TABLE OF CONTENTS

• Renaming existing files
• Matching on student code (recommended)
• Matching on student name
• Report type (file type) and Year (eg. 2019 Naplan)
• Separators and filename patterns
• Adding the files to a Zip archive

The following information may be of assistance when preparing files and reports for uploading in to SEQTA using the Bulk Import tool.

The following can be used to categorise and match the files or reports with the correct students. These are outlined in detail below.

Renaming existing files

There are a number of utilities and programs that can be used to set up a group of files with the correct information to be used with the Bulk import... tool. Try a browser search for Windows File renaming utilities. Mac users can choose to use the file renaming utility that is part of the Mac OS. For more info search for MacOS File renaming.

Matching on student code (recommended)

Ultimately, the best method for the system to match the files to individual students is via the student code. As such, if at all possible include the the student code in the filename. This must be the code as found in Administration workspace > Data management > Students. If this is done, there is no need to match using student First name and Surname; those columns can be left as [ignored] during the import process.

Matching on student name

If it is not an option to include the student code in the filename the files will need to be matched using the student First name and Surname. This requires the manual renaming of any files for students with the same name, to be renamed to include student code and imported in a separate batch.

Report type (file type) and Year (eg. 2019 Naplan)

To assist with identifying what the files are once they have been uploaded, we recommend that the file name be set to include the year, type or other useful information, for example 2019-Semester 2_Music report_ BAKERA.pdf.

Separators and filename patterns

The Bulk import tool... can use any character to separate the data into multiple columns. Some examples are a comma, full-stop, under-score, forward slash or dash. These can be edited during the upload process to achieve the required column separations.

If a separator is included in the student code (eg. A_BAKER), it will need to be removed from the list in the Filename part separator box. In addition, the separator (in this example the underscore '_') can not be used for separating the other fields (eg. 2019_Music)

Adding the files to a Zip archive

One the files have been correctly named they can be added into a ZIP file. If you want to add a label to the file when viewed in the SIP, this can be done by placing the files in a folder, renaming the folder to what you would like to display (eg. 2019S1 Music reports), then ZIPping the entire folder.