Data Importer: Veracross Data Importer Overview

The Veracross Data Importer is a web application that allows users with the appropriate security privileges to import certain types of data directly into their school’s database.

Accessing the Importer

To access the Data Importer, navigate to:

https://import.veracross.com/yourschool

Replace yourschool with the short name of your school and log in.

Security Roles

The Data Importer is available for use at every school and can be accessed by users with at least one the following security roles. Note that Sysadmin users can see a history of every import that has been processed, but any other user can only see their own imports that they themselves have processed.

Accounting_AP
Accounting_AR
Accounting_Billing
Accounting_DEV
Accounting_GL
Accounting_GL_Mgr
Accounting_GL_Public
Accounting_JC
Accounting_PC
Accounting_PO
Accounting_PO_Mgr
Accounting_PO_Public
Accounting_Pymt_Accts
Admissions_1
Admissions_2
Development_1
Division_Head_0
Division_Head_1
Division_Head_2
Division_Head_3
Guidance_1
Financial_Aid
SysAdmin_1
SysAdmin_2

The landing page of the Data Importer displays a list of all past imports, with the most recent at the top. The page also features a button to begin a “New Data Import.”

New Data Import

Click on the “New Data Import” button and choose from a dropdown menu containing the various types of data available to be imported. While the import templates configured for each school may differ depending on specific needs and the modules that have been implemented, the following import templates are available. Those with specific documentation are linked.

Academics

Accounting

  • Accounting: AP Import
  • Accounting: IPS Import
  • Accounting: JE Import
  • Accounting: PCI Import
  • Accounting: PO Requisition Import
  • Accounting: POS Import
  • Accounting: Receipt Import
  • Accounting: Vendor Import

Admissions

  • Admissions Lead
  • Automated SSAT (Extra Cost integration):
    • SSAT Application Scores
    • SSAT Folios
    • SSAT Inquiries
    • SSAT Registration Information
    • Also includes access to an “SSAT manual data importer”, which enables CRM and test scores to be imported – not to be confused with “Standardized Tests” Importer (see bottom right of this article), which does not include CRM data. 
  • Gateway to Prep (extra cost integration)

CRM/ Demographics

Development

Events

Financial Aid

  • SSS
  • TADS

Health

Parent/Teacher Conferences

Standardized tests

Transportation

You can read more about Importing Standardized Test Scores.

Preparing and Uploading the CSV File

After selecting the type of data desired for uploading, notes are displayed that include:

  • instructions or a link to documentation pertaining to that specific import type, and
  • links to view a list of required columns and a CSV template pre-populated with the required columns.

Downloading the template directly from Importer is preferred to building a template independently and uploading it.  Downloading from the Importer ensures that schools will always have an up-to-date version of the template, and constructing it independently in an external program can add hidden characters to text fields that will cause the importing process to fail.

Using the template, prepare a comma separated value (CSV) file containing all of the data to be imported. This file must contain all of the required columns listed, even if no content is populated in the columns.

Upload the CSV File

After creating the CSV file, click the “Choose File” button and select the file.

Before clicking the “Import” button, optionally click the “show” link next to the Advanced Options heading to specify how the system should handle any duplicate rows that may exist within the CSV:

  • Allow duplicates to be inserted: the importer will insert the records exactly as they are found in the CSV. Duplicate records will be inserted into the database.
  • Automatically eliminate duplicates: the importer will automatically eliminate one of the duplicated rows before importing the records into the database.
  • Fail on duplicates: if duplicate rows are found, the import will fail and no records will be imported into the database.

Completing the Upload

When the import is loading, the status will show as Processing Data. Upon successful import, “Import Complete” will appear on the screen along with a summary of the upload.

If the importer detects a problem with one of the columns within the upload, an error message will appear indicating “This import didn’t pass data validation. Nothing was imported, please check your file and try again.” The error will note which rows were missing or incorrectly formatted.

Note: If schools have any questions or issues they will need to contact their Account Manager.

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