CONTENTS

• Overview
  • Setup a User Text Field
  • Import Data into the User Text Field
  • Configure the Contact Maintenance Task

Overview

Genesis recommends storing the student email in a user text field. This allows the district to easily import the emails from an Excel file into the custom Text Field.  The system can then sync this email address into the student's Contact record, so the address is listed as the student's actual email address. 

Setup a User Text Field

Add the user text field under Setup>Districts>User Text.

More information on this here: User Flags and User Texts Overview

Import Data into the User Text Field

Use the Core>Import screen to easily import email addresses from an excel file. 

1. Go to Core>Import

2. Select Student-Data for Step 1. Then select StudentUserText for Step 2. Then download the Excel template in Step 3 and fill out the template with the required fields.

Below is a sample of what you need to fill out in the excel template. You must fill out the School Year, Student ID, Code (the user text code which is found under Setup>Districts>User Text) and the Value (which is found under Student Data>Modify Student>User Text

Note: This is where you find the Code. Please be sure to use the Code and not the description beneath it. Otherwise, the import will not work.

This is where you find the Value for the user text field for the student:

3. Then go back to Core>Import with the same fields selected for Steps 1 and 2 on that screen, hit Choose File, select your file and hit Upload File. 

Configure the Contact Maintenance Task

Here's how to configure the Student Contact Maintenance task on Core > Scheduler to copy the email address from the User Text field onto their Contact record:

Under Core>Scheduler, check the Enable checkbox next to the Student Contact Maintenance task and save, so that the task can run on a nightly basis. 

Then, click on the task name, which will bring you to the Properties screen below:

Select the user text field that you want the Student Contact Maintenance to use to populate the student's email address. (Please note that the user text field name in the screenshot above is from our demo and your user text field may have a different name than what is shown above). 

Then enter your district domain in the field titled "Always set student's district email as student primary email. Enter district domain (e.g. @myschool.com) to enable." Make sure to save your changes.