This process should only be followed if you are not using SIMS-Sync. We highly recommend using SIMS-Sync as your data will be kept up to date automatically.
NB: You will need to do a full import every time you want to update your information.
Upon purchase your designated IT Manager will receive an email with instructions. Go to http://my.alfiecloud.com, select your school and use your admin log in.
Click Import found in the top right hand corner below the alfie|testbank logo.
You will need to run a report within your SIMS to extract the required data.
Download the Alfiesoft Reports.zip from the Import page in AlfieCloud administration, to your desktop and unzip it. The unzipped file will be named Alfiesoft Reports.RptDef
On your SIMS system select Reports > Import
Click Open at the top right of the Import report(s) screen.
In the Select report file to import window, navigate to the desktop and select the Alfiesoft Reports.RptDef file. Once selected click Open.
Ensure the checkbox is selected next to Alfiesoft Reports and then click Import. Once the Status has changed from pending… to Imported close the Import report(s) screen by clicking Close.
Select Reports > Run Report from the main menu bar.
In the left hand Report Browse window, expand Focus and select Student.
Find Alfiesoft Student in the list of reports. Select it and then click Run. The report will be generated for the whole school. This may take several minutes.
When the report has been exported, a message will appear. Click OK.
You will need to repeat the Run Report process for the four other reports (N.B - Alfiesoft Class File is not required for Primary):
Focus > Class > Alfiesoft Class
Focus > Group > Alfiesoft Group
Focus > Group > Alfiesoft Group Member
Focus > Staff > Alfiesoft Teacher
Each report produces one file:
- Alfiesoft Class File.csv
- Alfiesoft Group File.csv
- Alfiesoft Group Member File.csv
- Alfiesoft Student File.csv
- Alfiesoft Teacher File.csv
Teacher accounts require a valid email address for the Login ID and account notification. Because this is not a standardised field within SIMS, you will need to add them to Alfiesoft Teacher File.csv – if teacher emails are not added, they will not be able to use the system.
Open Alfiesoft Teacher File.csv in Excel (or similar software).
Add a column to the right hand side of the existing data titled Email and populate each row for all teaching staff with the respective email address you have on record.
Once you have completed updating the Email addresses go to File > Save As... Use the file name: Alfiesoft Teacher File.csv, and select save as type: CSV (Comma delimited)(*.csv). Click Save and overwrite the previous file.
Return to the Import screen on your internet browser. Under the Teacher File heading click on Browse...
Select Alfiesoft Teacher File.csv and click Open.
Follow the same process for the other four files, choosing the respective file name that matches its header. Once all five files have been selected, click on Import.
The Import process may take a few moments so please be patient.
Once the import has been completed you will then be shown an Import Results page.
The Import Statistics will give you details of Added, Not Added, Modified and Unchanged entries for each of the Students, Teachers, Groups and Group Members.
Total’s that are highlighted in red show where there has been an error with your import. Details of these errors are shown under the Import Errors heading. To view more information on the error click on the + icon next to it.
Common errors are caused by missing or incorrect data within the SIMS data. Entries that are flagged as an error will need to be checked and updated accordingly.
For more information please feel free to contact us on 01702 393255.