SchoolFi Import/Export Integration

Modified on Wed, Aug 14 at 10:37 AM

Overview of the Import/Export Process

The SchoolFi Import/Export Integration is a task within Genesis responsible for sending data to, or importing data from SchoolFi.

The recommended method for transferring staff data is for Genesis to import data from SchoolFi.

It is possible to configure this task to work only as an Import.

The files:

Staff Demographics*

Creates a file containing demographic information for each staff member.
Staff records will not be created in SchoolFi. Only existing records will be updated.

Staff Contacts*

Creates a file containing contact information for each staff member.
If a staff contact record does not already exist in SchoolFi, it will be created.

Staff Photos

Creates a file containing all staff photos in the system.

* Staff records are only included in these files if they are from the current year, have a state ID number, and are not shared teachers.

How are Staff assigned a School/Location using the Import?

To have the SchoolFi import task automatically assign staff members to a school in Genesis, the SchoolFi Import/Export task needs to have the Assign School to Staff checkbox enabled.

The task looks for the staff member's primary school/location in SchoolFi, and sends the CDS code of that location [Personnel > Setup > Locations] to Genesis.

Genesis will compare the CDS code to find which Genesis school to assign to the staff member [Setup > Schools].

The system will assign the staff member to the Genesis school with the matching CDS codes.

Genesis will never remove school assignments from a staff member.

Here is a screenshot of the staff demographic page where the location can be found.

Click on the location code to open the location and verify there are CDS codes assigned.

SFTP Server

This task requires access to an SFTP server to transmit data between Genesis and Staff Management.

The SFTP user account must be created with a /transfer directory.

This directory will be used exclusively by the Genesis Sync task.

Data Elements that are Imported into SchoolFi

Staff Demographics
Genesis Field	SchoolFi Field
lastName
firstName
teacherID	SIS ID (see below for more info)
formerName
middleName
genderCode
dateOfBirth
languageSpokenByTeacher
raceAmericanIndian
raceAsian
raceBlack
racePacific
raceWhite
raceWhite
ethnicity
ssn
caseManager
resourceTeacher
vicePrincipal
principal
disciplinarian
libraryAdministrator
nurse
teacher
relatedServiceProvider
coordinator504
otherStaffMember
prefix
suffix
Staff Contacts
Genesis Field	SchoolFi Table	How it is Imported into SchoolFi
homePhone	Phone	An existing phone number of type='LAND' is searched for. The first one that is found will be updated. If none are found, a new phone number of the same type will be created.
cellPhone	Phone	An existing phone number of type='MOBILE' is searched for. The first one that is found will be updated. If none are found, a new phone number of the same type will be created.
emailAddress	Email	An existing email address is searched for. The first one that is found will be updated. If none are found, a new email address will be created.
address1	Address	An existing address is searched for. The first one that is found will be updated. If none are found, a new address will be created.
address2	Address
city	Address
state	Address
zipcode	Address
countryCode	Address
countyCode	Address

Importing New Staff Records into Genesis from SchoolFi (when the integration is set to import into Genesis SIS from SchoolFi)

This has to be in place if you want to import new staff records into Genesis with this interface:

The options "Import new Staff members from SchoolFi into Genesis." has to be checked off on the task
The Staff member in the file from SchoolFi needs to have an SIS ID (entered onto the staff record within SchoolFi)
Also need to have the "Enable import/update from SchoolFi to Genesis SIS " option on and the "Run in Simulation Mode." off.
There is also an option, "Do not import staff marked with 'Exclude from Third Party Interface' in SchoolFi. " that would skip anyone with that 'Exclude from Third Party Interface' set on them in SchoolFi.

Genesis Teacher ID and SchoolFi SIS ID Fields
Teacher ID in Genesis is the local Teacher ID on the Staff>Modify Staff>Demographics screen:

The SIS ID is a field on the SchoolFi screen via Personnel>Staff>Modify Staff>Demographics:

Populating the SchoolFi SIS ID

It's much easier for users who use both systems to have their Local IDs match in SchoolFi and Genesis.

If you would like to import into the 'SIS ID' fields within SchoolFi, there is an import available on this screen: System > Import > Select Table and File. You can select STAFF as the table, then download the template file.

The two columns that will need to be populated are objectID and SIS ID which you can use from the search screen in the Personnel module.

Simply performing a search for all staff members there will allow you to export the results into Excel.

The two necessary ID numbers can be copied + pasted into the import template. It is recommended that you assign the SIS ID to be the same as their Staff ID field in SchoolFi. This will allow the local ID numbers to match between Genesis and SchoolFi.

PLEASE NOTE: Be very careful how you set your SIS IDs on SchoolFi employee records! This will control how Genesis matches SchoolFi staff to Genesis staff records during the import from SchoolFi. Issues can occur if not set properly, such as creating duplicate staff records in Genesis.

Make sure 'Staff' is selected as the Table. Then choose your file and Upload File

Once you proceed to the Map Columns screen, you will need to do two things: First, you will see 'objectID' listed at the top. Select objectId for Field in Import File. Then Save the top of the screen.

Next, scroll down until you see the sisId column in the list. Next to that, insert "sisId" as the 'Map to' field. The 'translation options' can be left blank.

Note: the first column (objectID) should match that of your 'Obj Id' column in the Personnel search. For example, in the screenshot below, the first staff record is object ID #2632 and the Staff ID is 1039:

In this case, that staff example would need to be listed in the import file as follows:

Save the bottom of the page once more and head to the Import Data tab located next to 'Map Columns' tab.

Make sure the 'Simulation Run' is set accordingly - it can be checked to 'simulate' the import but will have to be unchecked in order to import the data.

Click Save Options then press the Process File button to execute. The View Log File button will generate a log of the staff that were updated.

'Matching Strategy' is set on the SchoolFi portal on the Genesis SIS Integration task.

The id numbers assigned to the Staff members in Schoolfi and Genesis may not be the same.

The purpose of this field is to determine how to match up a Staff coming in from Genesis to the staff in SchoolFi.

State Id Number

This option uses the SMID / State Id Number to match staff members.
A new staff can be created in SchoolFi if a record coming in from Genesis has a SMID that cannot be found in SchoolFi.
An existing staff's data will be updated in SchoolFi if a record coming in from Genesis has the same SMID.

SchoolFi SISId = Genesis TeacherId

This option uses the SIS Id field in SchoolFi to match to Genesis' Teacher Id field aka the staff member's Local Staff/Teacher ID on the Staff>Modify Staff>Demographics screen in Genesis.
A new staff can be created in SchoolFi if a record coming in from Genesis has a Teacher ID that cannot be found in SchoolFi with the same SIS Id.
An existing staff's data will be updated in SchoolFi if a record coming in from Genesis has a Teacher ID that is the same as the SIS id in SchoolFi.