How to setup the export from CHESS

Note: These instructions apply exclusively to Victorian Government Schools that use CHESS for the CASES administration. Please contact your technician or the DEECD Helpdesk you are not sure whether you use CHESS or not.

These instructions do not modify your CASES database in any way. The SQL scripts are installed as CASES "Formats" and only read the student, staff and parent details to export them in the format XUNO requires.

Please contact our team on 1300 067 478 if you have any questions or require any assistance installing this utility.

  

In this article

  

What are CHESS Export Formats?

The CHESS exports are called "Formats" in CASES and only need to be setup once per school - not for each individual user. Once the exports have been setup any CASES user will be able to export the data.

Very Important
CASES only allows the user that creates the export formats to modify or delete them later. To prevent you from ending up with multiple export formats, choose a user that is unlikely to leave your school and login as them when creating the formats.

We recommend that you record the username who creates the export formats so that you will be able to modify or delete the exports at a later date.

  

Using the CHESS Exports to Import Data into XUNO

Use the instructions in this article to setup or update each of your CHESS exports. Then each time you update student, staff or parent details you will need to run each of the exports and then import them into your XUNO software.

Scroll to the related articles at the bottom to learn How to Import CHESS Data.


    

Enter your school number and press enter to begin:  

  

Student Export Format

  1. Login to your CASES software as your selected user.
  2. Click on the Utilities menu item (on the bottom left), then Export Data, then the Export data from the database.
  3. The Export formats window will appear. Click on the New Format button in the toolbar if you are creating a new export format for the first time. Otherwise, pick the "XUNO Export - Student" format from the list, click on the Edit Format button and skip to step 5.
  4. In the Format Name field enter: XUNO Export - Students. Click on the Next button to continue.
  5. Make sure the My Folder option is ticked then click Next to continue.
  6. In the File name field enter: P:\XUNO Export - Students.txt
    (P:\ is your shared CHESS drive).
  7. Make sure that the Prompt for filename and Customised text file options are ticked, then click Next to continue.
  8. Tick the SQL option then click on the SQL button. A new query window will appear.
  9. Delete any existing text in the main white text box.
  10. CAREFULLY copy all of the code in the grey box below and paste it into the empty white text box from Step 9.
    	
  11. Click on the Apply button to close the window. If any errors appear then you have most likely missed copying some of the query and you will need to go back and repeat Steps 9-10.
  12. Tick the Use direct export for complex queries option, then click the Next button to continue.
  13. Tick the Delimited option and then select Tab as the delimited item. Select (none) as the String delimiter. Set the Formats – Order option to YMD, and then tick the Four Digit Year option. All other options should remain unticked.
  14. Click Finish to complete the student export setup. Please proceed to the next export.

  

Staff Export Format

  1. Login to your CASES software as your selected user.
  2. Click on the Utilities menu item (on the bottom left), then Export Data, then the Export data from the database.
  3. The Export formats window will appear. Click on the New Format button in the toolbar if you are creating a new export format for the first time. Otherwise, pick the "XUNO Export - Staff" format from the list, click on the Edit Format button and skip to step 5.
  4. In the Format Name field enter: XUNO Export - Staff. Click on the Next button to continue.
  5. Make sure the My Folder option is ticked then click Next to continue.
  6. In the File name field enter: P:\XUNO Export - Staff.txt
    (P:\ is your shared CHESS drive).
  7. Make sure that the Prompt for filename and Customised text file options are ticked, then click Next to continue.
  8. Tick the SQL option then click on the SQL button. A new query window will appear.
  9. Delete any existing text in the main white text box.
  10. CAREFULLY copy all of the code in the grey box below and paste it into the empty white text box from Step 9.
    	
  11. Click on the Apply button to close the window. If any errors appear then you have most likely missed copying some of the query and you will need to go back and repeat Steps 9-10.
  12. Tick the Use direct export for complex queries option, then click the Next button to continue.
  13. Tick the Delimited option and then select Tab as the delimited item. Select (none) as the String delimiter. Set the Formats – Order option to YMD, and then tick the Four Digit Year option. All other options should remain unticked.
  14. Click Finish to complete the staff export setup. Please proceed to the next export.

  

Contact Details Export Format

  1. Login to your CASES software as your selected user.
  2. Click on the Utilities menu item (on the bottom left), then Export Data, then the Export data from the database.
  3. The Export formats window will appear. Click on the New Format button in the toolbar if you are creating a new export format for the first time. Otherwise, pick the "XUNO Export - Contact Details" format from the list, click on the Edit Format button and skip to step 5.
  4. In the Format Name field enter: XUNO Export - Contact Details. Click on the Next button to continue.
  5. Make sure the My Folder option is ticked then click Next to continue.
  6. In the File name field enter: P:\XUNO Export - Contact Details.txt
    (P:\ is your shared CHESS drive).
  7. Make sure that the Prompt for filename and Customised text file options are ticked, then click Next to continue.
  8. Tick the SQL option then click on the SQL button. A new query window will appear.
  9. Delete any existing text in the main white text box.
  10. CAREFULLY copy all of the code in the grey box below and paste it into the empty white text box from Step 9.
    	
  11. Click on the Apply button to close the window. If any errors appear then you have most likely missed copying some of the query and you will need to go back and repeat Steps 9-10.
  12. Tick the Use direct export for complex queries option, then click the Next button to continue.
  13. Tick the Delimited option and then select Tab as the delimited item. Select (none) as the String delimiter. Set the Formats – Order option to YMD, and then tick the Four Digit Year option. All other options should remain unticked.
  14. Click Finish to complete the contact details export setup. Please proceed to the next export.

  

Contact Relationships Export Format

  1. Login to your CASES software as your selected user.
  2. Click on the Utilities menu item (on the bottom left), then Export Data, then the Export data from the database.
  3. The Export formats window will appear. Click on the New Format button in the toolbar if you are creating a new export format for the first time. Otherwise, pick the "XUNO Export - Contact Relationships" format from the list, click on the Edit Format button and skip to step 5.
  4. In the Format Name field enter: XUNO Export - Contact Relationships. Click on the Next button to continue.
  5. Make sure the My Folder option is ticked then click Next to continue.
  6. In the File name field enter: P:\XUNO Export - Contact Relationships.txt
    (P:\ is your shared CHESS drive).
  7. Make sure that the Prompt for filename and Customised text file options are ticked, then click Next to continue.
  8. Tick the SQL option then click on the SQL button. A new query window will appear.
  9. Delete any existing text in the main white text box.
  10. CAREFULLY copy all of the code in the grey box below and paste it into the empty white text box from Step 9.
    	
  11. Click on the Apply button to close the window. If any errors appear then you have most likely missed copying some of the query and you will need to go back and repeat Steps 9-10.
  12. Tick the Use direct export for complex queries option, then click the Next button to continue.
  13. Tick the Delimited option and then select Tab as the delimited item. Select (none) as the String delimiter. Set the Formats – Order option to YMD, and then tick the Four Digit Year option. All other options should remain unticked.
  14. Click Finish to complete the contact details export setup. Please proceed to the next export.

  

Address Details Export Format

  1. Login to your CASES software as your selected user.
  2. Click on the Utilities menu item (on the bottom left), then Export Data, then the Export data from the database.
  3. The Export formats window will appear. Click on the New Format button in the toolbar if you are creating a new export format for the first time. Otherwise, pick the "XUNO Export - Address Details" format from the list, click on the Edit Format button and skip to step 5.
  4. In the Format Name field enter: XUNO Export - Address Details. Click on the Next button to continue.
  5. Make sure the My Folder option is ticked then click Next to continue.
  6. In the File name field enter: P:\XUNO Export - Address Details.txt
    (P:\ is your shared CHESS drive).
  7. Make sure that the Prompt for filename and Customised text file options are ticked, then click Next to continue.
  8. Tick the SQL option then click on the SQL button. A new query window will appear.
  9. Delete any existing text in the main white text box.
  10. CAREFULLY copy all of the code in the grey box below and paste it into the empty white text box from Step 9.
    	
  11. Click on the Apply button to close the window. If any errors appear then you have most likely missed copying some of the query and you will need to go back and repeat Steps 9-10.
  12. Tick the Use direct export for complex queries option, then click the Next button to continue.
  13. Tick the Delimited option and then select Tab as the delimited item. Select (none) as the String delimiter. Set the Formats – Order option to YMD, and then tick the Four Digit Year option. All other options should remain unticked.
  14. Click Finish to complete the address details export setup.

  

Timetable Export Format

Important!

If you do not use CASES for timetabling, you are not required to export this file.

  1. Login to your CASES software as your selected user.
  2. Click on the Utilities menu item (on the bottom left), then Export Data, then the Export data from the database.
  3. The Export formats window will appear. Click on the New Format button in the toolbar if you are creating a new export format for the first time. Otherwise, pick the "XUNO Export - Timetable" format from the list, click on the Edit Format button and skip to step 5.
  4. In the Format Name field enter: XUNO Export - Timetable. Click on the Next button to continue.
  5. Make sure the My Folder option is ticked then click Next to continue.
  6. In the File name field enter: P:\XUNO Export - Timetable.txt
    (P:\ is your shared CHESS drive).
  7. Make sure that the Prompt for filename and Customised text file options are ticked, then click Next to continue.
  8. Tick the SQL option then click on the SQL button. A new query window will appear.
  9. Delete any existing text in the main white text box.
  10. CAREFULLY copy all of the code in the grey box below and paste it into the empty white text box from Step 9.
    	
  11. Click on the Apply button to close the window. If any errors appear then you have most likely missed copying some of the query and you will need to go back and repeat Steps 9-10.
  12. Tick the Use direct export for complex queries option, then click the Next button to continue.
  13. Tick the Delimited option and then select Tab as the delimited item. Select (none) as the String delimiter. Set the Formats – Order option to YMD, and then tick the Four Digit Year option. All other options should remain unticked.
  14. Click Finish to complete the address details export setup.

  

Half Day Attendance Export Format

Important!

If you do not use CASES for attendance, you are not required to export this file.

  1. Login to your CASES software as your selected user.
  2. Click on the Utilities menu item (on the bottom left), then Export Data, then the Export data from the database.
  3. The Export formats window will appear. Click on the New Format button in the toolbar if you are creating a new export format for the first time. Otherwise, pick the "XUNO Export - Half Day Attendance" format from the list, click on the Edit Format button and skip to step 5.
  4. In the Format Name field enter: XUNO Export - Half Day Attendance. Click on the Next button to continue.
  5. Make sure the My Folder option is ticked then click Next to continue.
  6. In the File name field enter: P:\XUNO Export - Half Day Attendance.txt
    (P:\ is your shared CHESS drive).
  7. Make sure that the Prompt for filename and Customised text file options are ticked, then click Next to continue.
  8. Tick the SQL option then click on the SQL button. A new query window will appear.
  9. Delete any existing text in the main white text box.
  10. CAREFULLY copy all of the code in the grey box below and paste it into the empty white text box from Step 9.
    	
  11. Click on the Apply button to close the window. If any errors appear then you have most likely missed copying some of the query and you will need to go back and repeat Steps 9-10.
  12. Tick the Use direct export for complex queries option, then click the Next button to continue.
  13. Tick the Delimited option and then select Tab as the delimited item. Select (none) as the String delimiter. Set the Formats – Order option to YMD, and then tick the Four Digit Year option. All other options should remain unticked.
  14. Click Finish to complete the address details export setup.

  

Period Attendance Export Format

Important!

If you do not use CASES for attendance, you are not required to export this file.

  1. Login to your CASES software as your selected user.
  2. Click on the Utilities menu item (on the bottom left), then Export Data, then the Export data from the database.
  3. The Export formats window will appear. Click on the New Format button in the toolbar if you are creating a new export format for the first time. Otherwise, pick the "XUNO Export - Period Attendance" format from the list, click on the Edit Format button and skip to step 5.
  4. In the Format Name field enter: XUNO Export - Period Attendance. Click on the Next button to continue.
  5. Make sure the My Folder option is ticked then click Next to continue.
  6. In the File name field enter: P:\XUNO Export - Period Attendance.txt
    (P:\ is your shared CHESS drive).
  7. Make sure that the Prompt for filename and Customised text file options are ticked, then click Next to continue.
  8. Tick the SQL option then click on the SQL button. A new query window will appear.
  9. Delete any existing text in the main white text box.
  10. CAREFULLY copy all of the code in the grey box below and paste it into the empty white text box from Step 9.
    	
  11. Click on the Apply button to close the window. If any errors appear then you have most likely missed copying some of the query and you will need to go back and repeat Steps 9-10.
  12. Tick the Use direct export for complex queries option, then click the Next button to continue.
  13. Tick the Delimited option and then select Tab as the delimited item. Select (none) as the String delimiter. Set the Formats – Order option to YMD, and then tick the Four Digit Year option. All other options should remain unticked.
  14. Click Finish to complete the address details export setup.

  

Student Medical Information Export Format

  1. Login to your CASES software as your selected user.
  2. Click on the Utilities menu item (on the bottom left), then Export Data, then the Export data from the database.
  3. The Export formats window will appear. Click on the New Format button in the toolbar if you are creating a new export format for the first time. Otherwise, pick the "XUNO Export - Student Medical" format from the list, click on the Edit Format button and skip to step 5.
  4. In the Format Name field enter: XUNO Export - Student Medical Attendance. Click on the Next button to continue.
  5. Make sure the My Folder option is ticked then click Next to continue.
  6. In the File name field enter: P:\XUNO Export - Student Medical Attendance.txt
    (P:\ is your shared CHESS drive).
  7. Make sure that the Prompt for filename and Customised text file options are ticked, then click Next to continue.
  8. Tick the SQL option then click on the SQL button. A new query window will appear.
  9. Delete any existing text in the main white text box.
  10. CAREFULLY copy all of the code in the grey box below and paste it into the empty white text box from Step 9.
    	
  11. Click on the Apply button to close the window. If any errors appear then you have most likely missed copying some of the query and you will need to go back and repeat Steps 9-10.
  12. Tick the Use direct export for complex queries option, then click the Next button to continue.
  13. Tick the Delimited option and then select Tab as the delimited item. Select (none) as the String delimiter. Set the Formats – Order option to YMD, and then tick the Four Digit Year option. All other options should remain unticked.
  14. Click Finish to complete the address details export setup.

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