How to use SIS Import Utility with CSV file to batch-enroll users into Pathways

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Overview of the batch enroll process

Here is a summary of the steps you will follow when you batch-enroll users in PLATO Pathways:

1. Download the SIS Import Utility.
2. Install the SIS Import Utility.
3. Create your input file in a comma-delimited format.
4. Run the SIS Import Utility. This creates the .INI file that you will import into PLATO Pathways using batch enrollment.
5. Use the Batch Enrollment feature of PLATO Pathways to import your batch enrollment file.

Here are detailed procedures for each phase of the batch enrollment process.

Download and install the SIS Import Utility

Download and install the SIS Import Utility (SISIMPRT.ZIP) from the PLATO Support web site.

Create your input file

You must create a comma-delimited (*.CSV) text file to use as your input file. In most cases, you will be using a file that is generated by a system that maintains student records. You may receive a file that is already in comma-delimited format; this is easiest if your IT department has that option available. If the file is in fixed-width or other format, you can use a text editor, spreadsheet program or other applications to create a CSV file. Following are examples for how to create a CSV file, either from scratch or from a file in another format.

Example: Convert a fixed-width file to a comma-delimited file using Microsoft Excel:

1. You receive a file, HSROSTER.TXT in this example, whose fields begin in the same column in each row:

   836293795ADAMS KATE L
910327954BURGOS JOSE R
879310231ROBERTS DENISE M
etc.

2. If the file does not have a .TXT extension, rename it with a .TXT extension.
3. Open Microsoft Excel, select File > Open > Files of type .TXT, then navigate to and open the HSROSTER.TXT file. Select the "fixed width" option if it is not already selected, then select Next
4. Click at the ruler points to mark where the new columns begin. Some of them may already be marked. Click Next.
5. If any columns contain numeric IDs, highlight the column heading and click Text under Column data format. This will keep any leading zeroes from being truncated. Click Finish.
6. You should see the data arranged in columns. If there are any columns you do not want to include in the batch enrollment into Pathways, remove them by clicking on the column heading and pressing the Delete key or clicking Edit > Delete. Note the order of the columns; you will need to know this later.
7. Select File > Save As > Save as type CSV > Save. Answer Yes to keep the file in this format. This will create a new file with a .CSV extension.
8. Exit Excel. If prompted to save the file, select No; you have already saved it in the desired format.
9. Optional check: Open Notepad, then open the HSROSTER.CSV. You should see the values separated by commas instead of spaces. Close Notepad

Example: Create a CSV file with Notepad

1. Click Start > Programs > Accessories > Notepad.
2. Enter the names of your fields in the first line, using the following format:

   Lastname,Firstname,SignonName

3. Enter the student information for your fields, using the example below as a guide:

   Example:

   

1. Click File > Save As. Give your file a name, such as "newusers.txt." Save the file as a text file (*.txt), and note the location in which you save the file.

Example: Create a CSV file with Microsoft Excel

1. Open Microsoft Excel.
2. Enter the student information you want to import, using the spreadsheet cells as the fields.

   See the example below as a guide:

   Example:

   

3. Click File > Save As. In the drop down list for "Save as type," select CSV (Comma-delimited) (*.csv). Give your file a name, such as "newusers.csv". Note the location you are saving the file to, and then click Save.
4. Rename the file as a text file (for example, "newusers.txt").

Run the SIS Import Utility

1. Launch the SIS Import Utility.
2. Browse to the location of the input file you created.
3. Look at the Import Line Format. This lists the fields that the utility is expecting to find in your input file, in the order that it will expect to find them. If you don't want to modify the format, go to step 4.

   If you want to modify the Import Line Format to change the fields used or want to change the order of the fields to match your input file, click the Change Format button. After you make your changes, click OK.

4. Click Next. The utility creates and tests your .INI output file.
5. Click Next. The "Select Output File" windows displays.
6. Make sure your .INI file is selected as the Batch Enroll File.
7. Click Finish. Your batch enroll file is saved; note the location it is saved to. (You'll need to know where to find it when you import it into PLATO Pathways.)
8. Click OK.
9. Click Restart to process additional files, or click Close to exit.

Run the Pathways batch enroll program

1. Log on to PLATO Pathways as an administrator.
2. Click System Management > Maintenance.
3. Click Batch Enroll.
4. Browse to the location of your batch enroll input file.
5. Click Next.
6. If you want to skip users with existing signon names, click Next. If you do not want to skip users with existing signon names, select No and then click Next.
7. If you want to stop processing the input file if there is an error, click Finish. If you do not want to stop processing the input file if there is an error, click Yes, and then click Finish.

Download the SIS Import Utility User's Guide

Download the SIS Import Utility User's Guide for details about using the features of the utility.

Learn more about PLE! Use our Training Tutorials and User Guides to learn about the new features available to you in PLE.