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Exports Tab

The Exports tab allows selected system exports to be generated automatically as part of the daily automation process.

Districts that need regular exports for external systems, data warehouses, or third-party integrations can configure which exports to run daily and how to retrieve them.

Permission Required

To access the Exports tab, you need the Manage Settings permission assigned to your role.

Understanding Automated Exports​

Think of automated exports as scheduled data deliveries - Manage1to1 generates the reports you need and makes them available for pickup without requiring manual export every day.

What automated exports do:

  • Generate selected reports automatically
  • Run daily at the configured automation time
  • Deliver files to a secure pickup location
  • Support integration with external systems

Why automated exports matter:

  • Efficiency - No need to manually run exports every day
  • Consistency - Same data format delivered on predictable schedule
  • Integration - Feed data to external systems automatically
  • Compliance - Regular data extracts for backup or audit purposes

How Automated Exports Work​

Enabling Exports for Automation​

Any export available in the Exports screen may be enabled for automation. When enabled, the export runs automatically at the configured daily automation time.

To enable an export for automation:

  1. Navigate to Settings > System Automation > Exports tab
  2. Select the exports you want to run automatically
  3. Configure any export-specific settings
  4. Save configuration

What happens after enabling:

  • Export runs daily at the automation time configured in Automation Settings tab
  • Generated file is delivered to the configured outgoing directory
  • Same export runs every day unless disabled

Automation Schedule​

Automated exports run at the Default Daily Automation Time configured in the Automation Settings tab.

Important: All automated exports run at the same time. Individual export schedules are not supported. If different timing is needed for specific exports, contact Manage1to1 Support.

Example: If daily automation is set to 2:00 AM, all enabled automated exports generate at 2:00 AM.

Delivery Method​

Automated exports are delivered via secure file transfer and can be retrieved from the configured outgoing directory.

How delivery works:

  1. Export runs at scheduled automation time
  2. File is generated in configured format (CSV, Excel, etc.)
  3. File is placed in your district's secure outgoing directory
  4. Your system retrieves file via SFTP or other configured method

File naming: Export files are typically named with the export type and date to prevent overwriting previous exports.

Example: device_export_2025-01-04.csv

Retention: Files remain available in the outgoing directory based on your district's retention policy. Coordinate with Manage1to1 Support to configure retention settings if needed.

Access: Your district IT staff configures the connection to the outgoing directory using credentials provided during setup. Contact Manage1to1 Support if you need connection details.

Available Export Types​

Available exports may include:

Device and inventory exports:

  • Device data exports (serial numbers, models, assignments)
  • Check-in and check-out reports
  • Device status and location data

User exports:

  • Student roster exports
  • Staff user lists
  • Guardian contact information

Billing and insurance:

  • Invoice status exports
  • Payment history
  • Insurance and policy-related exports

Integration-specific exports:

  • Custom exports for third-party systems
  • Data warehouse feeds
  • Compliance reporting exports

Note: The availability of export types depends on enabled features and system configuration. Not all exports are available to all districts.

Common Use Cases​

Daily Device Status Export​

District IT maintains external inventory system and needs daily device status:

  1. Enable "Device Status Export" for automation
  2. Export runs daily at 2:00 AM
  3. IT system retrieves file from SFTP directory at 3:00 AM
  4. External inventory system imports data
  5. Both systems stay synchronized automatically

Weekly Billing Export for Finance System​

District finance office needs invoice data exported to accounting system:

  1. Enable "Invoice Export" for automation
  2. Finance system retrieves export file weekly
  3. Imports invoice data into accounting system
  4. Eliminates manual invoice entry

Compliance Reporting​

District must provide student device assignment data to state reporting system:

  1. Enable "Student Device Assignment Export"
  2. Export runs daily
  3. Compliance system retrieves file monthly
  4. Ensures up-to-date data is always available when needed

Best Practices​

✅ Do:

  • Test export format before enabling automation
  • Verify your system can retrieve files from the outgoing directory
  • Monitor for export failures (check logs regularly)
  • Document which exports are automated and why
  • Coordinate export timing with external system import schedules

❌ Don't:

  • Enable exports you don't actively use (creates unnecessary files)
  • Assume exports will run successfully without monitoring
  • Forget to configure retention settings (can fill storage)
  • Enable automation before testing file retrieval process

Common Questions​

Q: How do I retrieve automated export files? Files are placed in your district's secure outgoing directory. Your IT staff should have SFTP credentials to access this location. Contact Manage1to1 Support if you need connection details.

Q: What format are the export files? Format depends on the specific export type. Most exports are CSV or Excel format. Check the Reports > Exports documentation for format details on each export type.

Q: Can I schedule different exports at different times? No. All automated exports run at the same daily automation time. If you need different schedules, run some manually or contact Support to discuss custom configuration.

Q: What happens if an export fails? Export failures are logged and visible in system logs. The export will retry at the next scheduled automation time. Monitor logs regularly to catch recurring failures.

Q: Can I still run exports manually if automation is enabled? Yes. Enabling automation doesn't prevent manual exports. You can still generate exports on-demand from the Exports screen.

Q: How long are export files retained? Retention depends on your district's configured policy. Files are typically retained for 30-90 days. Contact Support to confirm or adjust retention settings.

Q: Can I automate exports to multiple destinations? Standard automation delivers to a single outgoing directory. If multiple destinations are needed, your external system can retrieve the file and distribute it. Contact Support to discuss custom multi-destination requirements.

Q: What if I need a custom export format? Contact Manage1to1 Support to discuss custom export requirements. Custom exports may be available depending on your district's needs and contract.

The Exports tab enables reliable, automated data delivery to external systems, reducing manual export effort and ensuring consistent data availability for integrations and compliance reporting.

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