Part 1: Create a Couse Query

  1. Click on the Query module. 
  2. Click New.
  3. Choose "Course" for Query Type and "Dynamic" for Query Format.
  4. Expand Restriction 2 and  Double Click Academic Year.
  5. Choose Equals for the Operator Field.
  6. Choose the previous academic year for Value and click okay.
  7. Choose the preferred output on the Output tab.
  8. Click results to review the information.
  9. Save the query with your preferred name.
  10. Close the query.          
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Part 2: Create a Course Export

  1. Click the Export module. 
  2. Click New.
  3. Choose Course for the export type.
  4. Choose CSV or the format.
  5. On the filters tab, choose selected for the Course filter.
  6. Mark Query and Browse for the course query by clicking the binoculars.
  7. Once the Query has been selected, Click okay.
  8. Click on the output tab.
  9. Expand Course and double click Import ID.
  10. Expand Restrictions, double click  Academic Year.
  11. On the General tab of the window, enter 1 for the number of courses to Export.
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  1. Click on the filters tab, and filter only on the previous academic year. Click Okay.
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  1. On the Output tab, Under the Restrictions Section, double click the following fields:
    • Length In Terms
    • Session
    • Base number of meetings on
    • Restrict By
    • Pattern
  2. Expand Starts Terms (Restrictions should still be expanded), and double click Term.
  3. Enter the total number of possible start terms for courses.
  4. Click Export now to export to preferred location.
    • Note: Fields to help identify the records such as Course name can be included in the import file. Refer to the Restrictions 2 tab of  a course record to see how many possible start terms exist for courses. If there are other fields you would like to edit prior to importing, we'd need to include those in the import file as well.
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Part 3: Editing the CSV File

  1.  Open the CSV file.
  2. Update the following fields
    • Academic year (change it from the previous year to the upcoming year)
    • Pattern (update with the new pattern name associated with new timetable)

Note: If you need to edit other fields, you may edit them before completing the import or edit them on the course record after importing.

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Part 4: Import the File

Note : Before you proceed with the following instructions, back up the database. If your organization integrates multiple Blackbaud products, refer to the Additional Requirements section of the backup article.
 Carefully read all of the instructions listed below before proceeding. If you are new to importing, also refer to How to import - the basics of importing (BB135422).1. Create a data file or use an existing file.
You can save the file in any delimited format or in fixed length. 

Prior to importing, we suggest marking Validate Now on the General tab.: Validating the data will not import the information in the system. This is a test run of the import.

We recommend marking all available checkboxes on the Options/Summary tab.. At the very least, mark the Create control report option.

  1. In Administration click Import.
  2. Click Restriction (located beneath Courses)> Click new. 
  3. Mark Import New
  4. Browse to the CSV file in the Import file field
  5. Choose "Course Import ID" for the Use fieldUser-added image
  6. Select the File Layout tab and and select the Import File does not contain field names option ONLY if your import file does not have header. If your Import File contains the field names, mark Fields names are on the first line of the import file. 
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  1. Select the Fields tab and map the fields. 
    • Course Import ID: Mapped to Import ID which is located below Course
    • Academic Year: Mapped to Academic Year ID which is located in the Restrictions Section
    • Length In Terms: Mapped to Length In Terms which is located in the Restrictions Section
    • Session: Mapped to Session ID which is located in the Restrictions Section
    • Allow Partial Request: Mapped to Allow Partial Request which is located in the Restrictions Section
    • Pattern: Mapped to Pattern which is located in the Restrictions Section
    • Restrict By: Mapped to Restrict By which is located in the Restrictions Section
    • Allow Partial Request: Mapped to Allow Partial Request which is located in the Restrictions Section
    • Track Class Attendance: Mapped to Track Class Attendance which is located in the Restrictions Section
    • Terms: Mapped to Term ID which is located in the Start terms Section 
  2. Save the import parameters.
  3. Click Validate now (if we have Validate Data Only marked on the general tab) or click Import Now.

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