E10 - Synchronisation to Active Directory distribution lists via Export (CSV)

Modified on Thu, 15 Jan at 4:09 AM

Preamble

Timetabling data that exists in E10 timetable files are usually sent on to one or more other non-Tes systems, such as student learning management systems, reporting systems, administration systems, and many more. The Tes integration team works with other systems to make sure that the data required to be sent is in the correct format. This document outlines the synchronisation process to Active Directory distribution lists.

Before you sync to Active Directory you must make sure that in the the E10 timetable>Classes>Class data that everything is added in the class data such as subject name, the teachers, assigned room lines and so on, there should be no blank column in the Class data..

Type of sync

E10 and Active Directory distribution lists integrate via flat file. E10 outputs the following .csv files for Active Directory distribution lists to import:

classmembership.csv
classteachers

Which data is sent to the other system?

This table lists many of the data and features found in Tes and, where known by Tes specialists, whether they are also understood by the other system.

Note that Tes builds many excellent features to help users build high quality timetables, and while these features can be sent onto the other system through the synchronisation process, not all systems have built the capability on their end to receive/display these feature.

Tes feature	Notes on feature	Is this feature received by the other system?	Other notes
Bell times	Bell times as per Grid structures	No
Campuses	Campuses and their associated rooms	No
Classes	Class Code, Subject name	Yes	Classes without teachers assigned will not appear
Class lists		Yes
Composite classes (linked classes)	One teacher teaching more than one class at the same time	No
Duty roster		Yes
Faculty data		Yes
Grid structure codes		No
Multi-file	Two (or more) timetable files	No
Multi-grid	Multiple grids with different bell times	No
On-call roster		Yes
Priority classes	The priority class that shows on student's timetables where they have class clashes	No
Room data	Room Code	Yes
Rotation classes	Classes from particular rotations	No	Only the current rotation
RTO roster		Yes
Student data	Student Code, Name, Year level, Letter group, House, Gender	No
Study roster	Study classes, staffing and rooming roster	Yes
Sub-classes		Yes
Teacher data	Teacher Code, Name	Yes
Teacher days off (Unavailable)		No
Timetable data		No
Two (or more) rooms at once		No
Two (or more) teachers at once		Yes
Year levels (non-numeric)	Year levels such as SPT, LSUP, ROLL, Yr9+10 etc..	Yes

Step 1: Configure the Active Directory distribution lists sync export

Make sure that your region in 'Setup > School info > Admin' is set to your correct region and not 'Unknown' or 'Other'.
The Active Directory distribution lists sync will not appear in sync drop-down if the incorrect region is selected

In Tes, select File > Synchronise > Configure

In the Configure tab, select 'Active Directory distribution lists' from the drop down list of options.

Multiple systems can be set up to sync. It is common to have both the Edval webserver, the schools learning management system configured, along with any other systems the school wishes to regularly sync to.

Select the Configure button, which will move you to the Connection tab. A destination folder must be selected to direct where the .csv files will be saved to. Select Browse and locate or create the desired location.

'Sync each time you save' - This means the sync will occur automatically on a ctrl-S save. In this case, data is first saved locally to disk, and then an attempt is made to sync with all external systems. This is simple, but you may want to disable this if the external systems or your network is slow to sync, or you want more control about 'when' you publish data through to other systems. No message is shown on a sync-on-save, as it is done quietly. Only active sync via menu/ctrl-K will show a completion message.

Step 2: Perform the sync

The following steps will be performed each time new data is to be sent to Active Directory distribution lists:

Navigate to File > Synchronise > Sync now.
Select / ensure that the Active Directory distribution lists option is chosen in the Filter menu on the top right.
Select 'Create TT publish file'

A number of files will be created which will be used to import into Active Directory distribution lists:

The table below details what type of data each CSV file consists of when exported: