Course Import Wizard

• Microsoft Excel installed on your workstation (or the remote server if using our hosted option).
• An Excel spreadsheet with the courses to import.
• It's not required, but we do recommend you have a Header row in your Excel spreadsheet that identifies the data in each column. E.g. course code, title, begin date, etc.

TIP: If you use the ACEware Native Field name in the column header ( ie: use COCRSE for course code, COCRSENM for course title, etc.), when you are selecting fields for the column, Student Manager will automatically find and link the appropriate field for that column.

• Date Format: use the ShortDate format for dates in your import file. The column width must also be expanded to at least 36.
• These fields must be set to Text format even if the value is only numbers: colocid, liinstid, all phone number fields, all zip code fields.

• There is a sample spreadsheet, called toCourse.xlsx, available on our website:

https://www.aceware.com/docs/tocourse.xlsx

You can import:

• All fields from the Course table
• All fields from Course User Defined Fields table
• All fields from the Catalog table
• All fields from the Fees table
• All fields from Location table
• All fields from Instructor table
• Code from Grouping table
• All fields from the Instructor table. If the email address matches the email address of an instructor in Student Manager, it will link to the corresponding Faculty record. The wizard will also link to Faculty records if the LIINSTID field matches the Faculty System ID of an instructor in Student Manager.

You can import multiple fees, instructors and grouping codes. To do so follow these rules:

• Enter fields in separate columns entering number sequence at the end. For example, fedesc1, fedesc2, etc.
• Keep record fields together. For example, fedesc1, fefee1, feident1, fedesc2, fefee12, feident2.

To import course records:

1. Select Tools > Import/Export > Course Import Wizard.
2. In the Windows Open box, find and select your Excel spreadsheet file.
3. Select the Student Manager field for the columns in your spreadsheet.

1. click the drop down and select the field to store the data in:

2. Once the field is selected click the OK button to continue:

Repeat steps a-b for all columns in your spreadsheet.

4. If your spreadsheet has a Header row, click the Yes button:

5. The Preview window will display for you to see the records that will be imported. Press Ctrl+Q to continue with the import process. Press ESC to cancel the import.

6. The system will then import the records and notify when it's completed: