Transferring data from Untis

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If you wish to transfer data to WebUntis, open menu item 'File | Import/Export | Untis | WebUntis' in Untis. A dialogue window will be displayed where you can enter connection parameters. You will receive these after you ordered WebUntis.

 

 

WU_17_1286

 

 

Please enter the name of the host server (e.g. urania.webuntis.com) on which WebUntis runs in the field 'Webserver' . Do not enter any protocol (such as http://), port or page name in the 'Webserver' field. The port is generally 80 (unless you have configured your system differently).

 

 

Warning: https

Please change the port to 443 if you wish to use the https option.

 

The school name is the WebUntis school short name. User name and password are the details of a WebUntis user with appropriate rights. By default, user Untis with password admin is set up in WebUntis. This user is assigned to user group Untis, which only has the right to access Untis.

 

Master data

Use the <Master data> button to transfer school name, school year, time grid, holidays, subjects, classes, teachers, rooms, students (if you have the student timetable or course scheduling modules) and departments to WebUntis. Data transfer is independent on a time range that is specified.

 

The option 'Combine partial classes' will only be effective if you work with class groups in Untis, i.e. when lessons of an actual class are divided into several logical classes. When this option is active, such partial classes will be combined to form a single class in WebUntis. Aggregation will be performed according to the entry in the field main class.

 

The

'Ignore course data'

button is used when you do NOT wish to transfer the student allocation to courses from Untis to WebUntis. This can be useful if student allocations in Untis are no longer correct some time after the start of a school term but the data in WebUntis are fully correct.

 

You can use the

'Only room/date changes'

option to transfer 'non-critical' timetable changes (such as mere room changes) for any desired start date from Untis to WebUntis.

 

Provided no master data are changed, it is sufficient to transfer them once at the beginning of the school year. However, you can repeat the export of data as often as you wish without any risk. Please note that master data elements in WebUntis can only be modified or created but not deleted.

 

Lessons

Use the <Lessons> button to transfer lessons and timetable (i.e. scheduled lessons) and – if they exist – substitution data to WebUntis. The transfer will start with the date displayed above the button.

 

You should transfer lessons for the very first time at the start of the school year. If the school year has already started, check the Start date option and select 'Beg. of school year'. (You can always overwrite the default 'Start date' when transferring lesson data.)

 

You only need to transfer lessons if the lessons and/or timetable in Untis are changed.

 

When lessons are transferred, real synchronisation takes place in WebUntis. Lessons are not only created, but also – where necessary – deleted, too. For this reason lessons should always be transferred at the latest possible point in time (generally from the date when the new timetable comes into effect) so that as little data as possible in WebUntis is affected.

 

Substitutions

Finally, you can transfer the substitutions via the <Substitutions> button. The default date here is always the current date. The substitution transfer will probably have to be launched at least once a day.

 

Transferring data to WebUntis is effected directly using the http protocol from Untis to WebUntis. The actual import of data takes place asynchronously, i.e. the connection between Untis and WebUntis is cut as soon as all data have been received on the server before WebUntis writes the data into the database.

 

Untis can therefore report transmission errors but not import errors. Any import errors are reported by e-mail and are sent to the 'Scheduler e-mail address' entered under <Administration> | <Settings>.

 

 

Important: Short names

Please note that master data elements (such as rooms, teachers and classes) are synchronised with WebUntis using the short name. If you need to change the short name, you must make the change in Untis as well as in WebUntis. This alone will allow the elements to be synchronised subsequently. Otherwise the elements with the old short names would be retained in WebUntis and new elements with new names would be created additionally.

 

We therefore strongly recommend that you make all changes to short names before you start working with WebUntis.

 

 

Note: Time of data update

The time of the last data update by Untis is displayed in the WebUntis timetable on the left below the timetable.