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Use the Export Wizard

Updated

šŸ” Account type(s) with default permissions to manage this: Administrator (Specialist permissions may vary)

šŸ’» Tier(s) this is available for: Foundation, Essential, Pro

The Export Wizard is a data analysis tool that lets you export student data from Ellevation into a spreadsheet in .csv (comma separated values) format. Use it to export, save, share, and schedule the standard exports you rely on most.

In most cases, you can generate exports directly from the Student List by applying filters and customizing your displayed fields. To learn more, see Export/Print a Custom Spreadsheet of Student Information from the Student List.

The Export Wizard is the right tool when you need to export students' Testing Accommodations/Designated Supports, Classroom Modifications/Instructional Supports, or multiple years of ELP Test Scores in particular.

This article covers how to:

ā„¹ļø Note

If your district uses TestHound Auto Pilot, you can set up an automated export of your Testing Accommodations/Designated Supports from Ellevation to TestHound. If you are interested in setting this up, reach out to the Help Desk for support.

Generate Exports Using the Export Wizard

  1. Navigate to the Export Wizard:
    1. Click Reports on the navigation bar.
    2. Select Export Wizard.
  2. Choose the information you want to export.
    • To use a saved Export template, select a template from the Select a template dropdown, then click Run Export.
      • Templates you have saved appear under My Templates.
      • Templates that have been shared with you appear under District Templates.
    • To generate a new export, follow the steps below.

Select the Population to Export

  1. Click Add Filter to narrow down the list of students who will be included in your export.
    • If you do not set any filters, all of your students, including inactive students, will be included in the export.
  2. Find the filter you would like to apply by scrolling or searching, then click the filter name.
  3. Select the appropriate options. Different operators and values appear depending on the filter you choose.
    • For simple flags, choose between the values Yes and No.
    • For more complex filters, choose the operator that best suits your needs and select or input the appropriate value(s).
  4. Click Add Filter to add additional filters until you have narrowed your list to the population of students you need.

Select Export Fields

  1. Select the fields you would like to include. Each field you select adds an additional column to your spreadsheet.
    • By default, the Basic Demographics section is expanded, and Name, School, Test ID #, and Student # are selected.
    • Click the header names to expand and collapse the fields within each category, then click the checkbox to the left of each field you would like to include.
  2. To include EL/LEP Services, Multiple ELP Test Scores, Testing Accommodations/Designated Supports, or Meeting/LPAC information:
    1. Click Complex Exports.
    2. Select the data type you would like to include.
    3. Choose from the options that expand.
  3. Click Run export now to generate your export.

You can check the status of your export under Recent File Exports at the bottom of your screen. Once your export is ready, you will receive an email letting you know it is complete. Click your export to download it and open it in a spreadsheet program such as Microsoft Excel.

Save Export Templates

You can create and save an Export template in the Export Wizard so you can quickly run reports of the data you need.

  1. Navigate to the Export Wizard:
    1. Click Reports on the navigation bar.
    2. Select Export Wizard.
  2. Select the population to export.
    1. Click Add Filter to narrow down the list of students who will be included in your export.
      • If you do not set any filters, all of your students, including inactive students, will be included in the export.
    2. Find the filter you would like to apply by scrolling or searching, then click the filter name.
    3. Select the appropriate options. Different operators and values appear depending on the filter you choose.
      • For simple flags, choose between the values Yes and No.
      • For more complex filters, choose the operator that best suits your needs and select or input the appropriate value(s).
    4. Click Add Filter to add additional filters until you have narrowed your list to the population of students you need.
  3. Select export fields.
    1. Select the fields you would like to include. Each field you select adds an additional column to your spreadsheet.
      • By default, the Basic Demographics section is expanded, and Name, School, Test ID #, and Student # are selected.
      • To include EL/LEP Services, Multiple ELP Test Scores, Testing Accommodations/Designated Supports, or Meeting/LPAC information, click Complex Exports, select the data type, and choose from the options that expand.
  4. Click Save (new) template.
  5. Customize the template information.
    1. Name your Export template and add a description that will help you identify the purpose of the template and the data fields it contains.
    2. As an Ellevation Administrator, you can share Export templates with all other Ellevation users who have access to the Export Wizard in your district. To do so, click the Share template checkbox.
  6. Click Save Export Template.

šŸ’” Quick Tip

If you use the Export Wizard for complex exports such as Services, Multiple Years of ELP Test Scores, and Testing Accommodations/Designated Supports, update your templates each year so they include students' information for the current period.

Update Saved Export Templates

To update a saved Export template:

  1. Navigate to the Export Wizard:
    1. Click Reports on the navigation bar.
    2. Select Export Wizard.
  2. Select an Export template from the Select a template dropdown.
    • Templates you have saved appear under My Templates.
  3. Make changes to the template as needed.
  4. Click Save (update) template.

Schedule Exports

You can schedule a saved Export template so it automatically generates periodically. Before you can schedule an export, you must first save an Export template.

To schedule an export:

  1. Navigate to the Export Wizard:
    1. Click Reports on the navigation bar.
    2. Select Export Wizard.
  2. Select the Export template you would like to schedule from the Select a template dropdown.
  3. Add or edit the schedule.
    1. Click (edit schedule) to the right of the Scheduled label and schedule information.
      • If the export is already scheduled, the schedule information is listed to the right of the Scheduled label.
      • If the export has not yet been scheduled, it reads "Scheduled: --".
    2. Choose automatic delivery settings.
      • Make sure the Email checkbox is clicked if you would like to receive an email notification when the export is ready. Notifications are sent to the email associated with your Ellevation account.
      • The Delivery checkbox is used by the Ellevation Data Integration team to set up automations.
    3. Customize the subject line of the email that is sent when the export is ready.
    4. Set the export frequency.
      • Daily exports run at a time you specify.
      • Weekly exports run early in the morning on the day you select.
      • Monthly exports run early in the morning on the day of the month you select.
  4. Click Save Schedule.

Share Export Templates

Ellevation Administrators can share a saved Export template with other Ellevation users in your school district. Before you can share an Export template, you must first save an Export template.

  1. Navigate to the Export Wizard:
    1. Click Reports on the navigation bar.
    2. Select Export Wizard.
  2. Select the Export template you would like to share from the Select a template dropdown.
  3. Click Modify Template to the right of the Select a template dropdown.
  4. Make adjustments to the Name and/or Description of the template as needed to make its contents and purpose clear to others.
  5. Click the Share template checkbox to share the template with all other Ellevation users who have access to the Export Wizard in your district.
  6. Click Save Updated Template.

When users run the export using your shared template, the file will only contain students whose information that user has access to in Ellevation.

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