sqlExports Overview

sqlExports is a powerful way for self-hosted customers to get data out of PowerSchool.   It works with sqlReports, so if you have a report built in sqlReports and want to automate exports of it, you can do so with sqlExports.  No need to create PowerQueries to get data that you can get with sqlReports and sqlExports instead!

For example, you can take a report that outputs this (the information below is fictional data based on a training database from the PS support site):

datatable

and save it to your PowerSchool server to a local drive or a drive mapped to the server:

sqlexportoutput

It's simple to do.  All you have to do is edit the sqlReport and check a box to use it with sqlExports:

usewithsqlexports

When you run sqlExports, you'll see a list of reports that have been checked:

selectreporttorun

You choose the report and if there are parameters, data for the last time the report will run will appear for them or you can change them. 

parameters

The parameters are saved with the export, so if the export runs on a schedule, the same parameters will be used.  You can also create several exports of the same report and use different parameters each time.  You can run the exports on a schedule or just run them in the background:

processingoptions

You can choose if you want to include column headers, if you want to create tab or comma delimited files,  or if you want to wrap the data in quotes:

reportoptions

Finally, you can specify where to save the data.  In the screenshot below, the C drive represents a drive on the PowerSchool server itself.  Files can be saved to local drives on the server or any drive mapped to the PS server:

folderpath

The file will end up in the location specified:

serverfolder

 

Advantages to Using sqlExports

  • Integration with sqlReports - create the report in sqlReports and make sure it's returning the data you want.  Then check the box to use with sqlExports and it's ready to use with sqlExports!
  • Use sqlReports Parameters - if your sqlReport has any user parameters, such as Term and Grade in the screenshots above, they will appear as options in sqlExports too.
  • No Need to Create PowerQueries - pulling data via SQL is a lot easier to do in sqlReports vs a PowerQuery, especially if you've never created a PowerQuery.  No need for PowerQueries with sqlExports.
  • Access to Data - with sqlExports you can export any data you can use in sqlReports, which includes several tables not available in AutoSend or Data Export Manager. 

sqlExports FAQ

How much does sqlExports cost?

There is a one-time initial purchase price of 10 cents per active student in the district, which includes the initial purchase of sqlExports and support and access to updates for the first year.  After the first year, product support and access to updates can be purchased for another year at 5 cents per active student in the district.  Support does not cover the creation of or troubleshooting of any reports created by the user for use with sqlExports. Price Guarantee - if PS ever releases a version that breaks the reporting engine and make sqlExport useless, you'll receive a prorated refund of your purchase or support for that year.

I'm hosted by PowerSchool - can I buy sqlExports?

No - sqlExports is not sold to hosted customers because of the lack of SFTP (see below) and the fact that hosted customers will not be able to access the local hard drive of their PS server.   Hosted customers should explore the use of Data Export Manager instead.

Is sqlExports included as part of a sqlReports Site Subscription?

No - it's a separate purchase.

Is a sqlReports Site Subscription required to use sqlExports?

No - there's a version of sqlExports for the free version of sqlReports and another for the site subscription version.  Those without a site subscription will have a version similar to the free version of sqlReports in the download, while those with a site subscription will have a version similar to the site subscription version of sqlReports.

Do I need to be on a specific version of PowerSchool to use it?

Yes - you must be on at least PowerSchool 10 or higher.

Can sqlExports do SFTP or FTPS?

No - sqlExports is based on the reporting engine feature of PowerSchool, however, PowerSchool has never added SFTP to it like it did with AutoSend and Date Export Manger.  Plus, PowerSchool itself does not do FTPS, so sqlExports can not do FTPS either.  If you're self-hosted, you could use sqlExports to save the export on the server or ftp it to another local server, and then use Window's task scheduler or a 3rd party program to run a SFTP client that takes the file and securely FTP's it.  If you would like to see SFTP as part of the reporting engine and sqlExports, or see FTPS added, visit the Enhancement Requests area of PowerSource and add a vote to Enhancement Requests 4243 and 9836.

Will all of my sqlReports reports work with sqlExports?

99% of them should.  Reports with "square bracket" coding in the sql will not work with sqlExports. That includes ~[if] commands and the ~[temp.table.current.selection:students] current selection command. The if commands though you should be able to replace with CASE commands.  There's no work around for the current selection command.

How do I order sqlExports?

Visit the How to Order under the Subscriptions menu for more information.

Where do I find information on renewing the sqlExports support?

Visit the Renewal FAQ under the Subscriptions menu.


sqlExports Lite is a free version of sqlExports that allows you to see sqlExports in action and can be found in the All Downloads option under the Downloads menu.  It has the following limitations compared to the full version:

Feature sqlExports Lite sqlExports
Output Location Only saves the file to the report queue Save the export to the report queue or on a local or network drive on your server.
File Type Only creates tab delimited files. Create tab or comma delimited files.
Report Parameters Does not allow the entry of parameters. Once you choose a report you can fill in any parameters that go with the report.
Report Run Access Ignores any Run Access or Exclude From List report settings. Only lists reports tied to an admin's group/role and does not list those marked as Exclude From List.
Report Setup You must have a report group called sqlExports and the reports used with sqlExports Lite in it. The full version allows you to mark which reports you’d like to use with sqlExports, regardless if they're in a group or not.
Support A readme in the download and the FAQ below. Support and upgrades are included for the first year.  Can be bought for following years.

 

Even though it lacks the full funtionality of sqlExports, you could still use the Lite version to save data from some of your sqlReports reports to the report queue.  Just make sure they're in the sqlExports report group and it doesn't contain any parameters or square bracket coding (see the readme for more information - not being able to use square bracket coding occurs with the full version as well).  Your report can still contain system variables, such as ~(curschoolid) or ~(curyearid), but with sqlExports Lite it can't use parameters.

sqlExports Lite FAQ

Can I use sqlExports Lite if I'm hosted?

Yes - the data is saved to the report queue only, so anyone can use it.

Do I need to be on a specific version of sqlReports to use it?

Yes - you must be on sqlReports 4 or higher.

Do I need to load this for every report I want to export?

No, you just load it once and choose the report you wish to use when you run it.  To use with another report, just run it again and choose the report.

Can I automate the exports?

Yes, when you run it choose to run it at a specific time and enter a time and date that's in the future.  Once it's in the report queue, click on the job name and on that page you'll be able to choose from a drop-down menu to run the report hourly, daily, weekly, etc.

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