Using the Schooltool Photo Import Utility

This article provides you with the steps that should be followed when using the Schooltool Photo Import utility. This utility can only be run by those who have been granted access to it by EduTech. If you would like the ability to upload student photos into Schooltool for your school, send an email requesting the privilege to schooltool@edutech.org


Before Your Begin:

In order to successfully complete the steps that follow, you must first be sure that you have logged onto the computer you will upload photos from, using your normal domain computer account - a domain account is one the school issued to only you for the purpose of logging onto computers at the district.

You cannot use the Photo Import Utility, from a computer where you have only logged onto it locally using a special account that only works on that specific computer for example.



  1. If you haven't already done so, click the button below to download the Schooltool Photo Import utility to your Windows Desktop or to another location where only you will have access to the file

    Download the Schooltool Photo Import Utility
    **Hint: If you already have the photoimport.exe downloaded to your computer, skip to step #3.


  2. Double click the file you downloaded in the previous step, and then unzip the file inside it (PhotoImport.exe) also to your Windows Desktop, or another location where only you will have access to the file


  3. Double click the PhotoImport.exe file from your Windows Desktop to launch it (or from the location that you downloaded it to) - the Schooltool Photo Import Utility appears as illustrated below



  4. Click the "Browse" button that appears to the left of the "Import From" field and then navigate to the location where the actual files (i.e. 12345.jpg) are for the photos you wish to import - click OK to select and set the directory which will then appear in the "Import From" field as illustrated below




    **Hint: The "source" folder you select for this step, cannot match the folder you'll select in the next step. The "source" and "destination" folders you select must be different.



  5. Click the "Browse" button that appears to the left of the "Move To" field and then navigate to the location where the compressed version of the actual photo files should go



    **Hint: You may need to create this folder before completing this step, but note that the folder can be named anything you like (e.g. Photos), and can be placed anywhere on your local hard drive, network drive, or even just a folder on your Windows desktop



  6. Click the "Database Connection" button that appears to the right of the line on the screen labeled "Database" as illustrated below - the "Set Database Connection" screen appears next




  7. In the "Server Name" field that appears, type in the IP Address or the actual network name of your SchoolTool database server - if you aren't sure what should go into this field, send an email to Schooltool@edutech.org for assistance


  8. Below, make sure that the "Authentication" field is set appropriately using the following as a guide:


    • Select "Windows Authentication" and then make sure that the "UserName" that appears in gray to the right of the "User name" field matches the domain account that you use to logon to computers at the school - see the "Before you Begin" section of this article for more information


    • Select "SQL Server Authentication" only if we provided you with a specific username and password, which typically doesn't represent your own username for example (i.e. a shared account)
  9. Below, click the "Database" field and select your schools PRODUCTION SchoolTool database from the list - if you aren't sure of which database to choose from, send an email to schooltool@edutech.org for help

    **Hint: If you've been successfully at completing all of the steps prior to this one, the "Test Connection" button that appears at the bottom of the window should become active, but if not you'll need to retrace your steps.




  10. Click the "Test Connection" button - if a message SIMILAR to the following appears, continue to the next step, but if not you should retrace your steps




  11. Click OK to continue


  12. Click the "Save Settings" button to save your changes and to connect to the Schooltool database you chose in step #9 previously


  13. Now that you're back at the main screen, confirm that the word "Connected" now appears to the right of the line labeled "Database" as illustrated below - if not, retrace your steps




  14. Just below to the right of the line labeled "ID Type", mark an appropriate radio button to indicate the the type of photos you will be importing, using the following as a guide:




    • Student: Mark this type if you will be importing student photos, but only if...


      • The images you'll upload are named with the student's student number (e.g. 123456.jpg)


        --OR--


      • The vendor your school uses for Photos provided an "IDLINK.txt" file along with the images they sent you (i.e. LifeTouch)



    • Faculty (Local): Mark this type if the photos you'll import are for faculty, but only if the images you'll upload are named with the faculty's local ID number (e.g. their HR Employee number or 743.jpg)




    • Faculty (Universal): Mark this type if the photos you'll import are for faculty, but only if the images you'll upload are named with the faculty's State ID number (e.g. their teacherID or 63281.jpg)


  15. (Optional) Check the "Trim Leading Zeros from IDs" checkbox if and only if the photos you'll upload, are not named exactly the same as the Student ID or Faculty ID for a given person is in Schooltool



  16. Below click the "Import" button - if you've completed all of the steps up until now, the following message will appear, otherwise retrace your steps:




  17. Click OK to continue


  18. Below, review the text that appears in the "Results" window to confirm if the importer worked as expected - if not, you can still retrace your steps as the importer can be run as many times as needed