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Exam Import/Export Utility Description

The Interface Exam Import/Export Utility—which is only available in the Campus Solutions and Universal versions of LYNX—allows you to define exam import/export extract sets to initiate the automated import of exams from the SIS into 25Live for location assignment and export of those exams from 25Live back to the SIS.

Exam Import/Export Extract Sets

Before you can run an exam import for the first time, you must define the section data for the exams you want to import into 25Live and export back to the SIS. This is referred to as defining an “extract set,” since the data you define is extracted from the History tables. You can choose to import one or more terms of exam data in their entirety, or you can define a subset of term data for import/export.

Only terms that have been initialized can be selected for inclusion in exam import/export extract sets (see Initializing SIS Term Data).

Once you’ve defined an “active” exam import/export extract set, the exam data you’ve defined is extracted from the History tables and imported into 25Live. As long as the extract set remains active, the Interface will look for changes in the exam data in the SIS on an ongoing basis and automatically update the exams in 25Live as needed, as well as looking for location assignments made to the exam data in 25Live on an ongoing basis and automatically updating the exams in the SIS as needed.

The only time you may need to define a new exam import/export extract set is if you make configuration or data translation changes—for example, if you want to re-import all exams using an updated set of translation rules.

Automated Import/Export Processing

Only exams that meet active exam import/export extract set criteria will automatically import to 25Live if they are updated in the SIS. Exams that meet inactive or archived extract set criteria won't import to 25Live, but also won’t be deleted from 25Live if they already exist there. Exams that don’t meet any exam import/export extract set criteria (active, inactive, or archived) and exist in 25Live will be deleted from 25Live if the exam is updated in the SIS.

On export to the SIS, only exams that meet active exam import/export extract set criteria will be exported to the SIS.

Importing Exams as Separate Events or Additional Section Profiles

If you import exams as separate, related events, their associated sections don’t have to exist in 25Live to successfully import the exams. However, if you import exams as additional event profiles of their associated sections, those sections must exist in 25Live before their exams can be successfully imported.

Exams for Combined Sections, Cross-listed Classes, and Bound Meeting Groups

If the section that was originally imported into 25Live is in a combined section or cross-listed group in the SIS or has been bound using the Interface Data Binding function, the resulting exams are run through a binding location assignment process to ensure that each member of the exam group has the same location assignment.

Extract Set Record Limits

Each extract set is limited to 20,000 records.

Once you have chosen one or more terms, any of these criteria can be used to define a subset of exams in the selected term(s):

Term Code (required)

Campus Code

Subject Code

Section Type

Section ID

Sub-term Code

Instruction Code

Institution Code

Location/Region Code

Assignment Indicator

Academic Career

Part of Day Code (Universal only)

SIS Assignment (Campus Solutions only)

Exam Indicator (Campus Solutions only)

For example, you could define an exam import/export extract set that includes only exams for Lecture section types with a BIOL subject code in the 201930 term.

To Define an Exam Import/Export Extract Set

  1. From the LYNX Utilities menu, choose Exam Import/Export.
  2. On the Extract Sets for Exam Import/Export page, click New Extract Set to go to the New Extract Set page.
     

    Image: Use the New Extract Set page to define an Exam Import/Export extract set
  3. Click the pencil icon next to “New Extract Set,” backspace over the system-provided name, and enter a meaningful name for the extract set.
  4. If you want to enter a description of the extract set, click the pencil icon next to “Description,” backspace over the system-provided description, and enter a meaningful description of the extract set.
  5. Click the pencil icon next to Term Codes, and choose the term code(s) you want to include in the extract set, then click Done. You must include at least one Term Code in your extract criteria.

    Use Search to Make Selection Easier

    As you're selecting extract set criteria, if the list of items you can select from is long, you'll be presented with a Search field where you can begin entering an item name to shorten the list of items to choose from, as shown here:

  6. If you want to further limit the data included in the extract set, click Add Criteria, and choose the criterion. For example, you might want to limit the imported data to just one or a few Subject Codes or just a few specific Section Types.
  7. Click the pencil icon next to the criterion name you selected in step 6 and choose one or more of the items in the displayed list, then click Done. In this example, we've chosen to limit our extract set to just one Section Type – Seminars.


    Image: Limiting the section data of an Import/Export Extract Set  using the New Extract Set page
  8. If you’ve chosen more than one item in step 7, select Matching Any (if you want only sections where at least one of the selected items is matched in the section data to be included in the extract) or Matching None (if you want only sections where none of the selected items are matched in the section data to be included in the extract).
  9. Repeat steps 6 - 8 as needed to further limit the data you want included in the extract set.

    Campus Solutions only

    If you want to limit the import to exams with certain locations assigned or certain locations not assigned, do the following:

    a - Choose SIS Assignment as a criterion.

    b - Enter one of the locations.

    c - To enter more locations, click the “Add New Value” link and enter the next location. Repeat as needed to enter additional locations.

    d - Select “Matching Any” if you want only exams that have one of the locations you entered assigned to be included in the import. Select “Matching None” if you want only exams that have none of the locations you entered assigned to be included in the import.

  10. The extract set is set to “Active” by default. If you don’t want it to be active at this time, click the button to the right of the extract name to set it to Off (inactive). You can re-activate it at a later time by editing the extract set.
  11. Click Save.



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