You can download records from data groups to Excel files (*.xlsx). For example, to share recently updated records with administrators of the student management system. You can upload records from Excel files to add, edit, and delete records on data groups.
For example, to delete records, download the records from the data group, set the DeleteIndicator to True, and then upload the records to the data group.
Download records
You can download records to an Excel file (*.xlsx), such as records with submission errors, then share the Excel file with administrators who can correct the data in the student management system.
Student records are submitted manually each week by the reporting officer. For records with errors due to TFN validation, the reporting officer downloads the records and sends the records to a student administrator to follow up with the students.
You can select the records of a data group to download or you can filter the records of a data group and download the records of interest, but note that Submissions limits the number of records to download to 10,000.
Records are downloaded on a single Excel sheet. However, records with extensions are downloaded on multiple sheets. For example, records of the Students data group have additional sheets for the Citizenship, Disability, and Commonwealth scholarship extensions.
Each record has a unique identifier SmsRef such as the E313StudentIdentificationCode for student records. Note that the names of the data elements are the full names in TCSI without spaces. However, for records such as the records of the Course admissions data group, the unique identifier is a compounded value from two data elements. For extensions, the unique identifier SmsRef of the extension maps the extension to the student record.
The image Student records is a downloaded Excel file of records from the Students data group. The unique identifier SmsRef for the records is the E313StudentIdentificationCode.
The image Citizenship extensions of student records is a downloaded Excel file of records from the Students data group with Citizenship extensions. The first record has the unique identifier SmsRef value 1000000222.2014-08-21.
1000000222 is the unique identifier of the student record and 2014-08-21 is the date from the data element E609StudentCitizenshipsEffectiveFromDate.
Attention. The records of downloaded files have additional fields with status information and system information from TCSI.
You cannot download records if any of the selected records contain data where the first character is one of the following:
-
Plus (
+) -
Minus (
-) -
Equals (
=) -
At (
@).
This is a security feature to prevent cross-site scripting attacks through the Excel file.
Upload records
Attention. You must have the role StatutoryAdmin to upload records.
You can upload up to 10,000 records to Submissions from an Excel file (*.xlsx). You can upload records to add, update, and delete records. You should only upload records to data groups that are reported manually.
Casual staff are managed in a database application that produces an annual report file. Each year, the report is uploaded to Submissions and then submitted to TCSI.
To save time creating your own templates to upload records, you could download records from the required data group and use the downloaded file as a template. Note that the status information columns are ignored when uploading records.