SCRIBE users can export data already added to SCRIBE, and with a few edits and additions, turn that file into an import file. Turning the Service List Export into an import is useful for adding recurring services to SCRIBE as well as adding services from a previous school year that will occur again in the current school year.


Find additional resources and download a PDF tutorial below.


Run a Service List Export

For a more detailed explanation on how to run a Service List Export and the fields contained in the export, see the How to Run a Service List Export article on the SCRIBE Help Desk. 

 

  1. In SCRIBE, click Reports > Services > Service List Export. 

 

  1. Select the School Year(s), School(s) and any other filters. 

 

Tip: Under Report Format, select CSV (not Excel) because the field headings (column headings) in the CSV format align more with the field headings required for importing than the excel format (the field headings are the same in both formats, but there are spaces between the words in the excel format – “Service Name” and no spaces between the words in the CSV format – “ServiceName”). Do not select PDF as you will not be able to edit or import a PDF.

Access the Service List Import Template

  1. Open the Service List Import Template in the Google training folder. A link to the import templates can be found in the SCRIBE Manual. 

 

  1. The first tab of the import template is a blank spreadsheet with the field headings

 

  1. The second tab of the import template has the Fields Descriptions – the field name, whether that field is required for importing into SCRIBE and additional information about each field.
    1. All of the Field Names in your import file must match the Field Name in the template.
    2. All of the fields marked Required must be in the import file.

 

 

 

Create The Service List Import File

View the import template to make sure the import file you are creating matches the specifications for a Service List Import. While much of the formatting and data contained in the Service List Export aligns with the Service List Import, you will need to make some adjustments (details below). 

 

For a more detailed tutorial on how to create a Service List Import file from scratch, see the PDF and Video on the SCRIBE Help Desk. 

 

  1. In the Service List export file, adjust any field headings that do not match the Service List Import Template.
    1. SchoolNameList should be SchoolNumber
    2. ProgramList should be ProgramID
    3. PersonTypeList should be PersonType1

 

  1. Add any columns to the Service List export file that are required in the Service List Import template. See the Service List Import template for codes and more information.
    1. ServiceSummary – add this column ONLY if your grant uses SCRIBE Service Summaries (in SCRIBE, go to Reports > SCRIBE Configuration > General SCRIBE Lookups for a report that lists the Service Summary IDs).

 

  1. Format the data in each column to make sure it is formatted correctly, according to the import template.
    1. SchoolYear field in the service list export has the school year listed as “2020-2021” while the Service List Import requires the SchoolYear be written as the first year of the two school years, so “2020” (or 2021 for the 2021-2022 school year, 2022 for the 2022-2023 school year, etc.). 

 

  1. SchoolNumber field (formerly SchoolNameList) lists the name of the school while the Service List import requires the SCRIBE school number. Enter the school number in the SchoolNumber field (in SCRIBE go to Schools > View All Schools for a list of school numbers).

 

  1. ProgramID field (formerly ProgramList) lists the name of the program while the Service List import requires the Program ID. Enter the Program ID in the ProgramID field (in SCRIBE go to Reports > SCRIBE Configuration > General SCRIBE Lookups for a report that lists the program ID(s)). 

 

  1. PersonType1 field (formerly PersonTypeList) lists the name of the person type while the Service List import requires a code for the person type. Enter the correct code for the person type (enter 1 for student, 2 for parent/guardian or 3 for teacher). 

 

 

  1. Delete any fields from the export file that do not appear in the import template. If left in the import file, these fields will be flagged as Unknown Fields when you import the file.
    1. ServiceID
    2. StartMonth
    3. DistrictNameList
    4. ServiceTypeCategoryName
    5. ServiceTypeName
    6. ServiceTimingCategoryName
    7. ServiceTimingName
    8. ServiceDeliveryCategoryName
    9. ServiceDeliveryName
    10. TotalParticipants
    11. TotalHours
    12. DateCreated
    13. DateLastUpdated

 

 

  1. Update the data in any column that needs to be updated for the current import.
    1. Update the ServiceName to reflect the appropriate name, month, year, etc. Copy and paste the ServiceName under the ExternalServiceID field.
    2. Update the StartDate and EndDate columns to reflect the appropriate month, year
    3. Update the SchoolYear column, if needed
    4. Update the ServiceTypeAdditionalInfo and the ServiceNotes, if needed (Note: these fields are optional and do not need to have any data in them)
    5. Update the ServiceDeliveryCategoryID and ServiceDeliveryID, if needed

 

  1. Save the file and import into SCRIBE. See the Importing Data resources on the SCRIBE Help Desk for more information.

 

Additional resources

How to Create a Service through an Import PDF

How to Create a Service through an Import Video

How to Run a Service Taxonomy Export

Xcalibur Town Hall (August, 2021) – SCRIBE Snippet demonstrated this concept around 28:30

Import Data Resources