How to deploy School Data Sync using CSV files in the Clever format

You can use Comma Separated Value (CSV) files in the Clever format with School Data Sync (SDS) to import and synchronize your Student Information System (SIS) data to Office 365. SDS can sync students, teachers, schools, sections, and roster information from your SIS to Azure Active Directory and Office 365. Using this method, you will export or create your CSV Files in the Clever format containing your SIS data, set up a synchronization profile, and upload the CSV files into SDS for processing.

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Before you get started

Before you start synchronizing with SDS using the Clever Sync method, read the Overview of School Data Sync and Classroom.

Make sure you meet the following prerequisites:

  1. An Office 365 for Education tenant.

  2. Global Admin account with the Classroom Preview license applied

  3. Prepare your Clever formatted CSV Files for SDS

Note: The data that you provide through School Data Sync may be accessible to third-party application providers through their apps, so you should sync only the data that you want to make available to these third parties.

Clever format CSV files for SDS

When using Clever CSV Files for School Data Sync, the files must be appropriately formatted. This section describes the formatting requirements for use with SDS.

You must have the following 5 CSV files named exactly as detailed below. The admins.csv is not accepted for use in SDS.

schools.csv

students.csv

teachers.csv

sections.csv

enrollments.csv

Each CSV file must contain all required fields highlighted in blue, but may also contain any of the optional fields listed. The tables below list the required and optional attributes on a file by file basis:

Schools_C3_201762623254

Sections_C3_2017627105319

students_C3_2017626232632  

teachers_C3_2017626232656

enrollments_C3_2017626232719

Create a Sync Profile and Import your CSV files

Watch the video: Deploy School Data Sync

Deploy School Data Sync Video

Make sure you've created your six CSV files and they're ready to use. Then follow these steps to import the files and create your sync profile. A sync profile is just a group of options and settings used by SDS to sync the CSV data which you plan to upload. You can create multiple sync profiles within a single Office 365 tenant. 

SDS Access and First Time Login

  1. To access the School Data Sync Admin Portal launch a private web browser, navigate to sds.microsoft.com and then sign-in using the Global Admin credentials for your Office 365 Education tenant.

  2. If it's your first time signing in and setting up a profile, choose to enable/disable SDS and Microsoft Classroom. To enable School Data Sync and proceed with the setup, toggle the School Data Sync switch to the On position.
     

    Screenshot of Settings in School Data Sync, to turn School Data Sync on or off.

Create a Sync Profile and Sync your Clever format CSV files

  1. After you've enabled School Data Sync setup, click + Add Profile to create an SDS Sync Profile and begin syncing data from Clever.

    Add Profile_C3_2017514132311
  2. On the Before you begin page, complete the form as appropriate. Once complete, click Start.

    Upload CSV files for Clever_C3_201765163758
    • Name this profile  -  Enter a name for your sync profile. This name will be used to identify the sync profile in the SDS Dashboard, and cannot be changed once the profile setup is complete.

    • ​​​​​​Choose your sync method  -  Choose between the available options, Upload CSV files and Connection via an API methods. If you're syncing using CSV files in the Clever format, select the option for CSV files.

    • Choose the type of CSV  -  Choose between the available CSV file formats. If you’re syncing using CSV files in the Clever format, select CSV files: Clever format.

  3. On the Sync Options page, select the appropriate option to create new users or sync existing users. Then click upload files to upload your Clever CSV files. Once uploaded, complete your selections on the page as appropriate, then click Next.

    Sync Options - Clever CSV_C3_2017625155057
    • Existing Users  -  Select this option if you already have user accounts create within your O365 tenant for each of the students and teachers contained within your Clever instance.

    • New Users  -  Select this option if you want SDS to create user accounts for each of your students and teachers contained within your Clever instance.

    • Upload Files button  -  Click this button to upload your 6 CSV files. Upon upload SDS will perform some brief validation tests to ensure the files are formatted correctly. If the validation passes, your files will be uploaded into the sync profile.

    • Select Domain for schools / sections  -  Select the domain from this dropdown menu which you would like to associate to the schools and sections contained within Clever. This domain suffix will be used in the each Section's primary smtp address for the corresponding O365 Group which SDS creates for each section.

    • School properties  -  After connecting to Clever, select the attributes you want to sync into O365. You should validate the attributes selected here are fully populated within Clever, to avoid sync errors.

    • Section Properties  -  After connecting to Clever, select the attributes you want to sync into O365. You should validate the attributes selected here are fully populated within Clever, to avoid sync errors.

    • Sync option for Section Group Display Name  -  Checking this box will allow teachers to control the section display name after the first sync, and prevent SDS from overwriting Section DisplayName changes made by teachers.

    • License Options  -  Checking this box will assign the Classroom Preview license to all students and teachers contained within your Clever instance. This will grant those users access to Microsoft Classroom.

    • Student Enrollment - Checking this box will allow you to select a date in the future for starting to sync the student enrollments. If checked, on this selected date, SDS will start adding each student to their respective sections.

    • Intune for Education  -  Checking this box will license all student and teachers for Intune for Education. This will also auto-create several default groups which can be used within the Intune for Education app.

  4. On the Teachers options page, select the appropriate identity matching options, confirm the teacher properties you want to sync are selected, then click Next.

    Teacher Options_C3_201751513734

    • Primary Key (Source Directory) -  This is the Teacher attribute in your Clever instance used for SDS Identity Matching. Watch the Identity Matching video for additional information on how to select the appropriate source directory attribute, and properly configure the identity matching settings for teachers.

    • Primary Key (Target Directory)  -  This is the User attribute  in Azure AD used for SDS Identity Matching. Watch the Identity Matching video for additional information on how to select the appropriate target directory attribute, and properly configure the identity matching settings for the teacher.

    • Domain (optional)  -  This is an optional domain value that you can add to the selected Source Directory attribute to complete your Teacher Identity Matching. If you need to match to a UserPrincipalName or Mail attribute, you must have a domain included in the string. Your source attribute must either include the domain within the source directory or you can append the appropriate domain to the source attribute using this dropdown menu.

  5. On the Student options page, select the appropriate identity matching options, confirm the student properties are selected, and then click Next.

    Student Options_C3_201751514515
    • Primary Key (Source Directory) -  This is the Student attribute in your Clever instance used for SDS Identity Matching. Watch the Identity Matching video for additional information on how to select the appropriate source directory attribute, and properly configure the identity matching settings for teacher.

    • Primary Key (Target Directory)  -  This is the User attribute in Azure AD used for SDS Identity Matching. Watch the Identity Matching video for additional information on how to select the appropriate target directory attribute, and properly configure the identity matching settings for the student.

    • Domain (optional)  -  This is an optional domain value that you can add to the selected Source Directory attribute to complete your Student Identity Matching. If you need to match to a UserPrincipalName or Mail attribute, you must have a domain included in the string. Your source attribute must either include the domain already or you can append the appropriate domain to the source attribute using this dropdown menu.

  6. On the Review page, ensure you've made the appropriate selections. If no additional changes are needed, click Create Profile.

To help automate the sync process after setting up your sync profile, you can install the Microsoft School Data Sync Toolkit. This tool helps you to create an automated sync schedule between CSV files and Office 365 and can also be used to verify the CSV file data. For details, see Install the Microsoft School Data Sync Toolkit.

Video: How to match source and target attributes for sync

For various examples of matching logic success and failure for sync, watch the Identity Matching video:

Identity Matric Matching video

Related Topics

Overview of School Data Sync
Install the School Data Sync Toolkit
CSV files for School Data Sync
How to deploy School Data Sync by using CSV files
How to deploy School Data Sync by using PowerSchool Sync
How to deploy School Data Sync by using OneRoster CSV files
School Data Sync errors and troubleshooting

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