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SRB SIS Knowledge Base

Student Photos - Import

Overview

SchoolLogic allows import of student photos in a two-step operation, working from a single screen on the Student menu. You will:

  • Compress the photos into a .zip file.
  • Create a “lookup” or “reference” file which SchoolLogic refers to as an “Input” File. Its job is to tell SchoolLogic which photo file matches which student’s ID number.
  • Run the import process, which opens the .zip file, uses the lookup file to match students with their photos; then stores the photos where you instruct it to. 

Begin by considering file and photo size 

1. Limit the size of your photo import file to 4 MB, since that is the standard which IIS allows you to move in a single request.

2. We don't define the size of individual pictures but we suggest very small resolutions so as not to waste bandwidth and database room. The sample files we use are as small as 172 x 228, which are each about 40 KB. Photos in the 18-22 KB range also work. 

Prepare your files

  1.  Store the photos -- most schools use .jpg files -- in a folder that contains no other files. Compress the folder into a single .zip file. 
  2.  Create your Input file in WordPad or Notepad. Ensure there is not a blank line at the top of the file.
  3.  In the screen shot below, each line is a separate student. The number before the comma is the student’s ID number. The file name after the comma is the photo file which matches the ID number in that row. That's the only information you need. This whole
Import Photos 1 lookup_file_sample.png
file is known as comma delimited because there is a comma between the data elements. There is a hard return at the end of each line, so SchoolLogic knows where one student ends and the next begins. Fixed-length records also work, but most schools use delimited, choosing from one of these delimiters: Comma, Forward Slash (/), Back Slash (\) or Chunk (|). 
  1.  Some photo vendors may provide an input file which looks like this next screen shot. You have more information per student, but SchoolLogic will ignore everything, except the student number and the photo’s file name. 
 

Import photos 2 Lookup_file_sample_2.png 

Log into SchoolLogic as District or School User

SchoolLogic will import every photo it matches with the Input file, regardless of whether you log in as a Board/District user or a School user. If you log in as a School user, you’re only able to verify success of importing that school’s students. If you log in as a District user, you can test any student. Most clients work at the school level.

Import photos 3 Student_photo_shot_3.png

Go here: Student  > Student/Staff Picture Import. That brings up the screen you see above.

INPUT FILE: Click Browse. Navigate to, and choose, your lookup file.  TIP: To avoid rights-related issues, many clients create a folder inside their SchoolLogic Virtual Directory and name it something like: 2016_photo_work. You would be here: C:\inetpub\wwwroot\SchoolLogic\2016_photo_work. Put this file AND the image zip file inside. If you use multiple servers, this file MUST BE on the same server as your SchoolLogic application. The service account must have a minimum of read access to this file.

IMAGE ZIP FILE: Click Browse. Navigate to, and choose, your photo file. TIP:  Most schools store this file on the same drive as the SchoolLogic application. If you have a 64-bit machine, you must store the image zip file here: c:\windows\syswow64\inetsrv.

DESTINATION DIRECTORY:  Create a directory into which SchoolLogic is going to unzip your student photos.

1.  If you do not intend to store the photos in your SQL DB -- you intend to only store the path to the photos in your SQL DB -- this Directory MUST be on the SchoolLogic application server in a location all of your operators can access. Many schools create a directory in their SchoolLogic Virtual Directory folder. i.e.: C:\inetpub\wwwroot\SchoolLogic\2016_student_photos

2.  Do not use the images Directory inside your SchoolLogic folder. It is used for other purposes.

3.  Do not store your photo .zip file in this location. The photo file HAS TO start out in a different directory.

USER TYPE: Choose Student. The Staff choice exists to accommodate potential SchoolLogic enhancements. 

PHOTO STORING METHOD: You can store the photos in your SQL Database or place them elsewhere and just store the path to them in your DB. The DB will stay slimmer if you only store the path. But when schools use different machines for their Application (aka. Web) and Data servers, there can be rights issues if you store only the image path in SQL; TeacherLogic users may have trouble displaying the photos. If you store the photos in SQL, there is almost never a rights issue. However, SIRS4 users cannot see photos stored in SQL. Therefore, some schools, which run SchoolLogic, SIRS4 AND TLXE, run the import process twice; they store the photo path in SQL on one import and load photos into the SQL database on the other. 

Performing the actual import

At the bottom of the Import form. Click Update Photos. The photos will be unzipped and stored individually in the specified location. Your screen changes, with new choices available on the bottom.

File Type: Your two choices are Fixed (rarely used; each data element must have a fixed length) or Delimiter, which means your Input file can contain data elements of unequal lengths. So SchoolLogic knows where one element stops and the next begins, you have inserted separators, also known as delimiters. Once you make your choice, the screen changes to look like this:

Import photos 4 student_foto_shot_4.png

 

Delimiter: Tell SchoolLogic which separator you used. Most schools and vendors use comma.

Student Number Field Location in File: When SchoolLogic looks at an individual line of data, where will it find the student ID number? In the first two screen shots at the top of this article, the Student ID number is the first item in each line. Therefore, choose 1.

Image File Name Field Location in File: When SchoolLogic looks at an individual line of data, where will it find the file name of the photo which matches that ID number?  In the first two screen shots at the top of this article, the file name is the 2nd item in each line. Therefore, choose 2. NOTE 1: Using the second screen shot at the top of this article, the import process would ignore any information after the File name. NOTE 2: If the picklist will not display anything other than 1, the most-likely causes: There is a problem within the Input File or your Destination Directory wasn’t empty before you saved the individual photos there.

Click Submit after making your choices. SchoolLogic will import the photos. When complete, you will see Student Photo Import. The display shows which students' photos imported and which image file was associated with each student:

Notes

  • The third student in both of  the top two screen shots in this article shows image file names which are the students'  ID numbers. Many vendors will supply their photos that way, but SchoolLogic does not require it. SchoolLogic will work with  any valid, unique file name.
  • If  you choose Delimiter  for the File Type, but then nothing drops down -- you do not get the chance to choose a Delimiter -- try moving your lookup file into your SchoolLogic virtual directory. And make sure the Service account has at least READ access to the folder containing that lookup file.
  • In a multi-server environment, the Destination Directory, where the photos are stored, needs to be on the same server as the SchoolLogic application. Otherwise, photos might work in SIRS and/or TeacherLogic, but may not be visible in SchoolLogic.
  • The Destination Directory needs the SchoolLogic Users (usually a group) who come into it looking for photos to have MODIFY rights. Many schools give the Service account READ access to this location as well.
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