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Retain existing KnowledgeNET users & groups


MAPPING EXISTING KNOWLEDGENET DATA 
This section is for those schools that have existing users and groups in KnowledgeNET. If you are a new school and have no users or classes setup please skip this section.
An existing KnowledgeNET school has three options when implementing interoperability with MUSAC.
1. Archive/Delete all existing users and class data and start from scratch. 
2. Use the spreadsheet uploader to map existing users and class external ID's with new ID's
3. Update user and class ID's manually in KnowledgeNET
OPTION 1: ARCHIVE/DELETE DATA AND START FROM SCRATCH
This option is not recommended for schools who want to keep existing user pages and classes.
1. In the Administration area, go to Misc Admin > Rollover > Delete And Archive Groups
2. Select all groups for deletion or archive and click OK at the bottom
3. Go to Misc Admin > Rollover > Disable and delete users
4. Disable each year level in turn
5. Set the “number of days before deleting disabled users” to 1 day
6. Wait for all users to be deleted.
To locate your archived classes go to School Zone > Browse Entire School and find the Archive Folder.
OPTION 2: USE THE SPREADSHEET UPLOADER TO MAP EXISTING USERS AND CLASSES
1. Create a "KnowledgeNET Uploader Spreadsheet" from Tools > Admin > Misc Admin > Uploads > Create Spreadsheet
2. From Musac go to Main Menu > Printing > External Programs and choose "KnowledgeNET". This will generate a list of all students and their classes.
3. To export Staff Details from Musac go to Main Menu > Printing > Teachers Lists and "Export Staff Details" using the custom export option.
4. From the Musac export, copy the external ID for students and paste this into the column titled "New External ID" in the student sheet of the KnowledgeNET spreadsheet. 
5. Repeat this process for Teachers and groups.
6. Add “stu” and “tea” at the front of the “New External ID” for students and teachers respectively e.g. stu445566 
7. Save and upload the KnowledgeNET spreadsheet in Misc Admin > Uploads > Upload Data 
You may need to use VLOOKUP function in Excel to match names from KnowledgeNET with Musac and then return the value of the New External ID. 
VLOOKUP Definition (here's a value e.g. student first name and surname in KnowledgeNET, find that same name in MUSAC spreadsheet and then return to me the "new" external ID from Musac, if these don't exactly match then it is false)
If you require assistance with this then please contact our helpdesk. Please note that a cost of $120.00 per hour for this service. 

This section is for those schools that have existing users and groups setup in KnowledgeNET. If you are a new school and have no users or classes setup please skip this section.

An existing KnowledgeNET school has three options when implementing interoperability with their SMS

  1. Archive/Delete all existing users and class data and start from scratch. 
  2. Use the spreadsheet uploader to map existing users and class external ID's with new ID's
  3. Update user and class ID's manually in KnowledgeNET

OPTION 1: Archive and delete data and start from scratch

This option is not recommended for schools who want to keep existing user pages and classes.

  1. In the Administration area, go to Misc Admin > Rollover > Delete And Archive Groups
  2. Select all groups for deletion or archive and click OK.
  3. Go to Misc Admin > Rollover > Disable and delete users
  4. Disable each year level in turn
  5. Set the “number of days before deleting disabled users” to 1 day
  6. Wait for all users to be deleted. This may take some time depending on the number of users.

To locate archived classes go to School Zone > Browse Entire School and find the Archive Folder.

 

OPTION 2: Use a spreadsheet to map existing user and class ID's with new SMS generated ID's

This option is recommended for all schools, with a roll size over 50, who wish to retain current KnowledgeNET users and classes. To complete this task you need to have a good knowledge of excel and know how to use VLOOKUP function. Our help desk can complete this task for you if you provide all the relevant data below.

 

  1. Create a "KnowledgeNET Uploader Spreadsheet" by going to Tools > Admin > Misc Admin > Uploads > Create Spreadsheet.
  2. From your SMS, export a list of student, class and teacher details:
    • student's first name, surname and Student SMS External ID (Student External ID maybe the student's enrolment number or SMS system number - each SMS is different so please check with your SMS provider .
    • class & group titles with Class SMS External ID (Class External ID - each SMS is different so please check with your SMS provider).
    • teacher first name, surname and Teacher SMS External ID (Teacher External IDeach SMS is different so please check with your SMS provider)
  3. Add "stu" and "tea" code to the front of each Student & Teacher SMS External ID e.g. student SMS external ID 9911 now becomes "stu9911" or teacher SMS external ID 54665 now becomes "tea54665"
  4. Use the VLOOKUP function in excel to match user and group data from the SMS spreadsheet with the KnowledgeNET spreadsheet. The "SMS external ID" needs to appear in the KnowledgeNET spreadsheet column titled "New External ID"
  5. Save the KnowledgeNET spreadsheet and upload into KnowledgeNET by going Tools > Admin > Misc Admin > Uploads > Upload Data.

The VLOOKUP function in Excel is used to match names from KnowledgeNET spreadsheet with SMS spreadsheet and then return the value of the New External ID. VLOOKUP Definition (here's a value e.g. student first name and surname in KnowledgeNET, find that same name in SMS spreadsheet and then return to me the "new" external ID from SMS, if these don't exactly match then it is false).

 

OPTION 3: Manually Map Existing Users and Groups 

 

This option is recommended for smaller schools e.g. under 50 students

Before you start, export a list of student, class and teacher details from your SMS:

  • student's first name, surname and Student SMS External ID (Student External ID maybe the student's enrolment number or SMS system number - each SMS is different so please check with your SMS provider .
  • class & group titles with Class SMS External ID (Class External ID - each SMS is different so please check with your SMS provider).
  • teacher first name, surname and Teacher SMS External ID (Teacher External ID - each SMS is different so please check with your SMS provider)

 

Update Student & Teacher External ID's:

  1. Go to Tools > Admin > Users
  2.  Click on Action > Edit  next to the user you wish to edit.

    action_edit_user.GIF
  3. Update the External ID with the SMS External ID and add "stu" or "tea" code to the front of each ID e.g. Student ID 0911 becomes "stu0911" or Teacher ID 1342 becomes "tea1342"

    edit_student_external_id.GIF
  4. Click save_button.GIF to update changes


An External ID has to be unique in KnowledgeNET but sometimes this is not the case in an SMS hence having to put the additional text "stu" and "tea" in-front of the ID.

 

Update Class External ID's:

 

  1. Go to Tools > Admin > Group Options > Groups
  2.  Click on Action > Edit  next to the group you wish to edit.
  3. Update the External ID with the new SMS External ID.
  4. Click save_button.GIF to update changes

 

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