E10 - Synchronisation to eWorkspace via Export

Modified on Thu, 14 Aug at 1:00 AM

TABLE OF CONTENTS

Preamble
Type of sync
Steps to synchronise data
Step 1: Check if any eWorkspace set up is required
Step 2: Configure the Timetable file
Step 3: Perform the export

Preamble

Timetabling data that exists in 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 can be referenced for:

new school file set up
synchronisation processes
synchronisation troubleshooting

While Tes takes all care to ensure any mention to the other system is correct and up to date, it is the user's responsibility to check with the other system prior to an initial sync. If the user becomes aware of any changes to the other system, we would very much appreciate this feedback.

Type of sync

This sync is performed by exporting correctly formatted files, usually CSV format ready uploading into 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 features.

Tes Timetable 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
Classes	Classes as per Class data screens	Yes
Class lists		Yes
Composite classes (linked classes)	One teacher teaching more than one class at the same time
Duty roster
Faculty data
Grid structure codes		No
Multi-file	Two (or more) timetable files
Multi-grid	Multiple grids with different bell times
On-call roster
Priority classes	The priority class that shows on student's timetables where they have class clashes
Room data	Room Code, Name, Size, Campus, Comment
Rotation classes	Classes from particular rotations
RTO roster
Student data		Yes
Study roster	Study classes, staffing and rooming roster
Sub - classes
Teacher data		Yes
Teacher days off (Unavailable)
Timetable data		Yes
Two (or more) rooms at once	A class with two or more rooms at the same time
Two (or more) teachers at once	A class with two or more teachers at the same time
Year levels (non-numeric)	Year levels such as SPT, LSUP, ROLL, Yr9+10 etc

Yes - The data is sent from our end and is being received and processed by 3rd party system.

No - The data is not supported by 3rd party systems and is not sent from the Timetable file.

Unsure - The data is being sent from the Timetable file but we are unsure if it is being processed and supported by 3rd party system.

Steps to synchronise data

Step 1: Check if any eWorkspace set up is required

Many systems require some set up at their end prior to receiving timetable data from the Timetable file. Please check with eWorkspace support team.

Step 2: Configure the Timetable file

Open the relevant the Timetable file file, and go to File > Synchronise > Configure > Sync tab
Select the + button and choose 'eWorkspace' from the drop down menu.
Go to File > Synchronise > Configure > Connection tab.
Input your desired Destination Folder. This is the place you would like the exported .csv files to be placed when they are generated. The CSV export will be saved into this location.

Option	Details
Sync each time you save	Exports enrolment data upon every save.

Step 3: Perform the export

1. Complete the configuration steps listed above.

2. Go to File > Synchronise > Sync Now.

3. Select eWorkspace from the filter in the top-right corner.

4. Click Create TT publish file

The .csv files will be saved into the folder specified earlier after a prompt for which 'rotations' data one wants to export.

Below table describes what each .csv consists of:

File Name (.csv)	Data column (A)	Data column (B)	Data column (C)	Data column (D)	Data column (E)
Classes	Subject Code	Class Code	N/A	N/A	N/A
Classes_Staff	Class Code	Staff ID(Teacher code)	N/A	N/A	N/A
Classes_Studs	Class Code	Student ID	N/A	N/A	N/A
Subjects	Subject Name	Year level	Subject Code	Faculty	N/A
Timetables	Day	Period	Class Code	Room	Staff ID(Teacher code)