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.

In this topic:

Before you get started

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

Make sure you meet the following prerequisites:

  1. An Office 365 for Education tenant.
  2. Global Admininstrator Account

    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.

Create a Sync Profile and Import your CSV files

Watch the video: Deploy School Data Sync

Make sure you've exported or created your Clever format CSV files. 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.

Create a Sync Profile and Sync your Clever format CSV files

  1. After signing in, click + Add Profile to create an SDS Sync Profile and begin syncing data from Clever.

    Add Profile_C3_2017514132311

  2. On the How do you want to connect page, complete the form as appropriate. Once complete, click Start.
    how-to-deploy-SDS-using-Clever-format-CSV-files-1.PNG

    • Name this profile - Enter a name for your sync profile. This name will be used to identify the sync profile in the SDS Dashboard.
    • ​​​​​​ 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 format CSV files. Once uploaded, complete your selections on the page as appropriate, then click Next.

    how-to-deploy-SDS-using-CSV-files-2.PNG

    • Existing Users - Select this option if you already have user accounts created 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 format CSVs.
    • Upload Files button - Click this button to upload your Clever format 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.
    • Replace unsupported Special Characters – Checking this box will allow SDS to automatically replace unsupported special characters while the sync is running. Special characters will be replaced with an “_”, and not result in an error during the sync process for that object.
    • School properties - After uploading your Clever format CSVs, select the attributes you want to sync into O365. You should validate the attributes selected here are fully populated within your CSVs, to avoid sync errors.
    • Section Properties - After uploading your Clever format CSVs, select the attributes you want to sync into O365. You should validate the attributes selected here are fully populated within your CSVs, 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.
    • 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.
  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. SDS will check to ensure your selecting attribute and options within the correct format. If matching to a UserPrincipalName for example, you must select a source directory attribute which is in the format of a UserPrincipalName (prefix@domain.com) or you must choose to append a domain to the source directory attribute to ensure the appropriate formatting. If your selections are not in the appropriate format to complete a match, you’ll see a red error displayed on the page. how-to-deploy-SDS-using-CSV-files-3.PNG

    • Primary Key (Source Directory) - This is the Teacher attribute in your Clever format CSVs 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. SDS will check to ensure your selecting attribute and options within the correct format. If matching to a UserPrincipalName for example, you must select a source directory attribute which is in the format of a UserPrincipalName (prefix@domain.com) or you must choose to append a domain to the source directory attribute to ensure the appropriate formatting. If your selections are not in the appropriate format to complete a match, you’ll see a red error displayed on the page. how-to-deploy-SDS-using-CSV-files-4.PNG
    • Primary Key (Source Directory) - This is the Student attribute in your Clever format CSVs 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. how-to-deploy-SDS-using-CSV-files-5.PNG Once you create a sync profile, SDS will begin a pre-sync validation process. During this process, SDS will ensure there are no obvious errors with your CSV files. If any errors are found during the pre-sync validation process, you will have the option to fix them and re-upload files before clicking the resume sync button and begin the real synchronization process. If you receive errors and choose not to update them, you can still choose to resume sync without fixing the errors. Just be aware that SDS can only sustain up to 15,000 errors before the profile will enter a quarantine status.

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:

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