Automated imports can be set up to move files from a specified location into CoursEval on a scheduled basis between a network accessible server and the CoursEval server. To use this function the CoursEval Manager will have to work closely with the school's IT department to get the files, folder structure and process set up.


Automated imports should be considered when:

  • There is a large volume of data to be imported into CoursEval
  • Multiple imports are needed over a short period of time
  • Data is constantly being updated and changed
  • A school wants to take a ‘hands-off’ approach to creating and uploading import data


Automating your imports is a great time saver and will provide you with peace of mind as you roll through your end of term evaluations.


You might be ready for automation if your import files have been tested and true and you have IT staff to assist in setting up the process. The guide in the link below walks you through the typical setup plan and explains the options and settings that are available.


Hosted Customers

If you are hosting CoursEval with Campus Labs you will need to request an FTP site to drop the files off. Simply add a support ticket and we'll return the FTP location and login credentials.


Overview

Import automation in CoursEval consists of the following:
Responsibility
Create application to pull data from University systems to create CoursEval import files.

  • Files created for import into CoursEval must match the specifications in the CoursEval templates. There are many options available.
  • The application must be configurable to drop off files in specific locations.
  • The application must be able to be launched from an automated task scheduler.
  • File names must not contain a period other than to delimit the extension. OK: file.csv  NOT OK: file.112211.csv
University IT
Configure file creation application to drop off files in specific locations.

  • If using multiple CoursEval databases, each CoursEval database requires a separate folder structure.
  • Each import requires a separate folder.
  • Each enrollment import for a role requires a separate folder (i.e. Students, Responsible Faculty, Course Administrators, Participating Faculty, etc.)
University IT
Create folder structure on a server to drop off files.

  • The server location will vary greatly. It can be a folder structure on the CoursEval server or a network accessible server.
  • The folder structure must be visible to the CoursEval eTalus Service.
  • The eTalus Service usually runs under the System or Network Service account.
University IT or CoursEval IT staff if hosted
Setup folder structure in CoursEval:

  • Facilitated by the Import Folders screen
  • Each database requires a separate setup
  • May require assistance or documentation from University IT or CoursEval IT staff if hosted.
CoursEval Administrator
Configure Imports:

  • Facilitated by the Import Settings screen
  • Settings consist of all options available during manual imports and additional settings for each import to accommodate automation (e.g. error threshold)
  • Setup Auto-file handler options to ensure complete files are imported.
CoursEval Administrator
Setup scheduled job to run the file creation application.
University IT


Related Articles

Setting up Automated Imports
Import Folders


Guides

Automated Imports Webinar Overview