Import Student Data & Photos

In the following example we will use RapIDutilities to import student data and photos for a fictitious customer named Vision High School.

Refer to Student Data Overview for student data and class schedule data specifications.

Requirements

Windows 8/10 or Server 2012+
RapIDutilities v2.0.0.196 or greater
A PerfectPass user account (we recommend a locked account)

Overview

Install RapIDutilities v.2.0.0.196 or greater
Create a new PerfectPass Import map
Choose the import file and photo folder then run the map to upload the student data to PerfectPass

Create a new map

Open RapIDutilities
Go to the PerfectPass Import tab
Click New

Import Map Setup

PerfectPass Credentials

Enter a unique Map Name
Enter a PerfectPass username and password, then click Apply
Click OK on the Login Success prompt

Data File Mapping

Select an Import File then choose the appropriate delimiter and if there are column names in the import file
Click Set Columns/Preview to make sure the import data is recognized by RapIDutilities
Select an Import Field and the related PerfectPass Field, then click right arrow to add it to Mapped Fields
Note: BLUE fields signify the field is required
Map all necessary fields
Note: You can map custom fields - add the custom field to PerfectPass first.
Proceed to the Photos tab

Photos

Photos are optional.
Student photos must be in JPG format and titled by IDNUMBER.jpg, or the import file must have a PHOTO field that references the photo filename.

Enable the Include Photos button
Point to the Photos Source Directory
Select the ID Number field from the droplist
Enable Photos are IDnum.jpg if necessary, or choose an appropriate Photos Field
Click Save

Photos Options

Log missing photos - Write missing photo references to the RapIDutilities log.

Enable Delta Upload - This option will only include photos modified in the last HOURS for upload to PerfectPass. This is to keep the student data upload package size to a minimum and increase processing speed both server and client side.

RapIDutilities will upload ALL photos the first time the map is ran. Subsequent executions will follow the Delta Upload Hours settings.

If you run the map but do not see any photos in PerfectPass, disable Enable Delta Upload, run the map, then re-enable Enable Delta Upload.

Hours - RapIDutilities uses the File Modified Date to determine if a photo is new or recently changed. e.g. 24 hours means that RapIDutilities will upload any photos with a modified date within the last 24 hours of the map run time.

Run the map

Select the map then click Run Now from the ribbon menu.

Within minutes the student records with photos will be shown in PerfectPass.

The PerfectPass import map be automated using the Command Line Operator button to create a batch file. Schedule the batch file to run daily using using Windows Task Scheduler.