Hosted Xporter Manager Introduction

This guide is intended to help you use the Hosted Xporter Manager operationally, i.e. once it has been setup and installed for you by Groupcall. If you do not have an existing installation please contact our sales team to discuss support for Hosted environments within your organisation.

What is Hosted Xporter Manager?

Hosted Xporter Manager brings the power of Groupcall Xporter, the mature and versatile extraction/translation tool, to centrally managed/hosted MIS configurations. Instead of relying on a server installed in an individual school, Local Authorities or school clusters can access the data extraction simplicity that Xporter provides easily and reliably.

Hosted Xporter Tool vs. Xporter Management Console


HostedManagerLogoHosted Xporter Tool XporterLogoXporter Management Console

 The Hosted Xporter tool can be opened via the logo made up of 4 small blue X's on the desktop.

If there is no logo on the desktop, you can access it in the following location "C:\Program Files (x86)\Groupcall\Xporter\HostedManager\Groupcall.Xporter.Hosted.Manager.exe" (please note that this is a default location and could vary within your environment).

The Hosted Manager tool is used to manage the schools and extracts in use within the environment. The activities undertaken in the tool include - adding new schools, adding new extracts, managing the schedule for an extract, running a single school and resetting changes for a single or all schools.

You may also see a logo with a single blue 'X' on the desktop.

This is to open the Xporter Management Console.The Xporter Management Console provides access to the Groupcall Xporter 2010 service application and is located on the Start Menu, under Start > Programs > Groupcall > Xporter > Xporter Management Console; typically there is also a desktop shortcut to the Xporter Management Console. The activities that are undertaken in the console include - viewing Xporter job status, manually running a job for all schools, setting proxy configuration, changing an Xporter configuration token, and viewing Xporter logs.

Throughout this guide, reference will be made to both interfaces as they control different areas of a hosted set-up.

Please take note of the different terms used above and be aware of the differences to ensure you are taking actions in the right place. The included screenshots will help you as each interface has a distinct look.


HostedManagerLogo    The Hosted Xporter Tool

There are several tabs within the tool, each relates to a different area of the hosted set-up and allows you to perform various tasks. The most used tabs are summarised below.


Show me the tabs summary
  1. Hosted Schools
    • Shows all the schools in the hosted environment.
    • Allows you to add a new school one at a time.
  2. Hosted Extracts
    • Is used for managing the extracts in place for all schools.
    • Allows you to add a new extract, or convert an existing extract to work in the Hosted environment.
  3. School Extracts
    • Lists all the schools in the hosted environment.
    • Allows you to change the Instance of Xporter to which a school is bound (for load management purposes).
      • When Xporter is run in a hosted environment, it is necessary to split the installation into manageable 'instances', with one MIS per instance. In practice this means that there will be number of schools linked to an instance.
      • There are some important managerial decisions to be made surrounding the use of instances.

        • If you have multiple MISs in use, you will need one instance per MIS.

        • If you have some schools running a subset of extracts, such as third party catering or library systems, you may like to consider setting up Instances that allow you fine grained control over this.
  4. School SIF agents
    • Shows what schools have SIF agents and the associated information.
    • Only required if SIF is in use
  5. Hosted Xporters
    • Used for managing and enabling additional instances of Xporter.
  6. Maintenance Tasks
    • Reset Changes (i.e. request a full set of data) for all schools at once or can be used to reset changes on a per school basis.
    • Run a single school on demand.
    • Bulk add Schools.
    • Bulk bind Schools to instances.
    • Bulk add SIF agents along with specifying their respective Zones.
    • Bulk Operations

      • There are several 'Bulk Operations' that can be performed using csv upload. Please visit this page for details on the columns required and their function.



XporterLogo Xporter Management Console

If you are used to using Xporter in a standalone environment you will be familiar with carrying out all tasks in the Xporter Management Console. In a Hosted Environment most tasks need to be undertaken in the Management Tool outlined above; however, there are some tasks still requiring action within the Xporter Management Console.


Show me the console summary
  • Jobs
    • You can run the HOSTED.$jobname$-job from here to run all bound schools on that instance on demand.
  • Passwords
    • Used to manage the user with which the jobs access the MIS.
    • e.g. Groupcall SIMS user. See this page for more information on this section of the console.
  • Tokens
    • Used to change the values of tokens that affect all schools on that instance. If you need a school specific token, this should be added via the Management Tool.
    • Beware of editing the default tokens as this could impact on the functionality of your hosted environment. We recommend making a note of token values before editing them so that you can easily revert to working configuration as required.
  • Misc
    • Used to manage proxy settings, School Details and various other configuration settings.
    • The settings shown here are held in the a configuration file, "GCEXporter.ini located in (default location) "C:\Program Files\Groupcall\Xporter\GCExporter.ini", however this path can vary based on your local configuration.




Next Steps...

If you need any further assistance or get in to any difficulty, then please contact Groupcall Support. If the issue affects Groupcall Partner products you should refer to the support arrangements for that specific Groupcall Partner.

Now you are familiar with the different areas required to make a Hosted Xporter setup work, you may like to read the Hosted Xporter Operations Guide which details how to use the environment.

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