow Files Import Method enables Dyknow Administrators to mass-import user and class roster data (.csv files) into Dyknow via FTP. To upload and/or update school roster data in bulk using the Dyknow Files Import Method, Dyknow Administrators must prepare their Dyknow Files by:

• Inserting Student Information System (SIS) data into Dyknow Files import templates
• Verifying that the data meets the Dyknow Files import requirements

Prerequisite: Manage Roster Import Settings and Setup Dyknow FTP Folder Connection

This document is a resource for Dyknow Administrators to understand how to:

• Review Dyknow Files Requirements and Templates
• Create Dyknow Files for Import

 

 

REVIEW DYKNOW FILES REQUIREMENTS & TEMPLATES

Using the Dyknow Files Import Method, prepare the following .csv files:

• Schools.csv;
• Users.csv;
• Either Schedule.csv, or both Classes.csv and Enrollments.csv

Note: If you choose to import a Schedule file, you must also import files for Schools and Users, but you cannot import files for Classes and Enrollments. Alternatively, if you choose to import Classes and Enrollments files, you must also import files for Schools and Users, but cannot import a Schedule file.

Use the chart below to review the Dyknow Files import requirements (in comparison to your SIS data export options) and download Dyknow Files templates.

Dyknow File Name	Description	Template	Requirements
Schools.csv	Identifies the names of Schools at a district.	Click here	Click here
Users.csv	Identifies each unique User and assigns them a Dyknow Role including student grade level (Student, Teacher, Tech Coach or Admin).	Click here	Click here
Schedule.csv	Assigns Teacher and Student Users to Classes.	Click here	Click here
Classes.csv	Assigns teacher Users to their Classes.	Click here	Click here
Enrollments.csv	Assigns student Users to their Classes.	Click here	Click here

Note:

• Do not edit the column headers that appear in the Dyknow Files templates.
• Do not edit the order of the columns that appear in the Dyknow Files templates.
• More than one Teacher per Class can be imported, but at least one Teacher per Class must be imported. When multiple Teachers are listed for a class, all will be assigned to the class and displayed in alphabetical order.
• For Grade Level, Dyknow only accepts CEDS-specified grade level codes listed here where single digits require a leading zero (ex: KG, 01, 02,...09, 10, 11, 12).  If you are unable to export student Grade Levels in this format, Dyknow can apply replace rules by request.
• Dyknow Files must be imported simultaneously.

 

CREATE DYKNOW IMPORT FILES FOR IMPORT

Follow the steps below to properly format your SIS data exports into Dyknow Files that can be uploaded to your Dyknow FTP folder and processed into Dyknow.

1. Login to your SIS as an Administrator.

2. Locate the Reports or the Data Export tab/section in your SIS.

3. Review your school’s SIS export options and identify those that best correspond to the Dyknow File Names, Descriptions, and Group outlined in the chart above to determine your Import Group.

4. From your SIS, export the set of data that matches the first Dyknow File Name for your Import Group.

5. Download the first Dyknow File Template of your selected Import Group by clicking Click Here in the corresponding cell of the Template column above (see chart: Dyknow File Requirements & Templates); a .CSV spreadsheet will begin downloading immediately.

6. Copy and paste the SIS data that you just exported into the appropriate columns of the downloaded Dyknow File Template.

Note:

• Do not edit the column headers or the order of the columns that appear in the downloaded Dyknow File Templates.
• More than one Teacher per Class can be imported, but at least one Teacher per Class must be imported. When multiple Teachers are listed for a class, all will be assigned to the class and displayed in alphabetical order.

7. Verify that the exported SIS data is properly formatted in the Dyknow File Template using the associated Dyknow File Requirements document as a reference.

Note: Review the downloaded Dyknow File Template’s Requirements by clicking “Click Here” in the corresponding cell of the Requirements column above (see chart: Dyknow File Requirements & Templates); a pdf document will begin downloading immediately.

8. Save your newly populated Dyknow File to a location on your computer or network that is easily accessible.

Note: The name of the new Dyknow File should correspond to the Dyknow File Name/Template identified above (see chart: Dyknow File Requirements & Templates).

9. Close the document.

10. Repeat steps 1 thru 7 until all Dyknow Files have been completed for your chosen Import Group.

11. Continue to Upload Roster Data to FTP Folder.