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How do I configure Skyward for CSV exports into Kimono?

How do I configure Skyward for CSV exports into Kimono?

***This method is now deprecated, please work with your Customer Success Manager or Implementation Consultant to get information on the new Skyward API-based rostering automation***

Are you wondering how to setup your SkyBuild exports for consumption by Kimono and subsequent import into Canvas? If so, then read on! If you are looking for something else please try searching again!

Requirements:

  • The ability to save reports directly from SkyBuild to an SFTP location


Limitations and things you need to know:

  • If One to Many is selected as a section -> course layout and the primary teacher changes, then a new course is created in Canvas and the sections will be moved into it. If this occurs, an admin will need to cross list the section(s) back into the original course.
  • If SkyBuild no longer considers the enrollment as active and stops including the enrollment in the file, then the enrollment will be Deleted in Canvas.
  • Do not alter the SkyBuild fields. All mapping of SkyBuild data to Canvas data happens in Kimono, so the fields used for usernames, 1:1 vs 1:many course IDs, etc. for Canvas are all decided in Kimono. You can remove certain demographic data from the report (ex: student birthdates) if you are not planning to use that data for fields in Canvas (like passwords).


How to Import the SkyBuild Interface using an XML SkyBuild File

 

  1. Download the exported SkyBuild interface XML file from the Attachments sections at the bottom of this article. This file will be used in a future step.

  2. Login to Skyward as user that has access to SkyBuild in the Student Management Module.



  3. If you are not in the Student Management module you will need to change into this module to continue:



  4. Switch the Entity 000. The name of the Entity is usually in the form of “District Name (000).” Note the "(000)" — this indicates the Entity 000. The small triangle to the right on the Entity name can be used to switch Entities if needed.


  5. Click the Administration menu option on the top navigation bar and then click “Exports - EX” in the “SkyBuild - SB” section.


  6. Select “Export File Builder - EF”


  7. Click the “Load Interfaces from File” button in the list of buttons on the left side of the window.


  8. Browse to the file downloaded and extracted from Step 1, then click the Import button. (Note: It has a .txt file extension)
    Note: This is the file from Step 1. When you download the file it will be zipped, so you will need to extract the file before completing this step.


  9. When the process finishes, click the Back button on the dialog that is displayed.


  10. The Export should be now in the export list
    235134_pastedImage_109.png

  11. With the newly imported Canvas interface select, click the “Edit” button.
    235135_pastedImage_110.png

  12. If you are planning to automate the import into Canvas, you must save the CSV files to the Kimono provided SFTP server. You will need to obtain this information from your IC or CSM.
    1. Change the “Export Location” radio button to “Save Export Files in Database”
    2. Check the "FTP Files" checkbox
    3. Change the "Protocol" radio button to "SFTP (with SSH)"
    4. Set the values as described below:
      • Host: kimono.exavault.com
      • Port: 22
      • Path: /skybuild (this is case sensitive)
      • Username: provided by your IC or CSM
      • Password: provided by your IC or CSM
    5. Click the "Save" button

      235136_pastedImage_112.png

  13. Expand the Canvas interface using the triangle beside the interface name.

    235137_pastedImage_113.png

  14. Complete the following steps for each of the files shown in the Export File(s) section.

    235138_pastedImage_114.png
    1. Click Edit File
    2. Enter an appropriate file name in the “File Name” field. A good option is to give the filename a similar name to the Export file description. For example: courses.csv.
      Note: The filename MUST end in “.csv”

      While running through this step check the Student and StudenEnr file to be sure that the start and end years are correct. If you want all years then please blank out these values.

      Use the following values for the file names:
      Note: It is likely the file names will already be set for you from the imported interface.
      Second Note: While looking at the StudentEnr and Student files check the grad year filter section and be sure the values are not limiting students incorrectly.
      • Course File: course.csv
      • Section File: course_section.csv
      • Staff File: staff.csv
      • Student File: student.csv
      • Term File: term.csv
      • Entity File: school.csv
      • StudentEnr File: student_section_enrollment.csv
      • StudentSchool File: student_school_enrollment.csv
      • StaffEnrollment File (activate the file): staff_course_section_enrollment.csv
      • StaffSchool File (leave disabled): staff_school_enrollment.csv
    3. Click the “Save” button



  15. Click the “Export” button while the Canvas interface is select to build a sample of the files.
    235139_pastedImage_115.png



Scheduling the SkyBuild Interface to Run Automatically

This section applies to you if you would like to automate your imports into Canvas. You must meet the requirements discussed earlier.

  1. You must run the interface to test file generation before continuing

    235140_pastedImage_116.png


  2. From the Export File Builder window, click the Print Queue icon

    235141_pastedImage_117.png

  3. Select the job with the “Report Description” that matches the name of your Canvas interface and click the “Tasks” button.

    235142_pastedImage_118.png

  4. Click the “Schedule This” button.



  5. Make any changes to the schedule that are desired. When finished click the “Save” button.
    Note: The only required change is to set the time of day you would like to run the report. Record this value as you will need to remember it when you are ready to schedule the import into Canvas.

    Important: Currently Kimono automatically processes the data once per day in the early evening. Please select a time that is before 5:00 pm local time to process the export in SkyBuild to ensure that you do not miss the daily processing window.

    235143_pastedImage_119.png

  6. If desired, you can review the scheduled job and make changes to its settings using the “Scheduled Tasks” button that is accessible from the window on which you click “Schedule This” when creating the task above.


Troubleshooting

SkyBuild Export

  • Problem: Not all students and student enrollments are being exported.
    • Solution: Check the start and end years in the Students and StudentsEnr file. Sometimes when the XML is imported, years are configured here even though they are not configured in the XML. Blank both the start and end years and save the files to load students with any graduation year.

 

Files

Note: You will need to extract (unzip) the attached SkyBuild export in order to import the file into SkyBuild.

Attachments
Comments

I had to change two fields in the export files once our Semester 2 rolled around.   

Terms

We had an issue with the Terms.  The term.csv was not creating all the terms as the field in the template created duplicate term codes in Canvas.   The Control Set ID in our Course Length Sets setup had the Semester 1, Year 1 and Quarter 1  all  with the code of "1".   

266554_canvas skyward term2.PNG

 I had to change the field from "Control Set ID"   to  "Control Set Display Literal".   Then then all of our terms were created in Canvas.

266553_canvas skyward term.PNG

Student Class Status

The Student Course Section Enrollment file ( student_section_enrollment.csv ) last field for the student status had to be changed.   The template uses the "Class Status" in the Skyward /  Sched  area.  This exported "Active" for all students even when they were beyond the Student End Date in the course and no longer enrolled.   I changed the last field in that file from "Class Status"  to "In Progress" and renamed the export header to "Class_Status".   I added a  Data Cross-Reference for "Yes" = "Active" and "No" = "Completed".   (If I changed it to "Inactive" the students would have not been able to access any S1 content for our AP courses.)  I may have to switch between "inactive" and "completed" depending on some of the courses and their need for denying students view of their prior course work.

266552_canvas skyward class status.PNG

Thank you for the comments Rick!!

We tried to make the exports very generic to work for the widest range of Skyward setups possible. As a result in some cases you may need to apply some tweaks depending on your specific setup. Usually control set ID works, but I have seen a couple of institutions that had to handle terms in a different way based on how they used Skyward. Smiley Happy

It is important to note that you should use caution when filtering enrollments. Kimono imports do not read the status that you provide in the CSV file to figure out the enrollment state, instead a simple "is the enrollment present in the file" or "is the enrollment missing from the file" is using the set a Canvas status of active or deleted for the enrollment.

We do have the ability to consider the Student_End_Date for the enrollment to send "completed" status to Canvas when the enrollment end date passes, but this may not be setup for you depending on how your account was configured initially in Kimono. If you would like to change the behavior or have us check to see if it is enabled for your Kimono connection please reach out to your Customer Success Manager and they can get you more information.

Thank you for the response to my post. I currently have a ticket today

in checking if I could mark my Semester 1 student completed. Please check

case 02746709 ( Your Canvas Support case 02746709 has been set to a

"solved" status. )

They verified that I could use "Completed" for the import.

Thanks,

Rick Seybold

Hi Rick!

What you have done with the term ID is fine for your setup. Smiley Happy As long as you did not alter the course_set_id column in your terms file it wont cause a problem if you are using a 1:many for your course:section layout. I mention this because the control_set_id is used as part of your Canvas course SIS ID if you are using a 1:many layout. If you 1:1 then the course SIS ID and section SIS ID will have the same value.

My biggest concern is just to take care when filtering your student enrollments in the files exported from Skyward. By default, the Kimono automation does not look at any statuses that are in the enrollment file it receives. It detects if an enrollment is present or is no longer present in the file. We can look at Student_End_Date and other information in the files as well as well, but this may not be setup in your configuration. If you are interested in more information please reach out to your Customer Success Manager so that we are not discussing your specific configuration in a public forum. Smiley Happy

A "status" column containing "completed" is valid for importing files directly in to Canvas, but that status column is ignored by default in Kimono. Kimono uses different logic and mappings to figure out the "status" column that is sent to Canvas. For more information on this please reach out to our support team or your Customer Success Manager. The files you send to Kimono are not Canvas formatted, Kimono takes in the raw data and using mappings and other logic builds the files that are sent to Canvas. As a result you could not import the enrollments file that you are sending to Kimono into Canvas directly.

At the end of the day if you are getting the result you hoped for then I am happy. I just want to warn others to take care when changing the stock files. Smiley Happy

Thanks, I did update the term value in the 3 dependent files and it all

worked correctly last week. (Term, Course and Section files). It all

works correctly now.

https://grafton.instructure.com/accounts/1/terms

I reached out to our implementation team to help with altering our Kimono

import settings.

Thanks,

Rick Seybold

Director of Technology

District Assessment Coordinator

Grafton School District

1900 Washington St.

Grafton, WI

53024

262 376-5427